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"Thank You Ladies"
VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL MEETING MINUTES
Friday, April 4, 2008
Warden’s Conference Room
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Logo Created By VSPW Graphic Arts Program
"Thank You Ladies"
VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL MEETING MINUTES
Friday, April 4, 2008
Warden’s Conference Room
MEMBERS PRESENT
Victoria Doran, Chair
Victor Abrunzo, V. Chair
C. Eaton
J. Erb
E. Muniz
R. Thompson
J. Videen, Secretary
VISITORS
M. Anderson of "Friends Outside" and D. Fulton
VSPW STAFF PRESENT
T. Hornbeak, Warden
Lt. J. Neeley, Administrative Assistant
Capt. J. Anderson
P. Untalon, Community Partnership Manager
Lt. D. Jacobsen, Visiting
D. Johnson, Sr. Librarian
D. Haworth
Capt. J. Rivera
The meeting was called to order by IFC Chairperson Victoria Doran at 1:35 PM, Somewhat later than usual due to the IFC tour of the Vocational Landscape Program. A motion to approve the minutes was brought and seconded. The April 6, 2008 minutes were approved.
I. OLD BUSINESS
A. Questions about 602s: Regina Thompson asked for more clarification on what it appears to be 602 non-responses. She had an example of an inmate who had a recent diagnosis, but did not appear to be receiving needed med changes. Nancy Rubinstein brought up a case where psych meds appeared to have been seriously delayed. Warden Henry walked through the paperwork with us, so that we understood what all the time stamps and notations indicated on a pile of 602s from one case. We covered the information quickly, but found it extremely informative. It gave us a much better understanding of how the 602 procedure works.
It was asked if there could be some extra training for inmates on how to file 602s correctly. Marvin asked if perhaps an inside volunteer could help inmates understand how to properly word 602s, or if perhaps someone with the WAC could help inmates with 602s.
Warden Henry explained that there is information about 602s given at orientation, in the Orientation Manual, in Title 15, and at the law library inside. She also said that there are several inmates who are familiar with 602s, and who help out other inmates all the time. There is currently no extra funding to provide any extra training on 602 filing, and WAC would be prevented from helping with any training, due to liability issues. Furthermore, there is no extra room to devote to 602 preparation inside. Currently the inmates do 602s during their leisure time, wherever they happen to be. She also explained that the Administration needs to stay separated from the 602 process in any assistive capacity, since they are responsible for answering completed 602s. It was mentioned that someone remembered having Kathleen Clemons, the Inmate Appeals Coordinator, at a recent IFC meeting, to give us a thorough explanation of the 602 process. (The main reference to the 602 process found in the Minutes is found at: 4. 602s and Co Pays for Medical Problems, pg. 3, VALLEY STATE PRISON FOR WOMEN INMATE FAMILY COUNCIL MEETING MINUTES Friday, February 4, 2005).
ACTION ITEM: NANCY RUBINSTEIN AND REGINA THOMPSON WILL WORK TOGETHER ON A PROJECT TO DEVELOP A BETTER UNDERSTANDING OF THE 602 PROCESS FOR FAMILIES. THEY WILL PRESENT THEIR QUESTIONS AND PROPOSALS AT OUR NEXT MEETING.
B. College Courses: Have there been any new developments toward getting local California colleges to begin participating in educational courses at VSPW? Warden Henry reported that the SCEP (Supervisor “” Education Program) Chief Deputy just sent out an update notice, but that nothing else had happened on this yet. However, there is possibly a college in the Bay Area that is interested in participating, according to the Director, who recently came through on a Director’s Tour.
II. NEW BUSINESS
A. Mail Room Update: Lt. Donaldson reported on the current Mail Room status. The mail was behind eleven days last week, due to being three staff members short for two weeks. Today, the mail was a total of 9 days out. Mail orders coming in at the proper post office box (PO Box 94) are up to date.
Helen Valdez asked if all the post office box mails were mixed together, requiring extra sorting once it reached the prison. Lt. Donaldson explained that the mail is sorted into the different boxes at the Post Office, and that it is picked up in separate trays. First Class letters are opened, searched, and resealed, then sorted by Facility then by Housing Units, and distributed. Legal mail has to be opened in front of the inmate. Legal mail will not be opened in the mailroom. The mailroom staff can effectively process four and a half trays of mail a day. There is no processing on Saturdays or Sundays, so the mailroom is automatically behind three days every Monday. Holidays often put the mailroom further behind.
The current delay in mail is due to the statewide Caesar Chavez holiday on Thursday this week (yesterday). Today, eleven trays came in. The mailroom has also been three staff members short for the last two weeks.
Lt. Donaldson explained that the mailroom has a total of 7 assigned employees that work with the mail. This includes the driver, the Sergeant, and five Office Assistants who work as desk processors. If the mailroom gets 10 or 11 days behind, this is reported to the Warden, and she authorizes overtime. The mailroom is on overtime right now, to catch up. Any General Office Assistants available elsewhere within the prison can be assigned over to the mailroom, if they are available.
Title 15 has a seven day timeline to get mail delivered to inmates once it comes in from the Post Office. However, when this timeline would cause a safety or security problem, it may be extended. In the case of most California prisons, lack of sufficient staff is an ongoing problem, and mail can get behind during low staffing periods. Low staffing also reflects the ongoing budget problems. The lack of staff is considered a safety and security problem, which allows the mail to be delivered late, according to Title 15.
B. Accounting & Trust Funds: Money orders and other funds come in through the Post Office. Money orders should be sent to PO Box 94, to be processed more quickly. Money orders need to have the inmate name and number on them. Checks take thirty days to clear, and cash is not allowed. International money orders take ten days to clear. Personal checks take thirty days to clear. The best thing to send in is a domestic money order. It should be posted to the inmate’s trust account within one to two days.
The mailroom staff receives and opens the money orders, logs them and photocopies them, stamps the backs of the envelope for the inmate. She bundles and tapes the money orders in the mailroom. She does a printout of the days’ receipts, and then delivers the money orders, along with the printout, to the Accounting Department. The inmate gets the envelope with a time stamp on the envelope. There is a stamp with check-off boxes on it that say ‘check’ or ‘money order’, and have a place for the dollar amount.
The Accounting Department logs the money orders immediately. The money orders go directly into the Inmate Accounting System, and should be posted to the inmate’s account within one to two days from receipt of the money order in the mailroom.
Trust Account Balances: The inmates only get a balance statement once per quarter (every three months). The Accounting Department and the mailroom cannot give out information on the inmate’s balance to family members. Family members need to get this information from their inmate loved one. The balance statement includes restitution payments, withdrawals, canteen expenditures, earnings, contributions, and anything else that represents money going into or out of the inmate’s account.
A “Frequently Asked Questions” sheet on postal money orders in being prepared for addition to the Inmate Orientation Package. Marvin Coolbaugh asked if a copy of this fact sheet could be provided to the Inmate Family Council when it is ready, for inclusion on our website.
ACTION ITEM: THE IFC WILL BE PROVIDED WITH THE NEW “POSTAL MONEY ORDER FAQ” WHEN IT IS FINISHED.
Warden Henry let us know that she met with the WAC last week, and told us that they did not voice any concerns about slow posting of money to accounts. This hasn’t been a problem that has been brought up by WAC for over a year now. However, the slow mail is an issue with WAC.
The Accounting Department representatives thanked us for inviting them to our meeting, and the IFC members appreciated their attendance.
C. Family Visiting: The Inmate Family Council requested information on how Family Visits work. We were directed to Title 15, Section 3172.1 and Section 3177. The Administrative Staff asked us to review the materials and to submit any specific questions that we may have about Family Visiting that are not answered within the Title 15 regulations.
Lt. Donaldson was able to give us some general information about Family Visiting at this meeting. First of all, the request for a Family Visit must be generated by the inmate. Her request is submitted to her counselor (or “CC2”, which means Correctional Counselor II). Counselors are available approximately 10 hours a week for open line interactions with inmates. During that time they also review Family Visit requests, and it may or may not be done immediately, depending on the Counselor’s caseload. There is no specific timeline for when a Family Visit application must be handled.
If an application for a Family Visit takes an excessive amount of time to be answered (more than two months), an inmate may submit an “inmate request for interview” to see her counselor.
The Inmate Family Visiting Officer is in charge of scheduling Family Visits. Once the request is approved by the Counselor, the approval is passed along to the Inmate Family Visiting Officer. This officer checks the calendar, and schedules the visit.
Title 15 provides most of the needed information on Family Visits. It will be necessary for the Inmate Family Council to review the materials and submit specific questions at our next meeting, if there are any further questions.
ACTION ITEM: NANCY RUBINSTEIN WILL REVIEW TITLE 15,SECTIONS 3172.1 AND 3177, AND PREPARE ANY SPECIFIC QUESTIONS ON FAMILY VISITS THAT ARE NOT ANSWERED BY THE REGULATIONS. ANY SUCH QUESTIONS MUST BE SUBMITTED ALONG WITH THE AGENDA PRIOR TO OUR NEXT IFC MEETING ON JUNE 3, 2005.
D. Regular Visiting
Open Patios in Visiting: A question was asked about the current and future uses of the outside patios in the VSPW Visiting rooms. Some of the other prisons have recently closed their outside patios, and there was a concern that this might also occur at VSPW. Warden Henry told us that some of the patios at other prisons were never to have been used for the purposes of Visiting. They were specifically to be used for fire escape routes and for other security reasons. There are no plans to shut down the patios in Visiting at VSPW.
New Visitor Handbooks: New Visitor Handbooks have recently been prepared for VSPW visitors. Marvin Coolbaugh requested that these be distributed to the Inmate Family Council members.
ACTION ITEM: JAVIER CAVAZOS WILL MAKE SURE THAT THE NEW VISITOR HANDBOOKS ARE DISTRIBUTED TO IFC MEMBERS WHEN THEY BECOME AVAILABLE.
Food Services for Visiting: One of the IFC asked why the Visiting room food can no longer be ordered hot. It was explained that the Department of Rehabilitation has taken over the food contracting services for VSPW, and now directly contracts out the service. This does not allow for hot foods to be delivered to the Visiting rooms. While our vendor is still Sam, he now works for the Department of Rehabilitation and not for Valley State Prison for Women, so he is not allowed to provide the same services as he did before. Basically, the DoR contract specifies vending machine foods only. Any extra services, such as having Sam on-site during all Visiting hours, is a special service that Sam is willing to provide. This is over and above the contract specifications. There are now some things in the contract which Sam is no longer allowed to do, such as special orders or hot food orders.
Other Visiting Information: Other information on Visiting was provided by Lt. Donaldson. Visitor numbers per weekend are staying in the 400 to 550 range, or about 250 to 290 people per day, for Saturday and Sunday. There have not been any terminations needed yet at VSPW. Last weekend was Easter, and the prison paid for some overtime to keep the 2nd Visiting room open. The Ad Seg had several more visitors than usual last weekend, because of Easter. Ad Seg and the SHU inmates may have visits, but the numbers are usually fairly low. When there are more people visiting Ad Seg and SHU inmates, there are less staff available for regular visiting.
E. Vendor Quarterly Packages: It is rumored that MGM and possibly D&D may be disallowed as vendors at VSPW. Recently, these two vendors made changes in their catalog lists that weren’t approved by the prison. This has caused some problems, as the inmates believed that they were able to purchase such items as Victoria’s Secret lotions and fragrances, and various rice meals, among other things. These items are NOT allowed under the current personal property rules. These vendors bypassed the catalog list approval process without complying or cooperating with prison staff.
Marvin Coolbaugh volunteered to talk to his contact at MGM to see if they are aware of the problem, and it they can work with the new R&R Captain. Capalino is the current acting Captain for R&R, but Captain Harmon starts on Monday of next week. Hopefully, the vendors can get together with the prison staff and work out these difficulties. The IFC requested that an attempt be made to reach an agreement, so that the inmates will not loose MGM and/or D&D. These companies are well liked by most of the inmates and their families, due to low prices and the types and varieties of goods available through them.
ACTION ITEM: MARVIN COOLBAUGH WILL GET IN CONTACT WITH MGM AND D&D REPRESENTATIVES, AND ASK THEM TO WORK WITH THE PRISON TO COME IN TO COMPLIANCE WITH REQUIREMENTS. HE WILL UPDATE CAPTAIN HARMON ON THIS MATTER.
F. Free Book Program: Nancy Rubinstein has received a request from Christy Camp and other inmates to see what has happened to the Free Book Program. It was started up when the inmates were still allowed to receive books via regular mail distribution. Now that the new personal property rules have gone into effect, when a free book comes in on the program, the women must be ducated to R&R, and must meet several other rules, which has severely impacted the interest and use of the Free Book Program.
Warden Henry would like more information about any Free Book programs that may be operating. She requested that the staff provide this information, and bring it to our next IFC meeting.
ACTION ITEM: PROGRAM STAFF WILL FIND OUT WHAT KIND OF FREE BOOK PROGRAMS ARE CURRENTLY OPERATING, AND REPORT ON THEM AT THE NEXT IFC MEETING.
G. Housing Unit Staff Training Update: After our last meeting in February, Housing Unit staff training has continued, and everyone is being kept current on the rules. There have been continuing reports from inmates on B Yard to their family members that there is still a shortage of toilet paper.
We were reminded that 602s are an important tool in monitoring for problems, as are reports from the WAC. There have been no reports of ongoing problems with toilet paper, even on B Yard. It was noted that B Yard uses more toilet paper than the other yards. It was also noted that there has been some suspected toilet paper hoarding going on. We were asked to get more specifics of any problems, and to encourage the filing of 602s to remedy any problems.
H. Honor Yard Proposal: Nancy Rubinstein asked if there might be a chance of instituting an Honor Yard at VSPW. Warden Henry was surprised to hear an IFC member ask about this, as this very proposal has already been introduced by inmates, and has been reviewed, and is in the process of being approved. Warden Henry thinks that this is a very good idea, and hopes to institute it. Right now, she is working to gave all stakeholders buy in to the proposal. After that, implementing the proposal will require review, discussion, selection, staffing decisions, etc. It may take a while, but Warden Henry sees it as a very positive move. The goal is to have a Housing Unit that is composed of disciplinary-free, positive programmers, who are also positive contributors to the community. This has been done successfully at other prisons, and should work well at VSPW.
Warden Henry said there are a lot of youngsters inside that are trying to do the right thing, and this will help support them in their efforts.
Additionally, Warden Henry told us that they are also looking at future possible housing modifications for inmates who are 60 or older. She also mentioned that they are working to develop better mentoring programs for some of the younger ladies coming in.
I. Smoke Away Products: Marvin Coolbaugh asked if the Medical staff might consider adding Smoke Away products to the approved catalog from vendors, to help inmates with tobacco withdrawal when the prison goes smoke free on July 1st. Smoke Away products are not nicotine-based, and so might be allowed outside of the formulary. Warden Henry told Marvin to submit the information to the Medical Office for review.
ACTION ITEM: MARVIN COOLBAUGH WILL GET THE INGREDIENT LIST AND OTHER INFORMATION ON THE SMOKE AWAY PRODUCT AND SUBMIT IT TO THE MEDICAL OFFICE.
J. Touring VSPW: Warden Henry okayed Board members and Alternates to the Inmate Family Council for a one-time tour of Valley State Prison for Women. It will tentatively occur on June 3rd, our next meeting date. We are to meet at the prison at 10:00 AM, before our regularly scheduled IFC meeting. We will need to sign permission slips that give our full names and addresses, our driver’s license numbers, and our Social Security numbers for a security check before May 6th. We will be able to see Receiving, and a Housing Unit.
K. Other Items: One of the IFC members complimented staff on the VSPW Creed, which is posted in the hallway of the Administrative Building, where the Reception Desk is located.
Sherrie Green, our newest member, is a professional photographer. She volunteered to work on projects where photographs would benefit the prison. This would be for programs such as the Christmas Veteran’s Hospital knitted items donation project, etc.
The meeting was adjourned at 2:32 PM.
Next Meeting: Friday, June 3, 2005, 1:00 PM
VSPW Warden’s Conference Room
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by May 20, 2005.
Victoria Doran, Chair
Victor Abrunzo, V. Chair
C. Eaton
J. Erb
E. Muniz
R. Thompson
J. Videen, Secretary
VISITORS
M. Anderson of "Friends Outside" and D. Fulton
VSPW STAFF PRESENT
T. Hornbeak, Warden
Lt. J. Neeley, Administrative Assistant
Capt. J. Anderson
P. Untalon, Community Partnership Manager
Lt. D. Jacobsen, Visiting
D. Johnson, Sr. Librarian
D. Haworth
Capt. J. Rivera
The meeting was called to order by IFC Chairperson Victoria Doran at 1:35 PM, Somewhat later than usual due to the IFC tour of the Vocational Landscape Program. A motion to approve the minutes was brought and seconded. The April 6, 2008 minutes were approved.
I. OLD BUSINESS
A. Questions about 602s: Regina Thompson asked for more clarification on what it appears to be 602 non-responses. She had an example of an inmate who had a recent diagnosis, but did not appear to be receiving needed med changes. Nancy Rubinstein brought up a case where psych meds appeared to have been seriously delayed. Warden Henry walked through the paperwork with us, so that we understood what all the time stamps and notations indicated on a pile of 602s from one case. We covered the information quickly, but found it extremely informative. It gave us a much better understanding of how the 602 procedure works.
It was asked if there could be some extra training for inmates on how to file 602s correctly. Marvin asked if perhaps an inside volunteer could help inmates understand how to properly word 602s, or if perhaps someone with the WAC could help inmates with 602s.
Warden Henry explained that there is information about 602s given at orientation, in the Orientation Manual, in Title 15, and at the law library inside. She also said that there are several inmates who are familiar with 602s, and who help out other inmates all the time. There is currently no extra funding to provide any extra training on 602 filing, and WAC would be prevented from helping with any training, due to liability issues. Furthermore, there is no extra room to devote to 602 preparation inside. Currently the inmates do 602s during their leisure time, wherever they happen to be. She also explained that the Administration needs to stay separated from the 602 process in any assistive capacity, since they are responsible for answering completed 602s. It was mentioned that someone remembered having Kathleen Clemons, the Inmate Appeals Coordinator, at a recent IFC meeting, to give us a thorough explanation of the 602 process. (The main reference to the 602 process found in the Minutes is found at: 4. 602s and Co Pays for Medical Problems, pg. 3, VALLEY STATE PRISON FOR WOMEN INMATE FAMILY COUNCIL MEETING MINUTES Friday, February 4, 2005).
ACTION ITEM: NANCY RUBINSTEIN AND REGINA THOMPSON WILL WORK TOGETHER ON A PROJECT TO DEVELOP A BETTER UNDERSTANDING OF THE 602 PROCESS FOR FAMILIES. THEY WILL PRESENT THEIR QUESTIONS AND PROPOSALS AT OUR NEXT MEETING.
B. College Courses: Have there been any new developments toward getting local California colleges to begin participating in educational courses at VSPW? Warden Henry reported that the SCEP (Supervisor “” Education Program) Chief Deputy just sent out an update notice, but that nothing else had happened on this yet. However, there is possibly a college in the Bay Area that is interested in participating, according to the Director, who recently came through on a Director’s Tour.
II. NEW BUSINESS
A. Mail Room Update: Lt. Donaldson reported on the current Mail Room status. The mail was behind eleven days last week, due to being three staff members short for two weeks. Today, the mail was a total of 9 days out. Mail orders coming in at the proper post office box (PO Box 94) are up to date.
Helen Valdez asked if all the post office box mails were mixed together, requiring extra sorting once it reached the prison. Lt. Donaldson explained that the mail is sorted into the different boxes at the Post Office, and that it is picked up in separate trays. First Class letters are opened, searched, and resealed, then sorted by Facility then by Housing Units, and distributed. Legal mail has to be opened in front of the inmate. Legal mail will not be opened in the mailroom. The mailroom staff can effectively process four and a half trays of mail a day. There is no processing on Saturdays or Sundays, so the mailroom is automatically behind three days every Monday. Holidays often put the mailroom further behind.
The current delay in mail is due to the statewide Caesar Chavez holiday on Thursday this week (yesterday). Today, eleven trays came in. The mailroom has also been three staff members short for the last two weeks.
Lt. Donaldson explained that the mailroom has a total of 7 assigned employees that work with the mail. This includes the driver, the Sergeant, and five Office Assistants who work as desk processors. If the mailroom gets 10 or 11 days behind, this is reported to the Warden, and she authorizes overtime. The mailroom is on overtime right now, to catch up. Any General Office Assistants available elsewhere within the prison can be assigned over to the mailroom, if they are available.
Title 15 has a seven day timeline to get mail delivered to inmates once it comes in from the Post Office. However, when this timeline would cause a safety or security problem, it may be extended. In the case of most California prisons, lack of sufficient staff is an ongoing problem, and mail can get behind during low staffing periods. Low staffing also reflects the ongoing budget problems. The lack of staff is considered a safety and security problem, which allows the mail to be delivered late, according to Title 15.
B. Accounting & Trust Funds: Money orders and other funds come in through the Post Office. Money orders should be sent to PO Box 94, to be processed more quickly. Money orders need to have the inmate name and number on them. Checks take thirty days to clear, and cash is not allowed. International money orders take ten days to clear. Personal checks take thirty days to clear. The best thing to send in is a domestic money order. It should be posted to the inmate’s trust account within one to two days.
The mailroom staff receives and opens the money orders, logs them and photocopies them, stamps the backs of the envelope for the inmate. She bundles and tapes the money orders in the mailroom. She does a printout of the days’ receipts, and then delivers the money orders, along with the printout, to the Accounting Department. The inmate gets the envelope with a time stamp on the envelope. There is a stamp with check-off boxes on it that say ‘check’ or ‘money order’, and have a place for the dollar amount.
The Accounting Department logs the money orders immediately. The money orders go directly into the Inmate Accounting System, and should be posted to the inmate’s account within one to two days from receipt of the money order in the mailroom.
Trust Account Balances: The inmates only get a balance statement once per quarter (every three months). The Accounting Department and the mailroom cannot give out information on the inmate’s balance to family members. Family members need to get this information from their inmate loved one. The balance statement includes restitution payments, withdrawals, canteen expenditures, earnings, contributions, and anything else that represents money going into or out of the inmate’s account.
A “Frequently Asked Questions” sheet on postal money orders in being prepared for addition to the Inmate Orientation Package. Marvin Coolbaugh asked if a copy of this fact sheet could be provided to the Inmate Family Council when it is ready, for inclusion on our website.
ACTION ITEM: THE IFC WILL BE PROVIDED WITH THE NEW “POSTAL MONEY ORDER FAQ” WHEN IT IS FINISHED.
Warden Henry let us know that she met with the WAC last week, and told us that they did not voice any concerns about slow posting of money to accounts. This hasn’t been a problem that has been brought up by WAC for over a year now. However, the slow mail is an issue with WAC.
The Accounting Department representatives thanked us for inviting them to our meeting, and the IFC members appreciated their attendance.
C. Family Visiting: The Inmate Family Council requested information on how Family Visits work. We were directed to Title 15, Section 3172.1 and Section 3177. The Administrative Staff asked us to review the materials and to submit any specific questions that we may have about Family Visiting that are not answered within the Title 15 regulations.
Lt. Donaldson was able to give us some general information about Family Visiting at this meeting. First of all, the request for a Family Visit must be generated by the inmate. Her request is submitted to her counselor (or “CC2”, which means Correctional Counselor II). Counselors are available approximately 10 hours a week for open line interactions with inmates. During that time they also review Family Visit requests, and it may or may not be done immediately, depending on the Counselor’s caseload. There is no specific timeline for when a Family Visit application must be handled.
If an application for a Family Visit takes an excessive amount of time to be answered (more than two months), an inmate may submit an “inmate request for interview” to see her counselor.
The Inmate Family Visiting Officer is in charge of scheduling Family Visits. Once the request is approved by the Counselor, the approval is passed along to the Inmate Family Visiting Officer. This officer checks the calendar, and schedules the visit.
Title 15 provides most of the needed information on Family Visits. It will be necessary for the Inmate Family Council to review the materials and submit specific questions at our next meeting, if there are any further questions.
ACTION ITEM: NANCY RUBINSTEIN WILL REVIEW TITLE 15,SECTIONS 3172.1 AND 3177, AND PREPARE ANY SPECIFIC QUESTIONS ON FAMILY VISITS THAT ARE NOT ANSWERED BY THE REGULATIONS. ANY SUCH QUESTIONS MUST BE SUBMITTED ALONG WITH THE AGENDA PRIOR TO OUR NEXT IFC MEETING ON JUNE 3, 2005.
D. Regular Visiting
Open Patios in Visiting: A question was asked about the current and future uses of the outside patios in the VSPW Visiting rooms. Some of the other prisons have recently closed their outside patios, and there was a concern that this might also occur at VSPW. Warden Henry told us that some of the patios at other prisons were never to have been used for the purposes of Visiting. They were specifically to be used for fire escape routes and for other security reasons. There are no plans to shut down the patios in Visiting at VSPW.
New Visitor Handbooks: New Visitor Handbooks have recently been prepared for VSPW visitors. Marvin Coolbaugh requested that these be distributed to the Inmate Family Council members.
ACTION ITEM: JAVIER CAVAZOS WILL MAKE SURE THAT THE NEW VISITOR HANDBOOKS ARE DISTRIBUTED TO IFC MEMBERS WHEN THEY BECOME AVAILABLE.
Food Services for Visiting: One of the IFC asked why the Visiting room food can no longer be ordered hot. It was explained that the Department of Rehabilitation has taken over the food contracting services for VSPW, and now directly contracts out the service. This does not allow for hot foods to be delivered to the Visiting rooms. While our vendor is still Sam, he now works for the Department of Rehabilitation and not for Valley State Prison for Women, so he is not allowed to provide the same services as he did before. Basically, the DoR contract specifies vending machine foods only. Any extra services, such as having Sam on-site during all Visiting hours, is a special service that Sam is willing to provide. This is over and above the contract specifications. There are now some things in the contract which Sam is no longer allowed to do, such as special orders or hot food orders.
Other Visiting Information: Other information on Visiting was provided by Lt. Donaldson. Visitor numbers per weekend are staying in the 400 to 550 range, or about 250 to 290 people per day, for Saturday and Sunday. There have not been any terminations needed yet at VSPW. Last weekend was Easter, and the prison paid for some overtime to keep the 2nd Visiting room open. The Ad Seg had several more visitors than usual last weekend, because of Easter. Ad Seg and the SHU inmates may have visits, but the numbers are usually fairly low. When there are more people visiting Ad Seg and SHU inmates, there are less staff available for regular visiting.
E. Vendor Quarterly Packages: It is rumored that MGM and possibly D&D may be disallowed as vendors at VSPW. Recently, these two vendors made changes in their catalog lists that weren’t approved by the prison. This has caused some problems, as the inmates believed that they were able to purchase such items as Victoria’s Secret lotions and fragrances, and various rice meals, among other things. These items are NOT allowed under the current personal property rules. These vendors bypassed the catalog list approval process without complying or cooperating with prison staff.
Marvin Coolbaugh volunteered to talk to his contact at MGM to see if they are aware of the problem, and it they can work with the new R&R Captain. Capalino is the current acting Captain for R&R, but Captain Harmon starts on Monday of next week. Hopefully, the vendors can get together with the prison staff and work out these difficulties. The IFC requested that an attempt be made to reach an agreement, so that the inmates will not loose MGM and/or D&D. These companies are well liked by most of the inmates and their families, due to low prices and the types and varieties of goods available through them.
ACTION ITEM: MARVIN COOLBAUGH WILL GET IN CONTACT WITH MGM AND D&D REPRESENTATIVES, AND ASK THEM TO WORK WITH THE PRISON TO COME IN TO COMPLIANCE WITH REQUIREMENTS. HE WILL UPDATE CAPTAIN HARMON ON THIS MATTER.
F. Free Book Program: Nancy Rubinstein has received a request from Christy Camp and other inmates to see what has happened to the Free Book Program. It was started up when the inmates were still allowed to receive books via regular mail distribution. Now that the new personal property rules have gone into effect, when a free book comes in on the program, the women must be ducated to R&R, and must meet several other rules, which has severely impacted the interest and use of the Free Book Program.
Warden Henry would like more information about any Free Book programs that may be operating. She requested that the staff provide this information, and bring it to our next IFC meeting.
ACTION ITEM: PROGRAM STAFF WILL FIND OUT WHAT KIND OF FREE BOOK PROGRAMS ARE CURRENTLY OPERATING, AND REPORT ON THEM AT THE NEXT IFC MEETING.
G. Housing Unit Staff Training Update: After our last meeting in February, Housing Unit staff training has continued, and everyone is being kept current on the rules. There have been continuing reports from inmates on B Yard to their family members that there is still a shortage of toilet paper.
We were reminded that 602s are an important tool in monitoring for problems, as are reports from the WAC. There have been no reports of ongoing problems with toilet paper, even on B Yard. It was noted that B Yard uses more toilet paper than the other yards. It was also noted that there has been some suspected toilet paper hoarding going on. We were asked to get more specifics of any problems, and to encourage the filing of 602s to remedy any problems.
H. Honor Yard Proposal: Nancy Rubinstein asked if there might be a chance of instituting an Honor Yard at VSPW. Warden Henry was surprised to hear an IFC member ask about this, as this very proposal has already been introduced by inmates, and has been reviewed, and is in the process of being approved. Warden Henry thinks that this is a very good idea, and hopes to institute it. Right now, she is working to gave all stakeholders buy in to the proposal. After that, implementing the proposal will require review, discussion, selection, staffing decisions, etc. It may take a while, but Warden Henry sees it as a very positive move. The goal is to have a Housing Unit that is composed of disciplinary-free, positive programmers, who are also positive contributors to the community. This has been done successfully at other prisons, and should work well at VSPW.
Warden Henry said there are a lot of youngsters inside that are trying to do the right thing, and this will help support them in their efforts.
Additionally, Warden Henry told us that they are also looking at future possible housing modifications for inmates who are 60 or older. She also mentioned that they are working to develop better mentoring programs for some of the younger ladies coming in.
I. Smoke Away Products: Marvin Coolbaugh asked if the Medical staff might consider adding Smoke Away products to the approved catalog from vendors, to help inmates with tobacco withdrawal when the prison goes smoke free on July 1st. Smoke Away products are not nicotine-based, and so might be allowed outside of the formulary. Warden Henry told Marvin to submit the information to the Medical Office for review.
ACTION ITEM: MARVIN COOLBAUGH WILL GET THE INGREDIENT LIST AND OTHER INFORMATION ON THE SMOKE AWAY PRODUCT AND SUBMIT IT TO THE MEDICAL OFFICE.
J. Touring VSPW: Warden Henry okayed Board members and Alternates to the Inmate Family Council for a one-time tour of Valley State Prison for Women. It will tentatively occur on June 3rd, our next meeting date. We are to meet at the prison at 10:00 AM, before our regularly scheduled IFC meeting. We will need to sign permission slips that give our full names and addresses, our driver’s license numbers, and our Social Security numbers for a security check before May 6th. We will be able to see Receiving, and a Housing Unit.
K. Other Items: One of the IFC members complimented staff on the VSPW Creed, which is posted in the hallway of the Administrative Building, where the Reception Desk is located.
Sherrie Green, our newest member, is a professional photographer. She volunteered to work on projects where photographs would benefit the prison. This would be for programs such as the Christmas Veteran’s Hospital knitted items donation project, etc.
The meeting was adjourned at 2:32 PM.
Next Meeting: Friday, June 3, 2005, 1:00 PM
VSPW Warden’s Conference Room
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by May 20, 2005.
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