April 28, 1998

Chair Gene McGraw
Jackson County Board of Commissioners
120 West Michigan Avenue
Jackson, MI 49201

Dear Chair:

For your review, the following is the 1997 Annual Report for the 12th District Court. The report summarizes the activities of the 12th District Court for the calendar year of 1997. The information is intended for informational purposes and to provide some insight into the judicial business of the district court.

FINANCIAL MANAGEMENT:

The 12th District Court collected a total of $5,422,310 in fines and costs. Of that amount, $3,626,997 was deposited in the County General Fund.

REVENUE:

EXPENSES:

COLLECTIONS:

The court continued with its active approach to collection of delinquent fines and costs. 4,836 new files, totaling $607,911 in delinquent fines & costs, were referred to the department in 1997. The Collection Department collected $425,635. Thus, the department met their collection goal $400,000. This marks the second consecutive year that the department has collected more than $400,000 in delinquent fines and costs.

Pursuant to Public Act 375 of 1996, a collection plan was developed and submitted to State Court Administrative Office for both the district and probate courts. The plan sets forth the process whereby the courts will actively pursue delinquent fines and costs.

The court established an external collections plan beginning on 7/1/97. The administration of the court recognized the need to put some enforcement into its collection program. Internal collections soon become busy with their current caseload and daily referrals that there were little or no time for enforcement. It was determined that in order for the court’s collection plan to be successful, enforcement was a critical variable. Without enforcement, the integrity of any collection program can become compromised. In order to maintain the integrity of the program, the court felt the need to aggressively pursue those who challenge the system.

The court has contracted with Court Services, Inc. to provide an external collection program for the court. Employees of Court Services, Inc. are appointed as court officers of the 12^th District

court and have the power to arrest if a bench warrant has been issued for failure to pay fines and costs. In the majority of the cases referred to external collections, arrest is not necessary. Contempt fees are assessed against the defendant, which offsets the expense of the program. The external collection program is relatively new. However, the administration of the court is pleased with the initial results of approximately $70,000 being collected during the last five months of 1997 at no expense to the court. It is projected that the external collections program will generate more than $250,000 in 1998.

INTENSIVE SUPERVISION PROGRAM (ISP):

Ninety-one (91) individuals were sentenced to the ISP during 1997. These individuals would have been sentenced to lengthy jail terms if the court did not have the availability of the ISP. Consequently, the county would have been forced to bear the costs of incarceration for these individuals. It is estimated that the savings to the county by diverting individuals from jail was approximately $267,825. Additionally, the additional jail space allows for the diversion of individuals from the Department of Corrections to the jail. This diversion results in revenue received from the State of Michigan and is a significant revenue source for the Sheriff Department. Once again, the program proved to be self-sufficient. The program generated $5,550 more in revenue than was expended.

FILE MANAGEMENT:

The court opened 61,901 new cases in 1997. This figure represents an increase of 1,722 cases from 1996 (60,179), an increase of 11,700 cases from 1995 (50,201) and an increase of 12,682 cases from 1994 (49,219). CASELOAD REPORT

RECORDS MANAGEMENT:

The court embarked on an extensive records retention project in 1996. The project was completed in December of 1997. As a result of the project the court is current with the Records Retention and Disposal Schedule 13 for District Courts as set forth by State Administrative Board. As of this date, all civil, criminal, traffic and probation files eligible for disposal have been microfilmed and destroyed. The retention plan has created an organized records management system, allocated additional space for records management and reduced the potential for employee related injuries.

PUBLIC RELATIONS & INFORMATION SERVICES:

The court developed a public service inventory form that is available to customers and used to gain insight on the quality of services offered by the court. The administrative staff analyzes each completed public service inventory form and then the form is presented to the respective departmental staff for review. The form receives a final review by the Chief Judge. If the customer writes his or her name on the form and includes a telephone number or an address, the departmental supervisor will attempt to contact the customer to discuss his or her concerns. The administrative staff shares commendatory remarks made about an employee during court-wide staff meetings.

The court has been recognized by the State Court Administrative Office for our Collection Program and our policy and procedural manual. Our collection program will be featured at an upcoming Michigan Judicial Institute training program for contemporary management practices.  The State Court Administrative Office has requested a copy of our policy and procedural manual to serve as a guide for other district courts.

FACILITIES MANAGEMENT:

Upon the recommendation from the court security audit that was conducted in 1994, the court installed a key card access system. Employees and designated individuals gain access to secured judicial offices and court departments by using a key card. The key card system was established to provide tighter security measures.

The renovation of the Civil Department took place at the end of 1995 and was finished early in 1996. Prior to the renovation, members of the public conducted business inside the perimeter of the department, thus, posing a security concern. Installing public windows has eliminated the security concern. The renovation has brought forth a much needed aesthetic improvement. Utilizing County Quality I... principles, the staff of the Civil Department was responsible for the planning of the aesthetic improvements. The facilities department should be commended for a job well done.

SYSTEMS MANAGEMENT: The Honorable James M. Justin’s court was selected as the pilot court for the Automated Courtroom. The pilot project was tested throughout 1995. After analyzing the project, the administration of the court agreed to implement automation in all four district court courtrooms. An automated courtroom allows for the immediate data entry of court proceedings from the courtroom. The three primary benefits of an automated courtroom are as follows: 1) Immediate and accurate court records, 2) Elimination of the work duplication, and 3) Access to court and law enforcement records from the bench.

CIVIL DIVISION:

In an effort to increase efficiency and facilitate communication within the small claims division of the court, quarterly meetings were held with the magistrate, the small claims clerk and members from the court’s administrative staff. Current issues and new ideas are discussed.

Beginning in October, a new procedure was implemented whereby the small claims clerk is present in the courtroom for small claims hearings involving businesses which are heard on Mondays. The following benefits were realized after this was implemented.

1. Real-time data entry - Judgment information is entered into the computer system at time the judgment is rendered. Both parties leave the hearing room with the necessary paperwork from the court.
2. Financial Savings - The court saves on postage fees by not having to mail paperwork to the parties.
3. Time Savings - The magistrate no longer manually writes information on the files or paperwork. The work is performed by the small claims clerk. Thus, the magistrate can proceed to the next case without any delay.

The court issued an average of 134 Writs of Execution/month. This figure is almost double the average of 70/month in 1996. Writs of Garnishment have also increased from 335/month in 1996 to 375/month in 1997.

The department witnessed a slight increase in the number of weddings that were performed by district court judges and magistrates compared to the previous year. 289 weddings were performed in 1997. Wedding ceremonies are now scheduled in electronic format which allows for more efficient access to the information by court.

Throughout 1997, the civil division continued with flowcharting various civil procedures. Currently, the department has completed 25 flowcharts covering various civil procedures. The flowcharts have proven valuable as a tool for reviewing and improving existing procedures used by the court.

CRIMINAL DIVISION:

There were 1384 felony cases filed through District Court in 1997 as compared to 1171 during 1996. This represents an increase of 18%. During the same time period, 5111 misdemeanor cases filed compared to 4778 during 1996, or an increase of 7%. Drunk driving cases (1115) increased 17% from 1996 (953).

The division implemented a procedural change which increased the efficiency of monitoring the cash and surety bond forfeitures. This change has resulted in increased revenues for the court.

PROBATION DIVISION:

In 1997 the probation department conducted 2,386 presentence investigations, compared to 2,050 in 1996, representing an increase of 16.5%

On December 31, 1997, 2,834 people were under the jurisdiction of the probation division. The total caseload (2384) is comprised of cases under active supervision, pending sentence and bench warrant status. Almost half (49%) of the active supervision caseload is for drunk driving related matters. Assault related cases made up another sixteen percent (16%) of the caseload. Seventy six percent (76%) of the individuals being supervised were males and twenty four (24%) were females.

The probation division conducted approximately three hundred fifty (350) drug tests. Drug test are administered by the probation officers to individuals sentenced to probation for substance abuse related offenses.

State law requires individuals convicted of drunk driving to undergo a screening and assessment for substance abuse. The probation department is designated as a screening agency by the Center for Substance Abuse Services. In 1997 the probation department implemented computerized assessments. The computerized assessments provide a more in-depth assessment compared to the previous assessment tool used by the division. In addition, less staff time is required administering, scoring and analyzing the test.

The probation division continued its work with outside organizations. Mother Against Drunk Driving, Jackson County Intermediate School District and various high schools have benefitted from the public service offered by the probation staff.

RECORDERS:

In 1997, the recorders of 12^th District Court received new recording equipment. The new Sony BM-146 machines replaced the existing equipment of approximately 12 years. The recorders have experienced better quality recording with the new equipment. The new features offered by Sony has also been a benefit. The life expectancy of the new recorders is estimated between 8 and 10 years.

Late in 1995, the court began a pilot program to create an automated courtroom. After approximately a year and a half, it was determined that the project had significant benefits and should be implemented in all four courtrooms. By the end of 1997, the three remaining courts had the necessary equipment and training to complete the project. The automated courtroom allows for real-time data entry, thus eliminating duplication. Additionally, the judge and support staff have information immediately available to them while court is in session.

During 1996, Gloria Alexander, recorder for Judge Justin agreed to pilot a program for condensing court transcripts. The condensed transcript format allows for four pages of typed text to be condensed into one page. Consequently, the amount of paper required to produce a court transcript can be reduced by seventy five percent (75%). In fall of 1997, the court solicited feedback from the circuit court and members of the Jackson County Bar Association. The program was well received and has been approved for implementation in the remaining three courts. This procedure will significantly reduce the expense of producing a transcript.

COURT OFFICERS:

The administration of the court continues to strive for consistency over all court operations. Throughout 1997, the court officers made significant strides towards consistency of their practices and procedures. The court officers met periodically to identify ways of improving security and customer service. Additionally, leave time schedules were reviewed in an attempt to provide court coverage without additional expense. In 1997, the court officers were provided with electronic access to the driving records of the Secretary of State and criminal records of the Department of State Police. Having this information readily available assists the during proceedings. Being able to access defendant information is a time-saver for the court and the customer using our services. The recent use of these systems has also increased the technological knowledge of the judicial support staff.

This report is an attempt to provide to the Jackson County Board of Commissioners with a summary of district court activity during 1997. The administration of the district court recognizes the dedication and hard work exemplified by the employees of the district court. Their dedication and hard work have contributed significantly to the efficient operation of the 12th district court.

We at the court will continue to strive to be the model district court in the State of Michigan and would like to thank those who have contributed to our success thus far.

Sincerely,

Michael J. Dillon

Court Administrator

cc: Hon. Charles Falahee, Jr.
     Randy Terronez, County Administrator