Montana State Prison Communications Plan
1. MSP/MCE Communications Committee
This is a group made up of representatives from departments at Montana State Prison and Montana State Prison and Montana Correctional Enterprisee. Gayle Lambert, MCE administrator, and Warden Mike Mahoney endorse the work done by the committee.
2. Warden's division staff meeting
Every Wednesday morning at 8 a.m., staff members reporting to thewarden and deputy warden meet to discuss operational issues. A representative from MCE, DOC legal unit and the DOC accounting unit also attend this meeting.
3. General staff meeting
These meetings are held twice a month (every other Tuesday) and minutes of the meetings are kept and published for staff. Every staff meeting has an open question-and-answer period on any subject matter. Any MSP/MCE staff can attend these meetings.
4. Morning Briefings
These briefings are held Monday through Friday with the warden, deputy warden, security major and both associate wardens. These meetings take place every morning at 7:30 a.m. in the warden's office. Write-ups and incident reports are reviewed and potential hot spots or problem issues that require follow-up are discussed. Either the warden or deputy warden chair the meeting. Everyone has an opportunity to present issues before the meeting is adjourned. Other staff attend as needed to discuss issues requiring immediate attention.
5. Pre-service training curricula
Each member of the warden's management team is responsible for a module of instruction in the pre-service training program. This training is required for all staff.
6. MSP human resources newsletter - Personnel Personal
The human resources staff assigned to Montana State Prison publishes a monthly newsletter for staff introducing new staff and providing short articles on important personnel issues that have been brought to their attention throughout the month.
7. Monthly labor/management meetings
Gayle Lambert, the warden and/or deputy warden, along with Cynthia Davenport and the security major, meet with members of the E-board from the Local 4700 to discuss issues and concerns the union has regarding operations at Montana Correctional Enterprises and Montana State Prison. Minutes of the meetings are kept and posted on the union bulletin board as well as distributed via e-mail.
8. Monthly safety meetings
Designated staff from Montana State Prison work areas, Montana Correctional Enterprises, human resources and union representatives meet to discuss safety issues, accident reports and follow-up on safety inspections that were performed at the facility during the month. Minutes of the meetings are recorded and distributed to staff. The warden is the new chairman of this committee.
9. Unit managers meetings
On a monthly basis unit managers and associate wardens meet to discuss issues on housing units, security, and overall facility issues. As needed, other staff from laundry, food service, infirmary, etc., attend to discuss issues or provide information. Meeting minutes are completed and available for discussion with unit staff, command post, etc.
10. Shift commanders meeting
On a monthly basis, representatives from the three command post shifts meet with the security major to discuss security and facility-wide issues. Meeting minutes are copleted and distributed to staff for review.
11. Weekly human resource meeting
On a weekly basis the warden, deputy warden, security major, associate wardens, DOC investigative staff and human resource staff meet to discuss personnel issues, potential problem areas, etc. The meeting discusses confidential human resource and investigative issues for information sharing purposes and disciplinary actions. As needed, other supervisors or staff are updated on the discussion, or are delegated tasks to complete.
12. Individual work area communication
Unit managers, command post, department heads, etc. are continually encouraged to have short staff meetings on a monthly (or as needed) basis to pass down or discuss information. Information is also shared through emails, memos and various meetings that occur on a weekly basis.
13. Information tracking spreadsheet
For the various areas that report to the deputy warden, we are in the process of finalizing an information tracking spreadsheet that provides data on results of operations. These spreadsheets will be reviewed for output results, potential problems, etc. Once finalized, the information will be made available to facility staff.
14. Monthly warden/deputy warden memo
The warden and deputy warden will review the possibility of an updated memo to staff that will be posted throughout the facility. It would provide basic information of current events or items happening at MSP/MCE. Utilization of the MSP newsletter for this purpose will also be reviewed.
15. Communication by walking around
The warden, deputy warden, security major and associate wardens, as schedule allows, visit various areas of the prison on a weekly basis. The purpose is to talk with staff, ask questions, and pass information down. Staff and inmates also have an opportunity for questions and answers. A lot of communication on an informal basis occurs, as well as observation of activities within the facility. On a designated day of each week, the union president conducts a walk around talking to staff, addressing issues anf bringing issues for follow-up to MSP/MCE management.
16. Unit management team/unit housing inmate representative meeting
Monthly meetings are held by eachunit management team with an inmate representative to discuss issues, answer questions and provide direction. Information is also distributed to inmates by postings in the housing unit cell blocks.
17. Budget status meetings
On a monthly basis, DOC budget bureau staff assigned to Montana State Prison meet with appropriate MSP staff to review budget projections, expenditures to date and overall budget status.
18. Other sources
The facility utilizes reader boards, bulletin boards, housing unit postings and the Video Bulletin Board to provide information and updates of importance to both staff and inmates.
