Loading...
HomeMy WebLinkAboutResolutions - 1997.05.08 - 25137- Miscellaneous Resolution #97 101 BY: Public Services Committee, Shelley G. Taub, Chairperson IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY/CLEMIS OPERATING FUND - LETTER OF AGREEMENT BETWEEN THE COUNTY AND LOCAL POLICE DEPARTMENTS To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Courts and Law Enforcement Management Information System (CLEMIS) was formally established by Miscellaneous Resolution #5986, adopted April 11, 1972; and WHEREAS CLEMIS is a cooperative governmental effort sponsored by Oakland County for the benefit of law enforcement agencies throughout the County, providing individual patrol officers immediate access to criminal and vehicle information from sources throughout the United States and Canada; and WHEREAS in June, 1996, the CLEMIS Advisory Board engaged the management consulting firm Plante & Moran, LLP to prepare a strategic plan for CLEMIS operations to ensure adequate and appropriate application of new technologies for the balance of this decade and into the next century; and WHEREAS one of the basic recommendations of the CLEMIS Strategic Plan is to clarify the informal operating arrangement between the County and local police departments; and WHEREAS the County Executive Administration has successfully negotiated a formal Letter of Agreement between the County and local police departments (copy attached) which covers the operations, maintenance, financial, personnel and other operating and financing matters surrounding the CLEMIS Program; and WHEREAS, at its meeting of April 17, 1997, the CLEMIS Advisory Board unanimously approved the Letter of Agreement as presented. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the attached Letter of Agreement between the County and local police departments regarding the operations, maintenance, financial, personnel and other operating and financing matters surrounding the Courts and Law Enforcement Management Information System (CLEMIS) Program. BE IT FURTHER RESOLVED that copies of this resolution be forwarded to the CLEMIS Advisory Board, the Oakland County Sheriff's Department and all local units of government in Oakland County. Chairperson, on behalf of the Public Services Committee, I move adoption of the foregoing resolution. PUBLIC SERVICES COMMITTEE LETTER OF AGREEMENT BETWEEN COUNTY AND LOCAL POLICE DEPARTMENTS CLEMIS OPERATING FUND March 11, 1997 This letter of agreement between the participating police departments (including the Sheriffs Department functioning as local law enforcement and in the capacity of Sheriff) and Oakland County involves the operation and maintenance of the Court and Law Enforcement Management Information System (CLEMIS). CLEMIS is currently a mainframe computer system operated within the Department of Information Technology (DoIT). Presently, the County and police departments are seeking to replace the aging CLEMIS technology with a much improved system. The replacement system should be implemented beginning in the summer of 1997. This agreement covers the operations, maintenance, financial, personnel and other operating and financing matters surrounding the CLEMIS program. In recent years, the County has contributed $1.4 million for the operation of CLEMIS (including the component applicable to the Sheriffs operations) with approximately $238,000 contributed by local police departments. Concerns have been expressed by the police departments involving the capital, operating (revenue / expenses) and program content, and "fixed" mainframe computer operations of DoIT. The segregation would eliminate the lengthy discussions in regard to how much DoIT charges for the mainframe operations. While the police departments have had significant input in the direction of the CLEMIS capital and operating costs, little or no input has been provided into the mainframe computer operations. Accordingly, this agreement will segregate these two activities: 1) capital, operating and program content and 2) mainframe computer operations within this agreement. This agreement has been broken into the following components: * Program content. * Financial - operating and capital responsibilities. * Staffing and other personnel matters. PROGRAM CONTENT The County, Sheriff and Police Chiefs have agreed that the CLEMIS program has been beneficial in law enforcement efforts within the County. Further, the benefits of maintaining information in a local database transcends the County borders. Accordingly, both the County, Sheriff and Police Chiefs should help to ensure cooperative participation in transferring the 1 maximum amount of data between and among the counties and communities surrounding Oakland County. Concerns over the County's priorities within DoIT have been expressed. While the County cannot divest itself of the CLEMIS operating responsibilities, it is agreed that the mutual benefit of prioritizing CLEMIS projects, as developed through the police departments, is critical to the County's larger law enforcement efforts. Again, a cooperative effort between the County and police departments serves the County's residents best. Accordingly, the following guidelines are expected to assist in identifying priorities. It should be noted that the County will be finalizing the implementation of a 'project management' system in the spring of 1997. This project management system should enable the CLEMIS Team to project available resources, project requirements (expressed in hours / resources) and determine where additional resources are required. CLEMIS projects would be expected to be included in this 'project management' system. The following are the guidelines for CLEMIS project development: * At least annually, the CLEMIS Strategic Planning Committee (which includes the Director of the Department of Information Technology and the CLEMIS Project Supervisor as members) shall meet to discuss available resources, projects, and priorities. Quarterly, the status of all projects should be reported by the CLEMIS Project Supervisor and priorities reassessed by the CLEMIS Strategic Planning Committee. * Projects can be classified within two categories: - Scheduled: these projects would be defined as those that can be accomplished within a reasonable time frame within the available CLEMIS Team resources. Unscheduled: these projects frequently involve special consideration and funding (for example - mugshot or livescan) beyond the normal resources within the CLEMIS Operating Fund. In these instances, the Director of DoIT and CLEMIS Strategic Planning Committee should involve the Department of Management and Budget in addressing funding resources. FINANCIAL - OPERATING AND CAPITAL RESPONSIBILITIES Over the past several years, the financial components of the CLEMIS Operating Fund have involved a substantial time commitment between the County and police departments, to the exclusion of improving the CLEMIS system itself. Discussions concerning content of CLEMIS operating costs have been time consuming and frustrating to both parties. The agreement reached in October 1996, however, has put these concerns to rest. 2 Over the past several years, the County has contributed a fixed $1.4 million plus a match equal to the economic increases imposed on the local police departments by themselves (resulted in an additional $8,000 for 1996) and the local police departments have contributed approximately $238,000. The basis of rate developments / allocations between the police departments have been determined in the late 1980s and are not particularly representative of the services rendered to police departments today. Financial Reporting of Operations All capital outlay and operating costs attributed to CLEMIS shall be recorded in a CLEMIS Operating Fund. Quarterly, the Director of Management and Budget shall report the financial condition and operating results (including budget to actual comparisons) of the CLEMIS Operating Fund to the CLEMIS Advisory Committee. An aged accounts receivable listing at the end of the quarter shall be presented as well. Further, project cost reports may be requested by the CLEMIS Strategic Planning Committee. All accounting and budgeting records may be viewed by the CLEMIS Strategic Planning Committee upon request. The use of surplus funds accumulated in the CLEMIS Operating Fund shall be reviewed by the CLEMIS Strategic Planning Committee with recommendations for those uses being made to the Director of DoIT. The County will not use the surplus of the CLEMIS Operating Funds for purposes other than law enforcement information systems as directed within this letter of agreement. Should the CLEMIS Operating Fund experience a deficit, actions may be necessary to reduce costs or temporarily increase rates to local police departments. However, prior to any actions being taken by the County, the CLEMIS Advisory Committee will be notified of the fiscal problem with a preliminary County recommendations being filed with that Committee. Shortly thereafter, the CLEMIS Strategic Planning Committee and County representatives will meet to prepare a plan to address the deficit. Once a plan has been cooperatively developed, the plan will be presented to the CLEMIS Advisory Committee for review and concurrence. The CLEMIS Advisory Committee would provide recommendations to the respective Board of Commissioners' committee for actions to be taken. Preparation of Operating Budget The County Executive is required to submit an operating budget to the Board of Commissioners no less than 90 days prior to year end (in the County's case, this would be June 30). On or about May 1 of each year, the Directors of DoIT and Management and Budget shall review the CLEMIS Operating Fund proposed budget with the CLEMIS Strategic Planning Committee prior to its inclusion in the County Executive's budget recommendation for the next fiscal year. 3 New System Replacement The following summarizes the capital outlay responsibilities associated with the replacement of the CLEMIS mainframe system: * The County will acquire the hardware and software to support the regional CLEMIS records management and computer aided dispatch system, including the wide-area network. In addition, equipment necessary to fund the workstations of the Sheriffs Department will also be acquired. Training local police departments in the use of the new system will be a County responsibility, and will include, at a minimum, trainers from each agency. The County has set aside approximately $3.5 million in the County's General Fund as of December 31, 1996. * The local police departments will be required to obtain the necessary workstations, servers (if necessary), printers, etc. to be located in their departments. Future maintenance and replacement of this equipment, as well as local infrastructure requirements, will be a local responsibility. Overhead - Computer Operations Substantial discussions have been held between the police departments and County involving the mainframe computer overhead costs. These costs include the following: * Facilities - heat, light, power, maintenance, etc. * Mainframe computer operations - mainframe operating staff and related maintenance on a 24 hour, 7 day per week basis, licensing agreements, etc. Generally, the budgeted amount has ranged from $850,000 to $950,000 or more for overhead. However, since the original $1.4 million was based, in part, on the inclusion of the overhead at the time that the 1994 agreement was struck with the police departments, the majority of the costs are borne by the County's General Fund. This agreement will continue that practice. Presently, the County is experiencing a significant movement from the mainframe to client server technology. It is likely that the new CLEMIS technology, will be supported on client servers as well through a wide area network. This evolution of DoIT is expected to continue for three years or more. Because the overhead content will change significantly for CLEMIS over the next several years, the County will charge CLEMIS no more than $900,000 for these costs; such amount will continue to be included in the contribution by the County's General Fund. Prior to the completion of the CLEMIS Operating Budget for fiscal year 1999 / 2000 (year beginning on October 1, 1999), the County and CLEMIS Strategic Planning Committee will meet to ascertain whether the overhead rate charged to the CLEMIS Operating Fund continues to 4 be appropriate under the circumstances. In addition to the above, the County also charged the CLEMIS Operating Fund for indirect costs based on the federally approved indirect cost allocation plan used for grants and similar operations; such amount approximated $70,000 in 1996 (before adjustment). During the negotiations in the fall of 1996, the Police Chiefs expressed concern that the communities under contract for Sheriff Department services involved approximately $33,500 of costs that would have otherwise been paid to CLEMIS. In order to resolve this matter, the County provided a credit of $40,000 to the CLEMIS Operating Fund through a reduction in the indirect cost allocation charges otherwise billed to CLEMIS. In future years and in consideration of the revenues that would have otherwise been billed to these law enforcement communities through services rendered by the Sheriff's Department, the County will limit its indirect charges to the CLEMIS Operating Fund to $30,000 annually. Operating (Direct) Costs All costs directly associated with the CLEMIS operations shall be included in the CLEMIS Operating Fund. Generally, these costs would include: salaries and fringe benefits of the CLEMIS Team, contractors working on CLEMIS projects, supplies and miscellaneous expenses. The CLEMIS Strategic Planning Committee will oversee the CLEMIS operations. This Committee should review capital and operating expenses, including the CLEMIS Team's projects. This Committee would be responsible for setting project priorities for the CLEMIS Team and would recommend appropriate staffing and skill levels of personnel working on the CLEMIS Team to the Director of DoIT. The CLEMIS Strategic Planning Committee would participate in the decision of using CLEMIS Team members for projects, or hiring outside contractors. Subject to available resources, the County would commit up to 40% of CLEMIS personnel staff to be County-approved contractors (these figures are estimates). Because of the potential impact on the CLEMIS Team of the CLEMIS replacement system to be installed in 1997, the CLEMIS Strategic Planning Committee and County personnel shall meet in the summer of 1997 to assess the existing skills of the CLEMIS Team relative to the proposed CLEMIS replacement system. Staffing changes for the CLEMIS Team will be submitted by the CLEMIS Project Supervisor to the CLEMIS Strategic Planning Committee for review and recommendation no less than quarterly. Revenues - County and Local Police Departments The County has committed to retain its current contributions of $1,408,000 into the CLEMIS Operating Fund providing that the police departments will maintain their share of approximately $238,000. Based on the Plante & Moran study in the fall of 1996, the combined funding would be sufficient to maintain the current system until the new system is installed. Given the ; 5 preliminary projected operating costs of $1.3 million for the new CLEMIS system, this should provide sufficient funding for operating costs and provide for a building of CLEMIS Operating Fund equity towards improving the system. However, should committed resource reductions occur below the minimum threshold of $238,000 by the police departments, the County would expect to reduce its contribution in a proportionate share as well. The police departments would collectively agree to the minimum amount paid by CLEMIS agencies and would be responsible for establishing the aggregate local contribution. The allocation of the aggregate local contribution shall be the responsibility of the police departments; the County will not participate in the manner in which these amounts will be allocated. STAFFING AND OTHER PERSONNEL MATTERS Occasionally, DoIT positions assigned within CLEMIS (herein referred to as the CLEMIS Team) may become vacant. When these vacancies appear to be permanent, actions to fill the positions are required. The police departments have expressed a concern regarding the ability to have input in filling CLEMIS Team positions. The following represents the actions to be followed in the filling of CLEMIS Team positions: * The Personnel Department, Director of DoIT or designee, and Chairman of the CLEMIS Advisory Committee shall review all qualified job applications submitted for the vacant position. Based on this review, the top five qualified candidates (or potentially a 'top band' of candidates) will be determined for interviews. * In the event of a vacancy in the CLEMIS Team, an employee selection committee will be formed to provide direct input in the filling of the position through the review of the top five qualified candidates (or a 'top band' of candidates). This selection committee will consist of the following members: Personnel Department - one representative. Information Technology - one representative. Sheriff's Department - one representative. Police Chiefs - two representatives. The employee selection committee will interview the top candidates and recommend a selection to the Director of DoIT. The final approval of the selection committee's recommendations continues to rest with the Director of DoIT. * In addition to the above, the selection of the CLEMIS Project Supervisor would be reviewed and recommended by the CLEMIS Advisory Committee. Prior to interview process, the selection committee will meet with the County's Personnel Department to 6 ensure that the job description is appropriate as to duties, Merit System, etc. Modifications of the job description (if any) would be approved by the County, selection committee and Strategic Planning Committee of the CLEMIS Advisory Committee. The final approval of the job descriptions rests with the County's Personnel Department. * The Chairman of the CLEMIS Advisory Committee would appoint local police department and Sheriff Department representatives to participate in the interview and selection process on an as needed basis. Lawrence R. Care Cheif, Troy Police Department L. Brooks Patterson Oakland County Executive Joseph E. Thomas — - Chief, Southfield Police Department President, Oakland County Association of Chiefs of Police 6). Michael T. Walsh Chief, Clawson Police Department Past President, Oakland County Association of Chiefs of Police 7 Resolution #97101 May 8, 1997 Moved by Taub supported by Amos the resolution be adopted. AYES: McCulloch, McPherson, Millard, Moffitt, Obrecht, Palmer, Powers, Schmid, Taub, Wolf, Amos, Coleman, Devine, Dingeldey, Douglas, Garfield, Holbert, Huntoon, Jacobs, Jensen, Johnson, Kaczmar, Kingzett, Law. (24) NAYS: None. (0) A sufficient majority having voted therefor, the resolution was adopted. I HEREB1"51.9(THE FOREGOING RESOLUTION L Brooks son, County Executive Date STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lynn D. Allen, 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 May 8, 1997 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 8th day of May 1997._ .57± • .0% Lyn 17 D. Allen, County Clerk (WPC-