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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, October 1, 2004
Warden’s Conference Room
Logo Created By VSPW Graphic Arts Program
"Thank You Ladies"
VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL MEETING MINUTES
Friday, October 1, 2004
Warden’s Conference Room
MEMBERS PRESENT
Marvin Coolbaugh, Chair
Dr. John Videen, Co-Chair
Nancy Rubinstein, Secretary
Elizabeth Munoz
Tammy Rust
Louisa Camorlinga
ALTERNATES PRESENT
Regina Thompson
MEMBERS/ALTERNATES ABSENT
Tim Daughenbaugh (excused)
VISITORS PRESENT
Michael Rubinstein
Rosalga Camorlinga
Helen Valdez
STAFF PRESENT
Gloria Henry, Warden
Tina Hornbeak, Chief Deputy Warden (A)
Javier Cavazos, Administrative Assistant
Dorcas Eaves, Physician, Acting CMO (A)
Robin Sears, SRNI
Mike Naranjo, SRNI
Judy Tucker, SRNII
Victoria Shockley, Administrative Assistant
Pat Callahan, Captain
Mr. Sumner, MGR, HobbyCraft
Mr. Unson, SAI, HobbyCraft
Meeting Started at 1:03 PM by Tina Hornbeak Introductions were made around the room, and via speakerphone for members on Conference Call. The Minutes from August 6, 2004 were presented, and changes were made. Approval of August Minutes were made with approved changes.
A. MEDICAL QUESTIONS
1. Time it takes to be evaluated on return from out-to-medical appointments: It has been reported by inmates that being seen for the first time can take from 20 minutes up to 6 hours. Sometimes records are not with the patients.
One of the nurses present gave us a report on timeframes for evaluation of medical conditions at the infirmary, both for women coming back from out-to-medical. First, it depends on how serious the condition is, and why the patient is coming back. Next, it depends on how busy it is in the infirmary. There is a log book, and everyone is logged in. The staff tries to see everyone within 15 minutes, but sometimes things get backed up. If there are several cardiac problems happening, inmates may occasionally have to wait a while.
An Officer is stationed at the entrance to Central Medical (except during 1st Watch). When someone comes back from out-to-medical, they are logged in by the Officer, seen (hopefully) within 15 minutes, then sent to observation for 24 hours, or may be sent straight back to housing. A RFS form (Request for Service form) comes back with the patient, and is sent through to TTA via the Officer. The incoming records go directly to TTA. During 1st Watch, when there is no Officer, incoming patients are sent immediately back to TTA.
The nurse in charge looks for bleeding or something going on immediately. Things like this are most important, and will be treated first.
The CMO asked if we can produce specific cases where someone had to wait 6 hours. Then the medical staff will review the case to see what the problem was. Marvin reminded the staff that we aren’t supposed to bring specific cases to the table. The CMO suggested that we might be able to give them a timeframe when we have information on slow triage, so the logs can be pulled for review for adherence to protocols.
2. How do lockdowns affect patient treatments, etc.? There was a recent lockdown, and the medical staff worked to maintain medical business as usual, although it was not a free-flowing as normal. They passed medications within housing units to patients, and had patients with problems escorted for medical treatment.
3. Prescription Substitutes: Prescriptions given by doctors are being changed and medications are being substituted for several inmates. Several families are concerned that inmates are not receiving the medications they need.
The CMO told us that if the inmate has a “No Substitute” or “Do Not Substitute” order from the physician, medications that are not available through regular prison purchasing will be special ordered. Special orders must be signed off by the prison physician, and this almost always happens when there is a special need.
The prison has a regular list of medications that are allowed, and that is what they will use unless there is a “No Substitute” order. It is not a case of simply re-prescribing generics, it is a case that the prison must provide medications from their approved list, unless the “No Substitute” order is on file.
Dr. Videen commented that substitution is common outside, but sometimes substitutions can cause difficulties and must be handled individually. The CMO stated that if there are problems with specific cases (again, not to be brought to the table at our IFC meetings), to let the CMO’s office know.
4. Translators on yards for med calls: Hmong and Spanish translators are available now on all yards for med calls. Call-in interpreters are available through the phone company, and will be requested when a staff member is presented with a patient that can’t be understood. In order for an inmate to have an interpreter, she must sign a waiver, and must be in the room with either the translator or where the speaker phone is located. The Call-In Procedure has been used regularly by staff, particularly when staff encounters dialects that they don’t have translators available.
These translator services are also used by counseling staff. Recently, a counselor in Receiving requested a phone translator, and spent almost two hours with the translator and the inmate. Also, the OB did intake with a Korean inmate using the phone translator, and it worked very well.
The IFC members were concerned that inmates are not aware that this service is available. Medical Staff explained that the translation service is not for the inmates, but is for the staff, and that staff automatically obtains the service when a need is recognized. If an inmate tries to communicate with staff, and staff can’t understand the inmate, the staff gets ahold of translation services. Staff also pointed out that translation services are mentioned in the Orientation Book.
IFC pointed out that inmates with language problems (and even inmates who speak English) may have problems understanding the Orientation Book. IFC also pointed out that communicating the availability of translation services to inmates might help inmates with language problems come forward when they have problems. The Medical Staff said that they would provide the information within the next week.
ACTION ITEM: THE MEDICAL OFFICE WILL PREPARE A “PURPLE SHEET” FOR WAC TO POST ON THE YARDS, REGARDING THE AVAILABILITY OF TRANSLATION SERVICES.
5. Special food for diabetics: Are diabetic inmates provided with a special menu? The CMO explained that while no special diet is prepared for diabetics, the menus prepared for all state prisons are “Heart Healthy”. All Heart Healthy meals include choices that are okay for diabetics. The medical staff provides diet education to diabetics. There is no dietician on the local staff. Heart Healthy diets are prepared by a dietician that is located within the state office. Javier Cavazos provided IFC with a copy of the weekly menu for October 11th through October 17th (see Attachment #2, MENU: 2nd QTR, WEEK 3 DATE: 10/11/04 TO 10/17/04).
6. Diabetic treatment and medications: There is a list of medications that may be provided to diabetic inmates. This list of diabetic medications includes most standard medications used for diabetes management, and is available upon request. Dr. Videen requested a copy of these meds be e-mailed to him.
ACTION ITEM: MEDICAL STAFF WILL PROVIDE A LIST OF DIABETIC MEDICATIONS FOR DR. VIDEEN. NANCY RUBINSTEIN WILL FOLLOW UP BY PROVIDING MEDICAL STAFF WITH CONTACT INFORMATION FOR DR. VIDEEN.
Testing is provided at the med station ½ hour prior to mealtimes for diabetic inmates. Insulin is given at the MTA stations. Insulin users get blue cards, and are allowed to take their box lunches back to their rooms.
7. Tobacco: All state prisons are to be smoke free by July 1, 2005. Nicotine patches will not be provided. Patches are not in the state formulary. Warden Henry reported that several other institutions in California have already gone smoke free without problems. Captain Callahan added that these 11 prisons went smoke free without patches. Warden Henry also reported that VSPW looked into doing patches, as well as allowing patches through Quarterly Purchases or Canteen, but that the State sent out a memo that disallowed the use of patches, gum, or other stop-smoking aides. If inmate families wish to have a change of policy, they will need to go to the statewide authorities. The local prisons do not have the authority to issue stop-smoking aides locally.
The CMO said that nicotine therapy is a pharmacy issue, and that the medical staff cannot deal with this issue unless stop-smoking aides are placed on the statewide formulary. Therefore, the VSPW Medical Department will not help with stop-smoking materials.
It was also noted by staff that the County jails, Reception and A Yard are all no-smoking already. Dr. Videen expressed concern that when the no-smoking ban is applied, the main difficulties will be within the general population, some of whom have smoked for years. He pointed out that nicotine withdrawal may be an issue for guards, who will have to deal with withdrawal behaviors. Dr. Videen recommended Wellbutrin, which is similar to Xiban. The CMO pointed out that Wellbutrin is an appetite suppressor.
8. Wheelchairs: On August 28, 2004, Captain Marshbanks, who is not a doctor, was reported to be removing wheelchairs from inmates who had them issued by the medical staff. Captain Callahan reported that there were several inmates issued wheelchairs who were not using these wheelchairs, and that they had several chronos written on them. These inmates were being sent back to Medical for re-evaluation. The removal of a wheelchair is a medical decision only, and Captain Marshbanks has not been removing wheelchairs outside of medical orders.
B. OLD BUSINESS
1. Green Jumpsuits: Inmates in ‘dirty’ jobs still are not receiving any extra jumpsuits, as mentioned at our last meeting. Harvesting is one of the dirty jobs, along with the car wash, and they need to come in for more exchanges. Lime green jumpsuit workers are all-day workers, and they only have one evening to use the exchange -- sometimes it is hard for them to get in for exchange purposes.
Captain Callahan said that the staff is still working on a solution. Cost restricts the issuance of individual jumpsuits to 3 each. He said that although there are several extra jumpsuits in the warehouse, they are of limited sizes, and there aren’t enough of the right sizes to allow extras to be distributed right now. There isn’t any money in the budget to purchase anymore suits right now. The staff is considering a plan to have the inmates either exchange them more frequently or to allow them to wash the suits more often, but acknowledge that there is limited time available to inmates for this.
It was asked if these workers might be able to get a special chrono to wash them in their units. Captain Callahan replied that the washing machines on the unit are for personal clothes, and there may be a conflict with inmates washing state issued clothing in these machines. There may also be a conflict with washing industrial materials in personal clothing machines.
The ideal would be that inmates in the dirty jobs would have three working sets and three sets that are being washed. It was asked if inmates who need the extra sets the worst would be issued extra sets.
Captain Callahan said that the staff was still working on a solution, and would look into this before next meeting. He agreed that the garage workers and field workers definitely need the extra suits.
ACTION ITEM: CAPTAIN CALLAHAN WILL HAVE A REPORT ON THE JUMPSUIT PROBLEM & SOLUTIONS BY NEXT MEETING IN DECEMBER.
2. Handcarts for canteen purchases: There has been no work toward solving the need for a handcart or other method for inmates to carry their purchases from the canteen to their units since our last meeting. However, Warden Henry had noticed the problem on the yard since our last meeting, and realizes that something needs to be done. She mentioned that purchase amounts have increased over time, and that the population is aging, so even though they are given bags, it’s not adequate to carry all purchases comfortably. She also mentioned that the teachers in Education use handcarts.
ACTION ITEM: MS. HORNBEAK WILL BE RESPONSIBLE FOR HAVING SOMEONE CHECK ON THE POSSIBILITY OF GETTING CARTS ON THE UNITS TO USE FOR CARRYING CANTEEN PURCHASES.
3. Outdated Visiting Rules posted in Visiting: Captain Callahan said that he checked the day before the IFC meeting, and that the Visiting Rules posted in Visitor Processing are still from 1999.
ACTION ITEM: CAPTAIN CALLAHAN WILL HAVE VISITING STAFF POST CURRENT VISITING RULES TODAY IN VISITOR PROCESSING.
4. Visitor strip searches: Information given at the last meeting about visitor strip search regulations wasn’t completely correct. The amended information should be added to the August 6th minutes (This has been done. See Valley State Prison for Women Inmate Family Council Minutes, Friday, August 6, 2004). Not any officer can approach a visitor to request a strip search. A Correctional Officer with a concern or suspicion must first go to a supervisor. The supervisor must consider the information, and take it to the Officer of the Day. The Officer of the Day (the “AOD”) must consider the information, and then give the supervisor permission to approach the visitor under suspicion. A visitor may not be approached by a Correctional Officer, but only by a supervisor.
The only other way a visitor may be approached is because Investigative Services receives a Court Order.
Once a visitor has been approached with a request for a strip search, that visitor may leave campus or submit to the strip search. From this time forward, the visitor may be asked to submit to a strip search at any subsequent visit.
Any probable cause, and anyone involved in providing the information must be documented.
A visitor may not be pat searched at any time without notification.
If the metal detector is set off, the supervisor may use the wand.
5. Visitor Parking rules have been changed: As of last week, Visitor Parking rules have changed. Visitors are now allowed to enter the parking lot at any time on the mornings designated for Visiting. They are no longer allowed to park on Road 24 outside. This is a directive that has come down from the state, to prevent accidents. People need to stay with their cars prior to the opening of Visitor Processing (except to get in line, or to sign in).
Many people get in very early, and it is a concern that there is no way for them to get numbers early. VSPW does not have enough staff to cover the gate and pass out numbers in the early morning hours. Additionally, they are unable to open Visitor Processing early due to lack of staff.
The staff does not want us self-policing, or wrapping around the parking lot in line. The Warden does not think that simply leaving numbers out would work, either. Captain Callahan says that people would pull extra numbers for their late friends, and this might cause problems.
Numbers are currently set out at 8:30 AM, but staff will experiment with ways to hand out numbers after 6:00 AM, when Staff processing opens. Staff also processes through Visitor Processing, starting at 6:00.
Visitors should check with the Visitor Processing desk when they get in, and see if names are being taken or numbers are being issued to early comers.
C. NEW BUSINESS
1. Hobby Craft: Cornelius Unson oversees management of HobbyCraft. Mr. Sumner was hired two months ago to take over HobbyCraft. He has been cleaning up the HobbyCraft shop and getting trained to run HobbyCraft. They are hoping to open HobbyCraft in 6 to 8 weeks.
It is rumored that the kiln is broken. Mr. Sumner reported that Ms. Ray, the previous HobbyCraft teacher, told him that the kiln was not working right previously, and that she recommended a replacement. Replacement will cost between $2,000 and $3,000, and it doesn’t fall into education funding in the budget, so there isn’t any money available to replace it right now. Mr. Sumner said that he checked around, and the best price he could get was $2,500 for the kiln, $500 for shipping and setup, and another $200 to $300 for venting, etc. He is trying to locate some money to do this, and reports that he DOES take donations.
Mr. Sumner also reported that he has been doing an inventory, and that the Conex is full of molds, the Studio is full of molds, and they are spilling out into arts and corrections areas. He has also been doing an inventory on greenwear -- greenware and bisque is real expensive, and even a few missing could represent a large amount of money. So far, he doesn’t think there is a problem with any missing inventory, but he is not yet finished.
ACTION ITEM: MR. SUMNER WILL GIVE US INFORMATION ABOUT THE KILN PURCHASE PROCESS AND MATERIALS INVENTORY STATUS FOR CERAMICS THROUGH JAVIER CAVAZOS. WE CAN CHECK WITH HIM WITHIN THE NEXT FEW WEEKS FOR A REPORT.
2. Why do Vendor Boxes purchased by inmates need ISU approval? Captain Callahan told us that ISU does NOT approve, specifically, Vendor purchases. He explained that the ISU screens all trust fund account withdrawals over a certain amount (between $25 and $50) before they go to Accounting. This is to screen for improper or possibly drug-related activities. The screeners have been told that Vendor purchases do not need to be screened, and may be passed on directly for handling. They do not need to be signed off. They just have to go through the system, because that is how all trust fund withdrawals are routed.
3. Drugs Inside: We were informed by staff that the number of drugs coming in through Vendor packages is down now, and that the majority of drugs are now coming in through Visiting.
4. Adequate Winter Clothing
a. Thermals: There have been problems in the past with inmate jackets being allowed in Visiting, although they are currently allowed. May inmates be allowed to wear thermals? The Visiting room tends to be cold, even in the summer.
Staff says that thermals and layered clothing are not allowed, due to extra problems and extra time involved in the Visiting procedure for inmates. Visiting room temperature is adjusted to handle weather conditions. However, by state law, the thermostat must stay at 68º at all state institutions.
b. Raingear: Inmates have requested that they have access to purchasing sturdier raingear -- clear plastic coats with clear pants, for instance. The current selections allowed at the canteen and through vendors are inadequate, and are mostly the extremely thin poncho-types, the slipovers with hoods, for instance. They are inexpensive, but they are also inadequate -- a plastic bag is about as durable, according to some inmates. Warden Henry said that the prison provides inmates who work outside with raingear. It is a durable yellow slicker. However, this request is for inmates that are not assigned to outside work and provided with prison issued raingear.
Captain Callahan says that he will research the new property matrix, and see about adding a raingear choice to the vendor lists.
ACTION ITEM: CAPTAIN CALLAHAN WILL CHECK THE PROPERTY MATRIX, AND THEN CHECK WITH VENDORS TO SEE ABOUT ADDING AN APPROVED SET OF DURABLE RAINGEAR TO THE VENDING LIST.
5. Update on inmate property changes: The “new matrix” for inmate property is still at state headquarters for approval for addition as a DOM section to the regulations. No one has heard anything yet.
6. Update on Mail: The last time Captain Callahan checked, which was about a week ago, the mail delivery to the units was within all of the specifications allowed by state guidelines, and was between 6 and 15 days out.
7. Diversity Housing: There have been no complaints about room balance and there have been no 602s within the last two months.
8. Questions about the IFC membership and the roster: How long are members supposed to be on the IFC board? This is in the bylaws, and if there is a limit that has been passed by current board members, we may be allowed to change the bylaws on a local basis. Meanwhile, Javier Cavazos has updated the roster, and has provided the updated copy to Nancy Rubinstein. We would like to keep some of our members as voting members past their currently allowed time. This would require an update on the bylaws.
Originally, membership was restricted to a single family member; for instance, a husband could be a board member, but the wife would have to be an alternate. Since we don’t have a full roster, this may no longer be a problem, and we may be able to allow multiple family member participation. This would need to be checked and amended, if necessary.
ACTION ITEM: JAVIER CAVAZOS WILL CHECK WITH THE STATE OMBUDSMAN TO SEE WHAT THE PROCESS IS FOR UPDATING OUR VSPW BYLAWS. NANCY RUBINSTEIN WILL DISTRIBUTE THE UPDATED ROSTER TO MEMBERSHIP. JAVIER AND NANCY WILL WORK TOGETHER TO DRAFT SOME SUGGESTED BYLAW AMENDMENTS FOR MEMBERSHIP REQUIREMENTS.
9. Natural Disasters: There have been recent earthquakes in the central valley. What are the plans for inmates in case of a natural disaster? Warden Henry informed us that there are extensive plans in place in case of natural or other types of disasters. These plans are confidential and are not available to the public. They are covered thoroughly in the “Resource Supplement”. Release of this type of information is a security risk.
The Warden did give us reassurance, though, pointing out that Tracy has had floods in the past, and everyone has worked together, with the main emphasis being survival.
10. Kitchen Tour Requested: The IFC thanked staff for the mailroom tour, and asked if a kitchen tour might be scheduled. The Warden does not feel that a tour of the kitchen would be possible at this time, because the kitchen is inside the security perimeter, it has wet floors, and there are other liability considerations.
11. How is IFC advertised at VSPW? The IFC flier is on the front desk at the Visitor center, on the wall behind the desk, and at each podium. There is also information in the back of Visitor Processing.
The meeting was adjourned at 2:48 PM.
Next Meeting: Friday, December 3, 2004
1:00 PM
VSPW Warden's Conference Room
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by November 15, 2004.
Marvin Coolbaugh, Chair
Dr. John Videen, Co-Chair
Nancy Rubinstein, Secretary
Elizabeth Munoz
Tammy Rust
Louisa Camorlinga
ALTERNATES PRESENT
Regina Thompson
MEMBERS/ALTERNATES ABSENT
Tim Daughenbaugh (excused)
VISITORS PRESENT
Michael Rubinstein
Rosalga Camorlinga
Helen Valdez
STAFF PRESENT
Gloria Henry, Warden
Tina Hornbeak, Chief Deputy Warden (A)
Javier Cavazos, Administrative Assistant
Dorcas Eaves, Physician, Acting CMO (A)
Robin Sears, SRNI
Mike Naranjo, SRNI
Judy Tucker, SRNII
Victoria Shockley, Administrative Assistant
Pat Callahan, Captain
Mr. Sumner, MGR, HobbyCraft
Mr. Unson, SAI, HobbyCraft
Meeting Started at 1:03 PM by Tina Hornbeak Introductions were made around the room, and via speakerphone for members on Conference Call. The Minutes from August 6, 2004 were presented, and changes were made. Approval of August Minutes were made with approved changes.
A. MEDICAL QUESTIONS
1. Time it takes to be evaluated on return from out-to-medical appointments: It has been reported by inmates that being seen for the first time can take from 20 minutes up to 6 hours. Sometimes records are not with the patients.
One of the nurses present gave us a report on timeframes for evaluation of medical conditions at the infirmary, both for women coming back from out-to-medical. First, it depends on how serious the condition is, and why the patient is coming back. Next, it depends on how busy it is in the infirmary. There is a log book, and everyone is logged in. The staff tries to see everyone within 15 minutes, but sometimes things get backed up. If there are several cardiac problems happening, inmates may occasionally have to wait a while.
An Officer is stationed at the entrance to Central Medical (except during 1st Watch). When someone comes back from out-to-medical, they are logged in by the Officer, seen (hopefully) within 15 minutes, then sent to observation for 24 hours, or may be sent straight back to housing. A RFS form (Request for Service form) comes back with the patient, and is sent through to TTA via the Officer. The incoming records go directly to TTA. During 1st Watch, when there is no Officer, incoming patients are sent immediately back to TTA.
The nurse in charge looks for bleeding or something going on immediately. Things like this are most important, and will be treated first.
The CMO asked if we can produce specific cases where someone had to wait 6 hours. Then the medical staff will review the case to see what the problem was. Marvin reminded the staff that we aren’t supposed to bring specific cases to the table. The CMO suggested that we might be able to give them a timeframe when we have information on slow triage, so the logs can be pulled for review for adherence to protocols.
2. How do lockdowns affect patient treatments, etc.? There was a recent lockdown, and the medical staff worked to maintain medical business as usual, although it was not a free-flowing as normal. They passed medications within housing units to patients, and had patients with problems escorted for medical treatment.
3. Prescription Substitutes: Prescriptions given by doctors are being changed and medications are being substituted for several inmates. Several families are concerned that inmates are not receiving the medications they need.
The CMO told us that if the inmate has a “No Substitute” or “Do Not Substitute” order from the physician, medications that are not available through regular prison purchasing will be special ordered. Special orders must be signed off by the prison physician, and this almost always happens when there is a special need.
The prison has a regular list of medications that are allowed, and that is what they will use unless there is a “No Substitute” order. It is not a case of simply re-prescribing generics, it is a case that the prison must provide medications from their approved list, unless the “No Substitute” order is on file.
Dr. Videen commented that substitution is common outside, but sometimes substitutions can cause difficulties and must be handled individually. The CMO stated that if there are problems with specific cases (again, not to be brought to the table at our IFC meetings), to let the CMO’s office know.
4. Translators on yards for med calls: Hmong and Spanish translators are available now on all yards for med calls. Call-in interpreters are available through the phone company, and will be requested when a staff member is presented with a patient that can’t be understood. In order for an inmate to have an interpreter, she must sign a waiver, and must be in the room with either the translator or where the speaker phone is located. The Call-In Procedure has been used regularly by staff, particularly when staff encounters dialects that they don’t have translators available.
These translator services are also used by counseling staff. Recently, a counselor in Receiving requested a phone translator, and spent almost two hours with the translator and the inmate. Also, the OB did intake with a Korean inmate using the phone translator, and it worked very well.
The IFC members were concerned that inmates are not aware that this service is available. Medical Staff explained that the translation service is not for the inmates, but is for the staff, and that staff automatically obtains the service when a need is recognized. If an inmate tries to communicate with staff, and staff can’t understand the inmate, the staff gets ahold of translation services. Staff also pointed out that translation services are mentioned in the Orientation Book.
IFC pointed out that inmates with language problems (and even inmates who speak English) may have problems understanding the Orientation Book. IFC also pointed out that communicating the availability of translation services to inmates might help inmates with language problems come forward when they have problems. The Medical Staff said that they would provide the information within the next week.
ACTION ITEM: THE MEDICAL OFFICE WILL PREPARE A “PURPLE SHEET” FOR WAC TO POST ON THE YARDS, REGARDING THE AVAILABILITY OF TRANSLATION SERVICES.
5. Special food for diabetics: Are diabetic inmates provided with a special menu? The CMO explained that while no special diet is prepared for diabetics, the menus prepared for all state prisons are “Heart Healthy”. All Heart Healthy meals include choices that are okay for diabetics. The medical staff provides diet education to diabetics. There is no dietician on the local staff. Heart Healthy diets are prepared by a dietician that is located within the state office. Javier Cavazos provided IFC with a copy of the weekly menu for October 11th through October 17th (see Attachment #2, MENU: 2nd QTR, WEEK 3 DATE: 10/11/04 TO 10/17/04).
6. Diabetic treatment and medications: There is a list of medications that may be provided to diabetic inmates. This list of diabetic medications includes most standard medications used for diabetes management, and is available upon request. Dr. Videen requested a copy of these meds be e-mailed to him.
ACTION ITEM: MEDICAL STAFF WILL PROVIDE A LIST OF DIABETIC MEDICATIONS FOR DR. VIDEEN. NANCY RUBINSTEIN WILL FOLLOW UP BY PROVIDING MEDICAL STAFF WITH CONTACT INFORMATION FOR DR. VIDEEN.
Testing is provided at the med station ½ hour prior to mealtimes for diabetic inmates. Insulin is given at the MTA stations. Insulin users get blue cards, and are allowed to take their box lunches back to their rooms.
7. Tobacco: All state prisons are to be smoke free by July 1, 2005. Nicotine patches will not be provided. Patches are not in the state formulary. Warden Henry reported that several other institutions in California have already gone smoke free without problems. Captain Callahan added that these 11 prisons went smoke free without patches. Warden Henry also reported that VSPW looked into doing patches, as well as allowing patches through Quarterly Purchases or Canteen, but that the State sent out a memo that disallowed the use of patches, gum, or other stop-smoking aides. If inmate families wish to have a change of policy, they will need to go to the statewide authorities. The local prisons do not have the authority to issue stop-smoking aides locally.
The CMO said that nicotine therapy is a pharmacy issue, and that the medical staff cannot deal with this issue unless stop-smoking aides are placed on the statewide formulary. Therefore, the VSPW Medical Department will not help with stop-smoking materials.
It was also noted by staff that the County jails, Reception and A Yard are all no-smoking already. Dr. Videen expressed concern that when the no-smoking ban is applied, the main difficulties will be within the general population, some of whom have smoked for years. He pointed out that nicotine withdrawal may be an issue for guards, who will have to deal with withdrawal behaviors. Dr. Videen recommended Wellbutrin, which is similar to Xiban. The CMO pointed out that Wellbutrin is an appetite suppressor.
8. Wheelchairs: On August 28, 2004, Captain Marshbanks, who is not a doctor, was reported to be removing wheelchairs from inmates who had them issued by the medical staff. Captain Callahan reported that there were several inmates issued wheelchairs who were not using these wheelchairs, and that they had several chronos written on them. These inmates were being sent back to Medical for re-evaluation. The removal of a wheelchair is a medical decision only, and Captain Marshbanks has not been removing wheelchairs outside of medical orders.
B. OLD BUSINESS
1. Green Jumpsuits: Inmates in ‘dirty’ jobs still are not receiving any extra jumpsuits, as mentioned at our last meeting. Harvesting is one of the dirty jobs, along with the car wash, and they need to come in for more exchanges. Lime green jumpsuit workers are all-day workers, and they only have one evening to use the exchange -- sometimes it is hard for them to get in for exchange purposes.
Captain Callahan said that the staff is still working on a solution. Cost restricts the issuance of individual jumpsuits to 3 each. He said that although there are several extra jumpsuits in the warehouse, they are of limited sizes, and there aren’t enough of the right sizes to allow extras to be distributed right now. There isn’t any money in the budget to purchase anymore suits right now. The staff is considering a plan to have the inmates either exchange them more frequently or to allow them to wash the suits more often, but acknowledge that there is limited time available to inmates for this.
It was asked if these workers might be able to get a special chrono to wash them in their units. Captain Callahan replied that the washing machines on the unit are for personal clothes, and there may be a conflict with inmates washing state issued clothing in these machines. There may also be a conflict with washing industrial materials in personal clothing machines.
The ideal would be that inmates in the dirty jobs would have three working sets and three sets that are being washed. It was asked if inmates who need the extra sets the worst would be issued extra sets.
Captain Callahan said that the staff was still working on a solution, and would look into this before next meeting. He agreed that the garage workers and field workers definitely need the extra suits.
ACTION ITEM: CAPTAIN CALLAHAN WILL HAVE A REPORT ON THE JUMPSUIT PROBLEM & SOLUTIONS BY NEXT MEETING IN DECEMBER.
2. Handcarts for canteen purchases: There has been no work toward solving the need for a handcart or other method for inmates to carry their purchases from the canteen to their units since our last meeting. However, Warden Henry had noticed the problem on the yard since our last meeting, and realizes that something needs to be done. She mentioned that purchase amounts have increased over time, and that the population is aging, so even though they are given bags, it’s not adequate to carry all purchases comfortably. She also mentioned that the teachers in Education use handcarts.
ACTION ITEM: MS. HORNBEAK WILL BE RESPONSIBLE FOR HAVING SOMEONE CHECK ON THE POSSIBILITY OF GETTING CARTS ON THE UNITS TO USE FOR CARRYING CANTEEN PURCHASES.
3. Outdated Visiting Rules posted in Visiting: Captain Callahan said that he checked the day before the IFC meeting, and that the Visiting Rules posted in Visitor Processing are still from 1999.
ACTION ITEM: CAPTAIN CALLAHAN WILL HAVE VISITING STAFF POST CURRENT VISITING RULES TODAY IN VISITOR PROCESSING.
4. Visitor strip searches: Information given at the last meeting about visitor strip search regulations wasn’t completely correct. The amended information should be added to the August 6th minutes (This has been done. See Valley State Prison for Women Inmate Family Council Minutes, Friday, August 6, 2004). Not any officer can approach a visitor to request a strip search. A Correctional Officer with a concern or suspicion must first go to a supervisor. The supervisor must consider the information, and take it to the Officer of the Day. The Officer of the Day (the “AOD”) must consider the information, and then give the supervisor permission to approach the visitor under suspicion. A visitor may not be approached by a Correctional Officer, but only by a supervisor.
The only other way a visitor may be approached is because Investigative Services receives a Court Order.
Once a visitor has been approached with a request for a strip search, that visitor may leave campus or submit to the strip search. From this time forward, the visitor may be asked to submit to a strip search at any subsequent visit.
Any probable cause, and anyone involved in providing the information must be documented.
A visitor may not be pat searched at any time without notification.
If the metal detector is set off, the supervisor may use the wand.
5. Visitor Parking rules have been changed: As of last week, Visitor Parking rules have changed. Visitors are now allowed to enter the parking lot at any time on the mornings designated for Visiting. They are no longer allowed to park on Road 24 outside. This is a directive that has come down from the state, to prevent accidents. People need to stay with their cars prior to the opening of Visitor Processing (except to get in line, or to sign in).
Many people get in very early, and it is a concern that there is no way for them to get numbers early. VSPW does not have enough staff to cover the gate and pass out numbers in the early morning hours. Additionally, they are unable to open Visitor Processing early due to lack of staff.
The staff does not want us self-policing, or wrapping around the parking lot in line. The Warden does not think that simply leaving numbers out would work, either. Captain Callahan says that people would pull extra numbers for their late friends, and this might cause problems.
Numbers are currently set out at 8:30 AM, but staff will experiment with ways to hand out numbers after 6:00 AM, when Staff processing opens. Staff also processes through Visitor Processing, starting at 6:00.
Visitors should check with the Visitor Processing desk when they get in, and see if names are being taken or numbers are being issued to early comers.
C. NEW BUSINESS
1. Hobby Craft: Cornelius Unson oversees management of HobbyCraft. Mr. Sumner was hired two months ago to take over HobbyCraft. He has been cleaning up the HobbyCraft shop and getting trained to run HobbyCraft. They are hoping to open HobbyCraft in 6 to 8 weeks.
It is rumored that the kiln is broken. Mr. Sumner reported that Ms. Ray, the previous HobbyCraft teacher, told him that the kiln was not working right previously, and that she recommended a replacement. Replacement will cost between $2,000 and $3,000, and it doesn’t fall into education funding in the budget, so there isn’t any money available to replace it right now. Mr. Sumner said that he checked around, and the best price he could get was $2,500 for the kiln, $500 for shipping and setup, and another $200 to $300 for venting, etc. He is trying to locate some money to do this, and reports that he DOES take donations.
Mr. Sumner also reported that he has been doing an inventory, and that the Conex is full of molds, the Studio is full of molds, and they are spilling out into arts and corrections areas. He has also been doing an inventory on greenwear -- greenware and bisque is real expensive, and even a few missing could represent a large amount of money. So far, he doesn’t think there is a problem with any missing inventory, but he is not yet finished.
ACTION ITEM: MR. SUMNER WILL GIVE US INFORMATION ABOUT THE KILN PURCHASE PROCESS AND MATERIALS INVENTORY STATUS FOR CERAMICS THROUGH JAVIER CAVAZOS. WE CAN CHECK WITH HIM WITHIN THE NEXT FEW WEEKS FOR A REPORT.
2. Why do Vendor Boxes purchased by inmates need ISU approval? Captain Callahan told us that ISU does NOT approve, specifically, Vendor purchases. He explained that the ISU screens all trust fund account withdrawals over a certain amount (between $25 and $50) before they go to Accounting. This is to screen for improper or possibly drug-related activities. The screeners have been told that Vendor purchases do not need to be screened, and may be passed on directly for handling. They do not need to be signed off. They just have to go through the system, because that is how all trust fund withdrawals are routed.
3. Drugs Inside: We were informed by staff that the number of drugs coming in through Vendor packages is down now, and that the majority of drugs are now coming in through Visiting.
4. Adequate Winter Clothing
a. Thermals: There have been problems in the past with inmate jackets being allowed in Visiting, although they are currently allowed. May inmates be allowed to wear thermals? The Visiting room tends to be cold, even in the summer.
Staff says that thermals and layered clothing are not allowed, due to extra problems and extra time involved in the Visiting procedure for inmates. Visiting room temperature is adjusted to handle weather conditions. However, by state law, the thermostat must stay at 68º at all state institutions.
b. Raingear: Inmates have requested that they have access to purchasing sturdier raingear -- clear plastic coats with clear pants, for instance. The current selections allowed at the canteen and through vendors are inadequate, and are mostly the extremely thin poncho-types, the slipovers with hoods, for instance. They are inexpensive, but they are also inadequate -- a plastic bag is about as durable, according to some inmates. Warden Henry said that the prison provides inmates who work outside with raingear. It is a durable yellow slicker. However, this request is for inmates that are not assigned to outside work and provided with prison issued raingear.
Captain Callahan says that he will research the new property matrix, and see about adding a raingear choice to the vendor lists.
ACTION ITEM: CAPTAIN CALLAHAN WILL CHECK THE PROPERTY MATRIX, AND THEN CHECK WITH VENDORS TO SEE ABOUT ADDING AN APPROVED SET OF DURABLE RAINGEAR TO THE VENDING LIST.
5. Update on inmate property changes: The “new matrix” for inmate property is still at state headquarters for approval for addition as a DOM section to the regulations. No one has heard anything yet.
6. Update on Mail: The last time Captain Callahan checked, which was about a week ago, the mail delivery to the units was within all of the specifications allowed by state guidelines, and was between 6 and 15 days out.
7. Diversity Housing: There have been no complaints about room balance and there have been no 602s within the last two months.
8. Questions about the IFC membership and the roster: How long are members supposed to be on the IFC board? This is in the bylaws, and if there is a limit that has been passed by current board members, we may be allowed to change the bylaws on a local basis. Meanwhile, Javier Cavazos has updated the roster, and has provided the updated copy to Nancy Rubinstein. We would like to keep some of our members as voting members past their currently allowed time. This would require an update on the bylaws.
Originally, membership was restricted to a single family member; for instance, a husband could be a board member, but the wife would have to be an alternate. Since we don’t have a full roster, this may no longer be a problem, and we may be able to allow multiple family member participation. This would need to be checked and amended, if necessary.
ACTION ITEM: JAVIER CAVAZOS WILL CHECK WITH THE STATE OMBUDSMAN TO SEE WHAT THE PROCESS IS FOR UPDATING OUR VSPW BYLAWS. NANCY RUBINSTEIN WILL DISTRIBUTE THE UPDATED ROSTER TO MEMBERSHIP. JAVIER AND NANCY WILL WORK TOGETHER TO DRAFT SOME SUGGESTED BYLAW AMENDMENTS FOR MEMBERSHIP REQUIREMENTS.
9. Natural Disasters: There have been recent earthquakes in the central valley. What are the plans for inmates in case of a natural disaster? Warden Henry informed us that there are extensive plans in place in case of natural or other types of disasters. These plans are confidential and are not available to the public. They are covered thoroughly in the “Resource Supplement”. Release of this type of information is a security risk.
The Warden did give us reassurance, though, pointing out that Tracy has had floods in the past, and everyone has worked together, with the main emphasis being survival.
10. Kitchen Tour Requested: The IFC thanked staff for the mailroom tour, and asked if a kitchen tour might be scheduled. The Warden does not feel that a tour of the kitchen would be possible at this time, because the kitchen is inside the security perimeter, it has wet floors, and there are other liability considerations.
11. How is IFC advertised at VSPW? The IFC flier is on the front desk at the Visitor center, on the wall behind the desk, and at each podium. There is also information in the back of Visitor Processing.
The meeting was adjourned at 2:48 PM.
Next Meeting: Friday, December 3, 2004
1:00 PM
VSPW Warden's Conference Room
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by November 15, 2004.
