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HomeMy WebLinkAboutCOM 0473.000 2006-2008 MtY os Mu Harry Kim ~,c~ William Takaba Mayor ~ Director Nancy E. Crawford iy ; „e••~ Deputy Director Oi~M•'~ County of Hawaii Finance Department 25 Aupuni Stree[, Room 118 • Hilo, Hawaii 96720 (808) 961-8234 Fax (808) 961-8248 June 6, 2007 r~ . c:+ Pete Hoffmann, Chairman and ~ Members of the Hawaii County Council r_-=_ Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Justice Assistance Grant Approval The County of Hawaii has been allocated funds from the U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance, Edward Byrne Memorial Justice Assistance Grant Program for the support of law enforcement, prosecution, prevention and education, corrections, drug treatment and planning, evaluation and technology improvement programs. The Hawaii County Police Department hopes to utilize the funds by starting a Documents Management System, utilizing DVD storage, to replace their present system of microfilming police reports and to purchase new portable Alternate Light Source kits that will enhance trace evidence detection at crime scenes. Enclosed is a resolution authorizing the Mayor to enter into an agreement with the U.S. Department of Justice for the Justice Assistance Grant. We will be transmitting the bill to appropriate the project funds after the FY 2007-08 budget bill has been finalized and an ordinance number assigned. If there are any questions, please do not hesitate to call the Hawaii County Police Department. w~ ~V ' William Takaba Director of Finance APPROVED: Harry Kim Comm, No. Mayor Ref. Tp, L R~f• iota JUN Enc. cc: Police Hawaii County is an Equal Opportunity Provider and Employer Form B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: POLICE DATE: 6/4/07 STAFF CONTACT: Major Jay Enanoria PHONE: 961-2247 A. REQUEST: 1) Requesting a resolution authorizing the Mayor to enter into an agreement with the U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance for the Justice Assistance Grant Project. 2) Requesting a bill for an ordinance to appropriate $109,370.00 for the Justice Assistance Grant Project. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): The County of Hawaii has been allocated funds from the Edward Byrne Memorial Justice Assistance Grant Program for the support of law enforcement, prosecution, prevention and education, corrections, drug treatment and planning, evaluation and technology improvement programs. The Department would like to start a Documents Management System utilizing DVD storage to replace the present system of microfilming police reports. To purchase new portable Alternate Light Source kits that enhance trace evidence detection at crime scenes. SIGNED: DATE: ~~~-V/ Departm nt ead 2007 JUSTICE ASSISTANCE GRANT PROGRAM NARRATIVE Hawaii County proposes to utilize Justice Assistance funds for technology improvement and training that will benefit law enforcement, and prosecution. A major of the portion for JAG funds will help to start funding a project to electronically scan police reports and technologically upgrade the police department's current system of storing police reports. DOCUMENT MANAGEMENT SYSTEM Police reports since September 1990 are stored in its original form. Due to space limitation, reports are kept in mare than 700 banker boxes at different locations throughout the department, some of which do not provide adequate security. Additionally, this method of storage has created a dangerous condition in the Records Section where boxes are stacked, five high, in the hallways and aisles. The Department presently has approximately 4,000,000 pages that need to be electronically stored. Changes in technology can alleviate this problem for the Hawaii Police Deparhnent through contracting an outside agency to electronically scan our police reports and save it to DVD's instead of the current practice of microfilming these reports. There are several companies that specialize in this service, ranging form simple storage to creating elaborate document management systems. For the Hawaii Police Department needs, and keep the cost to a minimum, it is recommended that we utilize a simple DVD storage system allowing for manual searches by report numbers. The estimate for a simple storage system of all our reports from September 1990 to December 2006 is approximately $250,000 - $300,000. by January 2007, we began electronically saving narratives and scanning them into our Records Management System (RMS). With our current RMS, records storage will not be a problem. With assistance from the grant, The Hawaii Police Department can begin the project of developing a Document Management System. UPGRADING CURRENT CRIME SCENE TECHNOLOGY CAPABILITIES AND TRAINING Forensic science technology like any other form of technology continues to improve almost daily. The Hawaii County Police Department Criminal Investigation section is applying for JAG funds to upgrade current crime scene equipment. New portable Alternate Light Source kits that enhance trace evidence detection at crime scenes will be purchased for both the Hilo and Kona Criminal Investigation sections along with an in house professional training course to optimize the use of the new equipment. The proper training and use of these new portable Alternate Light Source kits will improve and enhance investigation capabilities. BUDGET NARRATIVE Technological Improvement Programs: Document Management System $91,370.00 Crime Laboratory Equipment Portable ALS for Hilo and Kona $18,000.00 TOTAL $109,370.00 JUSTICE ASSISTANCE GRANT REVIEW NARRATIVE Hawaii County's Justice Assistance Grant proposal is being submitted by the Hawaii County Police Department on behalf of both the Prosecuting Attorney's Office and the Police Department. The proposal was provided to the Police Chief for review and approval was granted on June 4, 2007. A copy of the proposal was then routed to the Mayor and the Prosecuting Attorney. The proposal will be presented to the Hawaii County Council Committee on Finance at their June 19, 2007 meeting. As required by the County Charter, the meeting agenda was posted for public notice two weeks prior to the meeting. The public was provided an opportunity to comment on agenda items at the meeting.