SEIU District 1199 was made aware today that the Ohio Department of Mental Health and The Ohio Department of Alcohol and Drug Addiction Services have announced that they intend to merge the two agencies.

Management has stated there will not be any layoffs to bargaining unit members represented by SEIU District 1199 during this process. This is the first information we have and will continue to communicate any new information as we receive it. If anyone has any questions or concerns, please contact your administrative organizer.

1. Review of Last Meeting's Minutes

2. Rumor Mill

a. For Reasonable Accommodations and comfort/convenience issues contact James Clinkscale for now on. Best for employee to protect them to have it in writing and to have a formal process.

i. Training on this will happen eventually, end of Spring/beg of Summer.

b. Direct numbers

i. Business cards right now, some, just have direct dial numbers, for embedded counselors, if the counselor is out, they should put that on their voicemail who to call. Also the toll free number isn't on some of them, so if the consumer doesn't have long distance, they don't know which numbers to call. So talk to you supervisor first if that number isn't on there.

3. New Employees- Carried forward to next APC

a. What is the transition period for new counselors and/or the old ECs? Concerned with balanced caseloads between all new employees.

4. Confidentiality Issues- Carried forward to next APC

a. For counselors in ODJFS or other public places, keeping things confidential is very difficult. It is the Agency's decision to send them to those places, so whose responsibility is confidentiality?

5. Policies and Policy Training

a. Detailed training on job related polices by people who understand both the job/policy. Issues: New counselor training; expectancy of people to immediately remember EVERYTHING the moment after the policy comes out

b. Suggestions: bring back coaching and action plans as a way to build trust - per the DAG report. Please allow employees to know what to work on before they receive discipline with no communication from their supervisors about what needs to be fixed.

6. Having a "body" in the office at all times

a. Clarification: When this rule first came out, employees were told that if no one could be in the office, the office would close. Embedded counselors do not have to follow this rule, so it is being applied inconsistently and discriminatorily based on geography.

i. The need for coverage is being applied inconsistently all over the State; it is not necessarily applied differently based on whether the employee is in the field. ii. More than one office is requiring counselors to find coverage for leave before the leave is approved. This is a supervisory duty. No one present from management knew of this happening and are looking in to it.

7. Safety Concerns

a. How is management addressing the situation where a potential of danger from the consumer to the counselor exists? Where is the line drawn for unsafe consumers or consumers acting too inappropriately for services? b. Draft Procedure

i. Agency brought a draft procedure to look at. **I need to put that document into these minutes

1. If the employee has advanced notice, she should first talk to her supervisor, and hopefully the problem can be resolved at that level. If not there are several other steps listed on the procedure. 2. If the employee has no advanced notice and reasonable threat exists, the employee should cancel or reschedule the meeting

c. State Highway Patrol

i. The State Highway Patrol is only consulted once the Agency has spoken to the legal department.

d. AWARE

i. AWARE has a risk warning marker for cases. Most counselors do not know this, but they should be looking for it.

e. Training

i. In the past, there has been training on safety and dangerous situations ii. Union strongly suggested training on safety precautions, crisis de-escalation, et cetera. Agency will review and consider these suggestions.

f. Intake Home Visits

i. Not safe for anyone when the counselor does not know what he is walking in to. Even worse if the Agency sends two counselors in who do not know what they are walking in to.

g. Embedded Locations

i. The Agency has instructed people who are embedded to find out the emergency procedures for their locations. They need to go to the Office Manager and ask for all information like phone numbers, crisis plans, etc. If that does not work, the employees must tell their supervisors. ii. Supervisors should've talked to all embedded counselors about this already.

h. Define credible threat i. One possibility: A perceived threat based on counselor's professional opinion

8. Dates of 2012 APC Meetings
a. June 13; September 12; December 12

**Please see page 4 for a note about discussions had at the APC Delegate Caucus.

The following was provided by management:

DRAFT PROCEDURE - Advance Notice

When a staff person is required (business reasons i.e. staffing, appeal, etc.) to meet face to face with a consumer by whom they feel threatened.

(*define credible threat)

Contact their supervisor or management representative and advise of situation to obtain guidance; concern / credible threat, conversation or incident should be documented by credible (define) source Management representative will assess documentation and information to determine next steps Possible steps:

1) Peer (VRC or CA) sit in on appointment

2) Supervisor sit in on appointment

3) Request advice of Legal

4) Request presence of SHP

5) Determine other alternative for ensuring safety of staff

In instances that arise to the occasion, determined only by RSC Management, to require presence of SHP, the VRS will place a Risk warning on that case in AWARE with specifics on what is necessary to know moving forward, in service to the consumer.

Emergency - In the event of any emergency, any RSC employee should Dial 911

**Notes from Delegate Caucus (Management was not present during this discussion, and as such, the following is not part of the official APC meeting minutes): Organizer Amanda Schulte met with Kevin Miller, and discussed the DAG, among other topics. Director Miller was unfamiliar with the purpose of APC meetings, and a concern was expressed about whether there was a difference between APC and DAG. The Union does not see much of a difference, but the Agency disagrees. The Agency views APC as a place to discuss more specific, contract-related issues, and the DAG is more of a way to make changes Agency-wide. The Director views the DAG as new and innovative. He has since been invited to the next APC meeting. The Delegates are seeing the same issues that have been brought up again and again at APC meetings are the ones being addressed at the DAG. This makes them feel as though the issues brought up at APC meetings were not being taken back to the appropriate leaders of the Agency. The Union and Delegates believe that many things could have been accomplished already without the DAG had the Director educated himself on the goals and purpose of the APC meetings.

lAPC Meeting Minutes
April 18, 2012
SEIU 1199 and ODRC

Bargaining Unit: Josh Norris-Public Division Director SEIU, Emily Paine-Administrative Organizer DRC SEIU, Ken Confer- RN1 CRC, Chad Lee-Recovery Services ToCI, David Conley-RN1 CCI, Les Smith-CM MCI, African Grant-CM TCI, Teri Lovett-Psych/MR RN RiCI, Jeremy Estes-Psych/MR RN SOCF, Janice Vurginac-CM LeCI, Greg Morrow-CM ManCI, Sandra Smith RN1 MaCI, Pamela Kelly-RN1 LoCI, Patrick Powell- E Board CM LoCI, Lisa Leasure- CM NCI, Kevin Krenisky- CM Belmont, Rob Williams- CM LorCI, Donna Baker- CM FMC, Carl Bridgeforth- E Board CM PCI, Matthew Lemaster- Psych/MR RN PCI, Tara Rees- RN1 ORW, Sandy Gladding- Psych Ast II NePRE, Diana Aziz-RN1 HCI, Ed D'Angelo-E Board MaCI

Management: Al Lazaroff- OSC HR Director, Chris Lambert- Manager of Labor OSC, Charles Scruggs- LRO2 RiCI, Jamie O'Toole-Billingsley- APA OSC, Ginine Trim- Warden ORW, Shelly Viets- OSC BOMS, Stuart Hudson-Chief BOMS, Tim Buchanan- Warden Ross, Julie Loomis- LRO2 Trumbull, Rona Dorsey-South Regional Admin. (Units) OSC, Brian Byorth- North Regional Admin (Units) OSC, Dr. Robert Hammond- Chief Mental Health OSC.

UNIT

Ohio Plan-

Josh Norris asked what the conversations/updates where with the Ohio Plan. The morning caucus brought up what was discussed in the 2 prior meetings of the Ohio Plan- confusion. What was said at the Ohio Plan meeting was not disseminated to the Institutions. We heard at least 10 different versions just today (4/18/12). Steve Huffman assured us, 1199 and OCSEA that the correct version would be disseminated to staff and it has not been.

Al Lazaroff spoke that the initial meeting between 1199, OCSEA, OCB and DRC took place at the end of March and then the players met again about a week ago with Steve Huffman - Assistant Director of DRC in attendance. This was the outcome of that meeting:

· Coverage has been reduced for Case Managers and Sgts from 76 hrs a week to 68

· 1 Late night
· 1 Saturday a Month
· No Sundays for CM/Sgts.
· Religious accommodations will be made on a case by case basis
· M-Th- 13 hrs a day coverage

o Not to end earlier than 8 pm

· F- 8 hrs a day coverage
· S- 8 hrs a day coverage

o not to end earlier than 3 pm

· 1 Unit Staff is required for coverage whether it is a late night or weekend.
· Saturday every 4 weeks
· Unit Managers late night is until 8 pm
· Unit Managers to work 1 Sunday per Month and leave no earlier than 3 pm
· Schedules on page 14/15 of the Ohio Plan are not a Blue Print, just an EXAMPLE
· Flexible Schedules are encouraged and to be discussed at FPCs
· The Start time of 7 am is no longer locked. There is no locked start time.
· Insufficient staffing-will still be 1 late night/1 Saturday. Not force mandating/Not force OT. It's up to Warden to offer overtime.
· June 30th is the Target date for Full Agency

Josh Norris brought up examples of some Institutions where we already meet and exceed the 68 hours of coverage a week so why do we have to do anything, leave it alone. Al Lazaroff said that message is going out too.

Kevin Krenisky from BeCI asked if the UM is going to be covering the entire Institution on Sundays and the answer came from Al Lazaroff. He said that yes they will be covering the entire prison for Unit Management and it was a compromise to get rid of Sundays.

Sandy Gladding asked about Northeast Pre-Release and what is considered a unit for the purpose of their Case Managers. Al Lazaroff said that Northeast Pre-Release has about 600 inmates, and for purposes of the Ohio Plan and scheduling, that is One/1 unit.

Al Lazaroff said that the Draft will be coming out Friday or Monday. Once the Director is back in town and has approved the final draft. Al asked if there are any hang ups to advise Emily Paine or Josh Norris, and there could be a three way conversation regarding the concerns.

University of Cincinnati-

Jan Vurginac -Lebanon - brought up concerns about University of Cincinnati- changing schedules to meet the needs of University of Cincinnati and then they do not show. University of Cincinnati has been asking for information and then they never show. The major concern came from a survey regarding working conditions at the work site, supervisors etc. and then the form having the employees name on it with a number. Ginine Trim- Warden ORW- advised that University of Cincinnati compiles the data and that it would not be given out. Jan said that some employees responded with just no comment because they were fearful of retaliation because their names were on the forms. Jan asked if they use the surveys about offenders to shut down halfway houses.

Rona Dorsey said that there were two different evaluations and asked who gave them to the staff. Jan said that the Unit Managers gave them out. Rona said it was an oversight. Lebanon does excellent staff culture and Reggie never wanted this. There should have been no names on the forms. Jan said it asked for the names several times. Rona said she would check into it but no one else has raised concerns before. Jan asked if University of Cincinnati was paid to do this survey as DRC is in a budget crunch. Ginine Trim did say that because it is research, often they did not get paid. Al Lazaroff added that on the subject of halfway houses, the department was sending offenders inappropriate referrals to halfway houses.

ORAS-

Lisa Leasure-Noble-advised that at Noble they are doing ORAS assessments by teaming up 2 Case Managers weekly and are rotated out weekly. Every week, 2 new case managers are "up to bat" so to speak for the "new load of inmates" that are coming in or the ones that need the ORAS and/or PITS. In the last 3 months it has been 223. How do we balance it out? We do other inmates who are not in our dorm and others are doing guys who are in my dorm. Rona Dorsey said that she knows that it's split at Noble the staff half want to do it this way and the other half want to do it on what Inmate comes into which housing unit/dorm. She asked if a Back to Basics has been done. Lisa said it has been suggested so there can possibly be a meeting in the middle. Lisa said that she spoke with Mr. Taylor and Mr. Larose as well as brought the subject up at an FPC. She has asked for trial periods and even a backup plan to assist a Case Manager who has a large load of PITS.

Ginine Trim-Warden ORW- advised it is assigned by
Unit/Dorm. Kevin Krenisky - Belmont advised it is assigned by unit/dorm.
Charles Scruggs-LRO2 RiCI- advised it is assigned by unit/dorm.
Carl Bridgeforth-E Board PCI- advised it is assigned by unit/dorm.
African Grant- Trumbull advised that it is assigned by unit/dorm.
Rona advised it is different at Noble because of other complaints to management.
Tim Buchanan- Warden Ross- said it sounds like an unstable system.

Rona asked what would help. Rona thinks that the distribution of offenders when entering Noble needs to be evened out. She said that she will talk to Chris.

TWL-

Emily Paine asked when pulling TWL's do we notify the appropriate persons? Pulling from one prison to another? Should we be making an RN a TWL when we are 15 RN's short at the place we TWL that RN from and make that RN a TWL supervisor at another prison? TWL is for 10 weeks and anything beyond the 10 weeks has to be agreed upon.

Stuart Hudson Chief of Medical advised that the TWL from FMC to ORW, OSC did not even know about. He did agree that there needs to be a better job of notification of TWL's. He said it is easier to TWL an RN into a supervisory roll and back fill that RN's position with agency.

Recall List-

Stu advised that DRC is actively using the recall list when appropriate. He said that they do not know of anyone on the streets at this time.

1199 Positions- Staffing Mental Health-

Dr. Hammond said that almost all the openings have been posted-Vacancies that are continuous postings or set up for postings. "All Institutions have had their Mental Health TO list since February 2012. BE MINDFUL that this TO may not be what your prison currently looks like and we are not cutting your job to make it look like this. The Institutions TO will get to what it looks like through attrition, etc." I will encourage your Mgr. to go over TO with the MH Staff. We are getting away from Top Heavy. There could be a shift for example if a job is vacant shifting it from Psych Asst. II to SW 2/3 and vice versus. There will be tweaks, but do not worry about your current job.

Pam Kelly - London- London's mission is intensive outpatient and overtime with the movement of vacancies to London the program won't come until the staff is available? Dr. Hammond advised that is correct. Stuart Hudson said that MH has a set number of staff allotted and it is 432 statewide. Some institutions need more help in certain things. DRC might have to shift a vacancy to another institution.

1199 Positions- Staffing Medical -

Stuart Hudson advised that we are at a 14% vacancy rate for RN's statewide. Unfortunately, right now we are seeing a mass movement of our current RN's so it is slowing down the process of hiring. We have 9 Psych/MR RN vacancies currently.

Minimum Staffing Levels-

Matt Lemaster brought up that PCI Mgr gave the RN's something regarding the minimum staffing, but then withdrew it the same day. Without it, operational need cannot be judged. Stuart Hudson said that he talked with Tony, the Mgr. at PCI, and he said he was working on it. Stu has not heard from him, but he will call him at the end of the meeting today.

Dave Conley brought up that minimum staffing cannot be a philosophy. Minimum staffing is the number that you have to run with call offs. You don't have to have an RN work with the Doctor. You have to have an ER, Pill, etc. What can you get by with? Their idea is not full operations. Minimum needs to be clear cut when mandating. It needs to be cut/dry, not picking and choosing. Things have a time when they have to be done. Some things can get done tomorrow or the next day, not today or tonight.

Stuart Hudson said that OSC does not mandate that Institutions set a minimum staffing. OSC will canvass to see who has one and who does not. He did agree that being behind on ACA paper work does not constitutes a mandation.

Chris Lambert brought up that if a minimum is set, that vacations will be denied and this needs to be taken into consideration.

Dave Conley said to shut down your no essentials clinics and Shelly Veits agreed.

Matt brought up the Dialysis RN's at PCI. For about the last month/month and a half 2 of the Dialysis RN's have had to stay over for an Inmate who runs over a good 2 hrs. We are not sure if it's because the treatment takes so long, or because transportation is so late getting to PCI. They should be considered mandated, because they cannot leave. Stuart Hudson will look into this and get back with us.

Overtime-

Emily Paine brought up posting OT at FMC and other Institutions. She asked when the OT mandation and schedule would be posted at FMC. Stuart Hudson advised he was not sure, but he could call again. Emily asked what else could be done. It has been since January 2011 she has asked for this to be done. She has asked the LRO 2-Shane Poole, HCA-Darlene Smith, Yvette Thorton, Warden Pineda, Stuart Hudson Chief of Medical, Venita White-LRO 3, Chris Lambert Manager of Labor, and Al Lazaroff HR Director. Who else can she call to get it posted? Al Lazaroff said that just to give us some more time. Emily said it's been since January 2011. It needs to be posted by tomorrow morning. When asked, Donna Baker advised that as of yesterday, it was not posted, but the cabinet was bought and was put up.

Stuart Hudson said that he could not guarantee that it would be done by tomorrow morning (4/19/12). Emily asked why not as it is easy just to print off and tape up. Emily asked again why it's been 16 months who else can be called because she has asked all the appropriate persons with no avail, numerous times. Al Lazaroff said, "Well Emily why don't you call Director Mohr, or even the Governor."

Emily stated, "I will call Director Mohr. We are done here. " Emily ended the meeting with 10 agenda items left to discuss.

Emily stated, "I will call Director Mohr. We are done here. " Emily ended the meeting with 10 agenda items left to discuss.

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ODRC Case Manager Conference Call Thursday March 22, 2012 at 6 p.m. with SEIU District 1199 President Becky Williams, Secretary Treasurer Al Bacon, Public Division Director Josh Norris and ODRC Organizer Emily Paine- To discuss current issues around case managers, the Ohio Plan and weekend scheduling.

Please contact your delegate or Executive Board member for call in number and participant code.

This call is open to all case manager members of SEIU District 1199 within ODRC as well as all ODRC delegates and Executive board members. If anyone has questions or concerns please contact your delegate or Executive board member.

Bargaining Unit: Emily Paine-Administrative Organizer SEIU; Ed D'Angelo Executive Board Member-Madison; Patrick Powell Executive Board Member-London; Carl Bridgeforth Executive Board Member- Pickaway; Ron Mowery RN- Grafton; Ken Confer RN- CRC; Athena Diven Case Manager - Marion; Pamela Kelly RN-London; Tracy Calloway Recovery Services - Dayton; JoAnna Ward RN- Ross; Connie Starner RN1- SCI; Gary Merryman RN1- Belmont; Tara Rees RN1 - ORW; Nancy Greathouse RN1 - FMC; Matt Lemaster Psych RN - PCI; Chad Lee Recovery Services -Toledo; AJ Gerlick RN1- OSP; Teri Lovett Psych RN - Richland; Darryl May Case Manager - Madison; African Grant Case Manager - Trumbull; David Conley RN1 - CCI; Melanie Good Case Manager - Noble; Dennis Packard RN1 - SOCF; Derry Glen Case Manager - Allen; Rick Benner RN 1 - Lebanon; Diana Aziz RN 1 - Hocking.

Management DRC: Al Lazaroff- OSC Dir of HR; Chris Lambert OSC Manager of Labor; Venita White OSC LRO3; Rona Dorsey South Regional Admis. OSC; Byron Byworth North Regional Admis. OSC; Warden Tim Buchanan Ross; Jennifer Clayton Dir. of Nursing BOMS/OSC; Stuart Hudson Chief of Medical Services BOMS/OSC; Dr. Bob Hammond Chief of Mental Health OSC; Warden Ginine Trim ORW

1. Tele-Med Clinics-

The concerns over all are: quality of care, telephone orders, medication renewal, and new inmates. At PCI the ALP is covering PCI plus 3 other prisons. She has to make "dumpy charts" which is causing her to do extra clerical work on top of the other clinical work that she has to do. No one really knows how to do the Tele-Meds at the other prisons and she is getting no actual "face to face time" with the "new load" guys.

We know that Hocking is not getting an ALP, Ross is working from mostly Tele-Meds and having phone transcriptions. The issues and concerns with this is the Medical Department phone transcribing Psychotropic Medications. DCI has the same amount of staff yet the population has increased and changed. Richland has 350+ inmates in medications and they are all being seen by Tele-Med. Some have not been seen in over a year by an actual ALP.

Dr. Hammond advised that all prisons are scheduled to get an ALP. Tele-Med is here to stay but the amount should shift and be decreased. DRC has been meeting with ODMH and DYS about recruiting and retention issues of Psychiatrists and CNPS (ALPs). DRC is trying to be creative about what incentives can be offered. They are also hitting the Universities in pipelining and recruiting. The most severe inmates will be moved to certain prisons with ample staffing. 2012 should be better, but it will take much of 2012 to improve.

Dr. Hammond also advised that London has staff positions that are being created and postings in the works, but it takes time. Mr. Lazaroff asked him what types, kinds of jobs, and positions. Dr. Hammond advised SW, Psych Assistant, and Psych RN.

Dr. Hammond advised that for those places with no ALP there is no quick fix, but someone should be coming to RCI soon. Hocking should not be having inmates on psych meds. CCI has slated beds for IOP openings. DCI will have 8 postings with IOP. The time frames for those postings are "all over the place." It is a 3 step process- 1st the layoff process has to occur; 2nd is approval for PSMQ's on certain jobs; and 3rd is posting. The process is currently in the 2nd step of the 3 step process. The manager for example is clinical to assist with weekend coverage.

Emily Paine asked for Dr. Hammond to call the ALP at PCI to see what can be done to assist her since it is so hard to recruit and retain ALP's, we need to see what we can do to assist her. Emily also asked that those RNs who were displaced out of the Psych/MR RN classification to stop being called to Mental Health to help assist with Tele-Meds and such other details. They no longer work in MH and should not be utilized as such. Mr. Lazaroff and Mr. Lambert will look into and get back with Emily.

2. Scheduling MH

DCI Coverage- Due to the increase of population and change of the population, will there be more staff? Also what cluster is DRC in?

Dr. Hammond advised there are no clusters. He advised this several times- THERE ARE NO CLUSTERS. DRC has asked for volunteers, but use exempt staff when no one volunteers, or is available. Per Dr. Hammond it is a strictly volunteer. If you do volunteer to do coverage, it is overtime, plus mileage if a state car is not available per the DRC Policy, clock in and out, etc.

Medical

1. Charge/Lead/Resource RN-

We asked that it be defined. On the "streets" this position is a one where the charge nurse is paid more. We do not supervise peers. We are taking call offs and should not be.

Ms. Jenny Clayton advised that call offs not to be bargaining unit work and 1199 members are not to do it. She will re-advise the HCA's. She said that she only hears from 1/3 of the State on this issue and nothing really from the other 2/3rds. "I don't want to dictate how to schedule or force how the rotation should be. You don't want me to do that." This position varies from prison to prison and some won't even need it and should rotate it fairly.

Delegate Tara Rees gave an example of if you bring up that you contact the HCA (who is on shift) with a concern, shouldn't they deal with it rather than bounce it back to the lead nurse to deal with? Ms. Clayton advised to work as a team.

Delegate Dave Conley advised that it could be because the title could be the problem. Why have a title at all. We want to work with our HCA's to setup to get a team atmosphere why even have titles? There is a disconnect between the line staff, HCA, BOMS, Dir. Nursing, Deputy Warden, Warden, etc. Ms. Clayton advised Dave that he could be right. We can communicate better and she will cover it again at the HCA meeting. She said that they have been trying to communicate better and started educating the HCAs and nursing supervisors 6 months prior to the change. Ms. Clayton advised that if something is happening that shouldn't be, like the call offs, shoot her an email. She has no problem with that. Jennifer.clayton@odrc.state.oh.us

Delegate Matt Lemaster advised DRC took away something because it was not valuable/needed, but DRC brought it back because it was needed. HCA's and nursing supervisors need to step up and take these roles, they are not. Ms. Clayton advised that "it is what it is."

2 and 3 Assignments and Chronic Care

Delegate Matt Lemaster asked if Chronic Care is a post. Ms. Clayton advised it's unique because it needs specialty training. Mr. Lambert advised that an easy fix would be to make everyone work it. Emily advised you can't force RN's to work where they are not clinically sound/comfortable. Matt said it's not rotating. Ms. Clayton said she can tell the HCA at PCI to rotate those who want to work it. Mr. Lazaroff said that the HCA's need to know that Chronic Care is not a post. Emily said that all RN's who want to work an area need cross trained. Delegate Jody Ward advised that Ross it is not rotated out. Ms. Clayton said that rotation varies by institution. Delegate Chad Lee said that HCA at Toledo is not willing to rotate the Chronic Care or any assignment for that matter. Ms. Clayton said to Chad Lee that there are two sides to every story, but everyone should have the ability to go to CTA, or another institution for cross training and shadowing. Delegate Chad Lee advised that the HCA chooses RN regardless of seniority and others interested are not rotated in the monthly rotation. Ms. Clayton advised that she will cover at the HCA meeting.

4. Overlapping Count-

Hocking - RN's are working counting tools, narcs, ER, pills, and not getting paid OT if it takes longer to count. Refusals have been made. Mr. Lambert advised that you have to communicate with the supervisor about what is going on. You have to have the paperwork filled out for internal audit purposes. Delegate Diane Aziz advised that the HCA does not want to be called at home for prior authorization, or to know what is going on.

Mr. Lazaroff advised that the Prior Authorization form does not mean that your supervisor needs to know beforehand. It means your supervisor understands there is OT that occurred. Not to get pre-approval. Authorization -the unauthorized list means personnel do not know why and when you fill it out and when completed they know why. The solution is to fill out the form.

5. Pharmacy

The turnaround is not good. If you put a request in after 11a.m. it is 2 days for non-formulary if it is not in night stock: example Seroquel. Delegate Nancy Greathouse brought up the lack of communication around the changes to pharmacy with an example to non-formulary insulin. The doctor didn't want to deal with it and said he "would deal with it tomorrow." Ms. Clayton and Mr. Stuart Hudson said they would call Dr. Green directly after the meeting. Nancy said that the pre-authorization form is something that she didn't know about that OSC needs completed. Ms. Clayton and Mr. Hudson said that Nancy is not to fill out that form, the doctor is and that is the correct way to do things. There are changes to pharmacy now and it is the proper way. Things were not being done the correct way before. Nancy said that if we are lacking in policies, it should be communicated to the staff. Ms. Clayton and Mr. Hudson said that Ms. Yvette Thornton meets daily with pharmacy every morning to discuss issues.

Delegate Rick Benner from Lebanon had concerns with them losing their Pharmacy. Ms. Clayton advised they added an LPN to assist with those duties and are adding a RN to the TO as well.

6. Phlebotomist-

Hocking has many issues and several mistakes. They have advised the HCA. Ms. Clayton will speak to the HCA. Mr. Hudson advised that the HCA can remove contract employees at WILL. They can call Columbus/OSC.

7. Agency/Vacancies-

RN's-Where are we with the vacancies? What is the number of vacancies? What is the number of agency? Mr. Lambert gave an Excel sheet of both prior to the meeting. Will DCI receive more due to the increase in population and the change in population?

Mr. Hudson advised that all vacancies have been approved and no funding has been held back. 60 positions have been held back since Nov. 2011. Most have "pools" of applicants, but they are not screening them. They are just sitting on someone's desk waiting to be screened. Mr. Lazaroff said that the recall list is slow, even with recalling PO's, RN's, and OCSEA positions.

Mr. Hudson will send us the number that has been posted, where they are posted, the number in the "pool", where they are, and where the prison is in the hiring process. The list that Mr. Lambert gave is not correct through no fault of his per Mr. Hudson. The PNs with a 2008 number are not good PNs. Mr. Hudson and Ms. Clayton are going to review the list and in the next 2 weeks get back with 1199 with new lists for Medical and Mental Health RN positions.

8. Scheduling/Mandating/Overtime-

Management is not posting a 30 day schedule 14 days in advance of that 30 day schedule. Management is not rotating the OT per the contract. Management is not following the mandating process. Why not? Why aren't schedules posted when most if not all are set? Why isn't OT posted? Why isn't there pre-mandating being utilized at FMC and PCI as examples?

Ms. Clayton said she will check with Ms. Thornton at FMC and the HCA at PCI on these issues. She realizes the RN's are the back bone of every shift. Mr. Lambert advised that he will look into as well and get back with 1199 in 2 weeks. Emily said that it's always told to the Bargaining Unit that it will be looked into. An example is FMC-we will look into and it's never fixed. It was discussed at Mediations in November and December in 2011, and January 2012.

9. QIC/QA

Why do we QA ourselves on our own work? Why the QIC work is farmed out?

Ms. Clayton advised that we want you to QIC your own work. We want the RN to see their mistakes. The QIC is more than indicators.

10. Utilizing LPNs

Mandating, Pill Call, Dr. Sick Call, Not taking direction from RNs

Ms. Clayton said it is a clinical scope of an LPN's practice to take direction from an RN. She said to talk with the on shift nursing supervisor and/or HCA. She will address at the HCA meeting. Delegate Tara Rees asked what if it is a constant. Mr. Lazaroff advised to write an incident report regarding this issue then.

11. Lunches

Working 8.5 hours, but not getting the ½ hour uninterrupted lunch. Mgmt. refusing to sign the appropriate paper work to receive payment for ½ hour lunch. Making staff work during lunch - example- Emergency RN to carry phone during lunch break, or at minimum staffing in medical so unable to leave area.

Mr. Lambert said he will speak to those prisons on the appropriate actions and working lunches. Emily advised that if employees are required to carry the emergency phone or unable to leave the area, they are still on the clock and need paid for lunch.

12. Recovery Services

CIIC Document- Delegate Rick Benner quoted that it reads 65 Full Time positions for the entire State.

Mr. Hudson advised that there are to be no reductions to Recovery Services. The Recovery Services positions are paid from the GRF (general revenue funds/tax dollars) and from the Inmate Telephone Revenue. Two prisons being deemed Mega Re-Integration prisons. People might be moved around, but not cuts.

1. Case Manager/Records Office Duties-

What duties are going to be absorbed by what staff?

Ms. Rona Dorsey said that they have talked with Wardens, UMAs, UMs, and Missy Adams with a Power Point to show the impact of the Records Offices closing. The impact to Case Managers is minimal per Ms. Dorsey. Warden's AAs will do detainers. Case Managers might be contacted more to get signatures on paperwork, but not more than they are doing now.

Mr. Lazaroff said that the cashier's office/staff will do the majority of release duties. Its OCSEA work, it always has been.

Delegate Melanie Good from Noble had concerns about HB 86. Ms. Dorsey said that Portal Screens came down today, but is currently being entered manually. Melanie advised if the Judge does not mandate who determines the programming? Ms. Dorsey said that either the inmate is eligible or they are not. If the inmate is risk reduction eligible, then as a Case Manager Professional, determine appropriate course of action. Then if the inmate remains compliant, you send the letter to BOSCO. DRC does not send the letter to the Judge saying release the Inmate. The Judge decides that. Melanie said that concern is without the programming being deemed by the Judge, how is the consistency being maintained? Ms. Dorsey said if you are the professional recommending programming, that's what we go with.

Melanie said that if you have 50 to date Risk Reductions, on a 3 Tier System with 5s, 4s Controls not eligible for HB 86 some stuff is still coming out. The inmate has to be compliant. The UM send the letter to BOSCO if compliant. Now the CM has to track for BOSCO who's to be released? Ms. Dorsey said that CM should be meeting with the Inmate to monitor the case plan, see if meeting date, and then notify BOSCO when closed. Melanie said that if CMs have to keep calculating and calculating what happens when inmates keep changing dorms or prisons?

Warden Tim Buchanan from Ross agreed with Melanie that it would be difficult to track. He asked if the PORTAL has a screen that a HB 86 release list can be generated and can be specific enough for prisons and housing unit. Ms. Dorsey said that, again, it just came out today on the PORTAL, so she needs to "play" with the screen and will let us know in 2 weeks.

Delegate Pam Kelly from London asked how long is the CM to keep the wait lists for the groups? Do the HB 86 guys get priority? Sometimes the wait lists can be 3 years. Ms. Dorsey advised that priorities are set by policy and they will be on the list by risk levels. It depends on where an Inmate is on the list, risk level, etc. There is a video conference planned to include legal, unit staff, management, and parole board in early March 2012.

2. The Ohio Plan

Staffing for Plan, Call Offs, Time off Coverage, Holiday

Mr. Lazaroff asked what type of alternative schedules that has been come up with in UM part. Emily advised that after deliberation with UM, the Public Director, reading Article 24.13; we will remain with weekends off.

Mr. Lazaroff advised "we can make you work weekends. We will just set a schedule and make it statewide across the board and be done with it. We won't give you any flexibility. You will work what we set."

Ms. Dorsey said, "I am surprised. I thought we had this all worked out."

Emily advised that, "No, we didn't have it worked out. We don't even have the most basic item to the plan which is staff. You can't work a plan if you don't have the staff. In April 2011 we were told there would be an increase to unit staff and again in June, August, and November 2011. We were told we would have all CM positions posted on 1/1/12. We don't have that.

It was also discussed whether or not that the schedules were going to be state wide, or institution specific. Mr. Lazaroff stated that "Each institution is different, so we don't want to set a state wide schedule. They can be institution specific or even unit specific because different units have different needs. Mr. Lazaroff was then asked to define what a "unit" consisted of. He answered, "A unit is 1 Unit Manager overseeing 500 inmates, with a staff of 2 case mangers with a caseload of 250 inmates each, and 2 correctional counselors."

Executive Board Member Patrick Powell-London asked "Where is the staff at"? Ms. Dorsey said that "We are hiring Unit Staff. RTF's were created and filled. They will be posted at the end of the month. We are trying to minimize those who have 400 to 600 inmates on their caseloads first." Mr. Lazaroff said that they are "creating and filling positions in Unit Management, it is a commitment by Director Mohr."

Emily - "HYPOTHETICALLY IF WE AGREED to the schedule in the Ohio Plan. It states no holidays. That's a contract violation. It's flexing to avoid the payment of overtime. Since DRC is deeming Case Managers the need to work the weekends, the OT is necessary because DRC is saying weekend coverage is necessary.

Ms. Dorsey - "No- weekend coverage is needed most of the time, not all of the time."

Mr. Lazaroff-"We are not mandating people for call offs or calling for overtime."

Executive Member Carl Bridgeforth PCI-"This concept is to include CO's because if it is a Unit Concept then it should." Mr. Lazaroff said, "Well if so then we wouldn't need Case Managers." Carl said that, "It's a fair question and deserves a fair answer." Mr. Lazaroff advised that," No they are not to be included."

Delegate Dave Conley CCI advised that it could be brought up locally at an FPC to discuss how to cover the 76 hours.

Delegate Rick Benner at Lebanon advised that they can't develop it because they don't have the staff for it.

Delegate Melanie Good Noble said what work needs to be done on the weekend? Please give legitimate examples? Ms. Dorsey said that "you should be out in the unit taking notes" and beyond that Ms. Dorsey could not define what work needs done.

Delegate Chad Lee Toledo said that "we can talk team all day, but the team concept is not really seen here."

Delegate Pam Kelly - London asked if it was going to spill over to MH, Recovery Services. Etc.?

Mr. Lazaroff said there are no plans at this time, but there are a number of MH issues that do occur on the weekends.

Executive Board Ed D'Angelo Madison - Is the UMA at Madison getting an Assistant? What about the Warden's Raise? Mr. Lazaroff advised that there is no UMA assistant. Also, did we really want to discuss the Wardens' raise.

The discussion was redirected to Case Manager and schedules. Mr. Lazaroff asked if we were going to make suggestions on scheduling. or should we they just advise the Wardens to make them. Emily asked about OCSEA and Mr. Lazaroff advised that they are not on board. Emily advised that IF, and it's a BIG IF, we agree to this, because right now we are not until we speak/hear from all Case Managers, the following would have to occur only AFTER speaking to the membership and deliberating: Overtime for anyone off for any reason, Holidays, 10's, 12's + a 4, flex time without prior approval and no forms, schedules not to be dictated by Ums, UMA, DWO, nor Warden, but done at an FPC/APC. No exceptions, no schedule changes done period without an FPC/APC. Mr. Lazaroff advised that he is open to Flextime discussion and alternative scheduling. Discussion was tabled until Emily has spoken to all Case Managers and will get back with Chris Lambert.

5. Caseloads

1/250 for Case Managers. What was the outcome of the focus group?

Ms. Dorsey advised that it is 1/250 for case managers. The outcome of the focus group is not completed yet, but will be out soon.

The meeting ended shortly after with no agreement on the scheduling for case managers. The Ohio Plan violates Article 24.13 Weekends. With further discussion that is shown above it also violates several other articles that the State does not believe that it does. SEIU and its Members believe in service delivery to the DRC population and contend that our Members have and will continue to maintain their service in excellence within the parameters of the CBA. SEIU and its Members are willing to work with Management but within the parameters of the CBA.

Management Items:

1. Justice Reinvestment Officers (JRO): Fact sheet distributed. Click to view

A. Special Assignments by geographic region - 8 regions that capture the areas that offenders are returning to. The two day training was completed on February 21st and 22nd.

B. Vision for the position is to provide courts with credible information speaking to the suitability of offenders for supervised release. This is an opportunity to help blur the lines between parole and the institutions. When an offender leaves prison there should be a cleaner transition between release and the community.

C. There will be 4 regional trainings through March where Director and Deputy Dir's will discuss new tier system, unit management, and blurring the lines between parole and institutions. Officers are invited to attend the meetings.

D. JRO incumbent will NOT be guaranteed to return to their original unit, but they are guaranteed to return to their headquarters and position. The project is a work in progress, so at this time it is unclear exactly where the JROs will return to at the completion of the assignment.

E. Union raised the question: Why were these positions canvassed so quickly while it's taking so long to recall laid off officers? Response: Management doesn't have control over recall process, and so can't dictate the speed of the recalls. Canvass for these JRO spots is an internal process, so the agency was able to speed it up in order to make the process more seamless.

2. Corrections currently has a budget deficit of $50 million. The Division of Parole and Community Services is NOT expected to help fill the deficit with more layoffs. No 1199 positions will be impacted. Exempt layoffs and reorganization discussed.

3. Voluntary use of time clocks at 770 W. Broad (Central Office):

A. One clock is already in HR

B. Proposal is to install 2 more clocks at entry points of building. Purpose is not to put people on a time clock. 770 W. Broad staff is moving to a self-serve Kronos timekeeping program. Eventually all staff will use self-serve timekeeping; time clock is meant to make officers' interface with Kronos easier: the punch made on the time clock will appear in the Kronos when staff access the program on the computer. If they prefer, officers working in Central Office may continue to enter start time into computer manually.

C. For the foreseeable future the use of time clock will be voluntary, but eventually all field offices will have clocks. No time frame for future rollout of clocks yet, and agency doesn't want the officers' schedules to be dictated by a time clock - it should continue to be a schedule worked out between supervisor and officer based on work needs.

D. Potential problems of overtime, inconsistent application of policy, and discipline discussed. Management urged officers to bring such problems to attention of delegates, present for discussion at RPC, or bring to attention of Central Office staff. If someone is being forced to work off the clock or to inaccurately report actual hours worked, incident report should be filed.

II. Union Items

1. Vacancy reports:

Positions for canvass: 2 Cleveland, 5 Chillicothe, 2 Akron, either 2 or 3 for Columbus.

2. Next audits will focus on over-supervision instead of under-supervision. Agency stands behind EBP and use of instrument to predict future violations and offenses. Moderate to high-risk offenders are where supervision should be focused. Chin stats are one factor in determining when to fill vacancies or where to put PN's, but court appearances, geography, and multiple other factors are used to determine when/where to fill positions.

3. EBP scorecard data entry is time-consuming for PO's; what remedies exist to fix the problem? Management explained that July 1, EBP scorecard will go away because at that point all the offenders will be in ORAS. Other meetings are scheduled to find ways to make system entries more streamlined. Scorecard isn't meant to reflect all the work an officer is doing, it's only designed to capture EBP data. Eventually FOT will be transformed so it will be web-based, no more tabs, other improvements. Will take about a year to move away from FOT, but will eventually be able to work on a laptop, desktop, or tablet. At that point FOT and ORAS systems will communicate with one another so multiple data entry won't be necessary.

4. Duty weapons in need of repair: Glocks are failing on the range due to worn out or broken parts. Weapons aren't being taken apart and inspected, and officers who are armorers aren't being funded to recertify, which prevents inspection in the field. Institutions will each have Glock 40 armorers, so if a weapon is malfunctioning, take it to an institution. In the meantime, there is a plan to move toward annual inspection of each weapon by armorers, but the inspection will not include complete teardown of the gun. * Mike Jackson will check into the feasibility of having PO armorers recertified in each region so they can do a complete teardown inspection at the firing range.

5. ORAS:

A. Reassessment doesn't require you to go through the entire interview - only question what has changed since the original assessment. Can be on a separate sheet of paper, or can use different colored ink on the original sheet.

B. In some regions, support staff are doing geographic data portion of ORAS, in others OSN's are doing complete ORAS interview.

C. Terminations - if an offender is due to be terminated, it isn't necessary to do the entire interview packet. Only do the reassessment that's necessary. *Mike Jackson will follow up with the regional administrators to make sure that they're not requiring the PO to do the entire packet again.

6. Hold orders for halfway house staff: Stems from legislation requiring either arrest authority being delegated to halfway house, or the parole authority being on call for arrests. If halfway house staff are arresting offenders without first consulting parole, it should be reported. The process allowing PO's to sign hold orders has been vetted by the agency's legal department, and is not a liability for the officers.

7. Body armor has been ordered for each PO, and if an officer is waiting for the new vest to arrive, the officer should continue to wear the old one - the "expiration date" is merely the date the manufacturer assigned to the vest for warranty purposes only. Police departments purchase used vests.

8. Who are the new training officers? Mike Jackson will get a list together to provide to the members, but if there's a specific question, contact Central Office.

9. New vehicles have been ordered by the division for officer use. They will be distributed to the regions and retrofitted locally. They'll be allocated based on need.

10. Next APC meeting will be held May 10, 2012.

Adjourned