HomeMy WebLinkAboutTSSERR Agreement scanned 2015-04-10TSSERR
TOWN of LANSING ._.,,..,_,._..,,,..,__,.,_, _,,.
TOMPKINS SHARED SERVICES ELECTRONIC RECORDS
REPOSITORY {TSSERR)
GROUP AGREEMENT
Pursuant to Section 119-o of the General Municipal Law, the undersigned municipalities
hereby enter into this Agreement to form a form a five year renewable Tompkins
Shared Services Electronic Records Repository group, herein after referred to as
TSSERR.
The participating voting local governments ("Members") are:
Tompkins County Information Technology Services
Tompkins County Clerk
City of Ithaca
Town of Caroline
Town of Danby
Town of Dryden
Town of Enfield
Town of Groton
Town of Ithaca
Town of Lansing
Town of Newfield
Town of Ulysses
Village of Cayuga Heights
The participating at large (non-voting) agencies include:
New York State Archives (Advisory Only)
Term:
This agreement shall become effective upon execution by each and every
Participating Member and shall be in force for the period beginning upon full execution
through December 31, 2018 and may be renewed for an additional five years by
appropriate resolutions by each of the members on or before December 31, 2018, all
other terms and conditions of this agreement remaining the same.
Establishing a Program
The parties hereby establish an ongoing partnership for the purpose of jointly
planning, providing, and coordinating shared local government digital records
technology services within Tompkins County . The TSSERR group will coordinate with
the Tompkins County Clerk's Office, the Tompkins County Information Technology
Services Department and other providers as necessary and agreed upon by TSSERR.
TSSERR w ill be governed under the terms and conditions of the Tompkins Shared
Services Electronic Records Repository By-Laws. TSSERR members may use the group
as a vehicle for voluntarily sharing of information, equipment, publicity about programs,
and/or coordinating their respective services.
The initial TSSERR focus is:
• Back-file conversion, indexing and import of defined, common record sets
(Example: meeting minutes, building permits, City Attorney files) for local municipalities
into the County hosted enterprise electronic document management system (EDMS).
• Review and improvement of future processes based on the management,
retrieval and records retention requirements within the EDMS platforms and available
software tools of the included municipal record sets.
• Redundancy of records based on alternative media and formats (e.g .
paper, microfilm, digital) for long term preservation and disaster recovery requirements.
• Implementation of a true electronic disaster recovery solution for existing
and future records stored within the EDMS platforms as a goal defined within the
Tompkins County Records Management Program.
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• Establishing a repository of public records and the improved
"transparency" of public information in an electronic system which provides for more
immediate access and retrieval.
• The creation of a local, government records management organization
initially comprised of all participating municipalities and Tompkins County Departments
to be based on the TSSERR By-laws. The purpose of this organization will be to define
and continually address collective records management standards, practices and
policies, frame level of service requirements of the Tompkins County hosted solution or
other service provider hosted solutions, clarify fiscal and participation responsibilities
and identify information technology related needs and issues.
Examples include, but not limited to:
• Electronic business process strategies.
• Provides structure and technical capacity for expansion of EDMS shared
services model to additional records sets and other local government agencies.
Sharing Program Costs
TSSERR shall have an annual operational budget as determined by the
Tompkins County budgeting process and successful grant funding programs, and other
approved local government contributions, as managed in the Tompkins County Clerk's
Office budgetary unit. Currently, the projected cost for each member will be derived
from a per license fee. This yearly support cost is projected to be $205.00 per license
per year (based on 2013 cost) and is subject to an incremental increase per year. A
project review/work plan based on the use of these funds will be submitted to the
Tompkins County Government Operations Committee no later than the first quarter of
each year. Voting TSSERR participating members will receive the following:
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1. Tompkins County shall provide TSSERR members secure access to and
technical support for the following applications: Laserfiche RIO digital
archiving repository and any other systems or services included in the annual
TSSERR work plan.
2. Tompkins County shall provide TSSERR members with technical assistance
and/or project planning assistance based on any new initiatives included in
the annual TSSERR work plan.
3. Tompkins County shall provide services for TSSERR members between the
hours of Monday through Friday, 8 a.m. - 5 p.m. Emergencies non
withstanding, any County provided service(s) outside of these core hours
must be scheduled one week in advance and mutually agreed upon between
Tompkins County and the TSSERR member.
Any proposed project outside of the scope of the base operational services described
above must include a funding plan and be mutually agreed upon by the TSSERR group
through a majority vote. Any additional funding required from Participating Members
above and beyond the annual County Budget allocation must be approved by each
individual member participating in the project.
Governance
Name: The governing board shall be called Tompkins Shared Services
Electronic Records Repository (TSSERR) Group.
Membership: TSSERR shall have a total of 13 (thirteen) voting members. The
partners include: City of Ithaca (1), Town of Caroline (1), Town of Danby (1), Town of
Ithaca (1), Town of Lansing (1), Town of Dryden (1), Town of Groton (1), Town of
Enfield (1), Town of Newfield (1), Town of Ulysses (1), Village of Cayuga Heights,
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Tompkins County Clerk (1), and Tompkins County Information Technology Services
Department (1). •
Roles of the Tompkins Shared Services Electronic Records
Repository Group
TSSERR shall operate under its own by-laws that have been approved by the
Tompkins County Legislature and then ratified by all Participating Members.
Roles of the Tompkins County Clerk's Office & Tompkins
County Information Technology Services Department
Staff from the Tompkins County Information Technology Services Department
and the Tompkins County Clerk's Office will work with Participating Members to provide
support to TSSERR that includes:
• assistance in developing an annual work plan of priority planning, oversight, and
evaluation issues;
• assistance in developing options and guidelines as needed to implement the
TSSERR work plan;
• staff support to TSSERR to implement work plan;
• preparation of meeting agendas in consultation with the TSSERR Group chair;
• preparation and management of meeting records;
• preparation of contracts with service providers as authorized by the TSSERR
Group;
• coordination with the partners to assure that program meets the needs of the
TSSERR Group;
• coordination with partners to assure that policy questions that require TSSERR
decisions are acted on in a timely way;
• coordination with members to define and develop policy, procedures and
information technology & records management security requirements specific to
the scope of activities and responsibilities associated with TSSERR members.
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Roles of Tompkins Shared Services Electronic Records Repository
Participating Local Governments
The Participating Local Governments will be responsible for:
• upon request, provide a yearly summary of participation arid periodically
highlighting any trends or significant changes in program participation, feedback,
expenses or revenues for TSSERR;
• tracking participation in formats and on a schedule requested by or acceptable to
TSSERR;
• recommending programs or changes to improve services and/or lower costs.
Fiscal Accountability
The Tompkins County Clerk's Office is the fiscal agent for the Partnership. The
County Clerk's Office will administer those funds in accordance with the TSSERR annual
work plan.
As a condition of this agreement, the Tompkins County Clerk shall maintain
records of expenses and revenues as required by TSSERR.
Liability
No party (Participating Member) shall have any financial liability to any other
Participating Member other than the contributions agreed to by the Participating
Member, and no Participating Member shall be liable to any other agency or any
member of the public for the performance, non-performance, or any breach of this
agreement.
Dispute Resolution
In the event of any dispute, claim, question, or disagreement arising from or
relating to this agreement or the breach thereof, the members shall use their best
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efforts to settle the dispute, claim, question, or disagreement. To this effect, they
shall consult and negotiate with each other in good faith and, recognizing their
mutual interests, attempt to reach a just and equitable solution satisfactory to all
parties.
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Ratification
TOWN OF NEWFIELD
by date._---=2_·_2_7_·_!--'L/,__
Newfield Town Clerk
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Ratification
TOWN OF ITHACA
by ~7'--
/ I date.~_~ -~ /6t_7 _,__,_
lthaca Town Clerk
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t •• •
Ratification
TOWN OF LANSING
by_____________ date-------
Lansing Town Clerk
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Ratification
TOWN OF LANSING
by v 11.tl' _y ~ I; ;/ date} ._,, ·lu I ,-J/3
I
Lansing Town Clerk
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Ratification
TOWN OF DRYDEN
~ ~ .I
date Cftut-/S , )O/ Lf
10
Ratification
TOWN OF GROTON
by ~ 1.:;J.j,,/fl,jf'IC-date / D);)7./i>-412
~Town Clerk '
; ~
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Ratification
TOWN OF CAROLINE
13
date ;;2· rJO-JO!f
Ratification
TOWN OF DANBY
date t~.3¥o.-.,,A. ,8 ~._,L
Danby Town Clerk
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TOWN OF ULYSSES
Ratification
date/~~
14
Ratification
date C//30 /B
16
Ratification
VILLAGE OF CAYUGA HEIGHTS
by ~ I/-date 10 -1--13
Cayuga Heights Village~ YVl.ijo'
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Ratification
TOWN OF ENFIELD
by date / () ... 3 -I 3Ok.um. Lk
Enfield Town Clerk
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Ratification
TOMPKINS COUNTY
date__,_0 _/_,~?~l-,3~
date~/o_[_1f_/_1_3 _
by _____________ date-------
Director of Information Technology
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-------
Ratification
\
SOIL AND WATER CONSERVATION DISTRICT
nservation Director
date °f f30 {Joi~
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Ratification
VILLAGE OF DRYDEN
date i0/106-01')-
20 ·
---·------
Ratification
VILLAGE OF FREEVILLE
date '1 ~ S D --J~
2 1
Ratification
VILLAGE OF GROTON
~4/c:flg. date
Village of Groton Clerk
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· Ratification
VILLAGE OF LANSING
23
Ratification
VILLAGE OF TRUMANSBURG
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BY-LAWS
2 Tompkins Shared Services Electronic Records Repository {TSSERR}
3
4 I. Name
The name shall be Tompkins Shared Services Electronic Records
6 Repository (TSSERR) Group .
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8 II. Preamble: Tompkins Shared Services Electronic Records Repository
9 Group is a unique inter-municipal group created to jointly plan, provide,
oversee and coordinate shared records management services within
11 Tompkins County.
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13 III. Purpose: The Tompkins Shared Services Electronic Records Repository
14 Group shall have the following duties, powers, and responsibilities:
-Identify a set of shared services to be provided to partner
16 municipalities.
11 Authorize additions or deletions of TSSERR program services.
18 Recommend to the appropriate Tompkins County Legislative
19 Committee and the Tompkins County Legislature a net
operating budget and necessary resources for the costs of
21 services, fees, revenues, and grants.
22 Recommend contracted services, monitoring the quality and
23 costs of the service providers.
24 Evaluate the performance of providers.
Provide reports to the appropriate Tompkins County Legislative
26 Committee, Tompkins County Legislature and other local
21 government agencies as necessary.
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29 IV. Membership:
31 A. Voting membership shall consist of thirteen members with no set
32 terms:
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34 1. Tompkins County Director Information Technology Services or designee
2. Tompkins County Clerk or designee
36 3. Dryden Town Clerk or designee
37 4. Enfield Town Clerk or designee
38 5. Groton Town Clerk or designee
39 6. Ithaca Town Clerk or designee
7. Lansing Town Clerk or designee
41 8. Newfield Town Clerk or designee
42 9. Caroline Town Clerk or designee
43 10. Danby Town Clerk or designee
44 11. Ulysses Town Clerk or designee
l 12. Ithaca City Clerk or designee
2 13. Cayuga Heights Village Clerk or designee
3
4 In addition, each member may appoint one alternate per seat, in the
5 event the member or designee is not available. Each participating
6 member will strive to fill these seats with agents willing and able to
7 make program and policy decisions. The Tompkins Shared Services
8 Electronic Records Repository Group may determine the need to create
9 any non-voting at-large seats to add expertise and/or additional
10 coordination. This may be done by a 3/4 majority vote of the
11 members. The at-large seats will be filled for a period of up to two
12 years.
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14 B. Joining TSSERR: The Group may invite a new member to join
15 TSSERR after January 2014 with a ¾ majority vote of the existing
16 TSSERR members. After signing this Agreement, the new municipality
17 or its designee will become a voting member, and the size of TSSERR
18 shall increase by one.
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20 C. Resignations. A municipality may elect to withdraw from the group
2 1 at anytime, providing a letter to that effect to the Chair of the TSSERR
22 group. Tompkins County Information Technology Services shall have
23 up to six (6) months from the notification of resignation to provide, if
24 possible, any data or records specific to the resigning agency. By
25 entering into this agreement, each member pledges to honor its
26 contractual obligations to the other members when it desires to leave
27 TSSERR.
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29 v. Officers
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31 A. Each year the Group shall elect a Chairperson, and a Vice Chairperson,
32 from among its members.
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34 B. Duties of Officers:
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36 1. Chair: shall develop the agenda in consultation with the Tompkins
37 County Information Technology Services staff, chair the meetings,
38 represent the Tompkins Shared Services Electronic Records Repository
39 Group at inter-municipal or public meetings, and assist as needed in
40 contract negotiations to implement the wishes of the Tompkins Shared
4 1 Services Electronic Records Repository Group.
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43 2. Vice Chair: shall act in the absence of the chair.
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1 C. Terms of Office: For the first term, officers will be elected in January
2 2014, with their term ending December 31, 2014. Thereafter, terms
3 shall be for one year beginning January 1st and ending December 31 st .
4 Officers for the new year shall be elected at the last quarterly meeting
5 of the previous year. New names for nomination can be put forth up
6 to and at the last quarterly meeting for consideration. Prior to a vote
7 nominees must have agreed to serve. Vacancies shall be filled as soon
8 as possible for the remainder of the unexpired term.
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11 VI. Meetings
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13 A. Quorum: A quorum shall be at least a majority of the full
14 membership (13 members) or their designated alternate.
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16 B. Voting: Each member is entitled to one vote per item at any official
17 meeting. An appointed alternate is permitted to vote when replacing
18 their official agency representative. Passage of a motion requires a
19 majority vote of the full group (13). In order for an alternate to vote,
20 the officially appointed representative must notify the Chair of the
21 Committee prior to the start of the meeting. To the extent permitted
22 by law, participation via electronic means will not be permitted.
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24 C. Agendas. An agenda will be sent out at least 7 days prior to the
25 meeting. While not required it is desirable that information of
26 substance be distributed with the agenda so members have time to
27 review the information prior to the meeting.
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29 D. Records: The Tompkins County Clerk's Office shall maintain a public
30 record of all proceedings of the TSSERR group in accordance with the
3 1 procedures as followed by the Clerk of the Legislature.
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33 E. Attendance: The Group shall set an annual meeting schedule, but
34 will meet quarterly at a minimum. Any member missing greater than
35 fifty percent (50%) of any given year's meetings will lose their voting
36 member status, in effect becoming a non-voting at-large seat. The
37 TSSERR group may choose, at any time, to make that Participating
38 Municipality a voting member again by a ¾ majority vote of the full
39 group.
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4 1 F. Code of Ethics: All duly appointed members shall be provided a copy
42 of, and be bound by, the Code of Ethics of Tompkins County.
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VII. Fiscal Year: The fiscal year shall be from January 1 to December 31.
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3 VIII. Amendments of By-laws: Future amendments to the by-laws that are
4 not inconsistent with this agreement shall be made by a 2/3 majority
5 vote of the full TSSERR group, subject to subsequent approval by the
6 Tompkins County Legislature, provided that the proposed amendment
7 has been presented for consideration of the TSSERR group at the
8 preceding regular meeting. An amended copy of the by -laws will be
9 sent to each participating municipality for their records.
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12 IX. Saving Clause: In the event any part of these by-laws shall conflict with
13 any provisions or requirements of state, local, or federal law, the
14 provisions of any state, local or federal law shall control and the other
15 provisions of these by-laws shall not be invalidated by such conflict.
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11 X. Conflict of Interest: If a member has a potential conflict of interests/he
18 must explain her or his relationship to the municipality before the
19 matter is discussed or voted on. Members must abstain from
20 discussing and/or voting on any specific actions that are, or give the
2 1 appearance of, being motivated by a desire for private financial gain
22 for themselves or others such as those with whom they have family,
23 business, or other ties.
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25 XI. Adoption: These by-laws shall become effective upon adoption by a
2 6 majority vote of the members of the Tompkins Shared Services
21 Electronic Records Repository Group and approval of all of the
28 participating partner members and the Tompkins County Legislature.
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