Crisp DX Meeting Minutes

Crisp County Data Exchange Project

Meeting Minutes

August 19, 2005

The Meeting was held at the Crisp County Courthouse located at 210 Seventh Street South, Cordele, GA 31015-4217. Judge Pridgen called the meeting to order at 10:16am.

Minutes for Prior Meetings – Corrections and Approval :

The minutes were approved.

Magistrate Court ICON Software Status :

Judge Pfeiffer reported that the ICON software installed for the Magistrate Court wan now completely installed and working. All of the conversion work has been completed and they have been using ICON exclusively for about twelve days. He said that everything is working well.

Jail List Online Demonstration :

Lee Hampton said that Metatomix has been working very diligently to pull together all of the vendors system information to get the data integration computer working. A teleconference was set up and two Metatomix representatives joined the meeting to help with the online demo. Meka Egwuekwe called in from the Memphis office and Christian Barr called from the Boston. Joel McLendon demonstrated the Metatomix online system using test data. The two Metatomix reps answered questions regarding the system.

Joel said that the system is secured using an SSL certificate purchased from GeoTrust and that all communication with the data exchange computer will be encrypted. Joel stated that multiple warrants for one case could be handled by the system. Marla Kosier asked if there was a way to view “holds” or those people who would be ineligible for bond since they have holds placed on them at the jail. The Metatomix reps said that currently the system does not show “holds” but that it would be a good idea to include this information and it will be considered.

Judge Pridgen asked how frequently the jail lists will be updated. In practice, there has been a 24 hour window. The system is live and we should be able to get an updated jail list any time. Nolan Martin wanted to make sure that we could get a jail list report that would indicate only those people who are currently in jail.

Jay Harrell said that all of the systems are connected except the Public Defender's system. Currently, Metatomix is writing the data to a table on one of the Public Defender's computers and Canyon just needs to take the information and actually create the new cases.

The issue of the charge code will need to be handled since there isn't a uniform charge code data base used by all of the vendors. Jean Rogers said that it will be very important to make sure that the charge code is correct since the Clerks system is required to transmit information to GCIC. It was suggested that the charge code issue be an agenda item at the next meeting. Judge Pfeiffer and Judge Pridgen both said that it is important to know the correct charge code and the details of the charge since a judge bases jurisdiction for the case on the charge code.

Vendor Status For Metatomix System Interface :

Canyon Solutions – Testing and operating as it should. Canyon still needs to write the necessary programs to take the data and create the new cases.
Judicial Dialog Systems – Completed initial testing and everything is working well.
ICON – Marty Hahn has assigned Richard Watts to work on completing anything else. He has talked with Joel and Meka and they feel confident that they will work out any remaining issues.
Paragon – Joel worked with Pete Chambers and input about five test incidents and everything seems to be working as it should.
Enterpol – The Enterpol programmers have quoted a price of $43,000 to make the necessary programming changes to participate in the data integration project. At the last meeting it was agreed that the Cordele Police Department's system would not be included in the project at this time. Joel said that two things will help to include them in the project.

The POC will show success and will define exactly what programming will be necessary.
Once the POC shows success there will be pressure applied to include them in the project.

Test Cases and Status :

The group discussed plans to have a live system test. It was agreed that the next meeting will be on September 8, 2005 and at that time, the system will actually be live not just a test system. Jean Rogers stated that it was extremely important that we are actually using the system on a daily basis.

Discuss Objective and Timing For Meeting With CJCC :

Jean Rogers and Judge Pridgen said that they would be at the CTC9, Court Technology Meeting in Seattle and Marla Kosier said that she would be a the NAJIS meeting in San Francisco. Metatomix is expected to be at both of these meetings. The group discussed what would be the best plan to ask Joe Hood from CJCC to see a live demo of the new system. It was agreed that the group would first meet on September 8 th to make sure that everything is working and then on September 28 th , we would hold a meeting and invite Joe Hood and possibly other members of the legislature to view the system.

It was agreed that we should script out what will actually be demonstrated to CJCC. Nolan Martin commented that it would be important to be confident that the system is working and that every agency would be able to do their part. Jean Rogers said that she wanted to see the entire POC working and wants to see the final product up and working before it is shown to anyone outside the group.

Jean Rogers called Joe Hood and confirmed that he would be able to attend the September 28 th meeting. The meeting will be held at the Crisp County Courthouse.

Jay Harrell said that Metatomix will work with each of the agencies independently to make sure that they will be ready to go “live” by September 8 th .

Future Budget Requests :

Lee Hampton brought up the issue of the ongoing annual support costs for the licensing and maintenance of the Metatomix system. He said that it would cost $55,000 for maintain Crisp County's system. Judge Pridgen and Jean Rogers said that they would support a budget item to pay for the maintenance of the system. Nolan Martin said that he was no longer the 8 th Judicial District Court Administrator but that he thought that there should be adequate funding to maintain the system. Fiscal year 2007 would be the first year that the maintenance fee would need to be paid.

Review of www.crispdx.org Website :

Joel McLendon has written the web pages and the site is up and running. There is general information describing the project as well as a member's page with the minutes from the past meetings posted on the site. The vendors for each of the agencies participating in the project are listed on the website.

Other Business :

Jay Harrell and Joel McLendon will work with Metatomix and each of the agencies to make sure that we will be ready for the next two meetings.

Future Meeting :

The next meeting will be held at the Crisp County Courthouse located at 210 Seventh Street South, Cordele, GA 31015-4217 on September 8, 2005 at 10:00am.

The meeting was adjourned at 12:04pm by Judge Pridgen.

Present At The Meeting :

Judge Pridgen

Judge Pfeiffer

Mary Jo Cox

Nolan Martin

Lisa Odom

Carrie Lull

Jean Rogers

Lee Hampton

Marla Kosier

Jay Harrell