City Council Meeting Date: August 25, 2026
To: Mayor and City Council
From: Jeff Schroepfer, Chief of Police
Title
Consider Approval of Software as a Service (SaaS) Agreement with LETAC USA, LLC for Policies360 and Procedures360
Body
Action Requested:
The Northfield City Council approves a Motion approving the attached Software as a Service (SaaS) and Hosting Subscription Agreement with LETAC USA, LLC for the Policies360 and Procedures360 law enforcement policy management system.
Summary Report:
The Northfield Police Department is seeking approval of a three-year Software as a Service (SaaS) agreement with LETAC USA, LLC for the Policies360 and Procedures360 law enforcement policy management system. Policies360 is a cloud-based platform that provides professionally developed law enforcement policies, policy management, electronic acknowledgements, auditing, reporting, and a companion system for managing department-specific procedures.
The Police Department currently utilizes Lexipol for policy management. While Lexipol is a nationally recognized provider of law enforcement policies, staff is recommending a transition to Policies360 because its policies are developed specifically for Minnesota law enforcement agencies and are written with Minnesota statutes, case law, and best practices as the primary focus. This Minnesota-centric approach reduces the need for local modifications and provides policies that are more closely aligned with the legal and operational environment in which the Northfield Police Department operates.
LETAC USA, LLC is owned and operated by Eckberg Lammers, P.C., the City's prosecuting attorney. Policies360 was developed specifically for Minnesota law enforcement agencies and is maintained by attorneys and law enforcement professionals with experience in Minnesota law, public safety operations, and municipal legal issues. Staff believes this provides an advantage over a national policy provider by ensuring policies remain closely aligned with changes in Minnesota statutes, appellate court decisions, and evolving law enforcement practices.
The Police Department recognizes that Eckberg Lammers serves as the City's prosecuting attorney and that LETAC is a separate commercial software service provider owned and operated by the firm. The proposed Policies360 subscription is separate and independent from the City's agreement for prosecutorial legal services. The decision to transition to Policies360 is based on the functionality of the product, the Minnesota-specific nature of the policies, and the operational benefits provided to the Police Department.
The proposed platform provides online access to department policies and procedures twenty-four hours per day, electronic distribution and acknowledgement of policy updates, compliance reporting, auditing tools, secure hosting, software maintenance, technical support, and implementation services. Procedures360 will also allow the department to separate operational procedures from policy while maintaining the same level of accountability and accessibility.
The agreement provides an initial term of thirty-six (36) months, with options for the City to extend the agreement. Either party may terminate the agreement for convenience upon thirty (30) days' written notice.
Staff believes transitioning to Policies360 will provide a policy management system that is better tailored to Minnesota law while improving policy administration, employee accountability, and operational efficiency. Staff recommends approval of the agreement.
Alternative Options:
The Council may choose not to approve the agreement and direct staff to continue utilizing Lexipol. Staff believes Policies360 provides a better alignment with Minnesota law enforcement practices and the operational needs of the Northfield Police Department.
Financial Impacts:
The agreement includes a three-year subscription for both Policies360 and Procedures360. The first-year cost is $15,202.85, which includes implementation, onboarding, customization, and annual management. Year two costs are $12,322.10, and year three costs are $12,885.66. Subscription pricing is based on the department's current staffing level of twenty-six sworn officers.
The Police Department currently pays $15,363 annually for its Lexipol policy management subscription. The first-year cost of the proposed agreement is comparable to the department's current annual expenditure while including implementation and transition services. Annual subscription costs in years two and three are lower than the department's current Lexipol subscription. Funding is available within the Police Department's existing operating budget.
Tentative Timelines:
If approved, the agreement will become effective upon execution by both parties with a goal of implementation on January 1, 2027. The initial subscription term will continue for thirty-six (36) months from the commencement date, with optional extension periods available pursuant to the agreement.