20190621-150952-06

Susan Horman responded with the following:

It was nice to meet you at the SAKI Meeting. Our project is progressing nicely. I have attached our May Monthly report and our most current staff meeting notes for your review. At this time I do not have any questions, training, or technical needs.

Regarding you question on the SAKI Conference I did complete the online survey but here are some of the comments.
Very light on the Owed DNA piece.
Need coffee, more coffee, and if all else fails have coffee
Overall the conference was informative. We liked picking what session you want to attend, but there were some at the same time so it would be nice to have the same training offered in more than one session.
As for the facility, when the whole group was present it was cramped and those in the back had no desk/table.
Overall, the venue was nice. It was close to nice restaurants and attractions. My room was nice and the hotel was clean.

Susan Hormann sent back an email saying they don't have any needs at this time and attached their last meeting notes.

In July we focused on the DNA collections from the Eastern Oregon Correctional Institutions.

Census Data and Current Metrics:

Number of samples entered into CODIS: 0
Number of CODIS Hits: 0

SAKI Grant DNA Collection
Category Number Number Verified Number Collected
Sex Crimes 639 (227 Shawn) 25
Violent & Other Person Crimes 1453 11 30
Weapons Crimes 104 3 3
Property Crime & Non-Violent Crimes 2519 22 26
Drug Crimes 1679 17 20
Driving Crimes 557 2 5
Verified Deceased 625 n/a n/a

Totals 7576 441 109
*Does not include non-SAKI grant parole & probation collections

DNA Collection:
Washington County Jail
The collection team collected 10 DNA samples from inmates lodged in the WC Jail.

Oregon Department of Corrections
Shawn and Doug visited the following correctional Institutions and successfully collected DNA from all the offenders we had on our lists.
• Two Rivers Correctional Institution, Umatilla
• Eastern Oregon Correctional Institution, Pendleton
• Powder River Correctional Facility, Baker City
• Snake River Correctional Institution, Ontario

Protocols:
No updates to the Owed DNA Handbook this month.

Employee Training:
No training this month

Purchases:
• Preprint DNA Collection Cards

Grant Report:
The quarterly grant report was submitted to the Bureau of Justice Assistance. There is a special conditions hold on a portion of our funding and Debbie McCarroll is working with BJA to resolve the issue.

Outreach:
Oregon Criminal Justice Commission
Kelly Officer was able to run the DOC search and identified 987 individuals on our list that have a DOC record that their DNA was collected but no LEDS flag. This information was provided to OSP.

OSP Forensic Lab
An email was sent to OSP regarding the new information from the DOC database for DNA collection status for all the individuals on our list. The new list has 822 individuals who have a record of DNA being collected but no LEDS DNA flag. The list of individuals was sent with a request to check whether a DNA sample and a good thumb print was received and the DNA flag was inadvertently not added to LEDS. We let them know that moving forward we will not collect the DNA from the individuals DOC has a record of collecting until they provide the status of their DNA and Thumb print, with the exception of those in custody. The list was sorted the list into categories and would request the you perform the confirmations in the following order if at all possible and let us know ASAP those who do not have DNA since I anticipate the verification of the thumb print information may take some time.
1. Sex Offense
2. Person crimes
3. Non-Violent & Property Crimes
4. Weapons Related
5. Drug Offenses
6. Driving Related Offenses

The email also included information regarding the previously collected samples which will be submitted to the lab and that we will submit a spreadsheet with the sample information.
From this point forward the outside of the collection envelopes will be marked so that the samples could be pulled if you determine they are duplicates. We intend to continue our collection of sample from those not marked as collected by DOC or are in custody.
The lab had suggested the following language that would be included in the CODIS Hit reports and this was accepted by the ODU.
“The DNA sample from the individual listed above was collected as part of the National Sexual Assault Kit Initiative (SAKI) Grant; please contact Washington County Sheriff’s Office Program Manager Susan Hormann regarding this hit (susan_hormann@co.washington.or.us or 503-730-3926).”

Multnomah County Sheriff’s Office
MCSO was contacted about access to SWISS which has the jail in custody records. The team also decided that it would be worthwhile to contact CCSO to obtain the details on their in custody records.

Susan Horman sent their last meeting notes and mentioned that there were no updates at this time. Their notes have been filed in their folder on the SAKI share. Next step is Lisa to prep the agenda for the Site Visit.

Susan responded with the minutes that were taken at their last meeting held on 10/8/19 and said they did not need any technical assistance at that time.

The highlights for September include the following, see below for additional details:
• Drafting a Memorandum of Understanding with OSP Forensic Services Division (FSD).
• OSP FSD told us that the samples that we collected under our grant would not be analyzed if the individual already had DNA in CODIS and they would not investigate why the individual did not have a LEDS DNA flag.
• The first round of collection from all the prisons was completed.
Census Data and Current Metrics:

Number of samples entered into CODIS: 0
Number of CODIS Hits: 0

DNA Collection:
Washington County Jail
The collection team collected four DNA samples from inmates lodged in the WC Jail.
Multnomah County Jail
The collection team collected three DNA samples from inmates lodged in the MC Jail.

Oregon Department of Corrections
Shawn visited Warner Creek and Deer Ridge correctional Institutions and successfully collected DNA from three offenders we had on our lists.

Protocols:
The Owed DNA Handbook is being edited based on the input from Shawn and Doug. The following notes regarding the collection process was discussed at the ODU meeting on September 30, 2019.

When Susan talked to Lt. Degman, he suggested following Civil Deputy rules (or use it as a basis). Civil deputies don’t have certain powers, but might work as a start. We all agreed that the threat assessment form used for TNT contacts was not necessary. Shawn suggested that prior to contact that a quick warrants check and check CCH for violent tendencies. Susan spoke with Lt. Degman about involving CAT when the individual is a registered sex offender and he said the based on his recent experience CAT may not agree to be involved.

For contact outside of Washington County the protocol will be similar to the in county contact with additional information on contacting the local LEA to advise them that the Investigators will be coming into their jurisdiction.

The options for collecting the samples from the sex offenders were discussed and it was decided that we would first conduct a collection clinic by region (Portland Metro, Central Oregon, Southern Oregon, and Eastern Oregon). Shannon will be requested to help send out the letters to the individuals. The WC PP letter will be used as a template.

Employee Training:
No training this month

Pending Purchases:

• Two Radios for Shawn and Doug
• TLOxp batch search for deceased individuals

Grant Report:

No information this month.

Outreach:
Oregon State Sheriff’s Association and the Oregon Chiefs of Police Joint Meeting
Shawn Dunn presented an overview of the project to the general assembly. This included background on the SAKI Owed DNA Grant as well as information relating to the potential collection of samples from offenders living in their respective jurisdictions. Attendees were told that the team would coordinate with their agencies prior to attempting collection from offenders who were not in custody or on supervised probation. A letter with details of out project will be sent to Kevin Campbell for distribution to the members.

OSP CJIS Unit - Gina Gibson – OSP CCH supervisor
Gina was aware of our grant project and she had reviewed the 50 DNA cards from the Washington County Parole and Probation project where the DOC record showed collection and there was not a DNA LEDS flag. She said that in her review of the cards some there was no clear reason why the LEDS DNA flag was not marked and others were marked UTD (Unable to determine). She is working with DNA Unit Supervisor Stephenie Winter Sermeno to modify the process when the latent print of information is insufficient to place the LEDS DNA flag. Currently the cards are marked UTD with no additional information on whether the latent print was insufficient, no SID, no charges, etc.

I asked her about the interpretation of a qualifying offense because I was concerned that our interpretation of the statute may be different than theirs. She said that they currently check to see if the individual has been arrested for the offense listed on the card but do not compare the offense to the ORS. The reason they only look for an arrest in LEDS instead of a conviction is because there is a problem with the auto transfer of information from ECourt to LEDS. The problem occurs when the outcome on a portion of the charges are entered into ECourt and then later the outcome of the remainder of the charges is entered. The later information is not accepted into LEDS. This can result in LEDS only showing the dismissed charges and not the convictions.

Gina said that that her unit currently process about 100 CODIS cards a month and she is concerned about their ability to keep up with the additional samples from our project. I told her that although we have 7500 individuals from our inventory, the number we will be able to collect from is anticipated to be much smaller. We have already identified about 1000 individuals who are deceased. Also, we have already collected from the prisons and parole and probation and that is less than 200 samples. I told her that I do not anticipate a large number of samples coming to them at one time.

I told her that if there was something the ODU could do to assist in researching the information on the 800 samples we would be happy to do so.
OSP Forensic Lab
Commander Al Roque and I attended a meeting with OSP Forensic Lab Director Tom Barnes, DNA Supervisor Stephenie Winter-Sermeno, and CODIS Admin Jamie Schroeder. OSP admitted that there is a problem with the LEDS DNA flag and they are working with the OSP CJIS Unit to come up with a solution.

The lab was unaware that the ODU collection plan was to collect from individuals who did not have a LEDS DNA flag. The LEDS DNA flag is added after the DNA profile is entered into the CODIS database and the thumb print is verified. OSP FSD told us that the samples that we collected under our grant would not be analyzed if the individual already had DNA in CODIS and they would not investigate why the individual did not have a LEDS DNA flag.

OSP offered to compare the full ODU list to the CODIS database so that we would know who already had DNA in CODIS. Based on this information the collection plan was changed to target only those who do not have DNA in CODIS and disregard the status of the thumb print.

The draft MOU was edited to include the new information and has gone through the first round of revisions.

Clackamas County Sheriff’s Office Jail

A request to have a weekly in custody report is in process.

Susan responded with the following:

November highlights: This month the investigators collected 37 samples and 27 were from registered sex offenders and the juvenile offender census results were received from OSP.
Census Data and Current Metrics:
Number of samples entered into the CODIS database: 0
Number of CODIS Hits: 0

215 SW Adams Ave., MS 32 \\ Hillsboro, OR 97123-3874 \\ T: (503) 846-2700
www.WCSheriff-OR.com
DNA Collection:
• Washington County Jail
The ODU Investigators collected nine DNA samples from inmates lodged in the WC Jail.
• Washington County Community Correction
The ODU Investigators collected one DNA sample from inmates lodged in the MC Jail.
• Collection in the Field
The ODU Investigators with the assistance of the WCSO CAT collected 27 samples from individuals living in Washington County.
Employee Training:
• Investigators Doug Hormann and Shawn Dunn attend the Jacksonville SAKI Conference.
Pending Purchases:
• TLOxp batch search for deceased individuals
• Certified Letters to offenders owing DNA
Memorandum of Understanding (MOU):
The MOU between the ODU and OSP is being reviewed by WC Legal Counsel. WCSO Administrator Jon Styer is overseeing this contract process.
Outreach:
OSP Forensic Lab
OSP compared the list of 1042 Juvenile Offenders provided by Washington County Juvenile Department to the CODIS database and identified 270 individuals who do not have their DNA in the database. 109 of the 270 individuals were also on the Adult Census so the additional number of that needs to be collected is 161.
WCSO Criminal Apprehension Team (CAT)
Investigators Shawn Dunn and Doug Hormann partnered with WCSO CAT team members John Egg, Matt Harris and Ryan Wolf to contact the registered sex offender on our Owed DNA list who are currently residing in Washington County. The two-day sweep resulted in 27 samples being collected.