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PROJECT ASSISTANCE COMPLETION REPORT
CARIBBEAN JUSTICE IMPROVEMENT PROJECT
The Caribbean Justice Improvement Project was authorized in July,
1986 with two basic components: one for the Eastern Caribbean and
Belize, and the other for Jamaica. USAID authorized an initial
sum of $10 million in grant funds to strengthen the legal systems
in the English-speaking Caribbean. To this end, a five-year Grant
Agreement was signed between the University of the West Indies and
USAID/Barbados in August, 1986, under which USAID undertook to
provide $7.8 million in grant funds for the Eastern Caribbean
component. A separate three-year agreement was executed in
September, 1986 between the Government of Jamaica and
USAID/Jamaica for $2.2 million and was later increased by
$650,000. The Project Assistance Completion Date was March 31,
The Jamaican component could be viewed under three broad
components:
A. Renovation of Court ,Facilities
Since 1962 when Jamaica gained independence from Britain, the
justice system has suffered principally because of continuing
stress on the national economy and 'the consequent budget
reductions. Among the obvious symptoms of deterioration has
been the decline in the state of' the physical facili tes.
Under this component, the Sup..:r:eme Court building and 14
Resident Magistrates (RM) Courts were finally selected for
improvement with criteria weighting relative need and
importance. Among the p'~\rticu];a'r concerns in facilities
renovation was abatement of 'heat and traffic noise as factors
interf,ering with acti vi-ties in the courtroom. These concerns
have been addressed with a minimum of cost by minimizing use
of air conditioning, relying more on fans, and closing off
adj acent street noise. The' 14 RM courts renovated were:
Morant Bay
st. Ann's Bay
Chapleton
Black River
May Pen
Kingston Criminal
Brown's Town
Port Antonio
Montego Bay
Lucea
Mandeville
Half Way Tree
Kingston Family
Sandy Bay
All of the 14 RM courts together with the areas targetted in
the Supreme Court were 100% complete at PACD.
Under this component, much needed furniture and equipment were
also provided to the Jamaican courts.
2
B. Records Management and Automation
This component addressed the automation of the Supreme Court's Civil Registry and the introduction of a computer-aided transcription (CAT) system. Automation of the registry and use of microfilm for ready access and required long-term storage was adopted in 1991. At the PACD, 1992 records were up to date in the filming process and 1991 records were being filmed.
Delays in the availability of trial transcripts emerged as a substantial factor in criminal appeals. Due to a shortage of skilled stenotypists, delays of several months were becoming commonplace. This is a serious problem in a system where bail is often denied and jail conditions inadequate.
After a slow start as the stenotypists adjusted to the change from the manual system, use of the CAT system in the Supreme Court, and by extension the circuit courts, took a firm hold. This system eliminates the need for a stenotypist to type a record of daily court proceedings. Instead, during court proceedings, a stenotypist types the shorthand symbols directly on a diskette which can be inserted in a computer word processing system to produce an immediate appelllate transcript.
Training court personnel occurred as a part of this effort, but was initially thwarted by a significant turnover rate resulting from the low salaries paid to government workers. The problem of low salaries has since been addressed by the government and t~e turnover rate in this sector has been considerably reduced.
C. Training
Under this component, training opportunities were organized and conducted mainly for judges, resident magistrates and prosecutors in subject areas perceived to be most needed by the Chief Justice of Jamaica. The training was conducted both in-country and overseas. The objective of the training was to:
- reinforce and expand the judiciary's role in the decision of cases
- develop the technical abilities of the staff of the courts in such areas as court management, statistical systems and budgeting; and
- encourage recourse to the courts by the populace for the determination of their rights and so enhance popular respect for the rule of law.
Recommendation: To increase available funds for maintenance of services, it is imperative that the justice ~ystem continues to set, and increase as necessary, fees for service as appropriate. It is also important that the GOJ puts in motion a system whereby the revenue collected within the courts is ploughed backed into the justice sector.
- Book Procurement
AID contracted with a Procurement Services Agent in the united States who in turn subcontracted with a firm for the supply of books from the publishers for delivery to the Suprme Court Library in Kingston. This procedure involved a certain amount of delays, but the most troublesome aspect was that between the purchasing agent and the subcontractor certain misinterpretation of purchasing instructions occured. A substantial number of books were ordered contrary to the original request of the Supreme Court library. This matter was finally resolved, but not without some embarrassment to AID as well as inconvenience to the Supreme Court.
Recommendation: Book procurement should be handled by the host country given that the Supreme Court has ample experience in this area, and even if it did not, project institution-building objectives would include developing such competence that the Supreme Court could continue· to procure necessary books and publications from abroad to keep its library current.
Attached to this report are schedules prepared by the implementing agency, the Ministry of National Security & Justice, which provide additional information on the project.
Schedule A - Summary status of completion of project elements at PACD, physical performance achieved and the amount of planned expenditures utilized to achieve the physical level.
- Schedule B - Project finanical statement of USAID and GOJ planned and actual funding input.
- Schedule C - project expectations compared to project accomplishments and reasons for differences.
- Schedule D - Areas Renovated at the Supreme Court.
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, USAID/GOJ - CARIBBEAN JUSTICE IMPROVEMENT PROJECT - SCHEDULE A PROJECT (^) ASSISTANCE COMPLETION (^) REPORT (^) Page 1 of
SUMMARY STATUS O~ COMPLETION OF pROJECT ELEMENTS AT DATE OF EXPIRATION, i.e. MARCH 31, 1992 ==========================================================================================
ELEMENTS ACTIVITY P H Y SIC A L
PER F 0 RMANCE FUNDING USED
PERCENTAGE PERCENTAGE
PIiYSICAL (^) PLANNED BASIS OF PERFORMANCE EXPENDITURE PARTICIPANT TRAINING COMPUTATION PLANNED ACTUAL ACHIEVED UTILIZED
1 - Short Term (Local) Number of Courses (^) 10 12 120% 91%
2 - Short Term (Overseas) (^) " " " 19 22 115% 81%
COMMODITIES
3 - Furniture & Equipment Number of Furniture 1212 972 80% 79%
Items
4 - Books & Periodicals
(i) Re-printed Laws of Number of Sets 1000 750 75% 64% Jamaica of Laws of Jamaica
(H) Library Books - Number of
Supreme Court^ Publications 1453 1253 85% 82% ordered
5 - computer, Court Number of 23 23 100% 75% Reporting Equipment- Equipment Units
- Supreme Court Civil Registry - (^) " " 8 8 100% 93%
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PROJECT ASSISTANCE COMPLETION REPORT
SUMMARY
PROJECT FINANCIAL STATEHENT
USAID/GOJ - CARIBBEAN JUSTICE IHPROVEHENT PROJECT
MINISTRY OF NATIONAL SECURITY & JUSTICE
BUDGET PLAN CODE
GOJ ADMINISTRATIVE SUPPORT
PARTICIPANT TRAINING
Element 1 - Short Term (Local) Element 2 - Short Term (Overseas)
COHHODITIES
Element 3 - Furniture/Equipment Element 4 - Books & Periodicals Element 5 - Computer/Court Reporting Equipment
RENOVATIONS
Element 6&7 - R.M. Court Renovations Element 7&8 - Supreme Court Clerk of Works (Ministry of Construction/W)
TOTAL PLANNED BUDGET
LIFE OF PROJECT
AID
US$
°
70, 75,
°
GOJ
US$
53,000^ °
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TOTAL
PLANNED
ACTUAL
AID
US$
° •
60, 72,
:.1 TE~::~~: ~::I~T~:~:t Term Tech. Assist. (^) 48, 47,
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Element 9&10 - Local Imp. Assist.
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DISBU'RSEMENTS
GOJ
US$
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79
SCHEDULE B
Page 1 of 3
TOTAL
DISBURSEHENTS
US$
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PROJECT ASSISTANCE COMPLETION REPORT (Cont'd)
PROJECT FINANCIAL STATEMENT
USAID!GOJ - CARIBBEAN JUSTICE IMPROVEMENT PROJECT'
MINISTRY OF NATIONAL SECURITY & JUSTICE
BUDGET PLAN CODE TOTAL PLANNED BUDGET TOTAL " ACTUAL
PROJECT NO. 532-0162 LIFE OF PROJECT PLANNED
AID GOJ^
AID
US$ US$
US$
?ARTICIPANT TRAINING •
Element 1 - Short Term (Local) 13,810 0 13,810 7, Element (^2) - Short Term (overseas) 7,190 6,000 13,190 6,
:::OMMODITIES
Element 5 - Computer/Court Reporting Equipment 5, °
?.ENOVATIONS
Element 6 - R.M. Court Renovations 418,424 59,000 477,424 360, Element 7 - Supreme Court Renovation 365,576 67,000^ 432,576^ 12'96 ;2'2~ ::
TECHNICAL ASSISTANCE
Element B - Short Term Technical Assistance 30, °
Element 9 - Local Imp. Assistance 10,000 0 10,000 (^) 6,
850,000 132,000 982,000 ~02,,
to', "
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DISBURSEMENTS
GOJ
US$
SCHEDULE B
Page 2 of 3
TOTAL
DISBURSEMENTi
36B',
716'6 >,=?11:l q ;/\
SCHEDULE C
Page 1 of 7
USAID/GOJ - CARIBBEAN JUSTICE IMPROVEMENT PROJECT - MINISTRY OF NATIONAL SECURITY & JUSTICE
PROJECT ASSISTANCE COMPLETION REPORT
EXPECTATION
BOOKS AND PUBLICATIONS
(i) LAWS OF JAMAICA & SUBSIDIARY LEGISLATION
The Original proposal was to reprint one
thousand (1,000) sets of the Laws of Jamaica
& Subs~diary Legislation.
(ii) LEGAL BOOKS AND PUBLICATIONS
The proposal was for the procurement of
legal books and publications for the use by
the Supreme Court and Resident Magistrates'
Courts.
ACCOMPLISHMENT
BOOKS AND PUBLICATIONS
(i) LAWS OF JAMAICA & SUBSIDIARY LEGISLATION
The funds provided in the budget could only
accommodate expenditure for seven hundred and
fifty (750) sets.
The final delivery to complete the contract
was effected on the 28th February, 1991
at a cost of US$229,388.00.
PHYSICAL PERFORMANCE - 75%
The conversion rate of the provision at
the time of the commencement of the re-
printing exercise could only accommodate
seven hundred and fifty (750) sets instead
of the planned one thousand (1,000).
PLANNED EXPENDITURE UTILIZED - 64 %
The low percentage was due to the
devaluation of the J$.
(ii) LEGAL BOOKS AND PUBLICATIONS
".
Due to the delays in implementation and
the problems encountered in respect of 'un-
ordered' and 'over-supplied' books, this
resulted in a loss of approximately US$30,000,
ip addition to an un-supplied amount of
US$22,000.
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CJIP-PROJECT ASSISTANCE COMPLETION REPORT, con'td
EXPECTATION
(iH) TRAINING
The Ministry planned a number of
local and overseas training courses/
conferences to provide training needs
for the judiciary, prosecutors and
other Ministry personnel.
SCHEDULE C
page 2 of 7
ACCOMPLISHMENT
(ii) LEGAL BOOKS AND PUBLICATIONS, cont'
Funds were provided by USAID to purchase a
further supply of bo'oks at a cost of US$33,598.00.
The books were ordered directly from Butterworths
of London and handed over to the Librarian at the
Supreme ·Court ..
The total expenditure under this activity is
US$155,098.00. _
All future orders of legal books and publications
will be ordered directly by the Ministry and not
through a contractor as was previously done.
PHYSICAL PERFORMANCE PLANNED EXPENDITURE
UTILIZED
(Hi) TRAINING
Please see hereunder the number of persons who
attended overseas courses:
(i) Chief Justice 2
(H) Appeal Court Judges 7
(iii) Supreme Court Judges 20
(iv) Resident Magistrates 7
(v) Other Ministry Officials- 6
A number of other courses/seminars were held
locally for Judges, Resident Magistrates, Court staff,
Administrative and Registry staff of the Supreme Court •
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CJIP-PROJECT ASSISTANCE COMPLETION, cont'd
(v)
EXPECTATION
COMPUTERIZATION OF THE SUPREME COURT
REGISTRY
It was proposed to computerize the docket retrieval system of the Civil and Criminal Registries of the Supreme Court and the Registry of the court of Appeal.
(iv)
(v)
SCHEDULE C
Page 4 of 7
ACCOMPLISHMENT
COURT REPORTING, cont'd
formerly done manually.
PHYSICAL ACHIEVEMENT/PLANNED EXPENDITURE UTILIZED
Planned Actual
23 23
Physical Performance
100%
Planned Expenditure Utilized
75 %
The percentage of planned expenditure utilized was due to the devaluation of the J$.
COMPUTERIZATION OF THE SUPREME COURT REGISTRY
Due to financial constraints, it was only possible to computerize the Civil Registry of the Supreme Court with the provision of the following computerized equipment:
( i) (^) 3 I.B.M. (^) Personal Computers
(ii) 1 Camera and Work Station
(iii) 1 Film Processor (iv) 2 Reader Printers and Software (v) 1 Duplicator
Training of thirteen (13) members of the Registry staff plus the Supervisor have already been undertaken in the operation of the equipment.
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CJIP-PROJECT ASSISTANCE COMPLETION, cont'd
EXPECTATION
(vi) FURNITURE & EQUIPMENT
The supply of furniture and
equipment for the Supreme Court
and Resident M~gistrates' Courts.
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(v)
ACCOMPLISHMENT
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page 5 of 7
COMPUTERIZATION OF THE SUPREME COURT REGISTRY, cont'd
PHYSICAL ACHIEVEMENT/PLANNED EXPENDITURE UTILIZED
Planned Actual
Physical
Performance
Planned
Expenditure
Utilized
."
(vi) FURNITURE & EQU~MENT
Due to problems encountered in the supply of furniture
and equipment by the chief Supply Officer (the Government
of Jamaica's Centralized Purchasing Unit) and financial
constraints in the budgetary process, the Ministry was
unable to fulfill our furniture needs. However, we
were able to address most of the requirements of the
Supreme Court and Resident Magistrates' Courts i?land-
wide.
PHYSICAL ACHIEVEMENT/PLANNED EXPENDITURE UTILIZED
planned Actual
Physical
Performance
p,lanned
Expenditure
Utilized
The percentages of 80% & 79% respectively, in respect of
Physical Performance and Planned Expenditure Utilized,
were mainly due to the unavailability of some of the
items and ~he devaluation of the.J$.
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CJIP-PROJECT ASSISTANCE COMPLETION REPORT, cont'd
(viii)
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EXPECTATION
FEASIBILITY STUDIES, cont'd
(i) Assessment of the Accounting System of the Ministry of Justice.
(ii) Assessment of the Training Needs of the Ministry of Justice
(iii) Setting up of a Justice Research Unit
(iv) Setting up of an Inventory Tracking System
(v) Rationalization of Court Houses
(vi) Court Efficiency
- The expenditure utilized in respect of the Feasibility Studies relate only to the four (4) studies funded under the Caribbean Justice Improvement Project (CJIP).
ACCOMPLISHMENT
(viii) FEASIBILITY STUDIES, cont'd
.- SCHEDULE C
Page 7 of 7
PHYSICAL ACHIEVEMENT/PLANNED EXPENDITURE UTILIZED
Planned Actual
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Physical Performance
100%
planned Expenditu=" Utilized
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PROJECT ASSISTANCE COMPLETION REPORT (^) SCIlEllULll "
Page 1 of 2
L
a)
USAID/GOJ - CARIBBEAN JUSTICE IMPROVEMENT PROJECT -
MINISTRY OF NATIONAL SECURITY & JUSTICE
PLANNED AREAS RENOVATED
to PUBLIC BUILDINGS EAST (SUPREME COURT)
SUMMARY
TnIRD FLOOR STATUS
Centre Block - install new floor in Court Reporters' area 100%^ Complete
2 _ SECOND FLOOR
a)
h)
c)
d)
e)
Complete library by renovating existing bay to the north to meeting/storage room
Form new Court of Appeal complete
Convert and renovate existing Courtroom to Court of Appeal
Form Consulting Room between Court of Appeal Courtrooms
Renovate Public Corridor
3 _ FIRST FLOOR
a)
h)
c)
d)
e)
f)
g)
Form 3 Judges Chambers and Secretarial area in old Court of Appeal library area, etc.
Alterations to Chief Justice's' Chambers and formation of Judges Chambers and Chief Justice Secretarial space in existing Chamber and walkway recess
Renovate Judges Chamber B and complete C
Form Courtroom No. 8 complete
Renovate Jury Room adjoining New Court 8
Renovate Public Corridor and Staircases.
Toilets adjoining external staircase to King Street
100% Complete
100% Complete
100% Complete
100% Complete
100% Complete
100% Complete
100% Complete
100% Complete
100% Complete
100% Complete
100% Complete
100% Complete
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