Home

What is Changing, and Why

For nearly 60 years, CLEMIS operated as part of Oakland County government. Last year, Oakland County and CLEMIS member agencies established the CLEMIS Authority as its own independent government entity, governed directly by the member agencies it serves rather than by county administration.

That change is good news for members. It means your agency has a more direct voice in how CLEMIS operates and evolves. It also means that the Authority needs its own agreements with the communities it serves, separate from Oakland County. This is an administrative requirement of becoming an independent entity. It does not change your services, your costs, or the people supporting your agency.

To learn more about why the Authority was formed and what it means for the network, visit our home page.

Your CLEMIS Services Are Not Changing

Every application your agency relies on today remains fully operational. Records Management, Computer Aided Dispatch, Jail Management, Citations, Crash Reporting, Crime Analytics, and all other CLEMIS applications continue without interruption. The same team that supports those systems is still in place. The only thing that has changed is governance: your membership now runs through the CLEMIS Authority rather than Oakland County.

If you have received a letter from Oakland County indicating that their service agreement is ending, that letter is expected and is part of this transition. It is not a disruption. The continuity of your services comes from a new agreement with the CLEMIS Authority.

What Your Agency Needs to Do

Agencies need to complete their agreements with the CLEMIS Authority. The process involves two documents: a Participation or Public Agency Agreement and an Order.  This section explains what to expect so you can begin planning now.

Step 1: Participation or Public Agency Agreement

This step is for the Mayor, City Manager, Township Supervisor, Village President, County Administrator, or whoever holds authority to execute agreements on behalf of your agency or community. For courts, state agencies, and federal agencies, this is typically the same person who will also sign the Order.

Every participating agency or community signs either a Participation Agreement or a Public Agency Agreement with the CLEMIS Authority. If your agency or community wishes to participate in Authority governance, you will sign the Participation Agreement, which incorporates both the Main Services Agreement and the Interlocal Agreement. If your agency or community wants CLEMIS services, software, and data sharing without participating in governance, you will sign the Public Agency Agreement, which incorporates the Main Services Agreement only. Both documents are one-page signature covers with the incorporated agreements defining the terms and conditions.

Step 2: Your Agency's Membership Order

This step is for the Chief of Police, Sheriff, Fire Chief, Director, Court Administrator, or agency head who manages your agency's CLEMIS membership.

Each participating department executes an Order that confirms your current membership tier, your software, and the services you receive. This is your department's direct agreement with the Authority. A police department, fire department, jail, code enforcement unit, animal control office, court, or other department within the same community each signs its own Order reflecting their specific needs. For state agencies, federal agencies, and courts, the same authorized representative who signed the Participation Agreement will typically also sign the Order.

Common Questions

TRANSITION

Will our services be interrupted during this transition? No. All CLEMIS applications remain fully operational throughout the transition.

Will our cost change as a result of this transition? Moving your membership to the Authority does not trigger a price change. There is an annual 5% pricing adjustment that was scheduled for July 1; however, your current rate has been extended through September 30, 2026, giving you three additional months at the same cost. The rate adjustment takes effect October 1, aligned with the Authority's fiscal year.

What is the deadline for completing our agreements with the CLEMIS Authority? All agreements must be finalized by September 30, 2026. Keep in mind that the signatory process is two steps (Agreement + Order), Authority leadership needs to counter-sign, and your agreement may need legal review and board or council approval—the earlier you start the process, the better.

What happens if we do not complete our agreements before September 30, 2026? Agencies that have not executed their agreements by September 30 risk interruption to their CLEMIS services. We are committed to working with every agency to complete this process well before that date. If your agency faces specific obstacles, contact us early so we can help.

We received a letter from Oakland County about their agreement ending. Should we be concerned? No—this letter is part of the transition, not a disruption notice. The CLEMIS Authority agreement is the continuity of your existing services under the new governance structure.

Where can I find resources to help me navigate this transition with my team, community, or board/council? We’ve got you covered. Visit the Resources page for examples and samples, including:

Resolution template
Draft content to precede or accompany a council or board resolution
Sole source procurement memo
CLEMIS Authority Informational sheet
CLEMIS Authority agreement and order samples

AGREEMENTS & DOCUMENTS

What is the Participation Agreement? The Participation Agreement is the signature document for agencies and communities that wish to participate in Authority governance and access the Authority's services, software, and data sharing. It incorporates both the Main Services Agreement, which governs the terms and conditions of all CLEMIS memberships, and the Interlocal Agreement, which establishes the governance framework of the Authority. View a sample.

What is the Public Agency Agreement? The Public Agency Agreement is the signature document for agencies and organizations that want CLEMIS services, software, and data sharing without participating in Authority governance. It incorporates the Main Services Agreement only. View a sample.

What is the Main Services Agreement? The Main Services Agreement defines the general terms and conditions that govern all CLEMIS Authority participants and public agencies. It is not signed as a standalone document. Instead, it is incorporated in the Participation and Public Agency Agreements and applies to every department of the community or organization that executes one.

What is the Interlocal Agreement? The Interlocal Agreement establishes your community's participation in the governance of the CLEMIS Authority, giving your community a formal voice in setting priorities and direction. It is incorporated in the Participation Agreement. It is not required for communities or organizations that simply want to continue receiving CLEMIS Authority services.

What does participating in Authority governance actually mean? Both agreements give your agency full access to CLEMIS services, software, and data sharing. The Participation Agreement also makes your community a formal party to the Interlocal Agreement, which opens the door to two levels of engagement:

Authority governance level. The Executive Committee may establish advisory groups and sub-committees that include member agency representatives. The Finance Sub-committee, which advises the Executive Committee on the annual budget, is one example already in place.
Member engagement level. The Authority is establishing user groups, task forces, and working committees where agencies provide direct input on tools, policies, and priorities. A department-specific user group or a task force developing a policy recommendation are examples of what that looks like in practice.

Most current members should consider Participation unless their policies do not permit it. The participation agreement doesn't require you to participate, but gives you the option. The Authority takes member input seriously through these channels and encourages participation. The Public Agency Agreement provides the same services without the governance role.

What is an Order? The Order is the agreement specific to each department, defining that department's membership type, software, and services. Each department (e.g. police, fire, jail, code enforcement, animal control, court) within a community signs its own Order. A department can sign an Order even if the community does not participate in Authority governance through the Interlocal Agreement. View a sample.

Why does my agency need to sign a new agreement if we have been a CLEMIS member for years? The CLEMIS Authority is now its own government entity, separate from Oakland County, and it requires its own agreements with the agencies and communities it serves. Your existing relationship with CLEMIS has not changed; the legal structure around it has.

Does our community need board or council approval before signing? It may. Many interlocal agreements require a board or council resolution before an authorized official can execute them. We recommend consulting your legal counsel early so that approval can be scheduled with enough time before the September 30 deadline.

I tried to access my agreement, but it says my link is expired—can I request a new link? Yes. Click the expired link and you will be prompted with an option to Send a New Link. Select this and you will receive a new email with a fresh link.

Our agreement needs to be signed by a different person than it was addressed to; what do I do? Not a problem—agreements can be easily reassigned. Simply open the document using the Review Document link in your email notification, click the Other Actions menu, select Assign to Someone Else, and enter the new signer's name and email. If you’d like assistance, reach out to our Membership Team and we’ll be happy to reassign the agreement for you.

Membership

Everything you need to know about the 2026 membership transition, in one place.