Best Practices Committee

October 24, 2003

Members Present	Judge Evan Sperline, Chair
	Ms. Cece Clynch
	Judge Randal Fritzler
	Judge Donald Haley
	Ms. Yolande Williams
Members Absent	Ms. Patricia Austin
	Ms. Linda Bell
	Judge Stephen Brown
	Judge Steven R. Buzzard
	Ms. Barbara Carr
	Judge Michael Cooper
	Ms. Kim Eaton
	Judge Larry McKeeman
	Justice Susan Owens
	Mr. David Ponzoha
	Judge Karen Seinfeld
	Mr. Kevin Stock
Guests Present	Ms. Melissa Cook
Staff Present	Ms. Colleen Clark
	Mr. Jeff Hall
	Dr. Andy Glenn
	Ms. Yvonne Pettus

Call to Order

Judge Evan Sperline called the meeting to order at 1:10 p.m. Those present introduced themselves. The committee welcomed Judge Donald Haley as a new member.

The minutes of June 13, 2003 were entered into the record as written.

Report of Collection Practices in Washington Courts of Limited Jurisdiction

Judge Sperline reported that the conclusions and findings of this report were presented to the BJA at their last meeting. The BJA requested that it be distributed to all of the courts of limited jurisdiction (CLJ). Ms. Pettus confirmed that it was sent to all CLJ presiding judges and CLJ court managers.

Court Performance Audit Policy

The next major project for this committee is to create a performance audit system for Washington courts.

As a part of this project, Judge Sperline said there are five reports that make up a “tool kit” for this subject. Committee members should have already received the following reports.

• Case Processing Time Standards
• Core Mission Subcommittee Final Report (JEA Commission)
• Washington Jury Standards
• Report of the Washington State Jury Commission
• Trial Court Performance Standards

Adding to the resource documents, Judge Fritzler advised that approximately four years ago two questionnaires were developed regarding their court performance standards. One was for court clients, to be completed after they went through the system, and one for court staff. Judge Fritzler will email these documents to Ms. Pettus for the committee’s use.

Mr. Hall offered that one of today’s handouts (green paper) may also be a good resource document: “Towards a Court Performance Measurement System: Eleven Core Measures of Success.”

Judge Sperline said the June 13 minutes indicate that initial thoughts were to begin developing standards for the criminal functions of the superior courts. Since that time, with AOC’s assistance, this has been revised to first develop a policy framework for court performance audits. The goal today is to approve that draft policy framework. This policy statement will then be presented to the BJA. Once the BJA has approved the policy framework, the Best Practices Committee can begin to develop measures and standards.

Ms. Clynch asked for clarification regarding performance audits—are we to develop a framework for conducting an audit; or are we actually going to be conducting the audits?

Mr. Hall responded that AOC staff (or a consultant) will probably be the ones actually conducting the performance audit(s). The vision is that this committee will have an active role in developing the specific measures that will be applied for an individual trial court audit. This committee may look at the methodology used in the audits and whether the results suggest there might be appropriate standards to be developed in that area. While this committee will not be actually conducting the audits, they will be very involved in the state-wide issues and also in the development of the actual measures and standards.

Judge Fritzler commented that these audits need to be constructive and helpful for the courts that are audited.

Mr. Hall and Ms. Pettus then proceeded to walk the committee through the draft policy, which was developed with Judge Sperline’s input. The committee reviewed the draft policy and discussed changes. Mr. Hall and Ms. Pettus will make these changes and forward the final policy to the BJA with a copy to the Best Practices Committee members.

It was moved by Judge Fritzler to forward the revised (final) Court

Performance Audit Policy to the Board for Judicial Administration; seconded by Ms. Clynch. Motion passed unanimously.

Introduction to Enterprise Framework

Ms. Melissa Cook, consultant, introduced the committee to the Enterprise Framework. This is, in essence, a paradigm for bringing business-based principles into the decision-making processes of the court system. The heart of the system is to identify a set of “overarching principles” that apply to all courts and jurisdictional levels, followed by the development of a set of “process principles” tailored to specific courts and processes.

The overarching principles have been identified by a team at the AOC level. The process principles await development. Both will be crucial in establishing standards for court performance, the major project upon which this committee is now embarking.

As time was short today for her presentation; Ms. Cook will attend our next meeting to offer more information and answer questions from the committee.

Action Items

Court Performance Audit Policy

• Ms. Pettus and Mr. Hall will incorporate the edits from today’s meeting into the draft policy. Judge Sperline will present the policy at the next BJA meeting.

Next Meeting

The meeting adjourned at 4:30 p.m. The next meeting date has not been set yet.

Respectfully submitted,
Colleen Clark