COMMUNITY RESOURCES FOR JUSTICE
Quality Council
December 12, 2012
10a.m. – 12 noon
500 Harrison Avenue
Meeting Minutes
Members Present: Daniel Cluff Jr., Heriberto Crespo, Steve Levitt, Rafael Medina, Gabriella Priest, Jean Wright
Members Absent: Leonard Andrews, Dick Guy, Adrienne Methot, Tim Perdue, Susan Jenness Phillips, Leslie Nelson, Tito Rodriguez
- Before Check-ins:
Dr. Coyle may/may not join us today – at the last meeting, it was noted he would attend.
Please note: Adrienne, Susan, Leslie, Tito and Dick Guy are attending the Advanced Management Training this week.
Len unable to attend; Tim out sick.
- Check-Ins:
Steve:
o Working on SQA audits and Walk-through’s of Adult SJS programs
o Exploring how best to standardize forms across SJS adult programs forms, where possible
Daniel:
o Fitchburgh program opened; has 4 residents, with the 5th client pending – the transfer of the 5th client is in transition
o Received 2 new referrals for Shared Living
o CS has 4 open beds
Gabriella:
o CJI hired a new Senior Associate, James Carter. He will be based in Portland, Oregon and will work on the PEW Juvenile Site in Georgia
o CS/CJI/SQA Collaborative – ICAP analysis completed and it was determined to move forward with an enhanced pilot after Quest.
o Working on the CS Client survey analysis - should be ready by the end of December.
o CJI looking into possible free online courses for staff development
§ Arizona State University
§ iTunes U
§ Users are able to access iTunes U via iTunes store
· Users do not need iTunes account, they just need to download iTunes software
· Users can choose type of course from a list of general resources
o e.g. TED courses
· iTunes also provides a list of academic institutions (Universities and Colleges) that offer free courses
§ Coursera.org
§ Offers free courses on various subjects
§ Course syllabus and description of course structure is provided
· May require pre-requisite/knowledge in subject area
· Provides list of suggested readings pertaining to subject matter
§ edX
§ Affiliated with MIT, Harvard ,Berkeley
§ College websites
§ Search/Look for “online courses” or “free online courses” after visiting a college/university website
§ E.g. Berkeley’s website
Jean:
o Submitted the CS Routine Monthly Reports for October; working on the CS Routine monthly reports for November. Anticipate having them completed by 12/20/2012
o Helping Heriberto with revising the Case File Review Checklist for Sargent & Watson Houses, and with Youth Satisfaction Surveys – SH and WH
o Assisting Steve with the data entry of comments for Adult Satisfaction surveys
o Other administrative tasks as needed
Rafael:
o The IT has completed the first rounds of computer upgrades and on task with preventive maintenance schedules
o Loved the free online courses for staff development
Heriberto:
o DEEC and DYS Monitoring visits for STS has been changed to January 16th, 2013
o CS Demographic Data has been entered. CJI now analyzing the data. As mentioned by Gabriella, the report should be ready by the end of December.
o Conducting SQA Monitoring Reviews and Walk-Through’s of youth programs
o FY 2013 Calendar of SQA Youth Services Monitoring and Walk-Through’s developed
o Busy with CPRs
Fishbone:
Group discussion to review the fishbone that we already completed to come up with a list of possible recommendations to address those challenges, and have that list completed at the end of the meeting and ready for Susan’s review and to be passed along to SMT.
The Communication issue identified was:
§ Limited awareness of CRJ News
§ Limited attendance at CRJ events/activities
The key causes: Location, Tools/Technology, and Staff
§ Location issues identified:
o not accessible to event (no transportation/MBTA)
o distance
o timing/giving notice of event
o time of day
§ Location possible solutions:
o Accessibility
§ Based on availability – carpool in CRJ vans
§ Car pool in rented cars/private vehicle
§ Coach bus if larger number of staff from one area wish to attend
o Distance
§ Change locations between central points that are accessible (highways)
o Time/Notice of Event
§ At least 5-6 weeks notice (helps to coordinate work schedules)
§ For example, there was good notice with the Holiday party – 2 months in advance
o Time of Day
§ After 6; 7ish for holiday/annual spring event
§ Be aware of shift change (3 or 4 p.m.)
§ Be aware of funders schedule (for open houses)
§ Avoid rush hours/sport events happening when scheduling special events
§ Tools and Technology issues identified:
o No annual/periodic calendar of CRJ Calendar of events
o Website not updated enough
o Word of mouth limited
o Blurber not updated and not read
o Newsletter production stopped
o Lack of pop ups/commercials in log-in, email area, data bases, staff area
o Staff use of technology – not educated in how to use
o Limited access to e-mails and/or website
§ Tools and Technology possible solutions:
o Establish a CRJ calendar of events on staff website
§ Both CRJ wide events and program specific
§ Post the online calendar in the programs
§ Designate advancement person to update website on a weekly basis
§ Note: while training is outside the realm of this project, QC also discussed how it would be useful to have an online calendar of all CRJ trainings; CS and Watson Academy both have calendars but aren’t accessible to all
o Place a quick fill in/RSVP form on the staff website
o Mail out invites for formal invitations (Rodman Ride, holiday party, annual event)
o Reminders can be placed on whereabouts/CS database, MMR database, Tech Request page, Facilities request page, email (on the white screen page of the above mentioned areas of CRJ web pages)
o Always indicate in an email when something should be posted in the program and placed in staff mailboxes
§ Actually putting it in the mailbox makes staff feel more like they were personally invited
o Website: Should be updated weekly and everyone should have password to CRJ staff area and should be reminded of it at staff meetings
§ Holiday party (1/11/13) not on website
§ Need clear instructions on who to contact to event information on the website
o Restart monthly production and distribution of newsletter
o Put videos on the website with announcements from staff who have participated in events
o Rodman Ride
§ Start promotion of Rodman Ride early – use of videos mentioned above
§ Use multiple pictures of Rodman Ride and/or special events to promote upcoming events – only one picture of Rodman on web – tons more available to show the multitude of people and ‘family-friendly’ area and possible fun you can experience
§ Announcements on how much money was raised and what the money will be used for; Thermometer on staff area website ( shows the target goal and how much was actually raised)
o Personal perspective in staff meetings
o Note: while this doesn’t relate specifically to events, QC that it would be useful to have introduction to staff and programs on the website blurber (program profiles, staff profiles on a structured rotating basis – creates community and connection)
§ Staff identified issues:
o Lack of satisfaction
o Lack of incentives & strategy
o Low morale/attitude ( buy in)
o Work schedule
o Lack of staff intra/interaction
o Lack of knowledge of emotional paycheck
o No management attention given to low attendance and awareness
o Limited word of mouth
o Other priorities (not enough time for attention)
§ Staff possible solutions:
o Raffles at event
§ In addition to CRJ items– think about items within available resources that staff would deem as real incentives: i.e. $20 gift certificate; 4 hours off (not charged to their benefits time)
§ Announce raffles with the event is announced
o Do not give out ‘star’ paperweight– certificate plus $20-25 gift card more valued by employees than paperweight
o Make announcements at staff meetings about being able to switch shift if you want to attend event
o Track who is attending and how many
§ Update staff after events (who went, what happened, volunteers, activities)
o Market events with fun descriptions (holiday party is on the 30th floor – spectacular views of the city)
o Staff acknowledgements:
§ CRJ Survey on staff acknowledgement – top two things desired by employees – (1) letter of commendation and (2) gift cards
· CS Model: employee of the month – CS chooses from thank you board, gives a check to that employee; program of the quarter;
· Other CRJ programs or buildings (i.e. Admin office) should adopt this staff acknowledgement model and should add a commendation letter as part of the process
o Pilot monthly staff socials at offices –wine & cheese?
§ Note: The group acknowledged that by ‘implementing’ action steps or solutions to tools/technology and location, it would in time address the issue of low staff morale. We could offer a specific a solution for improving morale – however, if communication is improved, then morale should increase.
These notes will be reviewed by the members who attended for additional revisions by Tuesday 12/18 and final draft to be ready by Friday 12/21/12.
Next Meeting: January 9, 2013 @ 500 Harrison Avenue
FY 2013 Schedule of QC Meetings handed out - to be emailed to QC members
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