Probation Department Policy/Procedure Manual

3.7 Unit Meeting Guidelines

Location Department Wide Operations
Section N/A
Subject 3.7 Unit Meeting Guidelines
Purpose To establish minimum standards for the frequency and content of unit meetings.
Effective Date 6/1/2019
Previous Effective Date

 

Overview

The timely and consistent flow of information from the management level to supervisors and on to line staff is a best practice and valued by the Department and County.  Establishing minimum standards for unit meetings ensures Department staff are well informed regarding state and local issues along with internal developments that affect their work.  Furthermore, unit meetings serve as a formal venue for supervisors and line staff to discuss Departmental issues, share information and provide valuable feedback for the chain of command.

General Procedure

Frequency

SUPERVISORSs will hold unit meetings at a minimum of every two months.  Nothing in this procedure prevents a SUPERVISORS from scheduling more frequent meetings based on the needs of individual units. Should unit meetings not be held at least every two months, the Division Chief Deputy Probation Officer must be consulted and approve the deviation from this procedure for emergency purposes only

Scheduling

SUPERVISORSs will take due care in scheduling unit meetings to ensure all line staff in the unit are able to attend within their approved working hours.  When possible, adequate notice will be given to unit staff in writing via email regarding date, time, location and agenda items.

Attendance

Unit staff are required to attend unit meeting unless excused in advance by their SUPERVISORS.

Agendas/Content

SUPERVISORS will create and distribute the agenda to their staff at least two business days in advance of the unit meeting. Unit meeting agendas are to include at a minimum the following:

  1. State issues/updates
  2. Local issues/updates
  3. Departmental issues/updates
  4. Policy/Procedure Changes/updates
  5. Department specific evidence-based practices/programs update
  6. Venue for staff feedback and discussion

Nothing in this procedure prevents an SUPERVISORS from including additional agenda items including but not limited to:

  1. Training on a topic or in an area specific to the unit or within the SUPERVISORSs area of expertise
  2. Staff presenting on a project or committee or on area of expertise
  3. Presentations by stakeholders or community-based organizations