IOWA BOARD OF CORRECTIONS AGENDA Friday, June 3, 2016, 9

TERRY E. BRANSTAD, GOVERNOR
KIM REYNOLDS, LT. GOVERNOR
DEPARTMENT OF CORRECTIONS
JERRY W. BARTRUFF, DIRECTOR
IOWA BOARD OF CORRECTIONS AGENDA
Friday, June 3, 2016, 9:00 a.m.
2nd Judicial District
Department of Correctional Services
311 1st Avenue South
Ft. Dodge, Iowa 50501
(515) 955-6393
TOPIC
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PRESENTER
Call to Order
Rev. Michael Coleman
 Approval of May 6, 2016 Minutes (Action Item)
Next Board meeting will be July 8, 2016
Rev. Michael Coleman
at the Iowa State Penitentiary,
2111 330th Avenue, Ft. Madison, IA 52627
(A meeting notice will be posted on the DOC website: www.doc.state.ia.us)
Welcome
District Director Amanda Milligan
Organizational Development Process
Amanda Milligan
Director’s Report
Jerry Bartruff
Budget Update
Jerry Bartruff
IPI Collaboration with ISU for Textiles
James Van Langen, Brenda Ackerman
Electronic Law Library
Michael Savala
Legislative Update
Michael Savala
Public Comments
Public
Open Discussion
Board Members
Adjournment
Board Members
The Board of Corrections’ agenda is posted on the DOC Web Site at www.doc.state.ia.us
under the Board of Corrections Tab.
The mission of the Iowa Department of Corrections is to:
Advance successful offender reentry to protect the public, staff and offenders from victimization.
(Office) 515-725-5701 - 510 East 12th Street, Des Moines, Iowa 50319 - (FAX) 515-725-5799
www.doc.state.ia.us
TERRY E. BRANSTAD, GOVERNOR
KIM REYNOLDS, LT. GOVERNOR
DEPARTMENT OF CORRECTIONS
JERRY W. BARTRUFF, DIRECTOR
IOWA BOARD OF CORRECTIONS MINUTES
Friday, May 6, 2016
Iowa Department of Corrections
Anamosa State Pentientiary
406 North High Street
Anamosa, IA 52205
Board Members Present: Richard LaMere, Lawrence Kudej, Dr. Mary Chapman, Dr. Lisa Hill.
Absent: Rev. Michael Coleman, Dr. John Chalstrom, Rebecca Williams.
Staff Present: Director Jerry Bartruff, Dr. Beth Skinner, Beth Lenstra, Michael Savala, William
Sperfslage, Tim Diesburg, Mike Heinricy, Dan Craig, Dot Faust, Dr. Harbans Deol, Paul Nemmers,
Mark Baker, Jim Day, Elizabeth Kluesner, Amber Connolly, Lisa Oswald, Anne Siebels, Lindsay
Stupka, Mike Duncan, Amy Shipley, Tracy Dietsch, Josh Baal, Tami Moore.
Visitors Present:
Marty Hathaway, American Federation of State, County and Municipal Employees (AFSCME); Sue
Hutchins, Voices to Be Heard; Terry Smith, Iowa Citizens United for the Rehabilitation of Errants
(CURE); Don Wadleigh, Toast Masters; Lara Netolicky, Anamosa Journal-Eureka; JoAnn
Finkenbinder, League of Women Voters & Justice Reform Consortium (JRC).
Call to Order, Vice Chair Richard LaMere
 Vice Chair Richard LaMere called the meeting to order.
 Vice Chair Richard LaMere asked for any changes or a motion to approve the April 1, 2016
minutes. Larry Kudej made a motion to approve the minutes and Dr. Mary Chapman
seconded the motion. All members were in favor of approving the minutes, motion passed.
 Vice Chair Richard LaMere asked for a motion to approve the revised Board Meeting
Schedule. Dr. John Chalstrom made a motion to approve the minutes and Dr. Mary
Chapman seconded the motion. All members were in favor of approving the minutes, motion
passed.
 The next Board meeting will be June 3, 2016 in Ft. Dodge. The board meeting will at the Ft.
Dodge Residential Facility at 9:00 a.m.
(A meeting notice will be posted on the DOC website: www.doc.state.ia.us)
Welcome, Warden William Sperfslage
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Welcome to the beautiful Anamosa State Penitentiary.
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We are very happy to have you join us during Correctional Workers’ Week.
Director’s Report, Director Jerry Bartruff
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Governor Brandstad signed a proclamation declaring this week as Correctional Workers’
Week.
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On April 4 DOC staff; Cord Overton, the Governor’s DOC Liaison; and staff from the National
Governors’ Association (NGA) met to discuss the Cross Boundaries Project.
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Several DOC staff met with the Iowa Board of Parole (BOP) on April 6 to look at a process
called Certificates of Employability.
The mission of the Iowa Department of Corrections is to:
Advance successful offender reentry to protect the public, staff and offenders from victimization.
(Office) 515-725-5701 - 510 East 12th Street, Des Moines, Iowa 50319 - (FAX) 515-725-5799
www.doc.state.ia.us
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Staff from the National Institute of Corrections (NIC) came to Iowa to train DOC staff on
Security Audit Training on April 11.
A new Pre-Service class began on April 11. There were about 20 people involved in this
class.
April 11-15 was National Crime Victims’ Week. There were several ceremonies around the
state.
There was a Wardens’ Meeting on April 13 at the Iowa State Penitentiary (ISP) in Ft.
Madison. After the meeting the Wardens toured the new facility.
On April 25 interviews for the Ft. Dodge Correctional Facility (FDCF) Warden position were
held.
The IDOC has been involved in a process of organizational development to help reduce
recidivism. Gary Christensen, a consultant with a great deal of experience with organizational
development, came to Iowa for a site visit on April 26.
The Governor signed a proclamation for Offender Reentry on April 28.
On April 29, the DOC was advised that the Clarinda Correctional Facility (CCF) passed its
PREA audit. Which makes us nine for nine on passing PREA audits.
The Offender Reentry Task Force (ORTF) met on April 29.
Director Bartruff met with the National Alliance on Mental Illness (NAMI) on April 30.
The count on March 31 was 7,984. Today the count is about 200 higher. As often happens,
count continues to rise and fall, but the count today is still much lower than the count this time
last year.
Approval of Fort Dodge Correctional Facility Warden Appointment, Board Members
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Director Bartruff nominated Robert Johnson to fill the position of Warden at the Ft. Dodge
Correctional Facility (FDCF).
 Robert is currently the Deputy Warden of the North Central Correctional Facility (NCCF).
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Larry Kudej motioned to approve the appointment of Robert Johnson as Warden of FDCF.
Dr. John Chalstrom seconded the motion. All members were in favor. Motion passed.
Statewide Recidivism Reduction (SRR) Update, Dr. Beth Skinner
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Dr. Beth Skinner is the IDOC’s Recidivism Reduction Coordinator.
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On May 23-24 Dr. Kim Sperber, an expert in continuous quality assurance, will be on-site
working with us to develop quality assurance around all of the things we’re doing here in
Iowa.
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The American Probation and Parole Association (APPA) will be working on workload
formulas.
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Larry Kudej: What happens when the funding is gone? What are we doing to make sure
these programs exist post-grant?
 Dr. Beth Skinner: The model we’re using is infrastructure development, building on the
existing infrastructure. We’re building train-the-trainers (TOT) modules and things that will
sustain overtime.
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(Documents from this presentation can be found on the DOC website, attached to the May 6,
2016 DOC Board Meeting Handouts.)
Budget Update, Beth Lenstra
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Beth Lenstra is the Deputy Director of Administration.
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The General Assembly adjourned April 29. There were four budget bills that impact the
IDOC.
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SF2109 - $1.9 million with priority to be given to MPCF and CCF for the shared services
costs.
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SF2324 - DOC was given $150,000 for the life and safety needs of facilities in the Third
Judicial District Department of Correctional Services.
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HF2459 - Under current law when the Governor signs an extradition order the Governor’s
Office incurs the cost of bringing them back. They’ve transferred the responsibility back to the
DOC. Which on average is approximately $3,000.
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HF2458 - $3.4 million for department wide duties. We’re working through how to distribute
that across the DOC.
Legislative Update, Michael Savala
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Michael Savala is the IDOC General Counsel and Legislative Liaison.
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The DOC bill establishing the violator facilities at ICIW and NCF and one year mandatory stay
at a residential facility was changed to provide more flexibility.
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There was a bill for the Iowa Workforce Development (IWD) adding non-voting members to
their board. The Iowa DOC, Department of Blind, Department on Aging, and the Department
of Human Services were added to that governing board.
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Larry Kudej: Does the Governor’s procedure of returning voting rights to felons impact us at
all?
 Michael Savala: The Director sent a note out to institution staff to make sure offenders are
provided the forms to start the process.
Apprenticeship, Tim Diesburg
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Tim Diesburg is the IDOC Apprenticeship Administrator.
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In May of 2015 there were 37 apprenticeship students at ASP.
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There are currently 258 apprenticeship students at all nine facilities.
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There has been a 500% increase in the number of apprenticeship students since May 2015.
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Larry Kudej: When offenders get out, are they actually finding jobs as a result of the
apprenticeship program?
 Tim Diesburg: Yes, there is a company out of Cedar Rapids, PickWick Manufacturing, that
has hired three. They came back to us and said not only are they in the top ten of their
company as far as employees, production and skill, but also as model citizens.
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Rick LaMere: How long do you keep track?
 Tim Diesburg: IWD keeps track for one year.
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Tim introduced Nathan Curtis. Nathan has completed the apprenticeship program in welding
on March 15 and is now a Journeyman Welder.
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(Documents from this presentation can be found on the DOC website, attached to the May 6,
2016 DOC Board Meeting Handouts.)
Correctional Workers’ Week, ASP Staff
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Warden Sperfslage introduced several ASP staff members: Sgt. Mark Baker, 28 years with
DOC; Nurse Amy Shipley, 16 years with DOC; Correctional Trades Leader Jon Day, 18 years
with DOC; Training Specialist Mike Duncan, 13 years with DOC; Unit Manager Lindsey Stuka,
8 years with DOC.
ASP Specialized Housing, Mike Heinricy
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Mike Heinricy is the ASP Treatment Services Director
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ASP specialized housing includes: Special Needs, Youthful Offenders and Protective Custody
Unit.
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Larry Kudej: You mentioned there are 20 offenders in Protective Custody Unit. What kind of
population do you usually have in the other two units?
 Mike Heinricy: In the Youthful Offender Unit it depends on the courts. Right now there are
5-6, but we’ve been up to 12. Twelve is the highest we’ve been in the three years we’ve
been open. The Special Needs Unit houses around 40-50 normally.
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Larry Kudej: On the Mental Health Unit, is there a case plan done? Is there special training for
staff on that unit?
 Mike Heinricy: Yes, Psychologists. There will be training next week.
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(Documents from this presentation can be found on the DOC website, attached to the May 6,
2016 DOC Board Meeting Handouts.)
Public Comments, Public
 No public comments.
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Open Discussion, Board Members
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Dr. Mary Chapman: I would thank the staff of ASP for the work that you do and the effort you
put forth to help offenders.
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Larry Kudej: Would like to congratulate Bob Johnson on his position at FDCF.
Adjournment Board Members
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Dr. John Chalstrom motioned to adjourn the meeting. Dr. Mary Chapman seconded the
motion. All members were in favor. Motion passed, meeting adjourned.
Respectfully Submitted,
Abby Williams, Secretary
The Board of Corrections’ agenda is posted on the DOC Web Site at www.doc.state.ia.us
under the Board of Corrections Tab.
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CQI = Continuous Quality Improvement – A group that is focused on analyzing and improving
our agency’s performance.
OD = Organizational Development – A group that is charged with analyzing and improving the
organizational culture and climate of 2nd District.
PD = Professional Development – A group that is charged with analyzing and improving the
professional development of individual employees.
Safety – A group that is charged with improving the safety of staff and clients in the facility, the
office and the field.
LT = Leadership Team – A group that is the executive decision making body of the 2nd District.
Operations = This category represents several groups charged with improving the work that we
do – processes, policies, etc. Groups that fall into this category work on improving our services
with existing resources.
Organizational Development
Amanda Milligan
District Director
2nd Judicial District
What we say we do
Vision
Mission
Policies & Procedures
- ------------------
What we really do
Unwritten rules
Assumptions
History
Values
Myths
New Change
Effort
Change Effort
Discarded
Organizational
Culture
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Organizational Development
Clearly defined mission
Cross section of the organization formed a
committee structure to carry out the work
Putting together multiple components to
support the mission of risk reduction
CQI
Safety
OD
PD
Operations
Organizational Development Committee
formed in 2010.
 Co-Chaired by CTC Julie Brandt and RM Mike
Dalbec
 Cross section of the organization:
Probation/Parole Officers, Residential Officers,
Administration, Community Treatment
Coordinators, Leadership –
all locations represented
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Recommend strategies to improve the work
culture and climate of the 2nd District
 Build upon Strengths of 2nd District
 Identify Need Areas and Gaps between
current and target work climate.
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Organizational Climate Survey administered
every 18 – 24 months
Survey has been administered 4 times – most
recent closed May 31, 2016
All Department employees rate the current
climate versus the ideal on domains related to:
Leadership, Communication, Decision
Making, Motivation, and Organizational goals
Increased honest communication and trust
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Monthly 1.1 meetings between supervisors &
staff
Clarification of work rules and performance
expectations
Shared calendars
Department newsletter
Communication of Department Goals
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Improved Leadership Transparency
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All staff invited to leadership team meetings
and board of directors meetings
Staff input on meeting agendas
Meeting minutes posted to share point
360o Leadership Evaluations
Leadership training
Staff participation on hiring committees
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Improved participative decision making
OD Committee collaboration with
Leadership to increase professionalism of
dress code
 Development of Code of Ethics by OD
committee
 Emphasis on committee participation
 Other committees developed to increase
participation in achieving the mission
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Gaps between current and ideal have
steadily decreased since 2010
Survey response rates have increased to
86%
This means that a large percentage 2nd
District employees perceive the District
is moving closer to their desired
organizational climate.
• Bring in a design team to possibly open our
eyes to improvements in our products.
• Allow the design team to work on the skills
they have learned and will use after school.
• The best of both worlds – IPI gets technical
assistance, and ISU experiences industry
training.
4 Years
• IPI has been partnering with ISU for 4
years.
ISU was asked to take a look at the denim jeans after concerns in
Quality and Fit.
Changes were made based on information from ISU:
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14 oz ., preshrunk 100% denim
Relaxed fit offered improved comfort through the waist & leg,
and more room in the crotch and rise of the pants
Change from snap design to button closure
Separate fitted back yoke creates better contour and fit with
the body
Traditional jean pockets with durable, soft cotton twill pocket bags
Tucked finish waistband reduces bulk and improves
conformability
Digitized sizing patterns ensure consistent fit
•
Mitchellville Textiles was searching for products to expand their
market.
•
Based on prototypes, ISU was asked to help create a pediatric gown
as a possible new product.
•
The intention was to sell to the Unity Point Hospital System.
•
This idea has not been placed into production yet. However we
have product development information for future opportunities.
•
Mitchellville Textiles was searching for products to expand their
market.
•
Based on prototypes, ISU was asked to help create a Lab Coat as a
possible new product.
•
It was the intention of IPI to sell the lab coats to ISU.
•
Due to workload constraints, this product is still waiting to be
introduced. With some workload transferring from Mitchellville to
Fort Dodge, it is the intent of Mitchellville to rekindle this idea.
After successful redesign of the IPI Jeans, ISU was asked to take a look
at the Denim Jackets, because of concerns of fit and warmth.
Observations made by Customers include:
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Smaller neck line and waist to reduce air flow
Better lining
Bigger pockets
Hanging loop
IPI is still in the early stages of examining the information from ISU.
Now that IPI has moved to a LEAN philosophy, the task of coat
production was a little more difficult than previous collaborations. ISU
students however train in lean manufacturing and efficiency
•
LEAN – emphasizes the elimination of waste - anything that doesn’t
benefit the customer.
1. One piece flow operation
Allows quality checks as the product moves from one operator to another.
2. More efficient design layout
Eliminates material waste from the very beginning
3. Standard Operating Procedures
Easy to do instructions
Transport – Moving people, products & information
Inventory – Storing parts, pieces, documentation, ahead of
requirements
Motion – Bending, turning, reaching, lifting
Waiting – For parts, information, instructions, equipment
Over production – Making more than is IMMEDIATELY required
Over processing – Tighter tolerances or higher grade materials
than necessary
Defects – Rework, scrap, incorrect documentation
Skills – Underutilizing capabilities, delegating tasks with
inadequate training
5S
Sort
Set in order
Shine
Standardize
Sustain
ISU and the ADM 431 program are
committed to future collaboration with
IPI.
LexisNexis Certificate of Mastery
Level I
Awarded to
In recognition of the successful completion of required classroom activity
in the areas of jurisdiction analysis, source selection, search strategy, and Shepard’s for
Validation and Research using the LexisNexis® legal research services.
Jerry Bartruff
Kimberly Shields
Director of the Iowa Department of
Corrections
LexisNexis Client Manager