department of police services

DEPARTMENT
OF
POLICE SERVICES
ANNUAL REPORT
2011
Office of the Sheriff
Jacksonville, Florida
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 .............................................................. 10
COURT SECURITY ...................................................................................................... 11
COMMUNICATIONS .................................................................................................... 12
Audio Reproduction .................................................................................................. 13
Computer Aided Dispatch (CAD) Administrator........................................................ 14
Training ................................................................................................................. 14
Terminal Agency Coordinator (TAC) ........................................................................ 15
911 Telephone Systems ........................................................................................... 16
Wireless Phones ...................................................................................................... 17
CENTRAL RECORDS SECTION .................................................................................. 19
Alarm Control/Traffic Citations Units ........................................................................ 19
Data Input Unit ......................................................................................................... 20
Public Counter, Records, and Public Records Requests Unit .................................. 21
Validations Unit ........................................................................................................ 22
Warrants Unit ........................................................................................................... 22
Identification Section ................................................................................................ 22
AFIS Duties .............................................................................................................. 23
Document Imaging Unit ............................................................................................ 25
Copy Center ............................................................................................................. 25
Civil Process Unit ..................................................................................................... 26
Fleet Management Unit ............................................................................................ 27
Property and Evidence Unit ...................................................................................... 29
Building Security Unit ............................................................................................... 30
Facilities Management Unit ...................................................................................... 31
Supply and Inventory Management Unit .................................................................. 32
Mailroom and Receiving Unit ................................................................................... 32
I
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
Budget &
Purchasing
Grant Fiscal
Management
Financial Reporting
& Accountability
Central Records
Identification
A/C John Lamb
Logistics & General
Support
A/C Vicki Diaz
Communications
Copy Center
Communications
Center
General Support
Facilities
Management
Lt. Steve Weintraub
Court Security
Logistics Support
Correctional Unit
Public Counter
Identification
9-1-1
Civil Process
Property &
Evidence
Court Unit
Records
AFIS
CAD
Fleet Management
Supply & Inventory
Management
Court Liaison
Warrants and
Validations
Document Imaging
Tape
Reproduction
Security Officers
Shipping /
Receiving
Data Input
Alarm Control/
Traffic Citations
Training
II
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
During the Fiscal Year (FY) 2011, the Budget & Management Division administered a
General Fund operating budget of $350.4 million1, 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
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 JaxPro2 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
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
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
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
1 position unfunded
**Account Technician
2 positions currently
vacant
6
OFFICE OF THE SHERIFF
Annual Budget
FY 10-11
Approved
General Fund
Budget by Category
Description
Salaries
$
% of
Total
193,251,936
55.15%
95,789,984
27.34%
1,207,191
0.34%
10,358,821
2.96%
Travel and Per Diem
213,226
0.06%
Communications & Freight
171,052
0.05%
Internal Service Allocations
29,989,023
8.56%
Utility Services
505,330
0.14%
Rentals and Leases
394,031
0.11%
Insurance
3,358,254
0.96%
Repair & Maintenance Services
3,909,965
1.12%
20,000
0.01%
1,413,372
0.40%
551,632
0.16%
7,415,965
2.12%
Employee Benefits
Professional Services
Other Contractual Services
Printing and Binding
Other Obligations
Office Supplies
Operating Supplies
Expenditure Credit
(94,000)
-0.03%
Employee Training, Dues, Tuition
576,933
0.16%
1,355,006
0.39%
350,387,721
100.00%
Machinery and Equipment
$
7
82.49%
8
OFFICE OF THE SHERIFF
Comparison of Annual Budgets
FY 09-10 and FY 10-11
Description
Salaries
Employee Benefits
Professional Services
Other Contractual Services
Travel and Per Diem
Communications & Freight
Internal Service Allocations
Utility Services
Rentals and Leases
Insurance
Repair & Maintenance Services
Printing and Binding
Other Obligations
Office Supplies
Operating Supplies
Expenditure Credit
Employee Training, Dues, Tuition
Machinery and Equipment
Approved
General Fund
Budget FY 09-10
Approved
General Fund
Budget FY 10-11
Increase /
(Decrease)
% of
Increase /
(Decrease)
$
199,721,795
93,796,093
1,128,586
10,132,134
225,716
165,652
30,273,395
479,329
494,035
3,318,317
3,752,647
80,000
1,575,869
551,632
7,696,495
(545,000)
855,553
1,957,771
$
193,251,936
95,789,984
1,207,191
10,358,821
213,226
171,052
29,989,023
505,330
394,031
3,358,254
3,909,965
20,000
1,413,372
551,632
7,415,965
(94,000)
576,933
1,355,006
$
(6,469,859)
1,993,891
78,605
226,687
(12,490)
5,400
(284,372)
26,001
(100,004)
39,937
157,318
(60,000)
(162,497)
(280,530)
451,000
(278,620)
(602,765)
-3.3%
2.1%
6.5%
2.2%
-5.9%
3.2%
-0.9%
5.1%
-25.4%
1.2%
4.0%
-300.0%
-11.5%
0.0%
-3.8%
-479.8%
-48.3%
-44.5%
$
355,660,019
$
350,387,721
$
(5,272,298)
-1.5%
9
Support Services Division Staffing
Chief, Support Services
Assistant Chief
Major (AMIO)
Assistant Management Improvement Officer
Principal Administrative Assistant
Executive Secretary I
Lieutenant
Sergeant
Police Officer
Security Officer Supervisor
Security Guard
Fleet Administrator
Vehicle Coordinator
9-1-1 Emergency Telephone System Admin.
9-1-1 Database Administrator
9-1-1 Telecommunications Analyst
9-1-1 Account Technician
Information System Coordinator
CAD Administrator (AMIO)
Emergency Communications Officer IV
Emergency Communications Officer III
Emergency Communications Officer
Copy Center Supervisor
Copy Center Operator
Police Services Supervisor
Police Service Technician III
Police Service Technician II
Police Service Technician I
Fingerprint Technician Supervisor
Fingerprint Technician
Supply Supervisor
Account Technician
Clerical Support Aide III
Clerical Support Aide II
Construction Project Coordinator
Certified Sworn Officer Bailiff
Judicial Officer Bailiffs
Sworn Bailiff Sergeants
Sworn Bailiff Lieutenant
TOTAL FULL TIME
Part Time Clerical
Part Time Bailiff
1
3
3
2
1
1
1
3
16
3
12
1
2
1
2
2
1
1
1
5
11
149
1
4
4
9
23
32
9
31
2
2
9
4
2
45
60
6
1
466
19,066 hours
279,916 hours
10
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 2012. 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

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 9-1-1 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 2010. 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 9-1-1 that were answered in 2010. 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 2010.
12
Incoming 911 and Nonemergency Calls Workload 2011
2009
2010
2011
9-1-1 Calls Received
679,452
672,633
684,303
Nonemergency Calls Received
859,245
837,749
780,812
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 2010. 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
2010
State Attorney’s Office
Includes OGC & Risk Management
JSO includes complaints & spot inspections
Private citizen requests
Public Defender’s Office
Media
Private Attorney and Private Investigator
Other Law Enforcement Agencies
Total
13
2011
4,221
4,672
685
465
Received copies via SAO
Not Available
Not Available
Not Available
5,371
833
118
106
27
494
32
6,282
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
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 (MultiAgency 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 InService 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 2010.
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
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 9-1-1 system is funded through the 9-1-1 user fees. These fees are
assessed on all landlines and specific wireless phone lines in Duval County.
911 Answering Points
The Duval County 9-1-1 System consists of
seven (7) Public Safety Answering Points or
PSAPs, which receive and dispatch all 9-1-1
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
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
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
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 2010. False alarm citation invoices are generated after JSO Patrol Officers respond
19
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 $25,825.00 collected in
2010.
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 2010.
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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 2010.
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 2010. 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 $67,316.80 was invoiced for the year of 2011. The total revenue collected by the
Public Counter and Records Units for 2011 was $376,116.64, which was a 29%
reduction from the $530,766.37 collected in 2010.
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.
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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 2010.
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 2010. 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
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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 2011. This is a 5.9% decrease compared to
the 55,269 processed in 2010. 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
2010. 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 2010. ID personnel also transmitted 17,647 teletypes to other law
enforcement agencies, which resulted in an 18% increase from 2010. ID Personnel
additionally retrieved 85,034 records for subsequent court appearances in 2011. 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
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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 2010 - 2011
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
Ability to replace prints w/a
better quality print
28,310
29,515
4%
19,831
12,388
-38%
18,200
14,894
-18%
7,357
1,417
-80%
QC –Edit
Visual Verification
(VV)
Ten-print Deletions
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)
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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 2011. This was a 12% decrease from
the 239,217 scanned in 2010.
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
2005.
18,000,000
16,000,000
BLACK & WHITE TOTALS SINCE 2004
16,437,379
14,000,000
12,000,000
10,000,000
11,436,743
10,021,836
8,000,000
9,632,363
8,860,874
7,894,186
8,426,398
8,040,679
6,000,000
4,000,000
2,000,000
0
2004
2005
2006
2007
25
2008
2009
2010
2011
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.
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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.
40000
30000
2010
20000
2011
10000
0
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
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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
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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
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2009 processed older sex crimes kits, which resulted in 183 positive hits out of 366 kits
processed as of December 2011.
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
98,043
98,000
97,000
96,102
96,000
95,000
94,000
93,151
93,000
92,000
91,000
90,000
2009
2010
2011
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
2011.
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
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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.
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Supply and Inventory Management Unit
The Supply and Inventory Management Unit is responsible for demand planning,
procuring, stocking and distributing the majority of supplies, materials and equipment for
the Jacksonville Sheriff’s Office operations. It is manned by six inventory technicians
who perform conventional receiving, stocking, distribution and inventory management
functions as well as other duties.
During 2011, the Unit focused on improving the quality, delivery and cost effectiveness
of the supplies, materials and equipment distributed to agency personnel. Four (4)
major bids were launched and awarded covering over 1,035 items with long term
contracts. Additionally, detailed performance specifications were written on hundreds of
items to ensure the best products are always obtained at the most favorable pricing.
In volume, the Unit issued over 230,000 regular items in more than 57,000 individual
transactions during the course of the year. In addition, the Unit procured and issued
thousands of special items required by the agency to support specific operations and
projects.
Mailroom and Receiving Unit
The Mailroom and Receiving Unit processes all mail and much of the small package
receiving and shipping volume for the agency. It is manned by two technicians who also
perform delivery functions in the Police Memorial Building.
The Unit performed with excellence achieving a perfect score in its quality metric and
hundreds of compliments from its customers. In volume, the Unit mailed almost 95,000
items through the US Mail, received thousands of mailed items and shipped hundreds
of small packages using various parcel services during 2011.
Please click here to return to the Jacksonville Sheriff’s Office 2011 Report to the
Community.
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