Amended 5/12/05
JUDICIARY
April 28, 2005
Minutes
Members Present: Dianne Holman, Tina Weatherwax-Grant, Deb Nolan, Chris Swope, Randy Schafer, Steve Dougan and Board Chairperson Mark Grebner
Members Absent: None
Others Present: John Neilsen, Jared Cypher, Lois Lee, Rodney Taylor, Christine Timmon, David Easterday and others
The meeting was called to order by Chairperson Holman at 7:10 p.m. in the Personnel Conference Room of the Human Services Building, 5303 S. Cedar, Lansing.
Approval of the April 14, 2005 Minutes
MOVED BY COMM. WEATHERWAX-GRANT, SUPPORTED BY COMM. NOLAN, TO APPROVE THE APRIL 14 MINUTES AS AMENDED. MOTION CARRIED UNANIMOUSLY.
Additions to the Agenda
1b. Resolution Authorizing Purchase of ACS eJuror
2. 55th District Court – Resolution Authorizing the Approval of the District Court’s Selection of a Per Diem Magistrate
Limited Public Comment
Ms. Timmon expressed her concerns regarding a Lansing City Clerk candidate.
1. Jury Administration
a. Status Update from Jury Administration
Mr. Taylor, MIS Director, reviewed the update information as contained in a memorandum dated April 14, 2005. He stated Jury Administration (Administration) has made significant changes which have greatly improved the jury system. The memorandum outlined these changes.
Postage – Several months ago a sample of 100 questionnaires were mailed with return postage during a second mailing. The second mailing is sent to people who have not responded to the first mailing earlier in the year. Overall, the non-response rate for this second mailing was equal to previous years (61%). From the sample questionnaire, 12% more people returned the second questionnaire. Due to this increase, the Administration is recommending that return postage be included in the first mailing only. An additional $12,000 would be required to cover the cost of the additional postage.
Non-Response Rate – Mr. Taylor stated the previous non-response rate had been over 20%. The average non-response rate over the past five years is now just under 15%. Two new tactics will be used to help reduce the non-response rate further. The first tactic will involve education. A public service announcement has been created to help citizens understand the importance of returning the questionnaire. The cost to produce the announcement was $600. Local televisions have agreed to show the video in late June. The Committee viewed the public service announcement. Mr. Taylor stated the video is also on the County’s website.
The next tactic is much more aggressive. The Jury Board can require any person to appear before the Jury Board for the purpose of testifying under oath concerning their qualification to serve as a juror. The County Attorney has been contacted to assist in establishing a procedure for calling in citizens who did not respond to questionnaires. The Administration will call in ten people from the 2004/2005 jury pool who did not respond to the questionnaire. The success of this tactic will be evaluated to determine its viability for the future. A media outlet has been contacted and is interested in writing a story on this as the Administration moves forward. Mr. Taylor explained the hope is that by holding more people accountable for not responding, the future non-response rate will be reduced.
CATA Juror Free Ride Program – It has been determined by a 2005 survey, that a lack of transportation is an obstacle for some citizens in meeting their civic duty of serving as a juror. The 30th Circuit Court and the Administration has been working with the Capital Area Transportation Authority to develop the CATA Juror Free Ride Pilot Program. The Program began on November 1, 2004 and ended in February, 2005. CATA provided 120 tokens to service customers in Lansing, East Lansing and Meridian and Delhi Townships. Juror Free Ride Cards were distributed to summoned jurors with their summons.
During the pilot phase, 72 regular tokens were used by thirteen jurors. Three Spec Tran tokens were used by one juror. The response from the jurors who participated in this program was favorable. Currently, the Circuit Court is examining ways to continue the program without incurring costs.
Improved Questionnaire – Mr. Taylor stated the State of Michigan has required a few changes to the basic questionnaire for the 2005/2005 jury year. The Administration and the Jury Board used this as an opportunity to evaluate the effectiveness of the questionnaire. The goal is to ensure that the form was easy to read and understand.
Board Chairperson Grebner stated he likes the idea of enforcing the return of questionnaires. Once people have been called into court for not returning their questionnaires, the word will spread throughout the County that residents may face a consequence if their questionnaires are not returned in a timely manner. Chairperson Grebner then stated he has concerns regarding the postage and sampling issues. He then explained that unless there is an objection by this Committee, he will work with the Jury Administration to assist in further improvements.
Comm. Dougan stated he supports the recommendations from the Administration, with the exception of including return postage with the questionnaires. Chairperson Grebner stated he would work with the Administration and the Jury Board regarding this issue. Ensuring the return of questionnaires should be conducted in a manner which makes good business sense.
In response to Comm. Weatherwax-Grant, Mr. Taylor explained the County Attorney has informed the Administration that it is their right to call in people who have not returned their summonses. If the people do not show up at the appointed time, they will be sanctioned. Comm. Weatherwax-Grant suggested the Administration attempt to contact these people in other ways such as by telephone before they are called in by Administration. She also stated the likes the juror information on the County’s website and the public service announcement.
Mr. Taylor explained that most people who do not return questionnaires have lost them or they have forgotten about them. Chairperson Grebner stated each step in the juror process should be enforced.
Comm. Weatherwax-Grant suggested that residents be allowed to use something other than a number #2 pencil. Also, CATA should be contacted to see if they would provide a discounted rate for jurors to ride the bus. Also, the Post Office should be contacted regarding the possibility of receiving a decreased postage rate for the mailing of the questionnaires.
Mr. Taylor informed the Committee that the next Jury Board meeting is scheduled for May 5, 2005 in the Judicial Library at the Veteran’s Memorial Courthouse. Commissioners are welcome to attend these meetings.
Comm. Nolan thanked the Jury Administration for their efforts to improve the jury process.
b. Resolution Authorizing Purchase of ACS eJuror
MOVED BY COMM. SCHAFER, SUPPORTED BY COMM. WEATHERWAX-GRANT, TO APPROVE THE RESOLUTION AUTHORIZING PURCHASE OF ACS EJUROR.
Mr. Taylor apologized for the lateness of this item. He then explained that a module named ACS eJuror is to be used in conjunction with the MIS Department’s existing jury questionnaire and summons software program. Residents can use this interactive system to communicate with the Court via the Internet. Prospective jurors can easily request excusals, deferrals, or postponements of service at anytime of the day or night. Information submitted online would be immediately available to court staff.
The new software will save staff time, reduce postage costs and reduce the current high volume of telephone calls to Jury Administration. Juror’s interaction with the court will also be improved. The funding for this new software is included in the 2005 Capital Improvements Budget.
The Committee discussed this item. Chairperson Grebner stated it would be helpful to allow juror notification on the Internet. Mr. Taylor stated he would check in to this suggestion. In response to Comm. Weatherwax-Grant, Mr. Taylor stated jurors can indicate when they would be available for jury service on line. Comm. Nolan requested an update of the System once it is up and running. Mr. Taylor stated this update would probably be available at the end of this year.
MOTION CARRIED UNANIMOUSLY.
2. Resolution Authorizing the Approval of the District Court’s Selection of a Per Diem Magistrate
MOVED BY COMM. SCHAFER, SUPPORTED BY COMM. DOUGAN, TO APPROVE THE RESOLUTION AUTHORIZING THE APPROVAL OF THE DISTRICT COURT’S SELECTION OF A PER DIEM MAGISTRATE.
Mr. Neilsen stated this Committee discussed this item at a previous meeting. The funding for this position is within the 55th District Court’s budget. The Committee has to approve the appointment of the additional magistrate. The Court has selected Krista Krause in accordance with MCL 600.8501.
MOTION CARRIED UNANIMOUSLY.
3. IJIS/Sheriff’s Office – Resolution to Implement a Patrol Vehicle Electronic Citation System for the Ingham County Sheriff’s Office
MOVED BY COMM. DOUGAN, SUPPORTED BY COMM. SCHAFER, TO APPROVE THE RESOLUTION TO IMPLEMENT A PATROL VEHICLE ELECTRONIC CITATION SYSTEM FOR THE INGHAM COUNTY SHERIFF’S OFFICE.
Comm. Swope stated he was curious about this item in terms of its expense and its purpose. Mr. Neilsen explained the System would primarily improve staff time within the 55th District Court and the Sheriff’s Office. This would be a pilot project for the Sheriff’s Office. Once the project is concluded, the System will be available to the rest of the patrol vehicles.
Mr. Neilsen further explained this System will assure accurate transmission of data. Chairperson Grebner asked for an estimate of the time savings related to this System. Mr. Neilsen stated he would look into this matter and provide the information for Finance.
Comm. Schafer stated the System is a tremendous idea regarding the reduction of staff time and the assurance of accurate data transmission. The System will also increase the safety of the patrol officers. Comm. Dougan stated the System should reduce the number of case dismissals due to inaccurate data.
MOVED BY COMM. SWOPE, SUPPORTED BY COMM. WEATHERWAX-GRANT, TO TABLE THIS ITEM UNTIL THE NEXT JUDICIARY COMMITTEE MEETING.
Mr. Neilsen stated this item was approved on the Law Enforcement’s consent agenda. That Committee would probably be alright with tabling this item and with it not being forwarded to the Board floor. This item will be removed from the remainder of this round of meetings. A representative will be present at this Committee’s next meeting to address concerns of the Commissioners.
MOTON TO TABLE CARRIED with Comms. Schafer and Dougan voting NO.
4. Controller’s Office
a. Resolution Establishing Areas of Priority Emphasis Guiding 2006 Activities and Budget Process
Mr. Neilsen stated the Resolution was developed from discussions at recent Committee meetings. Changes from the draft in earlier Committee materials are bolded. The Resolution is before this Committee for approval this evening.
MOVED BY COMM. NOLAN, SUPPORTED BY COMM. WEATHERWAX-GRANT, TO APPROVE THE RESOLUTION ESTABLISHING AREAS OF PRIORITY EMPHASIS GUIDING 2006 ACTIVITIES AND BUDGET PROCESS.
Comm. Nolan expressed her concern that the second main paragraph under Providing Appropriate Sanctions should have a separate title. She suggested the title be Providing Appropriate Treatment for Juveniles. The enhancement should also be more specific. That language should indicate this Committee’s priority to create a vision for a model program using 2003 Juvenile Justice Millage funds to create a plan for Ingham County to have nationally recognized model programs and facilities no later than 2006.
Chairperson Holman stated it would be wonderful for this County to have nationally recognized programs. However, the County’s goal should not be to provide such programs. Our goal should be providing model programs for our residents. Mr. Neilsen explained the headings of the paragraphs within the Resolution were taken from the long-term objectives listed on the first page of the Resolution.
The Committee discussed this issue further. Comm. Weatherwax-Grant stated this Committee has spent a lot of time on juvenile justice; therefore, the issue should be denoted in the Resolution material.
MOVED BY COMM. WEATHERWAX-GRANT, SUPPORTED BY COMM. NOLAN, TO AMEND THE “PROVIDING APPROPRIATE SANCTIONS” PORTION OF THE RESOLUTION (SPECIFIC ENHANCEMENT) BY CHANGING THE LANGUAGE TO: CREATE A VISION FOR A MODEL PROGRAM USING 2003 JUVENILE JUSTICE MILLAGE FUNDS TO CREATE A PLAN FOR INGHAM COUNTY TO HAVE MODEL PROGRAMS AND FACILITIES NO LATER THAN 2006. MOTION CARRIED UNANIMOUSLY.
Mr. Neilsen stated the long-term priorities list will be changed to reflect this amendment.
MOTION AS AMENDED: CARRIED with Comms. Schafer and Dougan voting NO.
b. Resolution Updating Various Fees for County Services
MOVED BY COMM. SCHAFER, SUPPORTED BY COMM. WEATHERWAX-GRANT, TO TABLE THE RESOLUTION UPDATING VARIOUS FEES FOR COUNTY SERVICES UNTIL THE NEXT COMMITTEE MEETING.
Mr. Neilsen stated Comm. Schafer recommended this item be tabled during the Law Enforcement Committee meeting this evening. Comm. Schafer stated his concerns regarding the targeted percentages for the Prosecuting Attorney’s Office. The percentages should be increased. Mr. Neilsen stated the 2006 fee recommendations are based on the target percentages which were established an earlier resolution. That resolution was approved by the Board of Commissioners.
Mr. Neilsen stated a representative from the Prosecuting Attorney’s Office would respond to Comm. Schafer’s concerns via written communication or in person at the next Judiciary Committee meeting.
MOTION CARRIED UNANIMOUSLY.
Announcements
Comm. Nolan stated a recent community forum was a very informative event.
Public Comment: None
The meeting adjourned at 8:33 p.m.
Respectfully submitted,
Debra Neff