Fsn Meeting Minutes

FSN MEETING MINUTES OCTOBER 22, 2015 HOSTED BY DESCHUTES COUNTY

ATTENDEES Mary Barnes, Deschutes County; Judy Bell, Benton County, Lee Cummins, DOC; Liliete Frank, Lake County; Patty Gaskins, Douglas County; Mary Hunt, DOC; Janet Leep, Coos County; Bev Mills, Linn County; Amanda Mueller-Broome, Yamhill County; Tammy Sundin, Umatilla County.

OPENING

Tanner Wark gave us a warm welcome and thanked us for all our work. Tanner just returned from Roseburg, while attending the Latessa training, which was put on by Douglas County Parole & Probation. The group introduced themselves to Tanner.

REVIEW/ADDITIONS/CORRECTIONS TO JULY MINUTES

Judy thanked Patty Gaskins for taking over the minutes due to Kerri Humbert stepping down. There were no changes noted for the July minutes.

DOR - Nikki Bennett could not attend this meeting, however, she did want us to know there is a rebate going out to each county around November of this year. - Janet had an email regarding the 30-day letter which gets sent to an offender. According to DOR, when you send anything to collections, whether it is DOR or a collection agency, the offender has to be notified about the debt, either by letter, a statement or other options choosen. If you hand out a bill to an offender, or if you mail an invoice and it gets returned by the post office, you must chrono that and give a reason why it was returned, if you know. - Someone brought up a question regarding the age limit of an account, such as when you can’t turn it over to collections anymore. DOR says its 10 years. If it is older than that, you can renew the court judgment every 10 years. If the account is in the same cycle, it doesn’t matter how old it is because they haven’t been closed. It was recommended you run your discontinued fee report which shows you which accounts are out there. If you go back to 7-1-1996, you will get a lot of accounts. You can send anything $50.and over to DOR.

FSN MEETING MINUTES 10/22/2015 Page 1 OF 3 LEE CUMMINS - DOC - In the works is Service Request 2638, creating a designator for domestic violence cases. It is almost ready for testing. This is going to be very useful in identifying who the DV offender is, unless you have a specific caseload for this. When you do an F6 to create the designator, you will have to pick the sentences that are the validated sentences. You can pick up to 6 sentences in CIS, plus there is a field for a non-CIS offense in case the qualifying offense is a misdemeanor. If you close a custody cycle that was designated as a domestic violence, it will automatically close the designator. This is the third one of the few designators that Community Corrections uses. If you see the flashing “designator” sign, you can put your cursor on it and hit F4 and it will tell you what the designator is for. - The FSAP designator is for the Family Supervision Alternative Program. HB 3503 which was passed in the 2015 Legislative session, allows people to be in this program. It includes 5 counties: Jackson, Deschutes, Marion, Washington and Multnomah. It is a 10 year pilot program, designed to reduce prison population and prevent opening OSP minimum for female offenders due to the over-population problem. It went in effect January 1, 2016. - Multnomah has PO’s that do reach-ins in the institutions from Portland to Salem. They were having problems with connecting to their systems in order to make chronos on their offenders. This created an idea on how this could be done better. The institutions have agreed, if they have a way to make a work station or PC available for drop-ins, then the PO can sit there and enter chronos. That wouldn’t include your county if your county has mobile access. There will be a list of contacts within each institution should you want to do this. They are still waiting for the last of the contact lists. This group needs to remain small; approximately 50 people. If you chose to do this, you will need a User Authorization Form. An email from Jeremiah will go out regarding all this. - An operation system upgrade for the DOC400 will happen on Friday. Testing will be done Saturday morning to make sure the Doc Sum code works and that everyone can connect on Monday morning.

MARY HUNT - DOC - There was a problem with the DOR Collection Assignment form. Apparently Marion County created the DOR, then transferred the offender to Lincoln County. During this process, the program code number remained the same instead of changing to Lincoln County’s number. IT fixed the problem and there haven’t been any more issues. If you see that the program code is not yours, then IT needs to be notified. Janet recommended running a query and fixing it now instead of discovering the problem months down the road. - Hood River asked if Mary could create a new fee type for their MRT (Moral Recognitive Treatment). Our group voted against creating a new fee type and suggested that they use the Misc or Tx code since so many treatments come and go. - As of today, IT is not working on any of the FSN service requests. Since we have the most open requests, they should be getting back to us soon. Judy did a consensus mail-out to the FSN group, regarding a change on SR2682, requesting to have an edit to where the users cannot change the document type on a payment transaction. Everyone was in favor of changing the service request from disallowing change of the document type to disallowing ANY changes to a fee transaction. Once an entry is made, it will be locked. If you make a mistake, you have to use options like UPM, OPM, etc. to correct fee errors and make notes.

FSN MEETING MINUTES 10/22/2015 Page 2 OF 3 - Service Request 2558 is one that has been worked on and set aside. This request will allow us to have the option to print two payment receipts on one page. - The User Authorization Testing (UAT) service request on behalf of OACCD has been completed and Mary sent the approval. If all goes well this weekend, they will move the Departure Tracking next week. It is two extra fields when entering the sentence. When you go in and add the departure (upward, downward, etc) the sentencing guideline flag must be YES. You can’t departure from sentencing guidelines if you didn’t use sentencing guidelines. It seems like everyone is asking for this information. CJC needs this information to report to legislation. - FAUG has sponsored a service request to add the offender’s email addresses and display it on the Edit Offender Data screen. Currently, there is no room to display it on this screen but Mary is working with the programmer on this request. One possibility will be to add an email address link to F11-4-E from the Edit Offender Data screen. It has also been suggested that ITS create a new email address entry program similar to the telephone history program. We hope to be able to enter up to 80 characters. This request is currently in the analysis stage. Programming has not started as of yet. - FAUG also wanted to change how the offenders telephone history file works and displays on the Offender Data screen. They don’t like home phone or work phone listed, but instead, wanted it shown as Phone 1 or Phone 2 with the option of choosing the phone type, such as cell, message, home etc. When this request is completed, the telephone history file will continue to keep all the phone numbers the offender has had and the dates.

JANET LEEP – MANUAL UPDATE - The fee billing statement needs a new example in the manual. Last update was 3/18/2014. They have added the outcounts, so this will be in the new manual. Judy thanked Janet for thinking of this idea because it has helped her in getting the compact people and the unsupervised people to pay. Janet let us know that it is easy to customize the text on the billing statements. She suggested typing in “You are in violation of your parole and probation, by not paying your fees. Please contact your PO.” She has gotten so many people calling her when they read this! - Janet will be sending us and OACCD, the Fees By County report.

Membership updates – Review the list and email Heidi Grieser with any changes.

Round Table Judy asked for volunteers hosting FSN for 2016. She came up with: January 2016 – Hood River April 2016 – Linn County July 2016 – Yamhill County October 2016 – Deschutes County Next meeting: January 28, 2015 in Hood River

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