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"Thank You Ladies"
VSPW INMATE FAMILY COUNCIL MEETING MINUTES
Friday, December 3, 2004
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"Thank You Ladies"
VSPW INMATE FAMILY COUNCIL MEETING MINUTES
Friday, December 3, 2004
MEMBERS/ALTERNATES PRESENT
Marvin Coolbaugh, Chair
Dr. John Videen, Co-Chair
Nancy Rubinstein, Secretary
Louisa Camorlinga
Regina Thompson
MEMBERS/ALTERNATES ABSENT
Tammy R. (excused)
Elizabeth Munoz (excused)
Tim Daughenbaugh (excused)
Helen Valdez (excused)
VISITORS PRESENT
Rosalga Camorlinga
Larry and Linda Hummiston
STAFF PRESENT
Gloria Henry, Warden
Javier Cavazos, Administrative Assistant
Julie, Secretary
Dr. Follett, CMO
Sara Malone, CDC Ombudsman
Lt. Donaldson
Mr. Zack Patrick, Supervisor, Correctional Education Programs, HobbyCraft
Mr. Cornilio Unson, Supervisor of Academic Instruction, HobbyCraft
The meeting was called to order at 1:05 PM by Marvin Coolbaugh. Introductions were made around the room.
I. OLD BUSINESS
A. Green Jump Suit Distribution: Lt. Donaldson reported that although cost restricts the issuance of individual jumpsuits to 3 each. To solve the problem of inmates with dirty jumpsuits, it has been arranged that these workers now have special permission to wash the jumpsuits in their units. Previously, the washing machines on the unit are for personal clothes. Lt. Donaldson said that training will be given to the Housing Officers next week to allow these special workers to use the washing machines on the units, under the same routines they would use for washing personal property. A memo will be going out next week to tell Housing officers about this.
B. Carts for Canteen Purchases: It’s been reported by inmates that paper bags issued by the Canteen are getting wet and falling through.
Marvin asked what the progress has been on getting carts for inmates who need to carry Canteen purchases back to their units.
Lt. Donaldson reported that VSPW has now purchased 3 small yellow shopping carts for inmates to use. These should be available on the units in approximately 1 to 2 weeks. They are currently in the inventory and scheduling process. There will be 1 cart per facility (B, C, and D). They are approximately 4’ long by 3’ wide by 3½’ deep. They are smaller than the large yellow carts that are seen on the yards right now. The size was dictated by budget and maintenance concerns. These new carts will be rotated between dorms, so that they will be available within the facility on an as-needed basis. Internal scheduling for cart use is still being worked out. They hope to be able to consider the purchase of additional carts in the future, depending on budget and needs.
C. HobbyCraft and the HobbyCraft Kiln: Mr. Unsen and Mr. Patrick reported that Opening Day has occurred for HobbyCraft, and that everyone who had items in storage have been asked to identify their things. There was some concern because inmates saw the manager ‘hot trashing’ some items a while before the opening. It turns out that these items were things belonging to inmates that were no longer at VSPW. Mr. Patrick explained that when HobbyCraft closed down last year, the inmates were given two choices: 1) Package up and send your materials home, 2) Package your materials, label them, and leave them in storage at HobbyCraft. If the inmates chose the second way, it was explained to them that if they paroled out, these leftover items would be cleared out by VSPW. The only items hot trashed were these parolee items. The opening of HobbyCraft occurred about 8 weeks ago.
Marvin announced that the IFC is willing to take on the raising of money for a new kiln. The specifications were provided at the meeting by Javier Cavazos and the HobbyCraft staff, so the IFC can begin working on getting the new kiln. The prison may accept our donation of new equipment, but may not take any money from the IFC, so it will be up to the IFC to shop for, purchase, and arrange for delivery and setup; if we have any questions for the HobbyCraft staff, it must be only technical in nature (like delivery requirements, etc.).
D. Raingear: Lt. Donaldson reported that VSPW has approved the purchase of clear technology raingear from Vendors. Lt. Donaldson says he has also contacted the individual vendors to let them know what will be allowed inside the prison. The specifications for raingear are: poncho type, with no ties, no buttons, a small hood, and see-through. There will be no change in the types of ponchos provided at the Canteen, which are the cheaper lightweight types. Inmates who want stouter ones are encouraged to shop for them with the various vendors. Lt. Donaldson says that there are some inmates who have already ordered heavier ponchos of the approved type from outside, and who have already received them.
It appears that the new ponchos coming in from Vendors are more expensive, but it is reported by some inmates that the quality is much better.
VSPW will continue, as before, to provide heavy-duty state issued raingear for inmates who have jobs out in the rain.
E. Smoking Cessation: The stopping of smoking inside the prison has been extended to include rules governing the prison staff. It is still on schedule for next year. As previously reported, any change in this decision, or changes in the decision to NOT allow stop-smoking products (such as nicotine patches, gum, etc.), must come from the State level.
Sara Malone, from the CDC Ombudsman’s Office, said that the smoking cessation question has been brought up at the Statewide IFC level, with the CDC Director’s staff. Several IFC members stated that we have been unable to get any information on this meeting or other Statewide IFC meetings. Sara Malone said that she attends statewide meetings, and that the minutes are not restricted, and that she can get us copies of the Statewide minutes. This will help us know what has already been handled at the Statewide level.
ACTION ITEM: MARVIN COOLBAUGH WILL FOLLOW UP WITH SARA MALONE TO OBTAIN MINUTES FROM THE MOST RECENT STATEWIDE IFC MEETINGS (SPECIFICALLY, THE MEETING WHERE SMOKING CESSATION WAS DISCUSSED).
The State is in a budgetary crisis, and is unlikely to change it’s policy on the issuance of smoking cessation products. The staff reminded us that the chemical dependence for nicotine is out of the bloodstream within 5 days, but that the psychological withdrawal takes much longer. The recommendation is that the smoker drink lots of water and avoid heavy spices, etc., especially during the first 5 days. The medical staff is hoping to partner with some outside groups to provide Stop Smoking Clinics. They are particularly interested in a 5-day Stop Smoking Clinic by the Seventh Day Adventists. Other groups may be interested in helping, also. They should get in touch with the medical staff, at 559-665-6100, extension 6811.
F. Mailroom Update: The Warden let us know that VSPW is providing extra staff hours to help try and catch up in the Mailroom. Lt. Donaldson reported that the Mailroom is approximately 10 to 12 days out right now, about 3 to 4 days past their regular 7-day time allowance. Part of the problem stems from a large prison population this year. Additionally, Lt. Donaldson reported that there has been a significant increase in incoming mail volume, compared to this time last year. Lt. Donaldson reported that he has been giving the WAC weekly updates on the delays.
Marvin asked if the IFC can also be updated with a phone call when WAC is updated. Sara Malone, from the Ombudsman’s Office, commented that phone call updates to all interested parties might be an excessive burden on staff. The Warden said that she would think about it, but that the staff is constantly responding to 602s, Senators, the OIA, and several others. They spend a lot of their time responding to immediate inquiries, and she felt that it would not be proper to commit to this extra reporting requirement right now, because staff is extremely overextended.
G. Purple Sheet Posting Regarding Translators being Available: Tabled until Medical staff could be present to answer.
ACTION ITEM: NANCY RUBINSTEIN WILL FOLLOW UP WITH MEDICAL STAFF IF THIS ITEM FAILS TO BE COVERED DURING THE MEETING.
II. NEW BUSINESS
A. How do inmates and families ask questions, make requests, or register complaints with the prison?: Warden Henry provided us with an explanation of how staff handles inquiries, requests, questions, and complaints. She told us that 602s are the best channel for tracking problems and complaints directly from inmates. She said that inmate complaints will always be reviewed and handled, and the staff will respond to them. They will also respond to inquiries, requests, questions and complaints from other sources as best they can. This includes outside agencies, groups, and individuals. In particular, ACTION ITEMS listed by the IFC will be handled, and should be handled by the next meeting after the items are listed.
The jumpsuit issue was sited as a request for action that came ONLY from the IFC, and that no known 602s had been filed over this issue. Warden Henry expressed regret that it had taken several months to reach a solution for this problem, and stated that they hope to reach resolutions for action items more rapidly in the future. However, she pointed out that they had managed to work out some solutions to this problem, and were happy to have the input from the IFC.
Another example is that they are aware of the late mail problem, and that the Warden has authorized overtime for the Mailroom. The mail can get backed up with drugs are found in mail, as the mail handler finding drugs must stop work and write a report. Contraband is a serious problem, and sometimes it can seriously disrupt standard working procedures. The Warden reported that she hasn’t had a 602 on mail-related questions in over 2 months.
The bottom line is that the Warden is committed to respond to all 602s, and to all other communications, as possible, from all the various sources. She believes that all of these methods of communication are important.
B. Visiting Room Approval for Battered Women’s Group: There have been some inmates working off and on with Dr. White to try and get approval for a Battered Women’s Group, and it hasn’t been moving at all for some time. What needs to be done to get a Battered Women’s Group going at VSPW?
Prior to the budget cuts that removed the Community Coordinator, Sylvia Hedlind spent some time canvassing for a Volunteer Coordinator for a Battered Women’s Group. In order to have such a group on the VSPW campus, a volunteer was needed to sponsor such a group. Since then, they’ve had less staff time to seek a solution to this problem, but have tried to continue working on getting a Battered Women’s Group going.
Dr. Follett reported that VSPW is hoping to get some Rehabilitation Pilot Programs going this year, sponsored by the staff. These include classes on:
1. Battered Women Syndrome
2. Adjustment to Institutional Life
3. Sleep Disturbances
Dr. Chudy is working on the planning and proposals for these classes. They are hoping to start them on the A yard and in Receiving by summer.
These classes are separate from anything that Dr. White may be working on. If she needs help putting together a class, perhaps some assistance can be provided. Lt. Donaldson says he has worked with Dr. White before on some projects, and can possibly help to get a support group for victims of domestic violence going. It could be in the Visiting Room, or in some other place on campus, depending on the size of the class, the volunteers sponsoring it, and other things.
Warden Henry asked if Marvin can get in touch with Olivia Wang to follow up on the possibility of getting a volunteer for such a women’s group.
ACTION ITEM: MARVIN COOLBAUGH WILL GET IN TOUCH WITH OLIVIA WANG TO SEE ABOUT FINDING A VOLUNTEER SPONSOR FOR A WOMEN’S SUPPORT GROUP AT VSPW.
C. MEDICAL COMMUNICATIONS BETWEEN IFC AND MEDICAL STAFF: The IFC members are getting more frequent communications from family members and inmates who are asking for help getting medical care for inmates. We would like to know how we should handle these communications, and when we should get in touch with the staff regarding problems that are brought to our attention.
Dr. Follett gave us a description of what the Medical Department tries to do to handle inquiries and complaints.
There are established routes for inmates to request medical help, to complain, etc. These include regular infirmary visits, seeing specialists, etc. Complaints are best handled through the 602 procedure, as each 602 must be reviewed and answered. If the answers aren’t satisfactory, they can be appealed. The other method of obtaining medical treatment is by submitting an “Inmate Request Form”, or “IRF”. An IRF goes directly to the Chief Medical Officer for review. This form may be used when an inmate feels that extra help is needed, even after being examed. An IRF can also be used to ask to be sent out to see a specialist, or to get a second opinion. An inmate may also ask for a third opinion, or ask to be seen by a specific doctor, but this would require the inmate to pay the full cost for this third opinion or for the cost of seeing a specifically named doctor.
When outside family members have questions or concerns, they can call the Medical Department and talk to Mike Naranjo or Judy Tucker, who are both nurses on staff, or to Cori, who is an Administrative Assistant at the Medical Office. These three staff members talk to families regularly. They can be reached at 559-665-6100, extension 6811.
The Medical Department wants to be as open and transparent as possible with the community, while still treating inmates per requirements. It is important for family and friends to realize that the Medical Department operates under confidentiality constraints, and cannot answer specific questions about inmates without a release of information authorization on file. There is an Authorization Form that can be filled out by the inmate and sent to the family member outside. Once it is returned to the prison, the family member may talk to the Medical Staff about the inmate’s problems. The family member MUST get this from the inmate. The inmate MUST fill it out at the prison and have it sent to the family member before it can be returned.
Nancy Rubinstein asked what types of things we should call in to the Medical Department, based on the types of letters and requests we get at the IFC. We are aware that the office can’t get into specific treatments, due to confidentiality. What would be most helpful to the medical staff, coming from the IFC?
Dr. Follett says that the most important things we can bring to their attention are questions about general medical conditions and subjects, and suggestions about specific or special programs that could be recommended or discussed. Warden Henry reminded us that most of these types of communications should be through the IFC regular meetings.
Nancy Rubinstein asked what we should do when an individual problem is brought to us by a family member. Dr. Follett reminded us that the family and inmate should be encouraged to follow the procedures that are already in place. The inmate should file a 602, and the family member should make sure there is an authorization on file.
Dr. Follett gave us an example of a recent case where a family member was upset because he didn’t understand why his fiancé was placed in the infirmary overnight. Dr. Follett said the family member did not have an authorization on file. The staff tried to answer his questions, but weren’t able to give him all the information he needed. It can be difficult to give people calling in precise and timely information. In cases like this, a lack of ability to communicate with family members can have a snowball effect, and things don’t work out. This can happen with medical care anywhere, especially when it involves multiple treatments, specialist visits, etc.
Sara Malone, the Ombudsman, reminded us that when all else seems to be failing, family members and inmates can be directed to contact the Ombudsman’s Office.
Sara Malone can be reached at 151 S. Street, PO Box 942883, Sacramento, CA 94283-0001, phone number (9160 327-8467, e-mail at sara.malone@corr.ca.gov . She should be contacted after all other avenues have been exhausted, such as 602s and Inmate Request Forms (IRFs).
Both Dr. Follett and Sara Malone noted that in an emergency situation, the Watch Officer should be called immediately by the family member. When IFC receives an emergency phone call, we should direct the family member to call the Watch Officer immediately. If the call comes to the IFC from inmates on the yards, then we should call the Watch Officer directly with the information.
There was some concern voiced by the IFC that inmates may not know about the authorization form. Staff answered that this form is discussed during orientation, along with information on Dental and Medical appeals, WAC, and other things. The first orientation is given while the inmate is in Reception, and the second orientation is give right before they are transferred to general population. However, the staff understands that this information doesn’t register with inmates during this period for many reasons, including anxiety, disorientation being experienced by the inmate, lack of English skills, or limited ability to retain information.
The staff pointed out that proper medical care is hard to provide to the satisfaction of all patients and their families. Staff believes that most of the inmates are now being treated at some level, as needed. Triaging patients to the right level of care appears to be improving. When patients and their families are not satisfied with the level of medical care, they should file 602s.
Dr. Follett said that when the medical staff receives complaints of dissatisfaction, they try to have the inmate seen by a specialist. They may also bring the case before their internal medical review board, called the Medical Authorization Review Committee (MAR). The staff may also bring the case up during Grand Rounds on Friday, where the staff discusses their problems and go over possible treatments and courses of action for individual cases.
Inmates may request that their case be brought up before the MAR, or they may request a review by a specialist. This may be done with the Inmate Request Form (IRF), as previously discussed here.
There was a question about recent scabies outbreaks. Warden Henry knew of two such outbreaks that were treated immediately as soon as they were identified. The inmates were all treated, and the bedding and all other accessory items in these cells were washed.
The IFC asked that MTAs be updated on the need to treat the inmates with respect and dignity. There have been incidents where inmates have been turned away from receiving meds or have been treated extremely harshly for no reason by some of the MTAs. Lt. Donaldson says that this is a problem that is being handled by ongoing training. He requested that any problems be reported by 602s.
When a 602 is filed and followed, it can potentially go all the way to Sacramento for answer. Sara Malone reminded us that the 602s are often the only paper record that outside agencies have to get an idea of the problems going on inside. The Prison Law Office, who is monitoring VSPW over the Plata case, relies on 602s to find out where medical problems still exist. It is very important that the inmates file 602s when they have a problem with medical care.
Dr. Follett will be stepping down and allowing Dr. Dorcas Eaves to take over the CMO position. He has been called up for additional duty in Iraq, and could be leaving any time. He will help with the Stop Smoking Clinics if he is still here in June and July of 2005.
D. Are the yards being released to the main yard in a timely manner? Lt. Donaldson reports that Central Services opens the main yard promptly at 1830 every evening. The individual facilities open after they are finished with dinner. This is usually close to 1830, but can be momentarily delayed by a number of things. If a yard has an ongoing delay, please file a 602.
E. Close B inmates are being subjected to major disciplinary problems - can something be done? Sara Malone reported that this has been an ongoing problem and an ongoing discussion at state level. The problem is that Close Custody inmates may be labeled that way for a variety of reasons, ranging from disciplinary problems to simple sentencing guidelines. Unfortunately, overcrowding in the prisons have made it impossible to be able to separate out the discipline problems from the sentencing-restricted inmates. The Close B decision is an emergency decision that came down from above in Sacramento, and it is an ongoing topic. They are trying out an Honor Yard at Lancaster and at Mule Creek. If the Honor Yard works out well in those prisons, it will be extended throughout the state. CIW had a long-termer’s dorm a while back, but it had a few problems, and had to be stopped.
Warden Henry would like to have the ability to separate out the behavior problems from the other inmates, but currently lacks the room or the time to make these compatibility matches. Most of the lifers end up together, but sometimes have Close disciplinary people end up with the programmers. Hopefully, they bring it to the attention of the Housing Officers and it is properly handled before trouble comes up. Again, the staff recommends getting 602s written, so notification of problems go on file. Programmers are described as inmates who have a work assignment that they attend regularly, that are well behaved, and who follow the rules and avoid write-ups. Programmers often worry about getting dragged down by disciplinary problems, and the administration is aware of their difficulties with discipline problems. Unfortunately, with the lack of space, it is difficult to do something about this right now.
F. Book Policy: Right now, each inmate is allowed to have 10 books in her possession. They can come in from a publisher or vendor at any time. The only restriction is that the inmate should only have 10 of them at any time. If she has more than 10, she must donate or send home the extras. She may not give them away. Bibles count as books.
The new property rules indicate that books will be considered “Special Purchases” in the future. However, the nature of “Special Purchases” will be changing in the new property matrix. Special Purchases will be limited to only a few items, including books, medical appliances, legal materials, religious items, handicraft items, etc., and may be received any time. So an inmate may receive new books any time through the regular channels, but may still have no more than 10 at any one time.
If an inmate receives books, and gives them away, and cannot account for them, she may not receive any new books. If the books are stolen, she must report them stolen immediately. If they are lost, she must report them lost.
Bibles are donated regularly by outside groups. Bibles are readily available through the Chaplin, etc. If someone receives bibles from outside, and gives them away, she may not receive any new books. She must try and get those bibles back from whomever she gave them to before she can get any new books.
Inmates may not receive catalogs from outside.
G. New 6 Cubic Foot Property Regulations: Starting in January, each inmate will be restricted to 6 cubic feet of property ONLY. A box will be wheeled around, and each inmates’ property volume will be checked. Anything over the 6 foot limit will need to be donated or sent home. The new property matrix will restrict private clothing to a minimum, so clothing will take up less space, leaving more space for food, etc. The 6 cubic foot rule has been in place for several years, but has not previously been enforced. It must now be enforced, as directed by Sacramento. Musical instruments ARE included in the 6 cubic foot rule. It was not certain that TVs are included in the restrictions.
VSPW will be restricting the amount that may be purchased during bulk sales after January 1st, 2005, due to this restriction of private space.
The amount of inmate private property is a security issue. Recent prison-wide searches took extra time, due to the excessive amount of personal property that had to be searched. The Warden told us that just one of these extra searches cost over $40,000 in staff overtime.
The current lockers will still be used by the inmates. They have one shelf, a drawer, and a hanging bar. Under the new rules, there will be a lot less to hang from the bar.
H. New MCI telephone contract: A memo was handed out regarding the new MCI contract with the CDC. It is attached.
The meeting was adjourned at 3:07 PM.
Next Meeting: Friday, February 4, 2005, 1:00 PM
VSPW Warden’s Conference Room
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by January 17, 2005.
Marvin Coolbaugh, Chair
Dr. John Videen, Co-Chair
Nancy Rubinstein, Secretary
Louisa Camorlinga
Regina Thompson
MEMBERS/ALTERNATES ABSENT
Tammy R. (excused)
Elizabeth Munoz (excused)
Tim Daughenbaugh (excused)
Helen Valdez (excused)
VISITORS PRESENT
Rosalga Camorlinga
Larry and Linda Hummiston
STAFF PRESENT
Gloria Henry, Warden
Javier Cavazos, Administrative Assistant
Julie, Secretary
Dr. Follett, CMO
Sara Malone, CDC Ombudsman
Lt. Donaldson
Mr. Zack Patrick, Supervisor, Correctional Education Programs, HobbyCraft
Mr. Cornilio Unson, Supervisor of Academic Instruction, HobbyCraft
The meeting was called to order at 1:05 PM by Marvin Coolbaugh. Introductions were made around the room.
I. OLD BUSINESS
A. Green Jump Suit Distribution: Lt. Donaldson reported that although cost restricts the issuance of individual jumpsuits to 3 each. To solve the problem of inmates with dirty jumpsuits, it has been arranged that these workers now have special permission to wash the jumpsuits in their units. Previously, the washing machines on the unit are for personal clothes. Lt. Donaldson said that training will be given to the Housing Officers next week to allow these special workers to use the washing machines on the units, under the same routines they would use for washing personal property. A memo will be going out next week to tell Housing officers about this.
B. Carts for Canteen Purchases: It’s been reported by inmates that paper bags issued by the Canteen are getting wet and falling through.
Marvin asked what the progress has been on getting carts for inmates who need to carry Canteen purchases back to their units.
Lt. Donaldson reported that VSPW has now purchased 3 small yellow shopping carts for inmates to use. These should be available on the units in approximately 1 to 2 weeks. They are currently in the inventory and scheduling process. There will be 1 cart per facility (B, C, and D). They are approximately 4’ long by 3’ wide by 3½’ deep. They are smaller than the large yellow carts that are seen on the yards right now. The size was dictated by budget and maintenance concerns. These new carts will be rotated between dorms, so that they will be available within the facility on an as-needed basis. Internal scheduling for cart use is still being worked out. They hope to be able to consider the purchase of additional carts in the future, depending on budget and needs.
C. HobbyCraft and the HobbyCraft Kiln: Mr. Unsen and Mr. Patrick reported that Opening Day has occurred for HobbyCraft, and that everyone who had items in storage have been asked to identify their things. There was some concern because inmates saw the manager ‘hot trashing’ some items a while before the opening. It turns out that these items were things belonging to inmates that were no longer at VSPW. Mr. Patrick explained that when HobbyCraft closed down last year, the inmates were given two choices: 1) Package up and send your materials home, 2) Package your materials, label them, and leave them in storage at HobbyCraft. If the inmates chose the second way, it was explained to them that if they paroled out, these leftover items would be cleared out by VSPW. The only items hot trashed were these parolee items. The opening of HobbyCraft occurred about 8 weeks ago.
Marvin announced that the IFC is willing to take on the raising of money for a new kiln. The specifications were provided at the meeting by Javier Cavazos and the HobbyCraft staff, so the IFC can begin working on getting the new kiln. The prison may accept our donation of new equipment, but may not take any money from the IFC, so it will be up to the IFC to shop for, purchase, and arrange for delivery and setup; if we have any questions for the HobbyCraft staff, it must be only technical in nature (like delivery requirements, etc.).
D. Raingear: Lt. Donaldson reported that VSPW has approved the purchase of clear technology raingear from Vendors. Lt. Donaldson says he has also contacted the individual vendors to let them know what will be allowed inside the prison. The specifications for raingear are: poncho type, with no ties, no buttons, a small hood, and see-through. There will be no change in the types of ponchos provided at the Canteen, which are the cheaper lightweight types. Inmates who want stouter ones are encouraged to shop for them with the various vendors. Lt. Donaldson says that there are some inmates who have already ordered heavier ponchos of the approved type from outside, and who have already received them.
It appears that the new ponchos coming in from Vendors are more expensive, but it is reported by some inmates that the quality is much better.
VSPW will continue, as before, to provide heavy-duty state issued raingear for inmates who have jobs out in the rain.
E. Smoking Cessation: The stopping of smoking inside the prison has been extended to include rules governing the prison staff. It is still on schedule for next year. As previously reported, any change in this decision, or changes in the decision to NOT allow stop-smoking products (such as nicotine patches, gum, etc.), must come from the State level.
Sara Malone, from the CDC Ombudsman’s Office, said that the smoking cessation question has been brought up at the Statewide IFC level, with the CDC Director’s staff. Several IFC members stated that we have been unable to get any information on this meeting or other Statewide IFC meetings. Sara Malone said that she attends statewide meetings, and that the minutes are not restricted, and that she can get us copies of the Statewide minutes. This will help us know what has already been handled at the Statewide level.
ACTION ITEM: MARVIN COOLBAUGH WILL FOLLOW UP WITH SARA MALONE TO OBTAIN MINUTES FROM THE MOST RECENT STATEWIDE IFC MEETINGS (SPECIFICALLY, THE MEETING WHERE SMOKING CESSATION WAS DISCUSSED).
The State is in a budgetary crisis, and is unlikely to change it’s policy on the issuance of smoking cessation products. The staff reminded us that the chemical dependence for nicotine is out of the bloodstream within 5 days, but that the psychological withdrawal takes much longer. The recommendation is that the smoker drink lots of water and avoid heavy spices, etc., especially during the first 5 days. The medical staff is hoping to partner with some outside groups to provide Stop Smoking Clinics. They are particularly interested in a 5-day Stop Smoking Clinic by the Seventh Day Adventists. Other groups may be interested in helping, also. They should get in touch with the medical staff, at 559-665-6100, extension 6811.
F. Mailroom Update: The Warden let us know that VSPW is providing extra staff hours to help try and catch up in the Mailroom. Lt. Donaldson reported that the Mailroom is approximately 10 to 12 days out right now, about 3 to 4 days past their regular 7-day time allowance. Part of the problem stems from a large prison population this year. Additionally, Lt. Donaldson reported that there has been a significant increase in incoming mail volume, compared to this time last year. Lt. Donaldson reported that he has been giving the WAC weekly updates on the delays.
Marvin asked if the IFC can also be updated with a phone call when WAC is updated. Sara Malone, from the Ombudsman’s Office, commented that phone call updates to all interested parties might be an excessive burden on staff. The Warden said that she would think about it, but that the staff is constantly responding to 602s, Senators, the OIA, and several others. They spend a lot of their time responding to immediate inquiries, and she felt that it would not be proper to commit to this extra reporting requirement right now, because staff is extremely overextended.
G. Purple Sheet Posting Regarding Translators being Available: Tabled until Medical staff could be present to answer.
ACTION ITEM: NANCY RUBINSTEIN WILL FOLLOW UP WITH MEDICAL STAFF IF THIS ITEM FAILS TO BE COVERED DURING THE MEETING.
II. NEW BUSINESS
A. How do inmates and families ask questions, make requests, or register complaints with the prison?: Warden Henry provided us with an explanation of how staff handles inquiries, requests, questions, and complaints. She told us that 602s are the best channel for tracking problems and complaints directly from inmates. She said that inmate complaints will always be reviewed and handled, and the staff will respond to them. They will also respond to inquiries, requests, questions and complaints from other sources as best they can. This includes outside agencies, groups, and individuals. In particular, ACTION ITEMS listed by the IFC will be handled, and should be handled by the next meeting after the items are listed.
The jumpsuit issue was sited as a request for action that came ONLY from the IFC, and that no known 602s had been filed over this issue. Warden Henry expressed regret that it had taken several months to reach a solution for this problem, and stated that they hope to reach resolutions for action items more rapidly in the future. However, she pointed out that they had managed to work out some solutions to this problem, and were happy to have the input from the IFC.
Another example is that they are aware of the late mail problem, and that the Warden has authorized overtime for the Mailroom. The mail can get backed up with drugs are found in mail, as the mail handler finding drugs must stop work and write a report. Contraband is a serious problem, and sometimes it can seriously disrupt standard working procedures. The Warden reported that she hasn’t had a 602 on mail-related questions in over 2 months.
The bottom line is that the Warden is committed to respond to all 602s, and to all other communications, as possible, from all the various sources. She believes that all of these methods of communication are important.
B. Visiting Room Approval for Battered Women’s Group: There have been some inmates working off and on with Dr. White to try and get approval for a Battered Women’s Group, and it hasn’t been moving at all for some time. What needs to be done to get a Battered Women’s Group going at VSPW?
Prior to the budget cuts that removed the Community Coordinator, Sylvia Hedlind spent some time canvassing for a Volunteer Coordinator for a Battered Women’s Group. In order to have such a group on the VSPW campus, a volunteer was needed to sponsor such a group. Since then, they’ve had less staff time to seek a solution to this problem, but have tried to continue working on getting a Battered Women’s Group going.
Dr. Follett reported that VSPW is hoping to get some Rehabilitation Pilot Programs going this year, sponsored by the staff. These include classes on:
1. Battered Women Syndrome
2. Adjustment to Institutional Life
3. Sleep Disturbances
Dr. Chudy is working on the planning and proposals for these classes. They are hoping to start them on the A yard and in Receiving by summer.
These classes are separate from anything that Dr. White may be working on. If she needs help putting together a class, perhaps some assistance can be provided. Lt. Donaldson says he has worked with Dr. White before on some projects, and can possibly help to get a support group for victims of domestic violence going. It could be in the Visiting Room, or in some other place on campus, depending on the size of the class, the volunteers sponsoring it, and other things.
Warden Henry asked if Marvin can get in touch with Olivia Wang to follow up on the possibility of getting a volunteer for such a women’s group.
ACTION ITEM: MARVIN COOLBAUGH WILL GET IN TOUCH WITH OLIVIA WANG TO SEE ABOUT FINDING A VOLUNTEER SPONSOR FOR A WOMEN’S SUPPORT GROUP AT VSPW.
C. MEDICAL COMMUNICATIONS BETWEEN IFC AND MEDICAL STAFF: The IFC members are getting more frequent communications from family members and inmates who are asking for help getting medical care for inmates. We would like to know how we should handle these communications, and when we should get in touch with the staff regarding problems that are brought to our attention.
Dr. Follett gave us a description of what the Medical Department tries to do to handle inquiries and complaints.
There are established routes for inmates to request medical help, to complain, etc. These include regular infirmary visits, seeing specialists, etc. Complaints are best handled through the 602 procedure, as each 602 must be reviewed and answered. If the answers aren’t satisfactory, they can be appealed. The other method of obtaining medical treatment is by submitting an “Inmate Request Form”, or “IRF”. An IRF goes directly to the Chief Medical Officer for review. This form may be used when an inmate feels that extra help is needed, even after being examed. An IRF can also be used to ask to be sent out to see a specialist, or to get a second opinion. An inmate may also ask for a third opinion, or ask to be seen by a specific doctor, but this would require the inmate to pay the full cost for this third opinion or for the cost of seeing a specifically named doctor.
When outside family members have questions or concerns, they can call the Medical Department and talk to Mike Naranjo or Judy Tucker, who are both nurses on staff, or to Cori, who is an Administrative Assistant at the Medical Office. These three staff members talk to families regularly. They can be reached at 559-665-6100, extension 6811.
The Medical Department wants to be as open and transparent as possible with the community, while still treating inmates per requirements. It is important for family and friends to realize that the Medical Department operates under confidentiality constraints, and cannot answer specific questions about inmates without a release of information authorization on file. There is an Authorization Form that can be filled out by the inmate and sent to the family member outside. Once it is returned to the prison, the family member may talk to the Medical Staff about the inmate’s problems. The family member MUST get this from the inmate. The inmate MUST fill it out at the prison and have it sent to the family member before it can be returned.
Nancy Rubinstein asked what types of things we should call in to the Medical Department, based on the types of letters and requests we get at the IFC. We are aware that the office can’t get into specific treatments, due to confidentiality. What would be most helpful to the medical staff, coming from the IFC?
Dr. Follett says that the most important things we can bring to their attention are questions about general medical conditions and subjects, and suggestions about specific or special programs that could be recommended or discussed. Warden Henry reminded us that most of these types of communications should be through the IFC regular meetings.
Nancy Rubinstein asked what we should do when an individual problem is brought to us by a family member. Dr. Follett reminded us that the family and inmate should be encouraged to follow the procedures that are already in place. The inmate should file a 602, and the family member should make sure there is an authorization on file.
Dr. Follett gave us an example of a recent case where a family member was upset because he didn’t understand why his fiancé was placed in the infirmary overnight. Dr. Follett said the family member did not have an authorization on file. The staff tried to answer his questions, but weren’t able to give him all the information he needed. It can be difficult to give people calling in precise and timely information. In cases like this, a lack of ability to communicate with family members can have a snowball effect, and things don’t work out. This can happen with medical care anywhere, especially when it involves multiple treatments, specialist visits, etc.
Sara Malone, the Ombudsman, reminded us that when all else seems to be failing, family members and inmates can be directed to contact the Ombudsman’s Office.
Sara Malone can be reached at 151 S. Street, PO Box 942883, Sacramento, CA 94283-0001, phone number (9160 327-8467, e-mail at sara.malone@corr.ca.gov . She should be contacted after all other avenues have been exhausted, such as 602s and Inmate Request Forms (IRFs).
Both Dr. Follett and Sara Malone noted that in an emergency situation, the Watch Officer should be called immediately by the family member. When IFC receives an emergency phone call, we should direct the family member to call the Watch Officer immediately. If the call comes to the IFC from inmates on the yards, then we should call the Watch Officer directly with the information.
There was some concern voiced by the IFC that inmates may not know about the authorization form. Staff answered that this form is discussed during orientation, along with information on Dental and Medical appeals, WAC, and other things. The first orientation is given while the inmate is in Reception, and the second orientation is give right before they are transferred to general population. However, the staff understands that this information doesn’t register with inmates during this period for many reasons, including anxiety, disorientation being experienced by the inmate, lack of English skills, or limited ability to retain information.
The staff pointed out that proper medical care is hard to provide to the satisfaction of all patients and their families. Staff believes that most of the inmates are now being treated at some level, as needed. Triaging patients to the right level of care appears to be improving. When patients and their families are not satisfied with the level of medical care, they should file 602s.
Dr. Follett said that when the medical staff receives complaints of dissatisfaction, they try to have the inmate seen by a specialist. They may also bring the case before their internal medical review board, called the Medical Authorization Review Committee (MAR). The staff may also bring the case up during Grand Rounds on Friday, where the staff discusses their problems and go over possible treatments and courses of action for individual cases.
Inmates may request that their case be brought up before the MAR, or they may request a review by a specialist. This may be done with the Inmate Request Form (IRF), as previously discussed here.
There was a question about recent scabies outbreaks. Warden Henry knew of two such outbreaks that were treated immediately as soon as they were identified. The inmates were all treated, and the bedding and all other accessory items in these cells were washed.
The IFC asked that MTAs be updated on the need to treat the inmates with respect and dignity. There have been incidents where inmates have been turned away from receiving meds or have been treated extremely harshly for no reason by some of the MTAs. Lt. Donaldson says that this is a problem that is being handled by ongoing training. He requested that any problems be reported by 602s.
When a 602 is filed and followed, it can potentially go all the way to Sacramento for answer. Sara Malone reminded us that the 602s are often the only paper record that outside agencies have to get an idea of the problems going on inside. The Prison Law Office, who is monitoring VSPW over the Plata case, relies on 602s to find out where medical problems still exist. It is very important that the inmates file 602s when they have a problem with medical care.
Dr. Follett will be stepping down and allowing Dr. Dorcas Eaves to take over the CMO position. He has been called up for additional duty in Iraq, and could be leaving any time. He will help with the Stop Smoking Clinics if he is still here in June and July of 2005.
D. Are the yards being released to the main yard in a timely manner? Lt. Donaldson reports that Central Services opens the main yard promptly at 1830 every evening. The individual facilities open after they are finished with dinner. This is usually close to 1830, but can be momentarily delayed by a number of things. If a yard has an ongoing delay, please file a 602.
E. Close B inmates are being subjected to major disciplinary problems - can something be done? Sara Malone reported that this has been an ongoing problem and an ongoing discussion at state level. The problem is that Close Custody inmates may be labeled that way for a variety of reasons, ranging from disciplinary problems to simple sentencing guidelines. Unfortunately, overcrowding in the prisons have made it impossible to be able to separate out the discipline problems from the sentencing-restricted inmates. The Close B decision is an emergency decision that came down from above in Sacramento, and it is an ongoing topic. They are trying out an Honor Yard at Lancaster and at Mule Creek. If the Honor Yard works out well in those prisons, it will be extended throughout the state. CIW had a long-termer’s dorm a while back, but it had a few problems, and had to be stopped.
Warden Henry would like to have the ability to separate out the behavior problems from the other inmates, but currently lacks the room or the time to make these compatibility matches. Most of the lifers end up together, but sometimes have Close disciplinary people end up with the programmers. Hopefully, they bring it to the attention of the Housing Officers and it is properly handled before trouble comes up. Again, the staff recommends getting 602s written, so notification of problems go on file. Programmers are described as inmates who have a work assignment that they attend regularly, that are well behaved, and who follow the rules and avoid write-ups. Programmers often worry about getting dragged down by disciplinary problems, and the administration is aware of their difficulties with discipline problems. Unfortunately, with the lack of space, it is difficult to do something about this right now.
F. Book Policy: Right now, each inmate is allowed to have 10 books in her possession. They can come in from a publisher or vendor at any time. The only restriction is that the inmate should only have 10 of them at any time. If she has more than 10, she must donate or send home the extras. She may not give them away. Bibles count as books.
The new property rules indicate that books will be considered “Special Purchases” in the future. However, the nature of “Special Purchases” will be changing in the new property matrix. Special Purchases will be limited to only a few items, including books, medical appliances, legal materials, religious items, handicraft items, etc., and may be received any time. So an inmate may receive new books any time through the regular channels, but may still have no more than 10 at any one time.
If an inmate receives books, and gives them away, and cannot account for them, she may not receive any new books. If the books are stolen, she must report them stolen immediately. If they are lost, she must report them lost.
Bibles are donated regularly by outside groups. Bibles are readily available through the Chaplin, etc. If someone receives bibles from outside, and gives them away, she may not receive any new books. She must try and get those bibles back from whomever she gave them to before she can get any new books.
Inmates may not receive catalogs from outside.
G. New 6 Cubic Foot Property Regulations: Starting in January, each inmate will be restricted to 6 cubic feet of property ONLY. A box will be wheeled around, and each inmates’ property volume will be checked. Anything over the 6 foot limit will need to be donated or sent home. The new property matrix will restrict private clothing to a minimum, so clothing will take up less space, leaving more space for food, etc. The 6 cubic foot rule has been in place for several years, but has not previously been enforced. It must now be enforced, as directed by Sacramento. Musical instruments ARE included in the 6 cubic foot rule. It was not certain that TVs are included in the restrictions.
VSPW will be restricting the amount that may be purchased during bulk sales after January 1st, 2005, due to this restriction of private space.
The amount of inmate private property is a security issue. Recent prison-wide searches took extra time, due to the excessive amount of personal property that had to be searched. The Warden told us that just one of these extra searches cost over $40,000 in staff overtime.
The current lockers will still be used by the inmates. They have one shelf, a drawer, and a hanging bar. Under the new rules, there will be a lot less to hang from the bar.
H. New MCI telephone contract: A memo was handed out regarding the new MCI contract with the CDC. It is attached.
The meeting was adjourned at 3:07 PM.
Next Meeting: Friday, February 4, 2005, 1:00 PM
VSPW Warden’s Conference Room
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by January 17, 2005.
