CITY COUNCIL STAFF REPORT
DATE: OCTOBER 14, 2026 CONSENT CALENDAR
SUBJECT: APPROVAL OF A MEMORANDUM OF UNDERSTANDING WITH RIVERSIDE COUNTY SHERIFF’S OFFICE FOR AUTOMATED COURT
NOTIFICATION SERVICES FOR THE PALM SPRINGS POLICE
DEPARTMENT
FROM: Scott C. Stiles, City Manager
BY: Police Department
SUMMARY:
The Palm Springs Police Department (PSPD) requests City Council approval to implement CourtNotify, a no-cost, cloud-based automated court notification and subpoena management platform designed specifically for law enforcement agencies.
CourtNotify streamlines the process by which officers and department personnel receive, track, confirm, and respond to court subpoenas and hearing notifications. Critically, this system is provided at no cost to the City of Palm Springs, resulting in no fiscal impact to the General Fund or any other City budget account. The implementation of CourtNotify directly supports the City Council's Strategic Plan goals of Public Safety and Community Services, as well as the Foundation of Financial and Organizational Well-Being, by improving operational efficiency within the PSPD at zero expenditure.
RECOMMENDATION:
1. Approve a Memorandum of Understanding with Riverside County Sheriff’s Office, (corresponding City Agreement Number 26N144 - Attachment A), for automated court notification services in the CourtNotify System for the Palm Springs Police Department.
2. Authorize the City Manager to execute all necessary documents related to the agreement.
BUSINESS PRINCIPAL DISCLOSURE:
N/A.
City Council Staff Report
October 14, 2026 -- Page 2
Agreement with Court Notify for Automated Court Notification Services for PSPD BACKGROUND:
The City of Palm Springs has a longstanding practice of evaluating and adopting technology solutions that improve departmental efficiency while maintaining responsible fiscal stewardship. Prior staff reports brought before the City Council have consistently emphasized the importance of aligning operational improvements with the City's strategic planning goals, particularly those related to public safety and financial well-being. The City Council has previously approved consent calendar items involving no-cost or lowcost administrative improvements to City operations, recognizing that operational efficiency gains — even when achieved at no direct expenditure — represent meaningful value to the organization and the community it serves.
The Palm Springs Police Department has an established policy governing subpoenas and court appearances, which is designed to allow the Department to cover any related work absences and keep the Department informed about relevant legal matters. Currently, the PSPD Subpoena Office encompasses dual responsibilities, currently responsible for subpoena service, court liaison duties, warrant dispositions, system administrator, and monthly Department of Justice reports on PSPD crime statistics, with office hours from 6:30 AM to 5:00 PM Monday through Thursday.
Under the current system, officers receive subpoenas and court notifications through an application and paper-copies, requiring significant staff time to track, confirm, and manage court appearances. The existing policy defines specific statuses – including "OnCall" (when an employee receives a subpoena of a type which allows him or her to not appear in court but remain available by phone or pager so that he or she may be directed to appear in court within one hour) – that require real-time communication between officers and the courts. Managing these statuses manually creates inefficiencies and increases the risk of missed court appearances.
The introduction of an automated platform such as CourtNotify represents a natural evolution of the Department's administrative infrastructure, consistent with the City's broader commitment to modernizing government operations without imposing new costs on taxpayers.
CourtNotify is an automated, cloud-based court notification platform used by law enforcement agencies to electronically receive, manage, and respond to court subpoenas and hearing notifications. The system provides officers and supervisors with real-time alerts regarding upcoming court dates, case continuances, cancellations, and scheduling changes, eliminating the need for manual phone calls and paper-based tracking. The platform integrates with existing records management systems and allows officers to confirm or decline court appearances electronically, with all activity logged for administrative and compliance purposes.
City Council Staff Report
October 14, 2026 -- Page 3
Agreement with Court Notify for Automated Court Notification Services for PSPD STAFF ANALYSIS:
Implementation of CourtNotify will provide the following operational benefits to the PSPD:
1. Reduced Administrative Burden on the Subpoena Office • The current Subpoena Office handles all court liaison duties manually, including subpoena service, court liaison duties, and warrant dispositions. • CourtNotify will automate the notification and confirmation workflow, freeing the Police Records Technician and supervisory staff to focus on higher-priority duties and compliance functions.
2. Improved Officer Scheduling and Overtime Management
• Under the current system, officers placed on "Standby" or "On-Call" status must remain available by phone or pager, creating uncertainty in shift scheduling. • CourtNotify provides real-time updates on case continuances and cancellations, allowing supervisors to more accurately plan staffing and reduce unnecessary overtime expenditures.
• The Department's existing MOU with the Palm Springs Police Officers Association requires that overtime be authorized in advance by the Police Chief or an appropriate authorized supervisor, and that accurate records of all overtime worked by employees be maintained. Automated court notifications will support compliance with these requirements by reducing last-minute, unplanned court overtime.
3. Enhanced Compliance with Court Appearance Policies
• PSPD Policy 326 establishes guidelines for department members who must appear in court and requires the Department to keep informed about relevant legal matters.
• CourtNotify’s automated tracking and logging capabilities will ensure that all subpoenas are received, acknowledged, and acted upon in a timely manner, reducing the risk of missed court appearances and associated legal consequences.
4. Improved Records Retention and Documentation
• The PSPD's Records Maintenance and Release policy requires that records be maintained in accordance with established retention schedules and that the Department protect the integrity of its information systems. • CourtNotify maintains a complete digital audit trail of all subpoena notifications, officer responses, and court appearance confirmations, supporting the Department's records retention obligations and California Public Records Act compliance.
5. Alignment with the Department's Technology Modernization Goals • The PSPD has demonstrated a commitment to adopting modern technology solutions to enhance public safety and operational efficiency, including a mobile application for community engagement, and online reporting tools. • CourtNotify represents a continuation of this modernization strategy, applying automation to the court liaison function in the same manner that other technologies have been applied to patrol and community engagement functions.
City Council Staff Report
October 14, 2026 -- Page 4
Agreement with Court Notify for Automated Court Notification Services for PSPD
6. Community Impact
The implementation of CourtNotify will have a positive, indirect benefit to the Palm Springs community. By reducing the administrative burden on PSPD personnel and improving officer scheduling efficiency, the Department will be better positioned to maintain patrol staffing levels and respond to community needs. Fewer unnecessary court appearances mean more officers available for active duty, directly supporting public safety outcomes for residents and visitors.
There are no negative community impacts anticipated from this action, and no public opposition or stakeholder concerns have been identified.
ENVIRONMENTAL ASSESSMENT:
This action is not subject to the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.
ALIGNMENT WITH STRATEGIC PLANNING:
This item aligns with the following City Council Strategic Plan Broad Goal: Public Safety and Community Services.
FISCAL IMPACT:
There is no fiscal impact associated with this action. CourtNotify is provided to the Palm Springs Police Department at no cost. No General Fund appropriation or budget amendment is required.
REVIEWED BY:
Department Director: Kyle Stjerne, Chief of Police
Director of IT: Larry Klingaman
City Manager: Scott Stiles
ATTACHMENTS:
A. Memorandum of Understanding (City Agreement Number 26N144)