The Gavel Fall 2018

BRIGHT THINGS AHEAD

THE GAVEL FALL 2018

PHOTO CREDIT: CHRIS ROMAN, MANAGEMENT ANALYST III

Gavel Contributors Julie Van Hook Primary Editor

Judicial Assistant Karen Diggs (right) at the Western San Bernardino County Bar Association Awards Dinner receiving “Legal Assistant of the Year” Award

Mary Davis Editor Emeritus

Communication Contributors Nancy Alicea Erika Barajas Evelyn Cabrera Carrie Cosme Jennifer De La Cruz Enrique Estacion Kathleen Hammock Atishma Kant

Gabriela Martin Angela Martinez Kelly McNamara Daniel Melendrez Kaliska Monticue Rachel Pena Brittney Putman Valerie Silvas Jeremy Starkey Sharon Sundy Stephanie Villegas

‘Syd’ the Astronaut blasting off into outer space

Presiding Judge Vander Feer with Judge Poncin and District Manager II Kim Greve at CASA’s Annual Event

Victorville Courthouse

IN THIS REPORT

Welcome Message

Mindfulness

Judge Reichert, Judge Haight and Judge Reilly at the Legal Aid Society Awards Dinner receiving recognition for their work for the community

Our Journey to the Future

Accessing Court Services

Recognizing Court Employees

Judicial Excellence

On the Horizon

Executive Office Town Hall

Civil staff visiting Kern County Superior Court to observe Odyssey implementation

Judge Joel Agron filming “What does it mean to be a judicial officer in San Bernardino”

The Gavel Fall 2018

A BIG THANK YOU

& WELCOME

Welcome to the Fall 2018 edition of the Gavel!

Thank you for the positive feedback we’ve received on the Summer 2018 edition of the Gavel. Since assuming responsibility for the court’s longstanding publication, we’ve launched a new publishing platform, which provides an interactive approach, with the look and feel of pages “flipping.” We’ve also made some changes to content and design, while still providing a wealth of information on court activities, outreach, and employee spotlights. We will continue to get relevant news, stories, information and updates to judicial officers and staff in the most efficient, effective and preferred ways possible. As an earlier survey indicated, an overwhelming majority preferred receiving information weekly (or more frequently) and favored digital communication as the preferred medium. As a result, we’ve launched several new communications tools which include a new “photo album” page on the intranet called, Around the Court. In addition to this new platform, we’ve continued to deliver relevant and timely information using our weekly communication newsletter, the Weekly Brief. We extend our sincerest gratitude to the content contributors in every district and department that provide the information which sustains each of our communication tools. None of these could be published without your hard work and support.

Thank You! !

- Gavel Publishing Team

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Mindfulness

Practicing mindfulness isn’t easy. This exercise helps promote relaxation and become less reactive when stressed.

By: Presiding Judge John P. Vander Feer

At the court’s annual judges’ business meeting, on October 12, 2018, two doctors spoke about stress and health. They both discussed effective ways to deal with stress, sensory overload, and “mindfulness.” You may have heard of that word recently, and with more frequency. I can tell you that mindfulness is being discussed at a number of judicial educational functions. Let me share with you some of what I have learned about mindfulness. “Mindfulness is the basic human ability to be fully present, aware of where we are and what we’re doing, and not overly reactive or overwhelmed by what’s going on around us,” according to Mindful Magazine October 8, 2014. I think in the military this would be called, “situational awareness,” and in sports, being in “the zone.” In the work we do, being mindful is not easy. For many of us, listening to what someone is saying and responding appropriately is one of our primary responsibilities―but it is not easy. For instance, when someone is speaking to us, we receive a new email on our computer, a text on our phone, or a social media alert; we’re overhearing a conversation occurring near us and wondering how a child is going to be picked up from school? Or making sure an elderly parent makes a doctor’s appointment. Are we really listening? Or are we just hearing most of what is being said? If we can listen mindfully, we can respond more appropriately, and not become overwhelmed or overly reactive in conversation. Mindful listening is being completely focused on the person who is speaking, their words, articulation, tone, body language and emotional state. Mindfulness can apply to all aspects of our work and personal life. For example, even while writing this article; it sure alerted me to the fact that I checked my inbox and my phone multiple times before I finished writing it. I think some of my most mindful moments are when I am downhill mountain biking. I have my best rides when I am fully present and aware of where I am and what I am doing. Mindfulness is natural for me during this activity because my brain wants me to live and be injury-free. Mindfulness has been scientifically shown to reduce the effects of stress on mind and body. I know that is true. My wife has asked me a number of times over the years if I am listening to her. When I am mindful and fully present, and listening, my stress level is definitely reduced. So how does one become mindful? Meditation is identified as the primary way to become mindful. Meditation does not necessarily mean putting yourself in a lotus position and repeating “ohmmm” for 20 minutes. It can be as simple as spending 3-4 minutes focusing on your breathing, where you are at physically and not being distracted by everything going on around you. There is a lot of information in the media and on the internet about mindfulness and meditation. If you are interested, you should find out what works best for you.

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The Gavel Fall 2018

Our Journey

to the Future

The destination is known, but only together we can discover the path

Dedicated Support Team

Sara Menor, District Manager II

18 new

During the interview process, many shared their reasons for wanting to be on the OPS team which included helping their co-workers and desiring to be a part of something that will last beyond their years employed at the court. Their efforts will greatly contribute towards the success of the next three go-lives scheduled in 2019.

Our ‘Journey to the Future’ now has

co-pilots!

As of November 13, 2018, a combination of 18 Legal Processing Assistants and Judicial Assistants joined the court’s new Operations Project Support team (OPS). For the next two years, the OPS team will be dedicated full-time to the implementation of Project II case types which include: Appeals, Civil, Small Claims, Landlord Tenant, Family, Probate and Mental Health. The OPS team will be collaborating with court leadership, subject matter experts, the Project Management Office, and our technology team. This group has an immense amount of experience ranging from just under 5 years to over 20 years of court experience. These individuals voluntarily left the comfort and familiarity of their current assignments to join this new team, with the goal of sharing their knowledge and expertise for the benefit of all.

“The OPS team has

been tasked to draft

and test training

materials that

integrate both

Odyssey functionality

and the business

process already in

place, which will put

staff in a better

position for the

implementation of

Project II.”

Supervising Judge Tara Reilly

OPS Team Member Nadya Avakian

OPS Team Members Lorena Del Rio and Crystal D’Amico

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Subsequent go-lives for Civil and Appeals are scheduled for June 2019 and Family Law, Probate, LPS, September 2019. Odyssey, Clerk’s Edition, Portal, and Judge Edition are being configured, and business processes are being refined and validated for accuracy. Training plans are also underway. Data Review 3.5 has been added for Family Law, Probate, LPS, and Child Support cases to allow all case types to see their data together in one environment. Starting on January 14, the final data review and solution validation for Small Claims and Landlord Tenant will take place. We will then transition to the Train-the-Trainer series and conclude with a 4-week End-User Training beginning the week of February 25. It’s an exciting and historical time for our court as we usher in our new system. and Child Support in As we near the end of 2018,

What’s Next?

Rich Coles, Project Management Office

Supervisor

As 2019 quickly approaches, the court, operations, Project Management Office, Subject-Matter Experts, Court Technology Services, and Project II court team members are deep into preparation for the Small Claims

March

and Landlord Tenant go-live scheduled for

25, 2019.

‘Syd’ the Astronaut: A Silly Symbol

with a Serious Purpose

An astronaut impersonator wandering around the court?

We do serious work around here. What a silly idea!

Implementing a new case management system is challenging. Let’s face it― there is a lot of anxiety and even fear that comes along with learning a new way to do the job you’ve always done. ‘Syd’ symbolizes that accomplishing a mission cannot be completed without a dedicated support team along the way. ‘Syd’ does not talk, but when he appears, it gives staff a moment to look-up from their desks and smile, bringing enjoyment and laughter―to celebrate the spirit of the court and its dedicated and hard-working employees. Like a real astronaut, whose trained to lead a team or do activities related to testing or configuration,

Silly ‘Syd’ does have a serious purpose!

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The Gavel Fall 2018

Stand Down Event

Accessing

Keirnan Foster, District Manager II &

Court Services

Nicole Owens, Operations Supervisor II

Serving the largest county in the contiguous United States comes with its fair share of challenges and significant obstacles for access to justice.

On September 28, 2018, our court resolved 25 misdemeanor and infraction cases at the 4 th Annual Homeless and At-Risk Veterans Stand Down event held at the March Airforce Base in Riverside. The Stand Down is an event that is held in cities all over the nation to provide food, clothing, services and referrals to homeless veterans. The name “Stand Down” comes from a term used in times of war, where exhausted combat units were required to take time to rest and recover. Now, Stand Down refers to community-based intervention programs designed to help homeless veterans “combat” life on the streets. The event brings comprehensive services to homeless and at-risk veterans under one roof. Services include housing, employment, medical and dental care, clothing, meals, benefits, resources and legal services. At the Stand Down event, Judge Uhler presided over a specialty homeless calendar with assistance from court staff who researched cases, captured minutes and gave information on court processes and services, including self-help and child support assistance. With the assistance from the Riverside County Veterans Court and the Riverside Public Defender’s Office, the court 16 walk-in homeless and at-risk veterans . In all, the Stand Down assisted

Big Bear District Becoming

‘Model Court’ for RVP

Debanie Comeaux District Manager II &

Amber Lewis, District Manager I

On November 9, the Big Bear Courthouse expanded remote video proceedings (RVP) to include misdemeanor modifications. The expansion of RVP is partly due to the huge implementation success at the Needles District in July 2018. a ‘model court’ for remote services, hosting demonstrations and courthouse tours for the Monterey and Orange County Superior Courts. Expanding remote video proceedings is aligned with our 2018-2023 Strategic Plan to leverage cost-effective technology solutions to increase access to justice. Since implementing RVP, the Big Bear District has become

230 homeless

event assisted over

veterans .

“Veterans have

dedicated their lives to

our country. I am very

proud of the court’s

effort to show

gratitude towards

Staff at the Big Bear Courthouse

them on this one day.”

Honorable Ingrid Uhler

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From Left to Right: Brian Lee, Daniel Melendrez, Marika Mahone, Deputy Deeds, Nicole Owens, Judge Uhler, Jonte Washington, Linda Joseph, Roxana Alcon, Deputy Alexander, Attorney Metz, Attorney Brown at the Stand Down event.

21st Annual Adoption

Juvenile Court Presiding Judge, Annemarie G. Pace, addressed the audience with a focus on what it means to “treasure” someone. She stated, “When you treasure It is a feeling that lasts a lifetime.” She added, “When you treasure someone, that feeling and sentiment hangs on even in times of hardship.” Addressing the adoptive parents, she stated, “Remember this day, remember the commitment you are making and remember why you are adopting these children.” As the opening ceremony came to a close, the court was called into session and the families left to attend their individual finalization ceremonies presided over by the Juvenile Court Judges, the Honorable Annemarie G. Pace, the Honorable Christopher B. Marshall, the Honorable Steve Mapes and the Honorable Erin K. Alexander. At the end of each ceremony, every adopted child was given the gift of a new last name and a new family. someone it is not a momentary or fleeting feeling.

Finalization Day Celebration

By: Nataki Clark, Administrative Assistant

It is not often that there is a round of applause when it is announced that Court is now in-session. But that is what happened on Tuesday, November 6, at the 21 st Annual Adoption Finalization Day celebration held at the Ontario Convention Center. In collaboration with the San Bernardino County Children and Family Services (CFS) Department, the Juvenile Dependency Court took part and celebrated the adoption of 86 children . Families from all over the county

“Our Treasure

attended the joyous occasion,

Forever.”

“On a daily basis, the

judges and staff deal

most often with people

at their lowest times.

One day a year, we

have the pleasure of

celebrating love,

commitment, and joy

with adopting families.”

Honorable Juvenile Presiding Judge Annemarie Pace

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The Gavel Fall 2018

Recognizing

Court Leaders

and Employees

It’s impossible to summarize the Court’s achievements without recognizing many of the individuals who play a vital role.

Employee

Spotlight

Victor Calderon, EOM October 2018

Victor Calderon started as an Account Clerk II in 2014 and was promoted to Accounting Technician in 2016 overseeing reconciliation and distribution of the court’s revenues. Victor enjoys using his analytical ability in both accounting and programming in his everyday job. In fact, Victor is also a Subject Matter Expert for Tyler Odyssey Phase II case types. In this role, Victor takes pride in his ability to assure and maintain the court’s financial integrity during this second transition. In his spare time, Victor enjoys walking his dog at the beach, going to movies and eating sushi.

Tera Sorensen, EOM November 2018

Tera Sorensen started as an LPA Trainee in the Rancho Cucamonga Courtroom in 2006 and was promoted to Judicial Assistant I in 2006. Tera fully promoted to Judicial Assistant II in August 2010. Tera works in courtroom R19, and really enjoys the fast paced environment of a criminal courtroom along with the learning experience it provides. In her spare time, Tera enjoys camping with her family and has been on an adult bowling league for most of her adult life. Her highest score is a 203, but according to her, it was a major fluke!

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Nathan DeVries, EOM September 2018

Nathan DeVries started his career as a Paralegal with the court in 2016 at the Barstow Courthouse, and in 2017 was promoted to Staff Attorney for the Self-help Resource Center. The legal process can be quite confusing for the general public, and Nathan enjoys making it more clear and understandable for self-represented litigants. Recently, Nathan ran his first marathon, the Big Bear Revel, at 4.10! Nathan also enjoys playing competitive Frisbee on Sundays.

Celebrating

Judicial

“I am honored and

Excellence

humbled to have

received this award. It

is a testament to not

Acknowledging the efforts of outstanding judicial leadership

only the assistance I

have received from my

Honorable Michael J. Torchia was the recipient of the Judge of the Year award from the San Bernardino County Bar Association. Presented at the 2 nd Annual Inland Empire Attorney Holiday Gala, the Judge of the Year award is presented to judicial officers who have made a significant contribution to protect the civil justice system.

colleagues, but the

great work of my

wonderful staff.”

Commissioner Michael J. Torchia

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The Gavel Fall 2018

On the Horizon

A brief overview of upcoming happenings around the court

CTS is Moving!

Daniel Melendrez, Information Technology

Manager

This month, Court Technology Services (CTS) will move to the Annex located at the Historic Courthouse, boosting capacity by

Judge Cabrera filming the FCS Orientation Video in Spanish

nearly 50%

to accommodate a shared- space with the Project Management Office (PMO) slated for December 2019. Since CTS first moved to the location off of Gilbert Street in 2002, staffing has doubled to 28 full-time employees. Having CTS and

Family Court Services Orientation

increase

Video in Spanish

PMO in a shared space, will

real-time collaboration,

Joe Navarro, Family and Children’s Services

Manager

communication and

We will soon be launching the Spanish version of the Orientation to Child Custody Recommending Counseling video. The court contracted with a video production company, Blulight Creative, Inc., to produce a number of public-facing

cross-training .

go-live

videos. This video, which is anticipated to

in early 2019, will increase access to the court for Spanish-speaking users. The video provides information about the goals and the process of child custody recommending counseling so parents come prepared for their appointment at Family Court Services. Judge Carlos Cabrera, Legal Processing Assistant Ruby Ayon Sanchez, and Court Attendant Edward Robles, volunteered for the speaking roles, along with several other court employees for non-speaking “acting” roles. This video project aligns with the court’s 2018-2023 Strategic Plan, leveraging cost-effective technology solutions to expand access to justice by making information easier to find, searchable, and interactive.

Office furniture arrives for Court Technology Services

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Executive Office T OWN HALL A questions and answers section directly from the employees themselves to the Executive Team

Employees generally have one opportunity each year to make changes to their benefit plans during the court’s Open Enrollment period. These elections remain in effect for the entire plan year. But, what happens if you want to make a change during the plan year? You will have to wait until the next Open Enrollment period unless you experience an Internal Revenue Code (IRC) Change-in-Status event, also known as a “qualifying event”. A listing of some of the more common Change-in -Status events can be found in the 2019 Employee Benefits Guide on pages 7 and 8. You must meet the requirements in order to make a change to your medical, dental, vision, flexible spending accounts, supplemental life insurances and/or accidental death & dismemberment insurances outside of the open enrollment period. Changes to a deferred compensation account can be made at any time during the year and do not require a Change-in-Status event. If you are unsure or still have any questions, please contact your HR Assistant.

If the fire alarm sounds, should I evacuate or wait for further instructions?

When a manager/supervisor becomes aware of a fire alarm activation, they should determine the floor location of the alarm and make a mass notification without delay using the Rapid Reach system, email, fax, phone, or other method to all employees in the building. The notification shall alert all employees of the alarm and direct those persons on the affected floor, the floor above, and floor below, to evacuate, if applicable to your building. All persons on remaining floors are to remain in place until the validity of the alarm is determined. NOTE: This evacuation procedure follows California Fire Marshal protocols for high rise evacuation practices. If an actual fire is confirmed, you should exit the building by the nearest stairwell without delay.

Got a Question?

Email courts-pio@sb-court.org to submit your question to the Executive Team.

When can I make benefit changes?

ODYSSEY: 2018 JOURNEY TO THE FUTURE CONTEST We invite all employees and judicial officers to participate and showcase their creative abilities and interpretation of the campaign slogan, Journey to the Future. For more information, click here

“Odyssey Boogie” Song and Music by Norm Pingrey, Court Attendant