Resolution No. 2011-056RESOLUTION NO. 2011-56
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF
AN AMENDED MEMORANDUM OF AGREEMENT FOR THE LOS
ANGELES REGIONAL INTEGRATED LAW AND JUSTICE PROJECT
AMONG THE REGIONAL TERRORISM INTELLIGENCE AND
INTEGRATION SYSTEM PARTICIPATING AGENCIES
WHEREAS, on September 4, 2007, the City Council of the City
of Vernon adopted Resolution No. 9411 approving a Memorandum of
Agreement for the Vernon Police Department's participation of the Los
Angeles Regional Integrated Law and Justice Project ("LARILJP")
WHEREAS, the mission of the Los Angeles Regional Integrated
Law and Justice Project ("LARILJP"), a cooperative venture of justice
agencies in Los Angeles County, is to coordinate the development and
implementation of a regional justice information sharing system known
as the COPLINK System that allows law enforcement agencies throughout
Los Angeles County to share information in their case and records
management systems with the goal of protecting the total community by
efficiently and effectively providing accessible, accurate information
for the speedy investigation and apprehension of terrorists and other
law violators; and
WHEREAS, the City of Vernon ("City") is a participating
agency in the LARILJP; and
WHEREAS, various participating agencies of the LARILJP desire
to enter into an amended Memorandum of Agreement for the Los Angeles
Regional Integrated Law and Justice Project establishing conditions
under which participating agencies will continue to share and use
information in the COPLINK System; and
WHEREAS, by memo dated March 7, 2011, the Chief of Police
recommends the City enter into an amended Memorandum of Agreement for
the continued participation of the City in the LARILJP (the
"Agreement").
WHEREAS, the City Council of the City of Vernon has
determined that, pursuant to the provisions of subsection (a) of
Section 2.27 of the Vernon City Code, it is in the public interest and
necessity to enter into an amended agreement with various participating
LARILJP agencies to enhance services provided to the Vernon community.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1 The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of,the City of Vernon hereby
approves the amended Memorandum of Agreement for the Los Angeles
Regional Integrated Law and Justice Project among the Regional
Terrorism Intelligence and Integration System Participating Agencies,
in substantially the same form attached hereto as Exhibit A.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the Mayor or Mayor Pro-Tem to execute the Agreement for, and
on behalf of, the City of Vernon and the City Clerk, or Deputy City
Clerk, is hereby authorized to attest thereto.
SECTION 4: The City Council of the City of Vernon hereby
authorizes the City Administrator, or his designee, to take whatever
actions are deemed necessary or desirable for the purpose of
implementing and carrying out the purposes of this resolution and the
transactions herein approved or authorized.
- 2 -
SECTION 5: The City Council of the City of Vernon hereby
directs the City Clerk, or the City Clerk's designee, to send one fully
executed Agreement to the LARILJP.
SECTION 6: The City Clerk of the City of Vernon shall
certify to the passage, approval and adoption of this resolution, and
the City Clerk of the City of Vernon shall cause this resolution and
the City Clerk's certification to be entered in the File of Resolutions
of the Council of this City.
APPROVED AND ADOPTED this 5th day of April, 2011
Name: Hilario Gonzales
Title: Mayor
- 3 -
STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, Willard G. Yamaguchi, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution
No. 2011-56, was duly passed, approved and adopted by the City Council
of the City of Vernon at a regular meeting of the City Council duly
held on Tuesday, April 5, 2011, and thereafter was duly signed by the
Mayor or Mayor Pro-Tem of the City of Vernon.
Executed this Z-C day of April, ,A011, at Vernon, California.
(SEAL)
- 4 -
EXHIBIT A
MEMORANDUM OF AGREEMENT
FOR THE
LOS ANGELES REGIONAL INTEGRATED LAIN AND JUSTICE
PROJECT
AMONG THE
REGIONAL TERRORISM INTELLIGENCE AND INTEGRATION,
SYSTEM PARTICIPATING AGENCIES
1) Overview
a) Background: The mission of the Los Angeles Regional Integrated Law and
Justice Project ("LARILJP") is to coordinate the development and implementation
of a regional justice information sharing system that will allow law enforcement
agencies throughout Los Angeles County, as well as law enforcement agencies
in other regions of the State and beyond which have entered into
Intergovernmental Agreements (IGA's), to share information in their case and
records management systems. The goal is to protect the total community by
efficiently and effectively providing accessible, accurate information for the
speedy investigation and apprehension of terrorists and other law violators. The
sharing of information shall be achieved through the COPLINK System
("COPLINK"). A "Contractor" (currently 12") shall install and maintain COPLINK.
b) Intended Benefits: By sharing public safety information, LARILJP participating
agencies and other participating agencies as approved through IGA's
("Agencies" or Agency") will be able to improve their responses to terrorism and
community crime. COPLINK provides sophisticated analytical tools that will allow
authorized users to discover links and relationships by'providing consolidated
data across Los Angeles County. This will allow Agencies to solve previously
"unsolvable" incidents and investigate serial criminal activity.
c) Purpose: The purpose of this agreement ("Agreement") is to outline conditions
under which, the Agencies will share and use information in COPLINK. By signing
this Agreement, Agencies, as well as all individuals who operate or use
COPLINK, agree to adhere to the guidelines specified in this Agreement.
d) Agency Participation: The LARILJP is a cooperative venture of justice agencies
.in Los Angeles County, California. Any law enforcement agency in Los Angeles
County may apply to participate in LARILJP. To participate in LARILJP and have
Regional Terrorism Intelligence and _Integration System -- COPLI�
Memorandum of Agreement
access to COPLINK, an Agency applicant shall apply to the LARILJP
Governance Committee by submitting a proposal that outlines its intended use of
COPLINK, the type of data it intends to contribute, and any other information
requested by the Governance Committee. A simple majority vote of approval of
the Governance Committee is required to approve an Agency's participation in
COPLINK. Once approved, each Agency will proactively cooperate with other
participating Agencies, the Contractor, and its own system vendors and or
maintenance contractors to facilitate:
1) Network access and connectivity
2) Data extracts for engineering and testing purposes
3) ' Production extracts
4) Required modifications to their source systems
5) Regular data updates as agreed to during the design process
6) Timely review and approval of design documents and test results
e) Agency Withdrawal: An Agency may withdraw from participation in COPLINK at
any time by providing written notice to the LARILJP Governance Committee. If an
Agency wishes its data withdrawn from COPLINK, the withdrawing Agency shall
contact the Contractor and request data removal. The withdrawing Agency is
responsible for the cost associated with the removal of its data from COPLINIK.
11) AUTHORIZED RELEASE OF INFORMATION
a) Sharing of Information: Each Agency authorizes the release of information
residing in its records management system to all users of COPLINK as permitted
by law. It is the responsibility of each Agency to specify which data to share, as
well as any special requirements that may apply to certain kinds of information.
An Agency that does not want certain data made available from its records
management system to COPLINK is responsible for placing the appropriate
restriction indicator on the underlying data in the agency's internal records
management system or database.
Under the authority of this Agreement, all RTIIS Member Agencies grant their
authorization to the RTIIS Governance Committee and the Committee Chair for
the limited purpose of executing IGA's as approved by the County Counsel acting
Regional Terrorism Intelligence and Inteqmption System — COPUNK
Memorandum of Ag gement
as the Legal Representative of the RTIIS. When those Agreements are
approved as authorized,"they will not require further review or approval by each
participating agency. Such IGA's shall have no material changes adversely
affecting the participating agencies included in this Agreement.
California law prohibits the release of victim information in specific sex related
crimes, sealed juvenile records, and the release of summary criminal history to
unauthorized persons.
b) Limitation on Information Sharing: Information contributed by each Agency shall
only be shared with or released to those Agencies that have entered into this
Agreement or any approved IGA. Only authorized Agency employees who have
an approved login and password ("Authorized Users") will be allowed to access
or use information in the COPLINK System.
c) Liability: Each Agency is solely responsible for any and all liability, claim,
administrative proceedings, losses, expenses or any injury, including death or
damage of any. kind whatsoever, whether actual, alleged or threatened, including
actual attorney fees, court costs, interest, defense costs and expenses
associated there with including the use of experts, and any other costs of any
nature without restriction incurred in relation to, as a consequence of, or arising
out of the Agency's use of the COPLINK system and/or its performance under
this Agreement.
d) Internal Audit: Each Agency shall name a System Administrator, who shall
conduct an internal audit on a periodic basis to ensure information is reasonably
up to date and user queries are made for legitimate law enforcement purposes.
COPLINK will require each Authorized User to input the reason for the requested
information before any information is generated. This information shall be
recorded on COPLINK, and retained to allow the System Administrator to
complete the internal audit.
III) INFORMATION OWNERSHIP
a) Ownership: Each Agency retains control of all information it provides through
COPLINK. Each Agency is responsible for creating, updating, and deleting—,
records in its own records management system or database, according to its own
policies. Each Agency shall use its best efforts to insure the completeness and
accuracy of its source data.
Regional Terrorism Intelligence and Integration System ; QMINK
Memorandum of Agreement
b) Unauthorized Requests: Requests for information in COPLINK that is not
authorized for viewing will be referred to the Agency that authored or originated
the requested information ("Source Agency").
c) Prohibition Against Release of Information: No Agency nor Authorized User shall
release or make available any information it has accessed to any person or entity
not authorized to access the COPLINK system, or to any third party without the
prior written approval of the Source Agency, or as required by law.
d) Public Record Requests, Subpoenas and Court Orders: Any Agency receiving a
public records request, subpoena, or court order ("Legal Request") for
information in COPLINK authored by or originated by another Agency shall
respond to the Legal Request, and shall immediately provide a copy of the Legal
Request to the Source Agency System Administrator.
IV) UNDERSTANDING ON ACCURACY OF INFORMATION
a) Accuracy of Information: Agencies agree that the data maintained in COPLINK
consists of information -assumed to be accurate. Agencies will participate in
several testing sessions, to validate and ensure that its information is accurate.
However, data inaccuracies can arise from multiple reasons (e.g., entry errors,
misinterpretation, outdated data, etc.). It shall be the responsibility of the Agency
requesting or using the data to confirm the accuracy of the information with the
Source Agency before taking any enforcement -related action.
b) Timeliness of Information: Each Agency shall determine the frequency with
which its data will be refreshed in COPLINK. In addition, each Agency has its
own policy regarding the speed at which incidents are recorded in its internal
records management systems. Since changes or additions to data do not get
updated in COPLINK on a real-time basis, Agencies recognize that information
may not always be timely and relevant. It shall b the responsibility of the
requesting Agency to confirm the timeliness and relevance of the information with
the Source Agency. Additionally, a data refresh schedule will be published by
each System Administrator to enable a user to determine the potential timeliness
of each Agency's data.
c) Hold Harmless: To the extent permitted by law, Agencies agree to hold Source
Agencies harmless for any information in COPLINK, or any action taken as a
`result of that data, regardless of whether the data is accurate or not, or any time
delay associated with changes, additions, or deletions to the information
Regional Terrorism Intelligence and lnfog- on System — COPLINK
Memorandum of Agreement
contributed. This hold harmless provision shall not apply to the willful misconduct
or gross negligence of Source Agencies.
V) USER ACCESS
a) Login Application Process: Each Agency's System Administrator is responsible
for management of user accounts at that Agency. Each Agency agrees that all
Authorized Users shall be current employees and be authorized to review
criminal history data for legitimate purposes. Each potential user shall submit a
request for a login and password to the Agency System Administrator. The
Agency System Administrator shall have discretion to deny or revoke individual
access.
b) Login Assignment: Each Authorized User will be issued a user login and a default
password by the Agency System Administrator. Upon logging into COPLINK for
the first time, each Authorized User will change the default password to another
password. Authorized Users may be assigned to groups that have different levels
of access rights based on the level of restriction of the information.
c) Provision of Agreement: The Agency System Administrator must provide a copy
of the terms and conditions of this Agreement to all Authorized Users when they
are issued a login ID for the system.
d) Intended Use: Each Authorized User agrees that COPLINK, the information
contained in it, and the networking resources it provides are to be used solely for
purposes consistent with the mission of the LARILJP. Authorized Users
acknowledge that the information COPLINK will be shared and used for authorize
purposes only as permitted by law. Authorized Users shall not use or share the
information for any unethical, illegal, or criminal purpose.
e) Limitations on Use of Logons: An Authorized User may not access COPLINK by
using a name or password that was assigned to another user. An authorized
User cannot give his or her password to another person, including another user,
to access the system.
f) Audit Trail: Each transaction on COPLINK is logged and an audit trail is created.
Each Agency System Administrator shall maintain the audit trail for a minimum of
three years. Requests for transaction logs shall be made in writing by the Agency
System Administrator, who shall provide the logs to the requesting party within a
reasonable amount of time.
Regional Termrfsln Li7tel-rtgence and I ter - QOPLINK
Memorandum of Amemen
g) Termination of Logins: Each Agency System Administrator is responsible for
timely removal of any login accounts as Authorized Users leave the Agency, fail
to meet the requirements of this Agreement, or are denied access by the Agency
,System Administrator for any other reason.
VI) CONFIDENTIALITY OF INFORMATION
a) Information Confidentiality: Information in COPLINK is confidential and is not
subject to public disclosure, except as required by law. Only Authorized Users
are allowed to view and use the information in COPLINK. The Information will
otherwise be kept confidential.
b) Internal Requests for Information: An Authorized User who receives a request
from a non -authorized requestor for information in COPLINK shall not release
that information, but may refer the requestor to the Source Agency.
c) Removal or Expungement of Records: LARILJP shall determine a schedule for
record deletion, removal expungement, and other edits. Any Agency that seeks
to edit a record sooner than the scheduled time shall contact the Contractor
directly and arrange for the change to be manually processed.
VII) SYSTEM ACCESS
a) Network Access: Access to COPLINK will be provided by a private network
maintained by the Los Angeles County Sheriffs Department or any other secure
network configuration that is mutually acceptable to the member agencies or
others with which an approved IGA has been executed.
b) System Availability: COPLINK shall operate 24-hours a day, 7-days a week, with
downtime limited to those hours required for any necessary maintenance
activities.
Vill) SYSTEM MAINTENANCE
a) Under the authority of this Agreement, all RTIIS Member Agencies grant their
authorization to the RTIIS Governance Committee and the Committee Chair for
the limited purpose of implementing a business model or funding mechanism for
ongoing maintenance of the RTIIS system. Upon that business model or funding
mechanism being identified, it may be implemented without further review or
approval by each participating agency, to sustain the integrity of the RTIIS
system.
Reaional Terrorism Intelligence and Integration System --- COI'U�IK
Memorandum of Agreement
IX) AGREEMENT TERMS
a) Term: This agreement will commence on the date that it is adopted by the
first LARILJP participating Agency, and shall last until the last Agency
withdraws, pursuant to section i.e. of this agreement.
b) Changes to Agreement: Additional law enforcement agencies may be
added to LARILJP by signing an amended copy of the Agreement,
accepting its terms and conditions, and obtaining an approval by a simple
majority of the LARILJP Governance Committee. Based on ongoing
monitoring of COPLINK, Agencies may propose other changes to this
Agreement. Such proposals require the approval of a simple majority of
the participating Agencies.
c) Supplemental Policies: An Agency may add individual guidelines for its
own computers or networks providing they do not conflict with the
provisions of this agreement.
d) Sanctions for Non -Compliance: Any Agency that violates the guidelines of
this may be disconnected from the COPLINK system. The Agency will be
provided with a 60-day written notice of the violation, and the opportunity
to correct the violation. Failure to meet the guidelines will result in the
termination of System access for the offending Agency. All disputes
concerning access shall be determined by a simple majority vote of the
LARIJP Governance Committee.
X) SIGN -OFF EXECUTION OF AGREEMENT
By executing this agreement, each Agency acknowledges that it has received a
copy of this agreement, and will comply with its terms and conditions. The
individual executing this Agreement certifies that the person signing it is
authorized by its Party to bind the represented agency to the terms and
conditions of this amended Agreement. This Memorandum of Agreement may be
executed in one or more counterparts, each of which will deemed an original, but
all of which together will constitute one and the same instrument. A complete
original will be kept on file with the Los Angeles County Police Chiefs'
Association. For all other purposes, facsimile signatures are acceptable as
originals.
CITY OF VERNON
Hilario Gonzales
Print Name
Mayor
Title
ATTEST:
Willard G. Yamaguchi, City Clerk
APPROVED AS TO FORM:
Date
Willard G. Yamaguchi, Interim City Attorney Date
CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: April 11, 2011
TO: Daniel Calleros, Interim Chief of Police
FROM: Willard Yamaguchi, City Clerk 4/1
RE: Resolution No. 2011-56 — A Resolution of the City Council of the City of Vernon
Approving and Authorizing the Execution of an Amended Memorandum of Agreement for
the Los Angeles Regional Integrated Law and Justice Project Among the Regional
Terrorism Intelligence and Integration System Participating Agencies
Transmitted herewith is a fully executed agreement for your transmittal and a copy of Resolution No.
2011-56, referenced above, which was approved by City Council on April 5, 2011.
Thank you.
WY:dj
Enclosures
c: Resolution No. 2011-56
Agreement File No. 11-045
MEMORANDUM OF AGREEMENT
FOR THE
LOS ANGELES REGIONAL INTEGRATED LAW AND JUSTICE
PROJECT
AMONG THE
REGIONAL TERRORISM INTELLIGENCE AND INTEGRATION
SYSTEM PARTICIPATING AGENCIES
1) Overview
a) Background: The mission of the Los Angeles Regional Integrated Law and
Justice Project ("LARILJP") is to coordinate the development and implementation
of a regional justice information sharing system that will allow law enforcement
agencies throughout Los Angeles County, as well as law enforcement agencies
in other regions of the State and beyond which have entered into
Intergovernmental Agreements (IGA's), to share information in their case and
records management systems. The goal is to protect the total community by
efficiently and effectively providing accessible, accurate information for the
speedy investigation and apprehension of terrorists and other law violators. The
sharing of information shall be achieved through the COPLINK System
("COPLINK"). A "Contractor" (currently 12") shall install and maintain COPLINK.
b) Intended Benefits: ' By sharing public safety information, LARILJP participating
agencies and other participating agencies as approved through IGA's
("Agencies" or Agency") will be able to improve their responses to terrorism and
community crime. COPLINK provides sophisticated analytical tools that will allow
authorized users to discover links and relationships by providing consolidated
data across Los Angeles County. This will allow Agencies to solve previously
"unsolvable" incidents and investigate serial criminal activity.
c) Purpose: The purpose of this agreement ("Agreement") is to outline conditions
under which the Agencies will share and -use information in COPLINK. By signing
this Agreement, Agencies, as well as all individuals who operate or'use
COPLINK, agree to adhere to the guidelines specified in this Agreement.
d) Agency Participation: The LARILJP is a cooperative venture of justice agencies
in Los Angeles County, California. Any law enforcement agency in Los Angeles
County may apply to participate in LARILJP. To participate in LARILJP and have
Regional Terrorism Intelligence and Integration System — COPLINK
Memorandum of Aareement
access to COPLINK, an Agency applicant shall apply to the LARILJP
Governance Committee by submitting a proposal that outlines its intended use of
COPLINK, the type of data it intends to contribute, and any other information
requested by the Governance Committee. A simple majority vote of approval of
the Governance Committee is required to approve an Agency's participation in
COPLINK. Once approved, each Agency will proactively cooperate with other
participating Agencies, the Contractor, and its own system vendors and or
maintenance contractors to facilitate:
1) Network access and connectivity
2) Data extracts for engineering and testing purposes
3) Production extracts
4) Required modifications to their source systems
5) Regular data updates as agreed to during the design process
6) Timely review and approval of design documents and test results
e) Agency Withdrawal: An Agency may withdraw from participation in COPLINK at
any time by providing written notice to the LARILJP Governance Committee. If an
Agency wishes its data withdrawn from COPLINK, the withdrawing Agency shall
contact the Contractor and request data removal. The withdrawing Agency is
responsible for the cost associated with the removal of its data from COPLINIK.
II) AUTHORIZED RELEASE OF INFORMATION
a) Sharing of Information: Each Agency authorizes the release of information
residing in its records management system to all users of COPLINK as permitted
by law. It is the responsibility of each Agency to specify which data to share, as
well as any special requirements that may apply to certain kinds of information.
An Agency that does not want certain data made available from its records
management system to COPLINK is responsible for placing the appropriate
restriction indicator on the underlying data in the agency's internal records
management system or database.
Under the authority of this Agreement, all RTIIS Member Agencies grant, their
authorization to the RTIIS Governance Committee and the Committee Chair for
the limited purpose of executing IGA's as approved by the County Counsel acting
Regional Terrorism Intelligence and Integration System — COPLINK
Memorandum of Agreement
as the Legal Representative of the RTIIS. When those Agreements are
approved as authorized, they will not require further review or approval by each
participating agency. Such IGA's shall have no material changes adversely
affecting the participating agencies included in this Agreement.
California law prohibits the release of victim information in specific sex related
crimes, sealed juvenile records, and the release of summary criminal history to
unauthorized persons.
b) Limitation on Information Sharing: Information contributed by each Agency shall
-only be shared with or released to those Agencies that have entered into this
Agreement or any approved IGA. Only authorized Agency employees who have
an approved login and password ("Authorized Users") will be allowed to access
or use information in the COPLINK System.
c) Liability: Each Agency is solely responsible for any and all liability, claim,
administrative proceedings, losses, expenses or any injury, including death or
damage of anykind whatsoever, whether actual, alleged or threatened, including
actual attorney fees, court costs, interest, defense costs and expenses
associated there with including the use of experts, and any other costs of any
nature without restriction incurred in relation to, as a consequence of, or arising
out of the Agency's use of the COPLINK system and/or its performance under
this Agreement.
d) Internal Audit: Each Agency shall name a System Administrator, who shall
conduct an internal audit on a periodic basis to ensure information is reasonably
up to date and user queries are made for legitimate law enforcement purposes.
COPLINK will require each Authorized User to input the reason for the requested
information before any information is generated. This information shall be
recorded on COPLINK, and retained to allow the System Administrator to
complete the internal audit.
III) INFORMATION OWNERSHIP
a) Ownership: Each Agency retains control of all information it provides through
COPLINK. Each Agency is responsible for creating, updating, and deleting
records in its own records management system or database, according to its own
policies. Each Agency shall use its best efforts to insure the completeness and
accuracy of its source data.
Regional Terrorism Intelligence and Integration System — COPLINK
Memorandum of Agreement
b) Unauthorized Requests: Requests for information in COPLINK that is not
authorized for viewing will be referred to the Agency that authored or originated
the requested information ("Source Agency").
c) Prohibition Against Release of Information: No Agency nor Authorized User shall
release or make available any information it has accessed to any person or entity
not authorized to access the COPLINK system, or to any third party without the
prior written approval of the Source Agency, or as required by law.
d) Public Record Requests, Subpoenas and Court Orders: Any Agency receiving a
public records request, subpoena, or court order ("Legal Request") for
information in COPLINK authored by or originated by another Agency shall
respond to the Legal Request, and shall immediately provide a copy of the Legal
Request to the Source Agency System Administrator.
IV) UNDERSTANDING ON ACCURACY OF INFORMATION
a) Accuracy of Information: Agencies agree that the data maintained in COPLINK
consists of information assumed to be accurate. Agencies will participate in
several testing sessions, to validate and ensure that its information is accurate.
.However, data inaccuracies can arise from multiple reasons (e.g., entry errors,
misinterpretation, outdated data, etc.). It shall be the responsibility of the Agency
requesting or using the data to confirm the accuracy of the information with the
Source Agency before taking any enforcement -related action.
b) Timeliness of Information: Each Agency shall determine the frequency with
which its data will be refreshed in COPLINK. In addition, each Agency has its
own policy regarding the speed at which incidents are recorded in its internal
records management systems. Since changes or additions to data do not get
updated in COPLINK on a real-time basis, Agencies recognize that information
may not always be timely and relevant. It shall b the responsibility of the
requesting Agency to confirm the timeliness and relevance of the information with
the Source Agency. Additionally, a data refresh schedule will be published by
each System Administrator to enable a user to determine the potential timeliness
of each Agency's data.
c) Hold Harmless: To the extent permitted by law, Agencies agree to hold Source
Agencies harmless for any information in COPLINK, or any action taken as a
result of that data, regardless of whether the data is accurate or not, or any time
delay associated with changes, additions, or deletions to the information
Regional Terrorism Intelligence and Integration System - COPLINK
Memorandum of Agreement
contributed. This hold harmless provision shall not apply to the willful misconduct
or gross negligence of Source Agencies.
V) USER ACCESS
a) Login Application Process: Each Agency's System Administrator is responsible
for management of user accounts at that Agency. Each Agency agrees that all
Authorized Users shall be current employees and be authorized to review
criminal history data for legitimate purposes. Each potential user shall submit a
request for a login and password to the Agency System Administrator. The
Agency System Administrator shall have discretion to deny or revoke individual
access.
b) Login Assignment: Each Authorized User will be issued a user login and a default
password by the Agency System Administrator. Upon logging into COPLINK for
the first time, each Authorized User will change the default password to another
password. Authorized Users may be assigned to groups that have different levels
of access rights based on the level of restriction of the information.
c) Provision of Agreement: The Agency System Administrator must provide a copy
of the terms and conditions of this Agreement to all Authorized Users when they
are issued a login ID for the system.
d) Intended Use: Each Authorized User agrees that COPLINK, the information
contained'in it, and the networking resources it provides are to be used solely for
purposes consistent with the mission of the LARILJP. Authorized Users
acknowledge that the information COPLINK will be shared and used for authorize
purposes only as permitted by law. Authorized Users shall not use or share the
information for any unethical, illegal, or criminal purpose.
e) Limitations on Use of Logons: An Authorized User may not access COPLINK by
using a name or password that was assigned to another user. An authorized
User cannot give his or her password to another person, including another user,
to access the system.
f) Audit Trail: Each transaction on COPLINK is logged and an audit trail is created.
Each Agency System Administrator shall maintain the audit trail for a minimum of
three years. Requests for transaction logs shall be made in writing by the Agency
System Administrator, who shall provide the logs to the requesting party within a
reasonable amount of time.
Regional Terrorism Intelligence and Integration System — COPLINK
Memorandum of Agreement
g) Termination of Logins: Each Agency System Administrator is responsible for
timely removal of any login accounts as Authorized Users leave the Agency, fail
to meet the requirements of this Agreement, or are denied access by the Agency
System Administrator for any other reason.
VI) CONFIDENTIALITY OF INFORMATION
a) Information Confidentiality: Information in COPLINK is confidential and is not
subject to public disclosure, except as required by law. Only Authorized Users
are allowed to view and use the information in COPLINK. The Information will
otherwise be kept confidential.
b) Internal Requests for Information: An Authorized User who receives a request
from a non -authorized requestor for information in COPLINK shall not release
that information, but may refer the requestor to the Source Agency.
c) Removal or Expungement of Records: LARILJP shall determine a schedule for
record deletion, removal expungement, and other edits. Any Agency that seeks
to edit a record sooner than the scheduled time shall contact the Contractor
directly and arrange for the change to be manually processed.
VII) SYSTEM ACCESS
a) Network Access: Access to COPLINK will be provided by a private network
maintained by the Los Angeles County Sheriff's Department or any other secure
network configuration that is mutually acceptable to the member agencies or
others with which an approved IGA has been executed.
b) System Availability: COPLINK shall operate 24-hours a day, 7-days a week, with
downtime limited to those hours required for any necessary maintenance
activities.
VIII) SYSTEM MAINTENANCE
a) Under the authority of this Agreement, all RTIIS Member Agencies grant their
authorization to the RTIIS Governance Committee and the Committee Chair for
the limited purpose of implementing a business model or funding mechanism for
ongoing maintenance of the RTIIS system. Upon that business model or funding
mechanism being identified, it may be implemented without further review or
approval by each participating agency, to sustain the integrity of the RTIIS
system.
Regional Terrorism Intelligence and Integration System — COPLINK
Memorandum of Agreement
IX), AGREEMENT TERMS
a) Term: This agreement will commence on the date that it is adopted by the
first LARILJP participating Agency, and shall last until the last Agency
withdraws, pursuant to section i.e. of this agreement.
b) Changes to Agreement: Additional law enforcement agencies may be
added to LARILJP by signing an amended copy of the Agreement,
accepting its terms and conditions, and obtaining an approval by a simple
majority of the LARILJP Governance Committee. Based on ongoing
monitoring of COPLINK, Agencies may propose other changes to this
Agreement. Such proposals require the approval of a simple majority of
the participating Agencies.
c) Supplemental Policies: An Agency may add individual guidelines for its
own computers or networks providing they do not conflict with the
provisions of this agreement.
d) Sanctions for Non -Compliance: Any Agency that violates the guidelines of
this may be disconnected from the COPLINK system. The Agency will be
provided with a 60-day written notice of the violation, and the opportunity
to correct the violation. Failure to meet the guidelines will result in the
termination of System access for the offending Agency. All disputes
concerning access shall be determined by a simple majority vote of the
LARIJP Governance Committee.
X) SIGN -OFF EXECUTION OF AGREEMENT
By executing this agreemen#, each Agency acknowledges that it has received a
copy of this agreement, and will comply with its terms and conditions. The
individual executing this Agreement certifies that the person signing it is
authorized by its Party to bind the represented agency to the terms and
conditions of this amended Agreement. This Memorandum of Agreement may be
executed in one or more counterparts, each of which will deemed an original, but
all of which together will constitute one and the same instrument. A complete
original will be kept on file with the Los Angeles County Police Chiefs'
Association. For all other purposes, facsimile signatures are acceptable as
originals.
Regional Terrorism Intelligence and Integration Svstem - COPLINK
Memorandum of Agreement
CITY OF VERNON
Hilario Gonzales
Print Name
Mayor
Title
0
AP ?VED AS TO FORM:
Date
1"I City Attorney Date
�
aEC,IE®
MAC 0 7 2011
CITy CLERK'S ofF@E
STAFF REPORT
VERNON POLICE DEPARTMENT
DATE: March 7, 2011
TO: Honorable Mayor and City Council
FROM: Daniel Calleros, Interim Chief of Police
RECEIVED
MAR 0 7 2011
CITY ADMINISTRATION
RE: Memorandum of Agreement for the Los Angeles Reg ional,lntegrated Law
and Justice Project
PURPOSE
The purpose of this memorandum is to request approval of a Memorandum of Agreement with
the Regional Terrorism Information Integration System participating agencies for the continued
participation of the City of Vernon in the Los Angeles Regional Integrated Law and Justice
Project.
EXECUTIVE SUMMARY
The Vernon Police Department currently shares information with all law enforcement agencies
in Los Angeles County in the Regional Terrorism Information Integration System (RTIIS)
COPLINK system. The Police Department (PD) seeks the approval of a Memorandum of
Agreement for the continued participation of the City of. Vernon in the Los Angeles Regional
Integrated Law and Justice Project (LARILJP) to share information among the participating
agencies in the RTIIS and with other participating agencies as approved through future
intergovernmental agreements. This agreement amends the existing agreement signed in
September 2007, under Resolution No. 9411, and will allow Los Angeles County agencies to
share information with law enforcement agencies throughout'California and the nation.
BACKGROUND
In September 2007 the Vernon Police Department entered into an agreement with forty-seven
other law enforcement agencies to share law enforcement information from their records
database systems. City Attorneys from multiple cities worked numerous hours with attorneys
from the County of Los Angeles and other agencies to develop the original agreement between
the law enforcement agencies representing the eighty-eight independent cities and the
unincorporated areas of Los Angeles County. The Vernon Police Department contributes law
enforcement records information to the COPLINK database and is able to access more than two
hundred million records to assist with its crime and terrorism investigations. The City of Vernon
Staff Report March 7, 2011
Approve a Memorandum of Agreement
Among the Agencies of the LARILJP
Page 2
was able to join and participate in the Los Angeles Regional Integrated Law and Justice Project
(LARILJP) at no cost. Grant funds from the Los Angeles County Sheriff Department (LASD)
and the Los Angeles Police Department (LAPD) paid for the integration of the Vernon Police
Department database to the RTIIS and for the first three years of system maintenance. The
maintenance agreement will expire in August 2012.
The original Memorandum of Agreement among the RTIIS agencies established the guidelines
to regulate the sharing of information. The Memorandum of Agreement identified the purpose of
the system, the criteria for agencies' participation, the rules for the contribution and
dissemination of information, the ownership and audit requirements of information, and other
terms, conditions, policies and procedures of the system. A LARILJP Governance Committee
comprised of representatives from LASD, LAPD, and three Chiefs of Police from the
independent cities received the authority to accept agencies into the RTIIS with a simple
majority vote. The current Agreement requires the simple majority vote of all forty-seven RTIIS
agencies to connect to other cooperating law enforcement sharing initiatives such as Orange,
San Diego and San Bernardino Counties.
The proposed amended Memorandum of Agreement gives the LARILJP Governance
Committee the power of attorney for the forty-seven participating agencies to sign
Intergovernmental Agreements to share information with other counties and cities in California
and the nation; gives the Los Angeles County Counsel the power to act as the legal
representative of the forty-seven participating agencies in the matters of the RTIIS; gives the
Governance Committee the authority to seek grant funding for the continued maintenance of the
RTIIS and/or to discuss funding models for future maintenance costs by the participating
agencies.
Intergovernmental Agreements with other California counties and regional groups from Oregon,
Washington and Arizona would represent the addition of another ninety-five million searchable
documents. There are also future plans to link the RTIIS with the Federal Bureau of
Investigation's Law Enforcement National Data Exchange network (N-DEX).This would
significantly enhance the situational awareness of patrol officers, the investigative resources of
detectives and the analysis of crime trends and terrorist threats throughout the region. The Los
Angeles Sheriff Department and Los Angeles Police Department directed millions of dollars to
establish and maintain the COPLINK data sharing project from 2007 to August 2012 without a
cost to the contributing independent agencies. They cannot continue to support the
independent cities in the RTIIS without funding from the cities or from grant sources. The
amendments to the Agreement would give authority to the Governance Committee to• seek
additional funding from Federal and State grant sources and to discuss funding models if
individual cities must contribute funds to maintain the system.
Knowledge Computing Corporation (KCC) distributed, maintained and updated the COPLINK
software in 2007 at the inception of the Los Angeles Regional Integrated Law and Justice
Project; KCC has since been acquired by another company, i2. The amended Agreement
eliminates an indemnification clause in the original Memorandum of Agreement wherein KCC
and the participating agencies indemnified, held harmless and defended each other from and
against any and all liability, claims, administrative proceedings, losses, expenses, injuries or
damages. The amended Memorandum of Agreement maintains a Hold Harmless clause that
Staff Report - March 7, 2011
Approve a Memorandum of Agreement
Among the Agencies of the LARILJP
Page 3
holds Source Agencies harmless for any information in COPLINK, or any action taken as a
result of that data.
The City of Vernon can withdraw from the LARILJP and RTIIS at any time. If the City of Vernon
does .not approve the amended Memorandum of Agreement the Police Department would
discontinue the contribution of data to the RTIIS and would lose its ability to access shared
information in the database. The Police Department would make a decision to leave its current
data in the system or pay to remove it.
RECOMMENDATION
Staff recommends that the City Council approve the amended Memorandum of Agreement.
See the attached amended Memorandum of Agreement for signature.
AGREEMENT REVIEW
The amended Memorandum of Agreement has been reviewed and approved by the City
Attorney's Office. See the attached Memorandum.
FISCAL IMPACT
There is not any cost associated with the approval of the amended Memorandum of Agreement.
There is a potential cost to continue participation in the RTIIS that may occur in 2012. The cost
for maintenance of the system will be divided among. the forty-seven participating agencies
based on an as yet'undetermined funding model. Funding model examples could include a rate
based on population, on the number of agency users, the number of sworn police personnel or
other criteria. The Police Department will consider using Federal asset forfeiture funds to cover
the cost to continue participation in the RTIIS COPLINK System.
Attachment:
• Memorandum of Agreement and signature page
• City Attorney's Office Memorandum
OF VPR
LV{'LY IN�V
CITY ATTORNEY'S OFFICE
INTER -DEPARTMENT MEMORANDUM
DATE: Marsh 3, 2011
TO: Daniel Calleros, Police Chief
FROM: Willard G. Yamaguchi, Interim City Attorney
RE: Memorandum of Agreement for the Los Angeles Regional
Integrated Law and Justice Project
I have received and reviewed the email dated January 18, 2011, and the
attachments thereto.
The Memorandum of Agreement for the Los Angeles Regional Integrated
Law and Justice Project is approved as to form.
WY:em
Enclosures