FEDERAL PROBATION OFFICERS ASSOCIATION MINUTES
EXECUTIVE BOARD - FEB. 4-5, 1955 Phoenix Hotel, Lexington, Kentucky
PRESENT: Richard F. Doyle, President. (CPO Detroit); Claude L. Goza Executive Vice-President (CPO Atlanta) Arch E. Sayler, Secretary-Treasurer (Dep. CPO N.Y.C.-SDNY)
Logan A. Webster. Vice-Pres. for N.E. Area (CPO Pittsburgh) William C. Nau, Vice-Pres. for S.E.Area (CPO Greenville, S.C.) Drexel H. Martin, Vice-Pres. for S.W.Area (CPO Shreveport) Marshall K. McKinney, Vice-Pres. for No Cen (CPO E. St.Louis, Ill.) Calvin H. Meador, Vice-Pres. for Western A. (CPO Los Angeles)
PPOCEEDINGS: The first meeting of the Executive Board of the Federal Probation Officers Association was called to order by President Doyle at 9:10 A. M. Feb. 4, 1955. The Board was in session with all members present throughout the day and until 10:30 P. M. The Board also met for a few hours on Feb. 5th, with six members present, as Claude L. Goza and William C. Nau were required to leave to make train connections. The following business was transacted.
HISTORY: President Doyle briefly reviewed the development of the Federal Probation Officers Association and noted with thanks the excellent preliminary work done by the Interim Committee. Mr. Doyle announced that all persons present at this meeting had come in response to his call and pursuant to an official national election and regional elections held as provided by the F.P.O.A. Constitution. Mr. Doyle announced that the Board and officers were considered as taking office January 1, 1955 and would hold office for two years or until a successor was elected. Mr. Doyle requested that Mr. McKinney, the only member of the Interim Officers present, to briefly review the history of the organization and later requested that Mr. McKinney reduce his remarks to written form for inclusion in the minutes. (So done). (Note: In order to conserve space, that history is not included in these minutes. The full history of the Association, which includes all of the data in Mr. McKinney's report, is located elsewhere on this website PJB 11/7/2008).
MINUTES, AGENDA: The Constitution and Bylaws provide for a standard order of business to be opened by the reading of the minutes of the last meeting. As there were no minutes, President Doyle referred to his letter of Jan. 20, 1955 addressed to members of the Board suggesting that the items there enumerated be used as items for the agenda of this meeting. This was agreed unanimously.
TREASURERS REPORT: Sec-Treas. Sayler reported that Interim Sec-Treas. Richard H. Johnson had forwarded balance remaining in the Treasury in the sum of $439.28. This, with $114 collected in 1955 dues from 38 officers had been deposited to the credit of the Association in the City Hall Branch of the National City Bank of New York. Present Treasury balance is $553.28.
Mr. Sayler reported that the bank account had been established Feb. 1, 1955 in accordance with the requirements of the bank as required for accounts of unincorporated associations. President Doyle signed a form of Resolution required by the bank, dating it Feb. 1, 1955. (See copy filed). Mr. Sayler requested that the Committee ratify this action by voting to adopt the Resolution and incorporate it in the minutes as of Feb. 1, 1955.
Mr. Meador moved that the Sec-Treas. report be accepted and the recommendation be adopted. Seconded by Marshall McKinney. Passed by unanimous vote.
The National City Bank of New York is the official depository of the Association and the Sec-Treasurer is the only person authorized to draw checks on the account.
Mr. Sayler reported that in 1954 180 officers paid dues, out of a potential membership of 314 officers. This is less than 60%. He further reported that no official notice had been sent out to the officers soliciting 1955 dues payments. It was later agreed that the invitation to membership and solicitation of dues should be incorporated in a letter to the entire Federal Probation System by President Doyle.
COMMITTEE REPORTS: As there have been no committees active there were no reports. President Doyle suggested the following standing committees:
Executive Committee - to be composed of President, Executive Vice- President and Secretary-Treasurer. Major function to assemble agenda for subsequent meetings, handle all financial matters and arrange for the conduct of such miscellaneous business as is not otherwise set forth in the Constitution or provided for in other committees, and to take action on such matters as do not require the authorization of the Executive Board.
Meador motioned, Nau seconded, passed unanimously.
Resolutions Committee: After discussion it was decided unanimously that the matter of Resolutions be handled by the Executive Committee.
Legislative Committee: After discussion it was decided that this committee should have representatives from all areas of the Probation System, but one of the members should be near Washington for convenience in making contact with Congressional Committees or others if needed. The Chairman of the Legislative Committee should receive one of the Washington Information publications and should be charged with the responsibility of keeping abreast of legislation affecting Federal Probation, Parole and the employees of the Federal Probation System.
Professional Committee: This committee should function as described in the Constitution and shall have representatives from the five areas of the Federal Probation System.
Economics Committee This committee shall function as provided by the Constitution and shall have members from the five areas of the Federal Probation System.
Mr. Martin moved and Mr. Webster seconded that these three standing committees be appointed by President Doyle, with the Chairmen of each committee being a member of the Executive Board. Passed unanimously.
MEMBERSHIP - DUES: After discussion it was decided there would be no membership committee as such. President Doyle felt the existence of a committee on membership would imply that the organization is exclusive. It is desirable, however, to encourage all Federal Probation Officers to be members of the organization. The invitation to join will be incorporated in President Doyle’s letter.
Mr. McKinney reported the Interim Officers had agreed and this was later ratified by those voting for the organization that dues of $3.00 per year paid late in 1953 or any time during 1954 would expire December 31, 1954. Dues for 1955 at the rate of $3.00 per year became payable January 1, 1955. The Constitution specifies that dues must be paid within 60 days after the first of the year. It was the consensus of the group, that since there would be some delay in getting out the reports of this meeting and the request for dues, the deadline be pushed up to April 1, 1955. It was generally agreed that no pressure would be used to induce membership although it was hoped that 100% of Federal Probation Officers would join the organization.
The question of recognition of length of service in the Federal Probation System was raised. There was discussion of the presentation of a pin or scroll to 20 year men, or the sending of a memorial letter to the widow of a deceased Officer. It was decided that no official document or other memento would be authorized at this time. The President is to send out an appropriate letter upon receiving notice of a death or retirement.
There are several former F.P.O.s now in retired status. Although not included as eligible for membership in the Constitution, it was suggested they be sent notices, their names be placed on the regular mailing list and that they be invited to become emeritus members. The question of including members of the Administrative Office staff as-potential members was discussed. As
Mr. Sharp, Mr. Evjen and Mr. Smith are no longer U. S. Probation Officers, they must be considered ineligible for membership. It was the consensus of opinion that the Administrative Office should be kept informed of actions and plans of the F.P.O.A.
TRAVEL FUNDS; MILEAGE; PER DIEM; PARKING; RETIREMENT; SALARY CONSIDERATIONS; OVERTIME AND CASE LOADS: The findings of the Executive Board are covered in a letter dated Feb. 9, 1955 addressed to Mr. Louis J. Sharp, Chief of Probation, by the Secretary-Treasurer. A copy of this letter is to be sent to all members of the F.P.O.A., and is to be incorporated into these minutes.
On the subject of overtime, it was considered that the entire matter had so many ramifications that the Board would refer it to the Economic Committee for study and recommendations and report. The report is to be submitted prior to the next meeting of the Executive Board, as indicated by the President.
The problem of case loads, which now average 94 cases per officer on a national basis, was considered too involved to be taken up at this meeting. This matter was referred to the Professional Committee for study and a report prior to the next meeting of the Executive Board.
FUTURE MEETINGS: It is desirable to have meetings of the Executive Board at least once a year. It was felt that meetings oftener than this could not be justified from the financial standpoint at present as our maximum potential income is $932 per year. It is desirable to have a financial backlog in the event a representative should be sent to Washington.
BILLS: The Officers present. submitted statements of expenses to the meeting. All Officers had traveled at the most economical rates. They are:
Doyle $47.10
Goza $23.65
Sayler $49.12
Webster $52.19
Nau $26.00
Martin $91.20
McKinney $44.05
Meador $215.38
Total: $548.69 for transportation.
REFUND -22.42
$526.17
All those present agreed to accept 2 ½ days diem at the rate of $9.00 per day. As there is not sufficient money in the Treasury, all agreed to postpone submission of bills for per diem until after the Treasury collects more dues. The only exceptions to the 2 ½ day rule are McKinney, who will accept $18 per diem, and Meador, who will be paid $27. Total per diem cost $180. Total cost for the meeting $728.69-$22.42=$706.27.
By unanimous vote the Board authorized the Sec-Treasurer to pay transportation costs by check immediately. Per diem costs are to be held in abeyance until the dues are collected. The Sec-Treasurer is authorized to make per diem payments when the condition of the Treasury warrants it.
PETTY CASH: By unanimous vote the Sec-Treasurer was authorized to establish
a petty cash fund to pay for postage, stationery and incidental expenses. It is anticipated this fund will never amount to more than $15.00.
NOTICES: One of the F.P.O.A. members, Mr. Jack Master of the SDNY Office had suggested there be a periodical called the F.P.O.A. News. By unanimous decision the Board instructed the President and the Sec-Treasurer to issue a bulletin whenever necessary, in order to keep the membership advised, but expressed the feeling there was no need for a regular periodical or gossip sheet at the present time.
NEWS SERVICE: By unanimous vote the Sec-Treasurer was authorized to subscribe to the Federal Employees News Digest, a Washington news service at $4.00 per year to be sent to the Chairman of the Legislative Committee for the information of that committee.
COMMITTEE APPOINTMENTS: President Doyle appointed the following as Chairmen of standing committees:
Calvin Meador -Economic Committee
Drexel Martin -Legislative Committee
William C. Nau -Professional Committee
The entire Board met as a committee of the whole for the discussion of representative candidates from the various areas for membership on these committees. These suggestions were given to President Doyle, who will notify those suggested and secure their consent before membership of the committee is published.
RESOLUTIONS: By unanimous vote, the Board directed that the minutes reflect our thanks to Mr. John P. Jarvis, Chief U. S. Probation Officer in Lexington, Kentucky, for the aid and assistance given in preparations for the meeting and that the organization also extend its thanks and deep appreciation to the Interim Officers, Mr. Ben Meeker, Chief U. S. Probation Officer, Chicago, Mr. Richard Johnson, Chief U. S. Probation Officer, Kansas City, Missouri, and Mr. Marshall McKinney, Chief U. S. Probation Officer, East St. Louis, Illinois, who acted as President, Secretary-Treasurer and Executive Vice- President respectively.
Respectfully submitted,
/s/ARCH E. SAYLER
Secretary-Treasurer
AES:LN
March 1, 1955
Follow-up to Board Meeting:
FEDERAL PROBATION OFFICERS ASSOCIATION
New York City
February 9, 1955
Mr. Louis J. Sharp
Chief of Probation
Administrative Office
Supreme Court Building
Washington 13, D. C.
Dear Mr. Sharp:
The Executive Board of the Federal Probation Officers Association has asked me to write to you about some of the problems which were discussed at the our First Annual Board meeting at Lexington, Kentucky on February 4, 1955. The Board feels that these matters deserve the urgent and active attention of the Administrative Office.
TRAVEL FUNDS: The Federal Probation Service is being seriously handicapped by lade of sufficient travel funds. By its nature, effective probation and parole work requires that the officer be able to be where he is needed when he is needed. The two major functions of our service, investigation and supervision, deserve equal emphasis. Investigation should not be stressed to the detriment of supervision and vice versa. But it is impossible to predict investigative demands, which are imperative, requiring immediate action. Court and prison deadlines must be met. Travel money used to make investigations to meet these deadlines cannot be re-used to provide supervision and counseling service to another and equally important segment of our clientele. Field Officers report a breakdown of client morale, and an elevation of violation rates as a direct result of reduced supervision contacts. Lack of mobility has resulted in delays in court dispositions, increased detention time, and the use of expediencies which are detrimental to the prestige and morale of the Federal Probation System.
MILEAGE RATE: The Administrative Office is urged to seek a higher mileage rate for the use of privately owned automobiles, which are the only vehicles available for the use of the United States Probation Officers. Independent studies show that the cost of operating a properly insured and maintained car varies from 9¢ to 16¢ per mile depending on the initial cost of the car. This is in the mileage range of most Federal Probation Officers of 15,000-20,000 miles per year. Greater mileage reduces the cost. A national over-all average has been calculated at 9.7¢ per mile. At the present rate of 7¢ per mile, government employees are subsidizing the work of the government out of their own pockets.
PER DIEM RATES: Probation Officers who are required to stay away from their homes overnight, are experiencing similar hardships, in securing adequate food and lodging on the present per diem. The current rate of $9.00 per day will secure a room in a second rate hotel, and meals in second class restaurants. Some officers use their hotel quarters to receive reports from clients or establish contacts for the conduct of government business" To always be identified, with second class accommodations, implies a second class service. The Administrative Office is urged to do everything possib1e to secure an increase in per diem rates.
PARKING: Many U.S. Probation Officers are required to pay heavy parking charges in order to have their cars available for government work. These charges, which, in a few cases, run as high as $l.00 per working day, or $20.00 per month, come out of the probation officer’s personal funds, as there is now no provision for reimbursement for this expense. Where free parking facilities at the post of duty are not available, the Federal Probation Officers Association urges that parking space for Probation Officers be provided, either through arrangements made by the Administrative Office with the appropriate government agency, through renting space, or through an added allowance in the Travel Funds, to reimburse the U.S.P.O. for his essential parking cost.
HAZARDOUS OCCUPATION CLAUSE: Believing the U. S. Probation Officers are engaged in a hazardous occupation, it is the feeling of the Executive Board of the Association, that U. S. Probation Officers are entitled to the benefits the HAZARDOUS Occupation Clause of the Civil Service Retirement Act, and should be continued under the provisions of that clause. Through the minutes of the Board meeting, which are to be sent to all U. S. Probation Officers, the heads of units are being asked to submit examples of hazardous duty, with details, to your office.
LEGISLATION: The Executive also wants to stress the need for the inclusion of the U. S. Probation Officers in the sections of the law which provide protection for government agents in the conduct of their duties. At present the U. S. Probation Officers are not included in the section prohibiting false statements (T18 Sec 1001), Homicide (T18 Sec 1114), and Assault (T18 Sec 111).
PROFESSIONAL STANDARDS: The Executive Board recognizes that the service rendered by some elements of the Federal Probation System, is sometimes less than the best, due to personal -or personnel limitations. One of the objectives ~f the Federal Probation Officers Association will be to encourage personal development of the membership, as well as to foster increases in the overall number of officers, in order to render a higher order of service. In the field of human relations, mere quantity, without quality, is meaningless. The Board also recognizes that occasionally U. S. Probation Officers are appointed who do not meet the minimum educational and experience standards adopted by
the Judicial Conference. The Board wishes to state its belief that only through the recruitment of properly qualified and trained personnel, will the Federal Probation System be able to fulfill its function of service to the Courts, the Bureau of Prisons, the U. S. Parole Board and the citizens. In the present day of' professional training and specialization, officers with less than the minimum cannot hope to render optimum service.
SALARY RECLASSIFICATION: The Board fee1s that there is a need for a liberalization of the present salary classification plan to provide for merited salary reclassification, and accelerated financial promotion for' deserving officers and probation clerks. This, in order to attract and retain qualified personnel. The Federal Probation System is no longer in a favorable position for recruiting new people. It should be possible to reward conscientious, dedicated service through meritorious salary increases. The present annual or 18 month increment
places all employees on an equal footing of the lowest common denominator. Anyone who can qualify for an efficiency rating of Good receives the raise. There is no incentive to superlative performance, and there is no tangible reward. Young, enthusiastic employees are not encouraged to deve1ope and grow on the job, as they know that seniority carries more weight than merit. While there is a good deal of ,job satisfaction in this type of work, it is the opinion of the Board that assurance of' some possibility of advancement faster than just growing old, would materially increase the attractiveness of the job, and would tend to hold the young competent officers who are now leaving the Service for more lucrative positions.
COOPERATION: At the Lexington Meeting, Mr. Richard Doyle, the President, selected men from the Executive Board, to act as chairmen of standing committees on PROF'ESSIONAL STANDARDS, LEGISLATION AND ECONOMICS, as these subjects affect the U. S. Probation Officers. It is expected that these committees will begin to function immediately, and will be able to formulate definite policy platforms for the Association. It will be our pleasure to keep the Administrative Office informed of developments along this line.
I have been asked to assure you of the desire of the Federal Probation Officers Association to be constructive and helpful at all times in our relationship to the Administrative Office.
Extra copies of this letter are enclosed in the event you wish to pass this letter on to Mr. Chandler or the Committee on Supporting Personnel.
Very truly yours,
Arch E. Sayler
Secretary-Treasurer
For the Board
Richard F. Doyle, President
Claude L. Goza, Exec.V-Pres.
Logan A. Webster, VP/NE Area
William C. Nau, VP/SE Area
Marshal McKinney, VP /NC Area
Drexel Martin, VP'/SE Area
Calvin H. Meador, VP/West Area
AES/fs
