February 12, 2020

POPAI Board Meeting Minutes for 02/12/2020

Called to order at 10:45 a.m.


  • Adam McQueen, President
  • Troy Hatfield, Vice-President
  • Robert Schuster, District 1 Rep
  • Heather Malone, District 2 Rep
  • Melanie Pitstick, District 5 Rep
  • Andria Geigle, District 6 Rep
  • Michael Coriell, District 7 Rep
  • Mignon Ware, District 8 Rep
  • Susan Rice, Training Coordinator
  • Linda Brady, Past President

Secretary's Report Secretary's Report was presented by Adam McQueen, which includes the minutes from the January board meeting.  Melanie Pitstick made a motion to accept the Secretary's Report and Michael Coriell seconded.  Motion passed unanimously.

Treasurer's Report Treasurer's Report was presented by Adam McQueen.  The checking account balance is $64,570.45 and the savings account balance is $17,073.20 as of January 31, 2020.  Heather Malone made a motion to accept the Treasurer's Report and Andria Geigle seconded.  Motion passed unanimously.

Membership Susan Rice and Michael Coriell reported that as of February 5, 2020 we have 1,010 total POPAI members (934 POs; 21 Corporate; and 55 Other).  Susan reported that individual membership invoices went out in December and responses are coming in from those invoices.  Also, send any new corporate member interest to our website and to Susan Rice for more information. Discussion was held regarding membership dues and amounts being charged for our memberships.  The Board reviewed our budgets from the past three years with regard to revenue being received from memberships and other sources along with our annual expenses.  The Board decided to keep individual membership dues as is.  Andria Geigle made a motion to increase corporate membership dues from $400 per year to $500 per year starting in 2021 and Michael Coriell seconded.  Motion passed unanimously.

Education 2020 Management Institute (MI) on March 12-13, 2020 (Drury Inn, Indianapolis): Susan Rice reported that we only have about 55 people registered for the Management Institute thus far.  Our typical registrations are around 100 for the Management Institute and about 75 for the Chief Probation Officers Summit.  Susan will re-send the notice out to CPOs again to advertise for the MI.  It has also been posted on the POPAI website in multiple places.  Susan reports that she has enough session set and a keynote for the CPO Summit. Chief Probation Officers Orientation on March 11, 2020 (IOCS): Susan will be sending out invitations to new Chiefs this week.  She is also confirming speakings with IOCS. 2020 POPAI Fall Conference on September 9-11, 2020 (French Lick): No updates.

Chief's Executive Committee No update.

Juvenile Delinquency Alternative Initiative (JDAI) Update Information was presented to the Board by Adam McQueen for Kory George, who received the information from Nancy Wever. Here are a few happenings that might be of interest to the group:

  • Indiana JDAI is expanding!  A letter of invitation was sent to all juvenile court judicial officers last week asking them to submit a Statement of Interest if their county is considering becoming a JDAI site.  Please encourage anyone with questions to reach out to me or to have their judge reach out!  Two options were offered:
    • JDAI – full access to technical assistance, funding, training, and other resources for sites
    • Introductory JDAI – limited funds available for a three year period for sites wanting to explore JDAI; technical assistance and other resources will be offered in a limited capacity
  • JDAI Grant Applications are due 2/14 to DOC.  This is the mechanism to direct $2M annually to counties for implementation of JDAI.
  • Indiana had a delegation of 39 who attended the JDAI National Conference in Seattle, Washington in October.  A few takeaways from those who attended:
    • Use of term “at risk” population or “at risk” youth – should reframe to message that these are youth who could benefit from prevention programs/services – this is an opportunity
    • Credible Messengers – Indiana needs to partner those with previous youth justice system experience – they are the experts!
    • Restorative Justice – as RJ practices are implemented, Indiana needs to find law enforcement and prosecutors who can champion this as diversion, intervention, even for the most serious offenses.
    • Community Partners – youth justice system improvement needs to live in the community.  The formal system and system stakeholders need to lead by building community capacity to serve youth and families.
    • The Annie E. Casey Foundation is redefining JDAI as the work has evolved.  They are finally catching up to Indiana and promoting JDAI as the model for improvement in the entire youth justice system – not just detention reform!  The acronym is being redefined to reflect this evolution – ensuring that every child, every day experiences a youth justice system that is:
      • JUST – committed to racial and ethnic equity and fairness for girls and youth who are LGBTQ
      • DEVELOPMENTALLY APPROPRIATE – seeking to safely divert youth away from the system, transform probation practices, minimize confinement while ensuring that facilities are safe, dignifying and designed to promote positive youth development
      • ACCOUNTABLE – all system stakeholders are accountable to the youth, families and communities we serve – accountable for implementing best practices, achieving positive outcomes and advancing equity
      • INCLUSIVE – system professionals recognize critical importance and value of families and make them full partners in their own child’s case AND in youth justice system improvement; ensure all community partners provide opportunities for positive youth development specific for youth of all races and ethnicities
For Indiana – this means opportunities and support for all the work that we have been doing and will begin – Deep End, Probation Transformation, Introductory JDAI, Detention Reform – all pieces and parts of the youth justice system are JDAI!

Probation Officer Advisory Board Update Heather Malone reported the following:

  • EDUCATION COMMITTEE (Shannon Chambers, Johnson Co)
    • 2020 PO Academy – Dates April 7 – 9, October 20-22
    • 2020 Justice Services Conference - April 27-29, 2020 at the Convention Center.  Hotel block at the Omni.
    • Callouts for 2021 Justice Services Conference – contact Jennifer Weaver or Michelle Henkle if you have ideas for presenters. Call for presenters information https://ijc.wufoo.com/forms/z6faggw0tfkes2/
    • Interviewing Skills Training – Indiana Office of Court Services (IOCS) will provide this training in 2020.  Focus will be on how to get more out of the client interview to get more information for reports.  Four (4) hour training, going over general interviewing skills.  Set for February 14, 2020.  This will be a standard in assessment and interviewing for A/D people.  You can go online to sign up for this, training request form.
    • PO Exams - Are the first Thursday of every month.
    • Chad Long - is now in a supervisory role within the Education Division.
    • Order of Augusts nomination requests went out to CPOs and will go out to judges.
    • Anyone receiving a 25 year award (started as a PO in 1995), please get those names to Michelle Hinkle (michelle.henkle@courts.in.gov)
  • HOT TOPICS (Dustin Delong, Howard Co)
    • Committee is looking for recommendations re: topics to work on.
    • Discussed committee’s review of Probation Quarterly Reports Guide, and they are compiling lists of questions, contradictions, and other issues that will be addressed by trial court technology. The goal is to clarify and streamline how Probation Quarterly Reports are done. This will be a long process.
    • Will continue with reviewing Juvenile Probation and Financial Reporting at next committee meeting.
  • SUPERVISION (Deanna Moell, Tippecanoe Co)
    • Still need two POs to be sent to the committee, they are understaffed.
    • Made a recommendation for the best practices guide, but this is still on hold.
    • Looking at updating the PO minimum salary schedule.  Some of the counties have court staff and community corrections officers making more than probation officers.
    • Another topic is workload measures. *POPAI is also looking at workload measures.
  • CHILDREN’S COMMISSION REPORT (Susan Lightfoot, Henry Co)
    • New strategic plan was approved by the Children’s Commission.
    • Nice website you can go and look at what they are doing and the different sub-committees. https://www.in.gov/children/
    • New study about restraints in placement facilities and endorsed by the Children’s Commission.
    • Presentation on strengths and needs of kinship caregivers.
    • On behalf of Representative McNamara, there has been a request for the Juvenile Justice Reform Task Force.  Each task force gave a presentation as to what they are working on.
    • Next meeting is February 19, 2020.
  • JUSTICE REINVESTMENT ADVISORY COUNCIL (JRAC)/Legislative Report (Michelle Goodman, IOCS)
  • IOCS UPDATE (Angie Hensley, IOCS)
    • Pre-trial certification rules have been approved.
    • Five letters of intent have been submitted for counties wishing to have their pretrial programs certified by IOCS (includes Monroe County).
    • Indiana Pre-trial website, MOU samples, and an application process will be placed on the website. https://www.in.gov/judiciary/iocs/3721.htm
    • Orientation for pretrial staff will be required, but not until 2021.
    • Still working on incentive and sanctions. Working with counties in the field. Working on training for Teams which is Microsoft based.
    • Grant applications will be released January 31st for Pre-trial Courts, Veteran’s Courts, family recovery court, and Problem Solving Courts. Due March 16th. For Pre-trial courts a requirement is that you will be certified or have a letter of intent.
    • Working internally with distance learning modules to move online certification in house rather than paying an outside vendor. This is why the extension was granted for the last re-certification group. *Watch Incite for this information.
    • 2020 Risk Assessment calendar is available on Incite.
    • Staff who are not probation or corrections officers.  There is separate training for staff in the pre-trial courts rather than having them train with officers. Contact Michelle Goodman to make sure they have the right materials.
    • This came to the attention through the problem solving courts committee.  If they go to another county they are put on an MC, if they issue a warrant on the MC Charge and there are not Charges attached, IDACS and NCIC will not post the warrant without charges. You can add the charges or you can send back to the county for disposition. But when you are running PSI’s and running Criminal Histories, it will look like two incidents. This is a training issue as well. Be sure to look at the history and don’t double count. This is more prevalent with Problem Solving Court cases. IOCS will lay it out in an email and will send out so that officers can see the information. Also, this will be placed on INcite with the information as well. IOCS will also get information to the Judges as well.
    • Positions up in April: Districts 4, 6, 8, 11, and 12, plus two at- large spots open (appointed by the Chief Justice).
    • Jenny Bauer, Angie Hensley and Dr. Smith presented at APPA. It was not well attended because it was right after lunch.  It went well for those that were there.  They presented on Incentive and Sanctions, the training components and case planning.
    • 04/14/2020, 07/14/2020, 10/13/2020 – we will be seeking an alternative date for this meeting as this is after Columbus Day and there will not be IOCS staff available.

Election Michael Coriell reported that elections for 2020 will include President, Secretary, Districts 2, 4, 6, and 8.  Both Lakisha Fisher (District 4) and Andria Geigle (District 6) are in their second elected term and cannot run for a district board seat in 2020.  All other incumbents are eligible to run in 2020. Elections are held during the annual business meeting which will be held on Thursday, September 10th in French Lick during the Fall Conference. Michael stated that Intent to Run forms will be available as of May 13th (120 days before the election) and will be due by July 12th (60 days before the election).  The election slate will be announced by August 11th (30 days before the election).  Absentee ballots must be requested by August 26th (15 days before the election) and must be received by September 7th (three days before the election). Discussion was held regarding the ability to move forward with electronic voting.  The concerns that need to be addressed are: PO member must only vote be allowed to vote one time; PO member can only vote for their district and executive officers; PO members' votes remain anonymous; and only active PO members may vote. Susan Rice provided information on how the APPA membership votes during elections and is able to address the concerns listed above.  More will be explored in this area.  Additionally, in order to switch to electronic voting, the bylaws will need to be amended to include this method and timelines will need to be adjusted to allow for a voting period leading up to the annual business meeting, which will eliminate the need for absentee voting. The Board decided we are required to hold elections in the traditional format for 2020 until the bylaws can be amended to allow for additional voting methods.  The Board will target changing the election process for 2021.

Awards and Recognition Bob Schuster reported that an announcement will go out to the membership regarding the Knepple Scholarship on February 24th.  The scholarship will be awarded at the Justice Services Conference in April.

Indiana Evidence Based Decision Making (EBDM) Initiative Linda Brady reported that the February meeting for the state EBDM committee was cancelled.  The next meeting is set for Friday, March 6, 2020. Adam McQueen reported, as POPAI's representative to the EBDM Professional Development Committee, no meetings have been scheduled at this time.

Justice Reinvestment Advisory Council (JRAC) Adam McQueen reported the next JRAC meeting is set for Friday, March 27, 2020.

Legislation Troy Hatfield presented the Board with a list of legislation being followed and discussion was held on each pending bill.  The Board will continue to watch the following bills and request our lobbyist take action where indicated below:

Technology Karen Oeding, webmaster, submitted the following: Executive Summary: After an exciting start to the month, January was a completely normal maintenance month. Accomplishments: Karen discovered a vandalism incident in early January.  This was remedied by hiring an outside service to clean and provide a year of firewall.  Adding this service still falls within the budget. (Sucuri: https://sucuri.net/)  The problem ended up being code that was inserted into our database under the part where counties are stored.  Adams County was replaced with the code.  As a description, this code was like being tagged. The inside of our database was not harmed, no one stole data, but the presence of the code caused interruption in our normal work flow.  After that was cleared up, Karen was able to get the 2020 Membership screens going and continued with normal activities throughout January. Additionally, Karen retired the Members Only Area with a plan to harvest all the information from it, keep it in the background of our site, and evaluate any usefulness of the structure one year from now.  She also set up and activated the Legislative page (that will grow into a legislative section) and Troy Hatfield identified the content. Google Visitor Report and Evaluation: Google analytics show a normal spike pattern on Monday mornings as people get their email from us. This month, and over time gradually, we are picking up more and more new users. Now our ratio is 52% returning to 47% new. It used to be more of a 70/30 split.  It seems like our Google ranking is bringing us new people for a variety of topics.

Old Business Adam McQueen reported that the Cincinnati Insurance Companies who will hold the policy for the Board's liability coverage has written the policy and should be billing the Association shortly.

New Business Susan Rice reported that APPA's Summer Institute will be held in New York City on August 23-26, 2020.  POPAI is an affiliate member of APPA and traditionally sends a board member to represent POPAI during each Institute.  Susan also reported that APPA is making major changes with regard to the Board of Directors (BOD) composition.  APPA's Board traditionally has been comprised of about 150 members and will now be reduced to fifteen.  Affiliate members, such as POPAI, will no longer be on the BOD, but will have representation on the Board as one affiliate will be a BOD representing all affiliate members.  APPA's bylaws are currently being revised to solidify this strategy. Heather Malone reported that she is learning of concerns involving the Family First Act affecting local service providers' eligibility to continue to receive Department of Child Services reimbursement.  Discussion was held on the issue and more information will be brought back to the Board, if needed.

Next Meeting Thursday, March 12, 2020 at 12:00 p.m. EDT at Drury Plaza hotel, 9625 North Meridian Street, Indianapolis.