FY 2012-2013

Lee County Pretrial Services Strategic Work Plans

The mission of the Lee County Pretrial Services Department is to provide comprehensive case management services to the courts, from case inception through case disposition, via professional staff committed to the highest standards of excellence.

Lee County Pretrial Services
1700 Monroe street fort myers, fl 33901

In the following table, the activities planned for in fiscal year 2012-2013 are outlined with expected milestones and completion dates, as well as the outputs and resources required. Dates listed as “ongoing” are multi-year goals and objectives.
Component 1. Maintain a comprehensive pre-release interview and screening process to determine flight risk and danger to the community and provide information and options in accordance with risk level that will aid the court in determining a defendant’s suitability for release from the Lee County Jail
OBJECTIVES		DATES			OUTPUT/ DELIVERABLES		MEASURE		RESOURCES		OUTCOMES
Subtask 1.1: Utilize a validated Risk Instrument in order to provide consistent non financial options to the court		Ongoing			To objectively assess a defendant’s potential for failing to appear, flight risk and public safety risk; to enhance and ensure options based on risk are provided to the judiciary		Track defendants’ risk levels and success rates while on pretrial supervision on the CJIS Risk Instrument Report		Intake and Investigation Unit, Pretrial Supervision Unit
Subtask 1.2: Enhance the system, in conjunction with the LCSO, for holding defendants for First Appearance		Ongoing			To hold defendants for First Appearance who pose a flight risk or danger while those appropriate have an opportunity to bond under the monetary bond schedule		Track and monitor defendants held and those that bonded prior to First Appearance on Intake Statistics Report and Certificate of Compliance Report		Intake and Investigation Unit, Lee County Sheriff’s Office
Subtask 1.3: Streamline and enhance court preparation processes and enhance communication with judiciary		Ongoing			To reduce preparation time for First Appearance while enhance the quality/information relayed		Measure preparation times; conduct quality assurance reviews and observations		Intake and Investigation Unit, Management Team
Subtask 1.4: Provide Polycom hearing support to Lee County Judges		Ongoing			To assist all judges with Polycom processes		Conduct quality assurance reviews; prepare calendars transitioning to the Intake Unit when possible		Intake and Investigation Unit, Supervision Unit, Management Team
Component 2. Early Screening and Identification System
OBJECTIVES		DATES		OUTPUT/ DELIVERABLES			MEASURE		RESOURCES		OUTCOMES
Subtask 2.1: Enhance identification of all defendants with mental health and substance abuse needs regardless of charge type		Ongoing		Interview using specific target questions to identify needs during booking twenty-four hours a day/seven days a week			Track those identified on Intake Statistics Report		Intake and Investigation Unit
Subtask 2.2: Enhance identification of all defendants appropriate for diversionary programs: Drug Court and Mental Health Court		Ongoing		Provide ongoing classification to ensure timeliest referral of cases to appropriate programs for early treatment			Track those identified on the First Appearance Identification Report		Intake and Investigation Unit
Subtask 2.3: Enhance identification of all defendants with mental health and substance abuse needs whom are veterans		Ongoing		Once identified with mental health or substance abuse needs, ask specific questions regarding veteran status for future opportunities			Track those identified on the Intake Statistics Report		Intake and Investigation Unit
Component 3: To best utilize available resources to ensure a balanced and comprehensive jail management approach
OBJECTIVES		DATES		OUTPUT/ DELIVERABLES			MEASURE		RESOURCES
Subtask 3.1: Enhance review of defendants in custody un-sentenced for early release or disposition		Ongoing		Reduce daily jail pretrial population; review forty plus cases per month			Track average length of stay for pretrial jail population; Review daily Jail Management dockets and outcomes; Review daily First Appearance packets ; Propose review of defendants with felony charges		Intake and Investigation Unit, Case Management Unit, Lee County Sheriff’s Office
Subtask 3.2: Facilitate timely transports of defendants awaiting transport		Ongoing		Reduce jail costs for those awaiting transport			Track and monitor defendants awaiting only commitment packets; Report delays		Case Management Unit, Lee County Sheriff’s Office, Clerk of Court
Component 4. Enhance case supervision techniques to increase overall success rates with pretrial supervision and misdemeanor diversion
OBJECTIVES		DATES		OUTPUT/ DELIVERABLES			MEASURE		RESOURCES		OUTCOMES
Subtask 4.1: Enhance reporting procedures and incorporate evidence based practices to ensure the most meaningful in-person office visits		04/01/13		Increase successful termination rates; refer those appropriate for diversion programs			Conducts needs assessments; Prepare appropriate reporting plans utilizing risk score; Track revocations on Pretrial Supervision Monthly Statistics Report and Misdemeanor Diversion Statistics;		Supervision Unit
Subtask 4.2: Incorporate utilization of graduated PTS levels		06/01/13		To amend reporting plans based on compliance			Track success rates with modification of plans		Supervision Unit
Subtask 4.3: Enhance use of violation reports in lieu of revocations when appropriate		06/01/13		Increase successful termination rates; Reduce docket and non-compliance rate			Submit violation reports when appropriate ; and track overall outcome		Supervision Unit, State Attorney’s Office
Subtask 4.4: Develop an orientation video for pretrial supervision orientations		06/01/13		To prepare an orientation video that includes all PTS conditions			Measure understanding of conditions from video use		Supervision Unit
Subtask 4.5: Evaluate the use of a validated instrument for diversion cases		06/01/13		To evaluate benefits for a validated instrument for supervision of diversion cases			Research use of validated diversion instruments		Supervision Unit
Subtask 4.6: Implement early termination when appropriate		01/01/13		Reduce caseload ratios to ensure individual officer management on more complex cases			Track cases on misdemeanor diversion program		Supervision Unit
Component 5. Enhancement of judicial support and refinement of case management practices to ensure effective and timely dispositions for all Lee County criminal cases
OBJECTIVES		DATES		OUTPUT/ DELIVERABLES			MEASURE		RESOURCES		OUTCOMES
Subtask 5.1: Assess protocols for Failures to Appear		Ongoing		Alleviate the need for re-arrest of FTA for diversion eligible defendants thereby reducing size of dockets and avoiding cost with LSCO booking process (standard $300 amount payable to COC); goal of 5% reduction in unsuccessful terms.			Track defendants who failure to appear and turn themselves in under FTA protocol		Supervision Unit, Clerk of Court, Judiciary, Criminal Division Director
Subtask 5.2: Research misdemeanor in-custody arraignment support possibilities		06/30/13		Promote early release or disposition of case by providing pertinent information/ recommendations: Ensure early representation of counsel			Track dispositions at arraignment; Track defendants unrepresented		Supervision Unit, Pretrial Clerical Team, Unable to be Screened Report
Subtask 5.3: Broaden case management practices in circuit court, providing case management services that strive for 80% on time case processing and 5-10% reduction in backlog cases		09/30/13		Facilitate early disposition of appropriate cases and allow individual judge management on more complex cases; effectively manage Drug Court Program court events as well as all other felony event calendars			Track and report case events and delays; Track and report court outcomes; Track and report retention and termination rates; Resolve attorney conflicts; Review age pending reports; Investigate delays and facilitate resolution where possible; Facilitate judge reassignment as appropriate, Research inactive cases to facilitate case closure		Pretrial Case Management Unit, Criminal Division Director, Calendar Management Report, Trial Calendar, Time Goals Reports, Age Pending Reports, Cases involving Death Reports, Clerk of Court/Odyssey
Subtask 5.4: Coordinate trial coordination; including senior judge needs		Ongoing		Effectively coordinate and case mange cases scheduled for trial/Ensure coordination and efficient utilization of senior judge resources			Track and report trial cases ; Track senior judge utilization		Case Management Unit, Criminal Division Director, Calendar Management Report, Trial Calendar
Subtask 5.5: Research any open cases without a future date		Ongoing		Research and facilitate action or case closure on cases without future dates			Review age pending reports without future dates and take necessary action		Case Management Unit
Component 6. Ensure best practice within court programs
OBJECTIVES		DATES		OUTPUT/ DELIVERABLES			MEASURE		RESOURCES		OUTCOMES
Subtask 6.1: Establish memorandums of understanding with regularly utilized agencies		Ongoing		Ensure agencies utilized are comparable and licensed as required by law; Ensure expectations clearly defined			Review licensures; Meet and review/update MOU’s annually		Supervision Unit Supervisor
Subtask 6.2: Define and develop EID case flow management protocols		03/30/13		Increase timely disposition of cases			Review age pending reports for EID cases; Track EID plea rates and reasons for cases returned to the felony docket		Pretrial Case Management Unit, Advisory Committee, State Attorney’s Office
Subtask6. 3: Implement incompetent to proceed case flow management		06/30/13		Reduce case delays; Cost avoidance with incarceration			Review age pending reports and jail indicators		Pretrial Case Management Unit, Lee County Sheriff’s Office
Subtask 6.4: Enhance community outreach and knowledge of the courts to the public		Ongoing		Enhance community outreach committee efforts; Establish protocols for advising of court programs (i.e. drug court)			Identify community stakeholders (i.e. LEO), Schedule information sharing dates, Introduce program overview for those identified for drug court		Community Outreach Committee, Case Management Unit
Component 7. Administration
OBJECTIVES		DATES		OUTPUT/ DELIVERABLES			MEASURE		RESOURCES		OUTCOMES
Subtask 7.1: Develop and continue service satisfaction surveys		05/01/13		Increase overall customer and employee satisfaction			Continue employee satisfaction surveys; Develop Judicial Service Satisfaction Survey; Develop Customer Service Satisfaction Survey		Pretrial Management Team, Judiciary
	Subtask7. 2: Enhance overall training and strategic cross-training across division; Ensure unit cohesiveness		Ongoing			Ongoing training system and cross-train probation/pretrial clerical staff to handle front counter; cross-train amongst units; increase team spirit across sides; ensure personnel continuously learn and are up to date on statutory law, administrative orders, investigative techniques and tools necessary for the performance of assigned job functions; Meet minimum training requirements (40 annual officer training) in accordance with policy		Review master training log; Review pretrial calendar for training options		Pretrial Management Team, Team Leads, Pretrial Calendar, Training Matrix, Pretrial and Probation Clerical Teams
	Subtask 7.3: Enhance quality assurance system		Ongoing			Enhance overall operations while increasing consumer confidence, ensuring accordance with policies and procedures		Review quarterly performance reports (trends) and working files of supervisors; Review case reviews of staff and observation reports		Pretrial Management Team, Team Leads, Case Review Templates
	Subtask 7.4: Enhance call center system with a goal of 10% reduction in call volume		Ongoing			Ensure customer service goals		Review call system reporting; assess customer satisfaction/wait times; assess interaction with staff/defendants		Call system reporting, Pretrial Management team, Pretrial and Probation Clerical Teams
	Subtask 7.5:: Establish paperless processes and reduce storage		06/30/13			Streamline storage and filing; Establish use of a document management system		Review CJIS Document Management System and cost avoidance for storage		Pretrial Management Team, CJIS, Kwik Tag
	Subtask 7.6: Enhance continuity of business operations plan		09/30/13			Develop infrastructure and points of contact; implement with management; maintain up-to-date emergency contacts and documents for recovery		Review/prioritize Essential Functions & key staff, update emergency contacts, update jump drives with current documents		Pretrial Management team, CJIS & IT support, facilities
	Subtask 7.7: Maintain policies and procedures in line with Florida statute, local administrative orders ; Obtain FCAC re-accreditation		Ongoing			Ensure uniformity; Enhance integrity of agency, Ensure policies are in writing and defendable		Review statute updates, administrative orders and accreditation updates: Maintain time sensitive reports/docs and ensure compliance with standards		Pretrial Management team
	Subtask 7.8: Examine personnel/staffing ratios v. caseloads		Ongoing			Establish optimal caseload ratio to effectively supervise and manage cases; Ensure most efficient of resources		Review monthly caseload counts and successful termination rates		Supervision Unit
	Subtask 7.9: Enhance technical capabilities and reporting		Ongoing			Identify necessary improvements (i.e. Intake Wizard) and reporting, Automate Widman process; Develop and enhance Risk Instrument reporting		Attend IJIS Project meetings to identify added CJIS capabilities, assist with scopes of work, test and review Widman and RI reports