October 12, 2016

POPAI Board Meeting Minutes for 10/12/2016

10:38am In-person meeting, Marion County south-side probation office. Guests: Julie Lanham and Debbie Braun of the Indiana Department of Correction. Mignon Ware also joined the meeting via conference call


  • Linda Brady, President
  • Adam McQueen, Vice President
  • Christine Kerl, Treasurer
  • Susan Bentley, Secretary
  • Robert Schuster, District 1 Rep
  • Steve Keele, District 2 Rep
  • Sarah Lochner, District 3 Rep
  • C.J. Miller, District 5 Rep
  • Brian Sharp, District 7 Rep
  • Cherie Wood, District 8 Rep
  • Eric Zimmerman, Past President
  • Troy Hatfield, PO Advisory Board Rep
  • Greg Werich, Chief Exec Committee
  • Susan Rice, Training Coordinator
  • Kory George, JDAI Representative

Secretary's Report Distributed prior to this meeting-Sarah recommended one change to minutes that JDAI was “juvenile detention alternatives initiative” and the minutes stated “juvenile delinquency alternatives initiative”  Adam moves to accept, CJ seconds, all voted and motion carried. CJ motioned to accept and Brian seconds annual Business meeting minutes as well. All voted, motion carried.

Treasurer's Report Christine reported that as of September 30, 2016 the amount in the checking account is $57,655.62 and the amount in the savings account is $17,037.34.  $25,500.00 actual income from conference as of October 11, 2016.  It was reported we are under budget so far in regard to conference expenses.  Budget report distributed and discussed. Susan B. moved that we accept treasurer’s report, Bob Schuster seconded.  All voted, motion carried

Membership Linda advised that at the next meeting, further discussion will be held about "closing out" former POPAI members who have not paid dues from our membership database.  "Closed out" former members will no longer have access to the Members Only portion of the POPAI website and will no longer receive Monday morning email updates from POPAI.  Before closing our members, the POPAI Board will ensure that the membership database is as up to date and accurate as possible. Susan Rice distributed her list of counties that still owe membership dues invoices.   Steve to check on Allen County and Brian to check on Clark County.  Christine to check on Marion County. Adam to follow up with Lakisha, District 4 rep to talk to those pending in District 4.  Susan Rice is unsure at this point of new Corporate Members and will report back.  Final report pending for November Meeting for POPAI conference.  Dates for 2017 confirmed already.

Education Linda advised that the Chief PO Summit is scheduled during Holy Week for 2017 and asked that Susan look into changing the dates.  Susan advised the Sheraton has been contacted and she is waiting for a return phone call still as the representative from Sheraton had a death in the family.  Susan Rice to send out the new dates when she gets them.  Next year’s dates for POPAI conference dates in French Lick, IN have been confirmed for September 6-8, 2017.

Chief's Executive Committee No update

Juvenile Delinquency Alternative Initiative (JDAI) Update Kory updated on status of Michelle Tennell.  Nancy Wever has assumed those duties in the interim.  Jenny Young is also leaving to become the state director in the state of Washington.  There is a current opening for a state level strategist. Boone County also has an opening for a local coordinator as well.  Thirteen newest JDAI counties have had systems assessments.  Kory went to a state level convening with Justice David and Michelle in Omaha in September.  Kory reported that Indiana is doing pretty well in comparison.  Annual Coordinators conference held the last week of September. Implicit Bias Training will be rolled out again in the Spring of 2017 by the state.  11/9/17 meeting in New Castle, IN regarding funding.

Probation Officer Advisory Board Update Meeting was held 10/11/16 and Troy, CJ, Sarah and Kory were in attendance. Troy reported: 2016 PO Regional Training will be 12/7/16 from 1:30-3:30pm in webinar form.  Topics of training to be announced.  IRAS/IYAS recertifications are still on hold-trying to troubleshoot some of the bugs.  Recertification is undetermined at this point.  2017 PO Annual meeting is 5/16/17 and 5/17/17.  PO Exam is being redone with consultation from IUPUI.  Training will be redone leading up to the exam as well.  Focus groups scheduled in November, corresponding with IRAS/IYAS stakeholder training.  This will be a year and a half process, but a new exam should be ready by the end of 2017.  JRAC update: 43 entities applied for the grant money.  Office of Court Services has a new organizational chart, which they will be sending out.  EBDM update given and the focus will be on the pre-trial process.  Caseplan project is still piloting in various counties on INcite.  Norfleet public records request was brought up as well.  Jenny Bauer recommended that all Chief POs comply with requests in a timely manner.  It is imperative that this request is not ignored.

Election District 6 Election is up and running on the website currently in the Members Only area.  The District Representatives from the even numbered districts will run the next election as odd numbered District Representatives are up for election next year.  District 6 Elections will be open on the website until 12am on 10/23/16.  Linda reported Election Committee needs to appoint a chair-Steve Keele volunteered and all approved.

Awards and Recognition This committee will discuss further parameters of the Knepple Scholarship before next year.  CJ shared concerns from others he received regarding the Rookie of the Year Award.  APPA notice for PO of the year will go out in the Spring of 2017 and CJ will send it out.

Legislation Linda attended the Interim Study Committee on Corrections and Criminal Code meetings on September 21 and 28.  The final meeting will be tomorrow October 13th.  At the last meeting, GPS was discussed for domestic violence offenders.  Linda will send out a final report when it’s published.  Linda will invite the POPAI lobbyist Glenna Shelby to come to a future meeting for updates. Justice Reinvestment Advisory Council (JRAC) meeting is 10/20/16 and is open to the public.  The Community Corrections grants for the $2 million will be discussed at that meeting.  Linda will be in attendance and will report back.  

Technology Adam reported that Karen sent out previously to all board members the technology report.

Old Business NIC will be working with Indiana to provide technical assistance for the Pre-trial initiative.  EBDM pilot counties have been chosen as well as four non pilot counties to have assistance provided.

New Business DOC Guests Julie Lanham (Deputy Commissioner of Re-entry) and Debbie Braun (Director, Community Corrections). Discussion of the DOC program audits of probation departments.  Julie and Deb explained some issues with the recent first-time program audits of probation departments that were conducted using the Mark Carey tool for EBP organizations. Although Community Corrections programs understand that the program audits would cover their entire organization, probation departments generally were not prepared that the audit would cover not only the newly funded positions (from the CC grants) but would also cover the entire organization. Julie noted that probation departments that have a long history of being steeped in EBP practices passed their audits much the same as Community Corrections Programs.  However, probation department that are newer to EBP struggled with their program audits.  These initial audits of probation departments are considered by the DOC as "baseline" audits.  Departments will be given help from the DOC to improve areas of deficiency and their current DOC funding (CC grants) will not be cut, but in the long term, these probation departments must meet Indiana Probation Standards and DOC standards in order to remain eligible to receive continued DOC funding.  Julie asked how the DOC could help probation departments that are struggling.  Suggestions discussed: holding a joint community supervision training/conference with POPAI and IACCAC focused solely on community supervision issues; at a future training have probation departments (deemed exemplary by DOC audits) of various sizes on a panel to discuss how they are meeting the Indiana Probation Standards and DOC standards; bring in Mark Carey to train CPOs and probation leadership on the EBP organization checklist with DOC staff co-facilitation to explain what they are looking for during their audits.  Julie will talk with Court Services (formerly IJC) leadership and IACCAC leadership about possibilities of collaborating on training.  It was also suggested that for future audits, it would help departments prepare if they knew well in advance the dates of their audits.   Linda suggested that DOC audits may benefit by requesting the supervising judge(s) attend the opening meeting of the audit day as well as the exit conference, and that Chief POs be advised that they must attend the audit the entire audit day. Indiana Business Entity Report-Christine reported the report had been returned because it was not accurately completed.  There is no record of where the report was sent and it was never received by POPAI. Reinstatement has already been completed and is not due up to expire again until 8/31/17.  This will become the secretary’s duty and responsibility in the future to make sure it’s published on line.  Christine will get with Susan B. to go over this. Research Request - sent out this morning by Linda via email.  All asked to review so discussion can be held at the next meeting. POPAI Committee Assignments - Linda asked Board members to let her know if you would like to change or add to your committee assignments. Mignon Ware, former POPAI Secretary, plans to continue to work on POPAI committee.  Committee members are not required to be current board members - all POPAI members are welcome to request to participate on POPAI committees.    

Next Meeting 1:35pm-motion to adjourn by Susan , motion seconded by Brian, voted and all approved.  Meeting dismissed. 11/9/16@ Southside Marion County Probation Office-10:30am, Eastern time.