DOC 03-513 (Rev. 10/9/19) Page 1 of 9 DOC 530.155 Data classification category 1

FAMILY COUNCIL MEETING MINUTES

Location: Skype Date: November 21, 2020 Time: 10:00-1500

Teleconference details:

Meeting Attendees

Department/facility co-chair: Jeneva Cotton Family co-chair: Suzanne Cook

Facility/council secretary: Rhonda Roberts Family secretary, if applicable: Loretta Pedersen

Members present: J. Rice WCCW; F, D’Allesandro MCC; S. Cooksey SCCC; W. Dubinsky WSP; Y. Garcia AHCC; P. Bond MCCCW; P. Linear WCC; E. DeLeon CRCC

Non-council member attendees: Senator J. Darneille; D. Taylor DOC; P. Perkinson DOC; J. Barclay, DOC; D. Johnson DOC; M. Thompson DOC; T. Newport DOC; T. Schneider, DOC; J. Carns OCO; A. Ivanov WSP; B. Coats MCC; K. Walker AHCC; M. Fry SCCC; V. Westman SCCC; D. Sifres SCCC; J. Floyd MCCCW & CBCC; K. Cain, MCC; D. & J. Bullard MCC; C. Welch MCC; H. Wolf WSP; L. Barker MCC; G. McIlveen CRCC; S. Boyd CRCC; D. Jaramillo AHCC; M. Mason AHCC; D. Williams WCC; J. Presson AHCC; R. Bisbee AHCC; B Duschene SCCC; B. Kehrer SCCC; J Triggs SCCC; S. Kugler WSP; L. Taylor SCCC; E. Hargrove AHCC; K. Stuart-Stevenson AHCC; B. Molina MCCCW; D. White MCCCW; T. Light SCCC; D. Dubinsky WSP; T. Rasher WSP; L. Valcivia WSP; D. Durall, MCC; D. Kerr AHCC; J. Racus, WCC; Others who did not identify themselves also on call.

Agenda Old business

Topic Discussion/Key Points Next Steps N/A

New business Topic Discussion/Key Points Next Steps

10 AM – 10:30: Suzanne Cook, Family Co-Chair Jeneva Cotton, DOC Co-Chair

Roll Call and meeting setup; Welcome and Announcements; Review of ground rules for SFC meetings – All notified that virtual meeting was being recorded. Attachment 1

10:30 am – 10:45 am: IITS Update / Q&A , Anna Ivanov

IITS UPDATE (Incarcerated Individual Telecommunications Services) - Project team for selecting vendor includes about twenty people: Joanna Carns from OCO, Anna Ivanov from SFC, and DOC have collaborated. All participants had to sign confidentiality agreement during negotiations.

DOC 03-513 (Rev. 10/9/19) Page 2 of 9 DOC 530.155 Data classification category 1

- Cost estimates has now been received from both potential venders (Securus/JPay and ICS, IC Solutions) - Probably will take another month or so to solidify what the final two options look like, and then a decision and contract will come into play. March is likely when a new contract will occur. - Participant inquires as to how this process does or doesn't relate to RCW 43.01.036, RCW 72.09.765 (Inmate access to telecommunication services—Contracting—Reporting), Jeremy Barclay provided this link to DOC's Telecommunication & Electronic Media Service Contracts: https://www.doc.wa.gov/about/business/contracts.htm#telecommunication - GTL would have required per minute fee, and loaner program for prisoner tablets, so was not in the final running for WA DOC contract. - Participant asks: Any additional features to be added to services offered? Likely to have phone function on tablets, not clear what other additional services. DOC is not against anything in particular except video visits via tablets. They want video visits to remain on kiosks. DOC is open to other apps and services provided by apps, so long as options are secure. - Participant expresses concern about contract enforcement of equipment quality. Contract requires "like new" equipment. Problem: While Tom Fithian is a relations manager with JPay, and Ruben Rivera is DOC's GTL point of contact, no one in DOC is designated as a communications contract manager or enforcer. - Participant asks: Will new contract offer educational programs through tablets? Both vendors offer, but team is waiting for vendors to provide team with tablets with educational apps so team can see what the content is like. Not clear what the quality, availability, pricing, or nature of content will be. Sometimes JPay's current content is mislabeled and overpriced for poor quality.

DOC 03-513 (Rev. 10/9/19) Page 3 of 9 DOC 530.155 Data classification category 1

- Project team is trying to ensure that new contract will require vendor to provide refunds for malfunctioning services.

10:45 am – 11:15 am: Mailroom Issues, Tracy Schneider, Correctional Manager

MAILROOM ISSUES - Tracy Schneider has been discussing mail policy, appeal processes, etc. with OCO. - Jeneva Cotton explained reasons for mandatory furloughs for DOC employees based on job classification to comply with Governor's order for agency cost reductions. - Tracy Schneider is working to revise, streamline, and clarify mail rejection reason list, especially mail rejection #1, which currently often gets misused as a catchall rejection reason. She is trying to train staff how to appropriately apply mail rejection #1. - Mail policy subjects videograms to visiting room requirements to include visiting room clothing policy. "There is a difference between pictures and actions in videos." -Tracy Schneider. But she is discussing whether these requirements could be relaxed at some point in the future. Participants express concern that this is overreach of DOC, and constitutes policing something that is not a legit threat to facility security. - Tracy is discussing adding a more user-friendly Dos and Don’ts list to its website concerning what can be sent to prisoners through the mail. - Participant concerns: Can list of flag words for JPay messages that cause messages to be held up for processing be streamlined and centralized at HQ instead of left to local facility? Ms. Schneider has been discussing this with colleagues. But sometimes specific situations at a local facilities require specialized flag words. - Participant concerns: Inconsistent application of mailroom policies across and within facilities. - Ms. Schneider confirms that DOC does sometimes flag specific people's emails, in addition to just flag words. - Participant concern: Some facilities may be wasting time printing out JPay

DOC 03-513 (Rev. 10/9/19) Page 4 of 9 DOC 530.155 Data classification category 1

messages. Ms. Schneider will look into that. - Sgts. and mailroom officers were not furloughed, other processing staff (process drivers) were. Whether mailroom was able to continue operating during furloughs differed by facility based on staffing model. - Colored envelopes were being rejected. Will this still be the case during the holidays? Ms. Schneider says they are not being rejected, but are being photocopies instead of delivered. (Envelope photocopied, contents delivered. Envelope is considered a container, is not considered the mail itself.) - Ms. Schneider will be following up on why rejection notices to sender for electronic mail are not consistently being sent. How their system works: Mailroom staff click on a button to reject, type info into reason field, and then submit. This is supposed to generate auto-message to sender. -Ms. Schneider is working hard to train staff on how to keep subjectivity out of mail rejection decisions. - Ms. Schneider explained that mail can only be approved or rejected. Cannot be sent through in redacted form like public records. - Ms. Schneider is trying to train mailroom staff how to write competent, clear, and accurate mailroom rejections so that HQ doesn't have to basically rewrite the rejection in their comments section during appeal.

11:15 am – 12:00 pm, Staff Accountability, James Dunivan, Enterprise Results Director

STAFF ACCOUNTABILITY - James Dunivan did not appear as scheduled.

12:15 pm – 12:30: Election Results

ELECTION RESULTS - Loren Taylor will be SFC Co-Chair - Loretta Pedersen will continue as SFC Secretary, but will be recruiting a replacement for 2022 Attachment 2

DOC 03-513 (Rev. 10/9/19) Page 5 of 9 DOC 530.155 Data classification category 1

12:30 pm – 1:00 pm: Health Services Assistant Secretary Introduction and Q&A, Daniel Johnson, Assistant Secretary

- Dan has been working for DOC only for two-months, visiting all local DOC Health Services locations to improve services. He is the new Assistant Secretary of Health Services, with Scott Russell working as the Deputy Director for Health Services. - Lack of electronic health record (EHR) has been a major handicap in DOC's COVID response. When people transfer to different facilities, paper medical records don't always follow them. DOC intends to actively start considering which EHR system they should select and procure. Mr. Johnson has set this as a top priority, and he will be pressing DOC to choose a system that is compatible with free world medical records systems if possible. - Mr. Johnson suspects that DOC will have to adapt to existing EHR software, the reverse is less likely to happen. - Shortage of nurses also a challenge - Leadership of DOC Health Services will be conducting a "Strategic Summit" to develop "Strategic Buckets" - Will HSRs transfer with prisoners to new facilities? Families have experienced problems with this. He is not sure at this time, still learning in new job position but will look into. - DOC follows Statewide Records Retention schedule, which also governs medical records. See https://www.sos.wa.gov/archives/recordsmanagement/state-agencies-records-retention-schedules.aspx and https://www.sos.wa.gov/_assets/archives/recordsmanagement/department-of-corrections-records-retention-schedule-v.1.5-(april-2018).pdf - Participants are concerned about custody staff creating an environment in which prisoners feel uncomfortable, intimidated or otherwise discouraged when seeking medical care. -Telehealth in prisons: What would it look like? Mr. Johnson says would be useful for preliminary appointments.

DOC 03-513 (Rev. 10/9/19) Page 6 of 9 DOC 530.155 Data classification category 1

Could be via telephone or kiosk of some sort. - Power of Attorney and Health Directives are not recognized by DOC, which requires additional forms 13-035 and 14-172. The former is listed on DOC's forms website, the latter is not even listed. https://www.doc.wa.gov/information/records/forms.htm - Families are struggling with navigating DOC's requirements for medical info disclosure. - Families can mail prisoners' medical records to local facility Health Services, but these do not have the protections of legal mail. Alternately, prisoner can put in a request to have medical records from a free world medical facility. Attachment 3 & 4

1:00 pm – 1:30 pm: Policy & Legislative Updates, Melena Thompson, Executive Policy Director

- Agency request legislation and DOC budget requests have been sent to Governor's office, will hear back in December, from Governor's Policy and Budget offices. Governor will let them know which of those requests will be put in the Governor's office budget request. EHR procurement and implementation funding are one of those requests. - Requesting expansion of Graduated Reentry bill. - Requesting increase of earned time, and expanding eligibility to those with weapons enhancements. - Also requesting to eliminate tolling. Not a lot of evidence that tolling reduces recidivism. Tolling refers to time not credited when someone is unavailable for supervision – on escape or abscond status, in jail for unrelated charge, etc. - Participants express concerns about prisoners with violent convictions being reclassified. (Under WA ONE assessments? Static Risk Assessment? Jeneva Cotton explained that these assessments are different and each case is reviewed individually.) Ms. Thompson clarified that DOC is not opposed to a more universal standard

DOC 03-513 (Rev. 10/9/19) Page 7 of 9 DOC 530.155 Data classification category 1

for earned time that is not so much based on type of crime committed. - Ms. Thompson explained the process by which legislation gets considered, introduced, and passed by the legislature. Families who support any of the bills can let their legislators know they want them considered. - Info on committees that consider bills: https://leg.wa.gov/House/Committees/PS/Pages/default.aspx - DOC is waiting for Governor's office to say yes or no on Second Chances as a priority. DOC definitely supports. - Senator Jeannie Darneille joined in and tells us about a bill she is sponsoring that would raise juvenile age to 20, and will try to make as much as she can retroactive. She will be having a Human Services Committee meeting on December 2. Will look at laws on juvenile sex offense laws, and also additional issues. SB 5854 - Addressed Robbery as a strikable offense, will be revisiting but in a different form (concerning retroactivity). Attachment 5

1:30 pm – 2:00 pm: OCO Update, Joanna Carns, Office of Corrections Ombuds Director

Joined late, but was still able to join. - OCO has just released its annual report. See here to read: https://oco.wa.gov/reports-publications - Sign up to be on OCO electronic mailing list: https://public.govdelivery.com/accounts/WAGOV/subscriber/new?topic_id=WAGOV_158 - Will now be providing monthly report on closed complaints. - Volunteer Ombuds position has now started at Olympic Corrections Center - Will soon be providing report on the COVID outbreak that happened at CRCC - Has asked DOC to do a critical incident review of work release outbreak. Example of how OCO works: trying to guide DOC in taking thorough internal action.

DOC 03-513 (Rev. 10/9/19) Page 8 of 9 DOC 530.155 Data classification category 1

- Dec. 2 will be presenting to Human Services Committee in State Senate. Can watch this on TVW. https://www.tvw.org/ - Also, suicide review and COVID death reports are posted. - OCO will soon be looking at educational access, families should contact OCO if interested in participating in this effort. - OCO will be asking DOC to include a SFC rep in working group looking at sanctions and disciplinary process. - Also has a workgroup addressing other work release issues, such as retaliation. - OCO is working with Mr. Johnson to address medical issues

2:15 pm – 2:45 pm: Round Table Discussion, All

ROUND TABLE DISCUSSION - Fundraisers - Why do they take so long to make happen these days? Takes a long time for funds on prisoners' accounts to be processed, especially when staff are out or unavailable. - Gang dropout and Security Threat Group label removal: Why are there not formal processes for all ethnic groups' gangs to do this? Jeneva Cotton clarifies that the option is available for all racial and ethnic groups. ITP program at CBCC is one available dropout option. OCO has made this request through Research and Data Analytics at DOC, so will not duplicate efforts and wait for OCO to make the information they receive available. X` - PREA (Prison Rape Elimination Act) - Colorado Department of Corrections PREA office serves as an independent reporting avenue for WA DOC prisoners. Due to COVID, this Colorado office had to temporarily close, but is still having an employee go in weekly to gather mail so that any WA DOC complaints filed are still being tracked. The other avenues through which prisoners can file are still in place.

DOC 03-513 (Rev. 10/9/19) Page 9 of 9 DOC 530.155 Data classification category 1

- Participant asks about why IIBF funds have a portion transferred to crime victims. This is established by RCW 72.09.095 Transfer of funds to department of labor and industries for crime victims' compensation. https://app.leg.wa.gov/rcw/default.aspx?cite=72.09.095 - Further discussion of why DOC 530.155 does in fact allow Loren Taylor, an approved visitor of many years and also a former DOC employee, to serve as SFC Co-Chair, having been elected by 90% of SFC reps who voted. See policy here: https://doc.wa.gov/information/policies/files/530155.pdf

(2) 2:45 pm – 3:00 pm: Wrap-up, January Agenda Items, Suzanne Cook, Family Co-Chair, Jeneva Cotton, DOC Co-Chair

(2) WRAP-UP & JANUARY AGENDA ITEMS Please email rdroberts@doc1.wa.gov any requested agenda items.

Roundtable open discussion

Next meeting location: MS Teams – More info to come Date: January 9, 2021 Time: 10 AM

Comments:

The contents of this document may be eligible for public disclosure. Social Security Numbers are considered confidential information and will be redacted in the event of such a request. This form is governed by Executive Order 00-03, RCW 42.56, and RCW 40.14. Upon completion, the data classification category may change. Distribution: ORIGINAL - Family council co-chairs

Attachment 1

GROUNDRULES

STATEWIDE FAMILY COUNCIL

Be respectful Practice active listening

No sidebars/side conversations Assume positive intent

Be understanding Be willing to compromise

Be non-judgmental Be transparent

Be flexible Take a time out when needed

November 21, 2020 SFC VIRTUAL MEETING **

THIS MEETING IS BEING RECORDED **

Be respectful Practice active listening

No sidebars/side conversations Assume positive intent

Be understanding Be willing to compromise

Be non-judgmental Be transparent

Be flexible Take a time out when needed

If you are logged in as “Guest” please enter your name in chat box

STATEWIDE FAMILY COUNCIL GROUND RULES

Attachment 3

Health Services UpdateAN INTRODUCTION TO DAN JOHNSON, ASSISTANT SECRETARYNOVEMBER 21, 2020

Career Background

Greater than twenty five (25) years in healthcare administration Bulk of experience in Washington State non-profit service Most recent 12 years served with Providence Health & Services Last eight years as COO Providence Medical Group in Olympia 38 locations across five county service area (Thurston, Lewis, Mason, Grays Harbor and Pacific

What I See Today

Began role on September 21st, two months ago I have visited all locations where we provide health services across

the state I’ve seen a lot of good I’ve definitely seen areas where we have opportunities for

improvement On the good side, we have many decent and talented people

dedicated to providing care for your loved ones Our Health Services team recently selected the following Purpose

Statement and Guiding Principles

Our Purpose: We provide integrated treatment services to improve overall quality of life throughout and beyond incarceration

Guiding principles: We will provide high quality and compassionate care We will attract and retain a highly skilled, talented and diverse

workforce We will continuously seek ways to improve the quality of care

delivered to our patients We will encourage a safe and healthy workplace We will create and maintain an environment that values

professionalism and dedication of its workforce

Opportunities and Challenges

Corona Virus Resulting budgetary uncertainties Chronic RN shortage across state Non-standard workflows No electronic health record (EHR)

Moving Forward: Leadership team will be conducting a focused Strategic Summit

Strategic Buckets:

Clinical and Operational Excellence – Enhancing all work flows Leadership Development – Both clinical and administrative leaders Technology Enhancement – Implementing EHR, more telehealth Professional Recruitment & Retention – Ensuring we are competitive Pharmaceutical Optimization – Ensuring best pricing, all prescriptions

are appropriate and controlling waste

Other strategic areas will be explored and adopted

Your Questions ???

Attachment 4

Purpose Statement: Providing integrated treatment services to improve overall quality of life

throughout and beyond incarceration.

Guiding Principles:

• We will provide high quality and compassionate care.

• We will attract and retain a highly skilled, talented, and diverse workforce.

• We will continuously seek ways to improve the quality of care delivered to our patients.

• We will encourage a safe and healthy work place.

• We will create and maintain an environment that values professionalism and dedication of

its workforce.

DOC Health Services Purpose Statement & Guiding Principles

As selected by Health Services staff

Improving Public Safety by Positively Changing Lives Agency Requests and the Legislative Process 2021-23 Biennium

Executive Policy Office

November 19, 2020

DOC Agency Request Legislation submitted to the Governor’s office and the Office of Financial Management (OFM) for consideration in the 2021-23 legislative session:

• Graduated Reentry Expansion – expands the current graduated reentry program statutes to allow individuals to service more of their sentence in the community under partial confinement through electronic home monitoring.

• Increased Earned Time – increases earned time for some groups from 33% to 50%, and allows earned time on weapon enhancements consistent with the underlying offense.

• Limit Tolling of Supervision – eliminates the use of tolling except in cases where an individual has absconded from supervision or when serving time as part of the original sentence.

The Governor will release his budget proposal no later than December 20th, 2020.

• If any of DOC’s agency request legislation proposals are included in the Governor’s budget, the department is able to reach out to legislative members for official bill sponsorship.

• If the Governor’s proposed budget does not include our legislative proposal(s), members could still opt to sponsor the bill but the department’s position would be limited to providing information on impacts.

Once proposed legislation is sponsored, it will be given an official bill number.

• HB #### if the sponsor is from the House • SB #### if the sponsor is from the Senate. • A bill can be sponsored in both chambers.

Legislative session will begin on January 11th, 2021.

DOC bills will be heard in the Senate by the “Law & Justice” (for bills related to sentencing) and “Human Services, Reentry & Rehabilitation” committees, and in the House by the “Public Safety” committee.

• The committee agendas are set by the committee chairs and not all bills get “heard”. • The committees will study the bill, and will usually hold public hearings on it. • The committee can then pass, reject, or take no action on the bill.

If a proposed bill has fiscal impact (it costs or saves money) it will be referred to the Senate Ways & Means and/or the House Appropriations committees to repeat the above process.

If passed by the fiscal committees, the bill will be brought forward for a floor vote, and all Senators and/or House Representatives will get the opportunity to vote on the proposal.

If the bill passes the floor vote, it will move to the other chamber (Senate bills go to the House, and House bills go to the Senate) to repeat the entire process from the beginning.

Executive Policy Office

November 19, 2020

There are various cut-offs (the last day to make it through one of the steps) throughout the legislative process. If a bill does not make it passed cut-off it is considered “dead” and is VERY unlikely to be passed.

DOC will be updating the Executive Policy & Legislative Affairs web page, and will include any bill with impacts to DOC and/or the populations we serve as they move along through the legislative process.

Additional Resources:

• How to read a bill • How a bill becomes a law • Overview of the legislative process • Legislative Calendar • Email notification sign-up for Legislative committee schedules. • All the hearings can be watched on TVW.