POLICE SERVICES ANNUAL REPORT

Transcription

1 DEPARTMENT OF POLICE SERVICES ANNUAL REPORT 2011 Office of the Sheriff Jacksonville, Florida

2 DEPARTMENT OF POLICE SERVICES ANNUAL REPORT 2011 TABLE OF CONTENTS LETTER OF TRANSMITTAL... I ORGANIZATIONAL CHART... II DEPARTMENT OF POLICE SERVICES... 1 BUDGET AND MANAGEMENT DIVISION... 3 Annual Budget... 7 Comparison of Annual Budgets... 9 SUPPORT SERVICES DIVISION STAFFING COURT SECURITY COMMUNICATIONS Audio Reproduction Computer Aided Dispatch (CAD) Administrator Training Terminal Agency Coordinator (TAC) Telephone Systems Wireless Phones CENTRAL RECORDS SECTION Alarm Control/Traffic Citations Units Data Input Unit Public Counter, Records, and Public Records Requests Unit Validations Unit Warrants Unit Identification Section AFIS Duties Document Imaging Unit Copy Center Civil Process Unit Fleet Management Unit Property and Evidence Unit Building Security Unit Facilities Management Unit Supply and Inventory Management Unit Mailroom and Receiving Unit... 32

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4 Department of Police Services Carol J. Hladki Director of Police Services Chief Maxine Person Budget & Management Chief Greg Burton Support Services A/C A Ayoub Central Records A/C Vicki Diaz Communications A/C John Lamb Logistics & General Support Lt. Steve Weintraub Court Security Budget & Purchasing Central Records Identification Copy Center Communications Center General Support Facilities Management Logistics Support Correctional Unit Grant Fiscal Management Public Counter Identification Civil Process Property & Evidence Court Unit Financial Reporting & Accountability Records AFIS CAD Fleet Management Supply & Inventory Management Court Liaison Warrants and Validations Document Imaging Tape Reproduction Security Officers Shipping / Receiving Data Input Training Alarm Control/ Traffic Citations II

5 DEPARTMENT OF POLICE SERVICES The Department of Police Services is comprised of organizational functions that provide vitally important support services which complement law enforcement efforts. These services are not generally obvious or visible to the public, but are crucial to carrying out the Sheriff s Office responsibility to the citizens of Jacksonville. Whether visiting the Police Memorial Building or calling for police service, an employee assigned to a Services function is routinely the first point of contact for someone requiring police assistance. The Department of Police Services is divided into two (2) distinct divisions: The Budget and Management Division and the Support Services Division, each headed by a Division Chief. BUDGET AND MANAGEMENT DIVISION The Budget & Management Division provides: financial planning; reporting; forecasting and analysis of all income, operating expenses and capital investment. In addition, the Division also provides grant/trust fund management and contract management /negotiation services for the Office of the Sheriff. Division personnel perform the accounting functions for the general ledger, accounts payable, accounts receivable and banking, in compliance with generally accepted accounting principles, Sheriff s Office policy, and federal, state and local law. In addition, the Division reports financial plan performance and facilitates proposed legislation to the Jacksonville City Council. 1

6 During the Fiscal Year (FY) 2011, the Budget & Management Division administered a General Fund operating budget of $350.4 million 1, Emergency 911 budget of $4.6 million, and federal/state grants totaling $7.6 million. SUPPORT SERVICES DIVISION The Support Services Division is under the command of a Chief, who has three (3) Assistant Chiefs and one (1) AMIO/Courthouse Security Manager that are responsible for supervising various sections within this division. The primary purpose of the division is to manage the critical support functions for all personnel employed by the Jacksonville Sheriff s Office and other members within the criminal justice community. One Assistant Chief is in charge of the Communications Center, another the Central Records Section, another Assistant Chief is in charge of the Logistics and General Support Sections and the Courthouse Security Manager is in charge of security at the Courthouse and Traffic Court Facility. 1 Refer to pages 7 through 9 for additional FY2011 general fund budget details. 2

7 Budget & Management Division FY 2011 Highlights Inmate Trust Accounting During FY 2011, responsibility for the Inmate Trust Accounting transitioned to the Budget & Management Division. Accounting transactions and account balances were monitored for inmate accounts averaging 4,000 daily. Division personnel redesigned the accounting structure to reduce unnecessary transactions, increase controls and provide management reporting. CTC Program Accounting During FY 2011, responsibility for the Community Transition Center (CTC) accounting system was transferred to the Budget & Management Division. Division personnel assessed the adequacy of the existing accounting system and determined migration to a new accounting system was necessary. QuickBooks accounting software was deployed and utilized to accurately track CTC account transactions until a permanent accounting and program management solution is implemented. Budget & Management personnel developed management reports, which provide information on the financial status of the Work Furlough, Home Detention and Weekend Programs. Implementation of the reports led to a decrease in the number of inmates who were not current with payment of their program fees. In addition, Division and Corrections personnel worked collaboratively to ensure the accuracy of the program fees quoted to inmates, thus reducing system recording errors. Electronic Approval Paths During FY 2011, the Budget & Management Division implemented electronic approval paths in the JaxPro 2 system for each Department and Division. These electronic approval paths streamlined the approval of requisitions and provided management greater visibility of procurement activities. Formal Procurement/Contracts During FY 2011, the Budget & Management Division assumed responsibility for the administration and/or review of all formal contracts. A database was developed to track the status of all formal awards, legal requests and contracts. The Budget & Management Division was proactive in reducing costs by setting up master blankets to take advantage of economies of scale, negotiated with vendors to 2 The City s procurement system. 3

8 receive better discounts, and set up a revenue generating contract for the sale of scrap ammunition casings. Grants and Trust Funds During FY 2011, the Budget & Management Division administered $2.2 million in trust fund expenditures and $7.6 million in grants. In an effort to improve the level of service for our internal customers, an additional member of the Budget staff has been crosstrained to handle accounting and procurement requests for grants and trust funds. All grant and trust fund documentation is now paperless and housed on network drives to streamline information and procurement requests as well as allow multiple staff member s simultaneous access. Grant and trust fund accounting has been revamped in order to provide up-to-date information. This availability assists process owners in managing their responsibilities related to budgets, timelines and programmatic reporting. Fleet During FY 2011, JSO fleet charges from City Internal Services totaled $22.6 million. In an effort to reduce expenditures, Division personnel designed management tools using data captured from Fleet s database, Maximo. The management tools quantify, in dollars and gallons, individual user s consumption for data mining purposes. This information is used to identify areas for savings, project future costs, and substantiate the accuracy and validity of billings. Internal Services During FY 2011, JSO non-fleet internal services totaled $7.9 million. During the year, the Budget & Management Division implemented a review process for internal service billings with applicable process owners. This review aids in the identification of irregularities and anomalies. Deviations from the norm are investigated and credits are requested on an on-going basis. City Council Services and Legislation During FY 2011, the Budget & Management Division answered many Council inquiries as new Council members were seated in July. In addition, Division personnel provided information to the Mayor s transition team for its planning needs. As part of normal operations, appropriations totaling, $7.5 million were introduced, which the Division supported with financial analysis. To reduce unnecessary delays in the legislative process, Division personnel implemented a process to provide Council 4

9 Committee members with supporting documentation for each piece of legislation prior to Committee meetings. Procurement During FY 2011, purchase order procedures for JaxPro transactions were standardized and performance metrics related to these procedures were implemented. These changes resulted in improved effectiveness in entering requisitions into JaxPro by 68%, and improved the efficiency of processing check requests, requisitions, and receipts by 64%. Billing The Budget & Management Division is responsible for providing detailed invoices to agencies who reimburse the Jacksonville Sheriff s Office for wages, benefits, and/or overtime for officers working locally or on federal task forces devoted to making Jacksonville a better place to live and work. During FY 2011, the outstanding point in time receivables were reduced 93.1%. Outstanding invoices greater than 90 days old were reduced 99.8%. Reorganization of Financial Activities During FY 2011, many of the financial activities of JSO were consolidated within the Budget & Management Division. The total number of positions in the Division immediately following consolidation was 19. Through efficiencies gained in accounting, procurement, and grant management processes, positions have been reduced to 18, while increasing services to internal customers. 5

10 Budget & Management Division Positions Positions Chief of Budget & Management 1 Certified Public Accountant - JSO 4 JSO Manager of Accounting 1 Executive Assistant to Sheriff's Officials 1 JSO Narcotics and Vice Account Administrator 1 Account Technician Specialist 2 * Account Technician 7 ** Account Clerk 1 Total Positions 18 *Account Technician Specialist **Account Technician 1 position unfunded 2 positions currently vacant 6

11 OFFICE OF THE SHERIFF Annual Budget FY Description Approved General Fund Budget by Category % of Total Salaries $ 193,251, % Employee Benefits 95,789, % 82.49% Professional Services 1,207, % Other Contractual Services 10,358, % Travel and Per Diem 213, % Communications & Freight 171, % Internal Service Allocations 29,989, % Utility Services 505, % Rentals and Leases 394, % Insurance 3,358, % Repair & Maintenance Services 3,909, % Printing and Binding 20, % Other Obligations 1,413, % Office Supplies 551, % Operating Supplies 7,415, % Expenditure Credit (94,000) -0.03% Employee Training, Dues, Tuition 576, % Machinery and Equipment 1,355, % $ 350,387, % 7

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13 OFFICE OF THE SHERIFF Comparison of Annual Budgets FY and FY Description Approved General Fund Budget FY Approved General Fund Budget FY Increase / (Decrease) % of Increase / (Decrease) Salaries $ 199,721,795 $ 193,251,936 $ (6,469,859) -3.3% Employee Benefits 93,796,093 95,789,984 1,993, % Professional Services 1,128,586 1,207,191 78, % Other Contractual Services 10,132,134 10,358, , % Travel and Per Diem 225, ,226 (12,490) -5.9% Communications & Freight 165, ,052 5, % Internal Service Allocations 30,273,395 29,989,023 (284,372) -0.9% Utility Services 479, ,330 26, % Rentals and Leases 494, ,031 (100,004) -25.4% Insurance 3,318,317 3,358,254 39, % Repair & Maintenance Services 3,752,647 3,909, , % Printing and Binding 80,000 20,000 (60,000) % Other Obligations 1,575,869 1,413,372 (162,497) -11.5% Office Supplies 551, , % Operating Supplies 7,696,495 7,415,965 (280,530) -3.8% Expenditure Credit (545,000) (94,000) 451, % Employee Training, Dues, Tuition 855, ,933 (278,620) -48.3% Machinery and Equipment 1,957,771 1,355,006 (602,765) -44.5% $ 355,660,019 $ 350,387,721 $ (5,272,298) -1.5% 9

14 Support Services Division Staffing Chief, Support Services 1 Assistant Chief 3 Major (AMIO) 3 Assistant Management Improvement Officer 2 Principal Administrative Assistant 1 Executive Secretary I 1 Lieutenant 1 Sergeant 3 Police Officer 16 Security Officer Supervisor 3 Security Guard 12 Fleet Administrator 1 Vehicle Coordinator Emergency Telephone System Admin Database Administrator Telecommunications Analyst Account Technician 1 Information System Coordinator 1 CAD Administrator (AMIO) 1 Emergency Communications Officer IV 5 Emergency Communications Officer III 11 Emergency Communications Officer 149 Copy Center Supervisor 1 Copy Center Operator 4 Police Services Supervisor 4 Police Service Technician III 9 Police Service Technician II 23 Police Service Technician I 32 Fingerprint Technician Supervisor 9 Fingerprint Technician 31 Supply Supervisor 2 Account Technician 2 Clerical Support Aide III 9 Clerical Support Aide II 4 Construction Project Coordinator 2 Certified Sworn Officer Bailiff 45 Judicial Officer Bailiffs 60 Sworn Bailiff Sergeants 6 Sworn Bailiff Lieutenant 1 TOTAL FULL TIME 466 Part Time Clerical Part Time Bailiff 19,066 hours 279,916 hours 10

15 Court Security The Court Security Section is divided into two units, the Court Unit and the Correctional Unit. The primary function of the Court Unit is to provide security for all courtrooms and judge s chambers. The unit also provides sworn uniformed officers to monitor entrances to the Duval County Courthouse and security for the interior doors leading to chamber areas. In addition to providing security for the courtrooms, the sworn bailiff s affect arrests on judges orders, serve capiases and arrest warrants, and monitor the offices in the Domestic Relations Unit in the Courthouse Annex. Sworn uniformed officers and civilian bailiffs also provide security for the Traffic and Small Claims Court at the Beach Boulevard satellite location and the three (3) J-Courts located at the jail. The Court Liaison Office, a part of the Court Unit, processes and maintains records concerning the filing of cases and depositions by on-duty and off-duty officers along with their pre-trial and court appearances relating to their arrests. The primary function of the Correctional Unit is to maintain security of all inmates from the sally port of the Courthouse to the individual courtrooms and their safe return to the sally port. G4S Corporation, the private security company that provides screening of those persons entering the Courthouse, reported that 871,477 people passed through the screening equipment at the entrance doors during 2011, compared to 1,134,116 in 2010, a decrease of approximately 23.0%. During 2011, 37,627 adults were processed through J-1 First appearance court compared to 41,371 in 2010, a decrease of 9%. During the same period, 795 Juveniles were processed compared to 834 in 2010, a decrease of 5%. During 2011, 44,579 adult inmates were processed through the courthouse compared with 42,230 in 2010, an increase of 5.56%. During 2011 numerous meetings were held with the stakeholders to begin finalizing the plan necessary for the move to the new courthouse in The additional staffing level was determined and the hiring process was set in motion to fill the anticipated vacancies. Court Liaison personnel began to directly input court overtime into the Employee Information System (EIS) via communication systems rather than personal appearances. This procedure served to reduce the countless hours Officers wasted appearing at the Court Liaison office. Also in 2011 the following positive changes were accomplished. 11

16 Each criminal courtroom was equipped with a laptop computer allowing officers to input needed arrest information or reports, which allowed the reassignment of one officer to other security duties. The evening shift was increased by one officer, which helped reduce overtime. The new Foreclosure court was also staffed to provide assistance to court personnel. A review of staffing was conducted to ensure resources were being assigned appropriately. As a result five officers were re-assigned to an afternoon shift, reducing overtime usage. Communications Section Dispatch and Call Taking The Police Communications Section serves as an interface between the community and first responders. The Jacksonville Sheriff's Office Communications Center is responsible for processing calls for service initiated by the general public to and the non-emergency number. Call takers properly triage the call for service. This may include transferring the call to Jacksonville Fire and Rescue, Tele-Serv Unit or another department or city service. The dispatcher s primary responsibility is to provide emergency services, support and resources to the scene of an incident that is dispatched for service or on-viewed by an officer. In 2011, 1,465,115 calls for service were received, a decrease of 45,267 calls for service from the 1,510,382 in This represents a 2.99% decrease in calls for service. Of this number, 684,303 calls for service were received on 9-1-1, a 1.73% increase from the 672,633 calls to that were answered in In 2011, the Communications Center received 780,812 non-emergency calls for service, a decrease of 6.79% from the 837,749 non-emergency calls answered in

17 Incoming 911 and Nonemergency Calls Workload Calls Received 679, , ,303 Nonemergency Calls Received 859, , ,812 Total Phone Calls 1,538,697 1,510,382 1,465,115 Audio Reproduction In 2011, 6,282 Public Records Request (audio reproduction and Computer Aided Dispatch records requests) were received by this office, which is an increase of 16.96% from the 5,371 requests received in These requests are made by the State Attorney s Office, private attorneys, public defenders, media, citizens, and other units within the Sheriff s Office. In 2011, the Audio Reproduction Unit streamlined the process of subpoena requests for the unit. The process made tracking paperless and made the workflow easier for both the attorneys and the Audio Reproduction Unit to view electronically. The staffing in this unit was increased by one employee to effectively handle the workload. Requestor State Attorney s Office Includes OGC & Risk Management 4,221 4,672 JSO includes complaints & spot inspections Private citizen requests Public Defender s Office Received copies via SAO 106 Media Not Available 27 Private Attorney and Private Investigator Not Available 494 Other Law Enforcement Agencies Not Available 32 Total 5,371 6,282 13

18 Computer Aided Dispatch (CAD) Administrator In 2011, the CAD Administrator continued the process of aligning all the JSO Zone, Sector, Subsector, and TAZ boundaries with the streets, which comprise the borders of those areas and with each other. This time intensive project will eliminate the need for City Geographic Information System (GIS) personnel to manually assign those values. The mapping application will automatically assign values at the click of a button. Several Computer Aided Dispatch System (CAD) projects were completed this year. They included system upgrades, verifying and purging premise history files in the CAD that contained outdated information. These changes eliminated two monitors from the zone dispatch consoles, which allow the dispatchers to ergonomically view additional calls for service at once eliminating potential neck strain. Some additional projects that were completed included: the addition of an exotic animal list to the premise detail file, Advanced Authentication was implemented to be compliance with FCIC/NCIC security policy and starting July 8th 2011, geofile discrepancies and all geofile verification are handled by the CAD Administrator, which streamlined the addressing corrections process. This process includes correcting incorrect zones, sectors, subsectors, and even missing addresses and streets. These discrepancies were being handled by City GIS Department prior to the JSO CAD Administrator assuming these responsibilities. Training In 2011, the Communications Training Unit was responsible for ensuring all employees receive their Department of Health Public Safety Telecommunicator state certification as they become eligible. Eligibility is dependent on either three years of experience between January 1, 2002 and September 30, 2012 or having completed the JSO approved curriculum. During 2011, 90% of all employees met this requirement. The Training Unit continues to collaborate with the FSCJ (Florida State College at Jacksonville) in regards to the Public Safety Telecommunicator (PST) Program. An online course has been developed and approved by the Department of Health. The current curriculum will address already employed Emergency Communications Officers (ECO s), but will be expanded to include students without experience. 14

19 In 2011, several employees and supervisor s attended the Florida Department of Law Enforcement s Instructor s Technique Program. This certification allowed the Training unit to expand by adding more instructors who will be able to teach the state approved curriculum. In April of 2011 the Department of Homeland Security funded Operation MACE (Multi- Agency Communications Exercise). This event involved over twenty-five different state and local agencies and was intended to deploy and test technical communication equipment that would be needed in the event of a large scale emergency incident or joint response. The supervisor s attended workshops and work summits which included: the Florida Interoperability workshop summit, FIN 4.7 training, EDICS and EDWARDS training and several interoperability exercises locally and throughout the state. During these workshops, valuable information was learned in order to incorporate it into JSO s In- Service Training blocks. Terminal Agency Coordinator (TAC) In 2011, the Terminal Agency Coordinator (TAC) position was responsible for assuring that this agency operates in compliance with the rules, regulations and user agreements set forth by the State of Florida. This position has completed many duties mandated by the State for compliance with the Criminal Justice Information System (CJIS) Security Policy this year. Some of the accomplishments of the TAC during 2011 included processing 1,092 Driver and Vehicle Database (DAVID) applications a decrease of 28.9% from the 1,537 requests received in 2010 and attaching 534 images to missing person case files, a decrease of 5.49 % from the 565 images in The TAC provided more than 35 various training classes pertaining to FCIC certification or NCIC/FCIC procedural updates, such as Security Awareness, ADA Interpreter Request applications, NCIC 101 for dispatchers, and the eagent Software training for Offender Tracking Unit. In 2011, The Jacksonville Sheriff s Office was the first to CJIS certify vendor s remotely. An audit was performed by FDLE the error report was the best the Agency had ever had of 1.8%. The process of towing city vehicles, calling medical examiners, and Risk Management Insurance Adjusters became paperless 15

20 when it was added to the Communications SharePoint site. provided visibility to all users. This enhancement 911 Emergency Telephone Systems The county-wide 911 Emergency Telephone Systems is managed through the Sheriff s Department. The system is funded through the user fees. These fees are assessed on all landlines and specific wireless phone lines in Duval County. 911 Answering Points The Duval County System consists of seven (7) Public Safety Answering Points or PSAPs, which receive and dispatch all calls for Duval County. The Primary PSAPs are located in the Jacksonville Sheriff s Office, Atlantic Beach Police Department, Neptune Beach Police Department, and Jacksonville Beach Police and Fire and a Regional Dispatch Center for military installations at Naval Air Station Jacksonville (NAS JAX). Jacksonville Fire and Rescue serves as a secondary PSAP facility, handling calls requiring fire and emergency medical response. A secondary PSAP facility has been also established at the University of North Florida (UNF). The system also includes a Backup Communications facility. The Backup Center is equipped to serve as a temporary Communications Center if the existing PSAP facilities of any agency are unavailable due to power outages, equipment maintenance or other incidents. This allows continuous and uninterrupted handling of 911 calls and emergency response to the community. The NAS JAX PSAP does not receive funding from the Duval 911 System; however they do coordinate with the County 911 Administration office for service, operation and addressing support functions. The 911 Administration Unit assisted the Naval Station personnel in establishing a new addressing system to integrate the base addresses with the 911 System to coordinate response from local agencies when responding to calls on the base for mutual aid situations. The NAS JAX addressing project has attracted national attention and has become a model for other military installations to follow in coordination with Homeland Security recommendations. 16

21 Wireless Phones Over the past 10 years we have seen a dramatic change in the types of technology used for communication. Today over 60% of the 911 calls originate from wireless phones. In some communities the percentage is closer to 70% of calls from wireless phones. Many citizens have abandoned the use of their landline phones. Third party notification services such as On Star also relay information to the 911 network. The 911 Administration Office continues to monitor these changes and upgrade the 911 networks and equipment to keep pace with the changing technology. Text messaging is not currently available to 911, but it is on the radar screen for future technology improvements. Non English Speaking Callers The chart below shows the 911 calls from non-english speaking persons which required the use of a translator service. These numbers may be deceptive because JSO has also initiated a policy of utilizing bilingual employees for telephone translation services when appropriate. This has reduced the number of calls requiring an outside translator service. 17

22 The 911 Unit also assisted in the development of written directives and procedures for utilization of translator services for both non-english speaking persons and persons who utilize sign language to communicate ADA Accessible The 911 System is also accessible to deaf or hard of hearing callers who may use text telephones or other technology to report emergencies. All 911 answering positions are equipped with TTY or Text telephone answering capability, in compliance with the Americans with Disabilities Act (ADA). Although many deaf persons utilize text messaging, this technology is different from the text messaging technology that would be utilized by the 911 System. A series of training classes in ADA awareness and TTY operation was developed and presented for Emergency Communications Officers at all 911 PSAPs, and has been well received and has been requested by neighboring counties and other agencies throughout the state. The 911 Telephone Systems Manager has also been invited to serve on a state Task Force to improve Accessibility to Legal Services for deaf and hard of hearing citizens. 18

23 Central Records Section The Central Records Section consists of three (3) separate units: Records, Identification, and the Copy Center. An Assistant Chief commands the Central Records Section and there are two Assistant Management Improvement Officer s (AMIO) with the rank of Major assigned to command the Records and Identification Units. The Records Unit is sub-divided into seven (7) individual units: Alarm Control/Traffic Citations, Data Input, Public Counter, Public Record Requests, Records, Validations, and Warrants. The Identification Unit is made up of three integrated components: Identification, Document Imaging and the Automated Fingerprint Identification System (AFIS). The Copy Center is the third Unit within the Central Records Section. Alarm Control/Traffic Citations Units Alarm Control Unit personnel are responsible for issuing a Jacksonville Sheriff s Office Alarm Contractors Registration Certificate and renewal certificates to all businesses that install and/or monitor alarm systems within the city limits of Jacksonville. Personnel also issue Alarm Registration Decals to homeowners and businesses who obtain an alarm system. Additionally the unit is responsible for tracking all false alarm citations issued by JSO Officers. Invoices are generated for false alarm fines and unit personnel are responsible for accurately processing both the invoices and the invoice payments. In 2011 there were 230 alarm contractors registered with JSO to install or monitor alarm systems in Duval County. Alarm Control Unit personnel issued 4,770 Alarm Registration Decals for newly installed alarm systems. This is a 5% decrease from the 4,998 issued in False alarm citation invoices are generated after JSO Patrol Officers respond 19

24 to six false alarms at a residence or business during one year. The total number of invoices generated in 2011 was 1,107. Funds collected for false alarm fines in 2011 totaled $20,875.00, a decrease of 19% from the total funds of $25, collected in Traffic Citation Unit personnel are responsible for the distribution, tracking and accounting of Uniform Traffic Citation, Warning Citation, and Notice to Appear Citation books. Officers submit all issued traffic citations to the Traffic Citation Unit for processing. Information concerning the violation is manually transferred from the issued citation into an agency database by unit personnel. The issued traffic citations are sorted into batches and hand delivered to the Clerk of Court for processing. Unit personnel are responsible for providing statistical information obtained from issued traffic citations to the State of Florida, and various units within JSO. During 2011, there were 152,223 Uniform Traffic Citations and Traffic Warning Citations processed by Citation Unit personnel. This is a 7% increase from 2010 when 142,440 Uniform Traffic Citations and Traffic Warning Citations were processed. Data Input Unit The functions of the Data Input Unit have evolved due to electronic report writing. Traffic Crash Reports represent the majority of handwritten reports submitted to the unit for data entry. Data Input personnel provide report accountability by ensuring every report written by agency personnel is submitted and processed. Unit personnel have the added responsibility of scanning and indexing various miscellaneous agency documents into a document imaging system. Unit personnel are responsible for the accuracy of the information submitted to DHSMV and each Traffic Crash Report is reviewed for errors prior to being sent to Tallahassee. Unit personnel manually transfer information from handwritten crash reports into a Traffic Data Entry Database. In 2011, the Data Input personnel scanned, indexed and processed 28,419 hand written Traffic Crash Reports. This is a 5% decrease from the number of Traffic Crash Reports processed in

25 Public Counter, Records, and Public Record Requests Units The primary responsibility of the personnel assigned to the Public Counter, Records and Public Request Units is to provide fingerprinting services and agency documents to the public upon request. Criminal history background checks, traffic crash reports, arrest dockets and miscellaneous agency reports are routinely provided by personnel at the Public Counter and the Records Unit. Requests for extensive case files involving a wide range of agency documents are submitted to the Public Records Request unit for completion. In 2011, the Public Counter personnel provided electronic fingerprinting for 731 Concealed Weapon applicants and 232 persons applying for a name change through the Clerk of Court. There was a 24% reduction in the total number of electronic fingerprints submitted in 2011 (963) compared to the 1,268 submitted in Records Unit personnel provide an optional charge account service to high volume customers. At the end of 2011, five hundred (500) customers maintained a charge account with the Records Unit. This represents a 4% increase from Unit personnel enter the billing information into a computer data base and invoices are generated monthly through an electronic interface with the Tax Collector s Office. A total of $67, was invoiced for the year of The total revenue collected by the Public Counter and Records Units for 2011 was $376,116.64, which was a 29% reduction from the $530, collected in In 2011, the Public Records Request Unit was established to facilitate the increasing number of requests for copies of extensive case files. Personnel are responsible for routing requests to the appropriate unit and providing the completed documents to the customer. Requests are no longer limited to copies of General Offense Reports and 911 tapes. The agency document requests range from: Dash Cam Videos, Crime Scene Photographs, Internal Affairs Reports, Personnel Records, and Jail Medical Records. In 2011, unit personnel completed 3,586 extensive Public Record Requests. 21

26 Validations Unit Validations Unit personnel are responsible for the accuracy of agency information entered into the FCIC/NCIC computer systems. Personnel must acquire and maintain certification through the Florida Department of Law Enforcement (FDLE) in order to view entries and make any necessary changes or corrections. Missing Persons, Injunctions for Protection, Writs of Attachment and Felony Warrants are entered into the FCIC/NCIC computer system. These entries, along with serial numbers of guns, vehicles, vehicle parts, vehicle tags and boats, are validated on a monthly basis. During 2011, personnel reviewed the accuracy of 30,135 FCIC/NCIC computer entries made by agency personnel. This is a 1% increase over the 29,747 entries reviewed in Warrants Unit Affidavits, Writs of Attachment, Injunctions for Protection and Felony Warrants are manually entered into both the e-warrants system and FCIC/NCIC computer system by Warrants Unit personnel. Capiases and Custody Orders are electronically imported into e-warrants from the Clerk of Court. Warrants Unit personnel manually entered 14,394 documents into both e-warrants and FCIC/NCIC in 2011, which is a 51% increase from the amount entered in In May of 2011 the State Attorney s Office conducted a mass warrant recall which resulted in a 21% reduction in the number of active warrants. At the end of 2011 there were 43, 571 active warrants in the e-warrant system. Identification Unit The Identification (ID) area consists of the Identification, Automated Fingerprint Identification System (AFIS) and Document Imaging Units. The Identification Unit operates on a twenty-four hour, seven days a week schedule and support department personnel within the Jacksonville Sheriff s Office. In addition to this, the Identification Unit provides criminal justice information to the County Court 22

27 System as well as other criminal justice agencies. One of the primary responsibilities of ID personnel is to determine the proper identification of persons arrested by utilizing fingerprint classification. This includes adults and juveniles. Additionally, personnel maintain a criminal history file on each adult individual arrested. The Identification Unit maintains approximately 515,000 criminal history files on site and approximately 300,000 records are housed at off-site storage facilities. ID Unit personnel processed 52,019 adult and juvenile arrest dockets in This is a 5.9% decrease compared to the 55,269 processed in This number does not include an additional 27,888 adult and juvenile name checks that were requested by telephone and/or radio. As a result of the total phone and radio transactions, ID received 13,507 or 48% positive hit results for outstanding warrants. This is a 2% increase over the 46% positive hit results from ID personnel are also responsible for assembling criminal history files and sending them to court for First Appearance after the most recent arrest. In 2011, personnel processed 38,898 records for First Appearance court proceedings. This is a 4% increase from ID personnel also transmitted 17,647 teletypes to other law enforcement agencies, which resulted in an 18% increase from ID Personnel additionally retrieved 85,034 records for subsequent court appearances in This equated to less than a 1% decrease from the prior year of 85,100. There were a total of over 140,549 records retrieved and consequently re-filed due to successive court appearances and name checks. ID personnel also verified and cleared the identity of 38,561 inmates utilizing the Correctional Management Information System (CMIS). This total number was reduced by 13% from last year. AFIS Duties The Automated Fingerprint Identification System (AFIS) is a local fingerprint database that uses digital imaging technology to capture, maintain, and analyze fingerprint data. Unit personnel perform fingerprint searches electronically in a matter of minutes. The fingerprint data is electronically forwarded to Florida Department of Law Enforcement (FDLE) and attached to the person s criminal history record. The AFIS workstation is utilized to input descriptive data, initiate searches and, as a result, provide a list of possible candidates for operator verification. The system performs two types of searches: Ten prints, which are done by searching all ten fingers and latent 23

28 prints. This will search the unknown print against all ten finger positions in the database. The ID Unit personnel utilize the AFIS to search and process ten-prints on specific cases such as felony registrations, new and repeat juvenile and adult arrest dockets, JSO applicant cards, unidentified fingerprint identification of deceased persons and identity verification of subjects associated with fraud cases. Employees assigned to AFIS are occasionally subpoenaed for court to fingerprint subjects or testify for the purpose of validating a subject s true identity. In 2011, a total of 433 individuals were printed for judgment and sentencing cases compared to 343 individuals for the previous year, resulting in an increase of 26.2%. The total number of judgment and sentencing cases only represents the requests for individual cases. The total number of actual comparisons would be greater because one individual could have multiple cases. AFIS personnel testified on 81 of the 433 requests after fingerprint comparisons were completed. The table below shows the 2011 and 2010 AFIS statistical comparison. There was a significant decrease in several areas due to the purging of obsolete juvenile criminal history data from the local AFIS database as governed by the General Records Schedule. AFIS Statistics from the AFIS Function Definition 2010 Totals 2011 Totals Net Change Tenprint Inquiry Searches all 10 fingers 51,760 38,911-25% Tenprint Registration Addition of new sets of prints 12,437 7,384-41% Tenprint Updates Modify demographical data 47,398 44,804-5% Rolled Substitutions QC Edit Visual Verification (VV) Ten-print Deletions Ability to replace prints w/a better quality print Ability to revise for better print quality (correct pattern calls, adjust core-axis placement, etc.) Comparison of prints to determine a match Part of Purge Process (Duplicate prints) 28,310 29,515 4% 19,831 12,388-38% 18,200 14,894-18% 7,357 1,417-80% 24

29 Document Imaging Unit The Document Imaging Unit is responsible for the indexing and scanning of adult criminal history records. These criminal history records are used as an investigative resource and can be accessed by the Investigations Division, substation personnel and other units within the Sheriff s Office. Document imaging personnel scanned a total of 210,609 pages of adult criminal history reports in This was a 12% decrease from the 239,217 scanned in Copy Center Copy Center personnel are responsible for reproducing reports, forms, and other materials used by the Jacksonville Sheriff s Office in its operations and training functions. Copies printed for FY2011 totaled 8,414,799 impressions, including 520,613 color copies. This was an overall 9% reduction, or 808,767 fewer copies, than in the previous year continuing a trend, which started after the unit s Lean Assessment in ,000,000 16,000,000 14,000,000 12,000,000 10,000,000 8,000,000 6,000,000 4,000,000 2,000,000 0 BLACK & WHITE TOTALS SINCE ,437,379 11,436,743 9,632,363 10,021,836 8,860,874 7,894,186 8,426,398 8,040,

30 In 2011, the unit proposed in its Annual Goals and Objectives initiative to further reduce printed report copies to outside agencies. In collaboration with the Information Systems Management Unit, the Copy Center developed a concept where authorized users access reports via a reports warehouse located on the JSO intranet (94net). Estimates indicate this would eliminate an additional 350,000 printed copies annually. The concept has potential utility to other users requiring quick access to reports already formatted and stored in digital form. The success of the Lean principles instituted in the shop has allowed the department to invest in mid-volume capacity, lower cost production printers with enhanced finishing features not previously available. Many items that were once outsourced for printing, such as Victim Guides booklets and color calendars, are now produced in-house at substantial cost savings to the department. Civil Process Unit The Civil Process Unit is responsible for receiving, processing, serving, and returning civil process directed to the Sheriff s Office from jurisdictions both inside and outside the State of Florida. The Civil Unit sworn personnel administers all enforceable civil process, which includes various types of injunctions, Writs of Possessions (evictions), Writ of Bodily Attachments, Mental Health Pick-up Court Orders, Writs of Execution, Writs of Replevin, and Criminal Subpoenas. Most Non-Enforceable civil processes, which include Civil Summonses and Civil Subpoenas, are contracted to a private process server company for service. 26

31 The unit is also responsible for collecting and issuing receipts for appropriate fees for service, which are recorded and deposited with the Tax Collector Office. The total documents involving civil process court in 2011 were approximately 43,931 writs, of which, 12,754 were enforceable process and 31,177 were non enforceable. This represents a decrease of 9.26% from the 2010 total of 48,000. The chart below represents the number of writs served and processed by the Civil Unit Enforceable Non Enforceable In 2010, the Civil Process Unit replaced three of its aged database management programs with a state of the art web-based application, the Civil Automated Management System (CAMS). In addition to consolidating programs into one fully integrated system, the application provides a wide array of management tools with increased accuracy and timeliness of information available to agency personnel. A significant reduction in sworn officers work hours were reduced by providing automated data entry capabilities while in the field. Future improvements include an automatic feed to and from the Clerk of Courts and E-Warrants in order to further reduce the need for duplicate data entries. Fleet Management Unit The mission of the Fleet Management Unit is to provide safe and effective vehicle support to the men and women of the Jacksonville Sheriff s Office. The Fleet Management Division is responsible for the support, acquisition, maintenance, fueling and disposal of fleet equipment. Currently, Fleet Management provides support services for more than two thousand (2,000) pieces of diverse mobile equipment for the Sheriff s Office. In 2012, eighty (80) replacement vehicles will be purchased. Included in this number are forty nine (49) Police Package Chevrolet Impalas, three (3) Lieutenant, nine (9) Sergeant, one (1) Traffic, one (1) Driving Under the Influence vehicle, three (3) Canine Unit Tahoe s, one (1) Crew Cab K9 Pickup (2) Patrol Trucks, one (1) Extended Cab Pickup, one (1) Police Package Chevrolet Caprice, one (1) Police 27

32 Package Ford Interceptor and eight (8) Harley Davidson (Road King) Motorcycles for the Traffic Unit. All newly purchased patrol vehicles are equipped with interior autolocking patrol rifle racks, enabling patrol officers to have immediate access to their rifles. In an effort to reduce cost, Priority Starts are being installed in all new vehicles enabling the agency to reduce the need to replace batteries and alternators, thus resulting in considerable cost savings. Future purchases of marked police cars will include Priority Starts as standard equipment. To increase officer safety and to enhance the comfort of the officers while in the vehicle, JSO is testing one (1) Police Package Chevy Caprice and one (1) Police Package Ford Interceptor to determine which vehicle will better serve the needs of the Patrol force. Police Package Chevy Caprice Police Package Ford Interceptor 28

33 The following are improvements have been made to improve Fleet Managements operation and customer service: Pamphlets of Services Provided Paperless Contracts JSO Fleet Services Web Page Online car status of vehicle through fleet website Fleet Management s centralized approach allows for fleet to be responsive to its customer s needs by providing efficient, effective, and reliable services. Some of the services provided include, Vehicle Information Support (Maintenance and Repair); Car Cleaning; Fuel Support; Vehicle Modifications (Lights, Window Tint, Hitches, etc.) and Accident Appraisal Support. Property and Evidence Unit The Property and Evidence Unit is a 24-hour operation that is staffed by a Lieutenant, one Sergeant, five civilian supervisors, and sixteen Police Service Technicians. Unit employees are responsible for preserving the integrity of the evidence recovered from crime scenes as well as storing abandoned and personal property recovered by law enforcement officers. All items are stored in a highly secured environment. The main responsibilities of the unit are to accurately account for all items stored and ensure the availability of the items for court purposes or their proper return to the lawful owner. The Property & Evidence Unit also has a team of four employees who conduct research on past cases to determine if a final disposition indicates if the evidence can be purged. This team was responsible for purging over 47,000 items during 2011, out of 68,000 cases researched (a 70% purge rate). Their work ensures the continued viability of the facility for many years to come. In early 2011, the Unit implemented an electronic re-verification process to better account for and track items purged from the facility. A project that started in November 29

34 2009 processed older sex crimes kits, which resulted in 183 positive hits out of 366 kits processed as of December During 2011, the Property and Evidence Unit processed 37,349 submissions for a total of 96,102 individual items. There were 76,007 items purged from the facility during the same time frame, either through return to the rightful owner, destruction, auction, adaptation for department use, or to approved charities. The chart below represents a comparison of the past three years of items submitted to the Property and Evidence Unit. 99,000 98,000 98,043 97,000 96,000 96,102 95,000 94,000 93,000 93,151 92,000 91,000 90, Building Security Unit The Security Unit is a twenty-four hour, seven day a week operation. The Security Unit s primary responsibility is to provide security to the employees of the Sheriff s Office and the 23,636 citizens who visited the Police Memorial Building in Other responsibilities entrusted to the Security Unit entail providing general information to citizens by telephone or in person, logging all visitors who enter the Police Memorial Building in the On-Line Visitor Log computerized system, daily deliveries of documents from the Jacksonville 30

35 Sheriff s Office to the Tax Collector s Office and escorting employees to their vehicles after hours. Security Unit personnel support the Project Safe Place program coordinated by the Youth Crisis Center (Y.C.C.). The Project Safe Place program necessitates that Security Unit personnel accept any person under the age of 18 who is a runaway, abused, and / or homeless and monitor the juvenile until placed in law enforcement custody. In addition to the Security Unit s assigned responsibilities, Security Unit personnel are responsible for maintaining the Prescription Drug Drop Box utilized by citizens who desire to discard unwanted prescriptions and over-the-counter drugs. Additionally, the Security Unit personnel maintain the Deaf Link Video Relay Interpreter Service and TTY equipment. The Deaf Link Video Relay Interpreter Service technology provides Deaf individuals with the ability to effectively communicate with law enforcement officers by way of an American Sign Language interpreter who is visible to both parties via a computer monitor. The TTY phone service provides the Deaf person the capability to communicate with law enforcement officers or other agencies via telephone. All security personnel are trained on the proper use of the Deaf Link service and TTY. The equipment is available for use inside the Police Memorial Building at the Information Desk (Forsyth Street entrance). Also, each zone sub-station and the Pre-Trial Detention Facility have been equipped with Deaf Link Video Relay Interpreter Service equipment. Facilities Management Unit The Facilities Management Unit is responsible for the design, planning, permitting, material requirements, manpower requirements and oversight of all renovation and remodeling projects. In addition, the Unit coordinates repairs, maintenance and cleaning of the Police Memorial Building (PMB) and most other JSO buildings. During 2011, fifteen separate construction, renovation and/or repair projects were completed under the direction of the Facilities Management Unit. Projects included construction of a new Pole Barn at MCC, replacement of carpet at four PMB units and at zones 1, 2, 3 & 6, new offices in the Identification Unit and Information Systems Management and soundproofing insulation in the PMB interview rooms. 31