2011 strategic planning report

8/7/2019 2011 Strategic Planning Report

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CLINTON COUNTY JUSTICECOORDINATING COMMISSION

2011 STRATEGICPLANNING REPORT


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2011 STRATEGIC PLANNING REPORT

Page 1

Table of Contents

EXECUTIVE SUMMARY ............................................................................................................. 3

YEAR IN REVIEW ....................................................................................................................... 5

COMMISSION DESIGN & PROCEDURES ................................................................................... 7

Mission and Vision.............................................................................................................................. 7

Membership ........................................................................................................................................ 7

Committees ......................................................................................................................................... 7

Meetings ............................................................................................................................................. 8

Rules of Conduct ............................................................................................................................. 8

Decision-Making Process................................................................................................................ 8

Meeting Agendas ............. ............. ............. ............. ............. ............. ............. ............. ............. ...... 9

Meeting Minutes ............................................................................................................................. 9

Commission Officers .......................................................................................................................... 9

Amendments to By-laws .................................................................................................................... 9

GOAL IDENTIFICATION & PRIORITIZATION .........................................................................11

General Commission ....................................................................................................................... 11

Information Sharing(3) ........................................................................................................... 11

Community Outreach(0) ......................................................................................................... 11

Grant Funding(0) .................................................................................................................... 11

Court Expeditor(0) .................................................................................................................. 11

Alternative Sanctions ...................................................................................................................... 11

Re-Entry Program For Jail Population(5) ............................................................................. 11

Jail Diversion Program(3) ...................................................................................................... 11

Electronic Monitoring(0).......................................................................................................... 11

Court Issues ...................................................................................................................................... 11Court Process Education(1) .................................................................................................... 11

Outstanding Warrants(1) ...................................................................................................... 11

Case Handling(1) .................................................................................................................... 11

GED Classes(1) ........................................................................................................................ 12

Online Docket(1) ..................................................................................................................... 12

Courthouse Security(0) ........................................................................................................... 12

Internet Access(0) .................................................................................................................... 12

No Contact Orders(0) ............................................................................................................ 12

Jail Facility & Planning ................................................................................................................... 12

New Jail Design(5) ................................................................................................................. 12

Replace Current Facility(0) .................................................................................................... 12

Mental Health & Substance Abuse ............................................................................................... 12

Access to Evaluations(8) ......................................................................................................... 12

Crisis Intervention Teams(3) ................................................................................................... 12

Mental Health Commitment Process(1) ................................................................................. 12

Location for Mental Health Clients(0) ................................................................................... 12

Advanced Correctional Healthcare(0) ................................................................................. 12

Data Collection(0) ................................................................................................................... 12


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CLINTON COUNTY JUSTICE COORDINATING COMMISSION

Page 2

ELECTION OF OFFICERS / COMMITTEE APPOINTMENTS .....................................................13

MEMBERSHIP CONTACT INFORMATION...............................................................................13

2011 MEETING SCHEDULE ......................................................................................................14

FY2011-2012 BUDGET PRESENTATION .................................................................................14

APPENDIX A: STRATEGIC PLANNING SESSION AGENDA ...................................................15

APPENDIX B: STRATEGIC PLANNING SESSION PRESENTATION .........................................17

APPENDIX C: PROPOSED AMENDED BY-LAWS ....................................................................37

APPENDIX D: SUMMARY OF FY2012 BUDGET PROPOSAL .................................................42


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2011 STRATEGIC PLANNING REPORTC L I N T O N C O U N T Y J U S T I C E C O O R D I N A T I N G C O M M I S S I O N

EXECUTIVE SUMMARYThe Clinton County Justice Coordinating Commission (CCJCC) was formally established in April 2009 as aresult of several recommendations made in an assessment of our county jail and local justice system funded by

the National Institute of Corrections in January 2008. Periodically,the Commission evaluates its progress and plans for the short- andlong-term future of Clinton Countys justice system. This report

summarizes the discussion that occurred during the annual strategicplanning session held on Thursday, December 2, 2010 at ClintonCommunity College. The agenda for the session is incorporatedherein as Appendix A.

Members present: Phil Tabor, Rick Lincoln, Craig Eberhart, Becky

Eskildsen, Brian Guy, Rita Hart, Tim McClimon, Gary McKenrick, KimRalston, Dennis Starling, Mike Wolf, Jack Wolfe and Mary Wolfe.

Members not present: Marilyn Huff and Wanda Wyatt.

Staff and Guests present: Brian K. McKenrick, Coordinator; TaraSbertoli, Secretary; and Brian Schmidt, Supervisor-elect

The purpose of these sessions is to provide the Commission with anopportunity to identify and reflect upon the strengths, weaknesses,opportunities and challenges faced and to engage Commission members in frank and open discussion.

Observing that regular hour-long meetings do not always foster an environment for thorough reflection, the

Commission dedicates one meeting each year to this process.

The goals of this session are to:

Affirm the purpose of the Commission; Affirm the commitment of its members to that purpose; Improve the design and effectiveness of the Commission; Identify community partnerships that can be formed or strengthened; Develop and prioritize goals; Assign identified goals to committees; and Ensure and support the sustainability of the Commission.

Chairman Phil Tabor called the meeting to order at 8:00 a.m. Introductions were made by those present, and

facilitation of the meeting was then turned over to Coordinator Brian McKenrick. The Microsoft PowerPointpresentation used during this session is included as Appendix B.

The purpose of these

sessions is to provide the

Commission with an

opportunity to identify

and reflect upon the

strengths, weaknesses,

opportunities and

challenges faced


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YEAR IN REVIEWThe Commission reflected upon the accomplishments since its creation, particularly those achieved during theprevious year. The reminder program has worked to reduce the number of warrants being issued for failure

to appear and has improved attendance at review hearings. Other accomplishments include the expandeduse of the fine collection program through the County Attorneys office, which has worked to increase revenues

to the state and county.One of the biggest accomplishments over the past year was the official beginning of the jail planning processfor Clinton County. The National Institute of Corrections, through its training program entitled Planning ofNew Institutions, provided a wealth of information to county leaders for the Commission to use in its long-term

planning for a new facility. Additionally, the use of contracted health services within the jail has improvedaccess to and quality of care for persons under the custody, care and control of the county.

Commission members also agreed that the lines of communication and collaboration between offices anddepartments have greatly expanded over the past year. Increased communication will likely be a recurring

theme over the next several years as the Commission moves forward in developing integrated and automatedinformation-sharing initiatives.

Some members also expressed continued concern at the lack of progress in a few, key areas. For example,obtaining timely mental health and substance abuse evaluations for the jail population remains a key concern.These unresolved issues and goals serve as a starting point for discussion of the priorities for the next year.


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COMMISSION DESIGN & PROCEDURESThere was discussion regarding the design and operational procedures of the Commission. This discussion wasdesigned to reflect upon how the Commission is supposed to operate (i.e. the policies and procedures

implemented the year prior as reflected in the Annual Planning Session report dated November 12, 2009)and how the Commission has been operating in practice. This discussion should lead either to a change in

practice to conform to previously adopted policy or a change in policy to conform to best practices. Theproposed amended by-laws are incorporated into this report as Appendix C.

Mission and Vision

Discussion began regarding our mission statement, which currently reads: Working to improve the justicesystem in Clinton County, Iowa. The issue was raised that the Commission no longer is merely working

towards improvement; it has actually improved the justice system and continues to do so. Commissionmembers broadly agreed to change the mission statement to better reflect our accomplishments and ongoing

pursuit of better outcomes and increased efficiency. The proposed mission statement reads: Improving thejustice system in Clinton County, Iowa. This new mission statement shall become effective upon approval ofthe amended by-laws.

There was further related discussion on the need for a vision statement, a broader statement of values that

describes how the Commission seeks to achieve its mission. The vision statement would be used to guide eachcommittees efforts through a shared correctional and operational philosophy. Commission members electedto assign the task of developing a vision statement to the incoming chairperson, Sheriff Rick Lincoln, and theCoordinator.

Membership

The membership and composition of the Commission was then discussed to determine if there were any otheroffices, departments or community organizations that should be extended an invitation for membership on the

full Commission. While Commission members did not identify any others to serve on the Commission, some

organizations and individuals were identified as being potential partners on the four committees organizedunder the Commission.

The duration of service for citizen members was also discussed. Commission members debated the

appropriateness of the current term length of two years. Some members felt that a two year term does notleave much time for a citizen member to become acclimated to the Commission and then be an effectiveadvocate on behalf of their fellow citizens. Other members raised concerns that a three year term might

discourage citizens from serving on the Commission. Since citizen members can serve unlimited, consecutiveterms, the Commission decided to keep the two year terms for the county and city citizen members.

Committees

The by-laws made reference to an Executive Committee that was comprised of all voting members of theCommission. There was some redundancy involved in this structure of Commission governance. For example,

the procedure to amend the by-laws required proposal in an Executive Committee meeting with the proposedamendment then being forwarded to the Commission for approval. After some discussion, the Commission

elected to change the composition of the Executive Committee. Upon approval of the amended by-laws, thecommittee will include the Chairperson and Vice-Chairperson. Other language in the by-laws was changed tobetter reflect this new organizational structure.


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The Commission briefly discussed its current standing committees, Alternative Sanctions, Court Issues, JailFacility & Planning and Mental Health & Substance Abuse. The Commission agreed that all current standing

committees remain a necessary part of its mission and did not identify any additional committees that wouldbe beneficial at this time.

Meetings

No changes were made to the by-laws section regarding meetings. Meetings will be scheduled by theChairperson with input from Commission members and should occur at least once each month. Notice ofmeetings will be duly posted in compliance with open meetings statutes.

RULES OF CONDUCT

One person speaks at a time. No side bar conversations. No cheap shots. Work towards consensus. Parochial interests are left at home/office. All members have equal rank, authority and level of respect. Meetings will start on time. Meetings will end on time. Members will come prepared. Honesty should not be penalized. Minutes and agendas will be assumed to be approved unless a member raises objection or

disagreement.

Group members will agree to police themselves and point out rule infractions. When necessary, the agency or dept. replaces non-involved members. Agency proxy members are allowed to attend, with full authority as a designee to the CCJCC. One vote on behalf of each agency. The Jail and the Sheriff are two separate entities, each representative having a vote. Meetings are open to the public, in general. Meetings will provide a safe environment for frank discussion to occur. The chair assumes speaker responsibility or assigns a speaker on behalf of the group, as needed.

DECISION-MAKING PROCESS

A minimum quorum consisting of 75% of the voting membership shall be required to formallyapprove any policy or take any official action.


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Recommendations of the Commission shall be made by unanimous consent whenever possible. Ifnot possible, a 75% vote of all voting members shall be required to adopt policies, procedures orany other action within the scope of the Commissions by-laws.

Consensus is defined as being able to live with the result/answer.MEETING AGENDAS

The Chairperson will authorize agenda items. Any member can request an item to be placed on the agenda for future discussion by contacting

the Chairperson or the Coordinator, or by requesting the addition at a previous meeting.

Committee chairs should forward agendas and minutes of committees to the Coordinator fordistribution as soon as possible.

MEETING MINUTES

Minutes will include: Who is in attendance; Date, time and location of meeting; When the meeting officially was called to order and adjourned; All motions and seconds, if required; Results of any votes; Items for action; Any adopted policies or procedures; Timelines of or for completion of any approved action; and Description of the topics discussed.

Minutes will be distributed to all members of the Commission.Commission Officers

Some changes were made to this section to clean up or remove language that referred to the initial, start-upterms for Chairperson and Vice-Chairperson.

Amendments to By-laws

As briefly discussed earlier under Committees, changes were made to better reflect the accepted practicesof the Commission. Under the new language, proposed amendments will be included on a Commissionagenda for discussion and approval instead of being referred to an Executive Committee meeting first.


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GOAL IDENTIFICATION & PRIORITIZATIONThe Commission then turned its attention to crafting and outlining future goals. To do this, each member wroteas many goals as he or she wanted on a sticky note. These sticky notes were then categorized and organized

by the Coordinator into five groups: one for each of the four standing committees and one general grouping.Duplicate goals were consolidated. Commission members were then each given three red dots to place

beside the goals or issues of highest priority. Below is a listing, by grouping, of each goal and the number ofdots, or votes, received for it.

General Commission

INFORMATION SHARING (3)

Develop and implement interagency plan for coordinating databases.

COMMUNITY OUTREACH (0 )

Communicate with the general public about the progress and initiatives of the Commission, using specific datato support advancements in each goal.

GRANT FUNDING (0 )Research and identify opportunities for grant funding.

COURT EXPEDITOR (0 )

Evaluate the need for a dedicated court expeditor.

Alternative Sanctions

RE-ENTRY PROGRAM FOR JAIL POPULATION (5)

Develop a formal re-entry program for inmates connecting them with needed services offered in thecommunity.

JAIL DIVERSION PROGRAM (3 )

Develop a jail diversion program that connects identified priority populations with treatment as an alternativeto incarceration (e.g. drug court, deferred judgment/prosecution diversion).

ELECTRONIC MONITORING (0 )

Expand use of electronic monitoring program as a sentencing alternative.

Court Issues

COURT PROCESS EDUCATION (1 )

Develop a video presentation or printed publication outlining and describing the process of a court case. This

information could be distributed to inmates, specifically, but also to the general public.

OUTSTANDING WARRANTS (1)

Continue process of reducing warrants for failure to appear and resolving certain outstanding warrantsidentified by the Coordinator and County Attorneys Office.

CASE HANDLING (1 )

Increase awareness of deadlines for certain court actions; possibly install mechanisms or procedures toprevent hard deadlines from being overlooked.


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GED CLASSES (1 )

Provide inmates access to GED courses within the jail.

ONLINE DOCKET (1 )

Develop an Internet-based docket that identifies the names and work phone numbers of attorneys.

COURTHOUSE SECURITY (0 )

Develop or enhance courthouse security, emergency response and continuation of court services plans andprocedures.

INTERNET ACCESS (0 )

Provide internet access at the courthouse to lawyers or the general public.

NO CONTACT ORDERS (0 )

Review procedure and criteria to drop no contact orders.

Jail Facility & Planning

NEW JAIL DESIGN (5 )

This is a one-year goal of completing the program development phase of the facility development process.This phase of the project includes functional programming (operational principles, scenario building, standardsreview and staffing analysis) and space programming (adjacency diagrams, design criteria, square footageneeds and site evaluation).

REPLACE CURRENT FACILITY (0 )

This is a long-term goal of replacing the current jail.

Mental Health & Substance Abuse

ACCESS TO EVALUATIONS (8 )

Improve access to timely mental health and substance abuse evaluations for jail population and connectindividuals with necessary treatment upon release.

CRISIS INTERVENTION TEAMS (3 )

Develop implementation plan for crisis intervention and/or mental health training for law enforcement.

MENTAL HEALTH COMMITMENT PROCESS (1 )

Discuss potential abuses and gaps in the current system.

LOCATION FOR MENTAL HEALTH CLIENTS (0 )

Identify or develop location in the community (besides jail) for mental health clients trapped in the criminaljustice system.

ADVANCED CORRECTIONAL HEALTHCARE (0 )

Expand hours of and access to contracted services.

DATA COLLECTION (0 )

Improve collection and sharing of information regarding prevalence of mental health issues in the jailpopulation.


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ELECTION OF OFFICERS / COMMITTEE APPOINTMENTSThe Commission then began the process of electing a Vice-Chair in accordance with the by-laws. DistrictJudge Gary McKenrick was nominated by Brian Guy and elected as Vice-Chair effective January 1, 2011,

when Sheriff Rick Lincoln elevates to the position of Chair. Following this vote, committee chairmanships werebriefly discussed. The Commission decided to retain County Attorney Mike Wolf, Sheriff Rick Lincoln and Kim

Ralston as chairs of the Alternative Sanctions, Jail Facility & Planning and Mental Health & Substance AbuseCommittees, respectively. Departing Chair and District Associate Judge Phil Tabor was then appointed tochair the Court Issues Committee. An organizational flowchart summarizing these actions is included below.

MEMBERSHIP CONTACT INFORMATION

An updated membership roster containing contact information and committee assignments was thendeveloped. This contact list is maintained in the CCJCC Coordinators office.

ChairSheriff Rick Lincoln

Alternative SanctionsChair:

County AttorneyMike Wolf

Court IssuesChair:

Hon. Phil Tabor

Jail Facility &Planning Chair:Sheriff Rick Lincoln

Mental Health &Substance Abuse

Chair:Kim Ralston

Vice-Chair:

Hon. Gary McKenrick

Coordinator

Brian K. McKenrick


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2011 MEETING SCHEDULEThe Commission discussed maintaining the same regular meeting schedule, meeting on the fourth Thursday of

each month from 4:00 to 5:00 p.m. Due to conflicting holidays, some months depart from this regularschedule. The actual meeting dates and times are identified below. All meetings will be held at the ClintonCommunity College Technology Center located at 1951 Manufacturing Drive, Clinton, Iowa, unless otherwisenoted.

January 27, 2011February 24, 2011

March 24, 2011April 28, 2011May 26, 2011

June 23, 2011July 28, 2011

August 25, 2011

September 22, 2011October 27, 2011

November 10, 2011 (From 8:00 a.m. to 5:00 p.m.)December 22, 2011

FY2011-2012 BUDGET PRESENTATIONA brief, draft presentation of the budget proposal for the fiscal year ending June 30, 2012 was made by

Coordinator Brian K. McKenrick. A summary of the revised proposal, approved by the Commission onJanuary 5, 2011, is incorporated herein as Appendix D. A summary of the final FY2012 budget will beincorporated into this report upon its approval by the Clinton County Board of Supervisors. Please contact theCoordinator for a copy of the full budget proposal or any previous versions.


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APPENDIX A: STRATEGIC PLANNING SESSION AGENDA

Annual Strategic Planning Session

AGENDA

DATE: Thursday, December 2, 2010

TIME: 8:00 a.m. 4:30 p.m.

LOCATION: Clinton Community College

Room 139

1000 Lincoln Boulevard

Clinton, Iowa 52732

8:00am Opening Remarks

8:30 to 9:00am Year in Review

Affirm the purpose of the CCJCC. Reflect on accomplishments.

9:00 to 10:00am Review/Amend CCJCC Design & Procedures

10:00 to 10:15am BREAK

10:15 to 11:00am Review/Amend CCJCC Design & Procedures (cont.)

11:00 to 12:00pm Review Goals from Previous Planning Session

12:00 to 1:00pm Working Lunch

1:00 to 2:00pm Goal Setting

Compare past goals and set new goals for upcoming year. Begin process of prioritizing into one- and three-year categories.

2:00 to 2:15pm BREAK

2:15 to 3:00pm Goal/Issue Prioritization and Ranking Review (cont.)

3:00 to 3:30pm Committee Responsibilities

3:30 to 3:45pm Election of Officers


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3:45 to 3:55pm Update Membership Information

3:55 to 4:05pm Set Regular Meeting Times for 2011

4:05 to 4:25pm FY 2012 Budget Presentation

4:25 to 4:30pm Closing Remarks

Additional Comments:


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APPENDIX B: STRATEGIC PLANNING SESSION PRESENTATION

CLINTON COUNTY

JUSTICE COORDINATINGCOMMISSION

2010 Annual Strategic Planning Session

Introductions2



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Todays Agenda3


Todays Agenda

8:008:30

8:309:00

9:0010:00

10:0010:15

10:1511:00

Opening Remarks

Year in Review

Affirm the purpose of the CCJCC

Reflect on accomplishments

Review/Amend

CCJCC Design & Procedures

BREAK

(cont.) Review/AmendCCJCC Design & Procedures

4



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Todays Agenda

11:0012:00

12:001:00

1:002:00

2:002:15

Review Previous Goals

Working Lunch

Goal Setting

Compare past goals and set new

ones.

Begin process of prioritization

into 1-year and 3-year

categories.

BREAK

5


Todays Agenda

2:153:00

3:003:30

3:303:45

3:453:55

3:554:05

4:054:25

4:254:30

(cont.) Goal/Issue Prioritization

Organizing the CCJCC:

Committee Responsibilities

Election of Officers

Update Membership Info

Discuss 2011 Meeting Schedule

FY 2012 Budget Presentation

Closing Remarks

6



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How is the CCJCC doing as it relates to

Year in Review7


Year in Review


8

Seven Critical Elements of a Successful Partnership

Leadership

Broad-based Membership

Community and Justice System Agency Support

Clear and Achievable Goals

A Team Approach

A Long-term View

Information-driven


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Year in Review


9

Typical Functions of a Justice Coord. Commission Should focus on Policy and Program level planning.

Operational planning belongs to the assigned agency.

Meet the entire system needs, not the individual agency,

(although that can result)

Devote time for planning to plan

Remain neutral, credible and stable

Ongoing self-evaluation

Maintain independent functions of each agency

Taking a look at our

Mission Statement & By-Laws

Review CCJCC Design & Procedures10



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Review CCJCC Design & Procedures


11

Do we need a vision statement? Vision statements provide a statement of values and

philosophy as opposed to the goal-centric focus of

mission statements.

Could help articulate Clinton Countys correctional

philosophy and guide each committees work in

effecting that philosophy within specific issue areas.



12

Rules of Conduct During Meetings

One person speaks at a time.

No side bar conversations.

No cheap shots.

Work towards consensus.

Parochial interests are left at home/office.

All members have equal rank, authority and level of

respect.


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13

Rules of Conduct During Meetings (cont.)Meetings will start on time.

Meetings will end on time.

Members will come prepared.

Honesty should not be penalized.

Minutes and agendas will be assumed to be approved

unless a member raises objection or disagreement.

Group members will agree to police themselves and

point out rule infractions.



14

Rules of Conduct During Meetings (cont.)

When necessary, the agency or dept. replaces non-

involved members.

Agency proxy members are allowed to attend, with full

authority as a designee to the CCJCC.

One vote on behalf of each agency.

The Jail and the Sheriff are two separate entities, each

representative having a vote.

Meetings are open to the public, in general.


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15

Rules of Conduct During Meetings (cont.)Meetings will provide a safe environment for frank

discussion to occur.

The chair assumes speaker responsibility or assigns aspeaker on behalf of the group, as needed.

Method of adding/revising Commission rules

Must be on the upcoming agenda.

Must be discussed at a meeting.

Must be voted on and approved consistent with other

voting measures and procedures.



16

Workgroup Consolidation/Incorporation

Are there any other commissions, committees or

workgroups in the community that can and should be

consolidated or otherwise incorporated into the CCJCC

or one of its committees?


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17

Decision Making Process Defining consensus: We can live with the answer.

Are we comfortable with this method of decision-

making?

Are members committed to participating in these

meetings with an open mind and a willingness to

compromise?



18

Record Keeping

Are members satisfied with the level of record keeping?

Are agendas, minutes and relevant communications

reaching members adequately?

Do members feel that they are able to have their issues

and concerns heard in a timely manner?

Are public notices being made effectively?


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19

Agendas: Chair will authorize agenda items.

Any member can request an item to be placed on the

agenda for future discussion by contacting the chair or

by requesting the addition at a previous meeting.

Committee chairs should forward agendas and minutes

of committees to the CCJCC Coordinator for

distribution/posting as soon as possible.



20

Minutes will include:

Who is in attendance;

Date, time and location of meeting;

When the meeting officially was called to order andadjourned;

All motions and seconds, if required;

Results of any votes;

Items for action;

Timelines of or for completion of any approved action; and Description of the topics discussed.


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21

Posting/Distribution of Documents Documents will be distributed by email. Those members

without email will receive a hard copy by mail.

Agendas will be distributed no later than 72 hours prior tothe meeting.

Minutes will be distributed within 7 days of the meeting forwhich they were recorded.

All documents will be stored in the CCJCC Coordinators

office to ensure compliance with any applicable openrecords and open meetings laws.

Public notices will be posted at usual county-approvedlocations.



22

Transition of Members

New members will take the place of their predecessor

on the CCJCC and all committees.

When possible, CCJCC members shall provide notice

that they will be leaving the organization and provide

for the transition of files and documentation to their

replacement (if the person has been identified).

Chair and Vice Chair will assist and ensure that CCJCC

Coordinator orients new member to the mission andrules of the organization.


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23

Budgeting/Financial Management Budget requests will go to the full CCJCC for review

and approval. A monthly financial report will be

provided by the Coordinator at the scheduled meeting.

Current policy provides for the Coordinator to approve

all expenses.

Issues and goals identified and ranked by

importance during the Annual Strategic PlanningSession held on November 12, 2009

Review Previous Goals


24


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Issues and Goals


25

1) Mental Health Evaluations and Services forCorrectional Population

Have quicker access to mental health evaluations forinmates leading to expedited treatment.

Establish a mental health triage team.

Set up formal re-entry program from the jail tocommunity for mental health (and other) inmates.

Have mental health and substance abuse evaluationsavailable to inmates within one year.

Secure more comprehensive mental health serviceswithin the jail.

Issues and Goals


26

2) Limited Pretrial Release Options and Utilization

Defendant to meet with defense attorney within 48

hours of detention.

Reduce the rate of Failures to Appear (FTA).

Put diversion programs in place within six months to a

year.

Identify and expand use of pretrial release

alternatives (e.g. electronic monitoring).


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Issues and Goals


27

3) Ineffective and Inefficient Fine Collection Develop fine collection program and specialized

position to address the need.

4) Community Outreach

Open the lines of communication with the public and

community.

Gain more involvement from law enforcement agencies

with the community.

Issues and Goals


28

5) Time to Disposition

Reduce time from arrest to final disposition for

defendants.

6) Jail used as Placement for those suffering from

Mental Illness

Mental health issues will not be a reason to hold in jail.

Reduce the number of inmates with mental health issues

in jail.


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Issues and Goals


29

7) Inadequate Medical Services within Jail Standardize medical practices and offer care as

appropriate to inmates with verifiable needs.

Improve skill level of staff providing medical services toinmates.

8) Lack of Defendant Education

Educate defendants in a timely manner by making themaware of the court process.

Prepare checklist for defendants to better enable

them to follow the progress of their case in the process.

Issues and Goals


30

9) Interdepartmental Communication Barriers

Configure jail reporting to better enable the County

Attorney to track jail population and case progression.

Reduce jail time served for some defendants by

expediting case processing.

10) Increase in Prescription Drug Abuse Cases

Better educate CCJCC members about current crime

trends.

Better educate the public about current crime trends.


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Setting New Goals31


Defining Success32



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Defining Success


33

How will we measure our goals?

How do we define recidivism?

Previously agreed to three general principles:

An adult conviction for something other than an ordinance

violation

A conviction anywhere in the United States

Level of measurement based upon 1, 2, 3, 5 and 10 years

post-court ordered commitment (e.g. jail, prison or

probation)

Prioritizing Our Goals34



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Committee Responsibilities, Election of Officers,

Update Membership Information & Discussion of

Meeting Schedule

Organizing the CCJCC for 201135


Introduction of FY2012 Budget Recommendation

FY2012 Budget Presentation36



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Brian K. McKenrick, Coordinator

Clinton County Justice Coordinating Commission

Thank You37

Clinton County Courthouse612 North Second Street, Suite 103

Clinton, Iowa 52732

[email protected](563) 243-6210 [p](563) 212-5405 [m]


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APPENDIX C: PROPOSED AMENDED BY-LAWS


By-Laws

Article I

Name

The name of this Commission shall be the Clinton County Justice Coordinating Commission. It shall bereferred to as the Commission or as the CCJCC throughout these by-laws.

Article II

Creation

The Commission is created by the duly authorized representatives of the designated commission

members; and as reflected by the attached signature page.

Article III

Mission StatementImproving the justice system in Clinton County, Iowa.

Article IV

Structure

Section A: Membership

There shall be thirteen members of the Commission, eleven as a result of the position they hold and

two citizens of Clinton County as identified below:

Board of Supervisors representative District Associate Court Judge District Court Judge Sheriff Jail Administrator County Attorney Gateway Area Police Administrators representative Clerk of Court


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Clinton County Bar Assoc. representative Mental Health & Substance Abuse Coordinator Department of Corrections Probation Officer Citizen (city member) Citizen (county member)

The citizen member representing the city shall serve an initial term of three years and a term of twoyears thereafter. The citizen member representing the county shall serve a term of two years.

Remaining members shall serve on the Commission for as long as they occupy their position.

Additional members may be appointed as the Commission deems appropriate.

Commission members may designate one or more person(s) who may represent them at Commission

meetings. Designees shall have voting rights. Commission members shall submit a list of designees to

the Commission Coordinator. A Commission member shall not send a designee for more than three

consecutive meetings. Designees may only be changed by notifying the Commission Coordinator in

writing. Citizen members shall not be permitted to designate a proxy.

Any member of the Commission may recommend removal of any agency member whom they believeis no longer appropriate for membership. Lack of attendance by a member may be cause for removal

from the Commission. Removal and/or resignation of Commission members shall be submitted to the

chairperson and brought to a vote of the Commission.

Section B: CCJCC Coordinator

The Commission may employ a coordinator whose duties and qualifications are outlined in

Attachment A, (CCJCC Coordinator Job Description).

The CCJCC Coordinator shall be an exempt county employee who shall be subject to the rules and

guidelines of the Clinton County Employee Handbook. The CCJCC Coordinator shall be employed byClinton County but shall report to the Commission Chairperson. The county Board of Supervisors

representative shall assist the CCJCC Coordinator with personnel matters, office, records and budget

issues. The Board of Supervisors shall maintain the personnel file for the CCJCC Coordinator. The

Executive Committee and Board of Supervisors representative shall conduct scheduled performance

evaluations of the CCJCC Coordinator consistent with county practice.

The CCJCC Coordinator shall not have any voting rights.

Section C: Legal Influence of the Commission

The Commission is not a body that orders members to do anything beyond what any one memberhas the legal power to do as a part of their position. It can make system-wide policy through

consensus, which is reflected in the commissions adopted policies and procedures.


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Section D: Committees

Any Commission member may propose to the Commission the formation of standing and ad hoc

committees and recommend individuals to serve as chairs or members thereof.

1. Executive CommitteeThe Chairperson and Vice-Chairperson of the Commission shall comprise the Executive Committee.Any member of the Commission may attend and participate in Executive Committee meetings.

The Executive Committee shall be responsible for:

Developing Commission meeting agendas; Ensuring matters and assignments are ready, completed and prepared for Commission

meetings; and

Coordinating standing and ad hoc committees.2. Standing Committees

The following standing committees shall be established:

Alternative Sanctions Court Issues Jail Facility & Planning Mental Health & Substance Abuse

Committee Chairpersons shall be selected during the annual planning session for a term of one

year. No member may serve as chairperson of more than one standing committee at any given

time. However, individuals may serve as a committee chairperson for consecutive terms.

Members of standing committees may recommend additional individuals from the community to

serve on committees in order to broaden the knowledge base of the committee in the issue area to

be addressed. Upon reaching consensus, the Committee Chairperson shall extend an invitation to

the recommended individual.

3. Standing andAd hoc CommitteesThe Commission may authorize the formation of standing and ad hoc committees, to deal with

specific problems or issues. Standing committees and ad hoc committees shall report their

information and recommendations to the Commission.

Section E: Meetings

1. Meetings of the Commission shall be set by the Chairperson with input from the Commissionmembers and shall occur once per month. Notice of Commission, Executive Committee, standing

committee and ad hoc committee meeting times and locations shall be provided to all members

and duly posted in compliance with open meetings statutes.


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2. Minutes of the Commission meetings shall be documents and distributed to all members of theCommission. Minutes shall stand approved unless an amendment thereof is requested.

3. A minimum quorum shall be a super majority of 75% voting membership. Meetings may take placewithout a quorum, but no actions may be approved.

4. Recommendations of the Commission shall be made by unanimous consensus. If consensus cannotbe reached, a 75% vote of total voting Commission members shall be required to adopt policies

and procedures or any other actions within the scope of the Commissions by-laws.

5. All adopted policies and procedures or any other actions approved by the Commission shall beincorporated into the meeting minutes.

6. Commission Agenda/Support Documents A draft agenda shall be circulated to the Executive Committee one week prior to a

Commission meeting.

The CCJCC Coordinator shall be notified of any additions or corrections to the agenda nolater than 10:00 a.m. on the day the agenda is to be distributed to local media.

Email shall be the preferred method of distribution; if unavailable, documents shall bedistributed by fax or mail.

Agendas shall be posted at the county administration building, courthouse and law center. The finalized agenda shall be distributed to local media by email or fax no later than noon

on the Monday prior to the meeting or two business days before the meeting.

Agenda items for the annual planning session shall include: Review all rules for Commission operation; Coordinator annual report; Member annual report; Review of success and failures; Action plan for next year (goals and priorities); Initial budget proposal; Set meeting dates/locations/times; Grant review; and Election of officers.

Article V

Officers

Any voting member of the Commission may serve as the Chairperson or the Vice-Chairperson. Voting

members of the Commission shall select the Chairperson and Vice-Chairperson.

Section A: Chairperson:

Shall serve a term of one year expiring on the first day of each year; Shall preside over all Commission meetings and facilitate discussion therein; Shall be selected based upon discussion and volunteerism;


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Shall be the public spokesperson for the Commission or shall appoint someone to serve asthe public spokesperson;

Shall approve the agenda for Commission meetings and ensure timely delivery of same tothe CCJCC Coordinator for distribution;

Shall assist the CCJCC Coordinator in budget and expense review; Shall assist the Vice-Chairperson and CCJCC Coordinator in orientation of new members;

and Shall conduct performance evaluations of the CCJCC Coordinator with the Vice-Chairperson

and Board of Supervisors representative.

Section B: Vice-Chairperson:

Shall serve the same term as the Chairperson; Shall assume all the responsibilities and duties of the Chairperson in his or her absence; Shall elevate to position of Chairperson at the end of the Chairpersons term; Shall assist the CCJCC Coordinator in budget and expense review; Shall assist the Chairperson and CCJCC Coordinator in orientation of new members; and Shall conduct performance evaluations of the CCJCC Coordinator with the Chairperson andBoard of Supervisors representative.

Section C: Vacancies

In the event of a vacancy in the position of Chairperson, the Vice-Chairperson shall elevate to

Chairperson. In the event of a vacancy in the position of Vice-Chairperson, a special election shall be

held to fill the position for the remainder of the current term.

Article VI

Change in By-lawsProposed amendments to the by-laws shall be included on the agenda of a Commission meeting for

discussion and approval. Any action in response to the proposed change in the by-laws taken by the

Commission shall become effective immediately unless otherwise specified by the Commission.


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APPENDIX D: SUMMARY OF FY2012 BUDGET PROPOSAL

Description Amount

Personnel Expenses

Salaries of Regular Employees $ 48,759.00

FICA County Contribution 3,731.00

IPERS County Contribution 3,935.00

Employee Health Plan 14,820.00

Sub-Total $ 71,245.00

Operational Expenses

General Office Supplies, Stationery & Forms $ 1,000.00

Telephone Services 600.00

Miscellaneous Supplies or Expenses 200.00

Purchase of Equipment/Furniture 250.00

Maintenance of Office Equipment 200.00

Mileage/Meals Reimbursement $ 1,797.00

Sub-Total $ 4,047.00

Other Expenses

Education & Training 3,510.00

Jail Needs Assessment 15,000.00

Sub-Total $ 18,510.00

Total Requested Appropriation $ 93,802.00


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NOTES:


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