Crisp County Data Exchange Project

Meeting Minutes

October 18, 2005

The Meeting was held at the Crisp County Courthouse located at 210 Seventh Street South , Cordele , GA 31015-4217 . Nolan Martin called the meeting to order at 2:00pm. The meeting followed the demo of the Crisp County Data Exchange POC which was also held at the Crisp County Courthouse from 10am-11:30am.

Minutes for Prior Meetings – Corrections and Approval :

The minutes were approved with one correction. Judge Chasteen's name was misspelled.

POC System Issues :

A lot of issues were uncovered while preparing for the POC system demo. Captain Chambers and Michelle Oglesby explained one of the issues that they have been having. The problem is that the Magistrate Court hasn't been approving warrants quickly enough. Judge Pfeiffer stated that this process needs to be refined and that the procedures need to be enforced. One problem is that the Magistrate Court is issuing the warrant number in ICON instead of having the system automatically assign the number. The ICON system can be set up to bring up the last warrant number and this would resolve any problems with duplicate numbers. Also if the Magistrate Court used the computer's auto-generated numbers then all numbers assigned to warrants even those not approved or recalled with still have a number. This would be better for audit purposes. Nolan Martin suggested that all of the warrant numbers need to be kept so that in an audit, you could go back and find out about every warrant not just those that have been approved.

In the next phase of the project, it would be a good idea to show when a warrant has been denied. It was agreed that the sequential computer numbers should be used in the Magistrate's ICON system to generate warrant numbers.

It was suggested that the Paragon system needed to be modified so that the Sheriff will be able to see all the warrants not just those that have been approved. Paragon needs to add the functionality of the user being able to scroll through and delete warrants that have not been approved by the Sheriff's office.

A problem with multiple warrants issued for the same person was noted. It was discussed that the incident tracking number is different than the warrant tracking system number.

Alice Fowler said that she is now able to use the Crisp County jail list with her userid and password. She did complain that she was receiving Bad Check Citations - the warrants that have a “BC” at the end of them. She said that she didn't need to receive them. Mary Jo from the Public Defender's office said that she needed to receive these warrants.

Joel McLendon Replacement Status :

Joel McLendon has accepted another position and is leaving the project. Lee Hampton said that he would try and find a replacement as soon as possible. He would work with the other group members to discuss the best way to fill the position.

There was some discussion regarding making the new project coordinator position a permanent position with state benefits.

Project Status and Next Steps :

Captain Chambers expressed the concern regarding extending the 90-day POC evaluation time. Lee Hampton said that he didn't think that Metatomix would have a problem with this and would discuss this with Ray Porter. Lee Hampton and Marla Kosier met with Ray Porter and discussed the POC and how much it would cost to move forward with the project.

One of the top priorities discussed was the RFP and when it would be released. Joe Hood of CJCC has stated that he would help review the RFP. Nolan Martin said that Joe Hood already had a copy of the RFP and was asking Dr. Holland to review it as well. Rick Malone said that he would know on Friday at noon if the requested grant for the 2 nd round of funding would be approved by CJCC.

It was agreed that it would be a good idea to hold a couple of demos in Atlanta at the State Bar Building to demonstrate the Crisp County Data Exchange project.

Nolan Martin proposed that we move forward using a two tier approach: (1) Expand the data exchanges for Crisp County and (2) Add the additional three counties, Ben Hill, Dooley and Wilcox to the existing project where they would initially start with the Arrest Warrant exchanges.

Rick Malone said that he thought it would be a good idea to have the new data exchanges tested and implemented in Crisp County before being implemented in the rest of the three counties.

Jean Rogers said that she would like to agree that at some point in time, the Metatomix server with the middleware should be moved to the Crisp County Clerk's office.

Jean Rogers brought up the fact that she believed that the system would never be truly finished in that new exchanges would always need to be added or modified. Nolan Martin said that he knew there is a lot of interest by other agencies regarding data exchange programs. He stated that he had heard that the Department of Corrections currently has 61 people entering data and they would like to improve their system by reducing redundancy by using data exchanges.

Captain Chambers said that another priority needs to be to include the Cordele Police Department in the data exchange project. He also said that it would be important to integrate with Live Scan.

Other Business :

The group discussed alternate sources of funding. Rick Malone said that he would investigate BJA money/grants.

Also, the group decided that it would be best to have two different demos in Atlanta . One demo for the legislators and one demo for people from other counties who may be interested in our model.

Future Meeting :

The next meeting will be held at either the Crisp County Courthouse located at 210 Seventh Street South , Cordele , GA 31015-4217 or the Cordele Law Enforcement Center on October 18, 2005 at 10:00am. An email notification as to the meeting location will be sent along with the next meeting's agenda.

Nolan Martin adjourned the meeting at 3:15pm.

Present At The Meeting :

Judge Pfeiffer

Mary Jo Cox

Nolan Martin

Rick Malone

Jean Rogers

Lee Hampton

Marla Kosier

Jay Harrell

Denise Fachini

Burt Baker

Captain Pete Chambers

Tripp Fitzner

Alice Fowler

Chief Orrick

Michelle Oglesby

Participant Contact List :

Rick Malone, Exec Dir PAC
rmalone@pacga.org

Denise Fachini, DA
dfachini@pac.state.ga.us

Alice Fowler
afowler@pac.state.ga.us
229-276-2625
PO Box 5510
Cordele , GA 31010

Lee Hampton, IT Mgr PAC
Jay Harrell, PAC Consultant
lhampton@pacga.org
404-969-4022

Burt Baker , CPD and Mary Jo Cox
mjcox@gapublicdefender.org
bbaker@gapublicdefender.org
229-426-5091
Fax 229-426-5093
117 South Sheridan Street
Fitzgerald , GA 31750-1104

Judge John C. Pridgen
pridgenj@gajudges.org
229-276-2619

Jean Rogers, Superior Court Clerk For Crisp County
Jean.rogers@crisp.gsccca.org
229-276-2616
PO Box 747
Cordele , GA 31015

Col. Billy Hancock, Crisp County Sheriff's IT
ccso@sowega.net
229-276-2600
196 Hwy 300
Cordele , GA 31015

Captain Pete Chambers
pchambers@crispcounty.com
229-276-2600
196 Hsy 300
Cordele , GA 31015

Judge Pete Pfeiffer
Pfeiffer@planttel.net
229-276-2618
210 S. 7 th Street , Room 102
Cordele , GA 31015

Nolan E. Martin, DCA
martinn@gajudges.org
912-526-6116
PO Box C
Lyons , GA 30436

Marla Kosier, IT Mgr GPDSC
mkosier@gpdsc.state.ga.us
404-232-8961
104 Marietta Street, Suite 200
Atlanta , GA 30303

Dwayne Orrick, Cordele Chief Of Police
dwayneorrick@cityofcordele.com
City Hall
PO Box 569
Cordele , GA 31010
229-273-3102

Lisa Odom
aliciaodom@cityofcordele.com

Carrie Lull
carrielull@cityofcordele.com

Delwin Partain, Chief Jailor Crisp County Jail
Crisp County Jail
196 Hwy 300 South
Cordele , GA 31015
229-276-2646 x239

Jay Harrell
jharrell@pacga.org
404-969-4001