October 8, 2014

POPAI Board Meeting Minutes for October 8, 2014

Linda called the meeting to order at 10:30 a.m.

Attending:

  • Linda Brady, President
  • Ryan Hull, Vice President
  • Christine Kerl, Treasurer
  • Mignon Ware, Secretary
  • Jim Taylor, District 1 Rep
  • Steve Keele, District 2 Rep
  • Adam McQueen, District 4 Rep
  • Lori White, District 5 Rep
  • Joe Hooker, District 6 Rep
  • Brian Sharp, District 7 Rep
  • Mignon Ware, District 8 Rep
  • Greg Werich, Chief Exec Committee
  • Susan Rice, Training Coordinator

Secretary's Report

Linda asked if everyone had an opportunity to review the September Secretary’s Report and the 2014 POPAI Business Meeting report. Cherie motioned to accept both reports. Jimmy seconded. All were in favor, motion carried.

Treasurer's Report

Christine provided the Board the Treasurer’s Report by email. She reports a balance in POPAI’s checking as of 9/30/14 as $39,001.03 and as of 9/30/14 POPAI’s savings as $17,030.45. Joe motioned to accept the report. Ryan seconded. All were in favor, motion carried. Christine stated she will be providing the POPAI Board Members with an updated budget report soon.

Membership

Ryan and Susan discussed database updates that are needed to ensure accurate tracking of membership information. Karen will look into database issues/concerns and make the needed changes/updates. The new member information (i.e. brochure) was placed on hold due to the committee’s ongoing work to/for the database. Further discussion had about the involvement District Rep’s should have with new members (i.e. providing a letter drafted by the organization welcoming the new member, brochure, list of names sent to the Chief’s by department, etc). Linda will ask Karen to create an email distribution list by district for the board members to use. Linda spoke on the “member’s only” portion of the website. Suggestion given by Lori to create a map of the State of Indiana showing the POPAI member representation – discussion. Lastly, Susan said there were 27 Corporate Members present at the 2014 POPAI Fall Conference in French Lick, IN.

Education

Susan said there is no date set for the CPO Training – discussion. It was suggested to try and schedule the CPO Training for the Wednesday prior to the Management Institute Training in 2015. Susan will discuss with IJC staff. The save the date was sent to all Chief PO’s for the 2015 Management Institute. Susan submitted the 2014 POPAI Fall Conference final report. Total income generated from the conference was $52,725.00 (approximately $8560.00 still outstanding) and total expenses $35,432.48 – discussion. Cherie motioned to pay the Conference Planner based on the figure outlined in the Fall Conference final report. Ryan seconded. All were in favor. Motion carried.

Susan said the POPAI shirts and jackets sold well and generated $1016.00 in income. POPAI has not yet been billed by the company and that information was not included in the Fall Conference final report.

Overall the conference in French Lick received good comments. Everyone really enjoyed the opening and closing speakers. Linda emailed all Indiana Chief Probation Officer’s and asked them to complete a brief survey about the 2015 Fall Conference possible location and expected attendance. Linda stated 74 Chiefs took the survey. Based on comments there would be an anticipated increase in attendance for 2015 if the conference was held in French Lick, but an anticipated decrease in attendance if held in Indianapolis or Northern Indiana (i.e. Blue Chip Resort in Michigan City or in Merrillville)] – discussion. Ryan motioned to return to French Lick IN for the 2015 Fall Conference – discussion. Brian seconded – discussion. Ryan amended his motion to return to French Lick IN for the POPAI Fall Conference for 2015 and 2016 based on the results from the recent survey sent to Chief PO’s in Indiana. Brian seconded – discussion. All were in favor. Motion carried.

Linda will place an article on the website with a summary of the recent fall conference survey. Susan will speak to the representative from French Lick regarding securing dates for 2015 and 2016 Fall Conference. She will then advise us once those are in place.

Chief's Executive Committee

Greg talked about the Roundtable discussion at French Lick. Topics of interest from the Chief Probation Officers; State Board of Accounts / Budgets, City Courts (have a caucus to explore things that are unique to them), JTAC / Incite updates, benefits of having regional CPO meetings, Workload, developing leaders within your organization, Pre Trial, Expungement and Retention, PERF updates, and Management in an EBP world. It was stated a few counties are discussing not continuing PERF or not doing so for employees who have not been employed for a minimum of 5 years.

Juvenile Delinquency Alternative Initiative (JDAI) Update

Linda said the next statewide meeting is November 14, 2014.  Linda suggested that the Chief PO’s need to have a discussion and share (from the probation perspective) barriers and their experiences.  Perhaps a “JDAI Summit” would be beneficial. 

Probation Officer Advisory Board Update

Ryan said the next meeting is October 14, 2014. Cherie asked about IRAS / IYAS recertification – no recent updates. Discussion followed.

Election

Cherie is the new committee chair.

Awards and Recognition Jimmy and Linda said they heard great feedback regarding the awards that were given at the conference. Jimmy will follow up with APPA regarding nomination process for the award recipients.

Legislation

Linda discussed the process of being appointed to the Interim Study Committee on Corrections and Criminal Code. There is also a representative from Community Corrections. Linda was very appreciative of Glenna’s assistance with this process. She will be adding the information from the meetings to the member only section of the POPAI website.

Linda discussed a need to gather a few stakeholders from POPAI to assist in developing a plan for the 6 year state budget projections. Stakeholders will look at how to phase in funding from HEH1006 over the next few years. Christine, Ryan, Adam, and Susan are interested in being at the table. Linda will forward all email communication to the board members. Linda said they may need to work with IJC to develop a survey to look at department needs (i.e. PO, training, etc).

IACCAC will meet with Linda to discuss proposed legislation.

Technology Ryan said that at the end of September there were 65 people accessing the members’ only section of the website. It cost POPAI $217 to have Karen enable members to have access. Karen gave a proposal to Ryan for the Tech Committee to discuss for how to move forward and stay on budget. Karen has suggested an option on the website for members to sign up for that section of the website. Ryan will put that as a poll question so we can have feedback from the members. Linda stated she wants to encourage Chiefs to put policies on the members only part of the website. Cherie advised the Board that Karen is working on fine tuning the minutes once they are posted. It was decided Mignon will advise the Board when the minutes have been submitted on the website.

Old Business

Karen is making a website store for POPAI gear. She will also contact the vendor for the direct order process and what items can be ordered.

Linda said job descriptions (Board, Committee Members, contractor Job Descriptions) still need to be completed. Linda is waiting on an attorney to provide their price to review these contracts. She will also reach out to other attorney’s too.

Cherie and Christine discussed the Lobbyist Registration Form. Cherie will contact Glenna to verify POPAI has submitted the necessary paperwork for the November deadline. Cherie will then advise Christine if there is anything else that needs to be handled.

New Business

Susan said she received an email about a Probation Officer being moved to lifetime member status since she is retiring. A discussion followed. Cherie motioned that Frances Barr be moved to lifetime member status. Jimmy seconded. All were in favor. Motion carried. Cherie will advise Frances or someone in Gibson County of this decision.

Next Meeting The next meeting will be by conference call on Wednesday, November 12, 2014 at 10:00am (EDT). Jimmy motioned to adjourn and Brian seconded. All were in favor, motion carried.
Meeting adjourned at 1:01pm (EDT)

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