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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