Administration Division
Captain Louis Moreto
INFORMATION MANAGEMENT BUREAU
DATA PROCESSING UNIT
The Data Processing Unit provides support services for the entire police department and is directly responsible for preparing the majority of paperwork generated by the various divisions and bureaus. This work also includes the development of departmental forms, the maintenance of time records and the preparation of payroll information for submission to the Finance Department.
Data Processing personnel are also responsible for the maintenance of an alarm database, which currently contains the records for over 5,300 residential and business alarms. In 2008 there were 312 new alarms registered which generated more than $3,000 in revenue. Each day false alarms are documented to ensure systems are functioning properly and maintained in compliance with local ordinances. In 2008, summonses issued by the unit’s staff for violations of the municipal alarm ordinance generated approximately $10,000 of revenue for the township. The implementation of this database and subsequent enforcement has resulted in a continual reduction in the number of false alarms, thereby increasing the efficiency of the police department.
In addition to the previously mentioned duties, microfilming, filing, and the retrieval of records (including those from other departments in the township) are other functions performed by this staff. At some point in time, this unit handles virtually every piece of paper generated by departmental personnel.
RECORDS UNIT
The Records Unit consists of two (2) clerk/typists who prepare and produce reports for distribution to public and private entities. In 2008 the records unit prepared 2119 police reports and 355 discovery requests and 274 OPRA requests. Their work generates revenue in excess of $25,000 for the township. This amount does not include the numerous record checks and documents that are researched and provided to various courts, government agencies, and police departments, free-of-charge.
Records Unit personnel are also responsible for the compiling of information and reports for the following agencies:
· New Jersey State Attorney General’s Office
· Monmouth County Prosecutor’s Office
· New Jersey Division of Criminal Justice
· Division of Youth and Family Services
· Federal Bureau of Investigation
· United States Department of Justice
In July of 2002, the regulations enacted by the state legislature under the Open Public Records Act (OPRA) took effect. Although this new law’s primary purpose was to simplify and increase the public’s access to government records, in actuality, the practical applications necessary to adhere to its requirements has created problems for our municipal government. This is extremely evident in the police department where records and reports, which were once routinely distributed, have now become more restrictive. In fact, in order to prove compliance with the law this requires the duplicating of records prior to public distribution. As a result, reports that once could be quickly distributed in the past now take up to three times as much preparation time than before the law
Further responsibilities delegated to the Records Unit included mail, incoming and outgoing equipment, and tracking of supply shipments. Additionally, residents’ requests for Temporary State Handicapped Placards are also processed through the unit.
COMMUNICATIONS UNIT
Communications is by far the busiest unit in the police department, operating 24 hours a day, seven days a week, handling more than 23,000 calls that required an officer’s response and tens of thousands more that did not. Our 9-1-1 certified dispatchers are expected to deliver a multitude of services that range from providing over-the-phone directions for life saving first aid procedures to locating lost pets.
Communications Unit personnel also support other police department functions by providing data entry assistance to the Records Unit, Traffic Safety Unit and Investigations Bureau. Dispatchers also maintain records of all restraining orders, warrant executions and victim/witness notifications to ensure 24-hour access.
Currently, the police department is working with a dual dispatch system where two communication operators work the day shift and a portion of the evening shift. Due to full time staffing shortages, we began to utilize part-time dispatchers in 2006 and continued with part-time coverage to cover overtime and special circumstances in 2008. We hope to hire and train at least 3 new dispatchers in 2009 to provide for increased dispatch coverage. In the future the department hopes to be able to implement dual dispatch positions around the clock and be one step closer to our ultimate goal of an in-house 911 system. When this occurs, the police department will realize a significant cost reduction as this service is presently provided by Monmouth County at a cost in excess of $40,000 per year.
TECHNOLOGY UNIT
In 2008 the Information Technology Section continued to add and upgrade our computer use and access. We endeavor to add sufficient computer resources to keep our computers in pace with current technologies.
Currently, we have 37 Work Stations in Police Headquarters as well as one Reverse 911 server and one File Server. There are 21 Mobile Units mounted in the police cars as well as two portable units assigned to the Criminal Investigative Section and the Police Services Section. These mobile computers have the ability to communicate with headquarters, CJIS (Criminal Justice Information System), FBI (Federal Bureau of Investigation) as well as our own RMS (Records Management System). Officers have begun to electronically submit police reports through this system, and have the ability to search records from the vehicle as well as view photos and other pedigree information.
Late in 2008, the police department purchased new video technology for our patrol fleet. Previously, in-car video was recorded using VHS tape. Now it is done on digital video and transferred wirelessly to a server in headquarters.
Throughout 2008 we expanded the use of our reverse 911-community notification system. Notifications were instituted for water company hydrant flushing in several areas of the township, which resulted in reduced citizen alarm and complaints. Additionally, residents were warned in affected areas during the Warped Tour and the system was also utilized a number of times by the health department.
Upgrades were made to our Police server as well as desktop machines in an attempt to keep our technology up to date.
MISCELLANEOUS FUNCTIONS - ADMINISTRATION
INTERNAL AFFAIRS
Under the authority of the Chief of Police, the Administrative Division Commander, Captain Louis Moreto, oversees the Internal Affairs function within the police department. The goal of Internal Affairs is to ensure that the integrity of the police department is maintained through a system of internal discipline where fairness and justice are assured by objective, impartial investigation and review. The Internal Affairs officer is responsible to conduct investigations of allegations of misconduct by members of the police department and review the adjudication of minor complaints handled by supervisors. In addition, Internal Affairs is also responsible to coordinate investigations involving the discharge of firearms by agency personnel.
Every complaint received is taken seriously and investigated to its logical conclusion. In 2008, Internal Affairs personnel investigated 7 complaints, mostly involving discourtesy and minor rule infractions. Disciplinary action was taken against 3 employees as a result of those investigations.
2010
Click here to view our Internal Affairs policy
SPECIAL PROJECTS
Preparation for Building Expansion
The building expansion project which was stalled for many years was renewed in 2008. A building committee worked with the Township Architect to come up with a spatial analysis which is the first step in a building expansion. The work continued into 2009 and we are hopeful that the actual construction will start before the end of calendar year 2009.
OFFICE OF EMERGENCY MANAGEMENT
During the calendar year of 2007 the OEM coordinator responsibilities were turned over to Rick Hogan. We wish him the best of luck in his new position.
POLICE VEHICLES
In 2008 the police department purchased 13 marked patrol vehicles and 4 vehicles for the Investigations Bureau. This purchase has significantly improved the overall condition of the fleet and resulted in reduced down time for vehicle repairs.
BUDGET PREPARATION
The Administrative Division, specifically Captain Louis Moreto, is responsible for preparing, presenting and justifying the two (2) line item budgets that are utilized by the police department to the governing body for their approval. These separate budgets support police and dispatch and functions and totaled approximately $250,000 in 2008. Included with the budget preparation process are requests for capital expenditures, additional sworn and civilian personnel and anticipated grant monies.
PURCHASING AND MAINTENANCE OF EQUIPMENT AND SUPPLIES
Hand-in-hand with the budget process is purchasing. The police department does the majority of its own purchasing by utilizing the township’s computerized Edmunds system. With the assistance from the Chief Executive Assistant Michele Miller, requisitions are generated to purchase the equipment and supplies necessary to support the eighty-five (85) men and women of this agency.
SCHEDULING OFF-DUTY EMPLOYMENT
During calendar year 2008 Lt. Lloyd Drucker was assigned the responsibility to oversee, schedule, and coordinate off-duty employment for the township. Mostly consisting of traffic control or special security details. Manalapan police officers worked over 8800 hours of off-duty in 2008, generating total revenue of over 72,000. for the municipality.
UNIFORM CRIME REPORT
Initiated by the International Association of Chiefs of Police (IACP) and assigned to the Federal Bureau of Investigation (FBI) to manage in 1930, the Uniform Crime Report, or UCR, was created to meet the need for crime statistics used in law enforcement operational planning and policymaking. The program consists of a collection of crime statistics for each individual jurisdiction taken directly from the reports generated by its law enforcement officers. Currently, the UCR only solicits crime information for eight (8) offenses: Murder, Robbery, Forcible Rape, Aggravated Assault, Burglary, Larceny, Motor Vehicle Theft and Arson. In addition to this, the UCR also requires information identifying the number of adult and juvenile arrests and the number of police officers who were killed or assaulted in the line of duty.
Once a month, these records are gathered and then forwarded to the New Jersey State Police. From there, a state statistical report is prepared that is eventually forwarded to the Federal Bureau of Investigation (FBI). The FBI then takes this information, as well as similar data from the other states and territories, and compiles it into a publication entitled Crime in the United States. This report is then used by various law enforcement agencies to identify crime trends, establish crime rates and substantiate the hiring of law enforcement personnel.