What Keeps A Coordinator Up At Night or Should!

Rose M. Ewing

Session Overview

• Ensuring Sustainability (Spend Other People’s Money $$$)

• Coordinator Core Competencies

• Performance/Outcome Measures

• Community Mapping Exercise

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

What Do I Need to Know?

• Client Fee Systems

• Local Interagency Partnerships

• Community Partnerships

• Nonprofit Organizations

• Targeting Populations/Screening

• Team Development/Transitions

• Community Education

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!

Sustainability

• Create Sustainability Plan

• Keep It Simple

• One Year

• Three Years

• Five Years

• Long Range Planning

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?

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)

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)

Sustainability-Beyond $$

• Student Interns• Americorps/Teach America• Volunteers• Mentors (Vets)• Direct Referrals

• Employment• Education (ABE)• Clothing• Food• Housing

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?

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

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?

Fiscal Accountability ($$)

• Annual Audit• Public? Vs Governmental?

• Federal Grants- A-133 Audit

Sustainability

• State legislative Funding

• County/City Funding

• Non-Profit Partnership 501(c) 3

• Foundations

• Civic Groups (Elks, Rotary)

• Fundraisers (Warrior Dash)

Special Focus Funding

• Transportation

• Housing

• Mental Health Services

• Medications

• Specific Populations (Vets)

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!

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)

Other Funding Ideas

• State Legislative Appropriations

• County/City Funding

• Foundations

• Service Organizations (Rotary, Elks)

• Fundraisers (Warrior Dash)

• Donations (parade)

Coordinator Primary Roles

• Oversees Activity of the Team• Conducts Quality Assurance• Maintains Client Data• Manages Budget• Coordinates Services• Outreach to Community

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

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

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

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

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)?

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

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?)

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

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

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 TestingCase ManagementSupervisionCommunity Service

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

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

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 $$

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

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

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

Outcome Measures

Recidivism after Drug CourtReduce Crime During ProgramGraduation RatesRetention RatesIncreased EmploymentIncreased EducationReduce Substance AbuseImproved Family Relationships

Community Mapping Exercise

Transportation

Employment

Education

Medical

Contact Information

Rose EwingTulsa County Courtsrose.ewing@tulsavtc.com

Resources Information

NADCP.orgNDCI.orgGains CenterSAMSHAJusticeforvets.org