Title
Resolution to Authorize a Participation Agreement and Main Services Agreement with the Courts and Law Enforcement Management Information System (CLEMIS) Authority for the Ann Arbor Police Department ($122,652.00) and 15th District Court ($9,527.00)
Memorandum
The Ann Arbor Police Department and the 15th District Court utilize the Courts and Law Enforcement Management Information System (CLEMIS) for mission-critical data sharing, criminal justice information management, and public safety records. CLEMIS is a regional multi-faceted information system that enables the electronic sharing of data among approximately 250 governmental entities across Michigan.
The CLEMIS system is currently transitioning from an operation managed by Oakland County to an independent, self-sustaining public body corporate and politic known as the CLEMIS Authority (Authority), established under the Urban Cooperation Act of 1967, MCL 124.501. To continue receiving these essential services, the City of Ann Arbor must enter into a Participation Agreement to join the Interlocal Agreement and a Main Services Agreement (MSA) to govern the provision of software and support services. In essence, this is a name change to reflect the new authority. The name change is from CLEMIS to CLEMIS Authority.
The Police Department is in the process of reviewing and potentially changing the Records Management System vendor, currently CLEMIS, however until such change is made the CLEMIS services are still required. As the Records Management System change process moves forward the CLEMIS services will be adjusted as functions are replaced with any new software services.
This joint resolution authorizes the participation of both the Police Department and the 15th District Court under the new Authority structure. The Police Department has received a quote for FY2027 with an annual fee of $111,502.00. The 15th District Court has received a quote for FY2027 with an annual fee of $9,527.00.
Budget/Fiscal Impact: Funding for these services is available in the FY2027 Information Technology Fund budget. It is being requested that a 10% contingency be made available for the Ann Arbor Police Department agreement in the amount of $11,150.00 for potential future equipment increases should staffing levels increase beyond current levels.
Staff
Prepared by: Kory Petterle, Ann Arbor Police Department
Shryl Samborn, 15th District Court Administrator
Reviewed by: Andre Anderson, Chief of Police
Joshua Baron, IT Director
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The Courts and Law Enforcement Management Information System (CLEMIS) provides mission-critical technology and vital information sharing capabilities to criminal justice and public safety agencies;
Whereas, The City of Ann Arbor (“City”) is a “public agency” as that term is defined under section 2(e) of the Urban Cooperation Act of 1967, 1967 (Ex Sess) PA 7, as amended, MCL 124.502(e); and effective for a one year agreement and can be terminated with a 30-day notice;
Whereas, Under section 28 of article 7 of the Michigan Constitution of 1963 and the Urban Cooperation Act of 1967, 1967 (Ex Sess) PA 7, as amended, MCL 124.501 to 124.512 (“Act 7”), a public agency may exercise jointly with any other public agency any power, privilege, or authority that ;the public agencies share in common and that each might exercise separately;
Whereas, The City possesses the powers, privileges, and authorities to perform various activities relating to courts and law enforcement management information systems;
Whereas, The City wants to exercise powers, privileges, and authorities jointly with Oakland County, the Charter Township of Bloomfield, the Charter Township of White Lake, and other participating public agencies under an interlocal agreement creating the Courts and Law Enforcement Management Information System (CLEMIS) Authority (the “CLEMIS Interlocal Agreement”) and become a participating public agency under and party to the CLEMIS Interlocal Agreement;
Whereas, The City also wants to use the services of the CLEMIS System operated by the CLEMIS Authority (“Authority”) by entering into a services agreement with the Authority;
Whereas, The Ann Arbor Police Department has identified a fiscal requirement of $111,502.00 for FY2027 for its portion of the service fees;
Whereas, A 10% contingency in the amount of $11,150.00 for the Ann Arbor Police Department is necessary to accommodate additional equipment needs resulting from planned increases in Police Department staffing levels;
Whereas, The 15th District Court has identified a fiscal requirement of $9,527.00 for FY2027 for its portion of the service fees;
Whereas, The CLEMIS Authority requires an authorizing resolution from the governing body of each participant to finalize the admission process; and
Whereas, Funding for these services will be provided in the FY2027 Information Technology Fund budget;
RESOLVED, That City Council approves the CLEMIS Interlocal Agreement between Oakland County, the Charter Township of Bloomfield, the Charter Township of White Lake, and other participating public agencies creating the CLEMIS Interlocal Agreement;
Resolved, That City Council approves the Participation Agreement and attached Main Services Agreement with the CLEMIS Authority (“Agreement’) to enter into and become a party to the CLEMIS Interlocal Agreement;
RESOLVED, That City Council authorize payment to the Courts and Law Enforcement Management Information System (CLEMIS) Authority from the FY2027 Information Technology Fund in the amounts of $111,502.00 and $9,527.00 for the Ann Arbor Police Department and 15th District Court, respectively;
RESOLVED, That City Council authorize a ten percent (10%) contingency in the amount of $11,150.00 for the Ann Arbor Police Department agreement; subject to City Administrator approval;
RESOLVED, That City Council authorizes and delegates its signatory authority to the City Administrator and the Court Administrator for execution of the Agreement and on Orders requiring execution, pursuant to quotes received; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution, including execution of related additional agreements and order forms necessary to effectuate the terms of the Agreement; execution of authorized renewals and amendments not exceeding the approved expenditure amount, and termination of the Agreement on its terms if deemed necessary.