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File #: 14-0418    Version: 1
Type: Agenda Item Status: Approved
File created: 3/13/2014 In control: Board of Supervisors
On agenda: 3/25/2014 Final action: 3/25/2014
Title: Probation Department recommending the Board approve and authorize the Chief Probation Officer to sign: 1) The Fourth Amendment to the perpetual Memorandum of Understanding with Sacramento County’s Central Region Node Consortium to add the El Dorado County Probation Department for joint agency use of Sacramento County owned Coplink information sharing system; and 2) The perpetual Memorandum of Understanding for Cost Sharing for the Central Region Node Consortium for the use of the Coplink information sharing system for a one-time cost of $21,000, and an annual maintenance cost of $7,394 per year, for a two-year cost of $14,788. Current Homeland Security Grants have sufficient funds available to pay for the one-time cost of the Records Management System and first two years' maintenance costs. Future maintenance costs are anticipated to be paid for with future Homeland Security Grants. FUNDING: Fiscal Year 2011, 2012, and 2013 Homeland Security Grant funds - State funding.
Attachments: 1. A - Coplink MOU 378-M1310 Blue Route 3-25-14, 2. B - CopLink 4th Amdt MOU 3-25-14, 3. C - Coplink Cost Sharing Agreement 3-25-14, 4. D - Agencies Costing Sheet 3-25-14
Related files: 14-0087, 19-0647
Title
Probation Department recommending the Board approve and authorize the Chief Probation Officer to sign:
1) The Fourth Amendment to the perpetual Memorandum of Understanding with Sacramento County's Central Region Node Consortium to add the El Dorado County Probation Department for joint agency use of Sacramento County owned Coplink information sharing system; and
2) The perpetual Memorandum of Understanding for Cost Sharing for the Central Region Node Consortium for the use of the Coplink information sharing system for a one-time cost of $21,000, and an annual maintenance cost of $7,394 per year, for a two-year cost of $14,788.  Current Homeland Security Grants have sufficient funds available to pay for the one-time cost of the Records Management System and first two years' maintenance costs.  Future maintenance costs are anticipated to be paid for with future Homeland Security Grants.
 
FUNDING:  Fiscal Year 2011, 2012, and 2013 Homeland Security Grant funds - State funding.
Body
BUDGET SUMMARY:
 
Total Estimated Cost……………
$35,788
 
 
Budget - Current FY……………
 
Budget - Future FY………………
 
 
 
New Funding…………………….
$35,788
Savings…………………………
 
Other……………………………
 
Total Funding Available…………
$35,788
 
 
Change To Net County Cost……
$0
 
Fiscal Impact/Change to Net County Cost
No Change to Net County Cost. Initial costs and two-year annual maintenance fees will be funded by 2011, 2012 and 2013 Homeland Security Grants.
 
Background
In June 2009, Sacramento County executed a Memorandum of Understanding with the Auburn Police Department, Citrus Heights Police Department, City of Roseville Police Department, Elk Grove Police Department, Folsom Police Department, Galt Police Department, Lincoln Police Department, Placer County Sheriff's Department, City and County of Sacramento Police and Sheriff's Departments, and Yolo County Sheriff's Department. A First Amendment added the West Sacramento Police Department in 2011. In June 2012, a Second Amendment was executed to add the Winters Police Department. In November 2012, a Third Amendment added the Sacramento County Probation Department. A Fourth Amendment began in November 2013 to add the El Dorado County Sheriff's Office, Placerville Police Department, South Lake Tahoe Police Department, and now will include the El Dorado County Probation Department.
 
Prior to Sacramento County's execution of a contract with Knowledge Computing Corporation for the Coplink system, information sharing between disparate Record Management Systems (RMS) was very problematic. Sacramento County, through the use of Homeland Security funds acquired the Coplink System, and an initial MOU was developed to set forth the terms and conditions of this partnership between local law enforcement agencies to share the resource and its costs.  El Dorado County Sheriff and other local law enforcement agencies are already participating and El Dorado County Probation is requesting to participate in this consortium to benefit from the sharing of vital resources within the law enforcement communities.
 
Reason for Recommendation
Adoption of this MOU will allow the El Dorado County Probation Department to share criminal investigation information with Sacramento County and various other agencies for the mutual benefit of all jurisdictions.  The Homeland Security Grant council voted to fund the Coplink project and have plans to continue to fund on-going costs as funds become available from the State of California.  The funding announcement for the Homeland Security Grant 2014 will take place in the 3rd Quarter of Fiscal Year 2013/2014.
 
Clerk of the Board Follow Up Actions
No action required of Clerk of the Board.
El Dorado County Probation will submit signed MOU and Cost Sharing Agreement to Sacramento County for execution and implementation.
 
Contact
Brian Richart, Chief Probation Officer
 
Concurrences
El Dorado County Sheriff's Office
County Counsel and Risk Management