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HomeMy WebLinkAbout6.i. Motion Authorizing Execution of Master Subscriber Agreement between City of Rosemount Police Department and the State of Minnesota-Office of State Court Administration for Data Sharing EXECUTIVE SUMMARY City Council Regular Meeting: July 5, 2016 AGENDA ITEM: Motion Authorizing Execution of Master Subscriber Agreement between City of Rosemount Police Department and the State of Minnesota-Office of State Court Administration for Data Sharing AGENDA SECTION: Consent PREPARED BY: Mitchell Scott, Chief of Police AGENDA NO. 6.i. ATTACHMENTS: Resolution; Master Subscriber Agreement with Rosemount Police Department; Request Form for Minnesota Government Access APPROVED BY: ddj RECOMMENDED ACTION: Motion to Approve a Resolution and Authorize Signatures of the Master Subscriber Agreement between City of Rosemount Police Department and the State of Minnesota-Office of State Court Administration for Data Sharing BACKGROUND Staff is requesting City Council to review and authorize the execution by the City Administrator and Police Chief of the attached Master Subscriber Agreement together with the Request Form for Minnesota Government Access. These data sharing and system access agreements are required for the efficient performance of duties of the Police Department as required or authorized by law or court rule. ISSUE The Rosemount Police Department requires data transfer capability for the transmission of data to and from the courts. Accordingly, the Police Department requests authorization for the City Administrator and Chief of Police to execute such data sharing and system access agreements with and between the Office of State Court Administration as may be necessary. This authorization is necessary as a result of a statewide change in the systems used to access court data. As with the prior data access system, there is no charge to the City of Rosemount for use of the new system. This is nearly identical to the request being made on behalf of the City of Rosemount Prosecuting Attorney’s Office as a separate agenda item so their office can obtain access to the same data sharing system. RECOMMENDATION Staff recommends a motion to approve and authorize signatures of the City Administrator and Police Chief on the Master Subscriber Agreement between City of Rosemount Police Department and the State of Minnesota Office of State Court Administration for Data Sharing. CITY OF ROSEMOUNT DAKOTA COUNTY, MINNESOTA RESOLUTION NO. 2016 - RESOLUTION AUTHORIZING EXECUTION OF MASTER SUBSCRIBER AGREMENT FOR MINNESOTA COURT DATA SERVICES BETWEEN THE CITY OF ROSEMOUNT POLICE DEPARTMENT AND THE MINNESOTA OFFICE OF STATE COURT ADMINSTRATION AND AUTHORIZING EXECUTION OF THE REQUEST FORM FOR MINNESOTA GOVERNEMENT ACCESS (MGA) LOGIN ACCOUNT AND ANY AMENDMENTS (CITY OF ROSEMOUNT POLICE DEPARTMENT) WHEREAS, the City of Rosemount Police Department desires to enter into agreements with the State of Minnesota, Office of State Court Administration to allow the City of Rosemount Police Department to engage in one way or two way transmission of information between the City of Rosemount Police Department and the Office of State Court Administration, some of which may include Court information that is not accessible to the public. Both the City of Rosemount Police Department, described in the Agreement as “the Subscriber”, and the Office of State Court Administration, described in the Agreement as “the Court”, benefit from the efficient performance of duties. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Rosemount, Minnesota as follows: 1. That the Master Subscriber Agreement by and between the State of Minnesota-Office of State Court Administrator and the City of Rosemount Police Department is hereby approved. 2. That the Rosemount City Administrator, Dwight Johnson, and the Rosemount Chief of Police, Mitchell Scott, are authorized to execute the Master Subscriber Agreement referenced above on behalf of the City of Rosemount Police Department. In addition, the Rosemount City Administrator, Dwight Johnson, and the Rosemount Chief of Police, Mitchell Scott, are authorized to execute on behalf of the City of Rosemount Police Department the Request Form for Minnesota Governmental Access (MGA) Login Account and to designate the Rosemount Chief of Police, Mitchell Scott, as the agency director/manager authorizing the request and to designate the City of Rosemount Records Supervisor, Jean M. Driscoll, as the agency account manager. The Rosemount City Administrator, Dwight Johnson, and the Rosemount Chief of Police, Mitchell Scott, are further authorized to sign any subsequent amendment or agreement that may be required by the State of Minnesota to maintain the City of Rosemount Police Department’s connection to the systems and tools offered by the Minnesota State Courts. PASSED AND ADOPTED BY THE COUNCIL ON THIS 5th DAY OF JULY 2016. Mayor William Droste ATTEST: Clarissa Hadler, City Clerk CERTIFICATION Clarissa Hadler, duly appointed City Clerk of the City of Rosemount, Dakota County, Minnesota, certifies that on July 5, 2016, at a regularly held meeting of the Rosemount City Council, the foregoing Resolution was duly adopted and this copy is a true and correct copy of the Resolution adopted at that meeting. _______________________________________ Clarissa Hadler, City Clerk GOVERNMENT ACCESS | Minnesota Government Access (MGA)| Request Form for Minnesota Government Access (MGA) Login Account Copyright © 2005-2014 by the State of Minnesota, State Court Administrator's Office, All Rights Reserved. This form is for use by Minnesota government agencies only. 2. Applicant Information (ALL FIELDS ARE REQUIRED) Today’s Date: County/City/State Agency: Mailing Address: NOTE: Identify your agency name as it is written on the front page of the Master Subscriber Agreement attached to this request. If you are creating a new agreement, identify your agency name at its highest level, such as Anoka County Attorney’s Office, City of Willmar, or Minnesota Department of Public Safety. County (if Statewide Agency, enter “State”): Agency Account Manager (Agency Contact) Agency Director/Manager Authorizing Request (if different than Agency Account Manager) Name: Name: Position/Title: Position/Title: Phone: Phone: E-mail: E-mail: 3. Individual User Account Information Individual users (authorized employees, contractors, student attorneys) will have individual logins and passwords for MGA. All authorized individual users in your agency who will be using MGA must register for an MGA user account before this request is submitted. Attach a completed Court Administrative Tool (CAT) that lists all user information to this request. NOTE: The signed, attached Master Subscriber Agreement requires that you keep a record of everyone who will be given access to an MGA account. 4. Individual User Acknowledgment Forms All authorized individual users in your agency who will be using MGA must complete an Individual User Acknowledgment Form before this request is submitted. Please provide a copy of all signed Individual User Acknowledgement Forms with this request. NOTE: The signed, attached Master Subscriber Agreement requires that all individual users sign the User Acknowledgment Forms prior to using MGA and that you keep a record of all User Acknowledgment Forms. 1. Instructions to Applicant Minnesota Government Access (“MGA”) provides electronic access to appropriate court records and documents for a government agency through login accounts for the individual agency users. MGA is an Internet browser-based application that requires no installation. This Request Form is intended for an entire government agency, not an individual user. Use this form to make the initial request for the new user accounts for the agency; not to make changes to an existing account. Only one agency may apply per form. Complete this entire form. You may clearly print, type, or complete electronically. Tip: This is a Microsoft Word document. To complete this form electronically: 1) save to your computer, 2) press Tab to fill out the form fields, 3) save and attach to e-mail submission. Revised October 2, 2014 (ITD_SP_0371g) Page 1 of 2 July 5, 2016 City of Rosemount Police Department Rosemount City Hall 2875 145th St. W. Rosemount, MN 55068 Dakota Jean Driscoll Mitchell Scott Rosemount PD Records Supervisor Chief of Police 651-322-2007 651-322-2010 Jean.driscoll@ci.rosemount.mn.us mitchell.scott@ci.rosemount.mn.us ACCESS TO CASE RECORDS OF T E MINNESOTA UDICIA RANC GOVERNMENT ACCESS | Minnesota Government Access (MGA) | 5. Signatures This Request Form is submitted in connection with and made part of the most recent Master Subscriber Agreement executed by the Applicant and the State. An individual authorized to sign on behalf of and bind the government agency in written agreements signs under the Applicant signature block below. APPLICANT THE STATE By: By: (signature) (signature) Date: Date: Name: Name: (typed) (typed) Title: Title: Office: Office: 6. Submission This Request Form and all required attachments should be emailed to GSAreceiving@sp.courts.state.mn.us. Revised October 2, 2014 (ITD_SP_0371g) Page 2 of 2 July 5, 2016 Dwight Johnson and Mitchell Scott City Administrator and Police Chief City of Rosemount