Interstate Commission for Adult Offender Supervision Executive Committee Meeting Minutes June 14, 2016 1:00pm ET WebEx Members in Attendance: 1. Sara Andrews Chairwoman, OH 2. Charlie Lauterbach Treasurer, IA 3. Gary Roberge CT 4. Chris Moore GA 5. Doug Clark SD 6. Anne Precythe NC 7. Jane Seigel IN 8. Tracy Hudrlik WI 9. Jeremiah Stromberg OR 10. Anmarie Aylward WA 11. Pat Tuthill Ex-Officio 12. Rick Masters Legal Counsel Members not in Attendance: 13. Chris Norman Vice-Chair, AL 14. Dale Crook VT Guests: 1. Regina Grimes TX Staff: 1. Harry Hageman 2. Lori Meister 3. Kevin Terry 4. Barno Saturday 5. Mindy Spring 6. Xavier Donnelly Call to Order 1
Chairwoman S. Andrews (OH) called the meeting to order at 1:00 pm ET; ten voting members were present, establishing a quorum. Agenda Commissioner T. Hudrlik (WI) moved to approve the agenda as presented. Commissioner A. Aylward (WA) seconded. Agenda approved. Minutes Commissioner G. Roberge (CT) moved to approve the minutes as written. Commissioner A. Precythe (NC) seconded. Minutes approved. Discussion Rules Committee Report: The Rules Committee met on May 10 in Indianapolis, IN. The Committee made some changes to the proposed rule amendments submitted by the ad hoc committee on violation sanctions and retaking. The proposals are posted on the Commission website for review and comments until July 1, 2016. Training Committee Report: Commissioner A. Precythe (NC) presented the written Training Committee report. The Training Committee met on May 17 to review the past bulletins and training outlines as well as the ABM trainings. DCA Liaison Committee Report: Commissioner T. Hudrlik (WI) presented her written report to the Committee. Technology Committee Report: Commissioner G. Roberge (CT) presented his written report to the Committee. Compliance Committee Report: Commissioner J. Stromberg (OR) presented his written report to the Committee: The Compliance Committee met on May 17 to review a complaint filed by Pennsylvania against Maryland regarding offender Garland. The Compliance Committee found Maryland in violation of ICAOS Rules 5.103, 5.108, and 5.111. Commissioner J. Stromberg (OR) moved to move forward as outlined in the notice of MD default letter if we do not receive a response in the outlined 30 days. If the response is received, no action will be taken until the Executive Committee reviews and makes a determination. Commissioner A. Precythe (NC) seconded. Motion passed. 2
The Compliance Committee discussed the U.S. Virgin Islands noncompliance in appointing a commissioner and recommends the Executive Committee instruct ICAOS Legal Counsel to engage in federal action by which the U.S. VI shall be forced to comply with the rules of the Compact. Commissioner J. Stromberg (OR) moved the Executive Committee to instruct ICAOS Legal Counsel to send a final notice of default by which the Compact may engage in federal action to force the U.S. VI to comply with the rules of the Compact. Commissioner A. Aylward (WA) seconded. Motion passed. Finance Committee Report: Commissioner C. Lauterbach (IA) stated that the Commission is in a good financial health. East Region Report: The Region will meet on June 28. South Region Report: The Region met and discussed proposed rule amendments on June 2. Midwest Region Report: The Region met on May 16 and discussed states update, implementation of new amendments, ABM 2016 updates, and FY 2016 and 17 audit. West Region Report: The Region will meet to discuss the proposed amendments in the upcoming months. Executive Director Report: Executive Director H. Hageman informed the Committee about the financial issue with KERS (see attachment). The Executive Committee supports the decision to exit CSG. Commissioner A. Precythe (NC) moved to notify CSG of our intention to disaffiliate with the organization and send notice to the Commission for the purpose of providing feedback. Commissioner C. Moore (GA) seconded. Motion passed. Legal Council Report: R. Masters stated that all legal issues were already discussed and covered in the previous reports. Victims Advocate Report: P. Tuthill informed the Committee about the VineWatch administrators meeting this September in Louisville, KY. She plans for victims representatives from MN, VA, and NC to attend and be part of the VineWatch panel at the ABM in Cleveland. Adjourn Commissioner G. Roberge (CT) moved to adjourn. Commissioner A. Aylward (WA) seconded. 3
The meeting adjourned at 2:11 pm ET. 4
Interstate Commission for Adult Offender Supervision Executive Committee Meeting Agenda 1:00 pm ET June 14, 2016 WebEx Call to Order Roll Call [Harry Hageman, Executive Director] Approval of Agenda Approval of Minutes Rules Committee Report Jane Seigel Training & Education Committee Report Anne Precythe DCA Liaison Committee Report Tracy Hudrlik Information Technology Committee Report Gary Roberge Compliance Committee Report Jeremiah Stromberg The U.S. VI default PA v. MD complaint #3 Finance Committee Report Charlie Lauterbach East Region Report Page 1 of 2
Dale Crook South Region Report Chris Moore Midwest Region Report Doug Clark West Region Report Anmarie Aylward Executive Director Report Harry Hageman Victims Representative Report Pat Tuthill Legal Counsel Report Rick Masters PA v. MD complaint #1&2 Old Business New Business KERS Update Adjourn Page 2 of 2
June 13, 2016 DCA Liaison Committee Report Chair: Tracy Hudrlik, Wisconsin Vice-Chair: Alison Morgan, Colorado The committee last met on 4-26-16 and established committee goals for the year: DCA Liaison Committee goals: Define the DCA Mentoring process for notifications Establishing a formal mentoring process via worksheet/checklist Work with the Training Committee on the DCA Training Institute and ongoing training Alison Morgan volunteered to be the co-chair of this committee. DCA Liaison Committee Chair and Training Committee Chair, along with Mindy Spring will meet on 6-16-16 to discuss plans for DCA Institute at ABM in September. Next DCA Liaison Committee meeting is scheduled for 7-26-16.
********** Important Message from the Executive Committee ********** Background In 2002 the Commission voted to affiliate with the Council of State Governments (CSG) to provide the Commission with back office support to include accounting services, payroll, legal assistance, human resources, etc. For payment, CSG assesses an indirect cost which was started at 17% in 2002 and has since been negotiated down to 6%. In FY 2015 the Commission paid CSG $11,500 a month or $138,000 for the year. For FY 2016 the Commission negotiated a substantially lower rate which will cost the Commission $5,750 per month or $69,000 for the year. Problem Because of human resources, payroll, and legal issues, when the Commission joined CSG, the national office staff became employees of CSG. CSG is a member of the Kentucky State Retirement system(kers) and is required to contribute a percentage of its employees salaries to the retirement system. Much like other state retirement systems, the Kentucky legislature failed to adequately fund the system. Over a ten year period, the required employer contribution increased from 5.89% to the current rate of 38.5% and will rise to 48.59% in FY 2017. It is expected to grow to more than 70% by 2020. As result, organizations like CSG have applied to leave KERS, but without success. To leave KERS, CSG is required to pay their portion of the unfunded liability. While KERS provided CSG with a figure, KERS refuses to provide the details on how they calculated the number. Without the detail, CSG can t validate the number nor can it determine what portion to assign to its affiliates. As a result, CSG has withdrawn its application to leave KERS and will not reapply until at least FY 2018. Until then the CSG leadership will continue to seek both political and legal solutions. Decision Should ICAOS continue its long affiliation with CSG in hopes that the problem with KERS will be resolved quickly or should ICAOS end its affiliation with CSG and seek the services it needs from another association management company? Last year the national staff conducted a national search of association management companies and identified the AMR Management Services Company as an organization that can provide the Commission with the needed services for an estimated $2,000 per month. AMR is not a member of KERS, which will reduce the Commission s cost by another $12, 600 a month or $151,200 per year. By leaving CSG and affiliating with AMR, ICAOS will reduce operating cost by slightly more than $16,300 a month or $196,500 per year. The savings equals 13% of the total budget. The ICAOS Executive Committee believes quick action is necessary and plans to begin the process of leaving CSG, but not until the full Commission has had an opportunity to provide input. If you do not agree with the Executive Committee s decision to end its affiliation with CSG, please respond to the national office on or before July 1, 2016.
INFORMATION TECHNOLOGY COMMITTEE REPORT June 14, 2016 ICOTS Helpdesk Tickets submitted increased slightly by 13%, 74 total, in May from the previous month. With the total number of tickets being so relatively small, fluctuations up and down like this will most likely continue. ICAOS Website Total visits to the ICAOS website increased over 10% in May. Mobile visits saw a jump of 13% month over month to 20,000 visits, which now accounts for over 43% of all traffic to the website. Data Audit Appriss is creating a statement of work for developing an export of offender photos the national office can use to audit picture quality. They should have that cost estimate complete in the coming weeks. ICOTS Vinewatch Members of the technology committee documented several issues they noticed when creating test cases for ICOTS Vinewatch. The issues have been sent to Appriss for investigation. The most common issue is that voice, email and text notifications will incorrectly list the sending state as the receiving state. Appriss is working on the cause for this issue and developing a resolution. NCIC Warrant Recommendations The committee created a survey asking for input on whether to send recommended changes to NCIC regarding binds and warrants. The survey went out to all Commissioners and DCAs. There are 32 responses to date. The committee will review the results at their next meeting.
Training Committee Report Anne Precythe, Training and Public Relations Committee Chair Training Committee News June 14, 2016 OnDemand Training Project o Recently published reformatted modules for Judges, Jail Admin & Parole Board Members o Drafting new ICOTS modules for supervisors and administrators May 17th Meeting o Reviewed out of date training bulletins (revised 2, archived 1) o ABM Training preparations-work with DCA Liaison Committee Asked for recommendations for presenters and training examples Upcoming meeting with T. Hudrlik June 16th Compact Office Staff Training- May 24 th & 25 th OnDemand o Trainers: Anne Precythe, Dori Ege, Jacey Nordmeyer, Matt Reed, Jim Ingle o 244 Attendees; 45 states attended Attended: AL, AK, AR, AZ, CT, CO, FL, GA, HI, IA, ID, IL, IN, KS, KY, LA, MA, MD, MI, MS, ME, MO, MN, MT, NC, ND, NE, NH, NM, NV, NY, OH, OK, OR, PA, RI, SC, SD, TN, TX, VA, VT, WA, WI, UT Did Not Attend: CA, DE, DC, NJ, PR, VI, WV, WY o Training Outline Compact Office Role/Responsibility Applying the Rules w/purpose of the Compact (introduce NEW GOAL) Reviewing Activities Discretionary Case Assessment Resources-Introduce and get feedback for new ICAOS support integrating ICAOS Rules and ICOTS training tools for compact offices and ICOTS users Last 30 days o Over 180 unique attendees