City of Madison, Wisconsin | Legislative Information Center
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File #: 27787    Version: Name: Renewal of RMS agreement
Type: Resolution Status: Passed
File created: 9/24/2012 In control: BOARD OF ESTIMATES (ended 4/2017)
On agenda: 10/16/2012 Final action: 10/16/2012
Enactment date: 10/18/2012 Enactment #: RES-12-00799
Title: SUBSTITUTE - Authorizing the Police Department to negotiate, and the Mayor and City Clerk to renew an intergovernmental agreement with 13 Dane County municipalities for the shared "Records Management System."
Sponsors: Paul R. Soglin, Paul E. Skidmore, Matthew J. Phair, Jill Johnson
Attachments: 1. 27787-version1.pdf
Fiscal Note
The participating municipalities pay the ongoing costs associated with the shared records management system.  The expenditures and revenues are included in the Police Department's operating budget.  No additional appropriation is required.
SUBSTITUTE - Authorizing the Police Department to negotiate, and the Mayor and City Clerk to renew an intergovernmental agreement with 13 Dane County municipalities for the shared "Records Management System."
WHEREAS, the City of Madison Police Department administers a state-of-the art shared computerized records management system ("RMS") consolidating the law enforcement records of several municipal police departments throughout Dane County and has administered this system since 2005 under an Intergovernmental Agreement (IGA); and,
WHEREAS, one purpose of the original IGA was to describe the implementation of the original RMS computer system at each participating police department and that implementation was completed some time ago; and,
WHEREAS, other details within the original IGA are in need of updating to reflect current technologies and software products used to support the RMS, as well as the overall governance  and ongoing support of the shared records system; and,
WHEREAS, the IGA also sets forth how costs are shared among the participating municipalities and the cost-sharing formulas need to be updated; and,
WHEREAS, the list of participating municipalities has changed since the original IGA and the First Amendment to the IGA.  The current participating municipalities are:
Village of Cross Plains                  Village of Maple Bluff
City of Stoughton                        Village of Marshall
Town of Madison                        Village of McFarland
Village of Belleville                        Village of Brooklyn
Village of Cottage Grove                  Village of Oregon
Town of Cottage Grove                  Village of Shorewood Hills
Village of Deforest                        Village of Waunakee
WHEREAS, the following projected costs associated with the continuation of the RMS will be paid as follows:  
·      $700,000 in COPS Technology Grant for upgrades to the New World Systems, Inc. records management software hosted by the City of Madison on behalf of the RMS agencies.
·      The cost of annual software maintenance and support for New World and other software and hardware utilized as part of the RMS will continue to be shared by each participating municipality under the terms of the revised IGA.
·      The participating municipalities also fully fund one full-time position in the Madison Police Department, a Management Information Specialist 2, whose position is dedicated to full time support of the RMS; and,
WHEREAS, the City of Madison Police Department benefits from this consolidated police records management system by providing for the efficient means to collect, analyze, investigate, solve and prosecute crimes across Dane County.
NOW, THEREFORE, BE IT RESOLVED that the Police Department is authorized to negotiate a renewal of the Intergovernmental Agreement under Wis. Stat. sec. 66.0301 with the 13 municipalities named above for the purposes described above.
BE IT FURTHER RESOLVED that the Mayor and City Clerk are authorized to execute an Intergovernmental Agreement for said purposes.
BE IT FINALLY RESOLVED that the Chief of Police is authorized to add additional law enforcement agencies to the agreement, or remove agencies, according to a process to be described in the agreement,  and make adjustments to the payment schedule and other parts of the agreement as appropriate