What Keeps A Coordinator Up At Night or Should!

1. What Keeps A Coordinator Up At Night or Should! Rose M. Ewing

2. Session Overview • Ensuring Sustainability (Spend Other People’s Money $$$) • Coordinator Core Competencies • Performance/Outcome Measures • Community Mapping Exercise

3. What Do I Need to Know? • Budgets/Fiscal Management • Grant Writing • Administrative Oversight • Compliance Federal/State Laws • Drug Court Policies & Procedures • Efficacy of Treatment/Services • Evaluations/Outcomes

4. What Do I Need to Know? • Client Fee Systems • Local Interagency Partnerships • Community Partnerships • Nonprofit Organizations • Targeting Populations/Screening • Team Development/Transitions • Community Education

5. What Do People Expect Me to Know? • Subject Matter Expert • Team Trainer • Problem Solver • Consensus Builder • Community Collaborations • HUB/Glue Holding Team Together • Know Everything!

6. Sustainability • Create Sustainability Plan • Keep It Simple • One Year • Three Years • Five Years • Long Range Planning

7. Sustainability-State Strategies • Legislation and Appropriations (OK) • Statewide Sustainability Plans (NC) • State Certifications (Indiana) • Interagency Agreements (CO) • Court Assessments & Fees (NV) • Medicaid & Managed Care (NY) • Georgia-Funding?

8. Sustainability-Local Strategies • Funding from Counties/Cities (Tulsa) • Client Fees ($) $25/week=$80K (NE) • Local Interagency Partnerships (TCSO) (Probation Parole) • Community Partnership (Library)(Housing/Hennepin County, MN) • Nonprofit Organizations (CSC)

9. Sustainability-Beyond $$ • Piloting New Courts • Gender Specific Drug Court • Identifying New Target Populations • Veterans • DUIs • Team Development & Training • NADCP Planning Initiative • Tech Asst-NDCI, American University • Mentor Court Site Visit (NDCI)

10. Sustainability-Beyond $$ • Student Interns • Americorps/Teach America • Volunteers • Mentors (Vets) • Direct Referrals • Employment • Education (ABE) • Clothing • Food • Housing

11. Fiscal Accountability ($$) • Develop Budgets • Who Develops the Budget? • Who Approves the Budget? • Can you start with $0 Budget? • Bids/RFPs for Services? • Who/How Do You Select Vendors? • $Thresholds • Financial Reports • Annual Audits ($$) • Monthly Financial Reports • Georgia Requirements?

12. Fiscal Accountability ($$) • Participant Fees • Drug Testing Costs? • Drug Court User Fee? By Statute? • Supervision Fees? • Treatment Costs • Contracts • Client Co-pays • CASH vs. Money Orders? NO CASH

13. Fiscal Accountability ($$) • Fiscal Agent? • County? Court? Who? • Process for Purchasing • Purchase Orders vs. Checks • Who Signs Checks/Purchase Orders • Deposits? To Whom? • State Auditor Rules? Regulations?

14. Fiscal Accountability ($$) • Annual Audit • Public? Vs Governmental? • Federal Grants- A-133 Audit

15. Sustainability • State legislative Funding • County/City Funding • Non-Profit Partnership 501(c) 3 • Foundations • Civic Groups (Elks, Rotary) • Fundraisers (Warrior Dash)

16. Special Focus Funding • Transportation • Housing • Mental Health Services • Medications • Specific Populations (Vets)

17. Grants • Partner with Another Agency • Use Their Grant Writers • Collaborate & Write Sections • Ask for Copies of Successful Grants • Take Grant Writing Class • Just Start Writing!

18. Grants You May Have Never Heard Of • Access to Recovery (Substance Abuse) • JARC (Transportation) • New Freedom (Transportation) • Supportive Services for Veterans Families (Veterans) • Dollar General (Literacy)

19. Other Funding Ideas • State Legislative Appropriations • County/City Funding • Foundations • Service Organizations (Rotary, Elks) • Fundraisers (Warrior Dash) • Donations (parade)

20. Coordinator Primary Roles • Oversees Activity of the Team • Conducts Quality Assurance • Maintains Client Data • Manages Budget • Coordinates Services • Outreach to Community

21. Coordinator Competency #1Participates Fully as a Team Member • Planning • Schedules Planning Meetings • Helps Create Program Structure • Info Gathering/Research • Operational • Schedules Policy Meetings • Update Policy & Procedures • Arrange Team Building/Training • Conducts Regular Quality Assurance

22. Coordinator Competency # 2Court, Staffing, Client Management • Planning • Selections of Participants • Target Population/Admission Criteria • Referral and Entry Processes • Create Incentives/Sanctions • Operational • Create/Maintain Client Files • Maintain info on Incentives/Sanctions • Prepare for Weekly Staffing • Create/Maintain Database

23. Coordinator Competency # 3Knowledge-Addiction/Pharmacology • Planning • Identify Competent Treatment Providers (Trauma, EBPs, etc) • Contract/MOU with Treatment • Research Effective, Evidence Based Practices for Target Population • Jointly Create ROIs with Treatment • Determine Parameters/Timing of Treatment Reports • When will reports be submitted? • Paper vs. Electronic

24. Coordinator Competency # 3Knowledge-Addiction/Pharmacology • Operational • Treatment Participates in Pre-Court Staffing & Court Reviews • Continues to Research EBPs • Collaborates with Treatment to Implement New Curriculum/EBPs • Monitors Treatment Outcomes • Reports Outcomes to Tx Regularly • Conducts Quality Assurance

25. Coordinator Competency # 4Gender, Age, Cultural Competency • Planning • Identify Knowledgeable Team • Train Team on Cultural Competency • Operational • Continue to Train Team Members • Regularly Conduct Cultural Awareness Training on Diverse Topics • Bi-Lingual Team Members • Composition of Team (Race, Age, Gender, etc)?

26. Coordinator Competency # 5Resources, Budgets, Grants • Planning • Develop Funding Plan • Identify Potential Grants • Research Potential Funders • Identify Additional Funding Sources • Determine Who Will Be Applicant • Identify Fiscal Agent • Create/Adopt Accounting System

27. Coordinator Competency # 5Resources, Budgets, Grants • Operational • Adopt Accounting Procedures • Approve Budget (Who?) • Prepare & Submit Grants • Invite Potential Funders to Court/Graduation/Other Events • Create Funding Calendar • Keep Fiscal Reporting Up to Date • Have Fiscal Oversight (Steering Committee, Supervisory Judge?)

28. Coordinator Competency # 6Standards, Procedures, Rules • Planning • Gathers info re: Policies/Procedures • Schedules Planning Meetings • Develop Target Pop/Entry Process • Negotiate MOUs/Agency Agreements • Creates Written Documents • Policy & Procedure Manual • Client Handbook • Client Contracts/Forms • Releases of Information

29. Coordinator Competency # 6Standards, Procedures, Rules • Operational • Tailor Each Document to Court Type • Create All Identified Documents-Circulate for Review and Input by Team • Working with Each Discipline, Assure All Forms/Procedures are Integrated • Have Attorney on Team Review ROIs • Periodically Review All Materials • Regularly Review Procedures • Schedule Policy Meetings

30. Coordinator Competency # 7Monitors Treatment/Ancillary Services • Planning • Research Best Practices • Determine Method for Info Sharing • Create Timelines for Reporting • Standards for Reporting to Court Treatment Drug Testing Case Management Supervision Community Service

31. Coordinator Competency # 7Monitors Treatment/Ancillary Services • Operational • Conducts Site Visits/File Audits • Reviews Progress/Court Reports • Assists in Audits/Certifications • Creates Standards for Drug Testing • Monitors Treatment • Gender, Cultural Specific Treatment • Evidence Based (SAMSHA NREPP?) • Manual Driven Curriculums • Population Appropriate, Integrated • Trauma Informed, Co-occurring

32. Coordinator Competency # 8Create & Maintain Data Collection • Planning • Research/Plan Management Information System (MIS) • Develop Evaluation Plan (University) • Operational • Create Standards for Data Entry • Timeline for Data Entry • Create Statistical Reports (Grad) • Reports on Key Outcomes • Compare to Goals/Objectives

33. Coordinator Competency # 9Interagency Linkages • Planning • Identify Community Resources • Arrange Introductory Meetings • Operational • Develop Resource Directory • Develop/Use Referral Process/Forms • Request Reports/Feedback • Written/Informal MOU? • Spend Their Money $$

34. Coordinator Competency # 10Develop Police & Supervision Linkage • Planning • Identify/Recruit Law Enforcement • Supervision Policy/Procedures • Written MOU/Standards • Operational • Regular Law Enforcement Contact • Law Enforcement Liaisons • Specially Assigned Law Enforcement • Public vs. Private Supervision • Share Success Stories/Graduations

35. Coordinator Competency # 11Educate Community. Team Training. • Planning • Schedule Planning Meetings • Draft Eligibility Criteria • Arrange Team Building/Training • Operational • Plan Team Training • Schedule Team Building/Networking • Conduct Community Outreach • Coordinate Media/Social Media • Face Book, Website • Press Releases/Media Events

36. Coordinator Competency # 12Manage Daily Operations/Fee System • Planning • Client Tracking System • Information Sharing • Email? Encryption? • Client Fees (How Much? Who Collects? When are Fees Due?) • Operational • Oversees Collection of Fees • Maintains/Updates Client Files • Chart Organization • Paper vs. Electronic

37. Outcome Measures Recidivism after Drug Court Reduce Crime During Program Graduation Rates Retention Rates Increased Employment Increased Education Reduce Substance Abuse Improved Family Relationships

38. Community Mapping Exercise Transportation Employment Education Medical

39. Contact Information Rose Ewing Tulsa County Courts rose.ewing@tulsavtc.com

40. Resources Information NADCP.org NDCI.org Gains Center SAMSHA Justiceforvets.org