Board of Directors Meeting Minutes

South Carolina Victim Assistance Network

January 10, 2008

Present:                                                          Absent:

Brett Macgargle                                              Dean Kilpatrick

Vicki Bourus                                                   Larry Bergmann

Rhonda Morgan                                              Gail Few

Saylor Fox                                                       Gwen Herod

Riley Bost                                                       Don Zelenka

Hope Blackley                                                            Mary Ann Stroup

Cassandra Keller                                             Luck Campbell

Margaret Frierson                                            Patty Patterson

Dottie Cronise

Ritchie Tidwell

Renee Mattox

Veronica Swain Kunz

Dolores Mendez

Ashlie Lancaster

The Board review and voted to approve Minutes from December 7^th meeting, with two amendments: 1) the Board took a position to object to the proposed legislation put forth by the Victim Services Coordinating Council with regard to changing Section 16-3-1555.

2)  AG’s Office Don Zelenka noted that in order to receive records from some Clerk’s offices for his cases, a Judge must sign an Order to get case files.

SCVAN Executive Officers were elected:

President – Brett Macgargle

Vice President –  Renee Mattox

Treasurer – Ritchie Tidwell

Motion to approve officers – Dottie Cronise

Margaret Frierson – Second

Voted  by unanimous vote

Executive Officers will meet every two weeks with Veronica and Staff.

Swearing in of New Voting Board Members:

Rhonda Morgan and Riley Bost were sworn in as voting Board members.

Ex Officio Membership:

Motion was made and approved by a unanimous vote to re-elect Saylor Fox to serve on the Board.

Proposed Legislation: VSCC:

Ashlie Lancaster discussed the Coordinating Council’s proposed legislation.  Decision will be made on January 25^th at the next VSCC meeting.

Problem: Post conviction agencies are not getting victim information from all prosecutors.

Victim Information Sheet would include the victim’s contact information, not the actual victim impact statement. Two different forms are being discussed.  The words “Victim Information Sheet” have replaced the words “Victim Impact Statements in the proposed legislation.”  What happens to the Victim Impact Statement?  Will Solicitors still forward those to post-conviction agencies?

We need to find out from the solicitors: Why do solicitors want this process to change? What do they need to help them improve their procedures? 

Hope Blackley believes, as a former solicitor advocate who handled this task, that one issue may be ‘work overload’.  The VIS must be forwarded to DOC after disposition, but they pile up.   When they have a week of time off from court duties, they attempt to catch up and forward the VIS to the DOC.  Then, it may take a month or two before DOC puts it in the system.

Greenville County has a comprehensive electronic system to share files and forward information.  Barbara Grissom has just won a major grant to install an electronic Victim Notification System.  Barbara Grissom may have information about the possibility of sending the VIS from solicitors’ offices to DOC electronically. 

One concern is that there is no process clearly worked out with the Clerks’ offices before legislation is passed.   Barbara Scott may need to be invited to the VSCC meeting to express her thoughts.

Renee: the Federal electronic system is one example of a notification system that works well.   Federal advocates log into the system, input victim data, and reminders automatically pop up regarding which victims need to be notified about pending criminal justice events.  Victims who do not have computers are still notified via regular mail.  An initial letter sent to victims has a pin number whereby victims may access the electronic system.   US Attorney Kirk Shirnek (SP?) developed an electronic notification system and can provide feedback and information.

Saylor: We are having problems with some solicitors forwarding information to post-conviction agencies.  Now we are trying to include 46 brand new “players” in this already flawed system.  Why not fix where it’s broken instead of adding another step that will likely be more complex?

Ritchie: Is there a consistent, written protocol in place for solicitors’ transmittal of victim information?

Dolores - Spartanburg’s Policy states they must forward VISs 15 days after they receive disposition file.

Victims often move even before sentencing and “drop out” of the system.  In those instances, victim information is not forwarded to the DOC.  Victims have a responsibility to update their information.  Most law enforcement agencies hand victims information alerting victims of their responsibilities regarding updating information.

BOARD RECOMMENDATION:  That the Coordinating Council move forward to analyze the issue of adding an electronic system to address a statewide comprehensive system of sharing victim information.  Possibly use a protected software program that will allow the information to be transferred from the Solicitor’s office.  Discern solicitors’ needs to improve the existing system.  Chief Justice Toal has stated she would like to develop a unified statewide electronic system.

SCVAN will formulate a statement to be reviewed and approved by the Board.

Ashlie Lancaster updated the Board about other pending legislation:

Increase the number of counseling sessions available to victims.  Victim now receive 20 counseling sessions, which are often not enough.  Victims may now appeal to the Board for an increase in counseling sessions in increments of 5. 

Allow SOVA to process compensation applications signed electronically to allow victims to apply for compensation online.

Certification Program – Office of Training and Certification would be housed in the Ombudsman Office, since they are a neutral third-party that does not offer training.  The VSCC would be the organization that approves training curriculum and sets training standards, not the CVO.  Agencies will forward their training programs to be approved by the Council for certification available through the Office of Certification and Training.  The Ombudsman will forward Training Notifications through a listserv.   Long-term advocates will not be required to attend basic training but will be required to get a number of continuing education credits within the first year, and each year thereafter.

Ritchie:  CVO was created for a different purpose.  It appears that two different missions are being mixed in one office.  CVO was created to provide feedback regarding barriers and challenges victims experience within the system.

Hope: CVO may recommend training needs based upon complaints received by their office.

The Council discussed where to house the Office of Training at great length and determined that the CVO was the most “neutral” place to house this new group.  There was vast opposition to the Office of Training being housed at SOVA.  The VSCC considered the fact that our current Governor was firmly against “growing government” and that he would oppose the Office of Training to serve as a “stand alone” agency.  This new Office will be considered as a mini division within the CVO office.  This will require adding additional FTEs to the CVO’s office.

Veronica: Will make a recommendation that the VSCC forward issues to be voted upon (when possible) for review by SCVAN’s Board in advance of meetings for their input.

Program Updates

Underserved Victims 411 grant:

Veronica Kunz provided a progress report to the Board.

Program Goal – train traditionally underserved citizens: Elderly, people with physical/mental disabilities and immigrant groups regarding Victims’ Rights.

A Steering Committee was developed which led to numerous further collaborations and training opportunities. Tom Edwards from DDSN has been very active as a Steering Committee member.

Will go to Spartanburg to present to the School for The Deaf and Blind.

Program Information will be added to the website.  Develop a brochure or a fact sheet to distribute at churches, business offices, etc.  Translate will do an article for us and will serve as a conduit for us to promote 30 and 60 second spots for TV/ Telemundo (Spanish TV Station). Victims’ Rights information will also be translated into Braille.

Hope:  Contact Charles Lane with the Governor’s Development Disabilities Council for potential trainings.

Email Susan’s powerpoint presentations to the Board

Recommendation:  Susan should film a presentation to post on our website.

January 31^st : Report due

Grantee Gathering – Jan 16 and 17

CVLN – Phase 4

Federal Enforcement Project will be extended through May.

Phase 4 blends the federal and state projects together.

Dottie Cronise will forward information about the tribal groups for outreach re Federal Enforcement Project.

Outside audit will be done with new auditor on January 16 – 19^th. 

January 15^th – report is due for the Bridge Grant (State portion of Crime Victim Legal Network)

Veronica provided an update about training provided by CVLN attorney to Assistant US Attorneys held on Dec 21.  Jason Buffkin will also provide training to Charleston prosecutors on January 24^th regarding victims’ rights and CVLN initiatives.

Veronica mentioned the article written in US News and World Report regarding the Federal Enforcement Project.

Victim Assistance/Advocacy:

Veronica and Vicki discussed meeting with representative from Family Court Administration regarding Charleston Family Court judges’ ordering domestic violence victims seeking orders of protection to attend counseling.  Judges are issuing “Supplemental Order for Battered Treatment Counseling” which contains a criminal penalty if victims do not comply.  Meeting was very favorable and we are awaiting a decision from Court Administration about how they will advise Charleston judges.

Break for lunch 12:15pm

Board meeting continues 12:40pm

Victims’ Rights Week:

Brett: Contacted Dr. Hayes with DSS.  DSS will try to match DJJ to commit to send people to VRW.   Margaret and Veronica will ask PPP’s new Victim Service Coordinator, Carol Woodard, for a similar commitment.

Veronica provided the Board with a VRW marketing plan

Ø  Conference workshops look great, diverse, many workshops for victims.

Ø  Working with Charleston Committee to identify trainers in the area

Ø  Flyers are being included in mailouts by PPP, DOC, AG’s Office and SOVA.

            *Take April Jordan off distribution list – no longer with Aiken County

Ø  Registration forms are currently at the printer and will be mailed next week. 

Ø  Contacted National Organizations to forward to distribution list     

Ø  OVC is forwarding information.

Ø  Want to target Augusta, Savannah, etc.

Ø  Recommendation – Kathy Prince at the District Attorney’s Office in Savannah to help distribute information in her area.

Ø  Working with hotel to expand exhibit space

Ø  SCCADVASA would like to assist with scholarships

Ø  ALCOA is sponsoring bags again this year.  Veronica is meeting with Alcoa representative on 1/23 to elicit further sponsorship.

Ø  Vicki Bourus will forward registration form to selected directors in GA, NC and FL, TN. 

Ø  A flier to be sent via email will be developed by Shannon.  We will put information in the body of the email rather than as an attachment. 

Ø  Veronica asked 1^st Lady of Tennessee, Mrs. Conte, to serve as Keynote Speaker.

Ø  Solicitor’s Advocate conference moved to next month, so many of those advocates will not be able to attend VRW.

Ø  Need to reach out to Mental Health agencies and DSS.  Ritchie will help with dissemination of registration forms/information.

Ø  Want to invite big donors to VRW – 1^st nights Reception, 2^nd night auction.  Use Alcoa as a base.

Vicki provided a SCCADVASA Legislative Update:

Ø  Create Domestic Violence Fatality review teams.  Regional sites will be identified where the reviews are held. Reports will be sent to a state board.  This initiative was modeled after Washington program.  Georgia experienced a 12% drop in domestic homicides.  Governor put a request for $100,000 in his budget for next year.  Legislation is being developed to protect those involved in the review process (doctors, coroners, law enforcement) to enable them to share/ discuss information openly. 

Ø  Allow judges to include animals in Orders of Protection.  Many women refuse to go to shelters because they don’t want to leave their pets. 

Ø  Strangulation of domestic violence victims would be added to the ABHAN statute to raise the crime to a felony charge. 

Strategic Plan

Revisited our Strategic Plan.  When we met in August, the Board determined the Plan would serve as our road map for the next few years.  Committees need to meet/communicate between Board meetings to work toward goals. 

Public Awareness Goal I:

Possible grants: Central Carolina (CCF) provides grants for nonprofit management / capacity building / board training

United Way provides grants for above initiatives.  Funding can pay to contract with PR firm to develop public awareness campaign.  Veronica will attend February workshop.

OVC created excellent PSAs re Victims’ Rights.  SCVAN will run them with VRW information as a tag line.  Contact Shani White with SC Broadcasters Association at 732-1186 for help in getting PSAs pulled from archives and broadcast.

            Recommendation: Should have open house gathering every year.

            Training Goal II

Hope Blackley will be coordinating with Victim Service Coordinating Council and help SCVAN fill in gaps in training (She is willing to help with this).

SCVAN needs to determine training needs?  First step: we can conduct an online training survey utilizing Survey Monkey, give feedback on what is needed.  Give update during board meetings.

Fundraising Goal III

We need to increase funding base.  Contact USC Business and Mass Communications Schools for interns.  Hugh Munn is head of School of Journalism.

Need some business minded people on our board. 

Veronica will to ask N. Charleston City Council to fund the conference.

            Hope suggested a celebrity appearance during the conference and will make inquiries. 

            Special events could raise money as well as increase awareness of SCVAN around the state. 

Recommendation:  Approach a popular, chain restaurant and request that they donate a portion of the night’s proceeds if we encourage our attendees to dine there.

Need a chair for Goal III.  Would like to find someone to chair this from the business community and sit on the Board and chair this committee.

Veronica put together a list of potential Foundation funding sources. 

Goal V – Organizational capacity of SCVAN

Cassandra Keller will chair this committee.

Either the United Way or the CCCF grants will also help meet this goal.

Ex Officio Membership:

Don Zelenka, Mary Ann Stroup and Gwen Herod will be considered for ex-officio membership by the Executive Committee.

Jami Goldman is moving and will not be able to serve as an ex-officio member.

Recommended potential ex-officio members from the business community:

Vivian Delgado Johnson (Hope)

Mary Ann Jacobs, Time Warner Cable (Margaret)

W. J. Frierson, Alcoa Corporation (Shannon)

Next meeting – During VRW - Program Membership Meeting– Program update/give annual report/ by-law changes/ door prize (approx 1 hour) – Possibly during SCVAN workshop?

Meeting Adjourned 1:50 pm. 

NEXT MEETING WILL BE HELD DURING VICTIMS’ RIGHTS WEEK

DATE TO BE ANNOUNCED

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