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Personnel and Duties
Indian River County Sheriff ' s Office is located at 4055 41s' Avenue , Vero Beach, FL . There is
also a hanger with three helicopters , a mall office , a boat patrol , and motorcycle patrols .
Main responsibilities consist of narcotics , neighborhood watch , and crime prevention .
The Sherriff ' s Office employs over 450 employees , including :
187 sworn officers
•
113 correction officers
• 149 civilians
71 volunteers INDIAN RIVER C= OUNTY
•
It is the mission of the Indian River County Sheriff's Office to serve the public by enhancing
partnership with the community to protect life and property , prevent crime, and solve
problems .
To more effectively manage its myriad of responsibilities, the Sheriff ' s Office is comprised of
the following divisions :
• Corrections
Information Services
• Investigations
• Judicial Services
_ • Sheriff Services
• Support Services
• Uniform Services
Volunteer Services
The Office has approximately 130 vehicles that are equipped with video, GPS and Toshiba 15
inch laptop computers .
At present, the Sheriff ' s Office does not directly use GIS . There are currently no hardcopy
maps or map books in the vehicles . Any GIS support needed is currently being provided by
GIS personnel within the Emergency Services Department . The majority of GIS users in the
Office will be Tier 3 GIS Users ; however, some GIS use within the Department will involve more
complex GIS data analysis, mapping , and some geo-spatial data creation , such as that of
Tier 2 GIS Users ( see Chapter 2 : GIS Organizational Structure and Staffing for more information
on Tier 2 & Tier 3 GIS Users ) .
Indian River County Sheriff ' s Office responded to a total of 148 ,810 calls for service in 2003 .
21 , 259 of these calls were fire or EMS related and 63 , 431 were received on 911 . In addition ,
52 , 756 administrative calls were handled .
Hardware and Software
The Sheriff ' s Office currently has approximately 300 PCs , all of which are Windows based Dell
servers . All PCs are connected to the network via 100 mb Ethernet and some gigabit
infrastructure. All 130 vehicles have Toshiba laptop computers with 15 inch monitors and
DVD drives . The vehicles also have GPS technology and video capabilities .
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment
Staff indicated an interest in mobile mapping technology for the vehicles . At present, no
mobile mapping or AVL is being done . A potential mobile mapping solution has been
investigated by Office staff and the estimated price is $ 600 per unit .
There was also a stated need to purchase a large E-sized plotter.
The Sheriff ' s Office uses the following software applications :
1 . New World Systems (SQL based )
2. PIN Mapping Module on New World
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The Sheriff ' s Office uses New World
Systems as its Records Management System ( RMS) and New World ' s PIN Mapping Module .
New World Systems ' Aegis@/ MSP Records Management software is a Windows@- based tool
to help solve cases and prevent crimes . Records Management maintains a comprehensive
database on persons , businesses , vehicles , criminal activity and more ; a central file is
created to connect all activity to a subject ' s name or location to provide law enforcement
agencies with access to accurate , critical information in real-time .
Key capabilities include :
-- 0 Maintains detailed master files on people , places , property , vehicles, criminal activity
and more
• Associates all case-related information to a single file, including suspect, known
associates, prior MOs , etc . to help solve cases
• Maintains a complete, electronic database of current cases to enhance computer
aided investigations
• Robust search and audit capabilities
An opportunity exists for integration of New World ' s RMS database with standalone and
Intranet GIS data browsers . In addition , comprehensive GIS Integration with the County ' s
CAD system will allow the Sheriff ' s Office to access real-time incident and call for service
information in a mapping context . At present , Emergency Services GIS personnel in the 911
Database Section aid the Sheriff ' s Office in displaying 911 calls on maps . With the
implementation of a countywide comprehensive address point layer, this CAD mapping
process can be greatly improved .
Making quick and accurate decisions is critical to the Sheriff ' s Office—GIS can assist in
making these decisions . Counties throughout the Country are finding that GIS can save lives ,
time and money . The use of GIS has been heralded as having contributed to a nationwide
drop in the crime rate over the past few years . GIS can help depict patterns in criminal
behavior that are impossible to visualize with traditional methods .
@� GIS Needs and Duties
The Sheriff ' s Office should implement GIS and its complementary technologies . From crime
activity mapping to reverse 911 notifications, the Office can leverage and integrate existing
investments in its technology infrastructure to develop an effective solution for crime
mapping and community protection .
Sheriff ' s Offices throughout the country have implemented GIS in varying capacities—Indian
„ River County ' s Sheriff ' s Office is well positioned to implement GIS effectively. Key to this effort
will be the implementation of mapping and spatial analysis applications throughout the
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment
various divisions and sections of the Office as well as dynamic , real-time access to data for
field personnel . Access to information should be provided by several user-friendly
applications which will be discussed in detail in the following sections .
Based on this needs assessment, the Sheriff ' s Office has several GIS needs , including :
• Mapping and spatial analysis of criminal activity , incidents, and accidents
• Field access to geo-spatial data
Mass Notification System
Formal GIS training for Sheriff ' s Office staff
NtMapping and Spatial Analysis of Criminal Activity Incidents and Accidents
A key need for the Sheriff ' s Office is to provide organization-wide access to GIS-based
mapping and spatial analysis . Users in every section will benefit from access to the County ' s
base data as well as department-specific information . Upon implementation of an
enterprise GIS , the Sheriff ' s Office will be able to conduct the following types of mapping
and analysis :
• Incident analysis
• Crisis management for schools - on each laptop already
• Mapping home bound citizens
• Mapping sex offenders
Megan ' s Law and Jessica Lunsford Act databases stored at Florida Law
Enforcement - these can be spatially enabled and shown as GIS layers
• Reverse 911 - Code Red
View and query existing infrastructure - water, sewer, gas , stormwater, and facilities
• View and query utility customers
• Intranet Site for quick PIN mapping
• Weekly PIN map
• Hot spot analysis
• Court case support for Detectives
• Logistical support
u0 Tracking drug free zones around schools
• Creation of new response areas
• Staffing analyses - what is happening when
View aerial imagery for drug raids and traffic accident analysis
• Assisting in evacuation during storm events
• Laptop access with an easy- to-use data browser
• Traffic collision intersection studies
• Crime scene diagrams - New World has this in the mobile laptop
• Track average speed of vehicles
• Know location of speed zones , survey zones , etc .
m • Regional crime analysis
Staff members in various sections should be able to conduct some mapping and analysis
tasks utilizing an Intranet GIS application . As aforementioned , various tiers of GIS
applications are recommended for the Department to meet its GIS needs . An Intranet GIS
data browser should be made available to all staff—this application will enable staff to
perform basic PIN mapping .
A desktop GIS data browser is recommended for use by personnel that wish to conduct
more complex PIN mapping and analysis; this application will provide access to data
extracts from the New World and CAD databases , as well as base map information such as
streets, parcels , and aerial photography.
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessment
The following are some examples of the type of advanced GIS analysis that can be
conducted for the Sheriff ' s Office :
Incident Analysis Application
A crime analysis package should be utilized to view information that is input into the RMS
software . This program will create an up-to-date GIS layer depicting the location of all
incidents reported . Officers can then view the data in a variety of ways . For example , on
officer can view the data by time of day , incident type , specific UCR code , officer
responding , case status, alcohol involvement , etc . Any data that is entered into the RMS
crime-reporting package can be accessed and queried from this GIS interface . Various GIS
based crime mapping applications are on the market. The key thing to look for is that the
application is written in an open programming language and that it utilizes ESRI GIS
technology at its core . An Intranet interface to the New World Systems RMS data is
recommended . Each staff person would then have quick and easy access to crime data in
a map format.
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GIS Needs Assessment and Implementation Plan Chapter I - Departmental GIS Needs Assessment
Optimal Response Area Creation
GIS should be utilized to analyze Sheriff response areas or zones . Calls for service can be mapped
and then ArcView can be utilized to optimize zone configuration . Once mapped , incidents can be
equally distributed between zones . Sheriff staff can quickly change a zone boundary and
x recalculate total calls for the new zones . Sheriff and GIS staff can accomplish this process in-
house .
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GIS Needs Assessment and Implementation Plan Chapter I - Departmental GIS Needs Assessments
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments
Arsons
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments
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'!�'� Case Studv ' Jacksonville North Carolina City Police Track Crime with Computer Program
City police track crime with computer program
November 22 , 2004
ROSELEE PAPANDREA
DAILY NEWS STAFF
The dots pop up in several places on a map j��,
of Jacksonville . Some are even lined up on • y
the same street . Based on the information
that Jacksonville police detective Scott Smith
- plugged into his computer, the dots indicate 4
that there is a pattern of car break-ins in a
neighborhood in Jacksonville . �f
The names and addresses of all the victims
are at the bottom of the computer screen
along with other information , such as the �
'" names of potential suspects and when the
crimes occurred . If Smith needs more details about the crimes, most of it can be found just by a
click of his computer' s mouse . Smith and other Jacksonville police officers now have access to LG
-� jLooking Glass) Crimes a computer program designed to make solving crimes easier.
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments
The city purchased the program about two months ago for $ 15,000 . Investigators who use the
program were then trained by Jennifer Hughes, who works for the city as a geographic information
systems program analyst . Most of the information included in LG Crimes was already available to
police officers . The difference is they now can find if all in one spot. "It cleans it all up and puts all
the important information in one bundle," Smith said . "The information was always there . It compiles
if into one easy tool ." Now, Smith doesn ' t have to flip through all the reports of car break-ins to
compare details . All he has to do is look at the bottom of his computer screen .
Investigators can define their searches by neighborhoods , by specific streets , by landmarks and by
crimes. They can quickly measure the distance between homes . They can do overhead views of an
area . They can analyze crime hot spots . They can compare data on a monthly basis . They can
even use it to predict where the next break-in might occur, said Jacksonville police Capt . Gary
Dixon .
" It helps with trends and patterns," Dixon said . "We can see if larcenies are up this month . We can
see where they are located : ' Sometimes the information is helpful after a suspect is caught. "A lot of
times, criminals who do one break-in will do other weeks later; ' Smith said . "If you can solve one
crime , you can usually solve many more ." That kind of match game is important to investigators ,
Smith said . "Just looking at it visually helps us out sometimes; ' Smith said . "Sometimes we don ' t
connect the dots until we see it . Sometimes another investigator is working on a crime, and you
don 't know it ."
All crime reports that are typed into the Police Department's computer system can be accessed
through LG Crimes . The information is updated about every 10 minutes, Hughes said .
Smith probably uses LG Crimes about three times a week to assist with investigations. The program
also allows the Police Department to organize drug raids with visual aids . The overhead view of the
city allows officers to see where the house to be raided is located . They can identify what 's around
the house . If it is located near a wooded area , the program can even illustrate a break in the
woods or the distance a house is from a school , Smith said .
We can see it from every angle," Smith said . "We know what buildings surround the house . We
know who owns the house ."
* Case Study Courtesy of Jacksonville Daily News
07 Field access to Geo-Spatial Data
An advanced method for accessing spatial data in the field is through the use of the existing
laptops . A GIS mobile data browser can be loaded on mobile computers , allowing the some
capabilities offered by map books , coupled with the ability to conduct address searches ; query
attributes of all information , such as schools , types of hazardous material stored at a location ; link to
digital site plan images , and more .
The Sheriff ' s Office indicated a need for the use of notebook computers to assist with incident and
crime mapping . At present, the Sheriff ' s Office has notebook computers in all of its 130 patrol
vehicles . These notebook computers will serve as the foundation for field access to GIS data .
In coordination with the recommended GIS Director and the Computer Services Section , these
notebooks should be configured with a GIS data browser that includes AVL and routing
functionality. All relevant layers , including base map layers and aerial photography should be
available for display in the GIS data browser. It should be noted that highly accurate geo-spatial
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments
data is required for the successful implementation of such as solution , given that patrol personnel
will rely on this information to make tactical decisions .
Mass Notification System
GIS has proven to be a valuable technology for community alerting mechanisms , such as a Mass
Notification System . It is recommended that the county implement a GIS-based Mass Notification
System solution . The Sheriff ' s Office should have the opportunity to participate in this
R recommended county wide application .
The uses of a GIS-based Mass Notification System application include :
• Emergency Evacuations
• Missing Person Alerts
• HAZMAT Emergency
• Crime Prevention Safety Tips
• Public Service Announcements
• Citizen Surveys
Business Crime Alerts
• Investigation Assistance
• Prison Escape Alerts
• Sexual Offender and Predator Notices
• Parolee and Juvenile Check-ups
Search and Rescue Operations
• Neighborhood Watch Meeting Notices
GIS- based Mass Notification System applications include functionality to select target audiences for
distribution of messages based on spatial queries, tabular queries, user-defined areas, buffers , and
existing data layers . A key need identified by the Office is notification of incidents/events to
neighborhood watch groups . Using a GIS-based Mass Notification System application , the Sheriff ' s
Office could use spatial analyses to determine appropriate contact information for selected
neighborhood watch groups in the vicinity of an incident or event . The Office should utilize a Mass
- Notification System application that can be easily and effectively integrated with the County ' s GIS .
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Query Results Reverse 911 Targeted Contacts
Spatial Query (Includes Telephone Numbers) Application
GIS Based Mass Notification Workflow
Formal GIS Training for Police Department Staff
Several departments/divisions, including the Sheriff ' s Office , will benefit from formal training in GIS . It
- is recommended that the Sheriff ' s Office and the recommended GIS Director identify key division
staff to receive formal training . More information on training opportunities can be found in Chapter
8: GIS Training and Education .
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GIS Needs Assessment and Implementation Plan Chapter I - Departmental GIS Needs Assessments
w GIS Data Layers
The Sheriff ' s Office will benefit from access to several other departmental GIS data layers . It is
expected that once all departmental data is integrated , consolidated , and centrally stored , that
staff will have access to all non -classified GIS data layers from other County departments .
Sheriff ' s Office personnel expressed that access to the following GIS data layers would be
beneficial :
' Extract, cleanse, geocode,
and map from address
Address Points database ; georeference Automated ; GIS Specialist ; Recommended
E based on aerial Emergency Services
photography and GPS field
work
Aerial Photography Fly-over with control points Property Appraiser - GIS Existing
2004 and Mapping
Buildings with Site Manually digitize polygons Engineering
Plans from plans and address Division/Surveying and Recommended
sources Mapping
Commercial Extract, cleanse, geocode , Automated Recommended
Addresses and ma from database
County-owned Extract from Tax Records ; Property Appraiser Recommended
Property other sources as re uired
Extract , cleanse , and
Crime Data automatically map from Automated Recommended
New World RMS
Manually digitize points from
Critical Facilities aerial photography and GIS Director Recommended
address sources
Da Care Facilities Query from address point
y layer; attribute as needed GIS Director Recommended
~ Electric Base Ma Digitize on screen ; existing
Map data ; GPS fieldwork Utilities Services Recommended
Emergency
Response Digitize polygons from
Routes/Service existing maps; various Emergency Services Existing
Zones sources as needed
Fire Hydrants Digitize on screen ; existing
y CAD data ; GPS field work Fire Division ; GIS Director Recommended
Gas Base Ma Digitize on screen ; existing Utilities Services; GIS
Map data ; GPS field work Director Recommended
GPS data collection for
Hazardous Materials location ; extract from New GIS Director; Fire Hazmat Recommended
World database after data MGR
is entered
Acquire from state ABC
Liquor Licenses database ; geocode and
4 georeference using base GIS Director Recommended
layers
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments
Major Intersections Use street centerline layer as
source Public Works Engineering Recommended
Parcels Acquired from tax records ; Property Appraiser - GIS Existing
C090 and Mapping
Digitize from base map Parks Maintenance / GIS
Parks data ; aggregate layers as Director Recommended
needed
Pre Plan Data
( Buil din s Scanned hardcopy Fire; GIS Director Recommended
Digitize from exiting maps
Response Areas and/or heads up digitizing Sheriff ' s Office ; GIS Director Recommended
using aerial photography;
Schools Digitize from base map
data ; GPS field work Engineering ; GIS Director Recommended
Sewer Base Ma Digitize on screen ; existing Existing/Arbitrary
P data ; GPS field work Utilities Services Coord . System
Acquire from Florida State
Sex Offenders Law Enforcement; extract, Automated Recommended
cleanse , geocode, and
ma
GPS field work; derive from
Speed Zones aerial photography;
P Engineering / GIS Director Recommended
aggregate layers as
needed
Street Centerlines Aerial Photography, GPS Emergency Services - 911
data collection Data Base Existing
Extract , cleanse , geocode,
Utility Customers and map from in-house Automated Recommended
database
Waterbodies and Digitize polygons from aerial Property Appraiser - GIS
Waterways photographs and existing and Mapping Recommended
maps
pp g
Water Base Ma Digitize on screen ; existing
P CAD data ; GPS field work Utilities Services Existing
1* 1Recommended GIS Applications
To meet the Sheriff ' s Office GIS goals the following GIS software is recommended . A detailed
description of each of the recommended applications, where applicable, is provided in the
Enterprise-wide application section later in this chapter.
The following is a list of the recommended GIS applications
—' Intranet GIS Browser ( including PIN Mapping)
An Intranet GIS data browser has been recommended for use by Office personnel . The Intranet GIS
data browser should provide PIN mapping functionality for the all Office personnel . This application
will provide the ability to map and analyze all data extracted from New World Systems and CAD .
This application will serve as the primary enterprise-wide GIS application for the Sheriff ' s Office , and
should be made available to all personnel throughout the Department . A full description of
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments
recommended GIS data browser solutions is provided in the Enterprise-wide Applications section of
this chapter. This application will also display calls for service from 911 . This will require the
acquisition of a dump of data from the 911 system at appropriate intervals and mapping this data
against County GIS layers such as address points to show their locations. This application should
allow for automated weekly and daily pin maps to be made available in Roll Call .
—' GIS Data Browser (including PIN Mappincl )
A standalone (desktop) GIS data browser is recommended as a more robust crime analysis
application for Office personnel that will engage in mid-level crime analysis . The GIS data browser
should include much of the some functionality as that provided by the Intranet GIS data browser,
but it should include additional functionality including more detailed reporting , additional crime
mapping tools (including crime trend analyses) and the ability to read data files on a local drive
(for mobile computers , such as those in patrol vehicles) .
CrimeView
CrimeView® from the Omega Group is the next generation of crime
analysis software , based on ESRI 's new ArcGIS 9 .0 platform .
CrimeView is an advanced interface to existing CAD and RMS Ci"
databases . This application specifically addresses the integration of GRO {Jp
data in order to effectively query and analyze data in a mapping
environment .
CrimeViewCR) includes a number of query , reporting , analysis , and mapping features to help expand
W user capabilities and simplify current crime analysis procedures .
Features :
• Queries - by any attribute , geographic boundary, or proximity to a landmark
• Density Maps - standardized density, hot spot maps, repeat calls
• Cyclical Reports - combine and save queries , reports, and graphs to run anytime
• Exception Reporting - create COMPSTAT style comparison reports
• Threshold Alert - be alerted by email when activity thresholds have been reached
• Analyses - crime rate generator, spatial trends
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments
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Mass Notification System
GIS has proven to be a valuable technology for community alerting and public outreach , such as a
Mass Notification System . A Mass Notification System is a requirement of the City ' s GIS strategy
plan ; it is recommended that the Police Department leverage the GIS-based Mass Notification
System solution that the City decides to implement .
The uses of GIS-based Mass Notification System applications include :
• Emergency Evacuations
• Missing Person Alerts
- • HAZMAT Emergency
• Crime Prevention Safety Tips
• Public Service Announcements
• Investigation Assistance
• Prison Escape Alerts
• Sexual Offender and Predator Notices
• Parolee and Juvenile Check-ups
r Search and Rescue Operations
• Neighborhood Watch Meeting Notices
Several effective GIS- based Mass Notification System applications are currently available on the
market. It is recommended that the City procure and implement a solution that integrates GIS
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GIS Needs Assessment and Implementation Plan Chapter I - Departmental GIS Needs Assessments
technology with the telecommunications capability of the Internet. Listed below is GTG ' s
recommended Mass Notification System application .
CodeREDTM Emergency Telephone Calling System
The CodeREDTM Emergency Telephone Calling System is a high-speed telephone communication
service available for mass notifications . CodeREDTM utilizes Internet mapping capability for
geographic targeting of calls, coupled with a high speed telephone calling system capable of
delivering customized , pre-recorded emergency messages at the rate of up to 60,000 calls per
hour. CodeREDTM subscribers control their emergency broadcasts from anywhere in the world via a
secure Internet Portal .
More information can be found at http : //www. coderedweb .com
Mobile GIS Data Browser ( including routing capability )
A GIS data browser is recommended for use in the Department ' s mobile and vehicle computers .
The interface should allow for dynamic configuration of existing GIS data . Local government
employees and staff have long required the ability to map and analyze existing GIS data . The GIS
data browser should provide users with the ability to view, search , query, and browse GIS data in a
quick and easy manner.
Features should include :
• Color, Scale Dependency, Labeling
Options
• Field Alias and Filtering by Layer
• Network Centric Configuration ` ' 311. _ 41,
• Print Template Creator Tool n T -«
• Address Matching Settings a --•
• Map Tip Configuration r•.m- N
• Search Configuration [Inn PSI, an.
• Export Data „„ m. -J
• Print to Scale -- -1
• Annotate Maps •
• Buffer Selection
• Spatial Selection
• Save & Load Projects
• Smart Intersection Finder
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments
GIS Application Use within the Sheriff's Office
Multi -Tier
The following graphic describe the recommended departmental GIS user roles based on the three
tiers of GIS . For more information on the three tiers of GIS refer to Chapter 2 - GIS Organizational
Structure and Staffing .
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments
TAX COLLECTOR
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Tax Collector
r. MDeportmental Structure and Functions
The Tax Collector is an elected official and manages fifty employees in three office locations
throughout Indian River County, including :
• Main Office
• Ryanwood Office
• Sebastian Office
The Tax Collector ' s main responsibilities include collecting taxes , handling vehicle/vessel renewals ,
issuing occupational licenses, and conducting mobile home inspections . To achieve these
objectives , the Office consists of the following divisions :
• Accounting
• Delinquent Taxes
• Human Resources
• Information Technology
Security and Purchasing
• Taxes and Licenses
• Vehicles/Vessels
The Tax Collector interacts regularly with other County departments , including the Property
Appraiser, the Building Division , and the Clerk ' s Office . In addition , the Office has constant
interaction with the public and periodic interaction with the State of Florida . Interaction with the
public consists of motor vehicle transactions ( 20 ,000 per month ) , response to telephone calls, and
online tax payments , vehicle/vessel renewal , occupational licenses , and tax lookup .
State level interaction includes the following :
• All motor vehicles and vessel transaction software is created and monitored by the State of
Florida
• All Budget approvals are done by the State of Florida
• For property taxes, state law overrides how real estate is valued and what exemptions apply
• Bankruptcy filings have a significant impact on personal property taxes
A user-friendly web site , as shown in the graphic below, allows Indian River County residents to
accomplish many routine tasks via the Internet . The Tax Collector ' s Office prides itself in providing
high quality tax collection services to residents .
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments
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_. Indian River County Tax Collector Web Site
The Tax Collector currently does not use GIS or mapping for any purpose . All GIS users in the Tax
Collector ' s Office will be Tier 3 GIS Users ; fsee Chapter 2 : GIS Organizational Structure and Staffing
for more information on Tier 2 & Tier 3 GIS Users) .
f � Existing Hardware and Software
At present , the Tax Collector maintains over fifty PCs and four laptops . Some of the PCs are used
solely for training purposes . All computers are running the Windows XP operating system and have
access to the County network .
In addition to PCs , the Tax Collector has networked printers , one personal scanner, one Electronic
Document Management System ( EDMS) scanner, and an NCR : ITRAN remittance processing
machine .
The Department uses the following software packages in various capacities :
w 1 . MS Office Suite
2. Manitron
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments
3 . CollectMax
" 4 . Frey ( Accounting and Payroll )
5 . FRVIS ( DMV) - State Program
6 . RNS Integrated EDMS
7 . RT Lawrence for Remittance
8 . Contribute ( to update website)
9 . Q-Qwest Gold Suite ( time clocks )
Recommended GIS Needs and Duties
The Tax Collector is poised to take advantage of GIS in support of various departmental functions.
The Department has three primary GIS needs, including :
• Mapping and Spatial Analysis in Support of Tax Collection Operations
• Geo-Spatial Data Creation and Integration
• Integration of Property/ Assessment Data with Cadastral GIS Data
An Intranet GIS data browser is recommended for Tax Collector' s Office personnel to conduct
basic spatial analysis and to produce maps . For advanced analysis and other tasks such as data
creation , the Tax Collector' s Office should work with the recommended GIS Director, who can use
advanced GIS software such as ArcView or Arclnfo to conduct many of these tasks ; the GIS
Director may also be called upon to create other cartographic products in support of Tax Collector
operations .
It is also recommended that the GIS Director implement a GIS- based routing application . Routing
analyses , such as customer service routing , can be performed using ESRI ' s Network Analyst in
conjunction with ArcGIS .
N�Mapping and Spatial Analysis in Support of Tax Collection Operations
GIS can be utilized to provide support of Auditing , Special District Administration , Utility Rate
Determination , Customer Service Account Tracking , and County-Owned Property/ Asset Tracking ;
these analyses should be conducted by the recommended GIS Director, with guidance and
support from relevant Tax Collector ' s Office personnel . It would be extremely beneficial for Tax
Collector personnel to map the location of each County-owned property, in order to display,
query , and analyze this data in conjunction with other Indian River County spatial data layers . In
order to create this layer, an accurate address or knowledge of the location of each property must
be obtained . County property records can be address-matched to a street centerline layer, and
the resulting points can be moved to the center of the structure by using aerial photography.
Once a County-owned property layer is created , records can be updated directly into the GIS
layer, or other data , such as any information stored in open databases can be periodically
_ extracted to create an updated data layer. Initial data creation can be outsourced , or the Tax
Collector' s Office can request assistance from the GIS Director. Mapping and spatial analysis can
be conducted via an Intranet GIS data browser.
NtGeo-Spatial Data Creation and Integration
The Tax Collector stores some of its information in electronic databases that have addresses as an
attribute; therefore spatially enabling these databases will yield important datasets for the GIS . It is
recommended that information stored in paper or other type of hardcopy recording be entered
into a database such as MS Access or MS SQL Server. Once this information is maintained as digital
data , it can be spatially enabled for use in the County ' s GIS . Tax Collector personnel expressed
that access to the following GIS data layers would be beneficial :
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• Mobile Home Locations
• Occupational Licenses
The mapping of Mobile Homes Locations will enable Tax Collector personnel to more efficiently and
effectively view where these homes are located for tax collection purposes . Maps can be printed
and exported showing where these mobile homes are located throughout Indian River County .
With the implantation of a countywide address point layer, mobile home locations can be easily
extracted from existing databases and displayed on maps .
Occupational Licenses are an important element in Tax Collector operations . For this purpose , it is
recommended that these licenses be mapped and viewed via an intranet GIS data browser. This
will allow Tax Collector staff to view the location of occupational licenses along with any
information stored with the licenses for compliance.
Additional layers may be required as the Department increases its GIS utilization and incorporates
additional data .
As aforementioned , the Office manages a core set of information , given that it is responsible for
property assessment and taxation . Given the Office ' s frequent generation , editing , manipulation ,
and extraction of this data , it is important that the County ' s cadastral (tax parcel) GIS data is
managed in tandem with appropriate linkage and integration between tax roll/ property
information and corresponding geographic information , such as tax parcels .
Traditionally, GIS has been utilized as the preferred technology linking attribute information typically
maintained in an enterprise Records Management System ( RMS ) with spatial information in a parcel
GIS data layer. This link will enable Tax Collector personnel to view , map , and analyze property
information in a spatial context .
StIntearation of Property/Assessment Data with Cadastral GIS Data
The Tax Collector ' s Office will play a key role in providing a core set of information utilized by other
departments throughout the County. A majority of the information maintained for properties within
the County will serve as the primary, or master, set of information from which additional GIS data
will be created .
The integration of property and assessment data maintained in an RMS by the Office will be
required to ensure that cadastral GIS record values are up-to-date and complete , as well as to
minimize data redundancy—oftentimes, organizations duplicate efforts by attempting to maintain
disparate sets of data with the some ( or similar) set of core attributes. By ensuring that the Tax
Collector ' s Office accounting/tax systems serves as a master set of attributes , the County will be
able to avoid data redundancy and potential duplication of efforts .
Pending implementation of a new accounting / tax system by the Office , a strategy will be required
for disseminating property information and parcel GIS data as a comprehensive and integrated set
of data . Typically this integration is accomplished by setting up a dynamic database connection
between GIS data and an enterprise database ( such as SQL server) , such that the GIS data and
relevant tables are linked by a common field ( primary/foreign key) .
Public Access to Geo-Spatial Tax Collector Data
The Tax Collector ' s Office will greatly benefit by providing a mapping application that will enable
citizens to view property information . The current Tax Collector web site can be equipped with
maps and spatial information for the public to gain valuable insight into Tax Collector operations .
An additional button can be added to the current website to allow the public to view maps via the
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online County wide Internet GIS data browser that will be implemented . At present, an internet
mapping application is being used in the Property Appraiser' s Office to disseminate information to
the public . However, there was a stated need to migrate to a different application since the
current one is quite weak on custom queries . Consequently , an alternate solution is being
considered . The Internet browser should have the ability to incorporate data from the various
departments as opposed to fax data alone .
The Tax Collector ' s Office can provide information for a mapping application that will enable
citizens to view and analyze Information specific to Tax Collector operations such as Tax Parcels ,
mobile homes , and occupational licenses . The mapping application should also incorporate the
ability for the public to view non-sensitive Tax Collector and utility data integrated with address
locations . This effort should be coordinated with other departments in the County that manage
complementary data .
As part of the County ' s objective to migrate to a more robust Internet GIS data browser, the Office
should coordinate with the recommended GIS Director to integrate departmental GIS data into the
Internet-based application . The Office should identify additional functionality that may be required
in addition to the County ' s base enterprise offering .
More information on Internet GIS data browsers can be found in the Enterprise-Wide Applications
section of this chapter.
�lS Case Study: The City of Ontario, CA Collects Revenue More Efficiently
Faced with the uncertain economic climate in
Southern California in 1993 , many cities realized they 8
needed to collect existing revenues more vigorously . Ll
Noncompliance with local business licensing laws was m , !_
costing them thousands of dollars in lost license fees
and sales tax , and uncollected penalties .
- Instead of simply spending more staff time using the -
same old collection methods, the City of Ontario
"built a better mousetrap" using the City's GIS . The I"
resulting application was less labor intensive and
produced far more revenue than more traditional
methods .
Ontario, located in Southern California , has 6 ,000 businesses in its 36 .8-square-mile jurisdiction . The
potential revenues to be gained were enticing but the task of physically inspecting all businesses in
the City was formidable . The traditional method of finding illegally-operating businesses required
employees of the Revenue Division to canvass each neighborhood block by block on foot and
then manually cross-reference licenses and inspections .
The revenue application began as a request from the Revenue Division for a map showing the
commercial and industrial locations in the City . Revenue Division staff would be sent out to do a
physical inventory based on this map that would focus their efforts and eliminate areas where
businesses were very unlikely to be found . This original plan would have increased the efficiency of
the physical inventory , but GIS staff realized that this audit could be more effectively done without
ever leaving City Hall .
A pilot program was devised to test the GIS audit concept . Using ArcView GIS , staff searched the
land use database for all parcels containing two or more commercial or industrial uses such as high
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rises , shopping centers , or industrial parks. The data
" associated with the assessor's parcel number ( APN )
were extracted and cross-referenced to the privilege
license data file .
All parcels lacking a sufficient number of licenses for
the reported uses were matched to the property
owners and property management firms. Five
hundred and seventy parcels were found that fit this
profile . Mailing labels were generated from the privilege license database and generic letters sent
to all property owners or management firms requesting a list of tenants .
The tenant list created from the responses obtained was run against the privilege license file.
Tenants without privilege licenses were identified and notified by mail . Funds , not only for
delinquent licenses but also for sales tax, were collected without
,. } staff having to walk a single City block .
'* The $ 114 ,972 collected by the pilot program was just the beginning .
Privilege license recovery is the gift that keeps on giving . Once
businesses have been identified and entered into the city
database , they become on ongoing source of revenue . This
revenue was realized using just two hours of staff time from the GIS
department to perform the property searches and analysis ,
generate files, and create labels, all at a cost of just $30 . This
contrasts sharply with the 117 hours and $ 13 , 062 that would have
been needed to perform a traditional field inventory .
GIS is effective because it taps into the geographic component--
whether
omponent—whether it is an address or a parcel number--that ties city database
files to locations in the real world . This makes "invisible" businesses
magically appear. Businesses present in the parcel layer are
conspicuous by their absence from the privilege license database .
Not only does GIS allow efficient analysis of city databases for revenue auditing , but it is a project
management tool for conducting and monitoring audits . The area to be audited can be divided
into manageable chunks so that staff is not overburdened . Map-driven audits allow for a systematic
inventory of the entire city in a timely fashion . Areas of noncompliance can be targeted . These
project management benefits of GIS audits are intrinsic . No extra project management program
requiring staff training time and maintenance is required .
The ease of use of ArcView GIS coupled with the ability to customize the interface and functionality
for users meant the system could move into the department with a minimum of training and
resistance . The application has been popular with Revenue Division staff who appreciate that it
makes them much more effective . " By using the GIS technology , it has certainly made my job
easier, faster, more accurate , and efficient . I am able to audit for unlicensed businesses by
computer and maps rather than complete field work . GIS is great ! " says Pansy Welton ,
auditor/collector for the City of Ontario .
Because ArcView GIS is able to easily integrate data from many sources, city license files can be
run against commercially available data sets such as MetroScan and TRW . These data sets are a
cost-effective way to get data that are updated much more frequently than assessor' s data .
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Geocoding verifies data from city files by forcing data back into the database that would
otherwise drop out if selections were made by areas such as ZIP Codes or census blocks .
A natural progression from the Privilege license Audit was the Commercial Property Audit , which
identifies owners of commercial land who lease out their properties but do not pay privilege license
or sales taxes to the City as required . While the traditional Commercial Property Audit found $27 ,000
worth of license income, the GIS implementation of the same audit generated $200,000 .
The success of the privilege license and commercial property audits quickly led to revenue audits
for other fees and licenses . The City of Ontario currently performs GIS audits on industrial parks ,
commercial properties , warehouse properties, and on the downtown assessment area , as well as
creating maps for outside consultants to use in field audits .
The newest auditing application is the Fictitious Business Name Audit . It is not uncommon for
businesses to file a ' Doing Business As" statement with county, state, and federal agencies , but to
then fail to obtain a current local privilege license . Ontario purchased the " Doing Business As"
county database file for a mere $5 , ran the file against City records , and uncovered illegally
operating businesses that were not previously found .
Chris Thomas , former GIS Specialist for the City of Ontario and now local government industry
manager at ESRI , originated and refined revenue auditing for Ontario . He strongly believes starting
a GIS program with revenue auditing may be the best route for many cities currently without GIS
capabilities . " Revenue auditing with GIS allows a city to grow their GIS by quickly producing
revenue and enlisting the support of city officials ," says Thomas .
GIS Data Layer Inventory and Recommendations
The Tax Collector will benefit from access to several other departmental GIS data layers . It is
expected that once all departmental data is integrated , consolidated , and centrally stored , that
staff will have access to all non-classified GIS data layers from other County departments .
Tax Collector personnel expressed that access to the following GIS data layers would be beneficial :
Extract , cleanse, geocode ,
and map from address
database; georeference Automated : Community
Address Points based on aerial Development/ Planning Recommended
photography and GPS field
work
Aerial Photography Fly-over with control points Property Appraiser - GIS Existing
2004 and Mapping
Census Data Download from Census Community Development Existing
Bureau
Commercial Extract , cleanse , geocode ,
Addresses and ma from database Automated Recommended
Community Facilities Community
and Institutions Derived from Consultant Development/ GIS Existing
Director
County Limits Acquire from Ordinance Property Appraiser - GIS Existing
Information and Mapping
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Extract, cleanse , geocode,
County- owned and map from database; Automated Recommended
Property other map sources as
required
City Limits Acquire from Ordinance Property Appraiser - GIS Existing
Information and Mapping
Digitize on screen ;
Facilities aggregate layers as GIS Director Existing
needed
Licensed and Extract, cleanse , geocode,
Unlicensed and map from database Automated Recommended
Businesses
Mobile Homes Extract from Geocoding GIS Director Recommended
and Address Points
Occupational Extract, cleanse , geocode,
Licenses and map from Manitron Automated Recommended
database ;
Parcels Derived from tax records Assessor ' s Office Existing
Digitize from base map
Parks data ; aggregate layers as GIS Director Existing
needed
Planned and Digitize polygons from aerial
Approved Future photographs and existing Community Development Existing
Developments maps : existing CAD data
Real Estate Sales Geocode and map from
MLS database Automated Recommended
Schools Digitize from base map Community Development Existing
data ; GPS field work
Street Centerlines Aerial Photography, GPS GIS Director Existing
data collection
Aggregate parcels and
Tax Assessment Property appraiser data ; GIS Director Recommended
Districts other sources , such as aerial
photography , as needed
Utilities Data Digitize on screen ; existing Utilities Services Existing
CAD data ; GPS field work
- Vacant Properties Query from parcel layer; Planning Recommended
other sources as needed
Digitize polygons from aerial
Water Bodies photographs and existing GIS Director Existing
maps
Digitize from base map
Zoning data ; extract from arcels Planning Existing
W4jRecommended GIS Applications
To meet the Tax Collector ' s Office GIS goals the following GIS software is recommended . A detailed
description of each of the recommended applications, where applicable, is provided in the
Enterprise-wide application section later in this chapter.
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-1 Intranet GIS Data Browser
An Intranet GIS data browser has been recommended for use by Tax Collector Office personnel .
The Intranet GIS data browser should provide health mapping functionality for all Office personnel .
This application will serve as the primary enterprise-wide GIS application for the Tax Collector ' s
Office . A full description of recommended GIS data browser solutions is provided in the Enterprise-
wide Applications section of this chapter.
-�' Internet GIS Data Browser
An improved county wide Internet GIS data browser has been recommended to provide citizens
with access to the County ' s geo-spatial data . The Property Appraiser currently has an internet
application that is being used to host GIS data ; however, a more sophisticated browser that
handles custom queries is being investigated . In addition , the county wide browser should have
the ability to incorporate data from the various departments as opposed to tax data alone . A
description of recommended GIS data browser solutions is provided in the Enterprise-wide
Applications section of this chapter.
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Recommended Departmental GIS Users
The following graphic describe the recommended departmental GIS user roles based on the three
tiers of GIS . For more information on the three tiers of GIS refer to Chapter 2 - GIS Organizational
Structure and Staffing .
Tax Collector
Atlmin Asalstano
Human Assistant Tax
Resources Collecfor
Director Motor
Van & Cost
Service Director Taxes
and Licenses
Branch Operations Licenses, Tax
Coordinator (2) Supervisor and Cost Delinquent Tax
Relations Specialist
Customer
Serum Clerk
( 11 ) Customer Tax CIerVJ
Service Clerk Reports Clerk Swilnchboartl
(12)
Director
Information &
Admin Services
Supervisor of Supewisar
O Acxpuntin9 Bankrup
ankru
Per 1 : Power User Tang. Tax Tax
OPer 2: MalyBcat user Info & Admin
Services Coord
OPer 7: Browser User Senior Field Inspector
Accounting Clerk
aankRangible
Accounting Clerk Clerk
Mail Cler/Fieltl '
'' Inspector
Tax Collector's Office Multi-Tier GIS Application Use
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GIS Needs Assessment and Implementation Plan Chapter 1 - Departmental GIS Needs Assessments