AD HOC COURTHOUSE SECURITY WORKGROUP MEETING AGENDA Monday, November 6, 2017 at 2:00 p.m. # Action Presenter 1 Call to order Chair 2 Approve Minutes from June 28, 2017 Members 3 Discuss and take action on recommendation to the Finance and Members Personnel Committee regarding proposals for the Security Camera Recording System 4 Future agenda items Members 5 Next meeting date Members 6 Adjourn Members Questions regarding this agenda may be made to the Corporation Counsel Office at 715-273-6745. Upon reasonable notice, efforts will be made to accommodate the needs of individuals with disabilities requiring special accommodations for attendance at the meeting. For additional information or to make a request, contact the Administrative Coordinator at 715-273-6851. A quorum of County Board supervisors may be present. October 23, 2017 mls
AD HOC COURTHOUSE SECURITY WORKGROUP MEETING AGENDA Wednesday, June 28, 2017 at 2:00 p.m. # Action Presenter 1 Call to order Chair 2 Approve Minutes from April 24, 2017 Members 3 Presentations from vendors regarding proposals to convert security Vendors cameras to IP and recording from DVR to servers 4 Discuss presentations / proposals to convert security cameras from Brown / Members analog to IP and recording from DVR to servers 5 Discuss and take action on 2018 Security Budget Members 6 Future agenda items Members 7 Next meeting date Members 8 Adjourn Members Questions regarding this agenda may be made to the Corporation Counsel Office at 715-273-6745. Upon reasonable notice, efforts will be made to accommodate the needs of individuals with disabilities requiring special accommodations for attendance at the meeting. For additional information or to make a request, contact the Administrative Coordinator at 715-273-6851. A quorum of County Board supervisors may be present. June 8, 2017 mls
STATE OF WISCONSIN COUNTY OF PIERCE APPROVED MINUTES OF THE AD HOC COURTHOUSE SECURITY WORKGROUP MEETING held Monday, April 24, 2017 2:00 p.m. } 1) Meeting convened The Ad Hoc Courthouse Security Workgroup met in the County Board Room of the Pierce County Courthouse in Ellsworth, WI. Chair Gary Brown called the meeting to order at 2:02 p.m. A quorum was established acknowledging 5 members present and 2 excused. Members present: Dan Reis Gary Brown Brad Lawrence (2:11) JoAnn Miller Jerry Forss District #13 Emergency Mgmt. Director Corporation Counsel Adm. Coordinator Maintenance Supervisor Absent/Excused: Ronald Schmidt Julie Brickner Human Services Director Finance Director Also present: Jason Matthys-Chief Deputy; Sue Galoff-Public Health Director; Heather Conway ADRC Manager; and Michelle Schulte-Paralegal. 2) Approve minutes Motion by J. Forss / G. Brown to approve minutes of October 3, 2016 as presented. Motion carried with all in favor. (D. Reis and J. Miller abstaining). B. Lawrence arrived. 3) Discuss / take action on potential security projects and prioritizing remaining projects Members reviewed and discussed the following potential projects listed for 2017: conversion of security cameras to IP and recording from DVR to servers; laptop / remote access to security cameras for Court Security Officer; metal security ring at Defendant s table in courtrooms; security for Judge Duvall s office and Court level Conference Rooms; security for Public Health River Falls Location, Highway Satellite Shops and Nugget Lake County Park; external security cameras; and possible security needs of Courthouse and Pierce County Office Building after Pierce County Jail / Sheriff s Department Facility is completed. G. Brown reminded the committee that the budget for this year was reduced to half than what was requested and did not know the outlook for 2018. J. Miller stated she did not anticipate money for next year increasing and it would be a challenge just to obtain funding at the same level, indicating a demonstration of need will be essential when submitting a budget request for 2018. G. Brown referred members to the proposals provided in the packet regarding the conversion of security cameras from analog to IP and recording from DVRs to servers (NVR Network Video Recorders). He briefly explained that the analog cameras are not able to capture clear images and the image is even worse when attempting to zoom-in, making it difficult for the Sheriff s Department to identify faces, license plates, etc. DVRs are nearing their end of life, and, when they no longer work, are outdated technology that is not replaceable under the warranty. The prospective new technology would alleviate most of these issues. As an aside, the Court Security Officer would likely gain laptop / remote access to the cameras through the conversion process. He highlighted differences among the proposals and stated the range of cost varied greatly, but the estimated amount for all exceeded the Security Fund budget for 2017. J. CSW > 04/24/17 Page 1
Matthys stressed the importance of this project given the transition of the Jail / Sheriff s Office to an off-site location. He provided examples where the Pierce County Sheriff s Department was able to use the current equipment to assist the public and employees and how the outdated technology impacted their ability to respond to requests and otherwise carry out their duties. He further mentioned that IP cameras would capture pictures with greater detail with less pixilation, and that NVRs would record and store video in a format that allows for faster searching and extraction of video, likely realizing the county considerable savings in staff time to look for and copy specific footage. He reiterated the urgency of updating this technology within the next 12-18 months given that IP cameras and NVRs are being installed at the new jail / sheriff s department facility, therefore, if left as is, the analog cameras and DVRs currently providing security for the Courthouse and Pierce County Office Building will not be compatible with their new system. G. Brown thought it was important to prioritize the potential projects. B. Lawrence provided his viewpoint, ranking them as follows: 1) conversion of security cameras to IP and recording from DVR to servers; 2) security for Judge Duvall s office and the court-level conference rooms, external security cameras and possible security needs of the Courthouse and Pierce County Office Building after the Pierce County Jail / Sheriff s Department Facility is completed; 3) laptop/remote access to security cameras for the Court Security Officer; 4) metal security ring at the Defendant s table in the courtrooms; and 5) security at Public Health River Falls Location, Highway Satellite Shops and Nugget Lake County Park. B. Lawrence reasoned that, based upon earlier discussion, updating camera and recording technology should come first and, hopefully, through the conversion process, allow the Court Security Officer the necessary access to security footage; that security for Judge Duvall s office and Court-level conference rooms, external security cameras and possible security needs of Courthouse and Pierce County Office Building after Pierce County Jail / Sheriff s Department Facility is completed, should wait as it will possibly be addressed by the space needs review currently before the Building Committee; that the Public Health office in River Falls, Nugget Lake County Park and Highway Satellite Shops are at a lower risk and their security needs should be treated differently than those departments with a higher risk; and, finally, that a metal security ring at the Defendant s table may be something that can be done at little to no cost by the Maintenance Department. Members agreed that converting security analog cameras to IP and recording from DVR to servers was the most important security need at this time. Alternate methods for funding the conversion project were discussed. D. Reis stated that the solution for this issue should not be a band-aid but something comprehensive to suit future needs and eliminate the need to ask for another temporary fix. Motion by D. Reis / J. Miller to move forward with the conversion of security cameras from analog to IP and recording from DVR to servers as the project with the highest priority and recommend to the Finance and Personnel Committee that the project be funded over multiple years. Motion carried with all in favor. G. Brown will work to obtain more definite proposals for presentation to the Finance and Personnel Committee. D. Reis noted that making this project a priority did not minimize the security needs of the remaining aforementioned potential projects. Members talked through other ideas to mitigate security risks for the remaining potential projects. 4) Discuss potential modifications to security measures at the ADRC H. Conway informed the workgroup that the physical security measures present in their office entry are not compatible with the clientele they serve. On the surface, accessibility appears sufficient; the exterior door is handicap accessible, there is a hole in the service window to speak through and the delay before the interior door relocks has been enlarged allowing more time for clients to get through. However, their customers have to navigate through four doors to get into their office, the doors open awkwardly, making entry difficult to negotiate and they are forced to communicate through a hole in the service window, all of which are not easy for the elderly / physically disabled / hearing impaired. Furthermore, the overall concept for the ADRC office is supposed to be warm and welcoming and, simply put, the CSW > 04/24/17 Page 2 of 4
security measures do not accomplish this goal. She understands it is an issue of security versus accommodation and that funding is always an issue. However the State has expressed concerns about these issues to her and they do not like what the County currently has in place. She indicated there is grant money available to help address these issues if the State is agreeable to the modifications proposed by the County. For instance, a slider / opener may be added to the window however there are concerns that doing so may make it a slippery slope for other offices to request the same accommodation; a speaker, though helpful, would not be reflective of the atmosphere they would like to present in the office; and enlarging the hole would likely compromise the glass and present even greater security concerns. G. Brown and H. Conway will further research these and other options and attempt to come up with a solution that better resolves these issues. 5) Update on progress of the Pierce County Jail / Sheriff s Office facility J. Matthys provided an update on the progress of the Pierce County Jail / Sheriff s Office. He informed the members that completion has been moved up to June 10, 2017, substantial completion to June 30, 2017 and occupation by the Sheriff s Office to the 2 nd week in August. Beginning in August, agencies such as Dept. of Corrections and Pierce Co. Dept. of Human Services will receive tours and provided training on the operational and security aspects of the new facility. Inmates would likely begin occupying the jail by October 2017. J. Miller reported that the project was on budget for $19.2 million but the County bonded for $18.5 million so they are doing some nip and tuck to work toward that goal. 6) Discuss Courthouse security concerns, prisoner transport and future plans J. Matthys addressed the workgroup regarding prisoner transport, courthouse security concerns and future plans, indicating that these concerns cannot be fully mitigated. A space needs analysis is in progress with recommendations forthcoming from the consultant in the near future. Options presented will incorporate ways to secure the courthouse and transport prisoners though the courthouse in a safe and effective manner once the Annex is vacated. D. Reis informed everyone that the Building Committee already considered the four options from the consultant and determined not to do any remodeling at this time, allow the new facility to open and continue utilizing the existing sally port and operating with courthouse security and prisoner transport as is for at least six months for observation and then revisit possible uses / plans. According to D. Reis, this decision by the Building Committee was already endorsed by the full County Board. J. Matthys said the Sheriff s Department will plan accordingly with whatever the Board decided. 7) Discuss / take action on security training for new employees and annual refresher training for current employees According to G. Brown, the video recording of the training presented last year is not of good quality. The intention was to have the video viewed by all new employees and annually by current employees as a refresher. D. Reis expressed that training should be in-person in order to be effective. J. Matthys agreed, stating that not all employees are participants in security planning and therefore need comprehensive education on this issue. Additionally, he stated certain aspects of security procedures are missed when things that have been in place for years and are common knowledge to current employees aren t communicated to new employees. He felt that with the Sheriff s Department evacuating the Annex, it is paramount that employees know what to do and what to expect in an emergency situation. The Sheriff s Department could assist with re-tailoring the training however, with the construction and move to the new facility, they would not have enough staff to do so until much later this year. B. Lawrence agreed that annual refresher training should be face-to-face however thought adding the video to the checklist of items for new employees would be sufficient as an initial introduction to courthouse security. Motion by B. Lawrence / J. Forss to recommend that Administration add the training video to the orientation checklist for new employees and that they be required to sign off that they have watched it. Motion carried with all in favor. 8) Discuss / take action on amendment to Personnel Policy Article XI, Section L: Lockdown Policy The workgroup reviewed the current Lockdown Policy as well as the proposed Active Shooter / Violent Intruder Policy. Questions were answered regarding the differences between the two policies. Motion by J. Forss / J. Miller CSW > 04/24/17 Page 3 of 4
to recommend the Finance and Personnel Committee modify the Pierce County Personnel Policy by replacing the Lockdown Policy with the Active Shooter / Violent Intruder Policy. Motion carried with all in favor. 9) Discuss new security ideas / proposals Based upon the action taken on Agenda Item #3, it does not appear that there will be enough funds for any other projects and therefore no new security ideas / proposals were brought forth. 10) Update on current security projects / initiatives G. Brown informed members that the security cameras for elevators in both the Pierce County Office Building and Courthouse have been installed and are fully operational. Interior security projects at the Highway Administration Office Building and Solid Waste / Recycling Facility are nearly complete, with the final step being the installation of the security windows, which should happen in the next week or two. 11) Future agenda items The workgroup agreed that it would be necessary to consider final proposals for the conversion of security analog cameras to IP and recording from DVR to servers prior to recommending to the Finance and Personnel Committee. 12) Next meeting date A meeting date will be set after the final proposals are received. J. Miller indicated that the Finance and Personnel Committee will be approving the Budget Calendar at its next meeting (May 1, 2017) and, based on the timeline set forth therein, it would be necessary for the proposal for the conversion project, along with next year s budget request, to be to Finance and Personnel no later than the July meeting. 13) Adjournment Meeting adjourned at 3:28 p.m. by motion of J. Forss / J. Miller. Motion carried with all in favor. Respectfully submitted by: Michelle Schulte CSW > 04/24/17 Page 4 of 4
AD HOC COURTHOUSE SECURITY WORKGROUP MEETING AGENDA Monday, April 24, 2017 at 2:00 p.m. # Action Presenter 1 Call to order Chair 2 Approve Minutes from October 3, 2016 Members 3 Discuss and take action on the following security projects and prioritize remaining potential projects, including, but not limited to, the following: Conversion of security cameras to IP and recording from DVR to servers Laptop / Remote Access to Security Cameras for Court Security Officer Metal Security Ring at Defendant s Table in Courtrooms Security for Judge Duvall s office and Court level Conference Rooms Public Health River Falls Location Highway Satellite Shops Nugget Lake County Park External Security Cameras Possible security needs of Courthouse and Pierce County Office Building after Pierce County Jail / Sheriff s Department Facility is completed Brown / Members 4 Discuss possible modification(s) to security measures at the ADRC office Brown 5 Update on progress of the Pierce County Jail / Sheriff s Office facility Members 6 Discuss Courthouse security concerns, prisoner transport and future plans Members 7 Discuss and take action on security training for new employees and annual Members refresher training for current employees 8 Discuss and take action on amendment to the Personnel Policy Article XI, Members Section L: Lockdown Policy 9 Discuss new security ideas / proposals Members 10 Update on current security projects/initiatives: Security cameras for Courthouse and PCOB Elevators Security projects at Highway Department Admin. Building and Solid Waste / Recycling Facility Brown 11 Future agenda items Members 12 Next meeting date Members 13 Adjourn Members Questions regarding this agenda may be made to the Corporation Counsel Office at 715-273-6745. Upon reasonable notice, efforts will be made to accommodate the needs of individuals with disabilities requiring special accommodations for attendance at the meeting. For additional information or to make a request, contact the Administrative Coordinator at 715-273-6851. A quorum of County Board supervisors may be present. April 18, 2017 mls