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"Thank You Ladies"
VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL MEETING MINUTES
Friday, December 3, 2005
Warden's Conference Room
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Logo Created By VSPW Graphic Arts Program
"Thank You Ladies"
VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL MEETING MINUTES
Friday, December 3, 2005
Warden's Conference Room
MEMBERS/ALTERNATES PRESENT
Marvin Coolbaugh, Chair
Dr. John Videen, Co-Chair
Nancy Rubinstein, Secretary
Regina T.
Elizabeth M.
Irma C.
Louisa C.
Frank A.
Alexandria B.
MEMBERS/ALTERNATES ABSENT
Mark H. (excused)
Tammy R. (excused)
Sherrie G. (excused)
Helen V. (excused)
VISITORS
Alexandria F.
STAFF PRESENT
G. Henry, Warden
J. Cavazos, Administrative Assistant
J.R. Hansen, Sgt. R&R
Mr. R. Oldfield, Librarian
W. Miller, A.W. (A)
Lt. Wozniak, Mailroom/Visiting
Sgt. J. Kincheloe
Dr. Martin, CMO
C. Perinni, O.A., Medical
Sgt. Miller, Operations
Ms. J. Pacini, Office Technician, Warden’s Office
The meeting was called to order at 1:05 PM by Marvin Coolbaugh, IFC Chair. Introductions were made around the room.
1. Mailroom: VSPW mailroom staff tries to keep mail delivery of 1st class mail to within 7 days of receipt. As of this morning, the mail was at 5 days, and will be at 4 days by the end of the workday, today. However, they are expecting slowdowns over the Christmas holiday period. They can get as many as 1,200 pieces of regular mail a day during the holidays, and as many as 300 money orders a day at PO Box 94, the money order address.
The mailroom staff explained that during the holidays, the prison might receive as many as 7 trays of mail from the post office, and each tray holds 350-400 envelopes. A big problem is when there is no housing number. As long as there is a name and CDCR number, they can look up the housing unit for the inmate, but this takes a few extra days, or sometimes longer. If there isn’t a CDCR number in the address, then the mailroom staff cannot look up the housing number.
If family members need the housing address for an inmate, they can call 559-665-6100, extension 5570, Records Office, and get the housing number. They will need to know the inmate’s CDCR number.
Money orders MUST have the CDCR number on them. Money orders go to PO Box 94. United States Postal Money Orders are the best thing to send, as there is no delay in posting them to the inmate accounts. The money orders need the inmate’s name and CDCR number, and should also have the housing address on them. They must also have the sender’s name and return address on them.
The Post Office Boxes that families need to use are:
PO Box 92 – regular mail to inmates
PO Box 94 – Money Orders to inmates
PO Box 96 – Legal Mail to inmates
PO Box 99 – mail to Staff and Administration
2. Christmas Cards for Inmates: There is a Christmas Card distribution program for inmates at VSPW. It was reported that cards would be handed out at VSPW this next week by the VSPW Chaplain Appleby.
3. Lockdowns: There haven’t been any general lockdowns for over a month. The Main Yard is on rotation right now, rotating between yards that are released to Main. Those who are not out, program in their dayrooms. Two wings at a time are allowed out on the individual yards, and the inmates are also separated by facilities. It is possible that the Main Yard will remain open to individual yards only, at specific times, or just having it open on holidays and weekends.
4. Possibility of Adding Bunks to 8-Person Dorm Rooms: This has been discussed as a possibility, due to overcrowding in the women’s prisons in California. We talked about it at our last meeting on October 7th. Now the administration reports that an extra bunk will not be added at this time. The administration is prepared to begin housing women in the gym and dayrooms if overcrowding continues.
5. Medical Staffing at VSPW: Dr. Martin reported that, effective 12/12/05, there is a fulltime OB GYN coming on staff. Dr. Heinlich is replacing the doctor who left today, and there will be a 10-day gap. Dr. Heinlich is board certified. As of this month, we will be in pretty good shape, for having doctors. Dr. Bowers has been moved back into his position as chief dentist, and all the dental positions are now filled, and the assistant positions, as well.
There have been some difficulties with long lines for medical services on the yards. The number of women needing medical services is growing. They are seeing over 100 women on some days. Triage sorts the less serious complaints out, so that more serious problems can be taken care of faster.
Dr. Martin should be able to be on-campus fulltime for the next month or so. She has been out to statewide and other meetings, which has made it difficult for her to keep up on VSPW concerns. The medical staff has not been able to meet with WAC since last summer, and are planning their first meeting in some time with WAC next week. If WAC has a serious problem, the WAC people can get in touch with the medical department any time.
An IFC member stated that inmates are not being processed to take care of a ‘release of medical information’ form. C. Perrini, from the CMO office, explained that there are two ways for families to get medical information about their inmate loved one. The first (and best) way is to have the inmate request to be able to fill out and sign a Release of Information form (form CDC 7385, see attached). This does not require a co-pay. This form then goes in the chart. The second way is that relatives may send in a request to Health Records, who will then call the inmate out to sign the Release of Information form. However, the inmate must make the final decision on whether or not she wishes this information released.
Dr. Videen said that there is a lack of knowledge about the Release form among line medical staff. He requested that the inmates be offered the Release of Information form at their annual reclassification routine, as part of that review process. There was a short discussion about this, and then it was tabled without action.
Nancy Rubinstein said she will post the Release Form to the website, along with instructions on the procedures discussed at this meeting.
ACTION ITEM: N. RUBINSTEIN WILL POST CDC FORM 7385 TO THE VSPW-IFC WEBSITE.
6. Special Purchase Books: The Warden recently clarified that inmates MAY receive books directly from publishers and book distributors via R&R, and that family members MAY order and send them in separate from the quarterly Special Purchase. The original restrictions still apply – the books must be of appropriate content, must be paperback, and the inmate may only have 10 books at a time. The books will need to continue being disbursed through R&R, as they are recorded as ‘property’ on the inmate property cards. The information that books may only be obtained through quarterly Special Purchase, and limited to 10 per quarter was incorrect. However, for inmates who have no other way to receive books (they are not allowed in the quarterly Vendor package), this gives the prisoner an alternative way to purchase books.
7. Library Book Drive: Thank you to everyone who participated in the Book Drive! Today, the IFC delivered over 2,000 books to the warehouse, for sorting, cataloging and shelving by the library staff. Mr. Oldfield, the librarian, said that he hoped to have many of the books on the general library shelves within the next month.
Nancy Rubinstein would like to start another book drive in about 4 months.
8. Hobby Craft Kiln: The new kiln has been on-campus since July. When will it be installed? The kiln hasn’t been installed yet, because it’s too big to go through the door. There is someone coming out to look at the situation next week. It was decided that this needs to get done right away. Warden Henry suggested that someone from the IFC should check on the progress next week, and would like to see the kiln up and running by next week. The extension to check on this is x 5091.
ACTION ITEM: MARVIN COOLBAUGH WILL CALL AND CHECK ON THE STATUS OF THE KILN NEXT WEEK.
9. Video Tape Money from Inmate Welfare Fund being wasted: It came to the attention of the IFC that the IWF paid out a large sum of money to rent videos that were never shown. It turns out that the videotape playing system at the prison has been broken down since July. Videos have to be ordered at least 6 months ahead of time, and pre-paid. There is no refund system. Videos cost about $80 each to rent, since they are shown throughout the prison to a large audience, and not considered private-use videos. Mr. Miller, Operations, was given the task of making sure that the video system gets fixed as soon as possible, since it’s been down for nearly 6 months now.
ACTION ITEM: MR. MILLER WILL FOLLOW UP ON THE VIDEO REPAIRS.
10. Key to the IFC Suggestion Box: Nancy Rubinstein finally got the one remaining key back from Doug Vertrees, but then she lost it. Marvin asked to get the lock cut off the box, and he will replace it with a combination lock.
ACTION ITEM: MARVIN COOLBAUGH WILL REPLACE THE SUGGESTION BOX LOCK THIS WEEKEND.
The meeting was adjourned at 2:34 PM.
Next Meeting: Friday, February 3, 2005
1:00 PM
VSPW Warden’s Conference Room
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by January 17, 2006
Marvin Coolbaugh, Chair
Dr. John Videen, Co-Chair
Nancy Rubinstein, Secretary
Regina T.
Elizabeth M.
Irma C.
Louisa C.
Frank A.
Alexandria B.
MEMBERS/ALTERNATES ABSENT
Mark H. (excused)
Tammy R. (excused)
Sherrie G. (excused)
Helen V. (excused)
VISITORS
Alexandria F.
STAFF PRESENT
G. Henry, Warden
J. Cavazos, Administrative Assistant
J.R. Hansen, Sgt. R&R
Mr. R. Oldfield, Librarian
W. Miller, A.W. (A)
Lt. Wozniak, Mailroom/Visiting
Sgt. J. Kincheloe
Dr. Martin, CMO
C. Perinni, O.A., Medical
Sgt. Miller, Operations
Ms. J. Pacini, Office Technician, Warden’s Office
The meeting was called to order at 1:05 PM by Marvin Coolbaugh, IFC Chair. Introductions were made around the room.
1. Mailroom: VSPW mailroom staff tries to keep mail delivery of 1st class mail to within 7 days of receipt. As of this morning, the mail was at 5 days, and will be at 4 days by the end of the workday, today. However, they are expecting slowdowns over the Christmas holiday period. They can get as many as 1,200 pieces of regular mail a day during the holidays, and as many as 300 money orders a day at PO Box 94, the money order address.
The mailroom staff explained that during the holidays, the prison might receive as many as 7 trays of mail from the post office, and each tray holds 350-400 envelopes. A big problem is when there is no housing number. As long as there is a name and CDCR number, they can look up the housing unit for the inmate, but this takes a few extra days, or sometimes longer. If there isn’t a CDCR number in the address, then the mailroom staff cannot look up the housing number.
If family members need the housing address for an inmate, they can call 559-665-6100, extension 5570, Records Office, and get the housing number. They will need to know the inmate’s CDCR number.
Money orders MUST have the CDCR number on them. Money orders go to PO Box 94. United States Postal Money Orders are the best thing to send, as there is no delay in posting them to the inmate accounts. The money orders need the inmate’s name and CDCR number, and should also have the housing address on them. They must also have the sender’s name and return address on them.
The Post Office Boxes that families need to use are:
PO Box 92 – regular mail to inmates
PO Box 94 – Money Orders to inmates
PO Box 96 – Legal Mail to inmates
PO Box 99 – mail to Staff and Administration
2. Christmas Cards for Inmates: There is a Christmas Card distribution program for inmates at VSPW. It was reported that cards would be handed out at VSPW this next week by the VSPW Chaplain Appleby.
3. Lockdowns: There haven’t been any general lockdowns for over a month. The Main Yard is on rotation right now, rotating between yards that are released to Main. Those who are not out, program in their dayrooms. Two wings at a time are allowed out on the individual yards, and the inmates are also separated by facilities. It is possible that the Main Yard will remain open to individual yards only, at specific times, or just having it open on holidays and weekends.
4. Possibility of Adding Bunks to 8-Person Dorm Rooms: This has been discussed as a possibility, due to overcrowding in the women’s prisons in California. We talked about it at our last meeting on October 7th. Now the administration reports that an extra bunk will not be added at this time. The administration is prepared to begin housing women in the gym and dayrooms if overcrowding continues.
5. Medical Staffing at VSPW: Dr. Martin reported that, effective 12/12/05, there is a fulltime OB GYN coming on staff. Dr. Heinlich is replacing the doctor who left today, and there will be a 10-day gap. Dr. Heinlich is board certified. As of this month, we will be in pretty good shape, for having doctors. Dr. Bowers has been moved back into his position as chief dentist, and all the dental positions are now filled, and the assistant positions, as well.
There have been some difficulties with long lines for medical services on the yards. The number of women needing medical services is growing. They are seeing over 100 women on some days. Triage sorts the less serious complaints out, so that more serious problems can be taken care of faster.
Dr. Martin should be able to be on-campus fulltime for the next month or so. She has been out to statewide and other meetings, which has made it difficult for her to keep up on VSPW concerns. The medical staff has not been able to meet with WAC since last summer, and are planning their first meeting in some time with WAC next week. If WAC has a serious problem, the WAC people can get in touch with the medical department any time.
An IFC member stated that inmates are not being processed to take care of a ‘release of medical information’ form. C. Perrini, from the CMO office, explained that there are two ways for families to get medical information about their inmate loved one. The first (and best) way is to have the inmate request to be able to fill out and sign a Release of Information form (form CDC 7385, see attached). This does not require a co-pay. This form then goes in the chart. The second way is that relatives may send in a request to Health Records, who will then call the inmate out to sign the Release of Information form. However, the inmate must make the final decision on whether or not she wishes this information released.
Dr. Videen said that there is a lack of knowledge about the Release form among line medical staff. He requested that the inmates be offered the Release of Information form at their annual reclassification routine, as part of that review process. There was a short discussion about this, and then it was tabled without action.
Nancy Rubinstein said she will post the Release Form to the website, along with instructions on the procedures discussed at this meeting.
ACTION ITEM: N. RUBINSTEIN WILL POST CDC FORM 7385 TO THE VSPW-IFC WEBSITE.
6. Special Purchase Books: The Warden recently clarified that inmates MAY receive books directly from publishers and book distributors via R&R, and that family members MAY order and send them in separate from the quarterly Special Purchase. The original restrictions still apply – the books must be of appropriate content, must be paperback, and the inmate may only have 10 books at a time. The books will need to continue being disbursed through R&R, as they are recorded as ‘property’ on the inmate property cards. The information that books may only be obtained through quarterly Special Purchase, and limited to 10 per quarter was incorrect. However, for inmates who have no other way to receive books (they are not allowed in the quarterly Vendor package), this gives the prisoner an alternative way to purchase books.
7. Library Book Drive: Thank you to everyone who participated in the Book Drive! Today, the IFC delivered over 2,000 books to the warehouse, for sorting, cataloging and shelving by the library staff. Mr. Oldfield, the librarian, said that he hoped to have many of the books on the general library shelves within the next month.
Nancy Rubinstein would like to start another book drive in about 4 months.
8. Hobby Craft Kiln: The new kiln has been on-campus since July. When will it be installed? The kiln hasn’t been installed yet, because it’s too big to go through the door. There is someone coming out to look at the situation next week. It was decided that this needs to get done right away. Warden Henry suggested that someone from the IFC should check on the progress next week, and would like to see the kiln up and running by next week. The extension to check on this is x 5091.
ACTION ITEM: MARVIN COOLBAUGH WILL CALL AND CHECK ON THE STATUS OF THE KILN NEXT WEEK.
9. Video Tape Money from Inmate Welfare Fund being wasted: It came to the attention of the IFC that the IWF paid out a large sum of money to rent videos that were never shown. It turns out that the videotape playing system at the prison has been broken down since July. Videos have to be ordered at least 6 months ahead of time, and pre-paid. There is no refund system. Videos cost about $80 each to rent, since they are shown throughout the prison to a large audience, and not considered private-use videos. Mr. Miller, Operations, was given the task of making sure that the video system gets fixed as soon as possible, since it’s been down for nearly 6 months now.
ACTION ITEM: MR. MILLER WILL FOLLOW UP ON THE VIDEO REPAIRS.
10. Key to the IFC Suggestion Box: Nancy Rubinstein finally got the one remaining key back from Doug Vertrees, but then she lost it. Marvin asked to get the lock cut off the box, and he will replace it with a combination lock.
ACTION ITEM: MARVIN COOLBAUGH WILL REPLACE THE SUGGESTION BOX LOCK THIS WEEKEND.
The meeting was adjourned at 2:34 PM.
Next Meeting: Friday, February 3, 2005
1:00 PM
VSPW Warden’s Conference Room
Minutes prepared by Nancy Rubinstein
Agenda Items for next meeting due by January 17, 2006
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