HomeMy WebLinkAbout6.i. Joint Powers Agreement for the Rosemount Police Department to participate in the Joint Dakota County Law Enforcement Agency Records Management System4ROSEMOUNTEXECUTIVE SUMMARY
CITY COUNCIL
City Council Regular Meeting: August 20, 2013
AGENDA ITEM: Joint Powers Agreement for the
Rosemount Police Department to
AGENDA SECTION:
participate in the Joint Dakota County
Law Enforcement Agency Records
Management System
PREPARED BY: Eric T. Werner, Chief of Police G(%
AGENDA NO. ��•�,
ATTACHMENTS: Joint Powers Agreement Between the
County of Dakota and the City of
Rosemount to Participate in the Joint
APPROVED BY:
Dakota County Law Enforcement Agency
Records Management System
RECOMMENDED ACTION: A motion to approve the Joint Powers Agreement and
authorize execution of the agreement.
BACKGROUND
In 2010, Dakota County along with the Cities of Burnsville, Farmington, Hastings, Inver Grove Heights, Mendota
Heights, South St. Paul, and West St. Paul, cooperatively engaged in a Request for Proposal (RFP) process for the
acquisition, deployment, and ownership of a multi - jurisdictional Police Records Management System (RMS). The
goal of the effort was to acquire a system that would save money and provide increased functionality over the
LOGIS Motorola RMS solution. The RFP process identified ProPhoenix as the RMS product. A Dakota RMS
Managing Committee was created to provide management authority over the Dakota RMS. Each member agency
has voting representation on the Dakota RMS Managing Committee. A Dakota County Criminal Justice
Information Integration Network (CJIIN) staff person, under the direction of the Dakota RMS Managing
Committee, provides support of the RMS system.
During the past several months, Rosemount Police Department and Information Technology (IT) staff studied the
Dakota County RMS ProPhoenix product and found fiscal and increased functionality benefit over the current
LOGIS Motorola RMS system.
Estimated cost savings over the LOGIS Motorola RMS solution included:
• Annual maintenance /development fund 2014 savings — $21,338 ($16,902 vs. $38,240)*
• Estimated 2014 purchase price savings — $73,204 ($11,667 vs. $84,871) **
* LOGIS 2015 annual maintenance /development fees are anticipated to raise over 20% with new RMS
software purchase. Therefore, cost savings estimated greater for 2015.
** LOGIS anticipated 2015 implementation of new RMS software for LOGIS members. $84,871 was
estimated in June 2013 based on current LOGIS members.
The Rosemount City Attorney has reviewed the Joint Powers Agreement between the County of Dakota and
the City of Rosemount to participate in the Joint Dakota County Law Enforcement Agency Records
Management System and recommended its approval.
Joint Powers Agreement
Between the County of Dakota and
the City of Rosemount to Participate in
the Joint Dakota County Law Enforcement
Arc end Records Management System_
Prepared by the Dakota County Attorney's Office
8/1/2013
This Agreement is entered into between the City of Rosemount and the County of Dakota,
by and through their respective governing bodies.
The basis and authority for the City of Rosemount and the County of Dakota to enter into
this Agreement is the agreement between and consent of the original Dakota RMS Members to
add the City of Rosemount as a new member of the RMS Managing Committee, as permitted by
Section VII of the Joint Powers Agreement between the original members establishing the joint
Law Enforcement Records Management Committee.
RECITALS
WHEREAS, pursuant to Minnesota Statutes § 471.59, the City of Rosemount and the
County of Dakota are empowered to provide assistance to, and act in coordination with, other
political subdivisions within the state of Minnesota as deemed necessary to benefit the public;
and
WHEREAS, the City of Rosemount wishes to participate in the ownership and utilization
of the joint Law Enforcement Records Management System (RMS) utilized by the original
Dakota RMS Members, for the mutual benefit of all; and
WHEREAS, on July 31, 2013 the RMS Managing Committee approved the addition of the
City of Rosemount as a member of the RMS Managing Committee after the city executes this
Agreement and pays its pro -rata share of the 2013 Member fees, and makes an additional
payment of $28,569.00 representing Rosemount's share of the prior capital costs incurred by
the original Members, and the payment of all future fees and costs as determined by the RMS
Management Committee.; and
WHEREAS, by executing this Agreement the City of Rosemount agrees to be bound by
the terms of the Joint Powers Agreement between the original Dakota RMS Members which is
attached to and made a part of this Agreement as Exhibit A, and intends to work cooperatively
to improve the management of public safety and law enforcement information for participating
Dakota County communities; and
WHEREAS, the City of Rosemount (hereafter "Rosemount' and the County of Dakota
(hereafter "County's represent that they are qualified and authorized to enter into this
Agreement and will comply with its respective obligations and responsibilities as set forth in this
Agreement.
NOW, THEREFORE, in consideration of the mutual undertaking and agreements
hereinafter set forth, the parties agree as follows:
Upon payment of all fees and cost s
Rosemount will be a voting member
obligations as defined in the Join t
Management Committee members.
SECTION 1
PURPOSE
as determined by the RMS Management Committee,
of the RMS Management Committee with all rights and
Powers Agreement executed by the original RMS
Upon fulfilling its financial obligations under this Agreement, Rosemount will be a member of the
RMS Management Committee in good standing. Thereafter, the County, through its CJIIN
program, will provide Rosemount with access to the multi - jurisdictional computerized records
management system (RMS) that the County and the Dakota RMS Members have acquired for
the storage, retrieval, retention, manipulation, archiving, and viewing of information, records,
documents, or files pertaining to Rosemount's law enforcement operations. Rosemount will
comply with all terms of the Joint Powers Agreement between the original Dakota RMS
Members, attached as Exhibit A.
SECTION 2
TERM OF AGREEMENT
This Agreement shall be effective upon execution as authorized by the governing body of each
party (Effective Date) and shall continue until terminated as provided in Section XIV of the
original joint powers agreement between the Dakota RMS Members. Rosemount many not
withdraw from this Agreement for a period of three (3) years from the date this Agreement is
executed by all parties.
SECTION 3
MANAGING COMMITTEE MEMBERSHIP
Upon execution of this Agreement, Rosemount shall appoint an individual to represent
Rosemount on the RMS Managing Committee and attend Committee meetings and vote on
measures coming before the Committee. The Representative selection and appointment
process shall be as determined by Rosemount, subject to compliance with the terms of Section
4.2 of the joint powers agreement between the original Dakota RMS Members.
SECTION 4
APPLICATION OF JOINT POWERS AGREEMENT TERMS
The County and Rosemount agree that each will be bound by and comply with all of the terms
of the Joint Powers Agreement between the original Dakota RMS Members which is attached
this Agreement as Exhibit A. If there is any conflict between this Agreement and the Joint
Powers Agreement between the original Dakota RMS Members, the terms of this Agreement
shall prevail.
IN WITNESS WHEREOF and by action of its governing body, the City of Rosemount
executed this Agreement in accordance with the authority of Minnesota Statute § 471.59.
Approved by the City Council
Date
Approved by Dakota County Board
Resolution No. 13-
Dakota County Attorney's Office
Dakota County Judicial Center
1560 Highway 55
Hastings, MN 55033
651 - 438 -4438
Okivikontracts1KS13 -312 RMS JPA Rosemount
CITY OF ROSEMOUNT
By
Date of Signature
Attest
Date of Signature
COUNTY OF DAKOTA
By
Date of Signature
Approved as to Form:
By
Assistant County Attorney
Date of Signature