O.S. 57, section 537 requires that a Canteen System Board be established with a Canteen System Board of Directors for all canteen system services operated within the Department of Corrections. The members of the Canteen System Board are appointed by the Director of the Department of Corrections.
All canteen system operations are under the control of the department Canteen System Board and operate pursuant to written guidelines established by the Board and department policy. This user’s guide supports those guidelines.
Canteen operations are composed of all correctional facility canteens, offender telephone systems, and offender electronic mail systems and are collectively called the Canteen System. The system is required by statute to be self-supporting from sales receipts.
Canteen System Board of Directors
Members of the Canteen System Board of Directors for canteen services will consist of the members appointed by the director and as defined by policy.
Canteen System Board Meetings
The Canteen System Board of Directors normally meet at least once each quarter to review canteen system operations, profits and budget activity. Annually, at its’ June meeting, it reviews and approves the annual operating budget for the canteen system and the Inmate and Employee Welfare and Canteen System Support Revolving Fund. Ad hoc meetings can be scheduled at any time by the director of the Department of Corrections.
Facility Canteen Boards
Each institution with a canteen, as defined by policy, will have a facility canteen board. Facility canteen boards, where established, assist the warden of the facility or designee in the oversight of the day-to-day canteen system according to the guidelines set by the department Canteen System Board.
The directors of facility canteen boards consist of the facility head and at least two additional members appointed by the facility head. The facility business manager will assist the facility canteen board. Facility canteen board meetings should occur at least quarterly with documentation of meeting minutes and approved board action. It is the responsibility of the facility canteen board to review those items offered for resale through that facility’s canteen and to review local canteen operations.
Canteen System Profits
Profits from the department canteen system are transferred to and annually budgeted in the Department of Corrections Inmate and Employee Welfare and Canteen System Support Revolving Fund (Fund 205) as directed by the Chief Financial Officer. All monies accruing to the credit of the 205 Fund are budgeted and expended by the Department of Corrections and the Canteen System Board of Directors for the benefit of inmates of the various institutions and personnel of the Department and to support canteen system operations according to written Department policy and welfare budget limitations. A quarterly report of canteen system profit transfers will be provide to the Parent Canteen Board.
Facility special project expenditures from the 205 Fund are authorized when specifically approved by the Canteen System Board of Directors.
Offenders Working in the Canteen
Offenders may work in a correctional facility canteen and will receive reimbursement for such work through the institution incentive pay program. Facilities are encouraged to periodically rotate offender canteen staff to reduce potential familiarity issues and inventory problems.
Canteen Merchandise and Services Exempt from Central Purchasing Act
As provided in O.S. 57, section 537, "merchandise and services to be purchased for resale or distribution through the canteen system, offender telephone equipment or services, and offender electronic mail equipment and services shall be purchased by voucher drawn against canteen system accounts and all such purchases of goods and services are exempted from the provisions of The Oklahoma Central Purchasing Act. All revenues from canteen operations, offender telephone system services, and offender electronic mail system operations shall be used exclusively for the benefit of the offenders of the various institutions and personnel of the Department of Corrections as determined by the Canteen System Board of Directors."
The Department of Corrections Finance and Accounting unit and the administrator of the Offender Banking System will coordinate and monitor facility canteen financial and inventory management activities and provide assistance to the Canteen System Board of Directors and the various Facility Canteen Boards as required.