Crisp DX Meeting Minutes

Crisp County Data Exchange Project

Meeting Minutes

September 10, 2004

The Meeting was held at the Cordele Sheriff's Training Facility located at 196 Hwy 300, Cordele , GA 31015 . The meeting was called to order at 10:15 AM.

The minutes for the August 26, 2004 meeting were approved.

Introduction of New Participants :

Judge Pridgen introduced the two Cordele Police Department representatives and one representative from the Crisp County Jail who joined the project group. They expressed an interest in participating in the project and will plan to attend future meetings.

Dwayne Orrick, Cordele Chief Of Police

Major Wes Spires, Support Services for the Cordele Police Department

Delwin Partain, Chief Jailor for the Crisp County Jail

Jiem Training Class Information :

Lee Hampton suggested that anyone in the group who has not already attended a Jiem Training class that it would be a good idea to attend the Jiem class scheduled for September 21 st and 22 nd in Athens, GA. The class is given by Search, Inc. and is offered at no charge. Lee said that he would email the group with the details of who to contact to enroll in the class.

Project Grant Application For Funding :

Rick Malone said that he talked with Joe Hood of CJCC and that he would need to complete a full application to apply for a grant. Rick Malone, Lee Hampton and Marla Kosier met on Friday, September 3, 2004 and created an initial budget for the Project which will be included with the application. Rick stated that he would need the completed and signed Memorandum of Understanding (MOU) for the next CJCC meeting scheduled for October 6 th . Rick said that he would need to include with the application the problem statement, target population and the mission statement of the group in addition to the MOU and application form.

Burt Baker called Jim Martin , Chief Legal Officer for the Georgia Public Defender Standards Council on his cell phone to see if he would be able to prepare the MOU for the group members to review via email by next Wednesday, September 15th. Jim agreed to have a draft of the MOU and all of the group members agreed that they would try and email their requested changes to Marla Kosier so that a completed document would be able to be signed before October 6 th . Rick Malone would then be able to take the signed MOU and include it with the grant application at the next CJCC meeting.

Rick Malone stated that a project director, treasurer and authorized official from the project group will need to be named in the application. The group discussed the issue and it was decided that the following people will be named in the application:

Project Director – Nolan Martin

Treasurer – Rick Malone

Authorized Official or Agency Head – Jean Rogers

Magistrate Court Software Status :

Judge Pfieiffer reported to the group that ICON quoted a price of $9200 for both implementation and training for case management software for the Magistrate Court for Crisp County . The group discussed the fact that the Magistrate Court will need to have their current software system replaced since updates to their current system are unavailable and that their current software would preclude them from participating in the data exchange project. Judge Pfeiffer stated that no additional hardware would be required and that a conversion of approximately 25,000 cases would be needed. The project group agreed that the ICON software for the Magistrate Court would be paid for with project funds.

The group discussed the purpose of project funds and what would be eligible to be paid for with project funds. It was agreed that the project should pay for a required change to the participating agency's case management program if the change is necessary in order for an exchange to occur. All other updates to an agency's system which are not necessary for participating in the data exchange process will need to be paid for by the agency and not with Project funds.

Demo of Paragon Total Solutions, Inc. System :

Col. Billy Hancock and Captain Denise Youngblood of the Crisp County Sheriff's office gave a demonstration of their Paragon case management system from Paragon Total Solutions, Inc. Col. Hancock answered questions regarding their case management system.

Data Exchange Discussion :

Marla Kosier gave each member a folder containing Jiem terminology definitions and five Data Exchange forms to complete and email back before the next meeting. The group discussed examples of what would be considered valuable data exchanges. One example that was discussed was the need to automate the Magistrate Court 's warrants so that the other agencies would be able to receive warrant document information electronically. Judge Pridgen brought up the importance of uniquely identifying individuals possibly by the State ID number, SID# assigned to all individuals who are arrested in Georgia .

Lee Hampton suggested that each week, identify some important data exchanges and email or fax the completed Data Exchange forms to him or Marla Kosier . These exchanges will be input into the Cordele Circuit GA Jiem Data Base.

Future Meeting :

The next meeting will be October 8, 2004 at the Georgia Public Defender Standards Council at 10:00 a.m. located in the Atlanta State Bar Building at 104 Marietta Street, Suite 200 , Atlanta , GA 30303 . XAware will be making a presentation about Data Exchange Hubs. Jean Rogers suggested that a survey form with technical questions should be sent to all the participating members. Marla Kosier agreed to contact XAware to ask for a survey form and then email the form to all of the participants. Once the participants complete the survey form they will need to email it back to Marla Kosier and she will make sure XAware receives the information.

The meeting was adjourned At 2pm .

Participant Contact List :

Rick Malone, Exec Dir PAC

rmalone@pac.state.ga.us

Denise Fachini, DA

dfachini@pac.state.ga.us

229-276-2625

PO Box 5510

Cordele , GA 31010

Lee Hampton, IT Mgr PAC

lhampton@pac.state.ga.us

404-969-4022