The Cuyahoga County Video conferencing Project includes a total of 48 Endpoints Courtrooms: Cuyahoga County Justice Agencies: Arraignment Room (1) Court of Common Pleas 16-A (1) 17-C (1) 17-A, B, D & 18-C (+4 Mobile Kiosk) Justice Agencies: Adult Probation (1), (+2) Bond Commissioners (1) Coroner (1) (Mobile Kiosk) Grand Jury (2) Juvenile Court (1) (Mobile Kiosk) Public Defenders (1) Pretrial Services (2) Prosecutor s (1) Sheriff s (4) TASC (1) Witness Victims (1) Cuyahoga County Municipalities: Full Service Correction Faculties: Bedford Heights (2) Euclid (1) Geauga County (1) Solon (1) Early Case Disposition Pilot: Cleveland Courtroom 3-D (1) Cleveland 120 Holding (1) Cleveland SIU (1) Cleveland CPU (1) Cleveland Police Districts (5) Cleveland Bureau of Special Operations (1) Lakewood Court PD & (1) (Mobile Kiosk) Parma PD & (2) Brooklyn PD (1) Shaker Heights 2-Courts, PD & (4) Beachwood PD & (2) University Heights PD & (2) Pepper Pike (1) Challenge: Diminish Court process, duplication of effort and expenses, by reducing transport of Inmates and staffing expenses, vehicle maintenance and fuel costs. Solution: Implement, establish and/or enhance existing videoconferencing capabilities, linking Cuyahoga County Courts,, Prosecutors, and Treatment Services with the Municipal full service jail facilities, Judges, Prosecutors, Defense Attorneys, and Offenders in County Custody through a secure connection to deliver the best quality for videoconferencing services available. Key Benefits Safety. Significant time and cost savings. Increased productivity. Technology Used: IP-based / 128 Bit Encryption Polycom Hardware Cisco Bridge Infrastructure * Grayed out denotes endpoints funded outside of the SJI Video conferencing Grant Page 1
Shaker Heights Court Recommendation Number 02:...develop a case investigation process which accelerates the law enforcement processing of cases where the charges are lower grade felonies, cases where there is no victim and few witnesses, and cases involving low-level substance abuse... Recommendation Number 12:... the County Prosecutor s staff needs to meet with police officers during the charging process those meetings should take place by video conference before the end of the arresting officer s shift... Recommendation Number 15: Cases that would be eligible for the Pre-Bind over Resolution Program should be initially charged as misdemeanors and dealt with at the initial appearance/probable cause hearing. Shaker Heights Police SH Beachwood Police BW University Heights Police UH Pepper Pike Recommendation Number 29:...develop a system whereby Pretrial Conferences are coordinated and held at staggered times during the day so that the time of defense counsel, floor prosecutors, those members of the Prosecutor s staff empowered to accept a plea negotiations on behalf of the Prosecutor's Attorney, Deputy Sheriff s, and the individual courtrooms can function more efficiently. Parma Court Parma Police Parma Types of Prosecutor Video conferences: CCPO to Municipal Police (1-3 times per day to discuss facts, charging or possible plea negotiations). CCPO to Municipal Prosecutor 1 time per week to discuss charging, plea or case status. CCPO to Municipal Court 3times per week to discuss case status or gather information on the case or assigned counsel. CCPO to Defense Attorney 2 times per week to discuss case resolution (counsel is at various locations). CCPO to Victims 2-4 times per week to gather facts or discuss case resolution (victims at various locations) Types of Agency Video conferences: Prosecutors Office Bond Commissioner s Pretrial Services Public Defender s TASC Brooklyn Police Lakewood Court Police & BSO 6 th CPU 120 Holding Cleveland House of Corrections Cleveland Police Headquarters Cleveland Municipal Courtroom 3D Bond Commissioner s Bond Investigator to Client Public Defender s / Defense: Attorney to Client Pretrial Services: PTS Officer to Client TASC: Treatment Assessor to Client 12 th Floor Court of Common Pleas Initial Appearance z District 1 District 2 District 3 District 4 District 5 Initial Appearance Benefits: Streamlines case processing Bedford Heights Courtroom Technology From the Judges' Perspective By Fredric I. Lederer In the United States, the most common use is remote first appearances in criminal cases. Defendants appear before magistrates via two-way television thus saving the cost and risk of transportation to the courthouse. At the same time, chambers based video-conferencing permits highly efficient docketing, hearings, and settlement conferences. Captain Drew Swank of the Courtroom 21 staff suggests that video may be especially useful in judge conducted alternative dispute resolution. Inexpensive video communications also enables judge-to-judge and court administration communications. Euclid Geauga County Solon Cuyahoga County Sheriff s In the United States, the most common use is remote First Appearances in criminal cases Berks County Judges and Attorneys Survey Result:...videoconferencing is an effective means of conducting formal arraignments and that its use should be expanded to other types of proceedings 3 of the 4 judges suggested that they find videoconferencing to be an efficient and effective means of conducting both formal arraignments and informal Gagnon II hearings. Nation center for State Courts (NCSC) Page 2
Types of Attorney / Client Video conferences: 3-day Facilities Temporary Holding Full Service Facilities Sheriff s Complex 1. Confidential conversations between defense attorney & defendant 2. Preliminary discussions with our clients 3. Pleas negotiations 4. Judge Selection 5. Bond agreements 6. Release conditions Public Defender s Office Types of Pretrial Services by Video conferencing: 1. Prescreening for Behavioral Health Services 2. Prescreening for appropriate Behavioral Health Court Docket 3. Initial Bond Interview 4. Reduction Interview Pretrial Services Lakewood Types of Assessor / Client video conferences: 1. Initial Assessment to Inmates house in remote jails. TASC Shaker Heights Beachwood Type of Probation Officer / Client Video conferences: University Heights 1. Probation Interviews 2. Probation Violation Interviews Adult Probation Office Pepper Pike CPU Types of Bond Investigator /Client Video conferences: 1. Initial Bond Interview 2. Bond Reduction Interview Bond Commissioner s Office 120 Holding Parma Euclid Geauga County Bedford Heights Solon Berks County Judges and Attorneys Survey Result the public defender s office reports that conducting these conferences by video has resulted in significant time and cost savings for public defenders. During the first year of conducting attorney-client videoconferences, approximately 483 hours of public defenders time was saved. Lancaster County Survey Results: on average, a typical videoconference would take twice as long if they met with the client at the prison. Montgomery County Public Defenders and Judges Survey Result: According to former Acting Chief Public Defender Kate Paxis, videoconferencing has improved the public defenders access to incarcerated clients Visiting clients at the prison is difficult and time consuming. While at the prison, an attorney must then wait for corrections officers to bring the defendant to the interview room. Moreover, the hours during which the attorneys have access to the prison are limited We estimate that, in the first year of implementation, videoconferencing has enabled the public defenders to spend approximately 208 hours in meetings with clients that would not otherwise occur. Nation Center for State Courts (NCSC) Pretrial Services & TASC: www.mh.state.oh.us Ability to participate in the National Coalition for Mentally Ill in the Criminal Justice System to discuss ways to better manage offenders providing continuity of care and to reduce recidivism and improve services between the prison and community systems.ohio Agenices included: ODMH, ODRC, ODYS, ODADAS. Page 3
Shaker Heights Court Shaker Heights Police Coroner s Office types of Video conferences: 1. The main interactions are initiated by the Prosecutor s Office and Public Defender s Office and/or Private Attorneys. Shaker Heights Police Shaker Heights Police 2. Occasionally required to testify in Municipal and Common Pleas Courts. 3. Toxicology mainly communicates with the Municipalities. 4. Pathology testimony to Juvenile Court Parma Court Coroner s Office Parma Police Brooklyn Police Pathology, Lakewood Complex & Police Photography/Image Trace Evidence Cleveland Police Headquarters Toxicology Cleveland Municipal Courtroom 3D Benefits: Reduce the need for frequent continuances and other delays better serving the indictment process. Save on transportation cost Increase Coroner s productivity District 1 District 2 District 3 District 4 District 5 Court of Common Pleas Juvenile Court Prosecutor s office Public Defender s Page 4
Witness Victims Coroner s Office Shaker Heights Court Video conferencing Grand Jury Testimony 1. The ability for the Prosecutor s Office to receive Grand Jury testimony from police officers in police districts 2. Receive testimony from other off-site witnesses. Shaker Heights Police Beachwood Police University Heights Police Grand Jury Pepper Pike Parma Court Parma Police Benefits: Teleconferencing from the Grand Jury Room to Municipal Courts, Police s and satellite jails would save on transportation costs. Reduce the need for frequent continuances and other delays better serving the indictment process. Brooklyn Police Lakewood Police Courtroom Technology From the Judges' Perspective By Fredric I. Lederer What we do know about video conferencing is that the convenience and cost savings are substantial. Ultimately, we expect remote testimony, from courthouse to courthouse to be routine, if only because of the cost savings. Cleveland Police Headquarters CHC SIU BSO 6 th Floor District 1 District 2 District 3 District 4 District 5 Page 5
Cuyahoga County Sheriff s Complex The Arraignment Room 1. Conduct Arraignments Court of Common Pleas 12 th Floor Arraugnment Room Contracted Full Service Facilities Bedford Heights Euclid Geauga County Arraignment Study Results South Dakota: Judges the courtroom environment becomes less hostile and is much easier to work in. Solon Cumberland County: increased the level of formality of the proceedings Nation Center for State Courts (NCSC) Cleveland s Cleveland House of Corrections (CHC) CPU 120 Holding Page 6
3-day Facilities Temporary Holding Full Service Facilities Sheriff s Complex Court of Common Pleas & Video conferencing: 1. Pleas 2. Sentencing 3. Re-Sentencing 4. Judicial release 5. Hearings 6. Probation Violation Hearings 7. Search warrant hearings 8. H.B. 180 hearings (on psychiatric evaluation) 9. Mental Health Hearings 10. Hearings with Juveniles 11. Trial testimony occurrences 12. Pretrial conferences and motion hearings with out-of-town attorneys or litigants Court of Common Pleas 12 th Floor Training Courtroom Lakewood Courtroom 16-A Judge Hollie Gallagher Shaker Heights Beachwood NATIONAL CENTER FOR STATE COURTS ASSESSMENT OF VIDEO CONFERENCING IN THE SOUTH DAKOTA UNIFIED JUDICIAL SYSTEM FINAL REPORT OCTOBER 2004 Courtroom 17-A Judge John J. Russo Courtroom 17-B Judge Nancy McDonnell University Heights Pepper Pike Increased Judicial Availability Video conferencing will allow for more timely hearing of emergency matters and time sensitive matters such as temporary restraining orders and juvenile matters. Enhanced Security Courtroom 17-C Judge Micheal J. Russo CPU 120 Holding The fewer detainees transferred the greater public safety, increase in safety to the public and law enforcement officers. Detainees in a secured environment are easier to control, thereby reducing the opportunities to pass contraband or to flee from custody. Judges also note that when detainees appear via video conferencing the courtroom environment becomes less hostile and is much easier to work in. Monetary and Time Savings Sheriffs offices would be the largest beneficiary in terms of monetary and time savings because they save in manpower costs due to a reduction in the number of detainees transferred to and from courtrooms and to and from remote locations. Courtroom 17-D Judge David Matia Re-Entry Courtroom 18-C Judge Nancy Russo CHC Parma Euclid Geauga County Bedford Heights Solon Ohio of Rehabilitation & Corrections (ODRC) Page 7
Cuyahoga County Sheriff s Complex Juvenile Court understands the benefits of utilizing video conferencing by streamlining their current daily practice of having Police Officer, Detectives, Expert Witnesses, etc subpoenaed to appear in court. Currently, Cleveland Police Officers have to drive to Juvenile Court costing time and monetary resources. Juvenile Court Benefits: Cleveland s CHC It is important to note an example of benefits that can be immediately realized; the following is an example provided: When a minor defendant is arrested and a gun is involved; specification is typically taken out of indictment which makes the Minor Defendant eligible for probation. This happens as matter of fact because the Scientific Investigation Unit (SIU) can not get to Juvenile Court timely. CPU 120 Holding Montgomery County Survey Results Judge Smyth feels that videoconferencing is a much more ideal medium for detention hearings than for dispositional hearings. Conducting juvenile hearings by videoconference had created some time savings for the judge. Nation Center for State Courts (NCSC) Cleveland Scientific Investigation Unit (SIU) Page 8