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VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL MEETING MINUTES

Friday, June 6, 2003
Warden's Conference Room

VALLEY STATE PRISON FOR WOMEN
INMATE FAMILY COUNCIL MEETING MINUTES

Friday, June 6, 2003
Warden’s Conference Room

MEMBERS PRESENT:
Elizabeth Muniz
Maureen Burgess
Jim Gilmore
Louisa Camorlinga
John Videen
Marvin Coolbaugh

 ALTERNATES PRESENT: Ruby Lockett
Joan Taylor
Nancy Rubinstein

MEMBERS/ALTERNATES ABSENT:
Michael Cox
Wanda Patton
John Errante
David Miller
Tammy Rust

 STAFF PRESENT:
Gloria Henry, Warden
Sylvia Hedlind, Community Resources Manager
Sergeant T. Fuller
Captain G. Martinez
Lieutenant R. Jordan

The meeting was called to order at 1:02 p.m.

AGENDA ITEMS:
1. Visiting

a. Dollars allowed for Visiting: What is the maximum amount of money visitors can bring in for each visiting adult and each visiting child? Each adult is allowed to bring $30 worth of one dollar bills or quarters, and $10 worth of ones and quarters for each visiting child. For instance, one adult with two children could bring in $50.

b. Cameras in Visiting: There were no cameras in Visiting for a short time. New cameras have been provided and there are now two working cameras in Visiting.

c. Food Services in Visiting: Warden Henry gave an update on the food vending status for Visiting. Per State law, the Department of Rehabilitation has first rights to provide vending concessions to all State departments or institutions. Since the activation of VSPW, the Department of Rehabilitation has not been interested in providing this service to VSPW because of its remote location. However, they have expressed an interested in providing the service now and will probably take over when the current vendor’s contract runs out.It was asked if VSPW may be allowed to supplement the vending services with additional on-site food. Dr. Videen pointed out that a pleasant experience in Visiting is a big plus for inmates, visitors and staff. It is the consensus of the council that the current vendor provides good service, and that the selection of food is healthy and nutritious. Ms. Henry said the Department of Rehabilitation will probably ask that the snack bar stop providing food if they take over because it would conflict with the vending machine services. Several people expressed their concerns about the problems with vending machines (empty machines, broken machines, sour or stale foods, lower quality of products, etc.). Warden Henry said she has been told that many of these problems have been solved. The Department of Rehabilitation plans to have an employee on-site during visiting days to keep things working smoothly. She also mentioned that while the current food service is very nice, it is fairly unique. There are 32 CDC prisons in the state, and CCWF and VSPW are the only ones currently using a snack bar vendor. The snack bar was originally brought in for staff use, but it was decided to allow them to serve visitors and it has worked out very well.

Mr. Coolbaugh requested contact information for someone at the State level that administers the CDC vending policies and procedures so we can make a request that the current vendor be allowed to supplement vending machines if the Department of Rehabilitation is awarded the contract. The discussion ended without further action.

d. Diaper tables in Visiting: There are diapering stations installed in the men’s bathrooms in the Visitor Processing Center and in General Population Visiting. It is in the handicapped stalls. Sgt Fuller will see about putting up a sticker or sign that tells men where these stations are located. One of the stations is currently being repaired because someone closed it on the restraining belt and it broke.

2. Availability of Nicotine Patches/Smoking Questions

a. Nicotine Patch Availability: Jim Gilmore is concerned about the ban on smoking in Visiting, and would like to see nicotine patches made available. He has observed an increase of agitation and a decrease in lengths of visits occurring for smokers. He provided hand-outs on nicotine and nicotine patches (Nicotine Addiction, the Health Effects of Tobacco and the Scientific Basis for Regulatory Approaches, by Jack E. Henningfield, Ph.D.; Nicotine for Ulcerative Colitis, June 1997 Harvard Health Letter; Nicotine Patches by name, strength, cost).Copies attached.

The ban on smoking in Visiting was mandated by the State. Warden Henry said VSPW looked at possible programs to help inmates with smoking cessation, including nicotine patches. However, the State has prohibited the provision or sale of nicotine patches in the institutions. This State directive was issued in a memorandum dated October 8, 2002, titled Clarification of Departmental Position on Nicotine Patches (copy attached). When asked if the patches could be prescribed by the Medical Department, she said she is not sure what the policy is.

Action Item:
VSPW will look into the current medical policy & procedures for inmates regarding prescription and use of nicotine patches.

b. Possible Ban on Smoking in Prison: Rumors have been going around about a possible ban on cigarettes at VSPW some time this year. Warden Henry said that there are five smoke-free CDC prisons now, and that a ban is possible at VSPW in the future. However, cigarettes are still allowed in quarterly packages and smoking is still allowed at VSPW. She told us there have been no extreme problems caused by smoking bans at the five prisons.

 3. Storage of Cleaning Supplies & Issuance of Paper Towels

a. Paper Towels:
Warden Henry explained that CDC is going through an expense reduction process in all areas of operation, including reducing waste in cleaning supplies and paper towel distribution. A lot of paper towels are wasted. Paper towels are being replaced by clean rags where appropriate. Another cost savings will be the use of napkins instead of paper towels in the cafeteria.

While paper towels and some cleaning supplies can be reduced, there are some items that will not be reduced, such as sanitary napkins, tampons and toilet paper.

b. Connex Boxes:
It was recently discovered that many of the connex boxes used for storage had some black mold, as they sit directly on the ground. The connex boxes have been cleaned up, and some of the boxes are being placed on slabs to prevent future mold from forming. The mold was tested and it was not toxic. While they were being cleaned they were unusable.

 4. Other Discussion Items:

a. Visitor Program Questions

Visitor Apparel:
Joan Taylor had concerns about changing visitor apparel requirements. Sometimes the staff imposes clothing rules inconsistently, which causes a problem for visitors. For instance, a pair of sandals may be allowed one time, and rejected the next, due to a lack of heel strap or toe enclosure.
Sgt. Fuller explained that there are few changes to the dress code, but when there is a change, it is noted on a sheet available to all visitors in Visiting. There are different staff in Visiting from week to week, and some apply rules differently. Sometimes it’s just a problem of individual interpretation of the rules, or sometimes a lack of current information. Sgt. Fuller said the staff try to be consistent, but when there are problems, she suggested that visitors get the attention of regular Visiting staff members, who are more familiar with the rules.

The CDC website has general visitor information, but information specific to VSPW can only be obtained at VSPW. Marvin Coolbaugh asked to get the new ‘blue sheet’ electronically, so he can get it on the Inmate Family Council website faster.

As a point of clarification, visitors are allowed to wear sleeveless clothing.

Visitor Processing Procedures: The council discussed how intimidating the visiting rules can be for new visitors, and it was suggested that IFC members introduce themselves as IFC members and try to help those who are willing to accept assistance. Ruby Lockett asked if we could put in an ‘express line’ for old-timers. Sgt. Fuller explained that they tried this for two weeks once, and got many complaints. The current number system seems to be working better than anything else they have tried.

Processing times:
Processing doesn’t start until 1:30 p.m., and until then VSPW grounds are off-limits to visitors. There was concern expressed regarding those who arrive first not being served first since the numbers aren’t put out early. Sgt. Fuller said she tries to point out to staff who arrived first so they can get lower numbers, but sometimes it gets overlooked. It was also noted that sometimes the staff doesn’t leave numbers out before 5:00 p.m. on weekdays, and people waiting for processing at 5:00 end up waiting extra-long because other visitors got numbers first when they were set out. Sgt. Fuller said they had been putting the numbers away because numbers tended to get pocketed and disappear, but that she would ask staff to start leaving them out in the afternoons.

Several members mentioned that Sgt. Fuller is doing an excellent job in Visiting. Warden Henry stated that she believes strongly in the Visitor Program.

 b. Hobby Craft:
There is a rumor that Hobby Craft is being closed permanently. It was stated that this is a very popular and worthwhile program. The program allows inmates to send gifts home to their children and loved ones, and also provides donations of craft items to local community services, such as the Linus Project. This program is also a source of income for inmates who sell their items in the Visiting Craft store.

Inmates purchase their own supplies, and there is a concern regarding what will happen to these supplies if the program closes.

Warden Henry reported that the Department of Corrections has not cut the Hobby Craft program, and that there is no plan to discontinue the program at VSPW. However, the Manager, Linda Ray, is leaving her position to take a new job. Due to her leaving, it is necessary to advertise for and hire a new Manager for the program. Until a new employee is hired, the program will be closed. Warden Henry does not know how long it will take to hire a new Manager. Ms. Henry stated that she supports positive programs like Hobby Craft. It has not been up for discussion for discontinuation, as has the Arts In Corrections Program.

c. Other Program Cuts:
Marvin Coolbaugh asked if other programs will be cut, and where inmates in these programs will be placed. Warden Henry said that there are several Vocational Program cuts pending, but that she has sufficient jobs to maintain inmate assignments at 95percent, and currently has a nearly 100percent assignment/program rate. Because VSPW runs their programs at such a high percentage, the cuts will not be as big here as in some institutions.

d. Bottled Water Sales in Canteen:
Joan Taylor has heard that bottled water will begin being sold in July in the inmate canteen. Although Warden Henry had no personal knowledge of this, it was later discovered that it has been proposed by WAC but not yet approved. Warden Henry explained that there is limited space in the canteens and the number of items available must be limited.

 e. Inmate Welfare Fund:
Marvin Coolbaugh raised a concern regarding the funds in the Inmate Welfare Fund.

Action Item:
Mr. Coolbaugh will get the specific information to Sylvia Hedlind who will get the information requested and send it to him before the next meeting.

 f. Inmate Aluminum Can Collection:
What happens to the money that is obtained from the collection of aluminum cans in the units? Captain Martinez told us that the money goes to Madera County and Merced County Victim Services. It is a voluntary contribution, and the staff also has a collection point that they donate cans to. This is separate from Victim Assistance that comes out of inmate restitution funds.

 g. Inmate Restitution:
Warden Henry announced that restitution collection from inmate income will be going up to 33percent shortly, and will eventually go up to 50percent in the future. This is a mandate from the State.

 h. Quarterly Packages:
The council discussed the various difficulties that the families of inmates have interpreting and adhering to the package rules. Some of the rules are especially difficult for families that don’t speak English or can’t read. Inmates currently are allowed one Special Purchase and one Quarterly Package each quarter. Special Purchase orders MUST come directly from approved vendors. The Special Purchase may be ordered and purchased by either the inmate or by the inmate’s family or friends. The Quarterly Package may involve outside purchases not from an approved vendor or catalog supplier, but must be items that meet VSPW qualifications, according to the Package List.

Problems with Quarterly Packages include breakage during shipping due to improper packaging, wrong box size, contraband, ineligible items, etc. Please note, the Post Office sells boxes that meet CDC size requirements. Some of the problems mean the inmate doesn’t get her package, or part of her package, or has to pay to have it shipped back to the sender. Another concern is that it takes enormous staff time to process packages, and overtime is sometimes necessary to keep up with package distribution, and to answer appeals and complaints, etc. This is a budget concern.

The State is looking into going to an entirely vendor-based Quarterly Package system. That would mean that purchases for the Quarterly Package would have to be made through a vendor, selected from a catalog, and that the package would be shipped straight from the catalog provider. This would mean packages could be processed faster, and that the inmates would get them sooner. However, it would also mean that the inmates and their families could only select from the catalog items available, and that split shipments or backorders would mean some items might not be received. Quarterly Packages would lose some of their personal touches, and have somewhat less variety. Families would have less opportunity to take advantage of sales and bargains, but it would mean less problems with consistent enforcement of the rules.

VSPW has been working with Walkenhorst to put together a list of catalog items that could be used for quarterly packages at VSPW. A prototype Quarterly Package catalog will be available soon. If VSPW decides this catalog can be used, it will only be an alternative choice for now. This may be helpful for inmate families that are having trouble meeting the requirements, or who have trouble putting correctly-assembled packages together.

i. Peanut Butter:
There was a question regarding what inmates who are allergic to peanuts do when peanut butter sandwiches are issued in the box lunch. The council was told that the bread and peanut butter are packaged separately. The boxes meet the “Heart Healthy” requirements, and there are other items in the box besides the sandwich makings, including a piece of fruit, chips, and some sort of juice or powdered drink.

 j. IFC Bulletin Board:
The new IFC bulletin board has been displayed in the Visitor’s Processing Center. Members who have not had their picture taken should be prepared to do so at the next meeting.

The meeting was adjourned at 2:49 p.m.