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HomeMy WebLinkAbout10C - Public Safety System 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: DECEMBER 5, 2005 10C BILL O'ROURKE, CHIEF OF POLICE AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING A JOINT POWERS AGREEMENT FOR A PUBLIC SAFETY COMMUNICATION AND INFORMATION SYSTEM DISCUSSION: Introduction The purpose of this agreement is to provide an effective and efficient method of inter-agency communication and access to a centralized public safety communication and information system for the law enforcement, fire and emergency services within Scott County. History A Joint Powers Agreement, passed in 1996, between Scott County and the Cities of Belle Plaine, Elko, New Market, New Prague, Prior Lake, Savage and Shakopee, established a computer communication and information access and exchange system, employing mobile data terminals in vehicles operated by law enforcement and fire personnel. It was believed that participation in such a system would increase efficiency and accuracy and decrease duplication of services, resulting in increased safety and substantial monetary savings for the citizens and governments of the County and the Cities. For purposes of facilitating the agreement, the Scott County Law Enforcement Information Systems (L.E.I.S.) Committee of the Scott County Emergency Communications (Users) Board was created. This L.EI.S. Committee consisted of the Scott County Sheriff, the Scott County Administrator, the head of the Scott County Information Systems Services Department, the police chiefs of each of the participating cities, and the City Administrator or designee of each of the participating cities. The L.EI.S. Committee coordinated the. implementation and continued operation of the centralized public safety data or records component of the System. This records management component of the System enables an individual user and a law enforcement office to access one central system that warehouses all public safety information, criminal justice data generated by all parties, and district court, state and federal information. The data is placed in a host computer located in the County's Information Systems and Services Department. Law enforcement and emergency personnel of the County and each City have unimpeded twenty- four hour access to the record and information data of the System. The L.EI.S. Committee serves as a steering committee for the System and in an advisory capacity to the Parties. This joint powers agreement expired on December 31,2003. www.cityofpriorlake.com r)(P>Hot1i!l)~52i.(lt41.1t-230 / Fax 952.447.4245 Current Circumstances The proposed resolution approves the renewal of the 1996 agreement with minor language changes and the expansion of membership to the steering committee. First of all the name of the steering committee is to be changed from the Law Enforcement Information Systems Committee to the Scott County Public Safety Information Systems Administrative Board. This change reflects the recommended addition of the chair of the Scott County Fire Chiefs Association to the committee. The other membership change in allowing a designee to be named in place of the Scott County Administrator. FINANCIAL IMPACT: The funding of the System remains as was the practice under the expired agreement. Specifically, the County shall provide funding for the ongoing maintenance of the software, database and host computer (system and network) to include the operation of the mobile data system. Each City shall provide funding for their connectivity to the host system/network and for the maintenance of the software, hardware and configuration of their individual desktops, mobile terminals, radios and local networks, as well as state access fees. The County continues to employ the technical support/programming staff necessary to operate and maintain the host System. The County and Cities continue to share in the cost (salary and benefits) of the technical support/programmer analyst(s) based upon populations served with the County contributing 50% of the salary and benefits and the Cities the remaining 50% with each city contributing a portion consistent with their percentage of the total population of all of the cities. Prior Lake's share in 2005 was $10,470.00. Funds are contained in the 2006 budget for this purpose. ALTERNATIVES: 1) Adopt the Resolution approving the Joint Powers Agreement for a Public Safety Communication and Information System. 2) Deny the Resolution and provide direction to staff. RECOMMENDED MOTION: Adoption of the Resolution Reviewed by: pc\\.-crs public 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION OS-xx A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE A JOINT POWERS AGREEMENT FOR A PUBLIC SAFETY COMMUNICATION AND INFORMATION SYSTEM Motion By: Second By: WHEREAS, In 1996 the City of Prior Lake executed a Joint Powers Agreement with Scott County and the Cities of Belle Plaine, Elko, New Market, New Prague, Savage and Shakopee which established a computer communication and information access and exchange system; and WHEREAS, The Joint Powers Agreement expired on December 31,2003, but has been followed by those executing the agreement thereafter; and WHEREAS, It is proposed that a new Joint Powers Agreement be adopted which: · Expands the membership of the steering committee by adding the Chair of the Scott County Fire Chief's Association and by allowing the Scott County Administrator to be represented by a designee · Changes the name of the steering committee to, "Scott County Public Safety Information Systems Administrative Board · Utilized the same funding methodology and proportions as the 1996 agreement. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The Mayor and City Manager are hereby authorized to execute the new Joint Powers Agreement on behalf of the Prior Lake City Council. PASSED AND ADOPTED THIS 5th DAY OF December, 2005. YES NO Haugen Haugen Fleming Fleming LeMair LeMair Petersen Petersen Zieska Zieska Frank Boyles, City Manager saMWtiWtyofpriorlake .com Phone 952.447.4230 / Fax 952.447.4245 JOINT POWERS AGREEMENT FOR A PUBLIC SAFETY COMMUNICTION AND INFORMATION SYSTEM This agreement is entered into by and between Scott County, hereinafter referred to as the County, and the City of Belle Plaine, the City of Jordan, the City of New Prague, the City of Prior Lake, the City of Savage, the City of Elko, the City of New Market and the City of Shakopee, hereinafter referred to as the Cities, all collectively referred to as the Parties, pursuant to Minnesota Statute 471.59. WHEREAS, Scott County operates a consolidated public safety radio system and a single dispatch and 9-1-1 communications center to provide public safety communications to all citizens of the County; and, WHEREAS, Scott County is in the planning stages for migrating its public safety communications system to 800 MHz and joining the Metropolitan Radio System; and, WHEREAS, in April of 1996 Scott County and the Cities recognized a growing need for direct information access and exchange by law enforcement and other public safety agencies of the County and the Cities; and, WHEREAS, Scott County and the Cities established a computer communication and information access and exchange system, employed mobile data terminals in vehicles operated by personnel of law enforcement, fire, anlor emergency departments, and developed a central records management system and computer aided dispatch system, hereinafter referred to as the Scott County Public Safety Communication and Information System or "System"; and, WHEREAS, participation in the System, has increased the efficiency, accuracy, and effectiveness while decreasing the duplication of services and resulted in increased public safety for the citizens and governments within Scott County. NOW THEREFORE, in consideration of the mutual promises and benefits that each party shall derive here from, Scott County and the Cities hereby enter into this agreement to continue the joint facilitation and operation of the System. A. Scope of Aereement. The purpose of this agreement is to provide an effective and efficient method of inter-agency communication and access to a centralized public safety communication and information system for the law enforcement, fire and emergency services within Scott County, related to the public safety responsibilities of the various parties. Continuation of the System will occur only upon the approval by the County and Cities of this Joint Powers Agreement. B. Joint Powers Board. For the purpose of facilitating and administering this agreement, the Scott County Public Safety Information Systems Administrative (Joint Powers) Board, hereinafter referred to as the Board, shall consist of the Scott County Sheriff, the Scott County Administrator or designee, the head of the Scott County Services Division, the police chiefs of each ofthe participating cities, the chair of the Scott County Fire Chiefs Association, and the City Administrator or designee of each of the participating cities. The Board may exercise its powers in order to accomplish the purposes of this Agreement consistent with Minnesota Statute 471.59 and other applicable laws. The Board shall plan and administer the System, recommend the addition of any support staff. The Board shall make recommendations to the Parties regarding the acquisition of new equipment; potential annual and capital budget costs; the need for new support staff; cost sharing; maintenance standards and operating procedures; and establish the by-laws and sub-committees for operation of the System. C. Computer Aided Dispatch Records Manaeement System. The Board shall oversee the continued operation and coordination of the centralized public safety data and records component of the System. This component of the System will enable individual users and public safety entities to access one central system that warehouses combined public safety information, criminal justice data generated by the parties, state and federal information. The data will be maintained in a host computer located in the County's Information Technology Department. Law enforcement and emergency personnel of the County and each City shall have unimpeded twenty-four (24) hour access to the record and information data of the System. D. Fundine of the System. The County shall provide funding for the ongoing maintenance of the software, database and host computer (systems and network) to include the operation of the mobile data system. Each City shall provide funding for their connectivity to the host system/network and for the maintenance of the software, hardware and configuration of their individual desktops, mobile terminals, radios and local networks, as well as state access fees. The County shall employ any technical support / programming staff necessary to operate and maintain the host System. The County and Cities shall share in the cost (salary and benefits) ofthe technical support / programmer analyst(s) based upon populations served with the County contributing 50% of the salary and benefits and the Cities the remaining 50% with each city contributing a portion consistent with their percentage ofthe total population of all of the cities. The County shall provide an invoice to the Cities on an annual basis depicting the total salary and benefits and the portion to be paid by each participating entity. The County may purchase and lease radios and mobile terminals to the Cities, allowing for reduced cost to all Parties by utilizing the power of mass purchase and uniform systems operation. In the event of a lease purchase, the Cities will pay to the County a monthly lease amount to cover the initial cost of the equipment, to be amortized over five (5) years, and installation, maintenance, insurance and interest, pursuant to the terms of any lease. In the event of any lease agreements, the interest and any other monies collected in excess of the cost of acquiring, installing and maintaining the Public Safety Communication and Information System will be deposited in a designated fund by the County to provide for additional purchases to replace, maintain, improve and/or enhance the System. D. Maior Policy Reformation and/or Dispute Resolution. All Parties will seek in good faith to resolve policy, equipment, funding, technological and other issues through negotiation or other forms of dispute resolution mutually acceptable to the Parties. E. AmendmentlTermination of Aereement. This agreement may be amended upon agreement of the County and the participating cities. F. Indemnification. Each Party shall be liable for its own acts to the extent provided by law and hereby agrees to indemnify, hold harmless and defend the other, its officers and employees against any and all liability, loss, costs, damages, expenses, claims or actions, including attorney's fees which the other, its officers and employees may hereafter sustain, incur or be required to pay, arising out of or by reason of any act or omission of the Party, its agents, servants or employees, in the execution, performance, or failure to adequately perform its obligations pursuant to this agreement. G. Severability. The provisions of this agreement shall be deemed severable. If any part of this agreement is rendered void, invalid, or unenforceable, such rendering shall not affect the enforceability and validity of the remainder of this agreement unless the part or parts which are void, invalid or otherwise unenforceable shall substantially impair the value of the entire agreement with respect to any Party. H. Term of Aereement. The term of this agreement shall commence upon 1 January 2005, the date of signature by the Parties notwithstanding, and shall continue in effect thereafter for five (5) years and shall be renewed upon agreement of the County and Cities. IN WITNESS WHEREOF, the Parties have caused this agreement to be executed as ofthis day of May, 2005. COUNTY OF SCOTT APPROVED: By Robert Vogel Chair, Board of Scott County Commissioners Dave Menden Scott County Sheriff Date: ,2005 Date: ,2005 Approved as to form: David Unmacht Scott County Administrator Patrick Ciliberto Scott County Attorney Date: ,2005 Date: ,2005 CITY OF BELLE PLAINE APPROVED: By Tom Meger Mayor City of Belle Plaine Date Approved as to form: David Murphy Belle Plaine City Administrator Steve Bubul Belle Plaine City Attorney CITY OF ELKO APPROVED: By Kent V. Hartzler Mayor City of Elko Date Approved as to form: Ed Shukle Elko City Administrator Andrea Poehler Elko City Attorney CITY OF JORDAN APPROVED: By Ron Jabs Mayor City of Jordan Date Approved as to form: Linda Waite-Smith Jordan City Administrator Annette Margarite Jordan City Attorney CITY OF NEW MARKET APPROVED: By Jim Friedges Mayor City of New Market Date Approved as to form: Thomas M. Terry New Market City Administrator Andrea Poehler New Market City Attorney CITY OF PRIOR LAKE APPROVED: By Jack G. Haugen Mayor City of Prior Lake Date Approved as to form: Prank Boyles Prior Lake City Manager Suesan Pace Prior Lake City Attorney CITY OF SAVAGE APPROVED: By Tom Brennan Mayor City of Savage Date Approved as to form: Barry Stock Savage City Administrator Savage City Attorney CITY OF SHAKOPEE APPROVED: By John J. Schmitt Mayor City of Shakopee Date Approved as to form: Mark McNeil Shakopee City Administrator James J. 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