Sheriff Proposes Modern Records System Using Budget Savings, No New Taxpayer Funds Needed

Warren County Sheriff Crystal Cline presented a two-part proposal to the Board of Supervisors this week that would modernize the department’s outdated records management system and boost staffing for community programs — all without requiring new taxpayer funds.

Speaking before the board during its April work session, Sheriff Cline outlined how vacancy-related savings from the current fiscal year could fund the first year of a new Motorola FLEX Records Management System (RMS), replacing a decades-old legacy platform. The proposed system, which includes cloud-based data sharing and judicial integration, is expected to improve both internal efficiency and coordination with the Commonwealth’s Attorney’s Office.

“This is a need, not a want,” Cline said. “The current system is outdated, vulnerable to security threats, and costly to maintain. FLEX would not only protect our data but also help streamline our operations.”

Cline reported the Sheriff’s Office is projected to return approximately $560,000 in vacancy savings by the end of the fiscal year. These funds are primarily from unfilled positions, grant reimbursements, and unused salary allocations.

Of that amount, about $474,000 would be used to initiate the Motorola FLEX system, which takes one year to fully implement. The contract also includes $21,000 for “Command Central,” a critical component enabling case file transfers to the Commonwealth Attorney’s Office.

Following that investment, Cline noted there would still be $64,000 remaining, which she requested to use for a new full-time civilian position. This position would support youth engagement programs, including the sheriff’s summer camp, and community-focused efforts like the North End Retail Task Force, a partnership with major local retailers to address safety and quality-of-life issues.

Cline emphasized that with staffing challenges ongoing — including the recent departure of two long-serving officers — civilian support is vital to keeping non-sworn operations running smoothly.

“We cut too deep on civilian staff before,” she said. “This position would help maintain the successful community and youth programs we’ve built.”

Long-Term Costs and Budget Impact

The Motorola FLEX system will not require any additional funding in FY2026, as that year will be spent on system setup, coding, and training. The Sheriff estimated that beginning in FY2027, the system will cost around $225,000 annually for maintenance.

This represents an increase of roughly $150,000 per year over the current legacy system, which costs $52,000 annually. Cline expressed confidence that the department’s regular operating budget can absorb that cost starting in 2027.

“This isn’t money we’re asking for — it’s money we already have but won’t be using because of vacancies,” she said. “And in three years, our budget will be able to sustain the difference.”

Supervisors asked about alternatives, including whether the savings could instead help fund capital needs like vehicles in the upcoming fiscal year. Sheriff Cline responded that vehicle needs had already been adjusted to $800,000 for eight vehicles, down from earlier projections, and that those needs remain a separate and ongoing line item.

The new RMS would also help cut costs elsewhere in county government. Currently, the Commonwealth’s Attorney’s Office is requesting $1,000 per month to expand digital storage for receiving files from the Sheriff’s Office. The Motorola FLEX system would eliminate that expense by allowing seamless cloud-based sharing of evidence, case files, and reports.

“I’m looking for solutions that make sense — financially and operationally,” Cline told the board. “This is one that does both.”

The board did not vote on the proposal during the work session but is expected to consider the request during upcoming budget deliberations.

Click here to watch the April 22, 2025 Warren County Board of Supervisors Work Session.

Sheriff Cline’s presentation starts at 1:05