Item L2
BOARD OF COUNTY COMMISSIONERS
- AGENDA ITEM SUMMARY
Meeting Date: July 15, 2009 Division: Monroe County Sheriffs Office
Bulk Item: Yes 1- No - Department: Grants
Staff Contact PersonIPhone #: Tamara Snider 1292-7092
AGENDA ITEM WORDING:
Approval to apply for the Edward Byrne Justice Assistance (JAG) Local Solicitation Grant,
and requesting approval for the Sheriff to be designated as the "signing official" for the
funding request, and for the Monroe County Sheriff's Office to be designated as the
Organizational Unit; and authorization for the Sheriff to accept the grant and execute any
other required grant documents, if awarded.
ITEM BACKGROUND:
In February 2009, the U.S. Department of Justice announced the receipt of additional funds
through the American Recovery and Reinvestment Act of 2009, to be disbursed through the
Edward Byrne JAG Program. JAG funds support all components of the criminal justice
system, from multijurisdictional drug and gang task forces to crime prevention and domestic
violence programs, courts, corrections, treatment, and just information sharing initiatives.
JAG funds may be used for law enforcement programs; prosecution and court programs;
prevention and education; corrections and community corrections programs; drug treatment
and enforcement; planning, evaluation, and technology improvement programs; and crime
victim and witness programs.
The grant funds, if awarded will be used for a one time purchase of computer software. This
software will be used to improve the effectiveness and efficiency of our criminal justice as
delivered by MeSO, training agency personnel, for improving the MCSO information
systems, and for improving the agency evaluation activities.
The deadline for application is July 9, 2009.
PREVIOUS RELEVANT HOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS:
T-otAL COST: $0.00 ($23,000.00 BUDGETED: Yes X No -
COST TO COUNTY: SOURCE OF FUNDS:
REVENUE PRODUCING: Yes-J;o- 1UNTPERMONTH- Year_
APPROVED BY: County Arty ff ~iP asing _ Risk Management ~
DOCUMENTATION: Included X Not Required_
DISPOSITION: AGENDA ITEM #
Revised 11/06
Proaram Narrative (Attachment 1)
Proposed Program
The Monroe County Sheriff's Office (MCSO) protects and serves the residents of
and visitors to Monroe County, Florida. Monroe is the southernmost county in
the continental United States. It consists of the Florida Keys, a string of islands
connected by U. S. Highway 1, extending 150 miles southwest of Miami and the
surrounding waters. There are approximately 40 bridges linking the Florida
Keys. The MCSO employees over 600 persons to serve its 80,000 residents.
The MCSO is comprised of law enforcement officers, corrections officers, and
civilian staff.
The Monroe County Sheriff's Office (MCSO) is applying for JAG funding for a
"Law Enforcement Program." The program activities include the one time
purchase of computer software from Innovative Data Solutions (IDS). The grant
funding will be used solely for this purchase. The purchased software will be
used to improve the effectiveness and efficiency of criminal justice as delivered
by the MCSO. It will be used for training agency personnel, for improving the
MCSO information systems, and for improving agency evaluation activities.
Essentially, IDS provides a complete suite of solutions to the MCSO's needs.
Through the IDS PowerDMS (document management system) module MCSO
will be able to manage the agency policies and capture employee signatures
verifying their receipt electronically. Employees will be able to search policies by
keyword, document number, or subject. The system tracks all revisions and
allows administrators to monitor signature requirements. The PowerTest module
is used in conjunction with PowerDMS to create and administer tests for the
employees. This ensures greater accountability for critical policies. The
PowerSurvey Module allows the MCSO to create surveys and deploy them
electronically to employees. The PowerAlerts module provides electronic
notifications to employees of new policies, test, surveys, and training. The
PowerTraining module allows for the electronic delivery of both self-paced
courses and virtual courses. This will allow for the MCSO to address a wide
range of training needs effectively and efficiently. Employees will train at their
work site and will not be required to travel to a training location.
Analysis of Need
On-going training, and its documentation, is a critical need of the MCSO and all
in law enforcement as the rules and laws often change via legislative changes
and judicial interpretations. Agency policies are frequently updated to remain
compliant with the changes in the rules and the law. Employees certified by the
Florida Department of Law Enforcement as either law enforcement or
correctional officers are mandated by law to maintain their certifications via
annual retraining. The MCSO is accredited by the Commission on Accreditation
for Law Enforcement Agencies (CALEA), the Commission for Florida Law
Enforcement Accreditation (CFA), and the Florida Corrections Accreditation
Commission (FCAC). Each of these commissions requires the highest standards
for its accredited agencies. Training of all staff, both civilian and certified, is
required to maintain accreditation. Policies addressing everything from use of
force to all hazard responses are required by these commissions. As a fully
accredited institution these requirements ensure that the MCSO provides
professional services to the community.
The MCSO currently trains its employees in person and then manually tracks
each employee's training. This is time consuming, cumbersome, and inefficient.
Employees have to travel from their base worksite to the training center. This is
expensive beyond the fuel expenditures. The MCSO currently distributes
changes to its policies via an Outlook email system. The tracking provided by
Outlook is unreliable. Sound accountability through employee receipt and
understanding of all policies is necessary for a professional law enforcement
agency, the MCSO is lacking in this regard. The software that the MCSO
proposes to purchase with this grant funding, Innovative Data Solutions (IDS),
Power modules, provides comprehensive solutions to both of these needs.
Anticipated Coordination Efforts
The MCSO will coordinate local reven ue training and professional
standards/accreditation funds with those awarded through this grant to fully fund
the purchase of the Innovative Data Solutions, Power modules. There will not be
coordination with other law enforcement agencies as this is not a multi-
jurisdictional program. This program will be used to solely improve the quality of
services provided by the MeSO. These JAG funds will thus supplement the
MCSO training and professional standards/accreditation budgets in an effort to
augment the services provided by these divisions. Without this grant funding
there is no budget for this purchase and the purchase will not be made. These
federal funds will not be used to replace or supplant any nonfederal funds as
none were appropriated for these purposes.
Budget and Budget Narrative (Attachment 2)
Budget
Quantitv Name Price Total
1 PowerDMS Base System $5,000.00 $5,000.00
1 PowerTest Module $3,000.00 $3,000.00
1 PowerSurvey Module $2,000.00 $2,000.00
1 PowerAlerts $2,000.00 $2,000.00
600 PowerDMS User Licenses $15.00 $9,000.00
1 PowerTraining Base System $5,000.00 $5,000.00
600 PowerTraining Client License $8.00 $4,800.00
TOTAL $30,8000.00
Budget Narrative
The Justice Department has allocated $23,972.00 to Monroe County, Florida as
part of the 2009 JAG Local Solicitation. The MCSO is applying for that total
amount. Although no match is required for this grant the MCSO will supplement
the grant funding with $6,828.00 from its training and professional
standards/accreditation budgets to support and implement this program.
Review Narrative (Attachment 3)
Governing Body Review
This JAG application is scheduled to be presented to the governing body, the
Board of County Commissioners, on or before June 30, 2009, the agenda
deadline for the July meeting. It will be reviewed by the Monroe County Board of
Commissioners at a publicly noticed Commission meeting scheduled for July
I 2009. The application will thus be made public and citizens and
neighborhood or community organizations will have an opportunity to comment
on its worthiness at the July 2009 Commission meeting. The MCSO was unable
to present this application to the Board of County Commissioners at an earlier
date due to the short turn around time between our awareness of the JAG
announcement and the defined due date.
Abstract (Attachment 4)
Applicant's name, title of project, goals of project, description of strategies and
performance measures to be used.
The applicant is Monroe County, Florida. Monroe County is governed by a Board
of County Commissioners. The Board is chaired by a County Mayor. As
designated by Mayor George Nugent, the Chief Executive Officer of the Board of
County Commissioners, the Monroe County Sheriff's Office is the signing
authority for the JAG funds allocated to Monroe County, Florida.
The title of this project is "MCSO: Trained and Accountable."
The goals of this project include a well-trained and informed workforce that is
held accountable to the highest standards of professional law enforcement to
ensure a safe and secure community for our residents and visitors. The initial
goal is the purchase of Innovative Data Solutions, PowerDMS, PowerTest,
PowerSurvey, PowerAlerts, PowerTraining modules and to implement these
within the daily workings of the MCSO. Once installed and online PowerDMS will
be used by the Professional Standards/Accreditation Division to electronically
distribute all of the agency's Policies and subsequent revisions. Notification to all
employees of policy revisions will be electronically via PowerAlerts. Tracking of
each employee's receipt, reading and understanding of each policy revision will
be accomplished using PowerDMS and PowerTest. Training of employees will
be done using PowerTest to ensure not only their exposure to the training
materials but also their comprehension of the substance.
The strategies to be used include the purchase of the IDS modules as MCSO
has already identified the vendor and assessed the appropriate modules to meet
the agency needs. The MCSO Training Division and Professional
Standards/Accreditation Divisions fall under the command of one Captain who
will ensure that the IDS modules are installed and all aspects are fully
implemented in a timely and efficient manner.
The performance measures that will be used by the MCSO to ensure that these
JAG funds are utilized for equipment/supplies and training purposes, approved
activities, include the following:
. Within three months of the award of this grant, MCSO will purchase the
described Power software modules from Innovative Data Solutions. All of
the grant funds will be expended within the first three months of the award
on this purchase.
. Within six months of the purchase from IDS, all MCSO policies will be
available to all employees electronically via PowerDMS.
. Within six months of the purchase from IDS, all MCSO policy revisions will
be delivered electronically to all employees via the PowerAlerts and
PowerTraining modules.
. Within six months of the purchase from IDS, 100% of MCSO employees will
be tested on policy revisions via PowerTest.
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