HomeMy WebLinkAboutResolutions - 2014.03.06 - 21208MISCELLANEOUS RESOLUTION #14031 March 6, 2014
BY: FINANCE COMMITTEE, TOM MIDDLETON, CHAIRPERSON
IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY — INTERLOCAL AGREEMENT
BETWEEN OAKLAND COUNTY AND THE VILLAGE OF BEVERLY HILLS DEPARTMENT OF
PUBLIC SAFETY FOR THE FIRE RECORDS MANAGEMENT SYSTEM
TO: OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Board of Commissioners approved the acquisition of the Fire
Records Management System in Miscellaneous Resolution #99309; and
WHEREAS the purpose of the Fire Records Management System is to capture and create
fire records from the inception of a 9-1-1 call, to include the additional computer-aided dispatch
information, and complete the recording in a standard records management system, promoting
communication and the sharing of fire records among the municipalities that participate; and
WHEREAS the Department of Information Technology, the Department of Corporation
Counsel, and the Fire Governance Committee have developed a Fire Records Management System
Interlocal Agreement setting forth the rights and obligations of the County and the municipalities
participating in the Fire Records Management System; and
WHEREAS the Oakland County Board of Commissioners authorized the execution of the
attached Interlocal Agreement with specific municipalities in Miscellaneous Resolution #02045; and
WHEREAS The Village of Beverly Hills Department of Public Safety would like to participate
in the Fire Records Management System beginning April 1, 2014 and will be responsible for the
following annual fees (prorating 6 months access for FY 2014)
- $ 4,085 annual department fee
- $ 3,500 one time - startup fee (Phase II agencies)
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners
authorizes the Chairperson of the Beard of Commissioners to sign the attached Fire Records
Management System Interlocal Agreement with The Village of Beverly Hills Department of Public
Safety.
BE IT FURTHER RESOLVED that the Fire Records Management System Fund FY 2014, FY
2015 and FY 2016 budgets be amended as specified below;
Fire Records Management Fund (53100) FY 2014 FY 2015 FY 2016
Revenue
1080325-115100-631460 Participation Fees 5,543 4,085 4,085
1080325-115110-665882 Planned Use of Balance (5,543) (4,085) (4,085)
Total FRMS Fund Revenue -0- -0- -U-
Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution.
FINANCE C071.1TEE
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Long and Quarles absent.
FIRE RECORDS MANAGEMENT AGREEMENT
BETWEEN
OAKLAND COUNTY
AND
VILLAGE OF BEVERLY HILLS
DEPARTMENT OF PUBLIC SAFETY
This Agreement ("the Agreement") is made between Oakland County, a Constitutional
and Municipal Corporation, 1200 North Telegraph, Pontiac, Michigan 48341 ("County"),
and The Village of Beverly Hills Department of Public Safety, 18600 W. Thirteen Mile
Road, Beverly Hills, Michigan 48025. ("CVT"). In this Agreement the County and the
CVT may also be referred to individually as "Party" or jointly as "Parties."
PURPOSE OF AGREEMENT. Pursuant to the Urban Cooperation Act of 1967, 1967
PA 7, MCL 124.501 et seq,, the County and the CVT enter into this Agreement for the
purpose of providing the CVT with access and connectivity to the Fire Records
Management System ("FRMS"). FRMS is intended to capture and create fire records
from their inception at a 9-1-1 call and continuing the record to include the computer
aided dispatch information resulting with a standard records management system. FR_MS
promotes communication and sharing of fire records among the entities that participate.
The entities that participate in FRMS will enjoy the benefits of a single system, common
standards, and costs shared through a cooperative relationship with the County. This
Agreement is intended to delineate the relationship and responsibilities between the
County and the CVTs regarding FRMS.
In consideration of the mutual promises, obligations, representations, and assurances in
this Agreement, the Parties agree to the following:
I. ENTITIES PERFORMING UNDER THIS AGREEMENT. All County services
and obligations set forth in this Agreement shall be provided through the County's
Department of Information Technology. All CVT's services and obligations set forth
in this Agreement shall be performed by the Village of Beverly Hills Department of
Public Safety. The Fire Governance Committee will provide direction, counsel, and
recommendations concerning the operation of FRMS.
2. DEFINITIONS. The following words and expressions used throughout this
Agreement, whether used in the singular or plural, within or without quotation marks,
or possessive or nonpossessive, shall be defined, read, and interpreted as follows.
2.1. Agreement means the terms and conditions of this Agreement, the Exhibits
attached hereto, and any other mutually agreed to written and executed
modification, amendment, addendum, or change order.
2.2. Claim means any alleged loss, claim, complaint, demand for relief or
damages, cause of action, proceeding, judgment, deficiency, liability, penalty,
fine, litigation, costs, and/or expenses, including, but not limited to,
reimbursement for reasonable attorney fees, witness fees, court costs,
investigation expenses, litigation expenses, and amounts paid in settlement,
which are imposed on, incurred by, or asserted against the County, its
employees or agents, whether such Claim is brought in law or equity, tort,
contract, or otherwise.
2.3. County means Oakland County, a Municipal and Constitutional Corporation
including, but not limited to, all of its departments, divisions, the County
Board of Commissioners, elected and appointed officials, directors, board
members, council members, commissioners, authorities, committees,
employees, agents, volunteers, and/or any such persons' successors.
2.4. Day means any calendar day beginning at 12:00 a.m. and ending at 11:59 p.m.
2.5. Local System Administrator means a person employed by the CVT and
designated by the head of the Village of Beverly Hills Department of Public
Safety to perform duties related to FRMS and act as a liaison between the
CVT and the County.
2.6. Fire Governance Committee ("FGC") means a committee comprised of
representatives from six fire departments, appointed by the Oakland County
Fire Chiefs' Organization that shall provide direction, counsel, and
recommendations concerning the operation of the Fire Records Management
System.
2.7. Fire Records Management System ("FRMS") captures and creates fire
records from their inception at a 9-1-1 call and continues the record to include
the computer aided dispatch information resulting with a standard records
management system. FRMS promotes communication and sharing of fire
records among the entities that participate.
2.8. Oakland County MAN/WAN ("OAKNET") means the Metropolitan Area
Network/Wide Area Network called OAKNET which is operated by the
County. The OAKNET links the CVT and the County allowing each to input
and access FRMS Data. OAKNET also provides the CVT with access to
external state and federal justice agencies.
2.9. City, Village, Township ("CVT") means the Village of Beverly Hills
Department of Public Safety. a Municipal and Constitutional Corporation
including, but not limited to, its Council, Board, any and all of its
departments, its divisions, elected and appointed officials, directors, board
members, council members, commissioners, authorities, committees,
employees, agents, subcontractors, volunteers, and/or any such persons'
successors.
3. AGREEMENT EXHIBITS. The Exhibits listed below and their properly
promulgated amendments are incorporated and are part of this Agreement.
3.1 Exhibit A. Monthly fees for FRMS connectivity. [Not applicable]
4. COUNTY RESPONSIBILITIES. Subject to the terms and conditions contained in
this Agreement, and applicable changes in law, the County shall carry out the
following:
4.1. The County shall provide FRMS to the CVT and shall install one personal
computer that contains licensed, pre-loaded application software, and shall
install one printer at each participating CVT fire station. The County shall
determine the type and the features of the personal computer and printer
supplied to the CVT by the County.
4.2. The County shall use its best efforts to address failures of the FRMS 24 hours
a day, 7 days a week; failures include problems with the FRMS server,
software and network.
4.3. The County shall use its best efforts to address problems with the County
provided personal computer and printer and to respond to problems
concerning non-critical application software (not critical to the delivery of
public safety services) by the next business day, after the County is contacted
and made aware of such problems. The CVT can designate one of the County
provided personal computers as a high availability record management
workstation which shall have a software load installed and maintained by the
County. The County and CVT shall mutually agree upon the location of such
workstation. This designated high availability workstation has a direct
connection into the County's Network and is maintained 24 hours a day, 7
days a week.
4.4. FRMS failures on workstations that are integrated into the CVT Local Area
Network must be reported to the Local System Administrator and CVT
technical support must make a good faith effort to diagnose such failures
before the County is contacted. In the event the County's assistance is
needed, the CVT technical support must be available to assist the County to
resolve such failure.
4.5. The County shall provide the means for the CVT to be connected to FRMS.
The CVT shall pay for the FRMS connection according to Section 7, in
addition to the annual participation fees in Section 7.
4.6. The CVT acknowledges that a third party through written contract will
provide the FRMS connection and the technical support for such connection.
4.7. The County shall provide training to the CVT and the Local System
Administrator(s) concerning FRMS.
4.8. The County shall monitor and audit the CVT's compliance with FRMS
security requirements set forth by the FGC, when the requirements are
promulgated by the FGC. The County may conduct on-site data audits and/or
inspections at the CVT to monitor such compliance. The monitoring and
auditing of FRMS and OAKNET shall be performed periodically at the
discretion of the County, observing CVT policies regarding on-site visit
coordination and scheduling.
4.9. If the County receives a Freedom of Information Act ("FOIA") request
regarding information that the CVT entered into FRMS, the CVT will be
contacted as soon as possible and the FOIA request will be sent to Oakland
County Corporation Counsel. The CVT will be forwarded a copy of the FOIA
request and the County's response as soon as possible. The County may
disseminate any data contained on FRMS to any third party, unless prohibited
by law.
4.10. With respect to the performance of this Agreement, the County has the
authority to prioritize its resources, including but not limited to, employees,
agents, subcontractors, and equipment and determine when services will be
provided.
5. CVT RESPONSIBILITIES.
5.1. The head of the CVT shall designate at least one person to act as the Local
System Administrator for FRMS. The Local System Administrator will act as
a liaison between the CVT and the County and will be the first point of
contact for the CVT regarding FRMS. The Administrator's duties shall
include, but not be limited to, the following: (I) identifying FRMS training
needs; (2) scheduling FRMS training; (3) FRMS application training; (4)
monitoring use of FRMS applications with respect to security issues; (5) act as
a point of contact or facilitator for security audits conducted by the County;
and (6) assist in the implementation of new programs.
5.2. The CVT shall participate in FRMS training when requested and provided by
the County. The CVT shall pay for all costs associated with training not
provided by the County. The Local System Administrator shall receive
reasonable advanced notice of the FRMS training.
5.3. The CVT shall fully cooperate with the County concerning the County's
services under this Agreement.
5.4. The CVT may disseminate data that it entered into FRMS to any third party,
unless prohibited by law.
5.5. The CVT is solely responsible for entering data into FRMS for its jurisdiction.
5.6. The CVT shall solely ensure that the data entered into FRMS is accurate and
complete. Accurate and complete means that the data does not contain
erroneous information, and/or that the CVT shall immediately correct
erroneous information upon discovery of any error. To ensure accurate and
complete data, the CVT shall conduct regular and systematic audits to
minimize the possibility of recording and storing inaccurate or incomplete
data. The CVT shall correct or purge inaccurate or incomplete data.
5.7. Except as provided in the Agreement, the CVT shall be solely responsible for
the costs associated with the personal computer and printer operation, not
supplied by the County, at its fire station(s), including but not limited to,
personnel, equipment, power, and supplies.
5.8. The CVT shall provide the County access to its facilities for periodic
inspection and service of FRMS, observing CVT policies regarding on-site
visit coordination and scheduling.
5.9. After the initial installation of the equipment provided under this Agreement,
the CVT shall be responsible for all costs associated with moving such
equipment. The CVT shall be responsible for all costs associated with
changing, modifying, or moving FRMS connectivity. This section shall not
apply if the County requests that the CVT move equipment provided under
this Agreement or requests that the CVT change, modify, or move FRMS
connectivity.
6. FIRE GOVERNANCE COMMITTEE RESPONSIBILITIES
6.1. The FCC shall provide direction, counsel and recommendations concerning
the operation of FRMS.
7. FINANCIAL RESPONSIBLITIES.
7.1. FRMS Annual Participation Fees. In addition to any FRMS connectivity
fees in section 7.2, the CVT shall pay annual participation fees and a one-time
start-up fee of $3,500 to the County for participation in FRMS. Until June 30,
2014 the annual fees are: (1) $4,085 annually which includes one fire station
and (2) $350.00 annually for each additional fire station.
7.2. Costs for FRMS Connectivity. The CVT shall connect to FRMS by one of
the three following methods:
7.2.1. If the CVT elects to provide its own connectivity to FRMS, then it shall
incur no costs for such connectivity. The CVT shall still be responsible
for the annual participation fees set forth in Section 7.1.
7.2.2. If the CVT elects to have the County provide the means to connect
directly with OAKNET for FRMS connectivity, the CVT will not have to
pay for FRMS connectivity. This option does not allow a CVT and/or its
fire stations to connect back to any CVT application servers.
7.2.3. If the CVT elects to have the County provide the means to connect to its
local area network before connecting with the OAKNET for FRMS
connectivity, the CVT shall pay the County the following:
7.2.3.1. The CVT shall pay no monthly fee for FRMS connectivity within
the first year after execution of this Agreement.
7.2.3.2. The CVT shall pay 25 percent of the monthly fee attributable to it
for FRMS connectivity within the second year after execution of
this Agreement. The monthly fees are set forth in Exhibit A.
7.2.3.3. The CVT shall pay 50 percent of the monthly fee attributable to it
for FRMS connectivity within the third year after execution of this
Agreement. The monthly fees are set forth in Exhibit A.
7.2.3.4. The CVT shall pay 75 percent of the monthly fee attributable to it
for FRMS connectivity within the fourth year after execution of
this Agreement. The monthly fees are set forth in Exhibit A.
7.2.3.5. The CVT shall pay the entire monthly fee attributable to it for
FRMS connectivity within the fifth year after execution of this
Agreement. The monthly fees are set forth in Exhibit A.
7.2.4. The CVT elects to connect to FRMS as set forth in Section Number 7.2.2.
7.3. The CVT may switch the method by which it connects to FRMS. If the CVT
switches the method by which it connects to FRMS, it shall be responsible for
any applicable termination fees contained in Section 10 and any applicable
costs for FRMS connectivity in Section 7.2.
7.4. The County shall submit a quarterly invoice to the CVT in a manner
prescribed by the County itemizing all amounts due under this Agreement.
The CVT shall pay the invoice submitted to the County thirty (30) days after
receipt of the invoice.
7.5. Except as provided in this Agreement, the County or CVT is not responsible
for any cost, fee, fine or penalty incurred by the other party in connection with
this Agreement.
7.6. CVT Failure to Pay
7.6.1. To the maximum extent provided by law, should the CVT fail, for any
reason, to timely pay the County the amounts required under this
Agreement, upon notice from the Oakland County Treasurer to the
Treasurer of the State of Michigan (or any other State of Michigan official
authorized to disburse funds to the CVT), the State of 'Michigan is
authorized to withhold any funds due the CVT from the State, and assign
those funds to partially or completely offset any deficiency by the CVT to
the County.
7.6.2. To the maximum extent provided by law, should the CVT fail for any
reason to timely pay the County the amounts required under this
Agreement, the County Treasurer shall be entitled to set-off and retain any
amounts due the CVT from Delinquent Tax Revolving Fund ("DTRF") or
any other source of funds due the CVT in the possession of the County, to
partially or completely offset any deficiency by the CVT under this
Agreement, unless expressly prohibited by law.
7.6.3. Neither of these provisions shall operate to limit in any way the County's
right to pursue any other legal remedies against the CVT for the
reimbursement of amounts due the County under this Agreement. The
remedies in this paragraph are available to the County on an ongoing and
successive basis, as the CVT becomes delinquent in its payments.
8. DURATION OF INTERLOCAL AGREEMENT.
8.1. The Agreement and any amendments hereto shall be effective when executed
by both Parties with concurrent resolutions passed by the governing bodies of
each Party, and when the Agreement is filed according to MCL 124.510. The
approval and terms of this Agreement and any amendments hereto shall be
entered in the official minutes of the governing bodies of each Party.
8.2. This Agreement shall remain in effect until cancelled or terminated by either
Party pursuant to Section 10.
9. ASSURANCES.
9.1. Each Party shall be responsible for its own acts and the acts of its employees,
and agents, the costs associated with those acts, and the defense of those acts.
9.2. The County is not responsible for any Claims arising directly or indirectly
from inaccurate or incomplete entry of information into FRMS by the CVT,
its employees, or its agents.
9.3. The County is not responsible for any Claims arising directly or indirectly
from misuse of FRMS by the CVT, its employees, or its agents.
9.4. Neither the County nor CVT shall be liable for any consequential, incidental,
indirect, or special damages in connection with this Agreement.
10. TERMINATION OR CANCELLATION OF AGREEMENT.
10.1. Either Party may terminate or cancel this Agreement for any reason upon
thirty (30) days notice. The effective date for termination or cancellation shall
be clearly stated in the notice.
10.2. Upon termination and/or cancellation of this Agreement, the CVT has the
right to receive a copy data it entered into FRMS.
10.3. If the CVT connects to FRMS pursuant to 7.2.2 or 7.2.3 and if the CVT
terminates and/or cancels this Agreement for any reason, except breach,
within three years after execution of this Agreement, the CVT will be
responsible for 70% of the monthly fees contained in Exhibit A for FRMS
connectivity. The CVT shall not pay any such fees if this Agreement is
terminated and/or cancelled three years after execution of this Agreement.
10.4. Except as provided in this Agreement, the Parties shall not be obligated to pay
a cancellation or termination fee, if this Agreement is cancelled or terminated
as provided herein.
11. SUSPENSION OF SERVICES. Upon notice to the CVT and the FGC, the County
may immediately suspend this Agreement or the CVT's participation in FRMS, if the
CVT has failed to reasonably comply, within the County's discretion, with federal,
state, or local law, or any requirements contained in this Agreement. Upon notice to
the CVT and the FGC, the County may immediately disconnect any device that, within
the County's discretion, represents a possible security threat, performance impact, or
inappropriate usage of the County network or its resources. The right to suspend
services is in addition to the right to terminate or cancel this Agreement contained in
Section 10. The County shall not incur penalty, expense, or liability if services are
suspended under this Section.
12. NO THIRD PARTY BENEFICIARIES. Except as provided for the benefit of the
Parties, this Agreement does not and is not intended to create any obligation, duty,
promise, contractual right or benefit, right to indemnification, right to subrogation,
and/or any other right, in favor of any other person or entity.
13. COMPLIANCE WITH LAWS. Each Party shall comply with all federal, state, and
local statutes, ordinances, regulations, administrative rules, requirements applicable to
its activities performed under this Agreement, and all applicable hardware and
software licenses relating this Agreement.
14. DISCRIMINATION. The Parties shall not discriminate against their employees,
agents, applicants for employment, or another persons or entities with respect to hire,
tenure, terms, conditions, and privileges of employment, or any matter directly or
indirectly related to employment in violation of any federal, state or local law.
15. PERMITS AND LICENSES. Each Party shall be responsible for obtaining and
maintaining, throughout the term of this Agreement, all licenses, permits, certificates,
and governmental authorizations necessary to perform all its obligations under this
Agreement. Upon request, a Party shall furnish copies of any permit, license,
certificate or governmental authorization to the requesting Party.
16. RESERVATION OF RIGHTS. This Agreement does not, and is not intended to
impair, divest, delegate, or contravene any constitutional, statutory, and/or other legal
right, privilege, power, obligation, duty, or immunity of the Parties.
17. FORCE MAJEURE. Each Party shall be excused from any obligations under this
Agreement during the time and to the extent that a Party is prevented from
performing due to causes beyond such Party's control, including, but not limited to,
an act of God, war, acts of government (other than the Parties'), fire, strike, labor
disputes, civil disturbances, reduction of power source, or any other circumstances
beyond the reasonable control of the affected Party. Reasonable notice shall be given
to the affected Party of any such event.
18. IN-KIND SERVICES. This Agreement does not authorize any in-kind services,
unless previously agreed to by the Parties and specifically listed herein.
19. DELEGATION/SUBCONTRACT/ASSIGNMENT. The CVT shall not delegate,
subcontract, and/or assign any obligations or rights under this Agreement without the
prior written consent of the County.
20. NO IMPLIED WAIVER. Absent a written waiver, no act, failure, or delay by a
Party to pursue or enforce any rights or remedies under this Agreement shall
constitute a waiver of those rights with regard to any existing or subsequent breach of
this Agreement. No waiver of any term, condition, or provision of this Agreement,
whether by conduct or otherwise, in one or more instances, shall be deemed or
construed as a continuing waiver of any term, condition, or provision of this
Agreement. No waiver by either Party shall subsequently effect its right to require
strict performance of this Agreement.
21. SEVERABILITY. If a court of competent jurisdiction finds a term, or condition, of
this Agreement to be illegal or invalid, then the term, or condition, shall be deemed
severed from this Agreement. All other terms, conditions, and provisions of this
Agreement shall remain in full force.
22. CAPTIONS. The section and subsection numbers, captions, and any index to such
sections and subsections contained in this Agreement are intended for the
convenience of the reader and are not intended to have any substantive meaning. The
numbers, captions, and indexes shall not be interpreted or be considered as part of this
Agreement. Any use of the singular or plural number, any reference to the male,
female, or neuter genders, and any possessive or nonpossessive use in this Agreement
shall be deemed the appropriate plurality, gender or possession as the context
requires.
23. NOTICES. Notices given under this Agreement shall be in writing and shall be
personally delivered, sent by express delivery service, certified mail, or first class
U.S. mail postage prepaid, and addressed to the person listed below. Notice will be
deemed given on the date when one of the following first occur: (1) the date of actual
receipt; (2) the next business day when notice is sent express delivery service or
personal delivery; or (3) three days after mailing first class or certified U.S. mail.
23.1. If Notice is set to the County, it shall be addressed and sent to: Oakland
County Department of Information Technology, Manager of CLE,MIS
Division, 1200 North Telegraph Road, Building #49 West, Pontiac, Michigan,
48341 and Chairperson of the Oakland County Board of Commissioners, 1200
North Telegraph, Pontiac, Michigan 48341.
If Notice is sent to the CVT, it shall be addressed to: Village of Beverly Hills,
Director, Department of Public Safety, 18600 W. Thirteen Mile Road, Beverly
Hills, Michigan 48025
23.2. Either Party may change the address and/or individual to which Notice is sent
by notifying the other Party in writing of the change.
24. GOVERNING LAW/CONSENT TO JURISDICTION AND VENUE. This
Agreement shall be governed, interpreted, and enforced by the laws of the State of
Michigan. Except as otherwise required by law or court rule, any action brought to
enforce, interpret, or decide any Claim arising under or related to this Agreement
shall be brought in the 6th Judicial Circuit Court of the State of Michigan, the 50th
District Court of the State of Michigan, or the United States District Court for the
Eastern District of Michigan, Southern Division, as dictated by the applicable
jurisdiction of the court. Except as otherwise required by law or court rule, venue is
proper in the courts set forth above.
25. AGREEMENT MODIFICATIONS OR AMENDMENTS. Any modifications,
amendments, recessions, waivers, or releases to this Agreement must be in writing
and agreed to by both Parties. Unless otherwise agreed, the modification,
amendment, recession, waiver, or release shall be signed by the same persons who
signed the Agreement or other persons as authorized by the Parties' governing body.
26. ENTIRE AGREEMENT. This Agreement represents the entire Agreement and
understanding between the Parties. This Agreement supercedes all other oral or
written Agreements between the Parties. The language of this Agreement shall be
construed as a whole according to its fair meaning, and not construed strictly for or
against any Party.
The Parties have taken all actions and secured all approvals necessary to authorize and
complete this Agreement. The persons signing this Agreement on behalf of each Party
have legal authority to sign this Agreement and bind the Parties to the terms and
conditions contained herein.
IN WITNESS WHEREOF, Tim Mercer hereby acknowledges that he has been
authorized by a resolution of the Village of Beverly Hills Council, a certified copy of
which is attached, to execute this Agreement on behalf of the CVT and hereby accepts
and binds the CVT to the terms and conditions of this Agreement.
EXECUTED: DATE: 421/4/4:7/Y
Tim Mercer, Beverly Hills Council President
WITNESSED: art,t DATE: c9- --LJ 6 ILI
IN WITNESS WHEREOF, Michael J. Gingell, Chairperson, Oakland County Board of
Commissioners, hereby acknowledges that he has been authorized by a resolution of the
Oakland County Board of Commissioners, a certified copy of which is attached, to
execute this Agreement on behalf of the Oakland County, and hereby accepts and binds
the Oakland County to the terms and conditions of this Agreement.
EXECUTED:
DATE:
Michael J. Gingell, Chairperson
Oakland County Board of Commissioners
WITNESSED:
DATE:
Lisa Brown, Clerk, Register of Deeds
County of Oakland
N
REVIEW AND CONSIDER RESOLUTION TO APPROVE AGREEMENT WITH
COURTS LAW ENFORCEMENT MANAGEMENT INFORMATION SYSTEM
(CLEM'S) FOR FIRE RECORDS MANAGEMENT SYSTEM
Public Safety Officer Robert Ginther provided background information relative to the proposed
Agreement with Courts Law Enforcement Management information System. (CLEM'S) for a
Fire Records Management System. He compiled a proposal on behalf of the agency regarding its
records management as it applies to the fire operation for the Public Safety Department. Ginther
used the Smart Board to assist with his presentation.
CLEMIS Fire Records Management System (Fire RiviS) has the following capabilities:
0 Fire Incident Records
e EMS incident Records
0 Personnel Records Management
0 Daily Roster Assignments
• Fire Training Records
• EMS Training Records
O Fire Inspection Records
o Vehicle (.`?z. Equipment inventory
o Vehicle & Equipment Maintenance Records
O Hydrant Maintenance Records
0 Daily Activities Log
o Customized Reports
a Digital Photo Attachments
O Pre-Plan Floor Plan Attachments
BENEFITS:
The following benefits of the Fire .Rh/IS through CLEMIS will be realized:
O Reducing the number of reportinLr. systems (CLEAR. NPERS, MI-EMSIS. Fire Tools) from four to two
which vstill allow for officer's report writing time to be maximized and allow the administrative
assistant/records supervisor to effectively access and compile data, including .FOIA requests.
0 integration with thirty-throe other fire agencies throughout Oakland County including current mutual
aid partners Berkley, Huntington Woods and Oak Park who are currently utilizinu, this system,
0 Compliance with Health Insurance Portability and Privacy Act (HIPPA), which we are currently
unable to adhere to with current report systems.
0 Integration of a report system with Birrnim4ham Dispatch, so that all dispatch information, will be
transferred from the dispatch center to the Call for Service/Report; which currently does not occur.
o Allows for Birmingham Dispatch to access commercial building contact information for Beverly Hills.
• Allows for Birmingham Dispatch to access alarm company information for Beverly Hills.
• Allows for Birmingham Dispatch to access hazardous materials information stored on site for
commercial buildings in Beverly Hills.
• Allows for Birmingham Dispatch to provide officers with any incident pre-plan information that was
obtained during annual fire inspections.
• All Fire and EMS reports will be compliant with all county, state and federal reporting requirements.
• Any additional software updates or mandated requirements by the county, state or federal governments
will be assumed by the consortium rather than just the Village,
• Improvement on maintaining and verifying state mandated training records for fire which currently is
being done manually.
• Improvement on maintaining and verifying state mandated training records EMS which currently is
being done manually.
• Improvement of Vehicle, Equipment and Hydrant records which currently is being done manually.
• Improvement of state mandated fire inspection records which is currently being done manually.
• Allows for digital capture and attachment of inspection violations, investigation information.
• Provide accurate statistical data regarding Fire and EMS operations.
Ginther stated that there is a cost involved with this Interloeal Agreement, which will be
addressed in the next fiscal year budget. The request before the Village at this time is to approve
and certify the Agreement. There will be a one-time start up fee of $3,500 covering computer
costs. The cost of the program is $4,000 annually.
Motion by Oen, second by LaFerriere, to adopt the following Resolution.
Resolution
Fire Records Management System
WHEREAS the Village of Beverly Hills is required by statute to report to the State of
Michigan and Federal Government through the Beverly Hills Public Safety
Department all occurrences of fire operations; and
WHEREAS the Village of Beverly Hills is required by statute to report to the State of
Michigan and Federal Government through the Beverly Hills Public Safety
Department all occurrences of Emergency Medical Service operations; and
WHEREAS the Oakland County Courts Law Enforcement Management Information
System, commonly referred to as CLEMIS, provides these services in a consolidated
manner through their Fire Records Management Service;
NOW THEREFORE BE IT RESOLVED that the Council for Villa ge of Beverly Hills, hereby
approves the user agreement for the Fire Records Mana gement System of Oakland
County CLEMIS; and
IT IS FURTHER RESOLVED that the Villa ge Council President execute the a greement on
behalf of the Village of Beverly Hills and Village Administration and Director of Public
Safety or their desi gnee administer the a greement on behalf of the Villa ge of Beverly
Hills.
Roll Call Vote:
Motion passed (6 — 0).
CERTIFICATION
I, EllenE. Marshall, Clerk of the Villa ge of Beverly Hills, Oakland County, Michigan, do
hereby certify and declare that the above is a true and correct cop y of a resolution that was
adopted b y the Village Council at a re gular meetin g held on Tuesday, January 21, 2014.
7///aft
Ellen E. Marshall
Village Clerk
dated: Februar y 5, 2014
Resolution #14031 March 6, 2014
Moved by Dwyer supported by Jackson the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Dwyer, Gershenson, Gingell, Gosselin, Hatchett, Hoffman, Jackson, Long, Matis,
McGillivray, Middleton, Quarles, Runestad, Scott, Taub, Weipert, Woodward, Zack, Bosnic,
Crawford. (20)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
I HiREBY APPHOVE THIS HESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO NCI_ 45.55UA (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on March 6, 2014,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 61h day of March 2014.
Lisa Brown, Oakland County