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Waunakee approves withdrawal from Madison consortium and joins multi-jurisdiction records-management system
Summary
The board approved withdrawal from the City of Madison/Dane County consolidated records-management intergovernmental agreement and authorized joining a multi-jurisdiction public-safety records-management system (EMPIS-like consortium); the move carries an upfront data conversion cost amortized over four years.
The Waunakee Village Board approved withdrawing from the City of Madison–Dane County consolidated records-management intergovernmental agreement and authorized the village to join a multi-jurisdiction public-safety information system used by Sun Prairie, Fitchburg, Verona, Monona and Middleton.
Police staff told trustees the existing system constrained Waunakee’s ability to customize data and that the new consortium offers equal voting representation for all participating agencies, routine governance meetings, and shared opportunities for training and equipment. Command staff and field officers visited Verona to review the system and returned with favorable impressions.
The transition includes a one-time data-conversion and infrastructure cost and a higher annual subscription. Police staff and the consortium negotiated a lower one-time conversion fee and an arrangement to amortize the one-time cost interest-free over four years; the consortium also agreed to provide training at no added cost. For 2026, the net budget increase was described as approximately $19,544.58 after offsets and prior-year budgeted transition funds. Trustees authorized staff to provide requisite withdrawal notices to the current consortium and to complete final review of the new-agreement documents prior to executing them.
