City Council Meeting - FINAL


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  10.E.       
Meeting Date: 03/07/2023  
Co-Submitter: Katie Brandis From: Allison Hughes, Support Services Manager

Information
TITLE:
Consideration and Adoption of Resolution No. 2023-06:  A Resolution of the Flagstaff City Council, approving an Intergovernmental Agreement between Coconino County, the Coconino County Jail District, and the City of Flagstaff for provision of records management, filing, and reporting services by the City of Flagstaff
STAFF RECOMMENDED ACTION:
1) Read Resolution No. 2023-06 by title only
2) City Clerk reads Resolution No. 2023-06 by title only (if approved above)
3) Adopt Resolution No. 2023-06
Executive Summary:
Approve the Intergovernmental Agreement (IGA) with the Flagstaff Police Department, the Coconino County Sheriff’s Office, and the Coconino County Jail District, for the Flagstaff Police Department to provide Records management and customer support services for all parties, for a 5-year term, in the estimated annual amount of $103,002.00 in FY23.
Financial Impact:
For the Flagstaff Police Department to provide Records services for all parties, for a five year term, it is estimated that the annual amount for FY 23 is $103,002. The City, County and District will pay the pro-rata shares of the cost of the Records Sections services. 
Policy Impact:
None.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Provide public safety services with resources, staff and training responsive to the communities needs.

Carbon Neutrality Plan
DD-2: Assists in providing public safety services with adequate resources and staff time in ensuring that our
neighborhoods are safe for community members to travel in.

Regional Plan
Provide sustainable and equitable public facilities, services, infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
Has There Been Previous Council Decision on This:
When the Law Enforcement Administrative Facility was completed in 2000, the Coconino County Sheriff’s Office, Coconino County Jail District, and the Flagstaff Police Department began the collocation in the new building.  Simultaneously, Intergovernmental Agreements (IGA’s) were executed to provide details of the shared services.  The Flagstaff Police Department provided Dispatch services and Records services, and the Sheriff’s Office provided Information Technology services, Maintenance and Custodial services, and Warrants services.  These IGA’s were in place until now. 
Options and Alternatives:
The alternative to shared services would be for each agency to budget employees and equipment for the services of Dispatch, Records, Warrants, Information Technologies, and Maintenance/Custodial.
 
Background/History:
When the Law Enforcement Administrative Facility was completed in 2000, the Coconino County Sheriff’s Office, Coconino County Jail District, and the Flagstaff Police Department began the collocation in the new building.  Simultaneously, Intergovernmental Agreements (IGA’s) were executed to provide details of the shared services.  The Flagstaff Police Department provided Dispatch services and Records services, and the Sheriff’s Office provided Information Technology services, Maintenance and Custodial services, and Warrants services.  These IGA’s were in place until now. 
 
Since these agreements have been in place, technology and services have evolved.  All agencies have negotiated current services and we are requesting the Jail District Directors and the Board of Supervisors to approve the agreements.
 
For the Records IGA:
 
The Flagstaff Police Department Records Section provides support for law enforcement personnel, manages law enforcement records, files and reports, and provides limited public access to law enforcement records.  They also provide storage, retrieval, and disposition of certain of the records under the management of the Sheriff’s Office and the Jail District.
 
Community Benefits and Considerations:
The Intergovernmental Agreement will allow the Flagstaff Police Department and Coconino County Sheriff's Office
to jointly control crime and administer justice. This contributes to a Safe and Healthy Community by providing public
safety services with resources, staff and training responsive to the community's needs.
Community Involvement:
Inform the Council and public on the Intergovernmental Agreement and how the partnering agencies are providing
public safety services with adequate resources.
Expanded Options and Alternatives:
1. Approve as recommended.
2. Disapprove the IGA with the County and require each agency to budget employees and equipment for the
services of Dispatch, Records, Warrants, Information Technologies, and Maintenance/Custodial.
Attachments
Res. 2023-06
Collocation IGA- Records


    

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