ANNUAL DIVISION BUSINESS MEETING

2002 Minutes Session A MINUTES DIVISION ON CORRECTIONS AND SENTENCING AMERICAN SOCIETY OF CRIMINOLOGY NOVEMBER 14, 2002, 7:30-9:30 AM PARLOR C, PALMER HOUSE HILTON HOTEL, CHICAGO, ILLINOIS ANNUAL DIVISION BUSINESS MEETING As can be noted by the time, the Annual Division on Corrections and Sentencing (DCS) Business Meeting was held as a breakfast business meeting. Breakfast began before business. Division Vice- Chair Patricia Van Voorhis opened the meeting at 8:15 a.m. At the start of the meeting there were 36 in attendance, with two joining the meeting later. The Vice Chair began by thanking Wadsworth Publishing/ITP and their Senior Editor, Sabra Horne, for sponsoring the breakfast and helping the Division. Dr. Van Voorhis began with the awards portion of the meeting. She noted that increasingly line criminal justice agencies know the key findings of the field, and she said that this was because of some excellent scholars who had excellent skills in communicating research findings to the field. Those to be honored by the division were among those excellent researcher/ scholar/ communicators. Jeffrey Ulmer, who worked with John Kramer on the Awards Committee, made the presentations. As Distinguished Scholar the committee selected Joan Petersilia of the University of California at Irvine. Dr. Ulmer noted that all in the society know Dr. Petersilia s work. He cited her scholarship on several topics and noted her term as ASC president. On receiving her award, Dr. Petersilia thanked the division, noting that the esteem of colleagues is one of the highest tributes she could receive. Dr. Ulmer then presented the Distinguished New Scholar award to Brandon Applegate of the University of Central Florida. Dr. Applegate s work on rehabilitation and community attitudes were already well cited and deserved praise. Dr. Applegate received the award and said he appreciated very much receiving the award, especially when it reflected recognition by those whose work he has studied or used as a teacher. Dr. Van Voorhis noted that Doris Layton MacKenzie has been appointed chair of the Awards Committee for next year. Dr. MacKenzie asked that the division be reminded to submit nominations for divisional awards and those at the society level. Nominators can funnel names to the society through the division if they wish. Noting that there was plenty of work in the division, Dr. Van Voorhis encouraged those attending to volunteer for some work. She circulated a list on which persons could sign up to assist in particular ways.

Elections were next. The Vice-Chair noted that Dr. Cindy Smith (presently newsletter and website committee chair) had been nominated for the Secretary/ Treasurer position, and Dr. John Hepburn and Steve Van Dine were nominated for Executive Counselor positions. Each term is for two years. The floor was opened for further nominations, but there were no nominations from the floor. Ballots were circulated, cast, and returned for balloting. Gaylene Styve Armstrong took the ballots off for counting. (She later reported that the three had each been elected.) Dr. Van Voorhis thanked outgoing Executive Counselors Elaine Duxbury and Gerry Gaes for their service to the division. Committee reports followed. Jodi Lane reported for the Outreach Committee. She thanked Crystal Garcia for her support on the committee. Dr. Lane noted the buttons for the division and the recruiting table had been helpful in recruitment, as had divisional fliers distributed in the registration packet of the ACJS meetings. Jody Sundt reported for the Student Affairs Committee. They have been working to increase student enrollment in the division, coordinating much of this effort with the Outreach Committee. The committee also works on the student paper competition. There were no submitted papers this year to review, possibly because the advertising of the competition was delayed due to confusion over deadlines for publication. For next year, Dr. Sundt reported, the committee will do extra work to develop papers for the student competition, develop outreach materials especially focussed students, and develop a panel that will be of special interest to students in the division. The deadline for papers, she noted, will be April 21, 2003. Dr. Van Voohis gave the report of the Publications Committee. First, the special issue of the Journal of Contemporary Criminal Justice should be released November 15, 2002. This is the issue on mental health and criminal justice that the division helped to coordinate, with the editor for the special issue Nahama Broner. All involved deserve appreciation. It was a lot more work than expected. Second, the Vice Chair passed on a reminder from Chris Eskridge that the Division was welcomed to prepare future editions. Third, she reminded those attending of the opportunity to be considered for articles in the Encyclopedia of U. S. Prisons. Those who contribute an accepted article of less than 5000 words will get a free copy; those with accepted articles of longer than 5000 words will receive a copy of the encyclopedia and a $100 gift certificate for books from the publisher. Dr. Van Voorhis then brought up the deliberations of the last year concerning affiliation of the division with a journal. Several possible candidates have fallen by the side, and the main negotiation is now with the Prison Journal. The title page would include something like a publication of the Division of Corrections and Sentencing of the ASC. We could develop and edit an occasional special issue (recommended not more than once a year, if that often) but Sage was not interested in issues focused on conference proceedings.. The journal could offer up to an 80 % discount for paper copies, but not unless there is a large order. An order for all the membership would increase division dues sufficiently that almost certainly membership would drop. They

could provide electronic copies for a much lower price (along with a slight reduction in price for those who wish to have a paper copy). In requesting guidance Dr. Van Voorhis received generally positive feedback to the intent, but no specific suggestions as to what would be an acceptable arrangement, except for agreement that it should not involve the hard copy for everyone, with accompanying increases in divisional dues. Gaylene Styve Armstrong gave the report for the Special Events Committee. She again thanked Wadsworth Publishing and Sabra Horn for their support for the breakfast. Attendee contributions to the breakfast will go toward the student paper funding. Dr. Armstrong noted that tours to institutions had proven to be very difficult to work out, especially due to getting prior approval of visitors and arranging transportation. If anyone wants to try this for future meetings, it needs a lot of work well in advance. There will be a new chair of the committee next year; volunteers and ideas are very welcome. Dr. Van Voorhis made the report for the Program Committee. She noted that preparation had gone well for the Chicago program. Details are in the highlights sheet, prepared by the Program Committee Chair and the Division s Past Chair Doris Layton MacKenzie. Cindy Smith reported for the Newsletter/ Website Committee. The divisional website had continued to expand during the year, with quite a few visits, and she encouraged members to visit. The newsletter only came out once while it had been hoped that it would come out twice. Unfortunately there had been little progress on developing a listserv or bulk e-mail list for the division. The ASC headquarters had not been able to supply an electronic copy of divisional members and their e-mail addresses, despite several requests. This was discussed briefly, and several suggested that e-mail addresses of Division members could be copied one at a time from the ASC membership list (on the ASC website) onto a divisional list. That seemed acceptable to all, and the committee will move ahead in that regard. Dr. Smith was reporting, added a report about acting as the society s representative to planning sessions for U.N. meetings. A meeting is being developed in Thailand for coordinating non-government organizational input into U.N. policy regarding crime issues and those of criminal and social justice. Possible topics concern restorative justice, the international court and international criminal court. The thought is that if the nongovernmental organizations coordinate, they can influence the outcome of U.N. deliberations on such issues. Others can still get involved in this activity. The reports of the Secretary/ Treasurer were next, reported by Steve Van Dine. The financial report was first. Mr. Van Dine noted that the starting figure for the Chicago meeting financial report did not match the end figure for the financial report from Atlanta (generally fiscal years 2002 and 2001, respectively). The bookkeeper at the society level

has been unable to produce totals through the same date (November 1 in 2000, October 22 in 2001, and September 30 in 2000), and they couldn t provide figures to start on the October 22, 2001, date. They asked if we could use the end of September for the traditional reporting date, since they do end of quarter reports that could be used. Mr. Van Dine noted that this causes minor problems, because many of the division s expenses occur during October, but it seems a reasonable accommodation to the situation. As can be expected, October is a very busy month for the ASC headquarters staff, and they cannot assure a special report for a consistent time after September 30. Mr. Van Dine then reviewed the financial report for the 12 months ending on September 30, 2002. Copies of the report were distributed. The balance on hand on 9/30/ 01 at the end of day was 4, 038.54. The division earned $2,845 during the next twelve months, with most of that coming from memberships and the rest from last year s breakfast contributions, purchases of papers, and sale of the divisional membership mailing list to publishers. Expenditures were lower, $1,155.58 for the year, with half that amount going to printing and brochures and another several hundred to the paper award and other awards. A banner and buttons were the remaining expenses. As of October 1, 2002, there were no unpaid bills that had been submitted. Thus that left a final total at the start of day on October 1, 2002, of $5,727.96. While there were some bills that were incurred during October 2002 in preparation for the Chicago meeting, Mr. Van Dine reported that the division was still in fairly good financial shape. He noted that membership stood at 309 through November 11, 2002. Elaine Duxbury moved approval of the financial report, and several seconded the motion. The report was approved. Mr. Van Dine moved on to the report of last year s secretary s report. He circulated copies of the minutes for the Atlanta divisional business meeting and the open board meeting. He noted that there needed to be an amendment to the minutes as submitted, since he had misrecorded Wadsworth Publishing representative Sabra Horn as Sabrehorn Publishing. This amendment was accepted by voice assent of the members. Since there was six pages of minutes, Mr. Van Dine proposed that they not be read aloud. Again this was accepted by the voice assent of the members. After allowing some time for review of the minutes, Joan Petersilia moved their adoption. Bo Saylor seconded the motion. The group approved the minutes of the Atlanta meetings. Vice-Chair Van Voorhis spoke about the financial situation. She noted that we were fairly well off as a division, and she asked that members contact the divisional board with ideas on how best to spend the money. She suggested that it could be used to help support the breakfast if we are unable to find a sponsor in future years. (Most breakfasts at convention hotels are quite expensive.) Other alternatives could be things like a receptions or support of members research concerns. The Vice-Chair then asked if there was any further business or discussion. Mr. Van Dine made a formal motion to set the fiscal year as running from October 1 of a year through September 30 of the following year. The motion was seconded and approved by the

divisional membership. There was some discussion on doing outreach, with suggestions being fairly traditional ideas such as advertising, a table, and buttons. It was noted that we could sell papers and other items to gain revenue, as happened at Atlanta. There was a move to adjourn; the group concurred unanimously at about 9:10 a.m. Respectfully Submitted, Steve Van Dine, Secretary/ Treasurer (thru 11/14/02 ) Division on Corrections and Sentencing Of the American Society of Criminology Final Preparation on November 27, 2002

2002 Minutes Session B DCS Division Meeting Minutes Friday November 15, 2002 Patricia VanVoorhis, Vice Chair, called the meeting to order in the absence of Pamela Lattimore, Chair. 1. Welcome and Introduction of Officers Ø We have appointed committee chairs All have agreed to serve, but there is no committee under each chair. 2. Theme for 2002/3 - Facilitate Networking Ø Currently, we are operating under an inefficient and narrow method. Under time constraints, a few are doing all the work because it takes more time to contact someone than to do it personally. Meetings are mostly silent. Certainly, it is because we don't engage a wide array of people. Let's work to engage people. 3. Committee Discussions Ø Newsletter - Gaylene Armstrong, New Chair What are we giving back to the members? Increase exposure to increase membership. It was determined that the newsletter should be prepared bi-annually and disseminated through email, snail mail, and posted on the website, as appropriate. This will facilitate preparing the membership for what will occur at the annual ASC meeting and informing the membership of what did occur at the meeting. We will announce the availability of the newsletter through the use of oneway list serve, which will be used infrequently and contain the link for the newsletter. Patricia VanVoorhis will coordinate developing a list of emails of the membership. A discussion occurred to determine what might go into the newsletter: Special issue calls (RFPs) Highlights

Member s biography Student paper on graduate experience Ø Networking - The benefits of joining the Division were discussed. It is possible that many of the members join to develop networks with similarly interested colleagues. This raises the question: Are opportunities available to network? A decision was made to increase the networking opportunities. A committee was developed to foster year round networking and entice those outside of DCS to participate in our discussions; Gerry Gaes, Chair. Networking committee - Bernadette Pelissier moved Gerry Gaes second Unanimous One suggestion was to use networking tables around a topic; roundtable format. We will put in a small paragraph in the program explaining the intent of these roundtables so members are informed before attending. Ø Journal - Negotiations with Sage for a journal for the Division The opportunity to obtain an association with a journal for the Division has disappeared. The new requirements include a limited discount ($20/member) on an electronic copy if sufficient numbers of members decide to partake. If they do not, the Division would have to subsidize the cost up to $6200 per year. The Prison Journal is in electronic format in most of our libraries already. Our membership has been clear that they don't want dues to go up. Moved to table Bernadette Pelissier Seconded Gaylene Armstrong Unanimous If they offer a different proposal the officers agree to vote midyear. 4. Goals for 2002/03 a. Outreach Committee- update membership brochure with new officers, change history, mail it to graduate programs with student

paper announcements Pam suggested selling enamel pins/buttons. The current buttons are $1.30 each and can be seen from a distance. We can afford to hand them out. Lapel pins are expensive, but useful to wear at other meetings. Discussions will continue. Educate the membership that we are taking an advocacy role. b. Program Committee - Work with Gerry Gaes on networking. Annotated directory of members (research interests/efforts) and list affiliation, which creates a listing of the various institutions involved in corrections and sentencing work. Investigate the possibility of sending the annotated directory to state and federal agencies. Look into having a 10-minute dynamic speaker for the awards. Possibly develop a special events committee. c. Newsletter Committee - Mail the newsletter. It will cost $300-500, plus inexpensive black/white printing with a single fold. (One mailed, plus posted on website; 2 per year.) d. Website/Listserve Committee - Ask the membership to respond to the first mass email to determine if they want to be included and contacted 3-5 times per year. e. International Committee We want this committee to focus/guide some of our activities. We will ask Nancy Grosselfinger to chair. (Asked and she has accepted!) f. Nominating Committee - Bring membership to the attention of ASC for awards and recognition Put members forward to the larger ASC boards Bring in students for networking Respectfully submitted, Cindy J. Smith November 24, 2002