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20-Law Enforcement Analysis PortalCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: OS/29/2009 Originating Department: Presented By: Agenda Item No.: Council Date: 06/22/2009 Police Interim Chief Hundley 20. RECOMMENDED MOTION: Move to approve a resolution authorizing a Memorandum of Understanding with the North Texas Council of Governments Law Enforcement Analysis Portal, and authorizing the City Manager to negotiate and execute all necessary documents. POLICY ISSUE(S): Public Safety; Intergovernmental Cooperation BACKGROUND: The Law Enforcement Analysis Portal (LEAP) is provided by the North Texas Council of Governments. LEAP would allow the Paris Police Department to share information in our records management system with other law enforcement agencies in the state and allow us to access their data. Most law enforcement agencies in the Metroplex area are sharing their information now. Sharing information among agencies helps law enforcement to identify crime trends, involvements, and connections to cases under investigation. There is a$1,000 annual fee to access the shared information. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Resolution and NTCOG Memorandum of Understanding ACTION: BUDGET INFO: ❑ Financial Report ❑ Minute Order Expense $1,000 ❑ Department Report Z Resolution P Budgeted Amt. $18,000 ❑ resentation ❑ Ordinance ❑ Publi H i ❑ O h y`r'D Actual $5,000 c ear ng t er Acct. Name Judicial Forfeitures Misc. Expense Acct. Number 20-0310-31-01 FISCAL NOTES: This fee will be paid out of the asset seizure account. REVIEWED AND APPROVED BY: Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Coutt Z Legal ❑ Library Z Police ❑ Eng./Public Works ❑ Utilities City of Paris Revised 2/04/08 DRAFT attorney\reswork\current\NTCOG MOU Law Enf Analysis Portal Res 2009 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, AUTHORIZING THE CITY TO ENTER INTO AN MEMORANDUM OF UNDERSTANDING WITH NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS (NCTCOG) FOR PARTICIPATION IN THE LAW ENFORCEMENT ANALYSIS PORTAL TO ALLOW THE PARIS POLICE DEPARTMENT TO SHARE INFORMATION WITH OTHER LAW ENFORCEMENT AGENCIES IN THE STATE OF TEXAS; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the Law Enforcement Analysis Portal is provided by the North Texas Council of Governments (NCTCOG); and, WHEREAS, the Memorandum of Understanding with NCTCOG would allow the Paris Police Department to share information in our Records management System with other law enforcement agencies in the State of Texas; and, WHEREAS, most law enforcement agencies in the Metroplex area are already sharing their information and by utilizing the Law Enforcement Analysis Portal, the Paris Police Department will be able to share in crime trends, involvements, and connections to cases under investigation by our or other law enforcement agencies; and, WHEREAS, in order to access this shared information there would be a fee of $1000.00 per year; and, WHEREAS, the City Council hereby finds that it is in the best interest of the Ciry of Paris and its citizens that the City enter into a Memorandum of Understanding with North Central Texas Council of Governments (NCTCOG) to allow the Paris Police Department to access the Law Enforcement Analysis Portal and that the City Manager should be authorized to execute any and all necessary documents related to this service. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS THAT: Section 1. The findings set out in the preamble to this resolution are hereby in all things approved. Section 2. The Ciry Council of the City of Paris does hereby approve entering into a Memorandum of Understanding with North Central Texas Council of Governments for participation in the Law Enforcement Analysis Portal. Section 3. The City Manager be, and he is hereby authorized and directed to execute on behalf of the City of Paris the Memorandum of Understanding substantially in accordance with the form attached hereto as Exhibit A. and any and all other necessary documents related to access of this shared information. Section 5. This resolution shall be effective immediately upon passage. PASSED AND ADOPTED this 8th day of June, 2009. Jesse james Freelen, Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: W. Kent McIlyar, City Attorney - 0(44)6~; MEMORANDUM OF UNDERSTANDING BETWEEN THE NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS AND the City of Paris Police Department FOR PARTICIPATION IN THE LAW ENFORCEMENT ANALYSIS PORTAL (LEAP) Purpose: The purpose of this inter-agency information sharing project is multi fold: 1. Officer Safety - provide a mechanism for patrol officers to query multiple agency databases cached in a secure LEAP database, to receive focused information prior to making contact, in table form about a vehicle, plate, or location, when those elements have been involved in weapons, assaultive, drug or gang activity. 2. Crime and Link Analysis - queries against the LEAP data cache will provide responses in summary table format, report format, or geospatially on a road map. Relationships between individuals, locations, and property are shown geospatially in a Link Chart assisting investigators in connecting the dots. 3. De-Confliction - A database analysis tool will provide agencies a query of both narcotics targets and narcotics events anonymously to enhance the safety of law enforcement officers and tactical operations. 4. Additional hosted software tools to complement the effectiveness and efficiency of justifications that request services, such as a hosted RMS which allows agencies access to hosted services at affordable prices by subscriptions rather than capital expenditure. 5. Other services and functionality may be added at a later date as deemed necessary by the LEAP Advisory Committee This purpose of this Memorandum of Understanding (MOU) establishes permissions and guidelines for the use of Records Management System (RMS), Jail Management System (JMS), and other Criminal Justice data the parties agree to share with other law enforcement and public safety agencies to include but not limited to: Local government jurisdictions in Texas and other secure information sharing systems in other states that wish to participate and enter into this agreement, State agencies in Texas and other states that wish to participate and enter into this agreement, Federal agency units based in Texas and their specialized field units, and other agency units outside Texas who wish to participate and enter into this agreement. Authority Authority for NCTCOG to enter into this MOU: • State enabling legislation Chapter 391 - Local Government Code -"to assist local governments in planning for common needs, cooperating for mutual benefit, and coordinating for sound regional developmenY'. Authority for local and state agencies to enter into this MOU: • Chapter 771 - Interagency Cooperation Act -"In an interagency exchange that is exempt from the requirements of a written agreement or contract, the agencies involved shall document the exchange through informal letters of agreement or memoranda." • Chapter 791 - Government Code - Interlocal Contracts - allows units of local government to contract with each other to perform governmental functions and services. • Each agency entering into this MOU warrants that it has legal authority to enter into this MOU for the specified purposes. 1 of 3 EXHIBII`.A. r. 0 0 0 6"1, Understandings a. This Memorandum of Understanding (MOU) is entered into by the North Central Texas Council of Governments (NCTCOG) and The City of Paris Police Department (hereinafter referred to as "contributing agency"), for the purpose of participating in the Law Enforcement Analysis Portal project (hereinafter referred to as LEAP). b. This MOU relates to participation in the LEAP data cache. Data submitted by contributing agencies is and remains the property of the contributing agencies. Access by authorized users will be controlled and analyzed through a Gateway developed by a private security company licensed in the state of Texas. The LEAP data center will be secured consistent with FBI-CJIS guidelines. c. Security of authorized users will be analyzed by a private security company licensed in the state of Texas. Their analysis will report any unusual activity to the law enforcement agency holding the subscription for that user. Follow up on this report will be the responsibility of that agency, consistent with the agency's internal policies, FBI-CJIS guidelines, Code Of Federal Regulations, Title 28--Judicial Administration, chapter I--Department of Justice, Part 20--Criminal Justice Information Systems, and Texas Government Code § 411.083. Dissemination Of Criminal History Record Information d. The LEAP project was approved by the Executive Board of NCTCOG on December 15, 2005. Subsequently, the LEAP Advisory Committee composed of eleven law enforcement executives from the NCTCOG region was approved by the Executive Board of NCTCOG on April 27, 2006. The purpose of the Advisory Committee is to review, modify and recommend for approval the Manual of Administrative and Operational Guidelines (MAOG), other documents as appropriate, and to network with the Texas Department of Public Safety Records Section for sharing of criminal Records Management System data, and any other data deemed appropriate by the parties. e. NCTCOG created LEAP as a cached repository of criminal records management system data, and other pertinent criminal justice data to be shared and analyzed among other contributing public safety agencies. NCTCOG will provide the contributing agency with technical assistance for the extraction and submission of relevant data from their automated systems to the secure LEAP Data Center if required by the contributing agency. The contributing agency retains sole ownership of and sole responsibility for the information it contributes, including but not limited to, the accuracy of the information. Receiving agencies will take no enforcement action with out first verifying the current status of that information with the contributing agency. g. The contributing agency will submit their law enforcement Records Management System (RMS) data, and other criminal justice data to LEAP as agreed by the NCTCOG LEAP Advisory Committee and the contributing agency. The contributing agency will follow the LEAP "MAOG" for the submission, query, crime and link analysis and all other uses of contributing agencies shared information. h. LEAP is a law enforcement officer safety, crime and link analysis, and deconfliction tool and is not an intelligence analysis tool. If an Intelligence Agency accesses LEAP for analysis, that agency shall ensure that data remains law enforcement sensitive and will not insert classified data into the LEAP Data Cache. i. Each party to this agreement agrees that it shall have no liability whatsoever for the actions and/or omissions of the other party's employees, officers, or agents, regardless of where the individual's actions and/or omissions occurred. Each party is solely responsible for the actions and/or 2 of 3 . t;i i,~(11 C FS omissions of its employees, officers, and agents; however, such responsibility is only to the extent required by Texas law. Where injury or property damage result from the joint or concurring acts and/or omissions of the parties, any liability shall be shared by each party in accordance with the applicable Texas law, subject to all defenses, including governmental immunity. These provisions are solely for the benefit of the parties hereto and not for the benefit of any person or entity not a party hereto; nor shall any provision hereof be deemed a waiver of any defenses available by law. j. NCTCOG shall have the authority to inspect and audit the equipment records and operation of the contributing agency to determine compliance with this agreement, LEAP policy, procedures, and all applicable state and federal laws. NCTCOG reserves the right to immediately suspend service to the contributing agency when NCTCOG determines that this agreement or any applicable state or federal law, rule, or regulation has been violated by the contributing agency or an employee of the contributing agency. NCTCOG may reinstate the service upon receipt of satisfactory assurances that such violations have been corrected and measures have been taken to prevent future violations by the contributing agency. 1. Either NCTCOG or the contributing agency may upon 30 days written notice discontinue service or participation in LEAP. NCTCOG shall not be required to give notice prior to suspending services as stated above in Paragraph (k.). m. The point of contact for LEAP and this MOU is the Manager of Criminal Justice Programs, North Central Texas Council of Governments, currently Robert P. Neff, who can be reached at 817-695- 9174, or email at Rneff(a).nctcoq.orq. n. The point of contact for LEAP and this MOU for the contributing agency will be reported to the NCTCOG point of contact after execution of this agreement prior to assignment of authorized user names and pass words for the LEAP Gateway by a private security company licensed in the state of Texas. IN WITNESS WHEREOF, the parties have executed this MOU by the signatures of the duly authorized representative of each on the dates indicated. A photocopy or facsimile signature is as valid as the original. This agreement is effective upon the last signature date. FOR THE CONTRIBUTING AGENCY: FOR NCTCOG: Signature Kevin Carruth Name City Manager Title Signature of Executive Director Mike Eastland Date Date Records Management System Vendor Computer Information Systems, Skokie, IL 3 of 3 L Understandings a. This Memorandum of Understanding (MOU) is entered into by the North Central Texas Council of Governments (NCTCOG) and The City of Paris Police Department (hereinafter referred to as "contributing agency"), for the purpose of participating in the Law Enforcement Analysis Portal project (hereinafter referred to as LEAP). b. This MOU relates to participation in the LEAP data cache. Data submitted by contributing agencies is and remains the property of the contributing agencies. Access by authorized users will be controlled and analyzed through a Gateway developed by a private security company licensed in the state of Texas. The LEAP data center will be secured consistent with FBI-CJIS guidelines. c. Security of authorized users will be analyzed by a private security company licensed in the state of Texas. Their analysis will report any unusual activity to the law enforcement agency holding the subscription for that user. Follow up on this report will be the responsibility of that agency, consistent with the agency's internal policies, FBI-CJIS guidelines, Code Of Federal Regulations, Title 28--Judicial Administration, chapter I--Department of Justice, Part 20--Criminal Justice Information Systems, and Texas Government Code § 411.083. Dissemination Of Criminal History Record Information The LEAP project was approved by the Executive Board of NCTCOG on December 15, 2005. Subsequently, the LEAP Advisory Committee composed of eleven law enforcement executives from the NCTCOG region was approved by the Executive Board of NCTCOG on April 27, 2006. The purpose of the Advisory Committee is to review, modify and recommend for approval the Manual of Administrative and Operational Guidelines (MAOG), other documents as appropriate, and to network with the Texas Department of Public Safety Records Section for sharing of criminal Records Management System data, and any other data deemed appropriate by the parties. e. NCTCOG created LEAP as a cached repository of criminal records rnanagement system data, and other pertinent criminal justice data to be shared and analyzed among other contributing public safety agencies. NCTCOG will provide the contributing agency with technical assistance for the extraction and submission of relevant data from their automated systems to the secure LEAP Data Center if required by the contributing agency. The contributing agency retains sole ownership of and sole responsibility for the information it contributes, including but not timited to, the accuracy of the information. Receiving agencies will take no enforcement action with out first verifying the current status of that information with the contributing agency. g. The contributing agency will submit their law enforcement Records Management System (RMS) data, and other criminal justice data to LEAP as agreed by the NCTCOG LEAP Advisory Committee and the contributing agency. The contributing agency will follow the LEAP "MAOG" for the submission, query, crime and link analysis and all other uses of contributing agencies shared information. h. LEAP is a law enforcement officer safety, crime and link analysis, and deconfliction toot and is not an intelligence analysis tool. If an Intelligence Agency accesses LEAP for analysis, that agency shall ensure that data remains law enforcement sensitive and will not insert classified data into the LEAP Data Cache. Each party to this agreement agrees that it shall have no liability whatsoever for the actions and/or omissions of the other party's employees, officers, or agents, regardless of where the individual's actions and/or omissions occurred. Each party is solely responsible for the actions and/or 2 of 3 H 0 (i0 70 omissions of its empioyees, officers, and agents; however, such responsibility is only to the extent required by Texas law. Where injury or property damage result from the joint or concurring acts and/or omissions of the parties, any liability shall be shared by each party in accordance with the applicable Texas law, subject to all defenses, including governmental immunity. These provisions are solely for the benefit of the parties hereto and not for the benefit of any person or entity not a party hereto; nor shall any provision hereof be deemed a waiver of any defenses available by law. j. NCTCOG shall have the authority to inspect and audit the equipment records and operation of the contributing agency to determine compliance with this agreement, LEAP policy, procedures, and all appiicable state and federal laws. k. NCTCOG reserves the right to immediately suspend service to the contributing agency when NCTCOG determines that this agreement or any applicable state or federal law, rule, or regulation has been violated by the contributing agency or an employee of the contributing agency. NCTCOG may reinstate the service upon receipt of satisfactory assurances that such violations have been corrected and measures have been taken to prevent future violations by the contributing agency. 1. Either NCTCOG or the contributing agency may upon 30 days written notice discontinue service or participation in LEAP. NCTCOG shall not be required to give notice prior to suspending services as stated above in Paragraph (k.). m. The point of contact for LEAP and this MOU is the Manager of Criminal Justice Programs, North Central Texas Council of Governments, currently Robert P. Neff, who can be reached at 817-695- 9174, or email at Rneff(aDnctcoq.orq. n. The point of contact for LEAP and this MOU for the contributing agency will be reported to the NCTCOG point of contact after execution of this agreement prior to assignment of authorized user names and pass words for the LEAP Gateway by a private security company licensed in the state of Texas. IN WITNESS WHEREOF, the parties have executed this MOU by the signatures of the duly authorized representative of each on the dates indicated. A photocopy or facsimile signature is as valid as the original. This agreement is effective upon the last signature date. FOR THE CONTRIBUTING AGENCY: FOR NCTCOG: Signature Signature of Executive Director Kevin Carruth Name City Manager Title Date Records Management System Vendor Mike Eastland Date Computer Information Systems, Skokie, IL 3 of 3 ~l ;~!7