Departmental Review Meetings for the 2015 Budget, October 22, 2014

BUREAU OF TECHNOLOGY

Simona Rollinson, director of the Bureau of Technology began by explaining what her department did. She stated that her department was responsible for the County’s data center, wide area high-speed network, office technology and phone and wireless devices. They also plan, develop and manage software applications, websites and geographic information systems (GIS) to improve workflow process in County offices and meet County residents and business needs for simple responsive transparent and cost effective government. Some of their recent accomplishments include:

• Implemented County-wide email systems
• Installed a jail inmate phone and broadband system and integrate technology to manage criminal justice system
•  Designed and implemented a video conferencing network to improve communication with municipality
•   Reduced telephone cost by reducing the total number of telephone system 
•  Improve property

Some of the issues facing this department are the cost of maintaining Technology and improving Technology. The concern is that by the time they bid-accept and implement systems they are outdated and the maintenance cost of these systems is high.  The cost of consultants in particular has made the cost of maintaining and improving technology very expensive. Disaster recovery system is also very costly. It was suggested that they look into consulting with smaller firms instead of the larger companies.

Commissioners Suffredin, Gorman and Sims all expressed frustration with the Bureau of Technology. They feel that money is allocated to purchase new technology and by the time it is ready to go it is outdated. There has been a lot of turnover in the job of director and all the new directors have asked for more money to improve services but the Commissioners do not see that services have improved. Commissioners suggested that top IT people should be brought in to help with the system with better cooperation from all departments. Commissioner Gorman wants a chart of the past, present and future needs of technology. 

SHERIFF'S DEPARTMENT

Sheriff Tom Dart stated that as of today there are 11,677 people incarcerated at Cook County Jail, the average amount is 9,000. 38% of those incarcerated suffer from a mental illness. There are 1700 on electronic monitoring with 70 of those not having a place to go. There is a need to increase the amount of beds and the department is working on this. The biggest issue is that many of these people cannot pay the bond and have no place to go due in part because many of these people suffer from mental illness.

There has been a decrease in the number of employees hired and there is a need to consolidate courthouses especially the old ones like 51^st & Wentworth and Harrison & Kedzie.  By consolidating these courthouses they will save money, provide better security and better services. Sheriff Dart is pleased with the program of using detainees with minor offenses to teardown abandoned houses.

Sheriff Dart stated that they are in a good position with staff, however, there is an overtime issue that has some concern. Overtime is expensive. The issue is more prevalent with employees of the Department of Corrections. They call in sick more often than those of other departments.

Commissioner Suffredin asked if Sherriff Dart will see an issue if the Pension Bill is passed.  Andrea Gibson from the Sheriff Department budget review stated that they are preparing for if bill passes but no extra money has been set aside.

In technology, the Sheriff’s Department purchased a new computer system and is working with local police departments to have them join this system. This system is a cooperative system that will allow the Sheriff’s Department to share information on criminals, etc. with local municipalities. 

CLERK OF THE CIRCUIT COURT

Clerk Dorothy Brown stated that the Clerk of the Circuit Court serves the citizens of Cook County and participants in the judicial system in an efficient, effective and ethical manor. There were 4 key items that the Clerk’s office strived to do:

11.  21^st Century information technology

·         Website that is easy to use and clearly organized

·         Online traffic ticket system

·         An online interactive court system connecting Judges, State’s attorney, public defender to allow them to file online and to send records

·         System with the Sheriff to send information electronically on whether to retain or detain prisoners.

·         Image and document system to be able to send records and forms electronically so that they do away with paper and especially carbon paper.

·         Smart Kiosk in criminal courts to receive court information.

Bottom line she wants her department to become totally paperless.

22.  Customer Service: Strives to provide great customer service to citizens.

33.  Operational Efficiency: all of the new electronic systems will provide greater efficiency to the office.

44.  Financial accountability: going paperless will lower the cost. The commissioners were glad to see that there will be an end to this department use of carbon paper. This will save money. They also closed a warehouse with the saving of 1.2 million however they are in the process of opening a Records and Digitization Center in Cicero, which should improve the system at a cost savings. Clerk Brown stated that her department is going Lean and Green.

The Commissioners commented that they are pleased with the changes to this department. Clerk Brown requested that the Commissioners promote the use of electronic traffic ticket system in their districts. There is a saving to municipalities that use the Electronic E-Ticket system. There were no large increases to her budget for 2015.

Submitted by Nancy Marcus