HomeMy WebLinkAbout2011-009 YAKCORPS Fund Creation [Yakima Consortium for Regional Public Safety]ORDINANCE NO. 2011 -09'
AN ORDINANCE relating to funds and accounts; creating YAKIMA CONSORTIUM FOR
REGIONAL PUBLIC SAFETY ( YAKCORPS) Fund; designating the
sources of revenue and permissible expenditures from such fund; and
enacting Chapter 3.120 "YAKIMA CONSORTIUM FOR REGIONAL
PUBLIC SAFETY ( YAKCORPS) Fund" as a new Chapter and Sections
3.120.010, 3.120.020 and 3.120.030 as new sections of the City of
Yakima Municipal Code.
WHEREAS, per Chapter 3, Section A of the Budget, Accounting and Reporting System
(BARS) manual, since the resources for YAKCORPS being held by the City of Yakima as their
Fiscal Agent are not available to support City operations and programs, an Agency Fund will be
established for the financial operations Hof YAKCORPS.
WHEREAS, by RESOLUTION NO. R- 2010 -84 the City Manager was authorized to sign
the "YAKIMA CONSORTIUM FOR REGIONAL PUBLIC SAFETY INTER -LOCAL
AGREEMENT" including authorization to approve and execute the AGREEMENT as revised or
amended hereafter in consultation with, other participating jurisdictions.
WHEREAS, per ARTICLE 11- FISCAL AGENT of the "YAKIMA CONSORTIUM FOR
REGIONAL PUBLIC SAFETY INTER - ,LOCAL AGREEMENT" the City of Yakima shall act as
fiscal agent for YAKCORPS.
WHEREAS, at the November 4,''2010 Executive Board meeting the Executive Board
directed all expenditure requests to be forwarded to, and approved by, YAKCORPS Fiscal
Agent prior to any member, or any IPSS project team member, making a purchase, placing an
order and /or incurring a debt or liability'to YAKCORPS.
WHEREAS, at the November 4, ;2010 Executive Board meeting the Executive Board
authorized YAKCORPS's Fiscal Agent to take whatever actions are necessary to ensure that
all payments made on behalf of YAKCORPS are in compliance with the requirements of
applicable regulating agencies.
WHEREAS, per Article 12 Annual Budget of the "YAKIMA CONSORTIUM FOR
REGIONAL PUBLIC SAFETY INTER -LOCAL AGREEMENT" under the direction of the
Operations Board an annual budget for YAKCORPS will be prepared.
BE IT ORDAINED BY THE CITY OF YAKIMA:
Section 1. Chapter 3.120 "YAKIMA CONSORTIUM FOR REGIONAL PUBLIC
SAFETY ( YAKCORPS) Agency Fund" 3.120.010, 3.120.020 and 3.120.030 thereof are hereby
enacted as a new chapter and new sections of the City of Yakima Municipal Code to read as
follows:
Chapter 3.120
Yakima Consortium for Regional Public Safety ( YAKCORPS) Agency Fund
Sections:
3.120.010 Fund created — Purposes.
3.120.020 Source of Funds
3.120.030 Expenditures
3.120.010 Fund created — Purposes. There is created an agency fund to be known as
the "Yakima Consortium for Regional Public Safety (YAKCORPS) ". Money in this fund
shall be collected and used for financial operations of YAKCORPS. Financial
transactions for YAKCORPS shall comply with the Inter -Local Agreement establishing
YAKCORPS and any decisions made by the Executive Board and /or General
Membership Board.
3.120.020 Source of Funds. Funding sources for the operations of YAKCORPS will
include sources listed in Article 10, Section A, Consortium Resources and Expenditures
of the Inter -Local Agreement for the establishment of YAKCORPS
3.120.030 Expenditures. Expenditures from such fund shall be for the purposes listed in
Article 10, Section B, Consortium Resources and Expenditures of the Inter -Local
Agreement for the establishment of YAKCORPS.
Section 2. This ordinance shall be in full force and effect thirty (30) days after its
passage, approval and publication as provided by law and by the City Charter.
PASSED BY THE CITY COUNCIL, signed and approved this 15th day of February, 2011
Micah Cawley, Nfayor
ATTEST
City Clerk
Publication Date: February-18, 2011
Effective Date: March 20, 2011
2
E
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT Item No.
For Meeting Of Feb. 15, 201*1
ITEM TITLE: An Ordinance creating the Yakima Consortium for Regional Public
Safety (YAKCORPS) Agency Fund.
SUBMITTED BY: Finance Department
CONTACT PERSON/TELEPHONE: Cindy Epperson, Dep. Director of Accounting &
Budgeting/575-6070
SUMMARY EXPLANATION:
The Yakima Consortium for Regional Public Safety (YAKCORPS) is the governance
structure for operating and maintaining the county-wide multi-discipline public safety
system which is the results of the Integrated Public Safety System (IPPS) project. The
Inter-Local Agreement (ILA) establishing YAKCORPS defines the structure and
purpose and authority of YAKCORPS. Council approved the ILA by Resolution 2010-
84 at their July 6, 2010 meeting.
ARTICLE 11 Fiscal Agency of the ILA states that the City of Yakima shall act as
fiscal agent for YAKCORPS. Since the resources the City is holding for YAKCORPS
are not available to support City operations and programs, an Agency Fund is the
appropriate fund type to be set up. The Finance Department is proposing that a new
agency fund should be established to account for the financial activity for
YAKCORPS. The proposed new fund would be Fund 632-Yakima Consortium for
Regional Public Safety (YAKCORPS) and would be authorized by the attached
ordinance. Since the budget is the responsibility of YAKCORPS, an appropriation
ordinance is not required. The new fund's budget will be maintained as set forth in the
ILA.
Resolution Ordinance I Other (Specify)
Contract Mail to (name and address):
Phone:
)ans if
IIII
STAFF RECOMMENDATION: Pass Ordinance establishing the new fund.
I!, COUNCIL ACTIOW,
0
MEMORANDUM
May 26, 2010
To: Honorable Mayor and Members of City Council
Dick Zais, City Manager
From: Rita DeBord, Finance Director
Subject: Update — Regional Integrated Public Safety System Project (IPSS)
On Monday, May 24, 2010, the IPSS project team held a meeting for elected
officials from all public safety governmental agencies / jurisdictions in Yakima
County; including law enforcement, fire fighters, 911 call centers, dispatch,
department of corrections / jails, and prosecuting attorneys.
• The purpose of this meeting was to (1) provide a status update on the project, (2)
provide an overview of the proposed Interlocal Agreement (ILA) which, if
approved, will establish a consortium of public safety agencies/ jurisdictions, and
(3) address questions and /or concerns relative to the ILA and the proposed
public safety systems project — including project funding and estimated costs.
Approximately 60 individuals attended this meeting representing County
Commissioners, Valley Mayors, City Council Members, City Managers, Police
Chiefs, Fire Chiefs, the County Sheriff's Office, Fire Commissioners, Prosecuting
Attorneys, the County Department of Corrections, and other key individuals
responsible for various public safety activities within the county. (Note: The City of
Yakima was represented by Council Members Adkison and Lover; the City Manage; the
Police Chief, Deputy Chief and other police officers; the Public Safety Communications
Manager; a Prosecuting Attorney, the Finance Director and Information Systems
Division staff.)
There were a number of questions and considerable discussions regarding
various aspects of the proposed consortium and computer systems project with
regard to costs, funding and benefits. Some of the members of the project's
Executive Committee (including Yakima Council Member Bill Lover) made up a
panel of individuals who addressed questions and concerns brought up at the
meeting. The discussions continued until all questions had been addressed.
County Commissioner Leita and City Manager Dick Zais along with others, stated
• their strong support for and commitment to this project.
Pa ^_c I of 2
County Commissioner Elliott, who is also the Chair of the IPSS project executive
committee, concluded the meeting by stating that Yakima County and the City of
Yakima want to move forward with the establishment of the consortium and the
implementation of these critical public safety systems. And, hearing no strong
sentiment to the contrary, he directed the project team to finalize and distribute
the Interlocal Agreement to all parties by June 4t"; he requested that the
governing bodies of all agencies /jurisdictions consider adoption of the ILA and
asked that they do so by the end of June, 2010. (This is scheduled for Yakima
City Council's agenda on June 15, 2010, for your consideration.)
A copy of the materials handed out at this meeting are attached. These
materials include:
Meeting Agenda
Meeting announcement and invitation from Commissioner Elliott dated 5 -7 -10
IPSS project organization chart
Project Milestones
Benefits of a the proposed Integrated Public Safety Systems
Purpose and Highlights of the Interlocal Agreement (ILA)
Chart depicting the proposed structure of the ILA
Project Scope — Overview •
Estimated Purchase and Implementation Costs and Funding Sources (of the
public safety systems project)
Allocation Methodology for Consortium's on -going support costs
The draft Interlocal Agreement, as of 5 -24 -10 (note this draft is very close to final,
with only minor adjustments anticipated for some legal and housekeeping
updates)
P L�c2o,
•
•
•
IPSS Project
County -wide Elected Officials
Public Safety Systems Meeting
May 24, 2010
Yakima Convention Center
AGENDA
Welcome
Meeting Overview
Regional Public Safety Systems
Today's Reality
Tomorrow's Vision
Consortium Interl-ocal Agreement:
1. Highlights (Body of ILA)
Commissioner Elliott
George Helton and Rita DeBord
Sheriff Irwin and Wayne Wantland
George Helton and Rita DeBord
2. Attachment "A ": Project Funding and Costs
3. Attachment "B ": On -Going Support Costs / Allocation
Vendor Updates:
Spillman - Contingent Purchase Agreement
- Final Negotiations Pending
Prosecutors System — Negotiations In- Process (Pending)
Group Discussion
Next Steps
Direction to Project Team
FA05 -24 -10 IPSS MtgWgenda - Co -wide Electeds Mtg (3).doc
Last printed 5/21/2010 2:41:00 PM
Randy Beehler.- Moderator
Panel — Members of Project's
Executive Comm.
Project Executive Comm. Members
• Integrated Public Safety Systems (IPSS) Project
May 7, 2010
To: Yakima County Commissioners
Mayors and Council Members — all Cities within Yakima County
Fire Commissioners — all Fire Districts within Yakima County
Yakima County Sheriff
Yakima County Prosecuting Attorney
City Managers and Administrators - all Cities within Yakima County
From: Rand Elliott, Yakima County Commissioner, and IPSS Exec. Comm. Chair
Subject: IPSS Project Update and Notice of Upcoming Meeting
This memo is being sent to elected officials of public safety agencies and jurisdictions
within Yakima County and other key officials and employees. The purpose of this memo
is to advise you that the Integrated Public Safety Systems (IPSS) project is nearing the
completion of a very critical project milestone and preparing to take the next major step
toward the implementation of new, integrated public safety systems across the entire
county. This memo will provide a brief update on the project status and is notification of,
and an invitation to, a critical upcoming meeting.
Background: The project team has been diligently working since early January of this
year on an InterLocal Agreement that would establish a Consortium of local
governmental agencies whose purpose is to join resources to purchase, operate,
maintain and utilize regional public safety systems for governmental agencies /
jurisdictions throughout Yakima County. The project team is nearly ready to roll -out the
InterLocal Agreement to all such entities for review, with a recommendation for adoption.
When completed, the ILA will include verbiage defining the Consortium, including its
purpose, membership, governance, structure and responsibilities. It will also include
project cost and funding information and on -going operating and support costs and the
allocation thereof to the Consortium participants. The project team is holding a meeting
next week with the key system users (Sheriff /Police Chiefs, Fire Chiefs, DOC Director
and others) to obtain their final review and input on the ILA. The ILA will be updated as
necessary from this meeting and then distributed to all jurisdictions for review; a copy will
be forwarded to you via email as soon as it is available.
Meeting Notice: A meeting for elected officials, and their key officers and employees, is
being scheduled for Monday, May 24, 2010 from 2:00 to 4:00 pm at the Yakima
Convention Center. The purpose of this meeting is to provide a forum for all agencies
/jurisdictions to discuss, as a group, any issues or concerns they may have and to
address questions and /or clarify understandings.
•
Page 1 of 2
\\Apollo\ Users\ rdukart\YAKCORPS\Memo's \05 -24 -10 Mtg Notice - Elected Officials.doc
As noted above, the project team anticipates that the InterLocal Agreement will •
be ready for distribution to you sometime the week of May 17th; so you'll have
some time to review it in advance of this meeting.
The information that will be made available to public safety agencies /jurisdictions
through the utilization of county -wide integrated public safety and related systems will
provide tremendous benefits to public safety agencies, jurisdictions, and employees
throughout our county, as well as to the citizens that we serve.
I hope that each of you will be able to attend the meeting on May 24th, as it is imperative
that we hear the issues and concerns of our partners in this effort and that we all work
together to establish a county -wide public safety Consortium, which will facilitate the
purchase, implementation, operation, maintenance and utilization of critical integrated
public safety systems for our entire region for years to come.
Rita DeBord (Finance / Technology Director, City of Yakima: # 575 -6053) and George
Helton (Technology Director, Yakima County: # 574 -2005) are working together to
steward this project through its necessary steps and will be coordinating the efforts to
finalize the ILA and to plan the review meeting noted above. Should you have any
questions, please feel free to contact either of them or me for further information.
Thank you.
C
cc: Fire Chiefs — all Cities within Yakima County
Police Chiefs — all Cities within Yakima County
Dept. of Corrections Director, Yakima County
Yakima Communications Center Director
IPSS Project Sub - Committee Members
Other IPSS Key Project Members
George Helton, Technology Director, Yakima County
Rita DeBord, Director of Finance and Technology, City of Yakima
•
Page 2 of 2
\ \Apollo\ Users\ rdukart\YAKCORPS\Memo's \05 -24 -10 Mtg Notice - Elected Officials.doc
0 0 0
Public Safety Data Access Task Force
(YAKCORP)
Executive Committee
• Rand Elliott, Chair • Bill Lover
• Ken Irwin • Rick Ensey
• James Hagarty • Dick Zais
• Ed Campbell • Sam Granato
• George Helton • Wayne Wantland
• Brian Vogel • Rita DeBord
RFP Administrator • James Restucci Project Co- Chairs
• Sue Ownby • George Helton Admin. Assistant
• Rita DeBord • Robin Dukart
RFP Evaluation Sub Committees
1. CAD /911 Call Center
2. RMS /Records
Dave Thompson, Co -Chair
3. Mobile Data
Corirme Choy, Co -Chair
5. Prosecutor 6. Technology
4. Jail / DOC Susan Arb, Co -Chair George Helton, Co -Chair
Wayne Wantland, Chair
A A A A A A
A A A A k A
Phil Schenck, Co -Chair
Kelly Rosenow, Co -Chair Cynthia Martinez, Co -Chair Corinne Choy, Co -Chair
(1 vote per entity w/ dispatch center
(I vote per agency as noted below)
AAA AAA
Ed Campbell, Co -Chair A A A A A A A A A A A A
as noted below)
• County: Debbie Martin,
tY
(I vote per agency as noted below)
A A A A A A (1 vote per agency w/ court (1 vote per entity w/ Tech. Dept.
• CountySheriff: Maria
Carriann Ross
(1 vote per agency with jail as noted below) as noted below)
below)
Davilla, Diane Caldwell
• Grandview PD: Kathy Huth
• Sunnyside: Jeff Cunningham
as noted • County: Mike Martian,
• Granger: Becky Pina
•County Sheriff: Dave Thompson
• County Susan Arb
h' Michael McKinzie, Mike
• County 911: Bill
. Moxee: Casey Schileroot
• Lower Valley FD 45: Ken Shipman
County: Kevin Charlton • Yakima: Cynthia Martinez Tibbetts, Richard Springsteen
Blomberg
Selah: Brett Reaves, Jack O'Dell
• West Valle FD # 12: Darin Deccio
Y
• Grandview: Kathy Huth • Sunnyside: Deferred to Co- • Surm side: Phil Schenck,
Y
• Grandview PD: Kathy
•Sunnyside: Phil Schenck,
•Grandview PD: Kathy Huth
• Sunnyside: Phil Schenck Chairs, (Mark Kunkler) Troy Huff
Y
Huth
• FD #5: Ken Shipman
Melissa Day, Jeff Cunningham
• Granger: Rebecca Pena
Andrew Gutierrez • Yakima: Tom Sellsted,
• Wapato: Jose Valencia,
• Sunnyside: Andrew
•Toppenish: Sheryl Newman
•Moxee PD: Casey Schilperoort
Ray Yocom
Bruce Benscoter
Gutierrez
• Union Gap: Monte McNeimy
• Selah: Jason Horton, Tracy Rosenow
•Yakima: Maritza Martinez
• To enish: Sheryl
pp ry
• Wapato: Neccie Logan,
• Tieton: Juan Ceja
Fran Nettleton
Newman
Angela Stiner
• Toppenish: Damon Dunmore
• Yakima: Katy Ybarra,
• Yakima: Cesar Abrea, Chris
• Union Gap: Justin Heilman, Monty
Francie Moritz, Corinne
O'Neal
McNearny
Subject Matter Experts Subject Matter Experts
Choy, Brenda Cantu
• Wapato: Mike Deccio
.Yakima: David Willson, Tim
Subject Matter Experts
Bardwell
• East Valley FD #4: Mike Riel
(Update 5/01/10)
Subject Matter Experts
Subject Matter Experts
Subject Matter Experts
•
YAKCORPS
(Yakima Consortium of Regional Public Safety)
Project Milestones
May 14, 2007
"Public Safety Data Access Taskforce" formed
December 2007
Yakima City Council and Yakima County Commissioners
each authorized $10,000 for project expenses in 2008.
March 19, 2008
RFP Released
April 11, 2008
Vendor Pre -Bid Meeting
April 28, 2008
Vendor Intent to Bid Deadline
July 14, 2008
RFP Response Deadline
( 7 Vendors Responded)
July 28, 2008
Executive Committee reviewed Project status and formally
authorized Project Team to proceed - high priority
September 8, 2008
RFP Evaluation Committees Orientation Meeting
September 15, 2008
RFP Evaluation Committees commenced review
Sept - Nov 2008
Evaluation Committees completed their initial review of
Vendor RFP responses
December 2008 Yakima City Council and Yakima County Commissioners
each authorized $10,000 for project expenses in 2009.
January 26, 2009 Task Force Executive Committee accepted scoring results
of RFP review committees and authorized vendor demos.
February 2009 Selection of Vendors for Prosecutor's Demonstrations
April 2009 Public Safety Systems Vendor Demonstrations
• May 2009 Prosecutor's System Vendor Demonstrations
Page 1 of 2
Rd YAKCORPS- Milestones.doc
(5/21/10)
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•
YAKCORPS
(Yakima Consortium of Regional Public Safety)
Project Milestones
June 2009 Committees approve Vendor Demonstration Scoring
results
August 2009 Executive Committee accepted Sub Committee's
Recommendations and authorized contract negotiations
with the 2 Preferred Providers (Spillman & Justware)
December 2009 Received notification of $500K Federal Appropriation
December 2009 Contingent Purchase Agreement with Spillman for Public
Safety Software approved by the County Board of
Commissioners
December 2009 Yakima City Council and Yakima County Commissioners
each authorized $10,000 for project expenses in 2010.
January 2010 Received notification of $500K Federal Appropriation
Jan — May 2010 Project team worked to draft Interlocal Agreement to
establish Public Safety Consortium
Next Major Milestones:
I/P Interlocal Agreement
I/P Public Safety Software Contract
I/P Prosecutor's System Software Contract
I/P Hire Project Manager
•
Page 2 of 2
Rd YAKCORPS- Milestones.doc
(5/21/10)
• Integrated Public Safety System Project (IPSS)
Benefits of New Integrated Systems:
F: \05 -24 -10 IPSS Mtg \Benefits of IPSS- Updated 5- 21- 10.doc
1. Fully integrated data for all agencies:
a.
Data secured as appropriate
b.
One list of bad guys that everyone uses and updates
c.
Wants and warrants visible for all agencies
d.
Historic data from agencies archived and available for research by everyone
e.
Data entry reduced as "frequent flyers" will already be in the system
f.
Work flow engine and document imaging will streamline work, file documents and
images and make searching faster and easier
g.
Mug shots will be available across the system for identification
h.
Response plans stored and retrievable by everyone as appropriate
i.
Ties to "Insight" for automatic search of 40 other systems across Washington as desired
j.
With "Insight" an official can subscribe a name and if anyone on any system looks up
that name they will be instantly notified
2. Criminal Justice Information System (CJIS) compliance:
a.
Selected vendor is CAS compliant
b.
County systems are compliant
•
c.
County networks are compliant
d.
As long as end agencies maintain compliance we will meet federal regulations
3. Lower cost for the county as a whole:
a.
Costs will be shared equitably using an agreed too formula by the consortium
b.
System will run on one central server instead of several individual agency units
c.
Hardware costs are less since there is only one server and other hardware
d.
One system administrator will support all users
e.
Backup and recovery will be centralized
f.
Support from.vendor is less because of the shared system
g.
Updates and patches only have to be applied to one system
h.
Significant cost savings for agencies that currently have databases that will be replaced.
4. Interagency
coordination:
a.
Information fed into the system would be invaluable for violent crime, gang and for drug
task force units operating in Yakima County
b.
Image storage capabilities will enable graffiti images to be shared among agencies to
identify individuals
c.
Ability to create "on the fly" instant message groups for large, multi- agency incidences
for local coordination in real time.
d.
Improved ability to coordinate large scale events
e.
Improved interdisciplinary coordination improving coordination between police, fire,
•
and ambulances.
1/2
F: \05 -24 -10 IPSS Mtg \Benefits of IPSS- Updated 5- 21- 10.doc
5. Integrated 911 /Dispatch from multiple locations: •
a. Quickest route function for best response to emergencies by agencies
b. Ability to take and transfer incoming call from one dispatch center to the next
c. Ability to conduct virtual dispatching from any facility including mobile command units
6. Integration with other systems:
a. Fire Emergency Reporting System
b. TriTech Ambulance Interface
c. Zetron Fire Paging system
d. Live, links to other Spillman systems (40) via "Insight"
e. State electronic ticketing and collision report system (SECTOR)
f. Crime mapping which is available to our citizens via the web
7. Automatic Vehicle Location (AVL) with all agency vehicles displayed as needed:
a. Provides for efficient tactical planning by field units
b. Allows for closest unit to be dispatched
c. Provides for officer safety
d. Historic mapping of vehicles allows for forensic analysis (reduces liability and risk)
8. Interagency email and texting:
a. Instant communications between all public safety entities
b. Everything is logged
c. Groups can be created quickly that enable command and control during an incident •
d. Saves time and effort as one agency can easily communicate with another via the
system
e. Car to car "voiceless CAD" provides for safer planning and response when there is a
known threat
9. System warning flags on people and premises provide for personnel safety for all system
members:
a. Premise flags can indicate previous criminal contacts and any hazmat that may be
present
b. Warning flags on people clearly indicate to the responder any safety issues that may be
present.
c. Flags are customizable by type and severity of issue.
d. Amber alert, BOLO (be on the lookout) and ATL (attempt to locate) would be visible
system wide. They can be sent out as a scrolling message to all users.
10. Significantly improved statistical analysis capabilities with the crimestat dashboard
11. Hiplink software will allow triggers to be set causing automated notifications to numerous types
of devices.
2/2
F: \05 -24 -10 IPSS Mtg \Benefits of IPSS- Updated 5- 21- 10.doc
•
.1
• Yakima Consortium for Regional Public Safe YAKC RP
g Safety ( O S)
InterLocal Agreement (ILA)
(May 24, 2010)
Purpose:
To establish the "Yakima Consortium for Regional Public Safety" (YAKCORPS) to provide public safety
services for its' members, thereby benefiting them in terms of efficiency, economy and /or improved
coordination of data. Entities eligible to become members of the Consortium include governmental agencies
within Yakima County with responsibility for public safety. The initial undertaking of the Consortium shall be
the purchase, operation, maintenance and utilization of integrated, county -wide public safety systems.
ILA Highlights:
A. Structure:
1 Gen. Membership Board: Comprised of All Members of Consortium
(Article 5) > Governs the affairs of the Consortium
> Each Member Agency / Jurisdiction has One vote
> May override any decision of Executive Board
2 Executive Board: (Article 6) Comprised of 7 Members: 1 County Commissioner; 2 Mayors from
Upper Valley Cities (incl.Yakima), 2 Mayors Lower Valley Cities; Fire
Commissioner from an Upper and a Lower Valley Fire District.
• Functions on behalf of General Membership Board
• Has full authority and power of the General Membership Board
• Adopts Administrative Policies
• Authorizes budget, expenditures, contracts; Resolves disputes, etc.
• May override any decision of Operations Board
3 Operations Board: (Article 8) Comprised of 11 Members: County Sheriff; 3 Police Chiefs (City of
Yakima and 1 Upper, 1 Lower Valley City); 4 Fire Chiefs /
Commissioners (City of Yakima, Fire District #5, and 1 Upper and 1
Lower Valley Fire District/Dept.); Director - Yakima County DOC;
Director 911; & 1 Prosecuting Attorney from Yakima County or City of
Yakima.
• Prepare annual budgets, monitor expenditures; resolve disputes;
• Develop operating practices, procedures, guidelines, codification
standards and /or customization requirements and related priorities for
the operation & maintenance of the public safety software systems;
> Establish rules, policies, procedures, practices and /or guidelines for
the operations of the Operating Committees;
4 Operating Committees: The Operations Board shall establish the following seven (7)
(Article 9) Committees to conduct the day -to -day business of the Consortium:
• Dispatch /Mobile Data - Fire; Dispatch /Mobile Data - Law; Records -
Fire; Records - Law; Jails /Corrections; Prosecutors; and Technology.
ILA - Purpose and Highlights.xls
5/21/2010 1/3
ILA Highlights, Cont.: •
B. Resources, Expenditures and Service Providers: (Articles 10, 11 &16)
1. Primary Funding Sources: Annual Assessments of members /
participating agencies; Grants; Donations; Gifts; Debt Borrowings
2. Authorized Expenditures: Purchases of materials, supplies, software,
hardware, licenses, equipment, administrative / professional services,
repairs and the like.
3. Fiscal Agent: City of Yakima
4. Technology Services Provider: Yakima County's Technology Dept.
C. Consortium's Authority:
(Article 14) 1. May enter into contracts / agreements with governmental agencies,
vendors, contractors, consultants or other third party entities and with
member agencies as approved by the Executive Board
2. May acquire, own, operate, maintain, equip, reequip, and repair real
and personal assets necessary to carry out business of Consortium;
3. May pursue legal avenues for payment of amounts owing to
Consortium and to enforce terms /conditions of any /all Contracts and
Agreements.
D. Member Responsibilities: 1. Members agree to abide by all the terms and conditions of ILA; S
(Article 17) 2. Members agree to utilize all systems operated or maintained by the
Consortium only in the manner intended, including adhering to the
coding standards established by the Operations Board and to maintain
confidentiality of information contained within the system;
3. Members agree that a full year's assessment shall be owed and
payable by each agency for each full or partial year that the agency is a
member of Consortium;
4. Members agree to accept terms / conditions of the Contingent Loan
Agreement with Spillman Technologies, Inc., including the purchase and
implementation costs of the public safety systems;
5. Member agencies / jurisdiction agree to abide by all terms /
conditions of grants and other funding accepted by Consortium;
6. Members agree to comply with Federal and State Public Safety
Technology requirements and all other Federal and State regulations
applicable to Consortium.
E. Agreement Duration: 1. Initial term - 5 years
(Article 18) 2. Thereafter, automatic extensions for 3 years; unless member
requests change
F. Member Termination: Membership in Consortium shall automatically be terminated for those
(Article 18) members who do not adopt new /revised Agreements which have been
adopted by majority vote of the General Membership
is
ILA - Purpose and Highlights.xis
5/21/2010 2/3
• ILA Highlights, Cont.:
G. Withdrawal: (Article 20) Members may withdraw from Consortium by providing notice of intent to
the Executive Board no later than Sept. 15th of any given year to be
effective on Jan.1 st of the subsequent year.
H. Dispute Resolution: (Article 19) 1st: Initial review by Executive Board
2nd: Executive Board appoints a-committee to facilitate resolution;
3rd.:General Membership Board Review / Resolve - Decision Final
I. Default: (Article 21) A Member may be deemed "in default" if member fails to uphold the
terms and conditions of this Agreement. The Executive Board shall
review circumstances of any default and determine appropriate actions
to be taken, which could include restrictions on participation in the
Consortium and /or expulsion from the Consortium.
J. Dissolution: (Article 22) The Consortium may be dissolved by a 2/3 majority vote of the
governing bodies of the member agencies /jurisdictions.
> Dissolution shall not take effect until the Executive Board has
addressed the Consortium's duties and obligations, as set forth in a final
report submitted to the governing bodies of the member
agencies /jurisdictions.
i
Attachment A - Project Cost and Funding: See Enclosed Materials
•
Attachment B - Consortium's Annual Assessments: See Enclosed Materials
Note: The InterLocal Agreement included in your packet and outlined herein is undergoing final legal review by
the City of Yakima and Yakima County, therefore, there may be some minor changes still needed to the
Agreement.
ILA - Purpose and Highlights.xis
5/21/2010 3/3
o One.Vote per Member
o 11 Members:
' .:• Sheriff, =- Yakima Co.
• Police Chief — COY
• Police.Chief —Upper Valley
• Police Chief — Lower Valley
• Fire Chief —COY
•:Fire Representative —Fire Dist. 5
-Fire Representative- - Upper Valley
•'Fire Representative — Lower Valley
•;- Director-= Yakima County DOC .
-, *. Rep. Prosecutors Office L COY or Co
• :911 Director
Rd
YAKCORPS DRAFT
Consortium Structure
(as 5/24/10 Draft ILA)
Executive Board
Are not
voting
members
• Integrated Public Safety Systems (IPSS) Project
•
IPSS Project Scope — Overview
(May 21, 20 10)
A. IPSS Project Costs:
1) Includes cost to purchase and implement the following Modules /Systems:
1. CAD (computer aided dispatch)
2. Mobile Data (Law and Fire)
3. Law Records
4. DOC / Jail
5. Prosecutor's System
2) Philosophy: hardware upgrades or other costs are included in the project costs
only if existing hardware is not compatible (i.e.: will cease to function) with
new systems. (Costs to replace old, slow or less desirable hardware is not
included in project costs.)
B. Types of Services and related costs Not included in Proiect Scope of Costs:
a. Maintenance and Support of Mobile Data Equipment
b. Maintenance and Support of Desk -top Computers, printers and related
equipment;
c. Special Public Safety Software and Equipment (ex: license plate readers,
crime analysis software) or the interfaces to these systems from the
Spillman systems
d. Network bandwidth (communications)
e. Technology Engineering services
f. Email
g. Spam filtering for email
h. Firewall Services
i. Network switches
j. Network routers
k. Virus protection
1. CJIS compliant connection software (VPN)
m. Response to public disclosure requests / investigations
Note: the costs to purchase, operate and maintain the items listed in Section "B ",
above, are today and will continue to be the responsibility of the individual public
safety agencies /jurisdiction; who can choose to provide these services in -house or
contract out for needed services at their sole discretion.
F:\05 -24 -10 1PSS Mtg \Project Scope - Overview.doc
Last printed 5/21/2010 3:04:00 PM
•
Attachment "A"
YAKCORPS
InterLocal Agreement
Integrated Regional Public Safety Systems
Estimated Purchase and Implementation Costs
•
and
•
Last printed 5/21/2010 3:44:00 PM
Funding Sources
•
•
•
ILA - Attachment "A"
IPSS Project
Funding and Cost Summary
(as of 5- 21 -10)
F: \05 -24 -10 IPSS Mtg \ILA Attach.A - Funding Exp.Summ - Electeds Mtg.xls
5/21/2010 Attachment "A" - pg. 1 of 2
Public Safety Systems
(Includes CAD, Mobile Data,
Law Records, Jail &
Prosecutor's Systems)
Comments:
A.
Dedicated Funding:
1
2009 Federal Earmark
$500,000
2
2010 Federal Earmark
$500,000
3
City of Yakima - Dedicated Funding
$160,000
Dedicated for Prosecutor's
Module /System
4
City of Yakima - Add'I Funding
$200,000
Unidentied Source at this time
5
County IT Depreciation Fund
$71,000
Purchase of 1st "Spillman" Server
6
Yakima Communications Ctr.
$79,000
$1,510,000
911 Funding Contribution
Sub - Total: Dedicated Funding
Funding Secured to Date
B.
Total Implementaion Costs
$1,982,777
Estimate; See attached detail
Difference:
($472,777)
Amount Under Funded
C
Outstanding Funding Requests:
1
DHS /State - Home Land Security Grant
$127,000
Application Pending (1)
�2
2011 Federal Earmark
$700,000
Request in Queue (2)
D
Other Possible Funding Sources:
1
Savings Contributions
??
Possible contribution from Annual
Savings of Support/Maint. Costs
I
2
County Sheriff - Byrne Grant
??
Dedicated for radios, modems, etc.
3
Other Grants, etc.
??
Legend:
(1)
Grant Application has been submitted for 100% of the 2010 State Homeland Security grant to be dedicated
to this project. Jim Hall, Emergency Management, is Grant Coordinator.
(2)
Grant Award very uncertain; Advised Republicans taking stand against all Earmarks
+1
F: \05 -24 -10 IPSS Mtg \ILA Attach.A - Funding Exp.Summ - Electeds Mtg.xls
5/21/2010 Attachment "A" - pg. 1 of 2
•
0
0
ILA Attachment "A"
IPSS PROJECT *
IMPLEMENTATION COSTS
(as of 5- 21 -10)
F: \05 -24 -10 IPSS Mtg \ILA Attach.A - Funding Exp.Summ - Electeds Mtg.xlsDetail Implemen.Costs
5/21/2010 Attachment "A" - pg. 2 of 2
Prosecutor Public
System Safety
Total
Implemetation Costs:
(Justware) i (Spillman)
Project
Comments:
I '
1
External Costs:
Vendor Software
141,391 F 459,000
Vendor Prof.Svc. & Training
90,593 1 460,350
Sub -Total
231,984 ; 919,350
----------------,------------------------------
1
40,000
1,151,334
Tritech Interface
Costs p /Spillman (5- 20 -10)
Paging ( Zetron) Interface
0
Interface Costs Included
XML Interface
0
Interface Costs Included
Project Manager (12 - 18 mo)
90,000
90,000
Estimated
2
Sub -Total External Costs
Internal Costs:
I
231,984 ; 1,049,350
1
1,281,334
1
Most Fire Distr. & Police /Fire for
a
Workstation /Mobile Upgrades:
City's Yakima, Selah, Union Gap:
-
1
1nc.Hardware, Software, an
Hardware / Software
290,000
Motion, if applicable
Annual Verizon Cost (1st yr.)
_ 1 75,000
------------------------------
Incl. Only Upgraded Mobiles
Sub-Total:
365,000
365,000
b
Prosecutor's System:
0
0
COY Hardware & Software
Workstations:
15,000
1
Assumes CO to Host & use
Servers
2,000 1
existing server capacity /no cost
Sub -Total Prosecutors
--------- -
------- t-------- - - - - --
17,000 n/a
-------- - - - - -- _
17,000
c
Upgrade: V.6 Zetron Paging
40,000
40,000
Hardware Upgrade - Firestations
Based on est.# trips provided by
d
Vendor Travel Exp.
10,000 ; 0
10,000
vendor
- County to purch. Using Depr.
f
Spillman Server
71,000
71,000
Funds already "banked"
g
Data Conversion / Migration
,
2,000 ; 5,000
7,000
Hire Temps to enter critical data
h
Misc. Expenditures
5,000 1 10,000
15,000
Sub -total Internal Costs
34,000 1 491,000
525,000
Total Internal and External:
1
1
265,984 ; 1,540,350
1,806,334
Contingency
18,619 ; 157,825
176,443
(7% - 10 % Std.)
Total Implementaion costs
284,603 ; 1,698,175
1,982,777
(estimate)
*
IPSS Project includes: CAD; Mobile Data, Law Records, Jail /DOC and Prosecutor's Modules /Systems (Costs
estimated based on vendor negotiations; however, RFP not yet awarded to specific vendors)
F: \05 -24 -10 IPSS Mtg \ILA Attach.A - Funding Exp.Summ - Electeds Mtg.xlsDetail Implemen.Costs
5/21/2010 Attachment "A" - pg. 2 of 2
4.
•
Attachment "B"
YAKCORPS
InterLocal Agreement
Integrated Regional Public Safety Systems
Allocation Methodology
For
19 Consortium's On -going Support Costs
I
(and sample allocation calculation - based on estimated costs and current "unit numbers ")
1.
Last printed 5/21/2010 3:36:00 PM
1
Attachment "B" •
I. Annual Assessments:
a. Expenditure Types: For purposes of determining the total annual assessment to be
allocated among the members and participants, the following types of expenditures
may be included: (1) annual vendor maintenance and support costs, (2) annual
system operating and maintenance costs, (3) hardware replacement funding, (4) a
contingency for unexpected or emergency expenditures during the year, and (5)
other reasonable and customary costs as may be authorized by the Executive Board
from time to time.
b. Authorization: The system vendor(s) and Service Provider(s) shall submit their
annual support/maintenance charges for the following year to the Operations Board.
The Operations Board, with input from the various operating committees and the
technical committee, submit a recommendation to the Executive Board. The
Executive Board shall, by a majority vote, approve the total amount(s) of the annual
assessment for inclusion in the Consortium's annual budget.
II. Allocation of Annual Assessment to Participants:
The calculation of the authorized annual assessment to be allocated to each Participant,
shall be as follows (includes Participating Member and Participating Agency as defined is
Section 2, above): 0
A. The vendor(s) shall provide the cost of their annual maintenance and support, by
module, to the Consortium's Operations Board;
B. The Service Provider shall provide the cost of their annual systems operations
and maintenance support to the Consortium's Operations Board;
C. The Service Provider, if a member of the Consortium otherwise the Operations
Board, shall calculate, by module, the percentage of the total costs that each
Participant shall be assessed. The basis for the allocation of costs of each
Module among the Participants shall be as defined in "G" below;
D. The percentage of total costs, by module, each Participant shall pay (as
calculated in "C ", above) will be multiplied by the total vendor support and
maintenance costs, as determined in "A" above, for same Module. The result of
this calculation will represent the amount each Participant will be assessed for
vendor support and maintenance costs, by Module, for the coming year.
E. The percentage of each Participant's vendor costs, by module, is to the total
vendor costs for that Module, (as determined in "D ", above) will be multiplied by
the total Service Provider's system operation and maintenance support costs, as •
Attachment B, Pg. 3
Last printed 5/21/2010 1:14:00 PM
• determined in "B" above. The result of this calculation will represent the amount
each Participant_ will be assessed for the Service Provider's system operation
and maintenance support, by Module, for the coming year.
F. The amount each Participant is assessed, by module, for annual vendor support
and maintenance, as calculated in "D" above will be added to the amount each
Participant is assessed, by module, for annual system operation and
maintenance support, as calculated in "E" above. The result of this calculation
will be the total annual Participant assessment, by Module, for the coming year.
G. Basis for allocating annual vendor and system operation, maintenance and
support costs among participants for each Module shall be as follows:
Mobile Data Support: cost allocation shall be based on the total number
of Mobile Data Licenses of each participant compared to the sum of the
total number of Licenses for all participants;
2. CAD / Dispatch Support: cost allocation shall be based on (a) a fixed
amount allocated to the Yakima Communication's Center, as defined
below, and (b) the total number of CAD / Dispatch Log -in ID's of each
• participant, except the Yakima Communications Center, compared to the
sum of the total number of Log -in ID's for all participants (refer to
definition below for Log -in IDs);
a. Fixed costs allocated to Yakima Communication's Center shall be
based on the vendor's annual support / maintenance costs for the 911
related functions of the systems, or as may be modified from time to
time by the Operations Board and approved by the Executive Board to
maintain compliance with all federal and state regulations.
3. Law Enforcement Support: cost allocation shall be based on the total
number of Law Enforcement Records Log -in ID's of each participant
compared to the sum of the total number of Log -in ID's for all participants
(refer to definition below for Log -in IDs);
4. Jail / DOC Support: cost allocation shall be based on the total number of
Jail /DOC Log -in ID's of each participant compared to the sum of the total
number of Log -in ID's for all participants (refer to definition below for Log-
in IDs);
Last printed 5/21/2010 1:14:00 PM
Attachment B, Pg. 4
H. User Log -ins shall be Counted as follows:
By entity, by module; based on the User's primary job function.
For purposes of determining the number of User Log -in ID's applicable to
each participant, each participant will count one Log -in ID for each user's
primary job function, only.
a. A User may have more than one primary job function; in this case, the
User's Log -ion ID is counted in all applicable Modules;
b. If a User does not have a primary job function within the Modules
identified in the Cost Allocation Calculation, then the closest or
Module of greatest use shall be deemed to be their primary job
function for purposes of calculating their entity's cost allocation;
c. Most entity's will have just one primary job function for each User
(employee) Log -in ID;
2. The total number of user logins will be determined by Module. Each
participant shall provide to the Operations Board the breakdown of the total
number of user logins by module.
III. Other Assessments, Fees and Charges:
The consortium may enter into written agreements with individual Consortium members
and participants for additional public safety system support and /or services from time to
time. In these cases, a separate assessment, fee and /or charge may be assessed on
said agency / jurisdiction / entity. Such additional assessments, fees and /or charges
shall be included in an agreement between the Consortium and the applicable agency,
jurisdiction or entity, and shall not be included in the calculation of the annual
assessment to all members /participants.
Note: The following worksheet is only an example of the calculation, or methodology, to be
utilized when determining annual assessments to members and participating agencies in the
future. The actual annual calculations will be based upon (1) the actual annual costs for vendor
support and the service providers' operating and maintenance costs, and (2) the actual number
of User ID's / licenses, as appropriate maintained by each individual agency / jurisdiction.
Attachment B, Pg. 5
Last printed 5/21/2010 1:14:00 PM
•
•
•
DRAFT
DRAFT - FOR DISCUSSION PURPOSES ONLY
(May 21, 2010)
YAKCORPS
Allocation of Estimated Annual Support ( u.t� - Spillntan
CAD /Des arch Mobile Data Law Enforcement JaiVDOC d AFMWM SUNOW COO
Oper.&
Sofl.are Software SoRw are Sottwarc Maim. TOW
:� encv Login Support is Support Login Support Support Support Support
911 Call Ctr. I Dispatch:
1 IN akima Comm Center
County:
2 Yakima Court,
County Family Court
District Court Probation
Superior Court
DOC
Prosecutor
Sheriff Office
Sub -Total
Cities:
3 Grandview -Fire Dept
- Police Dept
Sub -Total
4 Granuer -Fire Dept
- Police Dept
Sub -Total
5 Harrah Police Dept (Contract)
6 Hignland Fire Dept
7 Mahlon -Fire Dept
- Police Dept
Sub -Total
8 Moxee Police Dept
9 Naches Police Dept (Contract)
10 Selah - Fire (Dist. #2)
Selah - Police Dept
Sub -Total
11 Sunnyside - Fire Dept
- Police Dept
Sub -Total
12 Tieton Police Dept
13 Toppenish - Fire Dept
- Police Dept
Sub -Total
14 Union Gap - Fire Dept
- Police Dept
Sub -Total
15 Wapato - Fire Dept
- Police Dept
Sub -Total
16 Yakima -Fire Dept
- Police Dept
- City Prosecutors
Sub -Total
17 Zillah - Fire Dept
- Police Dept
Sub -Total
Fire Districts:
18 Broadway Fire Dist # 11
19 Cowiche Fire Dist 411
20 East Valley Fire Dist 04
21 Fruitvale Fire Dist #10
22 Glade Fire Dist #7
23 Gleed Fire Dist #6
24 Naches Fire Dist #3
25 Naches Heights Fire Dist #9
26 Nile Fire Dist #14
27 West Valley Fire Dist #12
28 Yakima Fire Dist 45
Sub -Total
Other Agencies:
29 ATF
30 Prosser - Hospital /Amb
31 US Probation
32 WA State DOC
Sub -Total
1 s2i.55��
0 s0
0 s0
0 s0
0 s0
0 s0
18 54,399
51,711
12( $2,933
12( $2,933
251 $6,1
0 s0
SO
0 SO
0 s0
0 So
0 s0
0 so
$0l 01 52,9
01 $01 01 05.,1 of Sol 1121M $11.9631 $33.5181 110%
0 s0 2 $162 0 SO $90 $252 0.1%
,087 $58,280 18.4%
544 5.0 1.6%
0 so 0 so 280 S16,193 54 $10,657 120 $9,732 0 So $13,757 SM'545 12.6%
AE36.4t0 5702.013 33.4%
0 $o 0 so SO so s0 so 0.0%
8 $1,579 21 $1,703 1 3129 55,122 $2.843 $7,964 2.6%
$5122 $2.$43 $7,964 2.6%
0 s0 0 $0 0 SO s0 so $0
4 S789 20 51,622 0 $0 _41_52,411 51.338 _ _ $3.750 1.2%
411 $1.338 $3,750 1.2%
0 so 0 s0 0 so SO so so 0.0%
I 5197 0 s0 0 SO 5197 $110 $307 0.1%
0 $0 0 so 0 $o $0 so 0.0%
3 $392 10 $811 0 $0 $779 $2.182 0.7%
$888 $2.489 0.8%
4 $789 10 $811 0 $0 5888 112489 0.8%
0 s0 0 So 0 so $o $o 0.0%
3 5592 0 SO 0 $0 $329 $921 0.3%
16 $3,158 23 $1,865 0 s0 " $3,059 $8.571 2.8%
$3,388 $9.491 3.9%
0 $0 0 S0 0 so s0 0.0%
14 $2,763 70 $5.h" 10 it $7,029 $19,694 6.4%
_ $7,029 $19.694 6.4%
3 $592 7 $568 0 $0 $644 $1.803 0.6%
3 $592 0 s0 0 $0 ' s329 $921 03%
13 $2,565 20 $1,622 12 $1,551 $4._613 $13484 4.4%
$5,141 $14405 5.3%
3 $592 0 s0 0 s0 3329 $921 03%
18 $3,552 26 $2,109 0 SO $3.142 a sli'm 2.9%
$3.470 s9 3.2%
0 $0 0 s0 0 s0 so 6o 0.0%
10 $1,973 25 $2,027 4 $517 $2.506 5 29%
$2.508 $7.025 2.3%
14 $2,763 0 $u 0 $0 $ 51.533 $4,296 1.4%
54 $10,657 291 $23,600 12 $1,551 $4 $23.265 $65,182 21.3%
0 $0 8 $649 0 SO $380 $1.009 0.3%
$25.158 $70.487 23.1%
0 s0 0 s0 0 s0 fa fo 0.0%
7 $1,381 17 S1,379 0 s0 _ $1.803 _ 55,052 1.7%
$1.$03 $5.052 1.7%
0 SO 0 $O 0 SO Sa 50 0.0%
0 SO 0 f0 0 50 $0 f0 0.0%
7 $1,381 o SO 0 05767 $2.148 0.7%
0 s0 0 $0 0 $0 Sc $0 0.0%
0 $0 0 s0 0 so so s0 0.0%
I 5197 0 s0 0 so $110 $307 0.1%
0 s0 0 s0 0 $0 $0 s0 0.0%
0 f0 0 S(i 0 SO so $0 0.0%
0 SO 0 $0 0 $0 SO SO 0.0%
8 $1.579 0 s0 0 $0 $876 $24505 0.
5 $987 0 s0 0 $0. $2.175 $6.095 2.0%
$3.928 $11,005 3.6%
, a\ Wdb\ u..+ var .n\rucoatn \a/� \s- v- ro\s -tt.to Dourawnn.has.,mi. ut -to
5180 5504 0.2%
SO s0 0.0%
5270 $757 0.2%
327 $1297 $3,618 1.2%
53138 s 'a1 $4.879 1.6%
337 541,566 ft16,6K S109,142 $306,767 loo.o°c
Repiacement l Overtteatl
Fund
Sheet is protected to prevent accidental overwrites. Password = password.
Yearly Spillman Support by
Module
Spillman
•
CAD Support
843,550
0
$0
0
$0
4
$324
0
So
0
$0
0
$0
0
SO
0
SO
0
s0
0
$0
6
$487
0
SO
0
s0
0
s0
0
$0
18
$2.327
, a\ Wdb\ u..+ var .n\rucoatn \a/� \s- v- ro\s -tt.to Dourawnn.has.,mi. ut -to
5180 5504 0.2%
SO s0 0.0%
5270 $757 0.2%
327 $1297 $3,618 1.2%
53138 s 'a1 $4.879 1.6%
337 541,566 ft16,6K S109,142 $306,767 loo.o°c
Repiacement l Overtteatl
Fund
Sheet is protected to prevent accidental overwrites. Password = password.
Yearly Spillman Support by
Module
Spillman
•
CAD Support
843,550
5196,64
Mobile Support
$49.928
Records Management System
$59,608
Jail /DO('
543,560
Spillman Total
SI %,646
Includes tares
, a\ Wdb\ u..+ var .n\rucoatn \a/� \s- v- ro\s -tt.to Dourawnn.has.,mi. ut -to
5180 5504 0.2%
SO s0 0.0%
5270 $757 0.2%
327 $1297 $3,618 1.2%
53138 s 'a1 $4.879 1.6%
337 541,566 ft16,6K S109,142 $306,767 loo.o°c
Repiacement l Overtteatl
Fund
Sheet is protected to prevent accidental overwrites. Password = password.
•
For review by Elected Officials
(May 24, 2010)
InterLocal Agreement
For the Establishment of the
Yakima Consortium
for
Regional ' Public Safety
(YAKCORPS)
Note: Areas highlighted are those currently in legal review and, thus, subject to minor
changes.
Last printed 5/21/2010 3:53:00 PM
i VAKCORPS
InterLocal Agreement
Table of Contents
Last printed 5/21/2010 3:36:00 PM
Section
Title
Page
Article 1
Consortium Purpose
1
Article 2
Creation
2
Article 3
Definitions
2
Article 4
General Membership
3
Article 5
General Membership Board
4.
Article 6
Executive Board
5
Article 7
Legal and Other Professional Assistance
i9
Article 8
Operations Board
9
Article 9
Operating Committees
11
Article 10
Consortium Resources and Expenditures
13
Article 11
Fiscal Agency
14
Article 12
Annual Budget
15
Article 13
Insurance
17
Article 14
Consortium's Authority
17
Article 15
Integrated Public Safety Systems Project
17
Article 16
Technology Services Provider
18
iArticle
17
Member Responsibilities
19
Last printed 5/21/2010 3:36:00 PM
Article 18
Duration Agreement
•
of
20
Article 19
Dispute Resolution
21
Article 20
Member Withdrawal from Consortium
21
Article 21
Default
22
Article 22
Dissolution of Consortium
23
Article 23
Indemnification
24
Article 24
Non - Discrimination
24
Article 25
Americans with Disabilities Act
24
Article 26
No Conflict of Interest
24
Article 27
Severability
24
Article 28
Execution
25
Article 29
Hold Harmless
25
Article 30
Amendments
25
Article 31
Entire Agreement
25
Article 32
Signatures
26
Article 33
Filing of Agreement
26
Addendums:
Attachment A Public Safety Systems Project- Implementation Costs and Funding
Attachment B Consortium Annual Assessments — Allocation of On -going Costs
Attachment C Placeholder - Contingent Purchase Agreement with Spillman
Technologies, Inc.
Attachment D Placeholder - Purchase Agreement with Prosecutor's System
Vendor (insert when available — or delete and Consortium may adopt
once ILA is executed)
•
Last printed 5/21/2010 3:36:00 PM
•
YAKIMA CONSORTIUM
for
REGIONAL PUBLIC SAFETY
INTER -LOCAL AGREEMENT
WHEREAS this Agreement, is made and first entered into by and among the undersigned
governmental jurisdictions; and
WHEREAS the members and the residents of Yakima County would benefit both in terms
of efficiency and economy from a consortium for Public Safety services for Yakima County and the
participating cities, and fire protection districts within Yakima County; and
WHEREAS the undersigned governmental jurisdictions have a goal of establishing and
maintaining a Consortium, to be hereafter known as the "Yakima Consortium for Regional Public
Safety ( YAKCORPS)'; and
WHEREAS this Agreement and the activities described herein below are authorized by the
provisions and terms of the "InterLocal Cooperation Act" pursuant to RCW 39.34 et seq.; and
WHEREAS the establishment of the YAKCORPS will provide improved public safety within
is the boundaries of the consolidated service area of the participating jurisdictions, together with such
other jurisdictions; and
WHEREAS the establishment and maintenance of YAKCORPS will provide substantial
benefit to the citizens of the participating governmental jurisdictions and the public in general; and
WHEREAS the participating jurisdictions desire to expressly state the powers held by
YAKCORPS pursuant to RCW 39.34.030(3)(b); and
WHEREAS the participating jurisdictions expressly state that YAKCORPS is authorized to
acquire, hold and dispose of property pursuant to RCW 39.34.030(4)(b); and
follows:
WHEREAS YAKCORPS is funded by the methods described herein.
NOW THEREFORE, it is hereby agreed and covenanted among the undersigned as
ARTICLE 1 — Consortium Purposes
A. The purpose of this Agreement is to establish the Yakima Consortium for Regional Public
Safety ( YAKCORPS) to provide public safety services for its' members, thereby benefiting them in
terms of efficiency, economy and /or improved coordination of data.
B. YAKCORPS shall serve as a liaison to develop and promote communication,
understanding and cooperation among the YAKCORPS members and participants on matters
common to the parties and /or affecting the-'public served by the participants in the Consortium
is and help ensure the coordination and sharing of integrated public safety information among
members and participants.
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C. YAKCORPS may provide technical and professional services to aid the administration •
and operations of member jurisdiction's and participants' regional, integrated public safety
systems in a manner that provides greater expertise, lower costs, improved services to its'
members / participants and /or better communications between its' members / participants.
Such services may include, but are not limited to, the acquisition, enhancement, replacement,
operations, maintenance and performance of regionalized public safety technology systems.
D. Further, YAKCORPS may provide technical and professional assistance on public safety
related subjects of mutual concern and interest to the members when requested to do so and
approved by a majority of the Executive Board.
ARTICLE 2 — Creation
YAKCORPS is hereby created as a consolidated public safety services consortium,
which is a public agency. The parties hereto each assign to such agency the responsibility for
public safety services to achieve the purposes provided in Article 1. Such agency shall be and
is hereby created as a separate legal entity as is authorized by RCW 39.34.030(3)b.
ARTICLE 3 — Definitions
A. As used in this Agreement, the following words and phrases shall have the following
meanings:
1. Consortium and YAKCORPS shall mean the entity that consists of and
represents the entire group of Members to this Agreement.
2. The "County" shall mean the administrative and governing body headed by the
Board of County Commissioners, and "Yakima County" shall mean the geographic
area over which the County Commissioners exercise jurisdiction.
3. "Lower Valley City /Town" shall mean any one of the following cities or towns:
Grandview, Granger, Harrah, Mabton, Wapato, Sunnyside, Toppenish or Zillah.
4. "Lower Valley Fire District" shall mean any one of the following fire districts: Lower
Valley - No.5 or Glade - No.7.
5. " Member(s)" and "Participating Member(s)" shall mean those governmental
agencies / jurisdictions within Yakima County represented by the signatories to this
Agreement and such other Yakima County governmental entities as may become
signatories or otherwise become members in the future; but excluding any
signatory agency who has since withdrawn from or w hose membership has been
terminated by the Consortium, per Articles 18 and- herein and who has not
subsequently re- joined the Consortium, per Article 18 herein.
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• 6. "Non- Member agency or Jurisdiction" shall mean any agency or jurisdiction that is
eligible to join the Consortium as a member, but is not a current member thereof.
7. "Participant' shall mean any /all Participating Agencies, as defined in #8 below, and
Participating Members, as defined in #5 above.
8. "Participating Agency" shall mean an agency(s) who participates in the utilization of
and /or payment for some or all portions of the public safety systems but who are
not members of the Consortium.
9. "Public Safety" shall include any or all of the following activities: 911 call taking;
dispatch of law enforcement, firefighting and /or ambulance _ services; law
enforcement; fire fighting; prosecuting attorneys; incarceration (e.g.: jail and
Department of Corrections); probation and the technology and other services that
support these functions.
10. "Public Safety Systems" shall mean, the Software and /or Hardware required to
support the County -wide Regional Public Safety Systems as identified in Article 12
herein and as may be included in the vendor contracts included as Addendums
hereto, or as such may be modified from time to time.
11. "Services" shall mean the performance of duties /activities, and /or the operation and
maintenance of software, hardware and other equipment utilized to enhance public
safety for the participating members.
12. "Upper Valley City/Town" shall mean any one of the following cities or towns:
Moxee, Naches, Selah, Tieton, Union Gap or Yakima.
13. "Upper Valley Fire District(s)" shall mean any one of the following fire districts:
Cowiche/Tieton - No.1 ; Selah - No.2; Naches - No.3; East Valley - No.4; Gleed -
No.6; Naches Heights - No.9; Fruitvale - No. 10; Broadway - No. 11; West Valley -
No. 12 or Nile /Cliffdell - No. 14.
ARTICLE 4 — General Membership
A. General membership in the Consortium shall be composed of all member agencies.
Representatives from all members are welcome to attend any meeting of the General
Membership, the Executive Board, the Operations Board, the Operating Committees and any /all
other meetings of the Consortium that may occur.
• B. Eligible Entities: All local, public safety related governmental agencies / jurisdictions
whose governing body is located within the geographic boundaries of Yakima County are
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eligible to become a Member of the Consortium, subject to proper authorization by that •
governing body, as evidenced by reference to the motion and vote in the minutes of said agency
/ jurisdiction and by the signature of the highest ranking official of said agency /jurisdiction on this
InterLocal Agreement or the then current InterLocal Agreement. Additionally, all requests for
membership after the effective date of this InterLocal Agreement will be subject to the eligibility
requirements noted above and as included in Article 18, herein, and to all additional criteria, if
any, as may be required by the Executive Board. Such additional criteria, if any, will be at the
sole discretion of the Executive Board and addressed on a case by case basis.
ARTICLE 5 — General Membership Board
A. The affairs of YAKCORPS shall be governed by a General Membership Board
composed of one representative from each participating member. Such representative shall be
the highest- ranking elected member of the jurisdiction or his /her designee, who shall be an
elected official. Each Board member shall have an equal vote and voice in all Board decisions.
B. The Functions of the General Membership Board shall be to:
1. Establish rules and policies for the General Membership Board's operation and
regulation of its affairs; including but not limited to, approval of amendments to this
Agreement as may be deemed necessary by the Board from time to time.
2. Monitor the performance of the Executive Board and take appropriate action when
deemed necessary by the Board.
C. The General Membership oard shall meet only as necessary, at least annual) and 40
P Y rY� Y
at the request of any member or Board Chairperson for discussion and review of any action, or
inaction, of the Executive Board.
All materials of regular and special meetings shall be prepared in packets and
distributed to all Board Members at least ten (10) days in advance of the meeting
date.
2. The minutes of each General Membership Board meeting shall be prepared and
distributed to each Board Member not more than fifteen (15) days after the date of
the meeting. A quorum shall consist of a majority of those present at a properly
noticed, scheduled meeting.
3. No action is deemed taken by the Board unless the matter was subject to a proper
motion, which was approved by a majority of the Board present at a properly
noticed meeting and recorded as such in the approved minutes of the meeting.
D. Unless otherwise agreed to by a majority of the Board, Robert's Revised Rules of Order
shall govern all procedural matters relating to the business of the General Membership Board.
All regular meetings shall include the following:
1. Approval of the minutes of the previous meeting
2. Reports from the Chairperson
3. Reports from the Executive Board
4. Reports from the Operations Board
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• 5. Reports of any member, as requested
6. Old Business
7. New Business
E. Members will serve without compensation, but are entitled to reimbursement for
necessary and reasonable expenses actually incurred in the performance of their duties as
members of the Board. Such expenditures must have been pre- authorized by the Executive
Board for reimbursement from the Consortium.
Members, officers and agents of the Board shall conduct themselves in a professional manner
and in accordance with Chapter 42.23 of the Revised Code of Washington, Code of Ethics for
Municipal Officers.
F. The General Membership Board shall maintain a written record of its proceedings that is
available for public inspection. The Board shall record in the record the "aye" and "nay" vote
count on all matters coming before the General Membership Board 'at any regular or special
meeting. All documents, records and accounts maintained by the Board -are subject to the
Public Records Act, RCW 42.56 et seq., relating to public inspection at all reasonable times.
ARTICLE 6 — Executive Board
A. The Executive Board shall have the full authority and power of the General Membership
Board to make decisions regarding the affairs of YAKCORPS -on a routine basis. Any member
of the General Membership Board may request a decision of the Executive Board to be
reviewed by the full General Membership Board; the General Membership Board, by a majority
vote of the Board, may overturn any decision of the Executive Board;
B. The Executive Board shall be chosen from the General Membership Board. The
Executive Board shall be composed of the following seven (7) member representatives, so long
as the agency / jurisdiction remains a member of the Consortium:
One County Commissioner from Yakima County
2. The Mayor of the City of Yakima
3. The Mayor of the largest populated Lower Valley City
4. One Mayor from an Upper Valley City (excluding City of Yakima)
5. One Mayor from a Lower Valley City (excluding the largest populated City)
6. One Commissioner from an upper valley Fire District
7. One Commissioner from a lower valley Fire District
Any Board Member may appoint a designee to act on their behalf. The designee shall be an
elected official from the.same jurisdiction(s) as the Board member he /she is representing.
• C. The Functions of the Executive Board shall include:
1. Adopt administrative policies for YAKCORPS;
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2.
Approve YAKCORPS annual budget, subject to the provisions of Article 12 of this
Agreement;
i. Review and authorize the total annual assessment amount(s) for inclusion in
the proposed budget and allocated among the members;
3.
Establish policies for expenditures of budgeted items for YAKCORPS;
4.
Approve or disapprove unbudgeted expenditures upon receiving recommendation
of the Operations Board;
5.
Resolve disputes that may arise between the members of the Operations Board
and any other issues not resolved by the Operations Board;
6.
Evaluate and determine the priority of public safety services the Consortium shall
offer to members, and determine the price and other terms and conditions for and
effects of providing such services, and advise all members of such;
7.
Authorize professional services to assist the Consortium in order to address
financial, legal or other technical matters necessary to carry out the functions of the
Consortium;
8.
Hire employees and /or contractors as necessary.
9.
Approve contracts between YAKCORPS and vendors, members, or other parties
for materials, services, and other business needs of YAKCORPS;
10.
Approve agreements with federal, state or local governmental agencies;
11.
Approve the acquisition of real or personal property, or any interest therein,
whether by purchase, lease, receipt by gifts, grants, or any /all other legal
conveyance;
12.
Ensure the General Membership Board is apprised of all proposed changes to
policies, significant operating practices and contracts for services, including
proposed changes to existing software and hardware;
13.
Provide recommendations to the governing bodies of participating members
regarding YAKCORPS business issues that may come before such bodies;
14. Provide annually, a report to the General Membership Board on the status of
YAKCORPS. Said report shall include, at a minimum, a detailed list of the current
years' revenues, expenditures; list of all assets and outstanding debt or other
liabilities as of December 31" of preceding year; status of all projects /programs
included in the current year's annual budget or carried over from a previous year's
budget, and any /all projects in progress; and status of all awarded grants and of all
grant applications /requests outstanding;
15. The Executive Board may also perform other duties and responsibilities as may be
authorized by the General Membership Board from time to time.
D. The General Membership Board, by a majority vote, may overturn any decision of the
Executive Board;
E. A quorum, or majority vote, of the Executive Board shall consist of a majority of the
voting members, or their designee, present at a properly noticed meeting; 0
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• F. A Chair and a Vice - Chair, and such other officers as the majority of, the Board may
authorize, shall be elected by a majority of the Executive Board, to serve as "an officer of the
Executive Board. The term of each office shall be 'one year;
1. The Board shall elect the Chair and Vice -Chair for the subsequent year no less
than thirty (30) days prior to the end'of the current officers' term of office.
2. The Chair elected by the Executive Board shall serve as the Chair of the General
Membership Board during his /her term of office.
G. The duties of the Executive Board Chair shall *be as follows;
Chair: The Chair shall oversee all administrative functions of the Board and shall
preside at all meetings of the Board. The Chair, or in the event of the
Chairperson's absence or disability, the Vice Chair, or in the event of the Vice -
Chairperson's absence or disability, the Temporary Chair, may sign and execute,
on behalf of the "Board ", lease agreements, contracts and other instruments
previously authorized by the Board, and generally shall perform all duties incident
to the office of Chair and such other duties as may from time-to time be assigned to
such office by the Board.
The Chair shall maintain a book of minutes of all meetings of the members,
recording therein the time and place of holding, whether regular or special, and, if
special, how authorized, the notice thereof given, and the proceedings thereat; see
that all notices are duly given in accordance with the provisions of this Agreement
or as may be amended from time to time, and as - required by law;' act as custodian
of the records; exhibit at all reasonable times to'any member, upon written request,
the minutes of the proceedings of the members of the Board; attest to the official
signatures of the other officers of the Board. All such records and minutes shall be
retained for as long as is required by Washington State records retention
requirements.
Signature of the Chair will not be sufficient to bind the Board unless said signature
is first authorized by and on behalf of said Board at a meeting held pursuant to
lawful notice with a quorum present.
At least ten (10) days prior to the end of their term of office, the Chair shall submit
written notice to the Consortium's Fiscal Agent of the names and effective dates of
the subsequent year's Chair and Vice - Chair, and any other officials who may hold
elected office on the Executive Board. The Fiscal Agent is not authorized to act
upon the authorization of the newly elected officials without such written notice nor
prior to the effective date of their term of office. Additionally, the Fiscal Agent is not
authorized to act upon the signature of the current year's elected officials after the_
end of their term.
2. Vice - Chair: At the request of the Chair or in the event of the Chair's absence or
disability, the Vice -Chair shall perform all duties -of the Chair, and when so acting .
shall have all the powers of, and be subject to all restraints upon the Chair. In
• addition, the Vice -Chair shall perform such other duties as may from time to time,
be assigned to that office by the Board or Chair.
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3. Temporary Chair: A Temporary Chairperson may be appointed by the Board, by a is
majority vote of the members present at a properly authorized and noticed meeting
of the Board, if both the Chair and the Vice -Chair are absent or otherwise unable
to perform their duties and responsibilities during their term of office.
H. The Executive Board shall meet regularly, but no less than quarterly. All materials of
regular and special meetings shall be prepared in packets and distributed to all Executive Board
members at least five (5) days in advance of the meeting date. Minutes shall be prepared of
each meeting and shall be approved at the next Board meeting. All such meeting notes shall be
distributed to any /all YAKCORP Member(s), upon such member's request or as soon as
available, whether approved by the Board or not. All meeting minutes shall be marked "Draft"
until approved by the Board;
I. The Chair, or his /her designee, may call for an executive session of the Board for
discussion of matters protected under RCW 42.30.110, executive sessions. Such sessions
shall comply with the criteria as set forth in the Statute;
J. The Chair shall establish an agenda for each meeting, which shall be distributed with the
packet of meeting materials, and shall oversee the preparation and distribution of meeting
materials and meeting notes;
K. No action will be deemed to have been taken by the Board unless the matter had been
subject to a proper motion, which was approved by a majority of the Board present at a properly
noticed meeting and recorded as such in the approved minutes of the meeting.
L. Unless otherwise agreed to by a majority of the Board, Robert's Revised Rules of Order
shall govern all procedural matters relating to the business of the Executive Board.
M. All regular meetings shall include the following:
1. Approval of the minutes of the previous meeting
2. Reports from the Chair
3. Reports from the Executive Board
4. Reports from the Operations Board
5. Reports of any member
6. Old Business
7. New Business
N. Members will serve without compensation, but are entitled to reimbursement for
necessary and reasonable expenses incurred on behalf of the Board if such expenses were pre -
authorized and approved for reimbursement by the Board. Board members shall not be
reimbursed for normal and customary expenses incurred in the performance of their duties as
members of the Board, such as mileage to and from Board meetings, cost of meals and the like.
Members, officers and agents of the Board shall conduct themselves in a professional manner
and in accordance with Chapter 42.23 of the Revised Code of Washington, Code of Ethics for
Municipal Officers. •
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O. The Executive Board shall maintain a written record of its proceedings that is available
for public inspection. The Executive Board shall record: in the record the "aye" and "nay" vote
count on all matters coming before the Executive Board at any regular or special meeting. All
documents, records and accounts maintained by the Board are subject to the Public Records
Act, RCW 42.56 et seq., relating to public inspection at all reasonable times.
ARTICLE 7 — Legal and Other Professional Assistance
The member agencies / jurisdictions may agree to furnish legal, financial or other
professional assistance. The Executive Board may contract with a participating members) for,
professional services.
ARTICLE 8 — Operations Board
A. The Operations Board shall have the authority and responsibility to govern. the., day-to-
day operations and activities of YAKCORPS, and to establish such operating practices and
procedures as are necessary to responsibly, efficiently, effectively and with proper care carry
out those operations and activities.
B. The Functions of the Operations Board shall be as follows:
1. Establish rules, policies, procedures, practices and /or guidelines for the operations
0 of the Operations Board and any Operating Committees;
2. Develop operating practices, procedures, guidelines and codification standards, or
customization requirements if needed, for the operation, maintenance of the public
safety software systems;
3. Establish priorities and timelines for the development, enhancement and/ or
replacement of YAKCORPS' public safety- hardware and software computer
systems and for the utilization and operation thereof;
4. Prepare YAKCORP's. annual operating . and capital budgets, with input and
assistance from the Operating Committees, and forward such to the Executive
Board for their review and approval;
5. Monitor expenditures throughout the year and ensure YAKCORPS operates within
the authorized budget levels; forward all recommendations for unbudgeted
expenditures and /or reallocation of budgeted funds to the Executive Board for
approval;
6. Resolve disputes regarding YAKCORPS business operations; or forward such to
the Executive. Board for resolution;
7. Any decision of the Operations Board may be over - turned by a majority vote of the
Executive Board;
C. The Operations Board shall be comprised of the following eleven (11) members:
1. Sheriff — Yakima County
2. Police Chief — City of Yakima
3. Police Chief — from an Upper Valley City/Town, excluding the City of Yakima
4. Police Chief — from a Lower Valley City/Town
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5. Fire Chief — City of Yakima
6. Fire Representative — Yakima County Fire District #5
7. Fire Representative — from an upper valley Fire District/Dept
8. Fire Representative - from a lower valley Fire District/Dept
9. Department of Corrections (DOC) — Yakima County Director
10. Prosecuting Attorney Representative —from Yakima County or the City of Yakima
11. 911 Director
D. Each Board member shall have an equal vote in all Board decisions.
E. Any Board member may designate a representative to attend meetings in that member's
place. While so designated, the representative shall assume all rights and responsibilities of a
full member. The designee must be from the same jurisdiction(s) as the Board member he /she
is representing.
F. The Board shall determine the time and place of its regular business meetings and shall
meet as frequently as the Board deems necessary, but shall meet no less than once per
calendar quarter.
G. A quorum shall consist of those members present at a properly noticed business
meeting. 0
H. The Operations Board shall elect a Chair and a Vice -Chair from its members, by a
majority vote of the Board. The Chair and Vice -Chair shall serve a one -year term. The Board
shall elect the Chair and Vice -Chair for the subsequent year no less than thirty (30) days prior
to the end of the current officers' regular term of office.
I. The Chair, and in the absence of or at the request of the Chair, the Vice - Chair, shall
have the following authority and responsibility:
1. To call special meetings of the Board, as appropriate;
2. To preside at regular and special meetings of the Board;
3. To appoint Operating Committees, as needed;
4. To meet with the Executive Board and attend their meetings and to keep that
Board apprised of the actions of the Operations Board and significant issues
facing, or likely to be facing, YAKCORPS and /or its members.
J. The Chair, or any two (2) Board members, may call a special meeting of the Board. All
special meetings shall require a minimum of seven (7) business days, and a maximum of forty
five (45) business days, advance notice to each Board member; such notice must be in writing
and the meeting purpose must be included is such notice.
K. At least ten (10) days prior to the end of their term of office, the Chair, or in his /her
absence the Vice - Chair, shall submit written notice to the Consortium's Fiscal Agent of the
names and effective dates of the subsequent year's Chair and Vice -Chair of the Operations
Board. The Fiscal Agent is not authorized to act upon the authorization of the newly elected
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• officials without such written notice nor prior to the effective date of their term of office.
Additionally, the Fiscal Agent is not authorized to act upon the signature of the current year's
elected officials after the end of their term.
L. Unless otherwise agreed to by a majority of the Board, Robert's Revised Rules of Order
shall govern all procedural matters relating to the business of the Operations Board.
M. All regular meetings shall include the following:
1. Approval of the minutes of the previous meeting
2. Reports from the Chairperson
3. Reports from Operating Committees
4. Reports from other Committees or any member, as requested
5. Old Business
6. New Business
N. All materials for regular meetings and minutes from the prior meeting shall 'be prepared
in packets and distributed to all Board members, and any /all members upon their request, at
least five (5) business days prior to the date of the next meeting.
O. No action is deemed to have been taken by the Operations Board unless the matter was
the subject of proper motion, which has been approved by a majority of those Board members
present at a properly noticed meeting, and as provided in the minutes.
P. Members will serve without compensation, but are entitled to reimbursement for
necessary and reasonable expenses incurred on behalf of the Board if such expenses were pre -
authorized and approved for reimbursement by the Board. Board` members shall not be
reimbursed for normal and customary expenses incurred in the performance of their duties as
members of the Board, such as mileage to and from Board meetings, cost of meals and the like.
Q. Members, officers and agents of the Board shall conduct themselves in a professional
manner and in accordance with Chapter 42.23 of the Revised Code of Washington, Code of
Ethics for Municipal Officers.
R. The Operations Board shall maintain a written record of its proceedings that is available
for public inspection. The Board shall record in the record the "aye" and "nay" vote count on all
matters coming before the Operations Board at any regular or special meeting. All documents,
records and accounts maintained -by the Board are subject to' the Public Records Act, RCW
42.56 et seq., relating to public inspection•at all reasonable times.
ARTICLE 9 — Operating Committees
A. The Operations Board shall establish the following standing seven (7) Committees to
conduct the day -to -day business of YAKCORPS:
• 1. Public Safety Dispatch / Mobile Data — Fire
2. Public Safety Dispatch / Mobile Data - Law
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3. Public Safety Records — Fire •
4. Public Safety Records - Law
5. Jails and Corrections
6. Prosecutors
7. Public Safety Technology
B. The Functions of the Operating Committees shall be as follows:
Responsibility for establishment of operating practices, procedures, and utilization
of the systems relative to the Committee's functional area of responsibility;
2. Establish Codification and other general operating standards by which the
system(s) will be designed and operated;
3. Coordinate and work jointly as needed, with the other Operating Committees to
ensure the best overall utilization of the system(s) while maintaining necessary
security features, accesses and data confidentiality;
4. Evaluate and provide recommendations to the Operations Board regarding system
changes, codification and /or customization proposals, as needed.
Recommendations to the Operations Board should be made jointly with other
Operating Committees, as applicable;
5. Provide user and technical updates and recommendations to the Operations Board
regarding system utilization and status and recommendations for system
enhancements, updates and /or replacements;
C. The members of the Consortium's Public Safety Technology Committee shall include, at
a minimum, the head of the Information Technology Departments for Yakima County and for
the City of Yakima, or their designees, and other subject matter experts whom they, or the
Operations Board, may assign at their discretion.
D. The Operations Board shall appoint members to all Operating Committees by majority
vote of the Board. Committee members shall consist of key operating and /or technical
personnel from the associated functional area of member agencies (i.e.: 911 /dispatch, mobile
data, law records, fire, prosecutors and jail).
E. All Operating Committees shall report to the Operations Board; Committees are advisory
only bodies to the Operations Board, unless specifically authorized by the Operations Board to
act in their behalf. The Public Safety Technology Committee shall also act as an advisory body
to the Executive Board.
F. Operating Committees shall meet as frequently as they deem necessary and shall
provide an update of their status and activities to the Operations Board at least quarterly.
G. To assist in conducting YAKCORPS business, the Operations Board may create
additional standing and /or Ad -hoc Committees, as may be deemed necessary from time to time,
by a majority vote of the Board. Such additional Committees may be created for a specified
period of time, for a specified purpose, or may serve indefinitely at the pleasure of the .
Operations Board.
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• H. Each Operating Committee shall elect a Chairman from their Committee membership, by
majority vote of the Committee.
I. Any disagreements within and /or between the Operating, 'Committees that are not
satisfactorily resolved by the Committee members will be forwarded to the Operations Board for
resolution. In the event that the Operations Board is unable to reach a satisfactory resolution
the matter will be forwarded to the Executive Board for review and final determination. .
ARTICLE 10 — Consortium Resources and Expenditures
A. Funding sources for the-operation of the Consortium . shall include the following:
Revenue derived from the Annual Assessment to member agencies. Such
assessment shall be calculated by applying the he current year's approved annual
budget, amount :to the agreed upon cost allocation methodology, as described in
Attachment "B ", attached: and incorporated hereto by, reference, or as may be
amended by the General Membership, Board from time to time;
2. Revenue derived from fees or charges to Members for additional services over and
above those included in the Annual Assessment, as defined in Section A.1., above,
, whether contracted or otherwise, if any. Any such special service provided by the
Consortium would be at the request of the individual member and must be pre -
authorized by the Executive Board.
3. Revenue derived from fees or charges for services to non - Member public safety
agencies, whether contracted or otherwise, if any;
4. Revenue derived from grants, donations or other gifts, ,if any;
5. Proceeds derived from loans or other borrowings, if any;
6. Other legally authorized revenues as may be approved by the Executive Board
from time to time.
B. Expenditures of the Consortium shall be limited to the following:
1. Expenditures for purchase of, reimbursement for and /or payments for materials,
supplies, software and related licenses, hardware and related licenses, equipment,
professional and administrative services, repair and /or maintenance contracts on
Consortium assets, contracts for operation and maintenance support of vendor
software /hardware, preparation and distribution of meeting materials, publication of
meeting notices and related costs, and other reasonable or incidental costs related
to the business, operations and professional stewardship of the Consortium.
2. Other expenditures as may be authorized by a majority vote rof the Executive
Board from time to time.
C. All revenues and expenditures of the Consortium shall require proper'authorization prior
to accepting revenue, incurring a liability, or paying for an expenditure, as follows:
1. The Chair of the Executive Board is authorized to approve acceptance of funding
from grants, donations, loans, member assessments, contract payments or any
and all other funding sources if such revenue has previously been authorized by
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the Executive Board or if the Board approves, by majority vote of the members •
present at a properly notice meeting, the acceptance of such revenue /funding. If
such revenue is included in the annual budget, it is deemed authorized by the
Executive Board.
2. The Chair of the Operations Board is authorized to approve payments for
equipment, software, materials, professional services, contract payments and the
like that have been pre- authorized by the Executive Board and included in the
approved budget.
3. All proposed purchases, expenditures and contracts not pre- authorized by the
Executive Board or not included in the approved budget must be submitted to the
Executive Board for approval prior to incurring any obligation for the purchase,
expenditure or contract. Such approval will be evidenced by a majority vote of the
Board members present at the meeting where the vote took place.
Before a vote may be taken to authorize unbudgeted and /or unauthorized work or
contracts, written notice must be given to all members of the General Membership
Board, the Executive Board and the Operations Board that such a vote will be
taken at the next meeting of the Executive Board. Such notice must be given at
least ten (10) days prior to the meeting at which the vote will be taken.
Pre - authorization of Expenditure Exception: in the event of an emergency, the
Chair of the Operations Board and the Service Provider Director are authorized to
take steps necessary to prevent system failure or repair system functionality
without prior expenditure authorization, as defined and authorized in Article 11
herein. 0
D. The financial operation of the Consortium shall be subject to all applicable Federal and
State statutes and other regulatory bodies governing legal, financial, accounting, budgeting,
auditing and financial statement / reporting requirements.
ARTICLE 11— Fiscal Agency
A. The City of Yakima shall act as the fiscal agent for YAKCORPS. All YAKCORPS funds
shall be deposited with and disbursed by the Yakima City Treasurer's office, pursuant to
vouchers approved by (1) the Chair of the Executive Board or authorized designee, or (2) the
Chair of the Operations Board, or authorized designee, if such expenditure is authorized within
the approved budget, or by (3) the Consortium's Technology Services Provider, for expenditures
less than $7,500, if such expenditure is authorized within the approved budget and if the Service
Provider is also an employee of a Consortium Member.
B. Emergency Situations: However, not withstanding the above, in the case of an
emergency, the Service Provider Director and /or the Chair of the Operations Board is /are
authorized to purchase materials, equipment and professional services for the purpose of (1)
preventing an imminent system failure that would cause an emergency situation for one or more
members of the Consortium, or (2) restoring the public safety systems to an operational status
during an emergency situation. The Consortium will be fully liable for the actions and purchases
of the Service Provider Director and the Operations Board Chair during an emergency situation.
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1. For the purposes of this Interlocal Agreement, a system emergency shall mean an
actual or imminent failure of the Consortium's system the nature of which could
jeopardize the security or confidentiality of system information and /or cause critical
elements of the Consortium's system to stop functioning properly and thereby
jeopardize the safety and security of citizens, public safety employees or their
property.
2. It is intended that the Consortium's systems shall include those systems owned
and operated by, or on behalf of, the Consortium, including software and server
hardware and as defined in Article 15, herein. It is further intended that the
Consortium's systems do not include systems, services and /or hardware that may
be necessary for the proper operation of the Consortium systems, but are not
owned / operated by the Consortium; such as the communications network,
jurisdictions' individual workstations and the like.
ARTICLE1 2 — Annual Budget
Under the.direction of the Operations Board, an annual budget shall be prepared and presented
to the Executive Board and to the General Membership Board. The Consortium's fiscal year
shall be the calendar year, and shall end on December 31s' of each, year. An annual budget
shall be prepared for each fiscal year and shall include:
1. Revenues - A detailed list of projected revenue from each revenue source,
including: recommended assesstnents'of each member agency, a detailed list of
each budgeted contract for service from the Consortium and related revenues; a
detailed list of each budgeted contract for services to the Consortium; a detailed list
of individual budgeted grants, donations and any /all other revenue sources;
The annual assessment may include: (1) annual vendor software operation and
maintenance support costs, (2) authorized technology service provider costs, (3)
authorized system hardware replacement costs, and (4) other costs that may be
authorized by the Executive Board from time to time.
2. Expenditures - A detailed list of all anticipated expenditures; including; planned
software and /or hardware purchases or replacements; 3rd Party (vendor) Support
Service Costs; Internal Consortium support costs; Supplies; and detailed list of
any /all other expenditures greater than $5,000; other items less than $5,000 may
be aggregated so long as the sum of all aggregated amounts does not exceed
$10,000.
3. The proposed budget shall also include the work plan for the budget year,
including: an explanation. of planned .1 projected and budgeted expenditures;
replacement cycles for major hardware devices and software, if applicable;
changes in costs of vendor maintenance agreements; new, or modifications to,
existing external service agreements; overview of Consortium provided service
agreements and details of any significant planned changes in the operations of the
Consortium's public safety systems and /or operations.
4. Any and all other data or information that the Operations Board believes may be of
significant interest or benefit to the General Membership Board or the Executive
• Board in their review and consideration of the annual budget recommendation.
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B. May 31St Deadline: The Operations Board will present their proposed annual budget to the •
Executive Board no later than May 31 st of each year for the subsequent calendar year.
C. June 30th Deadline: The Executive Board shall forward the proposed budget and related
work plan, including their proposed adjustments or modifications thereto, if any, to each member
of the General Membership Board for their review no later than June 30tH
D. July 31St Deadline: Each member jurisdiction shall submit, in writing, any objections,
concerns and /or change requests regarding the proposed budget, if any, to the Executive Board
no later than July 31st.
The governing body of any member jurisdiction may request a special meeting of
the Executive Board to further discuss and /or refine the proposed budget. Such
request shall be in writing and submitted to the Chairman of the Executive Board,
no later than July 31 st.
E. August 31St Deadline: The Executive Board shall address concerns or objections
submitted by member agencies, if any, and shall hold a special meeting to discuss the budget,
as they deem appropriate or if requested in writing by a member agency. If a special meeting is
to be held, the Chairman of the Executive Board shall schedule, and provide proper notice of
such special meeting, which shall be held no later than August 31st
F. If the Executive Board receives no written notice of objection to or request for a meeting
regarding the proposed annual budget by July 31st, the Executive Board may assume that the
governing bodies of the member jurisdictions do not object to the proposed revenue and
expenditure budget or to the related work plan.
G. September 15th Deadline: The Executive Board shall approve the annual budget for a
given year no later than September 15th of the year prior to the budget year.
H. Once authorized by the Executive Board, and within five (5) days of such authorization,
the budget shall be submitted to the governing body of each Consortium member and to the
Chairman of the General Membership and Operations Boards and to the Chairman of each
Operating Committee. The chairman of each Board / Committee shall distribute a copy of the
budget to each member of his /her Board /Committee.
I. If agreement between a member agency and the Executive Board regarding the
subsequent year's annual budget is not reached, the member agency may choose to terminate
their participation in the Consortium by stating so in writing. Such notice of termination shall be
provided in writing, signed by the highest elected official of the member agency, and submitted
to the Chairman of the Executive Board within ten (10) business days of receipt of the Executive
Board's approved annual budget.
Not withstanding the above, termination by a member agency shall not relieve that member, or
any other member, of responsibility for meeting financial and other obligations outstanding at
the time of termination.
J. Once the annual budget is approved by the Executive Board, the member assessments
included in the approved budget shall become a legally binding debt of each member agency,
owing to the Consortium. •
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• K. Each member agency shall pay their annual assessment to the `Consortium's Fiscal
Agent in equal quarterly installments. Payments are to be made on or before March 1St, June
1 st, September 1 st and December 1 st of each year for that year's assessment.
ARTICLE 13 — Insurance
______jYAKCORPS shall obtain and maintain liability insurance and replacement val
insurance covering all equipment owned by YAKCORPS. The insurance carriers, level
coverage, deductible and other significant coverage issues shall be as approved by the major
of the Executive Board. Each Board member shall be named as additional insureds on t
liability coverage. YAKCORPS shall additionally obtain and maintain other insurance policies
may be required by applicable law or majority vote of the Executive Board.
ARTICLE 14 — Consortium's Authodty
A. YAKCORPS may enter into contracts or agreements with governmental agencies,
vendors, contractors, consultants or other third party entities and with member agencies as
deemed necessary and approved by the Executive Board to carry out the purposes and
functions of the Consortium; including, but not limited to, providing technical services,
administration, planning, support and /or conducting studies of problems of mutual concern.
B. The Consortium may receive grants and gifts in furtherance of its programs and
business purpose;
!�
C. The Chairman of the Operations Board is authorized to execute contracts and other
agreements with third - parties and member agencies; however, all such contracts and
agreements must first be approved by the Executive Board at a scheduled meeting and
included in the approved budget.
D. YAKCORPS shall have authority to acquire (by purchase, lease or otherwise) own,
operate (directly or by contract), maintain, equip, reequip, and repair real and personal assets
necessary to carry out the business of the Consortium.
E. YAKCORPS shall have the same legal rights and authority as each individual member to
enforce the financial, legal and other obligations of the members to the Consortium, including,
but not limited to, the right to pursue all legal avenues for the payment of annual assessments
and other amounts owing to the Consortium by a member and to collect from that member all
legal and other expenses the Consortium incurred in the collection. thereof.
ARTICLE 15 — Integrated Public Safety Systems Project (IPSS)
A. For purposes of defining the scope of work and the related costs to be included in the
Regional Integrated Public Safety Systems Implementation Project, the members acknowledge
and agree the scope and funding shall include the following: (1) vendor's computer software and
related costs as listed in a purchase agreement(s) between the Consortium and said'vendor as
may exist today or as may be executed by the Consortium during implementation; including the
contingent purchase agreement with Spillman Technology Inc. dated December 22, 2009 to
which the Consortium shall become the Customer to that agreement upon execution of this
•. Interl-ocal Agreement, (2) the software, hardware, services, tasks and the related,
implementation costs included in Attachment A of this Agreement, (3) conversion of member's
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existing systems to the new public safety systems, such work and costs shall include that •
necessary to write interfaces to existing systems, to upgrade agency specific hardware to be
compatible with vendor systems, and, as may be authorized by the Operations Board during
implementation, the costs to convert member's existing data, (4) the server and other related
hardware, if any, necessary to run and operate the software systems for the Consortium as a
whole, (5) cost of a project manager to coordinate and oversee the implementation of the
systems for all members, and (6) other incidental and customary costs that may arise during the
implementation of the systems, if authorized by the Executive Board.
ARTICLE 16 — Technology Services Provider
A. The Consortium shall contract with a Service Provider for software and hardware
maintenance and operations support for the public safety systems implemented as part of the
Integrated Public Safety Systems Project (IPSS), as described in Article 15 herein. These
services shall include: vendor network administration; database administration; operation and
maintenance of system server(s); acting as technology expert on behalf of the members and as
the primary point of contact between the member agencies and the vendor's support personnel
to address system -wide questions and resolve problems; provide user training, as needed;
coordinate implementation of vendor software updates; and other functions that may be deemed
appropriate by the Executive Board from time to time.
B. The Consortium's Technology Services Provider will not be responsible for the operation
or maintenance of member's workstation hardware, mobile units, or any public safety
software /hardware other than that included in Article 15 herein, if any. 0
C. The members agree and authorize the Yakima County Information Technology
Department to function as the Technology Services Provider immediately upon implementation
of the new public safety systems, as defined in Article 15, herein. Members further authorize the
Executive Board to change the Technology Service Provider and /or the services provided by the
Technology Services Provider as they deem appropriate, from time to time.
D. In the event that the Executive Board authorizes another party to perform the tasks of
the Technology Services Provider for the Consortium, the governing body of Yakima County
and Yakima County's Information Technology Department agree to fully cooperate with the
Executive and Operations Boards and the newly authorized Services Provider in transitioning
their duties and responsibilities to the new Service Provider, including but not limited to, the
physical transfer of the Consortium's servers and other hardware and software to a new
location, if so requested by the Executive Board and to, in good faith, provide the technical
expertise to assist in the transfer as may be needed to ensure a safe, secure and smooth
transition and as may be requested by the Executive Board.
E. All reasonable and customary expenses incurred by the Consortium, the existing Service
Provider and the new Service Provider to accomplish the safe and secure transfer of the
Consortium's software and hardware and the technical expertise to operate the software and
hardware to the new Service Provider shall be paid by the Consortium, unless otherwise agreed
to by the parties. All expenses incurred by the existing or new Service Provider must be pre -
approved by the Executive Board or reimbursement may be denied. •
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0 ARTICLE 17 — Member Responsibilities'
A. The governing body of each member agency acknowledges and agrees that, upon
execution of this Agreement, YAKCORPS shall step into the position of "Customer" as defined
in the Contingent Purchase Agreement dated December 22, 2009 between Yakima County, the
Customer, and Spillman Technologies, Inc. Additionally, YAKCORPS shall be responsible to
fulfill all obligations of the "Customer ",as required in stated Contingent Purchase Agreement.
B. The governing body of each member agency /jurisdiction:
1. Acknowledges awareness and acceptance of the Request for Proposal (RFP)
#10809 -P, dated March 19, 2008, and included herein by reference, for county-
wide public safety computer systems;
2. Acknowledges acceptance of responsibility for the purchase and implementation
costs of said public safety .systems, as stated in "Attachment A";J including the
funding sources noted therein, and for additional costs or over -runs that may occur
during such implementation, if any;
3.
Agrees to abide by the requirements, terms and conditions of any /all Federal grant
funding accepted by YAKCORPS' Executive Board;
4.
Agrees to abide by the requirements, terms and conditions of all grants or other
agency's whose funding is accepted by YAKCORPS' Executive, Board;
5.
Agrees that a full year's assessment shall be owed and payable by each agency
for each full or partial year that the agency is a member of the Consortium, unless
otherwise agreed to by majority vote of the General Membership,'.'
6.
Agrees that no member or participating agency, shall be. entitled to a refund, in
whole or in part, of any annual assessment the member or participating agency
may have paid to the Consortium for replacement funding of existing. equipment or
for any other purpose. .
7.
Agrees to comply with all current and future Federal and State Public Safety
Technology requirements in all manners that have, or could reasonably be
expected to have, an impact on the public safety systems governed by the
Consortium.
8.
Agrees to pay the full amount of any and all financial obligations assessed upon
member as a condition(s) of withdrawal from the Consortium, the termination of
their membership, or expulsion from the Consortium as provided in Articles 18, 2
and 21 herein. Additionally, the governing body of the member agency /
jurisdiction agrees to pay all reasonable and customary costs incurred by the
consortium, if any, in an effort to enforce such payment by the member.
9.
Agrees to abide by all the terms and conditions of this Agreement;
C. The governing body of each member agency is responsible to ensure that all
requirements of the Consortium are carried out as intended and agreed to herein and as` are
authorized from time to time by. the General Membership Board, the Executive Board and the
Operations Board, including, but not limited to the following:
1. All properly authorized and approved annual Member Assessments shall be paid to
• the Consortium's Fiscal Agent by the due date;
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2. Members acknowledge that data contained within the public safety systems
operated and maintained by the Consortium is confidential, and members shall
ensure that physical, electronic and procedural safeguards and controls are
implemented and maintained within the member agency, and between member
agencies, to ensure that all confidential information is secure and to prevent
unauthorized access to or use of such information by unauthorized individuals;
3. If a member has reason to believe that any confidential information has or may
become known by unauthorized persons, whether or not employed by that member
agency, the member shall immediately notify the Chairs of the Executive Board
and the Operations Board.
4. Members agree to utilize all systems operated and maintained by the Consortium
only in the manner intended. Further, all members agree to follow and utilize only
the codification standards as established and approved by the Operations Board,
including, but not limited to, the codes established within the system(s) to identify
each individual member agency, each type of criminal offense, type of booking in
the jails, type of arraignment, and the like.
ARTICLE 18 — Duration of Agreement
A. The initial term of this Agreement is for a period of five (5) years from the date hereof
and thereafter is automatically extended for consecutive three (3) year periods. Any party
seeking modifications to the Agreement shall provide written notice of such to the Chairman of
the Executive Board by June 1St of the year prior to the end of the then current extension period.
Notice in writing is required and time is of the essence in giving notice.
B. Within 30 days of receipt of a written notice of a modification request by a member
agency, the Executive Board shall notify all members of the General Membership Board and
shall schedule a meeting of the Executive Board to discuss the requested modifications to the
Agreement.
C. All member agencies shall work in good faith to agree to retain the existing Agreement
or execute a new or revised Interl-ocal Agreement prior to the last effective date of the current
extension period,.
D. If a majority of the governing body's do not approve a new or revised Agreement by the
end of the current extension period, the existing Agreement will become effective for another
three (3) year period, unless subsequently modified by a majority vote of the governing body's
of the member jurisdictions.
E. If a majority of the governing body's of the member jurisdictions adopt a new or revised
Agreement it shall become effective 30 days after the date such majority approval was attained,
or on the effective date stated therein, whichever comes later.
The member jurisdictions whose governing body's do not adopt the new or revised Agreement
by its' effective date shall continue participation in the Consortium until the existing Agreement
expires, at which time their membership in and the benefits of the Consortium shall terminate.
•
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F. Termination of membership from the Consortium does not eliminate the member
jurisdiction's previous legal or financial responsibilities to YAKCORPS.
G. Should the governing body of a non - member agency / jurisdiction request to join, or
rejoin, the Consortium, whether or not such non - member agency was previously a member of
the Consortium, all of the following criteria must be met: (1) -the governing body of the
requesting agency / jurisdiction must approve the InterLocal Agreement in effect at that time; (2)
the majority of the General Membership Board must approve the membership request, and (3)
the requesting agency / jurisdiction must accept the terms and conditions, if any, for joining the
Consortium as may be required by the: Executive Board. Such terms and conditions may
include, but are not limited to, a "buy -in" amount to be paid by the agency to cover the agency's
proportionate share of Consortium's assets and /or liabilities or to cover any costs /expenses
incurred by the Consortium on the agency /Jurisdiction's behalf caused by such. agency /
jurisdictions previous termination, expulsion, or other withdrawal from the Consortium. The
Executive Board will determine such terms and conditions, if any, at their discretion and on a
case by case basis.
ARTICLE 19 — Dispute Resolution
A. Any controversy or dispute between the parties regarding the application or interpretation
of this Agreement is subject to resolution by the following procedures:
1. Initial review by the Executive Board to facilitate prompt resolution through
46 agreement.
2. If the initial review does not achieve resolution, the Executive Board Chair shall
appoint a committee with members from the Executive Board and the General
Membership Board with authority to facilitate resolution through 'agreement.
3. If the matter is not resolved through the work of the committee, the committee will
make a report to the Executive � Board and the Executive Board shall refer the
matter to the General Membership -Board for final resolution, by a majority vote of
the Board.
ARTICLE 20 —.Member Withdrawal from Consortium
A. In addition to termination of a member as provided for in Article 18, a member agency
and /or jurisdiction may withdraw from the Consortium by providing notice of intent to the
Executive Board no later than September 15th of any given year to be-effective on January 1St
of the subsequent year. Such notice must be in writing and time is of the essence in giving
notice. =
B. Upon proper written notice of intent to withdraw from the Consortium by a member, the
Executive Board shall determine the conditions under which the Member may withdraw,
including, but not limited to: (1) assessment of outstanding payments, if any, due from the
Member to the Consortium, (2) assessment of assets or liabilities, if any, due to /from the
Member from /to the Consortium. Such conditions shall be communicated in writing to the
governing body of the member agency / jurisdiction within sixty (60) days of receipt of members
notice to withdraw.
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C. Members agree that they are not entitled to, nor will they receive any refund or
reimbursement of costs for any amounts the member may have paid into the Consortium for: (1)
proration of annual assessment costs /payments; (2) funds paid into a reserve or dedicated
account for the purpose of replacing hardware in the future. The member will not, however, be
responsible for any future payments towards the hardware replacement fund, unless such
expenditure related to a long -term contract or bond that was previously authorized by the
Consortium and the authorization for the that liability specifically stated that all members at that
time would be responsible for their proportionate share of that liability until it is paid in full.
ARTICLE 21 — Default
A. Any of the events shall constitute a "default" by the offending member(s) under this
Agreement:
1. Member fails to pay the Fiscal Agent all, or any part thereof, of a properly
authorized and approved assessment when due, and such failure has not been
corrected within ten (10) business days after written notification has been given to
the governing body of the member agency;
2. Member improperly utilizes and /or maintains the system(s) coding structure as
approved by the Executive Board and /or the Operations Board;
3. Member's use of information maintained within the system(s) operated and
maintained by YAKCORPS in an illegal or unethical manner;
4. Member's failure to ensure that physical, electronic and procedural safeguards and
controls are implemented and maintained within the members' agency(s), and
between member agencies sufficient to safeguard confidential information and to
prevent access by unauthorized individuals;
5. Member's failure to utilize all systems operated and maintained by the Consortium
only in the manner intended or member's failure to follow and utilize only the
codification standards as established and approved by the Operations Board;
6. Failure to maintain compliance with all Federal and State Public Safety technology
requirements in all manners that have, or could reasonably be expected to have,
an impact on the public safety systems governed by the Consortium; including, but
not limited to: federal Criminal Justice Information Systems (CJIS) and Washington
Criminal Information Center WACIC).
7. Member's failure to perform any other obligation set forth in this Agreement if such
failure has not been corrected within thirty (30) days after YAKCORPS has given
written notice of such failure to the governing body of the member agency;
B. The Executive Board shall review the circumstances of any default and determine by
majority vote the appropriate action(s) to be taken in response to the default, which may
include any one or more of the following:
1. Technical and /or professional assistance to facilitate resolution of the underlying
problems causing the default;
2. Restrictions on participation in the Consortium for a specific period of time
preceding resolution; and /or
3. Expulsion from the Consortium.
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•
•
•
•
1
ARTICLE 22 — Dissolution of Consortium
A. Dissolution of the consortium shall take place through either one of the following two
procedures:
The Executive Board shall formulate and approve, by a majority vote -of its'
members, .a recommendation for dissolution and forwards it to the General
Membership Board and to the governing bodies', of all member agencies /
jurisdictions. No less than sixty (60) days and no more than-one hundred and
eighty (180) days after such recommendation is forwarded to the governing bodies
of all member agencies / jurisdictions, the General Membership Board shall
approve, by a two - thirds majority vote of the then current members, the
recommendation of dissolution.
2. The General Membership Board shall formulate a recommendation for dissolution
and forwards it to the governing bodies' of all member agencies / jurisdictions. No
less than sixty (60) days and no more than one hundred and eighty (180) days
after such recommendation is forwarded to the governing bodies of all member
agencies / jurisdictions, the General Membership Board approves, by a two- thirds
majority vote of the then current members, the recommendation of dissolution.
B. Dissolution shall not take effect until the Executive Board has completed the wrap up of
the Consortium's duties and obligations, set forth in a final report and submitted to the General
Membership Board and to the governing bodies of all member agencies / jurisdictions. The
wrap up shall include resolution of any outstanding liabilities, disposition of assets, final
accounting and resolution of all legal, financial and regulatory requirements.
C. Disposition of property and assets shall take place as follows:
Actual identifiable personal property contributed in total by one member for the
benefit of the Consortium shall be returned to the member agency / jurisdictions
that contributed it.
New personal property /real property purchased in the name of YAKCORPS shal
be partitioned on an equitable basis to the current members based upon a pro
I share of contributions from the current members as determined in the
current, or last utilized if no current calculation exists, annual cost allocatior
calculation. A member shall have the option of purchasing any real /persona
property from YAKCORPS in the event of dissolution of the Consortium, b)
approval of the Executive Board, at its current fair market value. The ExecutivE
Board shall use their best judgment to determine the current fair market value o
personal property. In the event that real property is not sold to a member - entity
the parties agree that the subject property(s) shall be sold for their current fair
market value; in either case, the Executive Board shall determine the fair -marke
Value of real property from the Yakima County Assessor's Office, and /or ar
_ r
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3. Any remaining funds or assets after payment of all debts and liabilities shall be
returned to each current member based upon the members' __proportionate share
of the consortiums' most current annual cost allocations.
ARTICLE 23 — Indemnification
A. Each member shall have responsibility for and assume the risk of liability for its own
wrongful and /or negligent acts or omissions, or those of its elected officials, officers, agents,
employees or volunteers to the extent that liability exists, and agrees to defend, indemnify and
hold harmless the other members from any such liability.
ARTICLE 24 — Non - Discrimination
A. The parties shall not discriminate in violation of any applicable federal, state and /or local
law or regulation on the basis of age, sex, race, creed, religion, color, national origin, marital
status, disability, honorably discharged veteran or military status, pregnancy, sexual orientation
and any other classification protected under federal, state or local law. This provision shall
include but not be limited to the following: employment, upgrading, demotion, transfer,
recruitment, advertising, layoff, or termination, rates of pay or other forms of compensation,
selection for training and the provision of services under this Agreement.
ARTICLE 25 — The Americans with Disabilities Act 0
A. The parties shall comply with the Americans with Disabilities Act of 1990, 42 U.S.C. §
12101 et seq. (ADA) and its implementing regulations and Washington State's anti-
discrimination law as contained in RCW Chapter 49.60 and its implementing regulations with
regard to the activities and services provided pursuant to this Agreement. The ADA provides
comprehensive civil rights to individuals with disabilities in the area of employment, public
accommodations, public transportation, state and local government services and
telecommunications.
ARTICLE 26 — No Conflict of Interest
A. The members covenant that neither they nor their employees have any interest and shall
not hereafter acquire any interest, direct or indirect, which would conflict in any manner or
degree with the performance of this Agreement. The parties further covenant they will not hire
anyone or any entity having such a conflict of interest during the performance of this Agreement.
ARTICLE 27— Severability
A. If any part, paragraph, section or provision of this Agreement is adjudged to be invalid by
any court of competent jurisdiction; such adjudication shall not affect the validity of any
remaining section, part or provision of this Agreement.
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0 ARTICLE 28 — Execution
A. This Agreement or Amendments hereto, shall be executed on behalf of each member
pursuant to an appropriate Motion, Resolution or Ordinance of the governing body of each
member. This Agreement or any Amendment thereto, shall be deemed adopted upon the date
the governing body of the last member agency authorized the appropriate Motion, Resolution or
Ordinance.
B. This Agreement may be executed in two or more counterparts, and each such
counterpart shall be deemed to be an original instrument. All such counterparts together will
constitute one and the same Agreement.
ARTICLE 29 —.Hold Harmless
A. The parties to the Agreement shall defend, indemnify and save one another harmless
from any and all claims arising out of the performance of this Agreement, except to the extent
that the harm complained of arises from the sole negligence of one of the participating
members. Any loss or liability resulting from the negligent acts errors or omissions of the
General Membership Board, the Executive Board, the Operations Board or the Operating
Committees, while acting within the scope of their authority under this Agreement, shall be
borne by YAKCORPS exclusively.
0. ARTICLE 30 — Amendments
A. This Agreement is subject to amendment, modification or replacement by the majority of
the General Membership Board. Amendments to this Agreement shall require a two - thirds
majority vote of the members present at any regular or special meeting of the General
Membership.. on an amendment, modification or replacement of this Agreement shall be
forwarded to the General Membership Board and /or the Executive Board, as applicable, a
minimum of ten (10) days prior to a scheduled meeting at which a vote on such amendment,
modification or replacement is to take place.
B. Within ten (10) business days of approval by the General Membership Board, the Chair
of the Executive Board shall forward the recommended amendment, modification or
replacement to this Agreement to the governing body of each member jurisdiction for review
and approval.
C. Each member jurisdiction shall bring all recommended amendments, modifications or a
replacement to the Agreement before its' governing body within forty -five (45) days of receipt of
such from the Executive Board. Approval by at least two- thirds of the legislative bodies of
member jurisdictions is required to authorize any amendment, modification or replacement to
this Agreement.
ARTICLE 31 — Entire Agreement
A. This document, including the Addendums attached hereto, encompasses the entire
Agreement of the members. No understanding or amendment, addendum or addition to this
agreement shall be effective unless made in writing and approved by a majority vote at a
properly scheduled and noticed meeting of the Executive Board.
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ARTICLE 32 — Signatures I*
A. Each party to this Agreement shall sign a signature page in a form required by law to
constitute valid execution. Each signature page shall be titled "Yakima Consortium for
Regional Public Safety's InterLocal AGREEMENT SIGNATURE PAGE" FOR (NAME OF
ENTITY) ".
ARTICLE 33 — Filing of Agreement
Upon execution hereof, this Agreement shall be filed with the City Clerks of the
respective participating members, the __Y_a_ k_ ima_ County Auditor, and such other governmental
agencies as may be provided by law.
1
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Last printed 5/21/2010 3:36:00 PM
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Yakima Consortium for Regional Public Safety (YAKCORPS)
INTERLOCAL AGREEMENT SIGNATURE PAGE FOR
(Listed in Alphabetical Order)
Member Agency
Cities:
City of Grandview
Town of Granger
Town of Harrah
City of Mabton
City of Moxee
Town of Naches
City of Selah
City of Sunnyside
City of Tieton
City of Toppenish
City of Union Gap
City of Wapato
City of Yakima
City of Zillah
County:
County of Yakima
Fire Districts:
Fire District No. 1, Cowiche/Tieton
Fire District No. 2, Selah
Fire District No. 3, Naches
Fire District No. 4, East Valley
Fire District No. 5, Lower Valley
Fire District No. 6, Gleed
Fire District No. 7, Glade
Fire District No. 9, Naches Heights
Fire District No. 10, Fruitvale
Fire District No. 11, Broadway
Fire District No. 12, West Valley
Fire District No. 14, Nile /Cliffdell
Last printed 5/21/2010 3:43:00 PM
Name Authorized Party Authorized Signature Date