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

1. Frequency

SDPOs shall hold unit meetings at a minimum of one every two months. Nothing in this procedure prevents a SDPO from scheduling more frequent meetings. The Division Chief Deputy Probation Officer must be consulted and approve any deviation from the minimum frequency identified in this procedure.

2. Scheduling

SDPOs shall 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.

3. Attendance

Unit staff are required to attend unit meetings unless excused in advance by their SDPO.

4. Agendas/Content

SDPOs should create and distribute an agenda to their staff at least two business days in advance of the unit meeting. Unit meeting agendas should include topics such as the following:

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

Nothing in this procedure prevents a SDPO from including additional agenda items such as:

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

Venue

SDPOs have discretion to hold unit meetings at off-site venues; however due care needs to be given to ensure agenda items or planned topics for discussion do not violate confidentiality, expose the Department to undue liability or represent the Department’s Mission in a negative manner.