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"Thank You Ladies"
VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL MEETING MINUTES
Friday, April 7, 2006
Warden’s Conference Room
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IFC Bulletin Boards, etc. IFC Minutes Honor Dorm/Lighthouse Children's Visiting 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 7, 2006
Warden’s Conference Room
MEMBERS/ALTERNATES PRESENT
Dr. John Videen, Co-Chair
Nancy Rubinstein, Secretary
Elizabeth M.
MEMBERS/ALTERNATES ABSENT
Marvin Coolbaugh
Louisa C.
Irma C.
Mark H.
Helen V.
Alexandria B.
Sherrie G.
Tammy R.
Frank A.
Regina T.
Wanda P.
William R.
VISITORS
Carolyn D.
Dwight D.
STAFF PRESENT
Gloria Henry, Warden
Javier Cavazos, A.A.
Lt. B. McCraw, Visiting/Mail
D. Haworth, Academic Vice Principal
Captain Anderson, D Yard Housing
Joie Pacini, Recorder
Sgt. Smith, R&R
Dr. John Videen, IFC Co-Chair, called the meeting to order at 1:05 PM. Introductions were made around the room.
A. OLD BUSINESS
1. Lighthouse Equipment and Procedure Update: Many people are happy to know that there is an Honor Dorm, and that things are going well there. We feel that the Lighthouse is a positive reward that inmates can work toward. There was an agenda question about when there might be an addition of equipment to the Dayroom in the Lighthouse. We had heard that there might possibly be an installation of a microwave, etc.
Warden Henry explained that the Lighthouse was a unit that was initiated and activated by a request and proposal developed by the inmates. Policy and procedure questions aren’t appropriate at the IFC level, as this is an activity that affects inmates, but not families. However, she said that she would let us know that the equipment placement we have asked about is an operations problem that may require new wiring and several other actions that are effected by budget considerations and other things. At this time, there is no timeline on equipping the Dayroom at any specific time. The policy addendums have not been put through, and are under administrative evaluation. There is no timeframe for any changes in the procedures in the Lighthouse at this time.
2. Book Donations/Library Information: Educational Vice-Principal D. Haworth was at our meeting to discuss book donations and educational touring with us. The General Yard Library has been able to resupply the vacant spots in the library with the books from our last donation in October. They need to add more shelves before putting up new books. However, when we are ready to re-donate, we may get in touch with Ms. Haworth ahead of time. Nancy Rubinstein mentioned that there are some other prisons that need donations as well, and offered to contact those prisons and deliver donations to them, as well. The IFC Board agreed that this would be an acceptable alternative to dispersal of books for inmates. We will also check back with D. Haworth prior to our next donation, tentatively scheduled for June 2nd, during our next IFC meeting. She will be able to tell us how many more books are needed at that time. They could tentatively take another 300 books in good condition.
Ms. Haworth also gave us a report on the Library. She told us that they receive a budgeted $10,000 annually to purchase new recreational materials. The library staff also repairs books, doing taping and rebinding. The library looses approximately 10 to 20 books a month that are beyond repair.
3. Quarterly Package/Special Purchase Vendor IFC Advocacy Proposal: Some inmates use their trust funds to purchase a quarterly package. These inmates have no family members or outside correspondents to help them when serious delivery problems occur. Our sister IFC group at CCWF has been helping with these problems at their prison. We had copies of two “thank you” letters from inmates at CCWF that had lost packages, and who had spent months trying to get the problem corrected on their own with no success, and without even a refund. When the problem was brought to the attention of the IFC, an IFC member was able to make a few phone calls, and get the problems solved.
Members of the IFC board discussed this issue, and have decided that it would be appropriate to submit a simple proposal to the prison to provide advocacy in limited cases, when inmates have problems with missing quarterly packages.
Nancy Rubinstein submitted this proposal, in writing, to the Warden’s Office last week, but it had not been received. The Warden asked that it be resubmitted. We are asking that the advocacy be limited to persons who have no outside family contacts, and who have not received a package a minimum of 3 months after the package was ordered and paid for. This limited advocacy offer would be provided to WAC, offering to accept their referrals. Nancy Rubinstein said she would re-send the proposal. It is attached to these minutes for review (see Attachment A).
B. NEW BUSINESS
1. Visitor Processing
a. Check-In Procedures: There is a new visiting procedure being tried out at Visiting. Lt. McCraw is trying out some different ways of processing to try and speed up the process. He has put a table in the Visitor Processing room, and the Visiting Sergeants are helping people fill out their visiting slips before their number is called at the front counter. This helps speed up things at the counter, because things like the wrong color of clothing, not having a clear bag to carry keys and money, having the right amount of money, checking on paperwork, birth certificates, affidavits for children, verifying that there is proper ID, and other things that slow down processing. This way, people can have time to take care of these things before they’re ready to be processed into the prison. Lt. McCraw spent some time talking to visitors, and the majority seems to like the new system. They’ve been using this method for the last 4 weekends. It appears to be cutting down the crowd at the counter.
The Visiting staff is also talking about cutting down the trips through the metal detector to only 2 times before sending visitors to the Friends Outside trailer to deal with clothing issues (too much metal, bra under wires, etc.). They are also discussing a policy of limiting the amount of jewelry allowed inside. Right now, there is no limit, although the staff try to announce that excess jewelry should be left outside. Processing a lot of jewelry is time consuming, as the counter staff has to write it all down, one piece at a time, and it all has to be checked when the visitor leaves, too. It is likely that the prison is going to institute a new policy on jewelry soon, allowing only one pair of earrings, one ring, one pair of eyeglasses, and a belt. Right now, they are asking people to self-limit, but this isn’t working well.
Lt. McCraw reminded us that green and tan clothing is not allowed, as well as blues, denims, and camo colors. Warden Henry reminded us that all this information is also in the Visitor Policy book.
When a visitor’s number is called out the first time, the visitor goes to the table where he or she fills out the visiting slip with a staff member. After checking for paperwork, carry-in materials, proper clothing, etc., the visitor returns to a seat and waits until the staff at the counter call the number again. The visitor currently keeps the visiting slip, along with his or her ID, while he or she waits for counter processing. When the visitor is called up to the counter, staff uses the ID and visiting slip to process the visitor. The visitor also empties pockets and takes off shoes at this time, and goes through the metal detector.
An IFC member asked if it might be possible for the visitors to leave their Identification with the slips and have the processing people work ahead to try and get visitors processed sooner. This is a technique used at Pelican Bay. Lt. McCraw said that various other methods of processing are being considered to try and make things go more smoothly, and that this might be considered in the future. He told us that they are trying to make several changes, and will continue to do so. Right now, they’re still fine-tuning this newest processing procedure, and will continue to work with it for a little while longer before making any new changes.
Another IFC member mentioned that there seem to be staff inside from 6:30 onward, and if it would be possible for processing to start before 8:30. Lt. McCraw reminded us that the staff that are certified log-on technicians aren’t available until after 8:00 AM, and that shift-change processing is what we see going on in there before 8:30. The prison staff also checks in through the Visitor Processing Center, so even though it looks like there might be people available to work on visitor processing, this isn’t the case.
An IFC member asked if people couldn’t just pick up a visitor pass and fill them out. Lt. McCraw explained that many visitors don’t know how to fill out the slips, and that they need help anyway. It makes things go more smoothly when there is a supervisor right there to help.
b. Visitor Processing Numbers and Opening Time: The Visitor Processing Center unlocks its’ doors at 6:30 AM, although it is not officially open for processing until 8:30 AM. However, at 6:30 AM, visitors may enter and receive a number, and then return to their cars and wait until 8:30 AM, when processing starts. Even though there are staff members at the Visitor Processing counter before 8:30 AM, the people who have access to the Visitor Processing computer do not come on-shift until after 8:00 AM. The Visitor Processing Room IS NOT OPEN until 8:30 AM. Prior to that time, there is no bathroom available on the prison grounds for visitors. If visitors get there early, they might want to stop and use the bathroom at the 24-hour gas station at the corner of Highway 99 and Avenue 24. It is well lit and is open around the clock.
Numbers are passed out in order, and there is usually a short line that forms in front of the Visitor Processing Center at 6:00 AM. The door opens at 6:30 AM, and people can take a number in the order they arrive. When processing starts at 8:30 AM, visitors are processed on a first-come, first-served basis.
If a visitor gets to the prison at 10 AM, her or she will get the next number available. This will probably be a number close to 100. Recently, processing of the numbers between 90 and 100 happens around noon to 1:00 PM.
Visitors need to remember that people are technically not allowed on campus before 6:00 AM at all, and that VSPW staff has extended us the courtesy of allowing us on campus before 8:30 AM. If you are approached by a guard before 6:00 AM, please be aware that the courtesy campus opening time is 6:00 AM, and that the official campus opening time is 8:30 AM, and please cooperate with the guard. Also, if you happen to find yourself on campus a bit early, please be courteous and follow all the rules.
c. Visitor Policy Book for Families: The Warden reminded us that all questions visitors may have about policy are included in the Visitor Policy Book. These books are available in Visitor Processing. The basic rules are also posted on the bulletin board in Visitor Processing and on the walls in the Visiting areas. She also went over the procedures for making sure visitors have this information before they come to VSPW.
When someone is approved to visit, the Visiting Department sends the visiting approval and a “Visitor Policy Book” to the inmate. The inmate is responsible for sending this information to their visitor. The prison does not pay for the postage. The inmates are responsible for providing an envelope and the postage to send out the information. It is possible that inmates without postage may not send this book, but it IS provided to them. If you have been approved for Visiting, but have not received this booklet, you should ask your inmate to send the information. You might need to send in some extra postage stamps to accomplish this, as it takes more than one postage stamp to send this information.
d. Visitor Parking & Morning Wait: Although the parking lot is not officially open prior to 8:30 AM, the VSPW parking lot is available at 6:00 AM. Visitors should be aware that, technically, it is not available before 8:30 AM, and if an officer approaches a visitor before that time, they may be asked to leave the campus until 8:30. However, as long as people follow all the rules, and stay in their cars, there should be no problems. As a courtesy, the Visitor Processing numbers are made available at 6:30 AM. Visitors may line up right before 6:30 AM at the Visitor Processing doors, which are opened at 6:30, in order to allow people to pick up waiting numbers. This is a ‘self-policing’ line, and everyone is asked to use common courtesy. Once we have our numbers, we are asked to stay in our cars until the campus officially opens at 8:30 AM.
Lt. McCraw told us that there are more visitors these days. If someone gets a number at 9:00 AM, there are probably 80 or 90 families ahead of him or her, and it will probably take about 2 hours for the 9:00 visitor to get processed. If a visitor gets to the prison at 10:00 AM, there are probably 95 to 100 people ahead of them, and it may take about 2½ hours to get in.
e. Crowding and Terminations: Lt. McCraw reported that there are more visitors now than there were a year ago, and that the numbers are continuing to go up. This last weekend, they processed approximately 750 visitors. As the numbers continue to go up, it is possible that we may have to start having Terminations at VSPW. That means that the first people in would be the first people to have to leave to allow later people a chance to visit.
Administrative Segregation (AdSeg) and Special Housing Unit (SHU) visits are currently scheduled for Saturdays, between 10 AM and 12 AM. After this time, the officers assigned to AdSeg/SHU visiting are pulled over to regular Visiting to help open the second visiting room. Because of the higher visiting numbers, Lt. McCraw is also having to pull out an extra two staff members off of the Visitor Processing Counter when the second visiting room starts filling up, and then two more as the second visiting room gets full. This slows down processing somewhat, but usually the new visitors showing up has slowed down by this time, so processing catches up. Lt. McCraw keeps the supervisor that helps the visitors fill out their visiting slips in the processing center, to help the counter staff in case there is a question about the information. This helps keep processing smooth and consistent.
The IFC was grateful to Lt. McCraw for all his hard work, all the thought that is being put into visitor processing, and his willingness to listen to our concerns and suggestions.
2. Visiting Children’s Room Areas & Children’s Programs: Lt. Donaldson reported that there are new carpets, clean walls, and a new “Kid’s Corner” in the Visiting Rooms. A few meetings ago, Helen V. had brought up the suggestion that the IFC work with the prison to get some new furniture in for the children. This hasn’t been acted on yet, and it is still something that the IFC would be interested in doing.
Mr. Donaldson also said that the staff is also discussing this with WAC.
Lt. McCraw talked about the Get On The Bus program that will be bringing over 300 visitors to the prison on May 12th. The Visiting Staff is working on creating and building some photo backdrops to use for Mother’s Day and for ongoing visiting. Mr. Chavez in Hobby Craft is working with them on this project, and Mr. Sumner is also familiar with the project and supports it. Lt. McCraw talked to us about also creating backgrounds for the No Contact Rooms, so that even children who couldn’t have contact with their moms could still get a picture with her, without the cinder-block background. They’re also planning some backgrounds for different holidays. The backgrounds are going to be canvas on frames, for durability, painted with acrylics. Funds and supplies donations are needed to get this project moving.
Lt. McCraw also talked about how the staff is starting to provide a children’s reading time, where someone reads to the children, and also starting to have some handicrafts in the Children’s Rooms. That way, a child can make a macaroni necklace with his or her mom while they visit, and the child has something to take home, to help remember mom and the visit.
Nancy Rubinstein reported that the Statewide Friends Outside group had extra funds to participate in renovations and equipment purchases for Children’s visiting room areas. The Wasco IFC is currently partnering with Friends Outside to renovate the Children’’ room there. Other IFCs are also working with the staff to upgrade the Children’s rooms, including a recent effort by CCWF, across the street. Nancy passed around some pictures of the colorful innovations. She also reminded members that Friends Outside could be a place for children to stay, if they are not allowed inside the prison because of paperwork problems, etc.
CCWF is also beginning to work on developing some children’s programs during visiting hours, including some work with the facility at Fresno State Literacy Program to develop a reading program. This would allow children to interact with their incarcerated mothers in a positive way. Warden Henry said that she believed that information had come in on this, and that D. Harmon may have that Child Program information.
Nancy volunteered to see about developing an IFC committee to working on a partnership with these different groups to get equipment, supplies, backdrops and other child-friendly materials into the Visiting Rooms.
3. Bulletin Board & IFC Info in Visitor Processing: Lt. McCraw reported that IFC Bulletin Board key has been found, and that Lt. McCraw is now responsible for it. IF we have anything we’d like to have posted, we should give it to Lt. McCraw and he will take care of it. Also, there is now a combination lock on the IFC Suggestion Box. Marvin and Nancy both have the combination, and it will be regularly passed out to IFC members, so that anyone authorized by the IFC can access it, as needed.
Nancy Rubinstein asked for permission to put a binder on the IFC counter in Visitor Processing with minutes in it. This would give family members a chance to see what is being discussed, who may not have access to the information on the internet. Nancy has also prepared an index of the past minutes, which will be in the front of the binder. Warden Henry wanted to know who would be responsible for maintaining the binder, and what would happen if it was damaged or stolen. Nancy explained that this would be the responsibility of the IFC Secretary . Warden Henry gave permission. Nancy Rubinstein will prepare the binder and give it to Lt. McCraw.
4. Chaplain Information & Other Training for IFC: Staff inquired about what type of information the IFC wants from the Chaplain’s staff. Nancy Rubinstein explained that the IFC could better fulfill the requirements of their volunteer position if they have a better understanding of the various services and activities available to the inmates. This would include the Chaplainry. It is essentially a request for a service provider to give IFC members some training. We would like to know more about volunteer guidelines, services available, groups available, what happens when there is a death in the family, what happens when the family has an inmate who has died, crisis services, etc.
Since this is specifically IFC training, it should not occur during our regular meeting with staff. Nancy recommended that this type of training could occur during our regular pre-meeting for IFC members between 12:00 and 1:00 in the Warden’s Conference Room. The Warden found this an acceptable proposal, and advised us that a Chaplain would come and visit us at our next pre-meeting, at 12:00 on Friday, June 2nd.
C. OTHER DISCUSSION
1. IFC Minutes Posted in Housing Units: May IFC minutes be posted again inside the prison? Nancy Rubinstein reports that other IFCs have been told by the Ombudsman’s Office that this is allowed. Warden Henry will check on this with Sacramento.
2. Property Matrix Update: Inmates and families are reporting trouble with opaque bottles and opaque liquids being turned away, with bras being denied if they have metal clips or hooks, and other problems.
Warden Henry stated that the new Statewide Property Matrix, AS WRITTEN, is now being implemented at VSPW, with no extension for exemptions. All officers are directed to follow the new property rules, as of March 6th, 2006. Although Warden Henry is concerned about the fact that metal hooks are being denied, she understands that this is the Letter Of The Law, as pointed out by Sgt. Smith, who was in attendance. He had some questions about metal bra hooks, and faxed those questions to the Warden’s Office two days before our meeting, but hadn’t heard back yet, so he is following the written policy, as-is. This allows for NO metal at all.
Vendors have the new property matrix information. VSPW staff has gone over it with the D&D vendor. They were supposed to have come into compliance by March 6th. If family members order items that are not allowed, and the vendor still sends it, this is not the responsibility of the prison. It is important that families be careful in their selections.
If there are items that are out-of-compliance still owned by inmates, they can go ahead and use them up (i.e., cloudy-colored crème rinse or hand lotion, or toothpaste in squeeze tubes), but as of July 1st, anything remaining needs to be mailed home or disposed of.
Wendy Still is the Associate Director in charge of women offender’s facilities, and she has received the request for a list of exemptions from VSPW. It may take many, many months before any exemptions are allowed. If they are, then VSPW will once again allow the requested items, but VSPW will not ask for any further extensions.
602s are being processed regarding items received but not released to the inmates. Currently, about half the property room is filled with 602ed boxes.
Warden Henry stated that everyone was given extended forewarning. The WAC received memos regarding this implementation on December 16th of last year.
Toothpaste does not come in a clear tube. Because this isn’t available through the vendors, toothpaste in tubes is still provided by VSPW in the canteen and in the indigent kits. The other two things that VSPW is allowing, outside of the new property matrix, are personal T-Shirts (gray and white only), and personal socks, for now. CLOUDY CONTAINERS AND CLOUDY LIQUIDS ARE NOT ALLOWED.
Warden Henry explained some of the reasons why opaque (cloudy) liquids are no longer allowed. It is because the new statewide Property Matrix is mainly geared toward men. Men hide weapons in cloudy liquids.
There will be a May 1st state meeting to address departmental property questions. Any changes at any of the prisons must be decided and signed off on by Director of Corrections, John Dovey. However, any changes will take a long time before they would be implemented at the local level, so we shouldn’t expect any new changes in the near future.
3. IFC Educational Department Tour: The Warden okayed the IFC for a tour at our next meeting. Only approved and current IFC members will be allowed to participate. We have been asked to hold all questions until the end of the tour, so we do not disturb ongoing classes.
The meeting was adjourned at 2:30 PM.
Next Meeting:
Friday, June 2, 2006,10:00 AM – Education Department Tour
12:00 PM – Pot Luck Buffet & Chaplain Talk
1:00 PM – IFC/Staff Meeting
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by May 17, 2006
Dr. John Videen, Co-Chair
Nancy Rubinstein, Secretary
Elizabeth M.
MEMBERS/ALTERNATES ABSENT
Marvin Coolbaugh
Louisa C.
Irma C.
Mark H.
Helen V.
Alexandria B.
Sherrie G.
Tammy R.
Frank A.
Regina T.
Wanda P.
William R.
VISITORS
Carolyn D.
Dwight D.
STAFF PRESENT
Gloria Henry, Warden
Javier Cavazos, A.A.
Lt. B. McCraw, Visiting/Mail
D. Haworth, Academic Vice Principal
Captain Anderson, D Yard Housing
Joie Pacini, Recorder
Sgt. Smith, R&R
Dr. John Videen, IFC Co-Chair, called the meeting to order at 1:05 PM. Introductions were made around the room.
A. OLD BUSINESS
1. Lighthouse Equipment and Procedure Update: Many people are happy to know that there is an Honor Dorm, and that things are going well there. We feel that the Lighthouse is a positive reward that inmates can work toward. There was an agenda question about when there might be an addition of equipment to the Dayroom in the Lighthouse. We had heard that there might possibly be an installation of a microwave, etc.
Warden Henry explained that the Lighthouse was a unit that was initiated and activated by a request and proposal developed by the inmates. Policy and procedure questions aren’t appropriate at the IFC level, as this is an activity that affects inmates, but not families. However, she said that she would let us know that the equipment placement we have asked about is an operations problem that may require new wiring and several other actions that are effected by budget considerations and other things. At this time, there is no timeline on equipping the Dayroom at any specific time. The policy addendums have not been put through, and are under administrative evaluation. There is no timeframe for any changes in the procedures in the Lighthouse at this time.
2. Book Donations/Library Information: Educational Vice-Principal D. Haworth was at our meeting to discuss book donations and educational touring with us. The General Yard Library has been able to resupply the vacant spots in the library with the books from our last donation in October. They need to add more shelves before putting up new books. However, when we are ready to re-donate, we may get in touch with Ms. Haworth ahead of time. Nancy Rubinstein mentioned that there are some other prisons that need donations as well, and offered to contact those prisons and deliver donations to them, as well. The IFC Board agreed that this would be an acceptable alternative to dispersal of books for inmates. We will also check back with D. Haworth prior to our next donation, tentatively scheduled for June 2nd, during our next IFC meeting. She will be able to tell us how many more books are needed at that time. They could tentatively take another 300 books in good condition.
Ms. Haworth also gave us a report on the Library. She told us that they receive a budgeted $10,000 annually to purchase new recreational materials. The library staff also repairs books, doing taping and rebinding. The library looses approximately 10 to 20 books a month that are beyond repair.
3. Quarterly Package/Special Purchase Vendor IFC Advocacy Proposal: Some inmates use their trust funds to purchase a quarterly package. These inmates have no family members or outside correspondents to help them when serious delivery problems occur. Our sister IFC group at CCWF has been helping with these problems at their prison. We had copies of two “thank you” letters from inmates at CCWF that had lost packages, and who had spent months trying to get the problem corrected on their own with no success, and without even a refund. When the problem was brought to the attention of the IFC, an IFC member was able to make a few phone calls, and get the problems solved.
Members of the IFC board discussed this issue, and have decided that it would be appropriate to submit a simple proposal to the prison to provide advocacy in limited cases, when inmates have problems with missing quarterly packages.
Nancy Rubinstein submitted this proposal, in writing, to the Warden’s Office last week, but it had not been received. The Warden asked that it be resubmitted. We are asking that the advocacy be limited to persons who have no outside family contacts, and who have not received a package a minimum of 3 months after the package was ordered and paid for. This limited advocacy offer would be provided to WAC, offering to accept their referrals. Nancy Rubinstein said she would re-send the proposal. It is attached to these minutes for review (see Attachment A).
B. NEW BUSINESS
1. Visitor Processing
a. Check-In Procedures: There is a new visiting procedure being tried out at Visiting. Lt. McCraw is trying out some different ways of processing to try and speed up the process. He has put a table in the Visitor Processing room, and the Visiting Sergeants are helping people fill out their visiting slips before their number is called at the front counter. This helps speed up things at the counter, because things like the wrong color of clothing, not having a clear bag to carry keys and money, having the right amount of money, checking on paperwork, birth certificates, affidavits for children, verifying that there is proper ID, and other things that slow down processing. This way, people can have time to take care of these things before they’re ready to be processed into the prison. Lt. McCraw spent some time talking to visitors, and the majority seems to like the new system. They’ve been using this method for the last 4 weekends. It appears to be cutting down the crowd at the counter.
The Visiting staff is also talking about cutting down the trips through the metal detector to only 2 times before sending visitors to the Friends Outside trailer to deal with clothing issues (too much metal, bra under wires, etc.). They are also discussing a policy of limiting the amount of jewelry allowed inside. Right now, there is no limit, although the staff try to announce that excess jewelry should be left outside. Processing a lot of jewelry is time consuming, as the counter staff has to write it all down, one piece at a time, and it all has to be checked when the visitor leaves, too. It is likely that the prison is going to institute a new policy on jewelry soon, allowing only one pair of earrings, one ring, one pair of eyeglasses, and a belt. Right now, they are asking people to self-limit, but this isn’t working well.
Lt. McCraw reminded us that green and tan clothing is not allowed, as well as blues, denims, and camo colors. Warden Henry reminded us that all this information is also in the Visitor Policy book.
When a visitor’s number is called out the first time, the visitor goes to the table where he or she fills out the visiting slip with a staff member. After checking for paperwork, carry-in materials, proper clothing, etc., the visitor returns to a seat and waits until the staff at the counter call the number again. The visitor currently keeps the visiting slip, along with his or her ID, while he or she waits for counter processing. When the visitor is called up to the counter, staff uses the ID and visiting slip to process the visitor. The visitor also empties pockets and takes off shoes at this time, and goes through the metal detector.
An IFC member asked if it might be possible for the visitors to leave their Identification with the slips and have the processing people work ahead to try and get visitors processed sooner. This is a technique used at Pelican Bay. Lt. McCraw said that various other methods of processing are being considered to try and make things go more smoothly, and that this might be considered in the future. He told us that they are trying to make several changes, and will continue to do so. Right now, they’re still fine-tuning this newest processing procedure, and will continue to work with it for a little while longer before making any new changes.
Another IFC member mentioned that there seem to be staff inside from 6:30 onward, and if it would be possible for processing to start before 8:30. Lt. McCraw reminded us that the staff that are certified log-on technicians aren’t available until after 8:00 AM, and that shift-change processing is what we see going on in there before 8:30. The prison staff also checks in through the Visitor Processing Center, so even though it looks like there might be people available to work on visitor processing, this isn’t the case.
An IFC member asked if people couldn’t just pick up a visitor pass and fill them out. Lt. McCraw explained that many visitors don’t know how to fill out the slips, and that they need help anyway. It makes things go more smoothly when there is a supervisor right there to help.
b. Visitor Processing Numbers and Opening Time: The Visitor Processing Center unlocks its’ doors at 6:30 AM, although it is not officially open for processing until 8:30 AM. However, at 6:30 AM, visitors may enter and receive a number, and then return to their cars and wait until 8:30 AM, when processing starts. Even though there are staff members at the Visitor Processing counter before 8:30 AM, the people who have access to the Visitor Processing computer do not come on-shift until after 8:00 AM. The Visitor Processing Room IS NOT OPEN until 8:30 AM. Prior to that time, there is no bathroom available on the prison grounds for visitors. If visitors get there early, they might want to stop and use the bathroom at the 24-hour gas station at the corner of Highway 99 and Avenue 24. It is well lit and is open around the clock.
Numbers are passed out in order, and there is usually a short line that forms in front of the Visitor Processing Center at 6:00 AM. The door opens at 6:30 AM, and people can take a number in the order they arrive. When processing starts at 8:30 AM, visitors are processed on a first-come, first-served basis.
If a visitor gets to the prison at 10 AM, her or she will get the next number available. This will probably be a number close to 100. Recently, processing of the numbers between 90 and 100 happens around noon to 1:00 PM.
Visitors need to remember that people are technically not allowed on campus before 6:00 AM at all, and that VSPW staff has extended us the courtesy of allowing us on campus before 8:30 AM. If you are approached by a guard before 6:00 AM, please be aware that the courtesy campus opening time is 6:00 AM, and that the official campus opening time is 8:30 AM, and please cooperate with the guard. Also, if you happen to find yourself on campus a bit early, please be courteous and follow all the rules.
c. Visitor Policy Book for Families: The Warden reminded us that all questions visitors may have about policy are included in the Visitor Policy Book. These books are available in Visitor Processing. The basic rules are also posted on the bulletin board in Visitor Processing and on the walls in the Visiting areas. She also went over the procedures for making sure visitors have this information before they come to VSPW.
When someone is approved to visit, the Visiting Department sends the visiting approval and a “Visitor Policy Book” to the inmate. The inmate is responsible for sending this information to their visitor. The prison does not pay for the postage. The inmates are responsible for providing an envelope and the postage to send out the information. It is possible that inmates without postage may not send this book, but it IS provided to them. If you have been approved for Visiting, but have not received this booklet, you should ask your inmate to send the information. You might need to send in some extra postage stamps to accomplish this, as it takes more than one postage stamp to send this information.
d. Visitor Parking & Morning Wait: Although the parking lot is not officially open prior to 8:30 AM, the VSPW parking lot is available at 6:00 AM. Visitors should be aware that, technically, it is not available before 8:30 AM, and if an officer approaches a visitor before that time, they may be asked to leave the campus until 8:30. However, as long as people follow all the rules, and stay in their cars, there should be no problems. As a courtesy, the Visitor Processing numbers are made available at 6:30 AM. Visitors may line up right before 6:30 AM at the Visitor Processing doors, which are opened at 6:30, in order to allow people to pick up waiting numbers. This is a ‘self-policing’ line, and everyone is asked to use common courtesy. Once we have our numbers, we are asked to stay in our cars until the campus officially opens at 8:30 AM.
Lt. McCraw told us that there are more visitors these days. If someone gets a number at 9:00 AM, there are probably 80 or 90 families ahead of him or her, and it will probably take about 2 hours for the 9:00 visitor to get processed. If a visitor gets to the prison at 10:00 AM, there are probably 95 to 100 people ahead of them, and it may take about 2½ hours to get in.
e. Crowding and Terminations: Lt. McCraw reported that there are more visitors now than there were a year ago, and that the numbers are continuing to go up. This last weekend, they processed approximately 750 visitors. As the numbers continue to go up, it is possible that we may have to start having Terminations at VSPW. That means that the first people in would be the first people to have to leave to allow later people a chance to visit.
Administrative Segregation (AdSeg) and Special Housing Unit (SHU) visits are currently scheduled for Saturdays, between 10 AM and 12 AM. After this time, the officers assigned to AdSeg/SHU visiting are pulled over to regular Visiting to help open the second visiting room. Because of the higher visiting numbers, Lt. McCraw is also having to pull out an extra two staff members off of the Visitor Processing Counter when the second visiting room starts filling up, and then two more as the second visiting room gets full. This slows down processing somewhat, but usually the new visitors showing up has slowed down by this time, so processing catches up. Lt. McCraw keeps the supervisor that helps the visitors fill out their visiting slips in the processing center, to help the counter staff in case there is a question about the information. This helps keep processing smooth and consistent.
The IFC was grateful to Lt. McCraw for all his hard work, all the thought that is being put into visitor processing, and his willingness to listen to our concerns and suggestions.
2. Visiting Children’s Room Areas & Children’s Programs: Lt. Donaldson reported that there are new carpets, clean walls, and a new “Kid’s Corner” in the Visiting Rooms. A few meetings ago, Helen V. had brought up the suggestion that the IFC work with the prison to get some new furniture in for the children. This hasn’t been acted on yet, and it is still something that the IFC would be interested in doing.
Mr. Donaldson also said that the staff is also discussing this with WAC.
Lt. McCraw talked about the Get On The Bus program that will be bringing over 300 visitors to the prison on May 12th. The Visiting Staff is working on creating and building some photo backdrops to use for Mother’s Day and for ongoing visiting. Mr. Chavez in Hobby Craft is working with them on this project, and Mr. Sumner is also familiar with the project and supports it. Lt. McCraw talked to us about also creating backgrounds for the No Contact Rooms, so that even children who couldn’t have contact with their moms could still get a picture with her, without the cinder-block background. They’re also planning some backgrounds for different holidays. The backgrounds are going to be canvas on frames, for durability, painted with acrylics. Funds and supplies donations are needed to get this project moving.
Lt. McCraw also talked about how the staff is starting to provide a children’s reading time, where someone reads to the children, and also starting to have some handicrafts in the Children’s Rooms. That way, a child can make a macaroni necklace with his or her mom while they visit, and the child has something to take home, to help remember mom and the visit.
Nancy Rubinstein reported that the Statewide Friends Outside group had extra funds to participate in renovations and equipment purchases for Children’s visiting room areas. The Wasco IFC is currently partnering with Friends Outside to renovate the Children’’ room there. Other IFCs are also working with the staff to upgrade the Children’s rooms, including a recent effort by CCWF, across the street. Nancy passed around some pictures of the colorful innovations. She also reminded members that Friends Outside could be a place for children to stay, if they are not allowed inside the prison because of paperwork problems, etc.
CCWF is also beginning to work on developing some children’s programs during visiting hours, including some work with the facility at Fresno State Literacy Program to develop a reading program. This would allow children to interact with their incarcerated mothers in a positive way. Warden Henry said that she believed that information had come in on this, and that D. Harmon may have that Child Program information.
Nancy volunteered to see about developing an IFC committee to working on a partnership with these different groups to get equipment, supplies, backdrops and other child-friendly materials into the Visiting Rooms.
3. Bulletin Board & IFC Info in Visitor Processing: Lt. McCraw reported that IFC Bulletin Board key has been found, and that Lt. McCraw is now responsible for it. IF we have anything we’d like to have posted, we should give it to Lt. McCraw and he will take care of it. Also, there is now a combination lock on the IFC Suggestion Box. Marvin and Nancy both have the combination, and it will be regularly passed out to IFC members, so that anyone authorized by the IFC can access it, as needed.
Nancy Rubinstein asked for permission to put a binder on the IFC counter in Visitor Processing with minutes in it. This would give family members a chance to see what is being discussed, who may not have access to the information on the internet. Nancy has also prepared an index of the past minutes, which will be in the front of the binder. Warden Henry wanted to know who would be responsible for maintaining the binder, and what would happen if it was damaged or stolen. Nancy explained that this would be the responsibility of the IFC Secretary . Warden Henry gave permission. Nancy Rubinstein will prepare the binder and give it to Lt. McCraw.
4. Chaplain Information & Other Training for IFC: Staff inquired about what type of information the IFC wants from the Chaplain’s staff. Nancy Rubinstein explained that the IFC could better fulfill the requirements of their volunteer position if they have a better understanding of the various services and activities available to the inmates. This would include the Chaplainry. It is essentially a request for a service provider to give IFC members some training. We would like to know more about volunteer guidelines, services available, groups available, what happens when there is a death in the family, what happens when the family has an inmate who has died, crisis services, etc.
Since this is specifically IFC training, it should not occur during our regular meeting with staff. Nancy recommended that this type of training could occur during our regular pre-meeting for IFC members between 12:00 and 1:00 in the Warden’s Conference Room. The Warden found this an acceptable proposal, and advised us that a Chaplain would come and visit us at our next pre-meeting, at 12:00 on Friday, June 2nd.
C. OTHER DISCUSSION
1. IFC Minutes Posted in Housing Units: May IFC minutes be posted again inside the prison? Nancy Rubinstein reports that other IFCs have been told by the Ombudsman’s Office that this is allowed. Warden Henry will check on this with Sacramento.
2. Property Matrix Update: Inmates and families are reporting trouble with opaque bottles and opaque liquids being turned away, with bras being denied if they have metal clips or hooks, and other problems.
Warden Henry stated that the new Statewide Property Matrix, AS WRITTEN, is now being implemented at VSPW, with no extension for exemptions. All officers are directed to follow the new property rules, as of March 6th, 2006. Although Warden Henry is concerned about the fact that metal hooks are being denied, she understands that this is the Letter Of The Law, as pointed out by Sgt. Smith, who was in attendance. He had some questions about metal bra hooks, and faxed those questions to the Warden’s Office two days before our meeting, but hadn’t heard back yet, so he is following the written policy, as-is. This allows for NO metal at all.
Vendors have the new property matrix information. VSPW staff has gone over it with the D&D vendor. They were supposed to have come into compliance by March 6th. If family members order items that are not allowed, and the vendor still sends it, this is not the responsibility of the prison. It is important that families be careful in their selections.
If there are items that are out-of-compliance still owned by inmates, they can go ahead and use them up (i.e., cloudy-colored crème rinse or hand lotion, or toothpaste in squeeze tubes), but as of July 1st, anything remaining needs to be mailed home or disposed of.
Wendy Still is the Associate Director in charge of women offender’s facilities, and she has received the request for a list of exemptions from VSPW. It may take many, many months before any exemptions are allowed. If they are, then VSPW will once again allow the requested items, but VSPW will not ask for any further extensions.
602s are being processed regarding items received but not released to the inmates. Currently, about half the property room is filled with 602ed boxes.
Warden Henry stated that everyone was given extended forewarning. The WAC received memos regarding this implementation on December 16th of last year.
Toothpaste does not come in a clear tube. Because this isn’t available through the vendors, toothpaste in tubes is still provided by VSPW in the canteen and in the indigent kits. The other two things that VSPW is allowing, outside of the new property matrix, are personal T-Shirts (gray and white only), and personal socks, for now. CLOUDY CONTAINERS AND CLOUDY LIQUIDS ARE NOT ALLOWED.
Warden Henry explained some of the reasons why opaque (cloudy) liquids are no longer allowed. It is because the new statewide Property Matrix is mainly geared toward men. Men hide weapons in cloudy liquids.
There will be a May 1st state meeting to address departmental property questions. Any changes at any of the prisons must be decided and signed off on by Director of Corrections, John Dovey. However, any changes will take a long time before they would be implemented at the local level, so we shouldn’t expect any new changes in the near future.
3. IFC Educational Department Tour: The Warden okayed the IFC for a tour at our next meeting. Only approved and current IFC members will be allowed to participate. We have been asked to hold all questions until the end of the tour, so we do not disturb ongoing classes.
The meeting was adjourned at 2:30 PM.
Next Meeting:
Friday, June 2, 2006,10:00 AM – Education Department Tour
12:00 PM – Pot Luck Buffet & Chaplain Talk
1:00 PM – IFC/Staff Meeting
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by May 17, 2006
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