Montan Women's Prison Communications Plan
1. Management team meets weekly whenever possible. Minutes will be published for staff with exception of confidential information.
2. Operations manager meets with each department head individually weekly.
3. Management meets with offender representatives (Resident Advisory Council) once a month to disscuss issues and review spending requests.
- Meetings are attended by management team members, and inmate services, food services, and budget personnel.
- Meetings are recorded and the minutes are published for offenders and staff.
4. The interdepartmental team meets every other Wednesday and includes staff from all areas of the prison: chemical dependency, Phase I Unit, education, chaplain, parenting, medical, mental health, financial and records management, inmate services and security. Treatment team members meet on the opposite Wednesdays to discuss treatment needs and issues with offenders. These meetings are recorded and the minutes are published, excepting the confidential information.
5. Lieutenants meeting - deputy warden, security/operations and lieutenants meet Monthly. Minutes are posted; lieutenants brief correctional officers. Memoranda are generated to address policy or special program needs. Lieutenants are then required to pass information from the meetings to correctional officers during shift brief.
6. Warden and deputy wardens tour the building and meet with department heads weekly. The duty officer comes in for evening shift change and meets with evening shift lieutenants or calls in.
7. All-hands meetings will be conducted every six months with recommended attendance by all correctional staff. Awards such as empoyees of the quarter, services pins, and other notable accomplishments are recognized. A short question-and-answer session is included.
8. Incident reports are completed, distributed electronically and are available to all staff electronically. Management team members and department heads receive copies of all the reports.
9. Lieutenants conduct short briefings prior to the start of each shift. Specialized Lieutenants meet with staff monthly to discuss training and visitation.
10. Phase I Unit staff meets on Wednesdays to discuss offender progress notes, discuss counceling strategies and progress of Phase I Unit offenders and makes recommendations for offender phase changes.
11. When an internal task force is created to address a particular project (such as developing the theraputic community), an electronic bulletin board is created for suggestions and questions and answers. Task force minutes are published.
12. The theraputic community unit team meets monthly. Daily information is passed via e-Mail, facility log notes and staff briefings. The theraputic community team meets with senior coordinators from all housing units to discuss program changes, problems and ideas as needed or requested. Housing unit staff meets with the inmate structure board weekly. Unit Staff review and recommend room change requests, conduct level 4 peer-and staff Interventions, and phase reviews. Results of these meetings are posted in the facility log notes.
13. A community calendar is used to reach all staff on various shifts to notify staff of upcoming events.
14. E-mail also is used extensively to reach both day and night shifts and send out facility-wide information. All staff members have state computer network access.
15. The warden interacts with management team members daily via personal communication or e-mail. Regular individual meetings will be scheduled to address personnel issues, progress towards goals, supervision issues, and to solicit information and suggestions to assist team members in fulfilling their job responsibilities.
16. A monthly e-Mail newsletter to all MWP staff is published and includes minutes of MWP meetings that impact staff members' performance of their duties.
