Arroyo Grande City Council
April 11, 2023

CITY COUNCIL MEETING

AGENDA SUMMARY

Tuesday, April 11, 2023, 6:00 p.m.

In person at:

Arroyo Grande City Council Chambers
215 E. Branch Street, Arroyo Grande, CA 93420
AND via Zoom at:
https://us02web.zoom.us/j/86752345420
Please click the link above to join the Zoom Meeting:

Webinar ID: 867 5234 5420
Or by Telephone: 1-669-900-6833; 1-346-248-7799
This City Council meeting is being conducted in a hybrid in-person/virtual format. Members of the public may participate and provide public comment on agenda items during the meeting in person at the location identified above, by joining the Zoom meeting, or by submitting written public comments to the Clerk of the Council at [email protected]. Meetings will be broadcast live on Channel 20 and streamed on the City’s website and www.slo-span.org.

1. CALL TO ORDER

2. ROLL CALL

3. MOMENT OF REFLECTION

4. FLAG SALUTE

KNIGHTS OF COLUMBUS

5. AGENDA REVIEW

5.a Closed Session Announcements
Announcement of reportable actions taken, if any, from the following meeting:

Regular Meeting of March 28, 2023
CONFERENCE WITH LEGAL COUNSEL- EXISTING LITIGATION pursuant to Government Code Section 54956.9(d)(1):

Name of Case: Oak Park Estates, HOA v. City of Arroyo Grande, et al. and related actions

5.b Ordinances read in title only
None.

6. SPECIAL PRESENTATIONS

6.a Honorary Proclamation Declaring April 2023 as National Sexual Assault Awareness Month

6.b Honorary Proclamation Declaring April 28, 2023 as Arbor Day

6.c City Manager Communications
(McDONALD)
Recommended Action:

Receive correspondence/comments as presented by the City Manager and Provide direction, as necessary.

7. CITY COUNCIL REPORTS
None.

Reports are made during the Second Council Meeting each month.

8. COMMUNITY COMMENTS AND SUGGESTIONS
This public comment period is an invitation to members of the community to present issues, thoughts, or suggestions on matters not scheduled on this agenda. Comments should be limited to those matters that are within the jurisdiction of the City Council. Members of the public may provide public comment in-person or remotely by joining the Zoom meeting utilizing one of the methods provided below. Please use the “raise hand” feature to indicate your desire to provide public comment.

Click the link below to join the webinar: https://us02web.zoom.us/j/86752345420; Webinar ID: 867 5234 5420
•
Or by Telephone: 1-669-900-6833; 1-346-248-7799
Press * 9 to “raise hand” for public comment
•
The Brown Act restricts the Council from taking formal action on matters not published on the agenda. In response to your comments, the Mayor or presiding Council Member may:
• Direct City staff to assist or coordinate with you.
• A Council Member may state a desire to meet with you. • It may be the desire of the Council to place your issue or matter on a future Council agenda.

Please adhere to the following procedures when addressing the Council:
• Comments should be limited to 3 minutes or less.
• Your comments should be directed to the Council as a whole and not directed to individual Council members.
• Slanderous, profane or personal remarks against any Council Member or member of the audience shall not be permitted.

9. CONSENT AGENDA
The following routine items listed below are scheduled for consideration as a group. The recommendations for each item are noted. Any member of the public who wishes to comment on any Consent Agenda item may do so at this time. Any Council Member may request that any item be withdrawn from the Consent Agenda to permit discussion or change the recommended course of action. The City Council may approve the remainder of the Consent Agenda on one motion.

9.a Consideration of Cash Disbursement Ratification
(VALENTINE)
Recommended Action:
1) Ratify the attached listing of cash disbursements for the period of March 1 through March

15, 2023; 2) Determine that ratifying the cash disbursements is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)

9.b Consideration of Statement of Investment Deposits
(VALENTINE)
Recommended Action:
1) Receive and file the attached report listing investment deposits of the City of Arroyo Grande as of February 28, 2023, as required by Government Code Section 53646(b); 2) Determine that ratifying the cash disbursements is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)

9.c Acceptance of the Annual Comprehensive Financial Report, Single Audit, and Audit Report for the Transportation Development Act Transportation Fund Reports (VALENTINE)
Recommended Action:
1) Receive and file the Annual Comprehensive Financial Report (ACFR), Single Audit, and Audit Report for the Transportation Development Act Transportation Fund for the fiscal year ended June 30, 2022. 2) Determine that ratifying the cash disbursements and filing of the reports is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)

9.d Consider Awarding a Contract to Tyler Technologies, Tyler Enterprise ERP Software as a Service, for a Replacement Financial System and Authorize the City Manager to Execute Contractual Agreements with Tyler Technologies
(VALENTINE)
Recommended Action:
1) Award a Contract to Tyler Technologies, Tyler Enterprise ERP Software as a Service, for a Replacement Financial System and authorize the City Manager to Execute Contractual Agreements with Tyler Technologies. 2) Determine that awarding a contract to Tyler Technologies is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)

9.e Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related to the Ongoing Storm Events
(McDONALD)
Recommended Action:
1) Adopt a Resolution declaring a continued local emergency related to the ongoing storm events, beginning in December 2022 and continuing through the present. 2) Make findings that adopting the Resolution continuing a local emergency is not a project subject to the California Environmental Quality Act (“CEQA”) because the continued declaration in itself

has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)

9.f Consideration of Agreement with Best Best & Krieger for City Attorney Services and Appointment of Isaac Rosen as the Arroyo Grande City Attorney (McDONALD)
Recommended Action:

Approve the Agreement with Best Best & Krieger for City Attorney Services and appoint Isaac Rosen as the City Attorney.

9.g Consider Opting into Settlement Agreements with Distributors of Opioids; Walgreens Co., Walmart Inc., CVS Health Corporation/CVS Pharmacy Inc., and Opioid Manufacturers Teva Pharmaceuticals Industries LTD and Allergan Finance LLC/Allergan Limited (McDONALD)
Recommended Action:
1) Opt into settlement agreement with opioid distributor, Walgreens Co., and direct the City Manager to execute any documents necessary to implement the action; 2) Opt into settlement agreement with opioid distributor, Walmart, Inc. and direct the City Manager to execute any documents necessary to implement the action; 3) Opt into settlement agreement with opioid distributor, CVS Health Corporation/CVS Pharmacy, Inc. and direct the City Manager to execute any documents necessary to implement the action; 4) Opt into settlement agreement with opioid manufacturer, Teva Pharmaceutical Industries Ltd., and direct the City Manager to execute any documents necessary to implement the action; 5) Opt into settlement agreement with opioid manufacturer, Allergan Finance, LLC/Allergan Limited and direct the City Manager to execute any documents necessary to implement the action; and 6) Make findings that adopting the Resolution opting-into the settlement agreements is not a project subject to the California Environmental Quality Act (“CEQA”) because the adoption in itself has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)

9.h Consideration of Cancellation of July 11, 2023 City Council Meeting (McDONALD)
Recommended Action:

Cancel the regularly scheduled Council meeting of July 11, 2023.

9.i Annual Update on Military Equipment Pursuant to California AB 481 (MARTINEZ)
Recommended Action:

Receive and file the “Military Equipment Use Inventory Report” in accordance with California Assembly Bill 481 and make a motion to approve the renewal of Ordinance No. 714.

9.j Consider Adoption of Resolutions Ordering the Preparation and Filing of Annual Engineer’s Reports for the Parkside Village Assessment District, Grace Lane Assessment District, and Landscaping and Lighting District No. 1, Within Tract 1769, for Fiscal Year (ROBESON)
Recommended Action:

1) Adopt Resolutions ordering the preparation and filing of Annual Engineer’s Reports for the Parkside Village Assessment District, Grace Lane Assessment District, and Landscaping and Lighting Assessment District No. 1, within Tract 1769, for FY 2023-24. 2) Determine that adopting the resolutions ordering the Engineer’s reports is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)

9.k Consideration of a Resolution for Funding Road Repair Consistent with the Road Repair and Accountability Act of 2017 (SB1) for Fiscal Year 2023-24 (ROBESON)
Recommended Action:
1) Adopt a Resolution approving use of funding from SB1 for the 2023 Pavement Management Program in Fiscal Year 2023-24; 2) Authorize the Director of Administrative Services to submit the Resolution to the California Transportation Commission (CTC); and 3) Make findings that adopting the Resolution is not a project subject to the California Environmental Quality Act (“CEQA”) because the adoption in itself has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)

10. PUBLIC HEARINGS

10.a Consideration of Architectural Review 23-006; Painting of a New Wall Mural; Location – 101 West Branch Street; Applicant – Alyssa Manno, Visit SLO CAL (PEDROTTI)
Recommended Action:

Receive public comment and make a recommendation to the Arroyo Grande Public Art Review Panel.

11. OLD BUSINESS

11.a Consideration to Approve Construction Plans & Specifications and Environmental Exemption for the 2022 Street Repairs Project, PW 2022-05 (ROBESON)
Recommended Action:
1) Approve the construction plans & specifications for Strategies 2 through 4 of the 2022 Street Repairs Project, with Strategy 2 identified as an additive alternative in the request for bids; 2) Approve the construction plans & specifications for Strategy 1 of the 2022 Street Repairs Project as a separate request for bids; 3) Authorize the City Clerk to advertise for construction bids; and 4) Find that the project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Guidelines Section 15301(c) and direct the City Clerk to file a Notice of Exemption.

12. NEW BUSINESS
None.

13. COUNCIL COMMUNICATIONS
Any Council Member may ask a question for clarification, make an announcement, or report briefly on his or her activities. In addition, subject to Council policies and procedures, Council Members may request staff to report back to the Council at a subsequent meeting concerning any matter or

request that staff place a matter of business on a future agenda. Any request to place a matter of business for original consideration on a future agenda requires the concurrence of at least one other Council Member.

14. ADJOURNMENT
All staff reports or other written documentation, including any supplemental material distributed to a majority of the City Council within 72 hours of a regular meeting, relating to each item of business on the agenda are available for public inspection during regular business hours in the City Clerk’s office, 300 E. Branch Street, Arroyo Grande. If requested, the agenda shall be made available in appropriate alternative formats to persons with a disability, as required by the Americans with Disabilities Act. To make a request for disability-related modification or accommodation, contact the Legislative and Information Services Department at 805-473-5400 as soon as possible and at least 48 hours prior to the meeting date.

This agenda was prepared and posted pursuant to Government Code Section 54954.2 Agenda reports can be accessed and downloaded from the City’s website at www.arroyogrande.org If you would like to subscribe to receive email or text message notifications when agendas are posted, you can sign up online through the “Notify Me” feature.

City Council Meetings are cablecast live and videotaped for replay on Arroyo Grande’s Government Access Channel 20. The rebroadcast schedule is published at www.slo-span.org.

Item 6.a.

MEMORANDUM
TO:

FROM:

CITY COUNCIL
Sarah Lansburgh, Deputy City Clerk/Communications Coordinator SUBJECT: Supplemental Information
Agenda Item 6.a – Honorary Proclamation Declaring April 2023 as National Sexual Assault Awareness Month
DATE: April 11, 2023
Attached is correspondence received before 4 PM for the above referenced item. cc: City Manager
Assistant City Manager/Public Works Director
City Attorney
City Clerk
City Website (or public review binder)

From: [email protected] on behalf of eSCRIBE.Admin To: Sarah Lansburgh
Subject: Public Comment Approval Request
Date: Tuesday, April 11, 2023 7:47:37 AM
User Byron Talley has enter the following comment(s):

Hello, I thought we had declared April as being Child Abuse Prevention Month. Why are we now declaring another awareness? Byron Talley
for Honorary Proclamation Declaring April 2023 as National Sexual Assault Awareness Month in City Council Meeting 4/11/2023 6:00:00 PM
Please log into eSCRIBE to review the submitted comment(s).

Item 6.b.

Item 9.a.

MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director BY: Lynda Horejsi, Accounting Manager
SUBJECT: Consideration of Cash Disbursement Ratification DATE: April 11, 2023
SUMMARY OF ACTION:

Review and ratify cash disbursements.

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

There is a $1,128,423.25 fiscal impact that includes the following items:
 Accounts Payable Checks $719,732.09
 Payroll & Benefit Checks $408,691.16
RECOMMENDATION:
1) Ratify the attached listing of cash disbursements for the period of March 1 through March 15, 2023; 2) Determine that ratifying the cash disbursements is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.) BACKGROUND:

Cash disbursements are made weekly based on the submission of all required documents supporting the invoices submitted for payment. Prior to payment, Administrative Services staff reviews all disbursement documents to ensure that they meet the approval requirements adopted in the Municipal Code and the City’s Purchasing Policies and Procedures Manual.

ANALYSIS OF ISSUES:

The attached listing represents the cash disbursements required of normal and usual operations during the period. The disbursements are accounted for in the FY 2022-23 budget.

Item 9.a.

City Council
Consideration of Cash Disbursement Ratification
April 11, 2023

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Approve staff’s recommendation;

2. Do not approve staff’s recommendation; or

3. Provide other direction to staff.

ADVANTAGES:
 The Administrative Services Department monitors payments of invoices for accountability, accuracy, and completeness using standards approved by the City Council.
 Invoices are paid in a timely manner to establish goodwill with merchants.  Discounts are taken where applicable.

DISADVANTAGES:

There are no disadvantages identified in this recommendation.

ENVIRONMENTAL REVIEW:

Ratifying the cash disbursements is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

Attachments:

1. March 1 – March 15, 2023 – Accounts Payable Check Register

2. March 10, 2023 – Payroll and Benefit Check Registers

CITY OF ARROYO GRANDE

CHECK LISTING
MARCH 1 - MARCH 15, 2023
ATTACHMENT 1
Line Check Date Check # Amount Description Acct # Vendor Name1 03/03/2023 296740 $ 3,921.64 DEFERRED COMPENSATION - EE %: Payment 011.0000.2117 ICMA RETIREMENT CORP2 03/03/2023 296740 11,884.00 DEFERRED COMPENSATION - EE: Payment 011.0000.2117 ICMA RETIREMENT CORP3 03/03/2023 296740 866.66 DEFERRED COMPENSATION - ER: Payment 011.0000.2117 ICMA RETIREMENT CORP4 03/03/2023 296740 400.00 ROTH - AFTER TAX: Payment 011.0000.2117 ICMA RETIREMENT CORP5 03/03/2023 296740 177.07 ROTH % - AFTER TAX: Payment 011.0000.2117 ICMA RETIREMENT CORP6 03/03/2023 296741 36,316.32 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT7 03/03/2023 296741 45,353.89 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT8 03/03/2023 296741 117.11 PERS BUYBACK - AFTER TAX: Payment 011.0000.2106 PERS - RETIREMENT9 03/03/2023 296741 1,068.06 PERS Employer Pick Up: Payment 011.0000.2106 PERS - RETIREMENT10 03/03/2023 296741 137.07 RETRO FIRE PEPRA 011.0000.2106 PERS - RETIREMENT 11 03/03/2023 296742 30.00 ASH ST MAIN SHUTDOWN BACTI SAMPLES 640.4710.5310 ABALONE COAST ANALYTICAL INC12 03/03/2023 296743 175.00 CH HEAT PUMP ISSUES 010.4213.5303 ALPINE REFRIGERATION13 03/03/2023 296744 7.01 BLDG MAINT UNIFORMS 010.4213.5143 ARAMARK UNIFORM SERVICES14 03/03/2023 296744 7.01 BLDG MAINT UNIFORMS 010.4213.5143 ARAMARK UNIFORM SERVICES15 03/03/2023 296744 7.01 BLDG MAINT UNIFORMS 010.4213.5143 ARAMARK UNIFORM SERVICES16 03/03/2023 296744 28.50 CORP YARD MATS 010.4213.5303 ARAMARK UNIFORM SERVICES17 03/03/2023 296744 3.51 AUTO SHOP UNIFORMS 010.4305.5143 ARAMARK UNIFORM SERVICES18 03/03/2023 296744 3.51 AUTO SHOP UNIFORMS 010.4305.5143 ARAMARK UNIFORM SERVICES19 03/03/2023 296744 3.51 AUTO SHOP UNIFORMS 010.4305.5143 ARAMARK UNIFORM SERVICES20 03/03/2023 296744 10.45 AUTO SHOP TOWELS 010.4305.5303 ARAMARK UNIFORM SERVICES21 03/03/2023 296744 15.91 PARKS DEPT UNIFORMS 010.4420.5143 ARAMARK UNIFORM SERVICES22 03/03/2023 296744 15.91 PARKS DEPT UNIFORMS 010.4420.5143 ARAMARK UNIFORM SERVICES23 03/03/2023 296744 15.91 PARKS DEPT UNIFORMS 010.4420.5143 ARAMARK UNIFORM SERVICES24 03/03/2023 296744 7.00 SOTO SPORTS COMPLEX UNIFORMS 010.4430.5143 ARAMARK UNIFORM SERVICES25 03/03/2023 296744 7.00 SOTO SPORTS COMPLEX UNIFORMS 010.4430.5143 ARAMARK UNIFORM SERVICES26 03/03/2023 296744 7.00 SOTO SPORTS COMPLEX UNIFORMS 010.4430.5143 ARAMARK UNIFORM SERVICES27 03/03/2023 296744 14.00 STREETS DEPT UNIFORMS 220.4303.5143 ARAMARK UNIFORM SERVICES28 03/03/2023 296744 14.00 STREETS DEPT UNIFORMS 220.4303.5143 ARAMARK UNIFORM SERVICES29 03/03/2023 296744 14.00 STREETS DEPT UNIFORMS 220.4303.5143 ARAMARK UNIFORM SERVICES30 03/03/2023 296744 7.50 SEWER DEPT UNIFORMS 612.4610.5143 ARAMARK UNIFORM SERVICES31 03/03/2023 296744 7.50 SEWER DEPT UNIFORMS 612.4610.5143 ARAMARK UNIFORM SERVICES32 03/03/2023 296744 7.50 SEWER DEPT UNIFORMS 612.4610.5143 ARAMARK UNIFORM SERVICES33 03/03/2023 296744 24.44 WATER DEPT UNIFORMS 640.4712.5143 ARAMARK UNIFORM SERVICES34 03/03/2023 296744 24.44 WATER DEPT UNIFORMS 640.4712.5143 ARAMARK UNIFORM SERVICES35 03/03/2023 296744 24.44 WATER DEPT UNIFORMS 640.4712.5143 ARAMARK UNIFORM SERVICES36 03/03/2023 296745 9.80 PARKS DEPARTMENT MATS/MOPHEADS 010.4213.5303 ARAMARK UNIFORM SERVICES 37 03/03/2023 296746 1,340.94 CITY HALL PANACAST CONFERENCING 010.4140.5303 A-TOWN AUDIO VIDEO38 03/03/2023 296746 2,403.48 COUNCIL CHAMBERS PANACAST CONFERENCING 010.4140.5303 A-TOWN AUDIO VIDEO39 03/03/2023 296746 286.02 PD SQUAD ROOM SCV CALL 010.4140.5303 A-TOWN AUDIO VIDEO

CITY OF ARROYO GRANDE

CHECK LISTING
MARCH 1 - MARCH 15, 2023
ATTACHMENT 1
Line Check Date Check # Amount Description Acct # Vendor Name40 03/03/2023 296746 $ 339.98 COUNCIL CHAMBERS SVC CALL 010.4140.5303 A-TOWN AUDIO VIDEO41 03/03/2023 296747 50.00 REFUND SECURITY DEPOSIT 010.0000.2206 NICOLE BUCZYNSKI42 03/03/2023 296748 107.04 (30) DOGEAR CEDAR, (8) 2x4x8 220.4303.5613 BURKE AND PACE OF AG, INC43 03/03/2023 296749 93.00 LIVESCAN/FINGERPRINTING PD 010.4204.5329 CA ST DEPT OF JUSTICE44 03/03/2023 296749 32.00 LIVESCAN/FINGERPRINTING-PW 010.4307.5316 CA ST DEPT OF JUSTICE 45 03/03/2023 296750 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 AMANDA CANO46 03/03/2023 296750 96.00 REFUND PARK RENTAL LESS ADMIN 010.0000.4354 AMANDA CANO47 03/03/2023 296750 27.00 REFUND BOUNCE HOUSE FEE 010.0000.4354 AMANDA CANO48 03/03/2023 296751 81.84 (5) FRAM ANT GREEN 50/50 220.4303.5603 CARQUEST AUTO PARTS49 03/03/2023 296752 327.16 ACCT#8245100960216667 WOMENS CENTER 010.4145.5401 CHARTER COMMUNICATIONS50 03/03/2023 296752 987.20 ACCT#8245100960223598-PD DARK 010.4145.5401 CHARTER COMMUNICATIONS51 03/03/2023 296752 185.15 ACCT#8245100960223572 PD TV 010.4145.5401 CHARTER COMMUNICATIONS52 03/03/2023 296752 736.80 ACCT#8245100960211288 PW TV, VOICE 010.4145.5401 CHARTER COMMUNICATIONS53 03/03/2023 296752 1,349.00 ACCT#8245100960301246 COUNCIL CHAMBER 211.4101.5330 CHARTER COMMUNICATIONS54 03/03/2023 296753 148.56 PW-383 TRASH PUMP FUEL & OIL 612.4610.5603 COASTLINE EQUIPMENT(DBA)55 03/03/2023 296754 50.00 REFUND SECURITY DEPOSIT 010.0000.2206 AMANDA CURIEL56 03/03/2023 296755 11,350.00 VACATION RENTAL ADMIN 010.4130.5303 DECKARD TECHNOLOGIES INC57 03/03/2023 296756 4,700.00 TALLY HO ROAD WIDENING 010.4301.5303 EARTH SYSTEMS PACIFIC 58 03/03/2023 296756 1,035.00 TALLY HO ROAD WIDENING 010.4301.5303 EARTH SYSTEMS PACIFIC59 03/03/2023 296756 3,000.00 SLOPE STABILIZATION WORK 350.5621.7701 EARTH SYSTEMS PACIFIC 60 03/03/2023 296757 4,909.91 ASH ST WATER MAIN REPAIR 6" VALVES & FITTINGS 640.4712.5610 FAMCON PIPE AND SUPPLY INC61 03/03/2023 296758 27,309.55 OAK PARK DRAINAGE REPAIR PROJECT PW 2020-04 350.5795.7301 FILIPPIN ENGINEERING62 03/03/2023 296759 931.95 LIFT STN#1 LEVEL TRANSDUCER 612.4610.5610 FLOW N CONTROL INC63 03/03/2023 296760 14.06 (2) KEYS & LOCK 010.4305.5255 FRANK'S LOCK & KEY 64 03/03/2023 296761 300.00 ONGOING SURVEY WORK 010.4301.5303 GARING TAYLOR & ASSOCIATES INC 65 03/03/2023 296762 66.81 DESK SIGN-FACE PLATE, PHOTO NAME PLATE 010.4001.5201 GRAND AWARDS, INC66 03/03/2023 296762 172.40 (5) PLAQUES-OUTGOING COMMISSIONERS 010.4001.5504 GRAND AWARDS, INC67 03/03/2023 296762 72.19 PLAQUE-T CARMEL 010.4001.5504 GRAND AWARDS, INC68 03/03/2023 296763 4,114.74 PREPARATION OF THE NCMA 2022 ANNUAL REPORT 640.4710.5303 GSI WATER SOLUTIONS69 03/03/2023 296764 370.23 TOILET RENTAL AND SERIVCES 010.4424.5353 HARVEY'S HONEY HUTS70 03/03/2023 296764 275.16 TOILET RENTAL AND SERVICES 010.4424.5353 HARVEY'S HONEY HUTS71 03/03/2023 296764 106.08 1375 ASH TRAILER MOUNT 220.4303.5552 HARVEY'S HONEY HUTS72 03/03/2023 296765 216.42 MARKING PAINT/RAIN GEAR 612.4610.5255 ICONIX WATERWORKS (US) INC73 03/03/2023 296765 216.42 MARKING PAINT/RAIN GEAR 640.4712.5255 ICONIX WATERWORKS (US) INC74 03/03/2023 296766 50.00 REFUND SECURITY DEPOSIT 010.0000.2206 TERRA KISSINGER75 03/03/2023 296767 50.00 REFUND SECURITY DEPOSIT 010.0000.2206 BARBARA MADDOX76 03/03/2023 296768 50.00 REFUND SECURITY DEPOSIT 010.0000.2206 MONIQUE MARTINEZ77 03/03/2023 296769 50.00 REFUND SECURITY DEPOSIT 010.0000.2206 DEBORAH MEDRANO78 03/03/2023 296769 60.00 REFUND RGP RENTAL 010.0000.4354 DEBORAH MEDRANO

CITY OF ARROYO GRANDE

CHECK LISTING
MARCH 1 - MARCH 15, 2023
ATTACHMENT 1
Line Check Date Check # Amount Description Acct # Vendor Name79 03/03/2023 296770 $ 61.35 ROOF CEMENT,PRY BAR, ELBOW & DOWNSPOUT 010.4213.5604 MINER'S ACE HARDWARE, INC80 03/03/2023 296770 88.30 SHOWER VLV SOCKET SET, FLEX SEAL 010.4213.5604 MINER'S ACE HARDWARE, INC 81 03/03/2023 296770 108.80 CLEANING CLOTH, LED BULB 010.4213.5604 MINER'S ACE HARDWARE, INC82 03/03/2023 296770 17.23 123 A BATTERY FOR FLASH LIGHT 010.4305.5255 MINER'S ACE HARDWARE, INC83 03/03/2023 296770 116.35 SOCKET SET, HAMMER 010.4420.5273 MINER'S ACE HARDWARE, INC84 03/03/2023 296770 106.64 (3) TREE & SHRUB PROTECT 010.4420.5274 MINER'S ACE HARDWARE, INC85 03/03/2023 296770 43.04 (3) 2X4X8 PT, FASTENERS 010.4430.5605 MINER'S ACE HARDWARE, INC86 03/03/2023 296770 90.99 S HOOK, PLIERS, TWINE, CHAIN COIL 010.4430.5605 MINER'S ACE HARDWARE, INC87 03/03/2023 296770 9.78 SUPERWELD ADHESIVE 010.4430.5605 MINER'S ACE HARDWARE, INC88 03/03/2023 296770 74.29 SOCKET SET, 2X4 PT LUMBER, FASTENERS 010.4430.5605 MINER'S ACE HARDWARE, INC89 03/03/2023 296770 28.00 WATER METER KEY 220.4303.5613 MINER'S ACE HARDWARE, INC90 03/03/2023 296771 65.00 REFUND RECALL TRAINING 010.0000.4605 BECKY MULARONI91 03/03/2023 296772 400.00 LIFT ST N=7 PUMP FAIL TROUBLES 612.4610.5610 NVIRO92 03/03/2023 296773 580.51 ENCASE FORENSICS SUPPORT RENEWAL 010.4204.5607 OPEN TEXT INC93 03/03/2023 296774 543.12 PRE-EMPLOYMENT MEDICAL TESTING 010.4201.5315 PACIFIC CENTRAL COAST HEALTH94 03/03/2023 296774 150.00 DOT PHYSICAL EXAM-PW AUTO SHOP 010.4305.5315 PACIFIC CENTRAL COAST HEALTH95 03/03/2023 296775 16,587.98 ELECTRIC-STREETLIGHTS 010.4307.5402 PACIFIC GAS & ELECTRIC CO96 03/03/2023 296776 311.35 K-RAIL PICKUP 010.4919.5303 PACIFIC PETROLEUM CALIFORNIA97 03/03/2023 296776 300.00 01/23 K-RAIL RENTAL 010.4919.5303 PACIFIC PETROLEUM CALIFORNIA98 03/03/2023 296777 1,300.00 DOGGIE BAGS 10 CASES 010.4420.5605 PET PICK-UPS99 03/03/2023 296777 219.82 FREIGHT 010.4420.5605 PET PICK-UPS100 03/03/2023 296778 56.00 PRIVATE LESSONS TENNIS 010.4424.5351 SUZANNE M PETRIE101 03/03/2023 296779 8,175.86 TRAFFIC WAY BRIDGE 350.5679.7501 QUINCY ENGINEERING INC102 03/03/2023 296780 225.00 QTRLY INSPECTION-CITY HALL GENERATOR 010.4140.5303 SAN LUIS POWERHOUSE 103 03/03/2023 296781 729.78 LOF SERVICE & NEW TIRES & BALANCE 010.4301.5601 SANTA MARIA TIRE, INC104 03/03/2023 296782 4,500.00 STREET SWEEPING JULY-DEC 2022 220.4303.5303 SCA105 03/03/2023 296782 2,700.00 STREET SWEEPING JAN-JUN 2023 220.4303.5303 SCA 106 03/03/2023 296782 1,200.00 STREET SWEEPING JAN-JUN 2023 010.4307.5303 SCA 107 03/03/2023 296782 1,500.00 STREET SWEEPING JULY-DEC 2022 010.4307.5303 SCA108 03/03/2023 296783 1,715.95 AUTOREAD SOFTWARE SUPPORT RENEWAL 640.4710.5303 SENSUS METERING SYSTEMS INC109 03/03/2023 296784 85.62 NITRILE GLOVES, WORK GLOVES 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC 110 03/03/2023 296784 30.67 STRAW WATTLE RGP 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC111 03/03/2023 296785 141.82 GAS SERVICES-111 S MASON ST 010.4145.5401 SOCALGAS112 03/03/2023 296785 88.15 GAS SERVICES-215 E BRANCH 010.4145.5401 SOCALGAS113 03/03/2023 296785 258.47 GAS SERVICES-211 VERNON ST 010.4145.5401 SOCALGAS114 03/03/2023 296785 18.51 GAS SERVICES-1500 W BRANCH 010.4145.5401 SOCALGAS115 03/03/2023 296786 171.18 3/4" PRV & PRESSURE GAUGE-472 226.4306.5303 STREATOR PIPE & SUPPLY116 03/03/2023 296787 65.00 D2 EXAM MAINTENANCE WORKER II 640.4712.5501 SWRCB-DWOCP117 03/03/2023 296788 65.00 T2 EXAM MAINTENANCE WORKER II 640.4712.5501 SWRCB-DWOCP

CITY OF ARROYO GRANDE

CHECK LISTING
MARCH 1 - MARCH 15, 2023
ATTACHMENT 1
Line Check Date Check # Amount Description Acct # Vendor Name118 03/03/2023 296789 $ 65.00 D2 EXAM MAINTENANCE WORKER II 640.4712.5501 SWRCB-DWOCP119 03/03/2023 296790 65.00 T2 EXAM MAINTENANCE WORKER II 640.4712.5501 SWRCB-DWOCP120 03/03/2023 296791 65.00 D-2 EXAM MAINTENANCE WORKER I 640.4712.5501 SWRCB-DWOCP121 03/03/2023 296792 65.00 T2 EXAM MAINTENANCE WORKER I 640.4712.5501 SWRCB-DWOCP122 03/03/2023 296793 50.00 D1 EXAM MAINTENANCE WORKER III 640.4712.5501 SWRCB-DWOCP123 03/03/2023 296794 50.00 T1 EXAM MAINTENANCE WORKER III 640.4712.5501 SWRCB-DWOCP124 03/03/2023 296795 422.84 REPLACE BRAKE, ROTORS ON PW-14 640.4712.5601 TOM'S AUTO SERVICE125 03/03/2023 296796 637.75 (2) 1100 3/4" FILL SAND, 2200 RECYCLE 220.4303.5613 TROESH RECYCLING, INC126 03/03/2023 296796 186.40 1100 3/4" FILL SAND 220.4303.5613 TROESH RECYCLING, INC127 03/03/2023 296797 9,000.00 TOTAL COMPENSATION STUDY PROJECT 010.4110.5303 UNCOMPLICATE HR INC128 03/03/2023 296798 2,580.71 FATS, OILS AND GREASE PROGRAM 612.4610.5303 WALLACE GROUP A CALIF CORP 129 03/03/2023 296799 412.25 ASH TOILET TROUBLE SHOOT, URINAL 010.4213.5303 WATERBOYS PLUMBING130 03/03/2023 296799 364.35 ASH HOSE BIBS AND FITTINGS, QUART CALCISOLVE 010.4213.5303 WATERBOYS PLUMBING131 03/03/2023 296799 356.50 RETROFIT - 329 TIGER TAIL 226.4306.5303 WATERBOYS PLUMBING132 03/03/2023 296800 678.00 CASH FOR GRASS-678 SQ FT 226.4306.5554 RICK WETMORE 133 03/03/2023 296801 1,031.60 BRISCO & HALCYON-REPLACE LED STREETLIGHT 220.4303.5303 LEE WILSON ELECTRIC COMPANY INC134 03/03/2023 296801 1,440.00 01/23 SIGNAL MAINT 12 INTERSECTIONS 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC135 03/03/2023 296801 60.00 OAK PARK & JAMES WAY 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC136 03/03/2023 296801 60.00 OAK PARK & ECR 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC137 03/03/2023 296801 75.00 OAK PARK & W BRANCH 010.4307.5303 LEE WILSON ELECTRIC COMPANY INC138 03/03/2023 296802 50.00 REFUND SECURITY DEPOSIT 010.0000.2206 CRYSTAL YOUNG139 03/10/2023 296803 400.00 WOMEN'S CLUB DEPOSIT REFUND 010.0000.2206 ACBL UNIT 540140 03/10/2023 296804 1,000.00 FY22/23 SB90 CLAIMS PREP & SUBMISSION 010.4145.5303 AK & COMPANY141 03/10/2023 296805 22.82 BAN#9391033186 CC MACHINE 010.4145.5403 AT&T142 03/10/2023 296806 175.00 02/23 DESIGNATED OP INSPECTION 010.4305.5303 B & T SVC STN CONTRACTORS, INC143 03/10/2023 296806 175.00 01/23 DESIGNATED OP INSPECTION 010.4305.5303 B & T SVC STN CONTRACTORS, INC144 03/10/2023 296807 168.62 P-59 BATTERY 010.4420.5601 BATTERY SYSTEMS 145 03/10/2023 296808 704.00 DOGGIE CLASSES WINTER SESSION 010.4424.5351 IRINA BEATTY 146 03/10/2023 296809 550.00 REIMBURSE FOR COUNCIL GOAL SET 010.4001.5504 ALEAH BERGAM147 03/10/2023 296810 2,890.50 01/23 PROF LEGAL SVCS 010.4003.5304 BEST BEST & KRIEGER LLP148 03/10/2023 296810 2,070.50 01/23 LITIGATION & RELATED MATTERS 010.4003.5327 BEST BEST & KRIEGER LLP149 03/10/2023 296811 255.91 CITY MGR LETTERHEAD 010.4102.5255 BOONE PRINTING & GRAPHICS INC150 03/10/2023 296811 824.29 ADMIN SVC & UTILITY ENVELOPES 010.4102.5255 BOONE PRINTING & GRAPHICS INC151 03/10/2023 296811 57.09 BUSINES CARDS-HR OFFICER 010.4102.5255 BOONE PRINTING & GRAPHICS INC152 03/10/2023 296811 1,478.55 ADMIN SVCS, UTILITY, BUS LIC ENVELOPES 010.4102.5255 BOONE PRINTING & GRAPHICS INC153 03/10/2023 296812 165.00 PEST CONTROL: PW 010.4213.5303 BREZDEN PEST CONTROL, INC 154 03/10/2023 296812 146.00 PEST CONTROL: REC 010.4213.5303 BREZDEN PEST CONTROL, INC 155 03/10/2023 296813 705.04 BASEBALL BASES, ANCHORS, DIGGER 010.4430.5605 BSN SPORTS, LLC156 03/10/2023 296814 197.82 POSTER, PROGRAMS -VOLUNTEER NIGHT 010.4424.5252 BURDINE PRINTING (DBA)

CITY OF ARROYO GRANDE

CHECK LISTING
MARCH 1 - MARCH 15, 2023
ATTACHMENT 1
Line Check Date Check # Amount Description Acct # Vendor Name157 03/10/2023 296814 $ 12.93 PICKLEBALL POSTER 010.4424.5252 BURDINE PRINTING (DBA) 158 03/10/2023 296815 32.06 (3) BAGS FAST SET CONCRETE 220.4303.5613 BURKE AND PACE OF AG, INC159 03/10/2023 296816 2,491.00 2022 USE TAX 010.0000.2014 CA DEPT OF TAX & FEE ADMIN160 03/10/2023 296817 185.00 PW SCV CALL 1/19/23 010.4213.5303 CAME SECURITY ALARMS161 03/10/2023 296818 28.08 WIRE BRUSH, RED PAINT, SANDPAPER 010.4305.5255 CARQUEST AUTO PARTS162 03/10/2023 296819 31.45 EXCHANGE BOOTS- PW EMPLOYEE 220.4303.5148 CARR'S BOOTS & WESTERN163 03/10/2023 296820 319.98 TONER FOR FINANCE PRINTER 010.4120.5201 CARTRIDGE WORKS INC164 03/10/2023 296821 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 ELISA CECCHI165 03/10/2023 296822 761.32 ACCT#8245100960211791-REC TV & VOICE 010.4145.5401 CHARTER COMMUNICATIONS166 03/10/2023 296822 122.12 ACCT#8245100960129431 COUNCIL 010.4145.5401 CHARTER COMMUNICATIONS167 03/10/2023 296822 59.73 ACCT#8245100960221923 PW TV 010.4307.5303 CHARTER COMMUNICATIONS168 03/10/2023 296823 366.35 (10) 50# BAGS FERTILIZER 010.4430.5605 CHERRY LANE NURSERY LLC169 03/10/2023 296824 178.40 02/23 CLOGGING 010.4424.5351 KATHLEEN J CINOWALT170 03/10/2023 296825 2,179.36 MUNICODE PAGES 010.4140.5303 CIVICPLUS171 03/10/2023 296825 825.00 MUNICODE SUBSCRIPTION RENEWAL 010.4140.5303 CIVICPLUS172 03/10/2023 296826 562.50 GIS SUPPORT SERVICES 010.4130.5303 CK CONSULTING173 03/10/2023 296827 1,443.80 OFFICE SUPPLIES-COLOR TONERS 010.4102.5602 COAST TO COAST174 03/10/2023 296828 419.93 PW-383 (2) FUEL FILTERS 220.4303.5603 COASTLINE EQUIPMENT(DBA)175 03/10/2023 296829 234.14 2022 CONCRETE & ST REPAIR PLAN 350.5638.7301 CRISP IMAGING176 03/10/2023 296830 403.20 02/23 SR FITNESS 010.4424.5351 GAYLE CUDDY177 03/10/2023 296831 372.59 ACCT#2901-1271650-01 METRO INTERNET 010.4140.5303 DIGITAL WEST NETWORKS INC178 03/10/2023 296832 50.00 PARK DEPOSIT REFUND-RGP 010.0000.2206 ERIN DORSEY179 03/10/2023 296832 50.00 PARK RENTAL REFUND-RGP LESS ADMIN FEE 010.0000.4354 ERIN DORSEY180 03/10/2023 296832 27.00 REFUND BOUNCE HOUSE FEE-RGP 010.0000.4354 ERIN DORSEY181 03/10/2023 296833 1,225.00 02/23 BRIDGE GAMES & CLASSES 010.4424.5351 FIVE CITIES DUPLICATE BRIDGE182 03/10/2023 296834 1,215.50 STRIPING PLAN 010.4301.5303 GHD INC183 03/10/2023 296834 11,325.64 GIS SERVICES 010.4301.5303 GHD INC184 03/10/2023 296834 536.25 HALCYON COMPLETE STREETS 010.4301.5303 GHD INC185 03/10/2023 296834 4,016.13 GIS SERVICES 010.4301.5303 GHD INC186 03/10/2023 296835 492.20 PW-50 SCR RESET 220.4303.5601 GIBBS INTERNATIONAL TRUCKS INC 187 03/10/2023 296836 41.31 03/23 AETNA RESOURCES EAP-FCFA 010.0000.1111 HEALTH AND HUMAN RESOURCE CTR188 03/10/2023 296836 165.24 03/23 AETNA RESOURCES EAP 010.4145.5147 HEALTH AND HUMAN RESOURCE CTR189 03/10/2023 296837 1,007.25 SHORETEL PHONE CHRGS-CITY HALL 010.4145.5403 LEVEL 3 COMMUNICATIONS LLC190 03/10/2023 296837 1,003.08 SHORETEL PHONE CHRGS-PD 010.4201.5403 LEVEL 3 COMMUNICATIONS LLC191 03/10/2023 296838 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 NELSON LIBBY192 03/10/2023 296839 510.00 01/23 FACILITY USAGE-OCC ZUMBA 010.4424.5251 LUCIA MAR UNIFIED SCHOOL DIST193 03/10/2023 296839 330.00 12/22 FACILITY USE-OCC ZUMBA & 010.4424.5251 LUCIA MAR UNIFIED SCHOOL DIST194 03/10/2023 296839 75.00 12/22 FACILITY USAGE-PAULDING 010.4424.5251 LUCIA MAR UNIFIED SCHOOL DIST195 03/10/2023 296839 1,237.50 11/22 FACILITY USAGE-BASKETBAL 010.4424.5257 LUCIA MAR UNIFIED SCHOOL DIST

CITY OF ARROYO GRANDE

CHECK LISTING
MARCH 1 - MARCH 15, 2023
ATTACHMENT 1
Line Check Date Check # Amount Description Acct # Vendor Name196 03/10/2023 296839 $ 60.00 12/22 FACILITY USAGE CIM WINTER CAMP 2 010.4425.5303 LUCIA MAR UNIFIED SCHOOL DIST197 03/10/2023 296839 30.00 01/23 FACILITY USAGE-WINTER CAMP 010.4425.5303 LUCIA MAR UNIFIED SCHOOL DIST198 03/10/2023 296840 1,474.90 02/23 ZUMBA & BARRE 010.4424.5351 HEIDY MANGIARDI199 03/10/2023 296841 623.28 MAP CHECKING SERVICES 010.4301.5303 MNS ENGINEERS INC200 03/10/2023 296842 1,000.00 2022 AUDIT TO DATE 010.4120.5303 MOSS, LEVY & HARTZHEIM LLP201 03/10/2023 296842 1,000.00 2022 AUDIT TO DATE 612.4610.5303 MOSS, LEVY & HARTZHEIM LLP202 03/10/2023 296842 1,000.00 2022 AUDIT TO DATE 640.4710.5303 MOSS, LEVY & HARTZHEIM LLP203 03/10/2023 296843 1,808.37 PW-10 REPAIR DRIVESHAFT, STEERING 640.4712.5601 MULLAHEY FORD 204 03/10/2023 296844 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 JAZMIN NAVARRO 205 03/10/2023 296845 188.80 02/23 YOGA IN THE PARK 010.4424.5351 NICCOLA NELSON206 03/10/2023 296846 50.59 BELTS, EDGER BLADES 010.4420.5603 NOBLE SAW, INC207 03/10/2023 296847 55.16 OFFICE SUPPLIES 010.4120.5201 ODP BUSINESS SOLUTIONS LLC208 03/10/2023 296847 193.09 OFFICE SUPPLIES 010.4421.5201 ODP BUSINESS SOLUTIONS LLC209 03/10/2023 296848 5,982.10 ELECTRIC 010.4145.5401 PACIFIC GAS & ELECTRIC CO210 03/10/2023 296848 11.95 ELECTRIC 217.4460.5355 PACIFIC GAS & ELECTRIC CO211 03/10/2023 296848 2,066.75 ELECTRIC 612.4610.5402 PACIFIC GAS & ELECTRIC CO212 03/10/2023 296848 1,898.21 ELECTRIC 640.4711.5402 PACIFIC GAS & ELECTRIC CO213 03/10/2023 296848 3,700.00 ELECTRIC 640.4712.5402 PACIFIC GAS & ELECTRIC CO214 03/10/2023 296848 1,416.99 ELECTRIC 010.4307.5402 PACIFIC GAS & ELECTRIC CO215 03/10/2023 296849 357.70 POSTAGE MACHINE SUPPLIES-RED INK 010.4102.5602 PITNEY BOWES216 03/10/2023 296850 484.37 03/23 GRACE LANE LANDSCAPE MAINT 216.4460.5304 RAINSCAPE217 03/10/2023 296850 1,201.41 03/23 PARKSIDE LANDSCAPE MAINT 219.4460.5304 RAINSCAPE218 03/10/2023 296851 5.38 COUNCIL CHAMBERS WATER 010.4213.5303 READYREFRESH BY NESTLE219 03/10/2023 296852 1,395.00 CASH FOR GRASS-1395 SQFT 226.4306.5554 SALLY ROSE220 03/10/2023 296853 1,721.50 CROSS CONNECTION PROGRAM FY 2022/23 640.4710.5303 SLO COUNTY ENVIRONMENTAL221 03/10/2023 296854 204.32 DUMPSTERS -STROTHER PARK 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC222 03/10/2023 296854 313.84 DUMPSTERS -FCFA 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC223 03/10/2023 296854 204.32 DUMPSTERS -STROTHER 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC224 03/10/2023 296854 160.61 DUMPSTERS -PD 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC225 03/10/2023 296854 102.16 DUMPSTERS -PW RECYCLE 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC226 03/10/2023 296854 88.46 CITY HALL TRASH, RECYCLE 010.4213.5303 SOUTH COUNTY SANITARY SVC, INC227 03/10/2023 296854 555.40 DUMPSTER-268 TALLY HO STORM DEBRIS 220.4303.5307 SOUTH COUNTY SANITARY SVC, INC228 03/10/2023 296855 50.00 REFUND-PARENTS NIGHT OUT (2) 010.0000.4602 CARINA TRUJILLO229 03/10/2023 296856 1,500.00 02/23 TOTAL COMP STUDY PROJECT 010.4110.5303 UNCOMPLICATE HR INC230 03/10/2023 296857 1,126.10 FORKLIFT RENTAL FOR K-RAIL REMOVAL 220.4303.5552 UNITED RENTALS INC231 03/10/2023 296858 408.20 PAYROLL FOR:W/E 02/19 OFFICE ASSISTANT 612.4610.5303 UNITED STAFFING ASSOC.232 03/10/2023 296858 272.13 PAYROLL FOR:W/E 02/12 OFFICE ASSISTANT 612.4610.5303 UNITED STAFFING ASSOC.233 03/10/2023 296858 408.21 PAYROLL FOR:W/E 02/19 OFFICE ASSISTANT 640.4710.5303 UNITED STAFFING ASSOC.234 03/10/2023 296858 272.14 PAYROLL FOR:W/E 02/12 OFFICE ASSISTANT 640.4710.5303 UNITED STAFFING ASSOC.

CITY OF ARROYO GRANDE

CHECK LISTING
MARCH 1 - MARCH 15, 2023
ATTACHMENT 1
Line Check Date Check # Amount Description Acct # Vendor Name235 03/10/2023 296859 $ 332.80 02/23 ART CLASSES:ADULT ART PARTY 010.4424.5351 PEGGY VALKO 236 03/10/2023 296860 884.25 ACCT#208620661-00002 PD CELL PHONES 010.4201.5403 VERIZON WIRELESS237 03/10/2023 296860 73.13 ACCT#808089883-00003 CIM CELL 010.4425.5255 VERIZON WIRELESS238 03/10/2023 296861 131.25 SSMP 5 YR UPDATE 2019 612.4610.5303 WALLACE GROUP A CALIF CORP239 03/10/2023 296862 1,574.41 STAFF EXTENSION SERVICES FOR FY 2022/23 NCMA 640.4710.5303 WATER SYSTEMS CONSULTING INC240 03/10/2023 296863 165.00 ASH ST RESTROOM-REPLACE ACTUATOR 010.4213.5303 WATERBOYS PLUMBING241 03/10/2023 296863 3,200.00 SOTO MENS RESTROOM-REPLACE 2 URINALS 010.4213.5303 WATERBOYS PLUMBING242 03/10/2023 296864 4,518.00 01/23 PROF LEGAL FEES-SM WATER 640.4710.5575 WHITE BRENNER LLP 243 03/10/2023 296865 95.00 PW-USED OIL PICKUP 010.4305.5303 WORLD OIL ENVIROMENTAL SVCS244 03/10/2023 296866 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 CHRISTINA YBARRA 245 03/10/2023 296866 96.00 PARK RENTAL REFUND-ELM ST LESS ADMIN FEE 010.0000.4354 CHRISTINA YBARRA 246 03/10/2023 296867 180.00 UB Refund Cst #00019441 640.0000.2301 JUAN BLAZQUEZ247 03/10/2023 296868 147.01 UB Refund Cst #00028357 640.0000.2301 TAMMY ANN BROWN248 03/10/2023 296869 56.83 UB Refund Cst #00028640 640.0000.2301 MARIANNE L BYRD249 03/10/2023 296870 101.41 UB Refund Cst #00028205 640.0000.2301 JACQUELINE GOTTWALD250 03/10/2023 296871 94.85 UB Refund Cst #00028846 640.0000.2301 KEVIN GREEN251 03/10/2023 296872 7.85 UB Refund Cst #00026961 640.0000.2301 GARY HECKAMN252 03/10/2023 296873 63.16 UB Refund Cst #00027303 640.0000.2301 KYLE KOHL253 03/10/2023 296874 355.36 UB Refund Cst #00027989 640.0000.2301 JEFFREY STEPHEN MACIE254 03/10/2023 296875 142.14 UB Refund Cst #00027140 640.0000.2301 NORMAN MCGILL255 03/10/2023 296876 80.75 UB Refund Cst #00024580 640.0000.2301 DONALD PRESTWOOD256 03/10/2023 296877 166.89 UB Refund Cst #00028706 640.0000.2301 REAL PROPERTY MGMT257 03/10/2023 296878 90.00 UB Refund Cst #00023608 640.0000.2301 TRACEY STETTLER258 03/10/2023 296879 48.07 UB Refund Cst #00027762 640.0000.2301 KATIE VOGEL259 03/10/2023 296880 211.70 UB Refund Cst #00026052 640.0000.2301 WHITE CT LLC260 03/10/2023 296881 46,537.71 FEDERAL WITHHOLDING: Payment 011.0000.2104 CITY OF ARROYO GRANDE261 03/10/2023 296881 52,898.92 SOCIAL SECURITY: Payment 011.0000.2105 CITY OF ARROYO GRANDE262 03/10/2023 296881 13,176.00 MEDICARE: Payment 011.0000.2105 CITY OF ARROYO GRANDE263 03/10/2023 296882 17,972.44 STATE WITHHOLDING: Payment 011.0000.2108 CA ST EMPLOYMENT DEVEL DEPT264 03/10/2023 296882 1,983.89 CASDI: Payment 011.0000.2111 CA ST EMPLOYMENT DEVEL DEPT265 03/10/2023 296883 565.60 DEPT OF CHILD SUPPORT SERVICES 011.0000.2114 CA STATE DISBURSEMENT UNIT266 03/10/2023 296884 7,817.28 DENTAL INSURANCE: Payment 011.0000.2110 DELTA DENTAL267 03/10/2023 296884 2,375.84 DENTAL INSURANCE: Payment 010.4099.5132 DELTA DENTAL268 03/10/2023 296885 4,045.96 DEFERRED COMPENSATION - EE %: Payment 011.0000.2117 ICMA RETIREMENT CORP269 03/10/2023 296885 12,134.00 DEFERRED COMPENSATION - EE: Payment 011.0000.2117 ICMA RETIREMENT CORP270 03/10/2023 296885 866.66 DEFERRED COMPENSATION - ER: Payment 011.0000.2117 ICMA RETIREMENT CORP271 03/10/2023 296885 400.00 ROTH - AFTER TAX: Payment 011.0000.2117 ICMA RETIREMENT CORP272 03/10/2023 296885 177.07 ROTH % - AFTER TAX: Payment 011.0000.2117 ICMA RETIREMENT CORP273 03/10/2023 296886 2,431.32 HMO ANTHEM TRADITIONAL - SEIU: Payment 011.0000.2109 PERS - ACTIVE MED

CITY OF ARROYO GRANDE

CHECK LISTING
MARCH 1 - MARCH 15, 2023
ATTACHMENT 1
Line Check Date Check # Amount Description Acct # Vendor Name274 03/10/2023 296886 $ 4,200.00 PORAC MED INSURANCE: Payment 011.0000.2109 PERS - ACTIVE MED275 03/10/2023 296886 11,134.92 PPO PERS GOLD - MANAGEMENT: Payment 011.0000.2109 PERS - ACTIVE MED276 03/10/2023 296886 16,841.54 PPO PERS GOLD - POLICE: Payment 011.0000.2109 PERS - ACTIVE MED277 03/10/2023 296886 14,526.27 PPO PERS GOLD - SEIU: Payment 011.0000.2109 PERS - ACTIVE MED278 03/10/2023 296886 1,977.86 BLUE SHIELD TRIO HMO - MGMT: Payment 011.0000.2109 PERS - ACTIVE MED279 03/10/2023 296886 2,738.58 BLUE SHIELD TRIO HMO - POLICE: Payment 011.0000.2109 PERS - ACTIVE MED280 03/10/2023 296886 1,977.86 BLUE SHIELD TRIO HMO - SEIU: Payment 011.0000.2109 PERS - ACTIVE MED281 03/10/2023 296886 17,142.43 HMO-UNITED HEALTHCARE-MGMT: Payment 011.0000.2109 PERS - ACTIVE MED282 03/10/2023 296886 8,095.06 HMO UNITED HEALTHCARE-POLICE: Payment 011.0000.2109 PERS - ACTIVE MED283 03/10/2023 296886 18,729.70 HMO UNITED HEALTHCARE-SEIU: Payment 011.0000.2109 PERS - ACTIVE MED284 03/10/2023 296886 1,809.42 PERS GOLD - FIRE MANAGEMENT: Payment 011.0000.2109 PERS - ACTIVE MED285 03/10/2023 296886 4,668.08 PPO PERS PLATINUM - FIRE: Payment 011.0000.2109 PERS - ACTIVE MED286 03/10/2023 296886 11,830.84 PPO PERS GOLD - FIRE: Payment 011.0000.2109 PERS - ACTIVE MED287 03/10/2023 296886 1,521.44 BLUE SHIELD TRIO HMO - FIRE: Payment 011.0000.2109 PERS - ACTIVE MED288 03/10/2023 296886 7,777.58 HMO UNITED HEALTHCARE-FIRE: Payment 011.0000.2109 PERS - ACTIVE MED289 03/10/2023 296886 6,190.32 HMO-UNITED HEALTH FIRE-MGMT: Payment 011.0000.2109 PERS - ACTIVE MED290 03/10/2023 296886 6,907.48 RETIREE HEALTH INSURANCE 010.4099.5136 PERS - ACTIVE MED291 03/10/2023 296886 765.96 RETIREE HEALTH INSURANCE 220.4303.5136 PERS - ACTIVE MED292 03/10/2023 296886 769.74 RETIREE HEALTH INSURANCE 010.0000.1111 PERS - ACTIVE MED293 03/10/2023 296886 106.52 ACTIVE HEALTH ADMIN FEE-FCFA 010.0000.1111 PERS - ACTIVE MED294 03/10/2023 296886 334.30 ACTIVE HEALTH ADMIN FEE 010.4145.5131 PERS - ACTIVE MED295 03/10/2023 296887 3,455.30 ACTIVE HEALTH INS-PT NONPERS 011.0000.2109 PERS - ACTIVE MED296 03/10/2023 296887 11.40 ACTIVE HEALTH ADMIN FEE-PT NON 010.4145.5131 PERS - ACTIVE MED297 03/10/2023 296888 35,859.55 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT298 03/10/2023 296888 45,914.21 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT299 03/10/2023 296888 117.11 PERS BUYBACK - AFTER TAX: Payment 011.0000.2106 PERS - RETIREMENT300 03/10/2023 296888 1,157.57 PERS Employer Pick Up: Payment 011.0000.2106 PERS - RETIREMENT301 03/10/2023 296888 (0.08) ROUNDING DIFFERENCE 010.0000.4818 PERS - RETIREMENT302 03/10/2023 296889 1,140.58 STANDARD INSURANCE COMPANY: Payment 011.0000.2113 STANDARD INSURANCE CO303 03/10/2023 296889 469.12 STANDARD INSURANCE COMPANY: Payment 011.0000.2113 STANDARD INSURANCE CO304 03/10/2023 296889 23.50 STANDARD LIFE TAXABLE DEDUCT: Payment 011.0000.2113 STANDARD INSURANCE CO305 03/10/2023 296889 1,438.70 STANDARD LTD/STD INSURANCE: Payment 011.0000.2113 STANDARD INSURANCE CO306 03/10/2023 296890 1,594.16 PARS: Payment 011.0000.2107 US BANK OF CALIFORNIA307 03/10/2023 296891 2,116.82 VISION CARE INSURANCE: Payment 011.0000.2119 VISION SERVICE PLAN308 03/10/2023 296891 635.35 03/23 VSP RETIREE PREMIUM 010.4099.5133 VISION SERVICE PLAN 309 03/15/2023 296892 150.00 03/16-03/17 PER DIEM 010.4204.5501 DAVID CULVER $ 719,732.09

ATTACHMENT 2
.

General Fund 360,967.47 5101 Salaries Full time 214,355.73 Streets Fund 15,718.44 5101 Volunteer Employee Retirement - American Rescue Plan Act - 5102 Salaries Part-Time - PPT 4,635.60 Sewer Fund 9,587.84 5103 Salaries Part-Time - TPT 20,243.25 Water Fund 22,417.41 5105 Salaries OverTime 11,828.95
408,691.16 5106 Salaries Strike Team OT -
5107 Salaries Standby 1,786.50
5108 Holiday Pay 24,142.49
5109 Sick Pay 5,149.18
5110 Annual Leave Buyback -
Administrative Services - 5111 Vacation Buyback -
Information Services - 5112 Sick Leave Buyback -
Community Development - 5113 Vacation Pay 5,086.26
Police 11,298.09 5114 Comp Pay 2,890.08
Public Works - Maintenance 530.86 5115 Annual Leave Pay 6,828.50 Public Works - Enterprise - 5116 Salaries - Police FTO 298.62 Recreation - Administration - 5121 PERS Retirement 30,579.92 Recreation - Special Events - 5122 Social Security 21,405.68 Children In Motion - 5123 PARS Retirement 307.33
5126 State Disability Ins. 876.82 11,828.95
5127 Deferred Compensation 741.66
5131 Health Insurance 49,651.62
5132 Dental Insurance 2,934.48
5133 Vision Insurance 807.68
5134 Life Insurance 396.12
5135 Long Term Disability 1,436.14
5137 Leave Payouts -
5142 Unemployment Insurance -
5143 Uniform Allowance -
5144 Car Allowance 837.50
5146 Council Expense -
5147 Employee Assistance -
5148 Boot Allowance -
5149 Motor Pay 203.55
5150 Bi-Lingual Pay 150.00
5151 Cell Phone Allowance 1,117.50
408,691.16
OVERTIME BY DEPARTMENT:

CITY OF ARROYO GRANDE

DEPARTMENTAL LABOR DISTRIBUTION

PAY PERIOD
02/17/2023 - 03/02/2023
3/10/2023

BY FUND BY ACCOUNT

Item 9.b.

MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director BY: Lynda Horejsi, Accounting Manager
SUBJECT: Consideration of Statement of Investment Deposits DATE: April 11, 2023
SUMMARY OF ACTION:

Presentation of the City’s investment deposits as of February 28, 2023.

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

There is no funding impact to the City related to these reports. However, the City does receive interest revenue based on the interest rate of the investments. No or minimal future staff time is projected.

RECOMMENDATION:
1) Receive and file the attached report listing investment deposits of the City of Arroyo Grande as of February 28, 2023, as required by Government Code Section 53646(b); 2) Determine that ratifying the cash disbursements is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
BACKGROUND:

The Administrative Services department has historically submitted to the City Council a monthly report, providing the following information:

1. Type of investment.

2. Financial institution (bank, savings and loan, broker, etc).

3. Date of maturity.

4. Principal amount.

5. Rate of interest.

Item 9.b.

City Council
Consideration of Statement of Investment Deposits
April 11, 2023

6. Current market value for all securities having a maturity of more than 12 months.

7. Relationship of the monthly report to the annual statement of investment policy.

ANALYSIS OF ISSUES:

This report represents the City’s investments as of February 28, 2023. It includes all investments managed by the City, the investment institution, investment type, book value, maturity date, and rate of interest. As of February 28, 2023, the investment portfolio was in compliance with all State laws and the City’s investment policy.

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Approve staff’s recommendation to receive and file the attached report listing the investment deposits;

2. Do not approve staff’s recommendation; or

3. Provide other direction to staff.

ADVANTAGES:

Safety of principal is the foremost objective of the City. Investments are undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio.

DISADVANTAGES:

Some level of risk is present in any investment transaction. Losses could be incurred due to market price changes, technical cash flow complications such as the need to withdraw a non-negotiable Time Certificate of Deposit early, or even the default of an issuer. To minimize such risks, diversifications of the investment portfolio by institution and by investment instruments are being used as much as is practical and prudent.

ENVIRONMENTAL REVIEW:

The Statement of Investment Deposits is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

Attachments:

1. Portfolio Summary: February 28, 2023

ATTACHMENT 1
City of Arroyo Grande
300 E. Branch St.

Arroyo Grande, CA 93420
Phone: (805) 473-5400

CITY OF ARROYO GRANDE
Portfolio Management
Portfolio Summary
February 28, 2023
Investments Principal Value Current Market Value Interest Rate Date of Purchase Term Maturity Date % of Portfolio Local Agency Investment Fund $ 15,266,500.24 15,266,500.24 $ 2.624% 48.941% Certificates of Deposit
Pacific Premier Bank 249,000.00 249,000.00 0.100% February 21, 2023 12 mos February 21, 2024 0.798%1st Security Bank Washington 249,000.00 249,000.00 1.700% October 4, 2019 42 mos April 4, 2023 0.798%Morgan Stanley Private Bank 247,000.00 247,000.00 2.250% July 11, 2019 45 mos July 11, 2023 0.792%Merrick Bank 249,000.00 249,000.00 1.800% October 16, 2019 48 mos October 16, 2023 0.798%BMW Bank North America 249,000.00 249,000.00 0.500% July 16, 2021 36 mos July 16, 2024 0.798%Mountain America Federal Credit Union 249,000.00 249,000.00 4.750% October 14, 2022 24 mos October 15, 2024 0.798%Enerbank USA 247,000.00 247,000.00 1.850% October 25, 2019 60 mos October 25, 2024 0.792%Wells Fargo Bank 249,000.00 249,000.00 4.600% October 28, 2022 24 mos October 28, 2024 0.798%Beal Bk Plano TX 247,000.00 247,000.00 1.350% March 26, 2022 36 mos March 26, 2025 0.792%Beal Bk Las Vegas NV 247,000.00 247,000.00 1.250% March 26, 2022 36 mos March 26, 2025 0.792%Flagstar Bank 245,000.00 245,000.00 0.850% May 15, 2020 60 mos May 15, 2025 0.786%American Express National Bank 246,000.00 246,000.00 3.100% May 25, 2022 36 mos May 25, 2025 0.789%New York Community Bank 249,000.00 249,000.00 0.550% July 1, 2021 48 mos July 1, 2025 0.798%Chief Financial Federal Credit Union 249,000.00 249,000.00 4.600% October 12, 2022 36 mos October 14, 2025 0.798%Live Oak Bank 249,000.00 249,000.00 3.150% May 25, 2022 48 mos May 26, 2026 0.798%UBS Bank USA 249,000.00 249,000.00 0.900% July 21, 2021 60 mos July 21, 2026 0.798%Toyota Financial Savings Bank 248,000.00 248,000.00 0.950% July 22, 2021 60 mos July 22, 2026 0.795%Bank United NA 249,000.00 249,000.00 1.350% December 8, 2021 60 mos December 8, 2026 0.798%Capital One Bank USA 248,000.00 248,000.00 1.250% December 8, 2021 60 mos December 8, 2026 0.795%Discover Bank 246,000.00 246,000.00 3.200% May 18, 2022 60 mos May 19, 2027 0.789% Total Certificates of Deposit 4,960,000.00 4,960,000.00 15.900% Agency Bonds
Federal Farm Credit Bank 2,500,000.00 2,439,870.00 1.600% November 1, 2019 48 mos November 1, 2023 8.014% Federal Farm Credit Bank 1,999,314.00 1,884,394.00 0.350% December 4, 2020 42 mos May 16, 2024 6.409%Federal Home Loan Bank 499,252.43 489,432.83 1.000% July 19, 2022 29 mos December 20, 2024 1.600%Federal Farm Credit Bank 998,431.00 916,255.00 0.430% March 17, 2021 48 mos March 3, 2025 3.201%Federal Natl Mortgage Assn 1,000,000.00 894,245.00 0.500% October 20, 2020 60 mos October 20, 2025 3.206%Federal Home Loan Bank 999,500.00 888,857.00 0.800% March 17, 2021 60 mos March 10, 2026 3.204%Federal Home Loan Bank 994,396.00 915,968.00 2.400% March 17, 2021 72 mos March 29, 2027 3.188%Federal Home Loan Bank 500,000.00 474,339.00 3.375% May 17, 2022 60 mos May 17, 2027 1.603% Total Agency Bonds 8,903,360.83 9,490,893.43 30.425%

ATTACHMENT 1
City of Arroyo Grande
300 E. Branch St.

Arroyo Grande, CA 93420
Phone: (805) 473-5400

CITY OF ARROYO GRANDE
Portfolio Management
Portfolio Summary
February 28, 2023
Investments Principal Value Current Market Value Interest Rate Date of Purchase Term Maturity Date % of Portfolio Municipal Bonds
California State GO Various Purp Bond 491,810.00 $ 469,765.00 $ 3.100% May 12, 2022 47 mos April 1, 2026 1.577% Total Municipal Bonds 469,765.00 491,810.00 1.577%
Treasury Obligations
U.S. Treasury Z-2026 Series 984,728.00 888,789.00 1.100% December 6, 2021 53 mos May 31, 2026 3.157% Total Treasury Obligations 888,789.00 984,728.00 3.157% TOTAL INVESTMENTS $ 30,488,415.07 31,193,931.67 $ 100.000%

Item 9.c.

MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director BY: Lynda Horejsi, Accounting Manager
SUBJECT: Acceptance of the Annual Comprehensive Financial Report, Single Audit, and Audit Report for the Transportation Development Act Transportation Fund Reports
DATE: April 11, 2023
SUMMARY OF ACTION:

Receive and file the Annual Comprehensive Financial Report (ACFR), Single Audit, and Audit Report for the Transportation Development Act Transportation Fund for the fiscal year ended June 30, 2022.

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

Preparation of the City’s financial reports requires approximately 250 hours per year of personnel resources and auditing services costing approximately $28,000 annually.

RECOMMENDATION:
1) Receive and file the Annual Comprehensive Financial Report (ACFR), Single Audit, and Audit Report for the Transportation Development Act Transportation Fund for the fiscal year ended June 30, 2022. 2) Determine that ratifying the cash disbursements and filing of the reports is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
BACKGROUND:

State law requires that every general-purpose local government publish an annual report on its financial position and activity, and that the report be audited by an independent firm of certified public accountants (the “Annual Comprehensive Financial Report”). The goal of the independent audit is to provide a reasonable assurance that the City’s financial statements are free of material misstatements. In addition, the auditing firm is responsible for providing an independent review of the City’s internal financial controls. The City’s financial statements, internal documents, and financial controls have been audited by the

Item 9.c.

City Council
Acceptance of the Annual Comprehensive Financial Report, Single Audit, and Audit Report for the Transportation Development Act Transportation Fund Reports April 11, 2023

certified public accountant firm of Moss, Levy & Hartzheim, LLP for the fiscal year ending June 30, 2022.

The Single Audit is an organization-wide audit of a non-federal entity that expends $750,000 or more in federally-awarded funds in one year. In fiscal year 2020-21, the City expended $6.3 million in federal funds. The majority of the $6.3 million was funding for the Bridge Street Bridge project totaling $5.5 million. For the 2021-22 fiscal year, the City expended $844,750in federal funds. As a result, the City has completed a Single Audit for the fiscal year ending June 30, 2022, which is included with this report.

The Transportation Development Act (TDA) provides a state funding source for use by local jurisdictions at the county level to improve existing public transportation and to encourage regional public transportation coordination. It also provides some funding for bicycle and pedestrian projects and, when certain conditions are met, streets and roads.

The main purpose and priority of TDA, however, is to provide funding for public transportation. The Local Transportation Fund (LTF) is a local fund into which the State deposits sales tax revenue to be used for transportation purposes defined by TDA. The State Department of Tax and Fee Administration, based on sales tax collected in each county, returns the general sales tax revenues to each county’s LTF. The City has completed the TDA Audit report every year and posts the reports on the City’s website.

Though not formally presented to the City Council in some prior years, this audit report contains the results of the TDA audit for Council’s information and review.

ANALYSIS OF ISSUES:

Annual Comprehensive Financial Report (ACFR)
Generally accepted accounting principles (GAAP) provide the criteria for judging whether a financial report is presented fairly. In defining the minimum standard of acceptable basic financial reporting for state and local governments, GAAP mandates a complete set of basic financial statements, including accompanying note disclosures, as well as the presentation of certain required supplementary information. GAAP encourages government agencies to present this information within the Annual Comprehensive Financial Report (ACFR).

The ACFR provides a more detailed financial report beyond the basic financial statements. The ACFR is made up of three sections:
• The introductory section: provides general information on the City which includes the letter of transmittal, list of principal officials, and organizational chart. • The financial section: provides the overall financial information of the City which includes the report of the independent auditor, management’s discussion and analysis (a narrative of the City finances), the basic financial statements, required supplementary information and other supplementary schedules and statements.

Item 9.c.

City Council
Acceptance of the Annual Comprehensive Financial Report, Single Audit, and Audit Report for the Transportation Development Act Transportation Fund Reports April 11, 2023

• The statistical section: provides a broad range of operational, economic, and historical data that provides a context for assessing the City’s economic condition.

This section provides information about the City’s general financial trends, revenue capacity, debt capacity, economic and demographic trends, and operating information.

The City’s external auditors at Moss, Levy & Hartzheim, LLP conducted testing of the City’s internal financial controls in July 2022, October 2022, and January 2023. The testing included reviewing the City’s procedures for receiving and disbursing cash, the accounting methodology used to record transactions, the separation of duties to avert collusion, and the City’s asset securities. As a result of this testing, there were no internal control issues/events noted by the auditors.

An audit was also conducted on the net position of the City for the financial period ending June 30, 2022. Documentation in support of the assets, liabilities, and fund balance of all the funds in the City were examined and verified. This process assures an impartial review and substantiation of the City’s net position. The result of this review is documented in the City’s ACFR. The City’s ACFR complies with newly effective Government Accounting Standards Board (GASB) pronouncements, as detailed in the Notes to the Financial Statements.

Auditors may issue three different types of opinions at the conclusion of an audit; an unmodified, modified, or adverse opinion. An unmodified opinion assures the reader that the information presented in the ACFR fairly represents the financial position of the City.

A modified opinion states that the information is fairly presented except for a particular issue. An adverse opinion indicates that the agency has major accounting and/or internal control issues and no reliance may be placed on the financial statements. The Administrative Services Department staff is proud to report that for the fiscal year ended June 30, 2022, the City of Arroyo Grande received an unmodified opinion, reflecting that the information presented in the ACFR fairly represents the financial position of the City.

As presented in the ACFR, the City’s combined net position at June 30, 2022, increased by $3.4 million or 3.54% from $95.9 million to $99.3 million. This overall increase is due to an increase in governmental activities ($4.8 million) offset by a smaller decrease in business-type activities ($1.4 million). The largest portion of the City’s net position, $81 million, reflects investments in capital assets net of depreciation (e.g. land, buildings, infrastructure, and machinery & equipment). The City uses these capital assets to provide services to the public; consequently, these assets are not available for future spending.

Item 9.c.

City Council
Acceptance of the Annual Comprehensive Financial Report, Single Audit, and Audit Report for the Transportation Development Act Transportation Fund Reports April 11, 2023

The description of the City’s net position of all funds reflects all the assets and liabilities of the City. It includes the City’s investment in capital assets such as parks, bridges, and roads as well as the liabilities or obligations to pay vendors, employees, and debt service payments. The net position is the mathematical difference between assets and liabilities, but it does not necessarily reflect the economic health of an organization. In the City’s case, about 84% of the total net position reflects capital assets. While these assets are important, they cannot be used to fund the day-to-day operations of the City and, therefore, may not be the most useful measure of the City’s liquidity.

For financial reporting purposes, the half percent Local Sales Tax revenue approved by voters in 2006 and Other Post-Employee Benefits funds (OPEB) are combined with the General Fund in the ACFR. However, the City’s quarterly and year-end reporting is based on the General Fund exclusively and does not include the Local Sales Tax or OPEB funds. The combined funds, as shown in the table on the following page, reports total revenues of $24.3 million and expenditures of $20.5 million. As a result, there was an overall increase to the fund balance of $3.8 million during the 2021-22 fiscal year.

Item 9.c.

City Council
Acceptance of the Annual Comprehensive Financial Report, Single Audit, and Audit Report for the Transportation Development Act Transportation Fund Reports April 11, 2023

The ACFR reports a General Fund total fund balance of $17.8 million. However, a small amount of the fund balance is considered non-spendable because it is held as inventory ($37,020). Additionally, $4.5 million is designated for completing capital projects or meeting other commitments in the future, including post-employment benefits. This leaves an unassigned balance of $10.8 million in the General Fund and $2.4 million in the Local Sales Tax fund. Of the $10.8 million in unassigned General Fund, Council assigned $1.35 million at the June 14, 2022, meeting for additional 2022 Sidewalk Repairs project utilization and for the Employee Retention Incentive Program. The City’s Fiscal Policy establishes the maintenance of a fund balance reserve goal of 20% of expenditures with a minimum of 15% in the General Fund. At the conclusion of Fiscal Year 2021-22, the reserve, based on available General Funds, was 57% and exceeded the City’s reserve goal.

Single Audit
The City’s independent auditor, Moss, Levy & Hartzheim, LLP, completed the Single Audit of federal awards for fiscal year ended June 30, 2022. The auditors opined that the City complied, in all material respects, with requirements that could have a direct and material effect on each of its major federal programs for the fiscal year ended June 30, 2022.

The City provided the following list of federal funding expenditures as of June 30, 2022:

General Fund
Local Sales
Tax Fund OPEB Total
Beginning Fund Balance 7/1/21 $ 7,972,786 $ 4,761,493 $ 914,777 $ 10,462,750 Revenues 21,397,622 2,840,596 96,757 24,334,975
Expenditures (18,845,646) (1,634,948) - (20,480,594)
Net Change in Fund Balance $ 2,551,977 $ 1,205,648 $ 96,757 $ 3,854,381 Fund Balance:

Nonspendable $ 37,020 $ - $ - $ 37,020
Assigned for capital projects - 3,522,243 - 3,522,243
Assigned for post employment benefits - - 1,011,630 1,011,630 Unassigned 10,786,172 2,444,897 - 13,231,069
Ending Fund Balance, 6/30/22 $ 10,823,192 $ 5,967,140 $ 1,011,630 $ 17,801,962 Project Name Total Expenditures
Bridge Street Habitat 52,411.15
Traffic Way Bridge 188,094.74
AMERICAN RESCUE PLAN ACT (ARPA) 604,245.78
$ 844,751.67
City of Arroyo Grande
List of Federal funding of expenditures
As of June 30, 2022

Item 9.c.

City Council
Acceptance of the Annual Comprehensive Financial Report, Single Audit, and Audit Report for the Transportation Development Act Transportation Fund Reports April 11, 2023

Audit Report for the Transportation Development Act Transportation Fund The City’s independent auditor, Moss, Levy & Hartzheim, LLP also completed the Audit Report for the Transportation Development Act Transportation Fund Report (the “TDA Transportation Fund Report”). The auditors opined that the City complied, in all material respects, with requirements that could have a direct and material effect on each of its major federal programs for the year ended June 30, 2022. There were no findings issued or questioned costs.

The TDA Transportation Fund Report is for the Transportation Fund, which is a special revenue fund of the City. The California Code of Regulations, Title 21, sections 6661 and 6751, required Local Transportation Fund and State Transit Assistance Fund recipients such as the City to submit a fiscal audit report to the State Controller’s Office annually.

The Transportation Fund Audit reflected that the City’s allocations under Article 8, Section 99400(a), which relates to projects for local streets and other multimodal transportation, for the fiscal year ended June 30, 2022, was $653,702. The City’s allocations under Public Utilities Code Article 3, Section 99233.3, which relates to funding facilities for use of pedestrians and bicycles or other local transportation projects, for the fiscal year ended June 30, 2022, was $17,869. The City's allocation of the TDA Funds are used to support the Streets program that maintains all city streets, rights-of-way, and sidewalks.

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Receive and file the Annual Comprehensive Financial Report, Single Audit, and Audit Report for the Transportation Development Act Transportation Fund Report

2. Provide other direction to staff.

ADVANTAGES:

By receiving and filing these reports, the City will be accepting the auditors’ unqualified opinion. As mentioned above, an unqualified opinion assures the reader that the information presented in the reports fairly represents the financial position of the City.

DISADVANTAGES:

There are no disadvantages in relation to the recommended action.

ENVIRONMENTAL REVIEW:

No environmental review is required for this item. Ratifying the cash disbursements and filing of the reports is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)

Item 9.c.

City Council
Acceptance of the Annual Comprehensive Financial Report, Single Audit, and Audit Report for the Transportation Development Act Transportation Fund Reports April 11, 2023

PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

Attachments:

1. Annual Comprehensive Financial Report and Independent Auditors’ Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards

2. Single Audit

3. Transportation Development Act (TDA) Transportation Fund Report

ATTACHMENTS 1 - 3
Attachment 1 is available as a link: FY 2021-22 Annual Comprehensive Financial Report (PDF) Attachment 2 is available as a link: FY 2021-22 Single Audit Report (PDF) Attachment 3 is available as a link: FY 2021-22 TDA Audit Report (PDF)

Item 9.d.

MEMORANDUM
TO: City Council
FROM: Nicole Valentine, Administrative Services Director SUBJECT: Consider Awarding a Contract to Tyler Technologies, Tyler Enterprise ERP Software as a Service, for a Replacement Financial System and Authorize the City Manager to Execute Contractual Agreements with Tyler Technologies
DATE: April 11, 2023
SUMMARY OF ACTION:

Approve an agreement with Tyler Technologies, Inc. for an initial three-year term for implementation of a new Enterprise Resource Planning (ERP) system and for ongoing Software as a Service (SaaS).

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

The cost of training and implementing the new Tyler Enterprise ERP system is $413,349 and will be billed as incurred over the life of the project. The contract also includes a separate annual SaaS services of $114,535, for the 3-year contract period during implementation. The total contract summary is $780,244 as shown in the table below:
*The proposed contract includes approximately $23,290 for estimated travel expenses for Tyler staff to provide onsite training and support if or when needed by the City.

Fee Category One Time Fees Annual SaaS Fees
Tyler Enterprise ERP Implementation Fees
Implementation 413,349
On Site Training* 23,290
Annual SaaS fees
Year 1 114,535
Year 2 114,535
Year 3 114,535
Total Costs 436,639 343,605
780,244

Item 9.d.

City Council
Consider Awarding a Contract to Tyler Technologies, Tyler Enterprise ERP Software as a Service, for a Replacement Financial System and Authorize the City Manager to Execute Contractual Agreements with Tyler Technologies April 11, 2023

The FY 2022-23 budget currently includes $225,000 for implementation of the new ERP system, with additional funding included in FY 2023-24 of the CIP 5-year plan. If approved, staff will incorporate the associated costs in the FY 2023-24 and FY 2024-25 budgets. With a July 1, 2023 anticipated start date for the implementation of the new ERP system, no expenditures will occur in FY 2022-23. If approved, the proposed FY 2023-25 Biennial Budget will include an allocation of the FY 2022-23 and future FY 2023-24 budget into FY 2023-24 in the amount of $413,349. Additionally, staff will propose adjusting the IT software line item to include the additional SaaS costs in future budget years. The current Eden software support is approximately $50,000 annually, an estimated increase to the general fund operating budget totaling $64,535 is anticipated for future fiscal years.

Significant staff time within the Administrative Services Department will be anticipated to be spent on this project during the next 36 months.

RECOMMENDATION:
1) Award a Contract to Tyler Technologies, Tyler Enterprise ERP Software as a Service, for a Replacement Financial System and authorize the City Manager to Execute Contractual Agreements with Tyler Technologies. 2) Determine that awarding a contract to Tyler Technologies is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
BACKGROUND:

The City purchased the Dos-based Eden Command Financial Management System in April 1997. Though the computer system served the City well, computer technology made great strides between 1997 and 2000. As the prevailing computer technology moved toward Windows-based systems and away from Dos-based systems, Eden Computer Systems found supporting two types of financial management systems unwieldy. In the spring of 2000, the City was notified that migration to the Windows-based system of lnforum Gold was encouraged and support for the Command System would cease in December 2001 for non-migrating entities.

On July 24, 2001, the City Council approved the recommendation to migrate to the lnforum Gold System, an Eden Systems product, and to fund the acquisition with lease purchase financing. Implementation of the lnforum Gold system began in January 2003.

On December 3, 2003, Tyler Technologies, Inc. (Tyler) acquired Eden Systems, including Inforum Gold Financials systems. Tyler Eden is the current Financial System the City continues to operate.

Item 9.d.

City Council
Consider Awarding a Contract to Tyler Technologies, Tyler Enterprise ERP Software as a Service, for a Replacement Financial System and Authorize the City Manager to Execute Contractual Agreements with Tyler Technologies April 11, 2023

Technology has progressed considerably since 2003 and Tyler Eden has not stayed at the forefront of such progress. In fact, Tyler Eden is being phased out as an available technology, and Tyler will no longer provide support for Tyler Eden, effective March 1, 2027.

On April 20, 2022, the Administrative Services Department issued a Request for Proposals (RFP) for Enterprise Resource Planning (ERP) System and Implementation Services. Three proposals were received by the RFP closing date of June 15, 2022. The selection process was performed by the City’s Administrative Services Department and Human Resources Officer and was based on the following criteria:
 Quality, clarity, and responsiveness of proposal
 Ability to meet the needs of the City
 Well thought out timeline and roadmap for “go live” that includes an agreed upon phased approach (to be finalized during contract negotiations)  Proven technical ability to design, install, and support the proposed system  Demonstrated ability to work in a cooperative and collaborative manner with clients
 Anticipated value and price
 Perceived risk or lack thereof
 Company financial stability
 References
 Results of Proof-of-Capabilities (POC) sessions
 Ability to prepare and execute a contract in a timely manner  Commitment to continually evolve the system to remain current with legal requirements, such as reporting, as well as operational best practices All three submissions were reviewed and provided a Proof-of-Capabilities (POC) session to provide scripted demonstration using scenarios developed by the City to evaluate product functionality rather than a generic demonstration of the product. These POC sessions were held in person during the months of September and October 2022, providing each submission one to two days of presentation time.

The results of POC sessions led staff to recommend awarding the City’s ERP for Replacement of the Financial System contract to Tyler Enterprise ERP (formerly known as Tyler Munis), Software as a Service. Tyler Enterprise ERP is the platform that Tyler is supporting as its flagship product to replace Tyler Eden.

ANALYSIS OF ISSUES:

The City has utilized the Tyler Eden system as its primary financial software program since 2003, and the system has provided the necessary basic services that the City has

Item 9.d.

City Council
Consider Awarding a Contract to Tyler Technologies, Tyler Enterprise ERP Software as a Service, for a Replacement Financial System and Authorize the City Manager to Execute Contractual Agreements with Tyler Technologies April 11, 2023

needed as the City has grown and developed since that time. The City is currently using the following modules:
 Accounts Receivable
 Accounts Payable
 Payroll
 Purchasing
 General Ledger
 Utility Billing
The City’s current human resources software, NeoGov, is the primary software that supports the human resources function. The City is currently using the following NeoGov modules:
 Online government jobs recruitment
 Employee Onboarding
 Electronic Forms Document Repository
 Employee Evaluations
 Staff Development Training
Tyler Enterprise ERP’s Statement of Work (SOW) (Attachment 1) summarized the implementation stages, activities, roles and responsibilities, and project scope listed in the Investment Summary. Under the proposed contract, Tyler Enterprise ERP will complete all conversions of current Tyler Eden records for up to 5 years.

The proposed contract with Tyler Enterprise ERP includes the current Tyler Eden Modules identified above, as well as the following additional modules:
 Budgeting
 Cash Management
 Contract Management
 Project & Grant Accounting
 Business Licenses
 Cashiering
 Utility Billing Meter Interface
 Forms for workflow approvals within Accounts Payable
Additionally, Tyler Enterprise ERP has Human Resources functionalities integrated within financial and payroll applications. If approved, the Tyler Enterprise ERP contract will provide the current NeoGov Modules, minus the online government jobs recruitment module, as well as:
 Employee Self Service Portal, including Mobile Access  Employee Time and Attendance, including Electronic Timesheets  Talent Management

Item 9.d.

City Council
Consider Awarding a Contract to Tyler Technologies, Tyler Enterprise ERP Software as a Service, for a Replacement Financial System and Authorize the City Manager to Execute Contractual Agreements with Tyler Technologies April 11, 2023

It is recommended that the City continue to use NeoGov for online government jobs recruitment, as it is the industry leader in the public sector for recruitment through the governmentjobs.com website. However, having all other aspects of Human Resources modules integrated into Tyler Enterprise ERP will consolidate all information into a single system to provide more accurate data, standardized reporting, and a single data entry point. This will help streamline processes and create an easier database for accounting and human resources staff as well as for employees to access their data.

Cost Proposal
When the City purchased Tyler Eden, the City purchased it under Tyler’s Evergreen licensing model, which allowed for upgrades to other Tyler products without having to pay for the licensing. However, Tyler Technologies has now abandoned that model and has moved to the SaaS (software as a service) model, which is offered as a subscription and does not require the purchase of licensing. With that in mind and knowing that the City had paid for licensing previously, staff negotiated with Tyler to secure reasonable price points for the products the City will be using. The total contract summary is $780,244 as shown in the table below:

Tyler Enterprise ERP is the leading product being used in a significant number of cities throughout the Country and it provides a fully-integrated-system that will allow the City to increase productivity, gain efficiencies, and improve overall operational effectiveness.

The new system will allow the City to automate many of its manual workflows and business processes as well as move toward a paperless environment by taking advantage of the system’s built-in document management system. The current reporting capabilities with Tyler Eden are limited and are not easily customized for reports or queries. The new system has several reporting options which will allow the City to make more timely and accurate decisions as well as provide staff with the ability to share information more easily with citizens and City personnel.

Item 9.d.

City Council
Consider Awarding a Contract to Tyler Technologies, Tyler Enterprise ERP Software as a Service, for a Replacement Financial System and Authorize the City Manager to Execute Contractual Agreements with Tyler Technologies April 11, 2023

Completing the conversion from one ERP system to another is always an arduous and time-consuming project, which creates a much more difficult workload for all City staff who are involved in the process. Therefore, it will be important to factor that observation into the expectations of staff during this approximately three-year project.

If this agreement is approved by the City Council, staff will work closely with the Tyler representatives to schedule the timing for the implementation of the various modules that are being proposed for approval in the agreement. However, the tentative schedule calls for the kick-off of the conversion to take place in early July 2023. The City in consultation with the City Attorney’s office has been in active negotiation with Tyler to make the terms more equitable for the City.

ALTERNATIVES:

The following alternatives are provided for the Council’s consideration:

1. Award a Contract to Tyler Technologies, Tyler Enterprise ERP Software as a Service, for a Replacement Financial System and authorize the City Manager to Execute Contractual Agreements with Tyler Technologies; or

2. Provide other direction to staff.

ADVANTAGES:

Updating the accounting software will update a 20-year-old accounting platform that requires staff to complete many duplicated work items and will replace the current Eden product that will no longer be supported by the vendor as of March 1, 2027.

DISADVANTAGES:

Significant staff time within the Administrative Services Department will be needed to implement the new ERP system during the next 36 months.

ENVIRONMENTAL REVIEW:

No environmental review is required for this item. Awarding a contract to Tyler Technologies is not a project subject to the California Environmental Quality Act (“CEQA”) because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
PUBLIC NOTIFICATION AND COMMENTS:

The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.

Item 9.d.

City Council
Consider Awarding a Contract to Tyler Technologies, Tyler Enterprise ERP Software as a Service, for a Replacement Financial System and Authorize the City Manager to Execute Contractual Agreements with Tyler Technologies April 11, 2023

Attachments:

1. Proposed Tyler Technologies Agreement - Evergreen Migration

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SOFTWARE AS A SERVICE AGREEMENT
This Software as a Service Agreement is made between Tyler Technologies, Inc. and the City of Arroyo Grande, a California public entity (“Client”).

WHEREAS, Client seeks certain services ands products from Tyler as set forth in the Investment Summary, including providing Client with access to Tyler’s proprietary software products, and Tyler desires to provide such products and services under the terms of this Agreement; NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth in this Agreement, Tyler and Client agree as follows:

SECTION A – DEFINITIONS
 “Agreement” means this Software as a Services Agreement.  “Business Travel Policy” means our business travel policy. A copy of our current Business Travel Policy is attached as Schedule 1 to Exhibit B.
 “Client” means City of Arroyo Grande, California.
 “Data” means your data necessary to utilize the Tyler Software.  “Data Storage Capacity” means the contracted amount of storage capacity for your Data identified in the Investment Summary.
 “Defect” means a failure of the Tyler Software to substantially conform to the functional descriptions set forth in our written proposal to you, or their functional equivalent. Future functionality may be updated, modified, or otherwise enhanced through our maintenance and support services, and the governing functional descriptions for such future functionality will be set forth in our then-current Documentation.
 “Defined Users” means the number of users that are authorized to use the SaaS Services. The Defined Users for the Agreement are as identified in the Investment Summary. If Exhibit A contains Enterprise Permitting & Licensing labeled software, defined users mean the maximum number of named users that are authorized to use the Enterprise Permitting & Licensing labeled modules as indicated in the Investment Summary.
 “Developer” means a third party who owns the intellectual property rights to Third Party Software.
 “Documentation” means any online or written documentation related to the use or functionality of the Tyler Software that we provide or otherwise make available to you, including instructions, user guides, manuals and other training or self-help documentation.  “Effective Date” means the date by which both your and our authorized representatives have signed the Agreement.
 “Force Majeure” means an event beyond the reasonable control of you or us, including, without limitation, governmental action, war, riot or civil commotion, fire, natural disaster, or any other cause that could not with reasonable diligence be foreseen or prevented by you or us.  “Investment Summary” means the agreed upon cost proposal for the products and services

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attached as Exhibit A.
 “Invoicing and Payment Policy” means the invoicing and payment policy. A copy of our current Invoicing and Payment Policy is attached as Exhibit B.
 “Order Form” means an ordering document that includes a quote or investment summary and specifying the items to be provided by Tyler to Client, including any addenda and supplements thereto.
 “SaaS Fees” means the fees for the SaaS Services identified in the Investment Summary.  “SaaS Services” means software as a service consisting of system administration, system management, and system monitoring activities that Tyler performs for the Tyler Software, and includes the right to access and use the Tyler Software, receive maintenance and support on the Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and archiving. SaaS Services do not include support of an operating system or hardware, support outside of our normal business hours, or training, consulting or other professional services.  “SLA” means the service level agreement. A copy of our current SLA is attached hereto as Exhibit C.
 “Statement of Work” means the industry standard implementation plan describing how our professional services will be provided to implement the Tyler Software, and outlining your and our roles and responsibilities in connection with that implementation. The Statement of Work is attached as Exhibit E.
 “Support Call Process” means the support call process applicable to all of our customers who have licensed the Tyler Software. A copy of our current Support Call Process is attached as Schedule 1 to Exhibit C.
 “Third Party Hardware” means the third party hardware, if any, identified in the Investment Summary.
 “Third Party Products” means the Third Party Software and Third Party Hardware.  “Third Party SaaS Services” means software as a service provided by a third party, if any, identified in the Investment Summary.
 “Third Party Services” means the third party services, if any, identified in the Investment Summary.
 “Third Party Software” means the third party software, if any, identified in the Investment Summary.
 “Third Party Terms” means, if any, the end user license agreement(s) or similar terms for the Third Party Products or other parties’ products or services, as applicable, and attached or indicated at Exhibit D.
 “Tyler” means Tyler Technologies, Inc., a Delaware corporation.  “Tyler Software” means our proprietary software, including any integrations, custom modifications, and/or other related interfaces identified in the Investment Summary and licensed by us to you through this Agreement.
 “we”, “us”, “our” and similar terms mean Tyler.
 “you” and similar terms mean Client.

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SECTION B –SAAS SERVICES

1. Rights Granted.

1.1 We grant to you the non-exclusive, non-assignable limited right to use the SaaS Services solely for your internal business purposes, including by your third-party consultants and contractors who have agreed in writing to be bound by the applicable terms of this Agreement, for the number of Defined Users only. The Tyler Software will be made available to you according to the terms of the SLA. You acknowledge that we have no delivery obligations and we will not ship copies of the Tyler Software as part of the SaaS Services. You may use the SaaS Services to access updates and enhancements to the Tyler Software, as further described in Section C(9).

2. SaaS Fees. You agree to pay us the SaaS Fees. Those amounts are payable in accordance with our Invoicing and Payment Policy. The SaaS Fees are based on the number of Defined Users and amount of Data Storage Capacity. You may add additional users or additional data storage capacity on the terms set forth in Section H(1). In the event you regularly and/or meaningfully exceed the Defined Users or Data Storage Capacity of 1 TB of storage for Content Manager SE and 32 concurrent users, we reserve the right to charge you additional fees commensurate with the overage, on prior written notice.

3. Ownership.

3.1 We retain all ownership and intellectual property rights to the SaaS Services, the Tyler Software, and anything developed by us under this Agreement. You do not acquire under this Agreement any license to use the Tyler Software in excess of the scope and/or duration of the SaaS Services.

3.2 The Documentation is licensed to you and may be used and copied by your employees for internal, non-commercial reference purposes only.

3.3 You retain all ownership and intellectual property rights to the Data. You expressly recognize that except to the extent necessary to carry out our obligations contained in this Agreement, we do not endorse any of your Data created or used in connection with the SaaS Services.

4. Restrictions. You may not: (a) make the Tyler Software or Documentation resulting from the SaaS Services available in any manner to any third party for use in the third party’s business operations; (b) modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of the SaaS Services; (c) access or use the SaaS Services in order to build or support, and/or assist a third party in building or supporting, products or services competitive to us; or (d) license, sell, rent, lease, transfer, assign, distribute, display, host, outsource, disclose, permit timesharing or service bureau use, or otherwise commercially exploit or make the SaaS Services, Tyler Software, or Documentation available to any third party other than as expressly permitted by this Agreement.

5. Software Warranty. We warrant that the Tyler Software will perform without Defects during the term of this Agreement. If the Tyler Software does not perform as warranted, we will use all reasonable efforts, consistent with industry standards, to cure the Defect in accordance with the maintenance and support process set forth in Section C(9), below, the SLA and our then current Support Call Process.

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6. SaaS Services.

6.1 Our SaaS Services are audited at least yearly in accordance with the AICPA’s Statement on Standards for Attestation Engagements (“SSAE”) No. 21. We have attained, and will maintain, SOC 1 and SOC 2 compliance, or its equivalent. The scope of audit coverage varies for some Tyler Software solutions. Upon request and execution of a mutually agreeable Non-Disclosure Agreement (“NDA”), we will provide you with a summary of our compliance report(s) or its equivalent. If our SaaS Services are provided using a 3rd party data center, we will provide available compliance reports for that data center.

6.2 You will be hosted on shared hardware in a Tyler data center or in a third-party data center. In either event, databases containing your Data will be dedicated to you and inaccessible to our other customers.

6.3 Our Tyler data centers have fully-redundant telecommunications access, electrical power, and the required hardware to provide access to the Tyler Software in the event of a disaster or component failure. In the event of a data center failure, we reserve the right to employ our disaster recovery plan for resumption of the SaaS Services. In that event, we commit to a Recovery Point Objective (“RPO”) of 24 hours and a Recovery Time Objective (“RTO”) of 24 hours. RPO represents the maximum duration of time between the most recent recoverable copy of your hosted Data and subsequent data center failure. RTO represents the maximum duration of time following data center failure within which your access to the Tyler Software must be restored.

6.4 We conduct annual penetration testing of either the production network and/or web application to be performed. We will maintain industry standard intrusion detection and prevention systems to monitor malicious activity in the network and to log and block any such activity. We will provide you with a written or electronic record of the actions taken by us in the event that any unauthorized access to your database(s) is detected as a result of our security protocols. We will undertake an additional security audit, on terms and timing to be mutually agreed to by the parties, at your written request. You may not attempt to bypass or subvert security restrictions in the SaaS Services or environments related to the Tyler Software.

Unauthorized attempts to access files, passwords or other confidential information, and unauthorized vulnerability and penetration test scanning of our network and systems (hosted or otherwise) is prohibited without the prior written approval of our IT Security Officer.

6.5 We test our disaster recovery plan on an annual basis. Our standard test is not client-specific.

Should you request a client-specific disaster recovery test, we will work with you to schedule and execute such a test on a mutually agreeable schedule. At your written request, we will provide test results to you within a commercially reasonable timeframe after receipt of the request.

6.6 We will be responsible for importing back-up and verifying that you can log-in. You will be responsible for running reports and testing critical processes to verify the returned Data.

6.7 We provide secure Data transmission paths between each of your workstations and our servers.

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6.8 Tyler data centers are accessible only by authorized personnel with a unique key entry. All other visitors to Tyler data centers must be signed in and accompanied by authorized personnel.

Entry attempts to the data center are regularly audited by internal staff and external auditors to ensure no unauthorized access.

6.9 Where applicable with respect to our applications that take or process card payment data, we are responsible for the security of cardholder data that we possess, including functions relating to storing, processing, and transmitting of the cardholder data and affirm that, as of the Effective Date, we comply with applicable requirements to be considered PCI DSS compliant and have performed the necessary steps to validate compliance with the PCI DSS. We agree to supply the current status of our PCI DSS compliance program in the form of an official Attestation of Compliance, which can be found at https://www.tylertech.com/aboutus/compliance, and in the event of any change in our status, will comply with applicable notice requirements.

7. License Rights Terminate Upon Migration. When Tyler makes Tyler Software identified in the Investment Summary (the “Evergreen Modules”) and licensed pursuant to this Agreement available to the Client for use in live production, the license to the Tyler software listed in Exhibit A, Schedule 1 (hereafter, “Migration Modules”) terminates, as do Tyler’s maintenance, support, and/or update obligations for such software.

SECTION C –PROFESSIONAL SERVICES

1. Professional Services. We will provide you the various implementation-related services itemized in the Investment Summary and described in the Statement of Work.

2. Professional Services Fees. You agree to pay us the professional services fees in the amounts set forth in the Investment Summary. Those amounts are payable in accordance with our Invoicing and Payment Policy. You acknowledge that the fees stated in the Investment Summary are good-faith estimates of the amount of time and materials required for your implementation. We will bill you the actual fees incurred based on the in-scope services provided to you. Any discrepancies in the total values set forth in the Investment Summary will be resolved by multiplying the applicable hourly rate by the quoted hours.

3. Additional Services. The Investment Summary contains, and the Statement of Work describes, the scope of services and related costs (including programming and/or interface estimates) required for the project based on our understanding of the specifications you supplied. If additional work is required, or if you use or request additional services, we will provide you with an addendum or change order, as applicable, outlining the costs for the additional work. The price quotes in the addendum or change order will be valid for thirty (30) days from the date of the quote.

4. Cancellation. Subject to Section C(9.5), we make all reasonable efforts to schedule our personnel for travel, including arranging travel reservations, at least two (2) weeks in advance of commitments.

Therefore, if you cancel services less than two (2) weeks in advance (other than for Force Majeure or breach by us), you will be liable for all (a) non-refundable expenses incurred by us on your behalf, and (b) daily fees associated with cancelled professional services if we are unable to reassign our

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personnel. We will make all reasonable efforts to reassign personnel in the event you cancel within two (2) weeks of scheduled commitments.

5. Services Warranty. We will perform the services in a professional, workmanlike manner, consistent with industry standards. In the event we provide services that do not conform to this warranty, we will re-perform such services at no additional cost to you.

6. Site Access and Requirements. At no cost to us, you agree to provide us with access to your personnel, facilities, and equipment as may be reasonably necessary for us to provide implementation services, subject to any reasonable security protocols or other written policies provided to us as of the Effective Date, and thereafter as mutually agreed to by you and us.

7. Background Checks. For at least the past twelve (12) years, all of our employees have undergone criminal background checks prior to hire. No employee that has not gone through such background checks shall provide onsite services under this Agreement. All employees sign our confidentiality agreement and security policies.

8. Client Assistance. You acknowledge that the implementation of the Tyler Software is a cooperative process requiring the time and resources of your personnel. You agree to use all reasonable efforts to cooperate with and assist us as may be reasonably required to meet the agreed upon project deadlines and other milestones for implementation. This cooperation includes at least working with us to schedule the implementation-related services outlined in this Agreement. We will not be liable for failure to meet any deadlines and milestones when such failure is due to Force Majeure or to the failure by your personnel to provide such cooperation and assistance (either through action or omission).

9. Maintenance and Support. In addition to the terms set forth in the SLA and the Support Call Process, we will:

9.1 perform our maintenance and support obligations in a professional, good, and workmanlike manner, consistent with industry standards, to resolve Defects in the Tyler Software (subject to any applicable release life cycle policy);

9.2 provide support during our established support hours;

9.3 maintain personnel that are sufficiently trained to be familiar with the Tyler Software and Third Party Software, if any, in order to provide maintenance and support services;

9.4 make available to you all releases to the Tyler Software (including updates and enhancements) that we make generally available without additional charge to customers who have a maintenance and support agreement in effect; and

9.5 provide non-Defect resolution support of prior releases of the Tyler Software in accordance with any applicable release life cycle policy.

We will use all reasonable efforts to perform support services remotely. Currently, we use a thirdparty secure unattended connectivity tool called Bomgar, as well as GotoAssist by Citrix. Therefore,

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you agree to maintain a high-speed internet connection capable of connecting us to your PCs and server(s). You agree to provide us with a login account and local administrative privileges as we may reasonably require to perform remote services. We will, at our option, use the secure connection to assist with proper diagnosis and resolution, subject to any reasonably applicable security protocols.

If we cannot resolve a support issue remotely, we may be required to provide onsite services. In such event, we will be responsible for our travel expenses, unless it is determined by us in our reasonable discretion that the reason onsite support was required was a reason outside our control.

We agree to provide you with written notice of our travel where we believe you should be responsible for travel expeneses, and will not make such travel plans until we receive written consent from you that you agree to pay for travel expenses. Either way, you agree to provide us with reasonable access to the Tyler Software, working space, adequate facilities within a reasonable distance from the equipment, and use of machines, attachments, features, or other equipment reasonably necessary for us to provide the maintenance and support services, all at no charge to us.

We strongly recommend that you also maintain your VPN for backup connectivity purposes.

For the avoidance of doubt, SaaS Fees do not include the following services: (a) onsite support (unless Tyler cannot remotely correct a Defect in the Tyler Software, as set forth above); (b) application design; (c) other consulting services; or (d) support outside our normal business hours as listed in our then-current Support Call Process. Requested services such as those outlined in this section will be billed to you on a time and materials basis at our then current rates. You must request those services with at least one (1) weeks’ advance notice.

10. Support of Migration Modules. Beginning on the commencement of the initial term as set forth in Section F (1) of this Agreement, and contingent upon Client’s timely payment of annual SaaS Fees for Tyler Evergreen Modules, Client is entitled to receive, at no additional charge, maintenance and support for the Migration Modules until Tyler makes the Tyler Evergreen Modules available for use in live production.

SECTION D – THIRD PARTY PRODUCTS

1. Third Party Hardware. We will sell, deliver, and install onsite the Third Party Hardware, if you have purchased any, for the price set forth in the Investment Summary. Those amounts are payable in accordance with our Invoicing and Payment Policy.

2. Third Party Software. As part of the SaaS Services, you will receive access to the Third Party Software and related documentation for internal business purposes only. Your rights to the Third Party Software will be governed by the Third Party Terms.

3. Third Party Products Warranties.

3.1 We are authorized by each Developer to grant access to the Third Party Software.

3.2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive free and clear title to the Third Party Hardware.

3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not warrant or guarantee the performance of the Third Party Products. However, we grant and pass

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through to you any warranty that we may receive from the Developer or supplier of the Third Party Products.

4. Third Party Services. If you have purchased Third Party Services, those services will be provided independent of Tyler by such third-party at the rates set forth in the Investment Summary and in accordance with our Invoicing and Payment Policy.

SECTION E - INVOICING AND PAYMENT; INVOICE DISPUTES

1. Invoicing and Payment. We will invoice you the SaaS Fees and fees for other professional services in the Investment Summary per our Invoicing and Payment Policy, subject to Section E(2).

2. Invoice Disputes. If you believe any delivered software or service does not conform to the warranties in this Agreement, you will provide us with written notice within thirty (30) days of your receipt of the applicable invoice. The written notice must contain reasonable detail of the issues you contend are in dispute so that we can confirm the issue and respond to your notice with either a justification of the invoice, an adjustment to the invoice, or a proposal addressing the issues presented in your notice. We will work with you as may be necessary to develop an action plan that outlines reasonable steps to be taken by each of us to resolve any issues presented in your notice.

You may withhold payment of the amount(s) actually in dispute, and only those amounts, until we complete the action items outlined in the plan. If we are unable to complete the action items outlined in the action plan because of your failure to complete the items agreed to be done by you, then you will remit full payment of the invoice. We reserve the right to suspend delivery of all SaaS Services, including maintenance and support services, if you fail to pay an invoice not disputed as described above within thirty (30) days of notice of our intent to do so.

SECTION F – TERM AND TERMINATION

1. Term. The initial term of this Agreement equal to the number of years indicated for SaaS Services in Exhibit A, commencing on the first day of the first month following the Effective Date, unless earlier terminated as set forth below. If no duration is indicated in Exhibit A, the initial term is one (1) year.

Upon expiration of the initial term, this Agreement will renew automatically for additional one (1) year renewal terms at our then-current SaaS Fees unless terminated in writing by either party at least sixty (60) days prior to the end of the then-current renewal term. Your right to access or use the Tyler Software and the SaaS Services will terminate at the end of this Agreement.

2. Termination. This Agreement may be terminated as set forth below. In the event of termination, you will pay us for all undisputed fees and expenses related to the software, products, and/or services you have received, or we have incurred or delivered, prior to the effective date of termination. We shall provide you with a pro-rata refund of any prepaid but unused fees, no later than thirty (30) days following the termination. Disputed fees and expenses in all terminations other than your termination for cause must have been submitted as invoice disputes in accordance with Section E(2).

2.1 Failure to Pay SaaS Fees. We reserve the right to suspend delivery of all SaaS Services, including maintenance and support services, if you fail to pay undisputed SaaS Fees within thirty (30) days of notice of our intent to do so. We may also terminate this Agreement if you don’t

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cure such failure to pay within forty-five (45) days of receiving written notice of our intent to terminate.

2.2 For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute Resolution clause set forth in Section H(3). You may terminate this Agreement for cause in the event we do not cure, or create a mutually agreeable action plan to address, a material breach of this Agreement within the thirty (30) day window set forth in Section H(3).

2.3 Force Majeure. Either party has the right to terminate this Agreement if a Force Majeure event suspends performance of the SaaS Services for a period of forty-five (45) days or more.

2.4 Lack of Appropriations. If you should not appropriate or otherwise make available funds sufficient to utilize the SaaS Services, you may unilaterally terminate this Agreement upon thirty (30) days written notice to us. You will not be entitled to a refund or offset of previously paid, but unused SaaS Fees. You agree not to use termination for lack of appropriations as a substitute for termination for convenience.

2.5 Termatination for Convience. You may terminate this Agreement for convenience upon sixty (60) days advance written notice. In addition to your other payment obligations upon termination of this Agreement, you will also pay the following early termination fees:
(a) if you terminate during the first year of the initial term, 100% of the SaaS Fees through the effective date of termination plus 25% of the SaaS Fees then due for the remainder of the initial term;
(b) if you terminate during the second year of the initial term, 100% of the SaaS Fees through the effective date of termination plus 15% of the SaaS Fees then due for the remainder of the initial term; and
(c) if you terminate after the second year of the initial term, 100% of the SaaS Fees through the effective date of termination plus 10% of the SaaS Fees then due for the remainder of the initial term or the applicable renewal term.

SECTION G – INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE

1. Intellectual Property Infringement Indemnification.

1.1 We will defend, indemnify and hold you harmless against any third party claim(s) that the Tyler Software or Documentation infringes that third party’s intellectual property rights, including patent, copyright, or trademark, or misappropriates its trade secrets, and will pay the amount of any resulting adverse final judgment (or settlement to which we consent). You must notify us promptly in writing of the claim and give us sole control over its defense or settlement provided we will not settle any claim without your written consent where the settlement includes any statement as to any admission of fault, culpability on your part, or a failure to act by or on your behalf.

1.2 You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense.

1.3 Our obligations under this Section G(1) will be reduced in proportion to and to the extent the

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claim or adverse final judgment is based on your use of the Tyler Software in contradiction of this Agreement, or your willful infringement.

1.4 If we receive information concerning an infringement or misappropriation claim related to the Tyler Software, we may, at our expense and without obligation to do so, either: (a) procure for you the right to continue its use; (b) modify it to make it non-infringing; or (c) replace it with a functional equivalent, in which case you will stop running the allegedly infringing Tyler Software immediately. Alternatively, we may decide to litigate the claim to judgment, in which case you may continue to use the Tyler Software consistent with the terms of this Agreement.

1.5 If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software is enjoined by a court of competent jurisdiction, in addition to paying any adverse final judgment (or settlement to which we consent), we will, at our option, either: (a) procure the right to continue its use; (b) modify it to make it non-infringing; or (c) replace it with a functional equivalent.

1.6 This section provides your exclusive remedy for third party copyright, patent, or trademark infringement and trade secret misappropriation claims.

2. General Indemnification.

2.1 We will defend, indemnify and hold harmless you and your agents, officials, and employees from and against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for (a) personal injury or property damage, to the extent caused by our negligence or willful misconduct; or (b) our violation of PCI-DSS requirements or any law applicable to our performance under this Agreement, including applicable State and Federal data privacy laws. You must notify us promptly in writing of the claim and give us sole control over its defense or settlementprovided we will not settle any claim without your written consent where the settlement includes any statement as to any admission of fault, culpability on your part, or a failure to act by or on your behalf. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense.

2.2 To the extent permitted by applicable law, you will indemnify and hold harmless us and our agents, officials, and employees from and against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for personal injury or property damage only in proportion to and to the extent caused by your negligence or willful misconduct; or (b) your violation of a law applicable to your performance under this Agreement. We will notify you promptly in writing of the claim and will give you sole control over its defense or settlement. We agree to provide you with reasonable assistance, cooperation, and information in defending the claim at your expense.

3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO

THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE HEREBY DISCLAIM ALL OTHER

WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT

NOT LIMITED TO, ANY IMPLIED WARRANTIES, DUTIES, OR CONDITIONS OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. CLIENT UNDERSTANDS AND AGREES THAT TYLER

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DISCLAIMS ANY LIABILITY FOR ERRORS THAT RELATE TO USER ERROR.

4. LIMITATION OF LIABILITY. EXCEPT AS OTHERWISE EXPRESSLY SET FORTH IN THIS AGREEMENT,

OUR LIABILITY FOR DAMAGES ARISING OUT OF THIS AGREEMENT, WHETHER BASED ON A THEORY

OF CONTRACT OR TORT, INCLUDING NEGLIGENCE AND STRICT LIABILITY, SHALL BE LIMITED TO

YOUR ACTUAL DIRECT DAMAGES, NOT TO EXCEED (A) DURING THE INITIAL TERM, AS SET FORTH IN SECTION F(1), TWO (2) TIMES THE TOTAL FEES PAID AS OF THE TIME OF THE CLAIM; OR (B) DURING ANY RENEWAL TERM, TWO (2) TIMES THE THEN-CURRENT ANNUAL SAAS FEES PAYABLE IN THAT RENEWAL TERM. THE PARTIES ACKNOWLEDGE AND AGREE THAT THE PRICES SET FORTH

IN THIS AGREEMENT ARE SET IN RELIANCE UPON THIS LIMITATION OF LIABILITY AND TO THE

MAXIMUM EXTENT ALLOWED UNDER APPLICABLE LAW, THE EXCLUSION OF CERTAIN DAMAGES,

AND EACH SHALL APPLY REGARDLESS OF THE FAILURE OF AN ESSENTIAL PURPOSE OF ANY REMEDY. THE FOREGOING LIMITATION OF LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO SECTIONS G(1) AND G(2).

5. EXCLUSION OF CERTAIN DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW,

IN NO EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR

CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

6. Insurance. During the course of performing services under this Agreement, we agree to maintain the following levels of insurance: (a) Commercial General Liability of at least $1,000,000; (b) Automobile Liability of at least $1,000,000; (c) Professional Liability (including Cyber) of at least $2,000,000 (with a $1,000,000 sublimit for cyber protection; (d) Workers Compensation complying with applicable statutory requirements; and (e) Excess/Umbrella Liability of at least $5,000,000. We will add you as an additional insured to our Commercial General Liability and Automobile Liability policies, which will automatically add you as an additional insured to our Excess/Umbrella Liability policy as well. We will provide you with copies of certificates of insurance upon your written request.

SECTION H – GENERAL TERMS AND CONDITIONS

1. Additional Products and Services. You may purchase additional products and services at the rates set forth in the Investment Summary for twelve (12) months from the Effective Date by executing a mutually agreed addendum. If no rate is provided in the Investment Summary, or those twelve (12) months have expired, you may purchase additional products and services at our then-current list price, also by executing a mutually agreed addendum. The terms of this Agreement will control any such additional purchase(s), unless otherwise specifically provided in the addendum.

2. Optional Items. Pricing for any listed optional products and services in the Investment Summary will be valid for twelve (12) months from the Effective Date.

3. Dispute Resolution. You agree to provide us with written notice within thirty (30) days of becoming aware of a dispute. You agree to cooperate with us in trying to reasonably resolve all disputes, including, if requested by either party, appointing a senior representative to meet and engage in good faith negotiations with our appointed senior representative. Senior representatives will convene within thirty (30) days of the written dispute notice, unless otherwise agreed. All meetings

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and discussions between senior representatives will be deemed confidential settlement discussions not subject to disclosure under Federal Rule of Evidence 408 or any similar applicable state rule. If we fail to resolve the dispute, then the parties shall participate in non-binding mediation in an effort to resolve the dispute. If the dispute remains unresolved after mediation, then either of us may assert our respective rights and remedies in a court of competent jurisdiction. Nothing in this section shall prevent you or us from seeking necessary injunctive relief during the dispute resolution procedures. Nothing in this section shall prevent either party from filing suit prior to or during the dispute resolution process to preserve its rights under applicable statute of limitations.

4. Taxes. The fees in the Investment Summary do not include any taxes, including, without limitation, sales, use, or excise tax. If you are a tax-exempt entity, you agree to provide us with a tax-exempt certificate. Otherwise, we will pay all applicable taxes to the proper authorities and you will reimburse us for such taxes. If you have a valid direct-pay permit, you agree to provide us with a copy. For clarity, we are responsible for paying our income taxes, both federal and state, as applicable, arising from our performance of this Agreement.

5. Nondiscrimination. We will not discriminate against any person employed or applying for employment concerning the performance of our responsibilities under this Agreement. This discrimination prohibition will apply to all matters of initial employment, tenure, and terms of employment, or otherwise with respect to any matter directly or indirectly relating to employment concerning race, color, religion, national origin, age, sex, sexual orientation, ancestry, disability that is unrelated to the individual's ability to perform the duties of a particular job or position, height, weight, marital status, or political affiliation. We will post, where appropriate, all notices related to nondiscrimination as may be required by applicable law.

6. E-Verify. We have complied, and will comply, with the E-Verify procedures administered by the U.S.

Citizenship and Immigration Services Verification Division for all of our employees assigned to your project.

7. Subcontractors. We will not subcontract any services under this Agreement without your prior written consent, not to be unreasonably withheld.

8. Binding Effect; No Assignment. This Agreement shall be binding on, and shall be for the benefit of, either your or our successor(s) or permitted assign(s). Neither party may assign this Agreement without the prior written consent of the other party; provided, however, your consent is not required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or purchase of substantially all of our assets.

9. Force Majeure. Neither party will be liable for delays in performing its obligations under this Agreement to the extent that the delay is caused by Force Majeure; provided, however, that within ten (10) business days of the Force Majeure event, the party whose performance is delayed provides the other party with written notice explaining the cause and extent thereof, as well as a request for a reasonable time extension equal to the estimated duration of the Force Majeure event.

10. No Intended Third Party Beneficiaries. This Agreement is entered into solely for the benefit of you and us. No third party will be deemed a beneficiary of this Agreement, and no third party will have the right to make any claim or assert any right under this Agreement. This provision does not affect

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the rights of third parties under any Third Party Terms.

11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and us with respect to the subject matter hereof, and supersedes any prior agreements, understandings, and representations, whether written, oral, expressed, implied, or statutory. Purchase orders submitted by you, if any, are for your internal administrative purposes only, and the terms and conditions contained in those purchase orders will have no force or effect. This Agreement may only be modified by a written amendment signed by an authorized representative of each party.

12. Severability. If any term or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement will be considered valid and enforceable to the fullest extent permitted by law.

13. No Waiver. In the event that the terms and conditions of this Agreement are not strictly enforced by either party, such non-enforcement will not act as or be deemed to act as a waiver or modification of this Agreement, nor will such non-enforcement prevent such party from enforcing each and every term of this Agreement thereafter.

14. Independent Contractor. We are an independent contractor for all purposes under this Agreement.

15. Notices. All notices or communications required or permitted as a part of this Agreement, such as notice of an alleged material breach for a termination for cause or a dispute that must be submitted to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the following: (a) actual receipt by the receiving party; (b) upon receipt by sender of a certified mail, return receipt signed by an employee or agent of the receiving party; (c) upon receipt by sender of proof of email delivery; or (d) if not actually received, five (5) days after deposit with the United States Postal Service authorized mail center with proper postage (certified mail, return receipt requested) affixed and addressed to the other party at the address set forth on the signature page hereto or such other address as the party may have designated by proper notice. The consequences for the failure to receive a notice due to improper notification by the intended receiving party of a change in address will be borne by the intended receiving party.

16. Client Lists. You agree that we may identify you by name in client lists, and with your prior written consent, marketing presentations and promotional materials.

17. Confidentiality. Both parties recognize that their respective employees and agents, in the course of performance of this Agreement, may be exposed to confidential information and that disclosure of such information could violate rights to private individuals and entities, including the parties.

Confidential information is nonpublic information that a reasonable person would believe to be confidential and includes, without limitation, personal identifying information (e.g., social security numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that:
(a) is in the public domain, either at the time of disclosure or afterwards, except by breach of this Agreement by a party or its employees or agents;

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(b) a party can establish by reasonable proof was in that party's possession at the time of initial disclosure;
(c) a party receives from a third party who has a right to disclose it to the receiving party; or (d) is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing this Agreement or a Court order; provided, however, that in the event you receive an open records or other similar applicable request, you will give us prompt notice and otherwise perform the functions required by applicable law.

18. Quarantining of Client Data. Some services provided by Tyler require us to be in possession of your Data. In the event we detect malware or other conditions associated with your Data that are reasonably suspected of putting Tyler resources or other Tyler clients’ data at risk, we reserve the absolute right to move your Data from its location within a multi-tenancy Tyler hosted environment to an isolated “quarantined” environment without advance notice. We will make commercially reasonable efforts to provide written notice to you of such measures. Your Data will remain in such quarantine for a period of at least six (6) months during which time we will review the Data, and all traffic associated with the Data, for signs of malware or other similar issues. If no issues are detected through such reviews during the six (6) month period of quarantine, we will coordinate with you the restoration of your Data to a non-quarantined environment. In the event your Data must remain in quarantine beyond this six (6) month period through no fault of Tyler’s, we reserve the right to require payment of additional fees for the extended duration of quarantine. We will provide an estimate of what those costs will be upon your request.

19. Business License. In the event a local business license is required for us to perform services hereunder, you will promptly notify us and provide us with the necessary paperwork and/or contact information so that we may timely obtain such license.

20. Governing Law and Venue. This Agreement will be governed by and construed in accordance with the laws of your state of domicile, without regard to its rules on conflicts of law. Venue for any actions arising out of this Agreement shall be in the courts of competnent jurisdiction in San Luis Obispo County, State of California. Tyler reserves the right to seek removal of the litigation to the US Federal Court serving San Luis Obispo County, California.

21. Multiple Originals and Authorized Signatures. This Agreement may be executed in multiple originals, any of which will be independently treated as an original document. Any electronic, faxed, scanned, photocopied, or similarly reproduced signature on this Agreement or any amendment hereto will be deemed an original signature and will be fully enforceable as if an original signature.

Each party represents to the other that the signatory set forth below is duly authorized to bind that party to this Agreement.

22. Cooperative Procurement. To the maximum extent permitted by applicable law, we agree that this Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. We reserve the right to negotiate and customize the terms and conditions set forth herein, including but not limited to pricing, to the scope and circumstances of that cooperative procurement.

23. Data & Insights Solution Terms. Your use of certain Tyler solutions includes Tyler’s Data & Insights

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data platform. Your rights, and the rights of any of your end users, to use Tyler’s Data & Insights data platform is subject to the Data & Insights SaaS Services Terms of Service, available at https://www.tylertech.com/terms/data-insights-saas-services-terms-of-service. By signing a Tyler Agreement or Order Form, or accessing, installing, or using any of the Tyler solutions listed at the linked terms, you certify that you have reviewed, understand, and agree to said terms.

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24. Contract Documents. This Agreement includes the following exhibits:

Exhibit A Investment Summary
Schedule 1: Migration Modules
Schedule 2: Tyler Sales Quote
Exhibit B Invoicing and Payment Policy
Schedule 1: Business Travel Policy
Exhibit C Service Level Agreement
Schedule 1: Support Call Process
Exhibit D Third Party Terms
Schedule 1: Hyperlinked Terms
Schedule 2: DocOrigin Terms
Exhibit E Statement of Work
IN WITNESS WHEREOF, a duly authorized representative of each party has executed this Agreement as of the date(s) set forth below.

Tyler Technologies, Inc. City of Arroyo Grande
By: By:

Name: Name:

Title: Title:

Date: Date:

Address for Notices: Address for Notices:

Tyler Technologies, Inc. City of Arroyo Grande
One Tyler Drive 300 E. Branch St.

Yarmouth, ME 04096 Arroyo Grande, California 93420
Attention: Chief Legal Officer Attention: Administrative Services Director

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Exhibit A
Investment Summary
The following Investment Summary details the software and services to be delivered by us to you under the Agreement. This Investment Summary is effective as of the Effective Date, despite any expiration date in the Investment Summary that may have lapsed as of the Effective Date. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement. In the event of conflict between the Agreement and terms in the Comments section of this Investment Summary, the language in the Agreement will prevail.

Tyler sales quotation inserted on the following pages.

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Exhibit A
Schedule 1
1 Exhibit A
Schedule 1
Migration Modules
Accounts Receivable Support
Budget Preparation Support
Cash Register Interface Support
Data Dictionaries Support
Fixed Assets Support
GL/AP Support
Handhelds Support
Payroll Support
Position Budgeting Support
Purchasing Support
Utility Billing Support
Executime time and attendance
Executime time and attendance mobile access

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Exhibit A
Schedule 2
1 Exhibit A
Schedule 2
Tyles Sales Quote

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Exhibit A
Schedule 2
2

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Exhibit A
Schedule 2
3

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Exhibit A
Schedule 2
4

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Exhibit A
Schedule 2
5

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Exhibit A
Schedule 2
6

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Exhibit A
Schedule 2
7

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Exhibit A
Schedule 2
8

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Exhibit B
1 Exhibit B
Invoicing and Payment Policy
We will provide you with the software and services set forth in the Investment Summary of the Agreement. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement.

Invoicing: We will invoice you for the applicable software and services in the Investment Summary as set forth below. Your rights to dispute any invoice are set forth in the Agreement.

1. SaaS Fees. SaaS Fees are invoiced on an annual basis, beginning on the commencement of the initial term as set forth in Section F (1) of this Agreement. Your annual SaaS fees for the initial term are set forth in the Investment Summary. Upon expiration of the initial term, your annual SaaS fees will be at our then-current rates. Notwithstanding anything to the contrary herein, SaaS Fees shall not be increased by more than three percent (3%) per year in years four (4) and five (5). Beginning on the commencement of the initial term, Client shall no longer be required to pay annual support fees for the Migration Modules.

2. Other Tyler Software and Services.

2.1 VPN Device: The fee for the VPN device will be invoiced upon installation of the VPN.

2.2 Implementation and Other Professional Services (including training): Implementation and other professional services (including training) are billed and invoiced as delivered, at the rates set forth in the Investment Summary.

2.3 Consulting Services: If you have purchased any Business Process Consulting services, if they have been quoted as fixed-fee services, they will be invoiced 50% upon your acceptance of the best practice recommendations, by module, and 50% upon your acceptance of custom desktop procedures, by module. If you have purchased any Business Process Consulting services and they are quoted as an estimate, then we will bill you the actual services delivered on a time and materials basis.

2.4 Conversions: Fixed-fee conversions are invoiced 50% upon initial delivery of the converted Data, by conversion option, and 50% upon Client acceptance to load the converted Data into Live/Production environment, by conversion option. Where conversions are quoted as estimated, we will bill you the actual services delivered on a time and materials basis.

2.5 Requested Modifications to the Tyler Software: Requested modifications to the Tyler Software are invoiced 50% upon delivery of specifications and 50% upon delivery of the applicable modification. You must report any failure of the modification to conform to the specifications within thirty (30) days of delivery; otherwise, the modification will be deemed

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Exhibit B
2 to be in compliance with the specifications after the 30-day window has passed. You may still report Defects to us as set forth in this Agreement.

2.6 Other Fixed Price Services: Other fixed price services are invoiced as delivered, at the rates set forth in the Investment Summary. For the avoidance of doubt, where “Project Planning Services” are provided, payment will be due upon delivery of the Implementation Planning document.

2.7 Annual Services: Unless otherwise indicated in this Exhibit B, fees for annual services are due annually, in advance, commencing on the availability of the service. Your annual fees for the initial term are set forth in the Investment Summary. Upon expiration of the initial term, your annual fees will be at our then-current ratesNotwithstanding anything to the contrary herein, SaaS Fees shall not be increased by more than three percent (3%) per year in years four (4) and five (5).

3. Third Party Products.

3.1 Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced when we make it available to you for downloading.

3.2 Third Party Software Maintenance: The first year maintenance for the Third Party Software is invoiced when we make it available to you for downloading.

3.3 Third Party Hardware: Third Party Hardware costs, if any, are invoiced upon delivery.

3.4 Third Party Services: Fees for Third Party Services, if any, are invoiced as delivered, along with applicable expenses, at the rates set forth in the Investment Summary.

3.5 Third Party SaaS: Third Party SaaS Services fees, if any, are invoiced annually, in advance, commencing with availability of the respective Third Party SaaS Services. Pricing for the first year of Third Party SaaS Services is indicated in the Investment Summary. Pricing for subsequent years will be at the respective third party’s then-current rates.

4. Transaction Fees. Unless paid directly by an end user at the time of transaction, per transaction (call, message, etc.) fees are invoiced on a quarterly basis. Fees are indicated in Exhibit A and may be increased by Tyler upon notice of no less than thirty (30) days.

5. Expenses. The service rates in the Investment Summary do not include travel expenses.

Expenses for Tyler delivered services will be billed as incurred and only in accordance with our then-current Business Travel Policy, plus a 10% travel agency processing fee. Our current Business Travel Policy is attached to this Exhibit B as Schedule 1. We will provide you with PDF copies of non-per diem expense receipts on your written request at no additional charge.

Receipts for miscellaneous items less than twenty-five dollars and mileage logs are not available.

6. Credit for Prepaid Maintenance and Support Fees for Migration Modules. Client will receive a credit for the maintenance and support fees prepaid for the Migration Modules for the time

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Exhibit B
3 period commencing on the first day of the initial term, as set forth in Section F (1) of this Agreement. Migration Modules are listed at Exhibit A, Schedule 1.

Payment. Payment for undisputed invoices is due within forty-five (45) days of the invoice date. We prefer to receive payments electronically. Our electronic payment information is available by contacting [email protected].

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Exhibit B
Schedule 1
1 Exhibit B
Schedule 1
Business Travel Policy

1. Air Travel
A. Reservations & Tickets
The Travel Management Company (TMC) used by Tyler will provide an employee with a direct flight within two hours before or after the requested departure time, assuming that flight does not add more than three hours to the employee’s total trip duration and the fare is within $100 (each way) of the lowest logical fare. If a net savings of $200 or more (each way) is possible through a connecting flight that is within two hours before or after the requested departure time and that does not add more than three hours to the employee’s total trip duration, the connecting flight should be accepted.

Employees are encouraged to make advanced reservations to take full advantage of discount opportunities. Employees should use all reasonable efforts to make travel arrangements at least two (2) weeks in advance of commitments. A seven (7) day advance booking requirement is mandatory. When booking less than seven (7) days in advance, management approval will be required.

Except in the case of international travel where a segment of continuous air travel is six (6) or more consecutive hours in length, only economy or coach class seating is reimbursable. Employees shall not be reimbursed for “Basic Economy Fares” because these fares are non-refundable and have many restrictions that outweigh the cost-savings.

B. Baggage Fees
Reimbursement of personal baggage charges are based on trip duration as follows:
• Up to five (5) days = one (1) checked bag
• Six (6) or more days = two (2) checked bags
Baggage fees for sports equipment are not reimbursable.

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Exhibit B
Schedule 1
2 2. Ground Transportation
A. Private Automobile
Mileage Allowance – Business use of an employee’s private automobile will be reimbursed at the current IRS allowable rate, plus out of pocket costs for tolls and parking. Mileage will be calculated by using the employee's office as the starting and ending point, in compliance with IRS regulations.

Employees who have been designated a home office should calculate miles from their home.

B. Rental Car
Employees are authorized to rent cars only in conjunction with air travel when cost, convenience, and the specific situation reasonably require their use. When renting a car for Tyler business, employees should select a “mid-size” or “intermediate” car. “Full” size cars may be rented when three or more employees are traveling together. Tyler carries leased vehicle coverage for business car rentals; except for employees traveling to Alaska and internationally (excluding Canada), additional insurance on the rental agreement should be declined.

C. Public Transportation
Taxi or airport limousine services may be considered when traveling in and around cities or to and from airports when less expensive means of transportation are unavailable or impractical. The actual fare plus a reasonable tip (15-18%) are reimbursable. In the case of a free hotel shuttle to the airport, tips are included in the per diem rates and will not be reimbursed separately.

D. Parking & Tolls
When parking at the airport, employees must use longer term parking areas that are measured in days as opposed to hours. Park and fly options located near some airports may also be used. For extended trips that would result in excessive parking charges, public transportation to/from the airport should be considered. Tolls will be reimbursed when receipts are presented.

3. Lodging
Tyler’s TMC will select hotel chains that are well established, reasonable in price, and conveniently located in relation to the traveler's work assignment. Typical hotel chains include Courtyard, Fairfield Inn, Hampton Inn, and Holiday Inn Express. If the employee has a discount rate with a local hotel, the hotel reservation should note that discount and the employee should confirm the lower rate with the hotel upon arrival. Employee memberships in travel clubs such as AAA should be noted in their travel profiles so that the employee can take advantage of any lower club rates. “No shows” or cancellation fees are not reimbursable if the employee does not comply with the hotel’s cancellation policy.

Tips for maids and other hotel staff are included in the per diem rate and are not reimbursed separately.

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Exhibit B
Schedule 1
3 Employees are not authorized to reserve non-traditional short-term lodging, such as Airbnb, VRBO, and HomeAway. Employees who elect to make such reservations shall not be reimbursed.

4. Meals and Incidental Expenses
Employee meals and incidental expenses while on travel status within the continental U.S. are in accordance with the federal per diem rates published by the General Services Administration.

Incidental expenses include tips to maids, hotel staff, and shuttle drivers and other minor travel expenses. Per diem rates are available at www.gsa.gov/perdiem.

Per diem for Alaska, Hawaii, U.S. protectorates and international destinations are provided separately by the Department of State and will be determined as required.

A. Overnight Travel
For each full day of travel, all three meals are reimbursable. Per diems on the first and last day of a trip are governed as set forth below.

Departure Day
Depart before 12:00 noon Lunch and dinner
Depart after 12:00 noon
Return Day
Dinner
Return before 12:00 noon Breakfast
Return between 12:00 noon & 7:00 p.m. Breakfast and lunch Return after 7:00 p.m.* Breakfast, lunch and dinner
*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner.

The reimbursement rates for individual meals are calculated as a percentage of the full day per diem as follows:

Breakfast 15%
Lunch 25%
Dinner 60%
B. Same Day Travel
Employees traveling at least 100 miles to a site and returning in the same day are eligible to claim lunch on an expense report. Employees on same day travel status are eligible to claim dinner in the event they return home after 7:00 p.m.*

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Exhibit B
Schedule 1
4 *7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner.

5. Internet Access – Hotels and Airports
Employees who travel may need to access their e-mail at night. Many hotels provide free high speed internet access and Tyler employees are encouraged to use such hotels whenever possible. If an employee’s hotel charges for internet access it is reimbursable up to $10.00 per day. Charges for internet access at airports are not reimbursable.

6. International Travel
All international flights with the exception of flights between the U.S. and Canada should be reserved through TMC using the “lowest practical coach fare” with the exception of flights that are six (6) or more consecutive hours in length. In such event, the next available seating class above coach shall be reimbursed.

When required to travel internationally for business, employees shall be reimbursed for photo fees, application fees, and execution fees when obtaining a new passport book, but fees related to passport renewals are not reimbursable. Visa application and legal fees, entry taxes and departure taxes are reimbursable.

The cost of vaccinations that are either required for travel to specific countries or suggested by the U.S. Department of Health & Human Services for travel to specific countries, is reimbursable.

Section 4, Meals & Incidental Expenses, and Section 2.b., Rental Car, shall apply to this section.

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Exhibit C
1 Exhibit C
Service Level Agreement
I. Agreement Overview
This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It outlines the information technology service levels that we will provide to you to ensure the availability of the application services that you have requested us to provide. This SLA does not apply to any Third Party SaaS Services. All other support services are documented in the Support Call Process.

II. Definitions. Except as defined below, all defined terms have the meaning set forth in the Agreement.

Actual Attainment: The percentage of time the Tyler Software is available during a calendar quarter, calculated as follows: (Service Availability – Downtime) ÷ Service Availability.

Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or the acts or omissions of any of your service users or third-party providers over whom we exercise no control.

Downtime: Those minutes during Service Availability, as defined below, when all users cannot launch, login, search or save primary data in the Tyler Software. Downtime does not include those instances in which only a Defect is present.

Emergency Maintenance: (1) maintenance that is required to patch a critical security vulnerability; (2) maintenance that is required to prevent an imminent outage of Service Availability; or (3) maintenance that is mutually agreed upon in writing by Tyler and the Client.

Planned Downtime: Downtime that occurs during a Standard or Emergency Maintenance window.

Service Availability: The total number of minutes in a calendar quarter that the Tyler Software is capable of receiving, processing, and responding to requests, excluding Planned Downtime, Client Error Incidents, denial of service attacks and Force Majeure.

Standard Maintenance: Routine maintenance to the Tyler Software and infrastructure. Standard Maintenance is limited to five (5) hours per week.

III. Service Availability
a. Your Responsibilities
Whenever you experience Downtime, you must make a support call according to the procedures outlined in the Support Call Process. You will receive a support case number. b. Our Responsibilities
When our support team receives a call from you that Downtime has occurred or is occurring, we will work

65501.00001\41160388.1
Exhibit C
2 with you to identify the cause of the Downtime (including whether it may be the result of Planned Downtime, a Client Error Incident, Denial of Service attack or Force Majeure). We will also work with you to resume normal operations.
c. Client Relief
Our targeted Attainment Goal is 100%. You may be entitled to credits as indicated in the Client Relief Schedule found below. Your relief credit is calculated as a percentage of the SaaS fees paid for the calendar quarter.

In order to receive relief credits, you must submit a request through one of the channels listed in our Support Call Process within fifteen days (15) of the end of the applicable quarter. We will respond to your relief request within thirty (30) day(s) of receipt.

The total credits confirmed by us will be applied to the SaaS Fee for the next billing cycle. Issuing of such credit does not relieve us of our obligations under the Agreement to correct the problem which created the service interruption.

Client Relief Schedule
Actual Attainment Client Relief

99.99% - 99.50% Remedial action will be taken

99.49% - 98.50% 2%

98.49% - 97.50% 4%

97.49% - 96.50% 6%

96.49% - 95.50% 8%
Below 95.50% 10%
* Notwithstanding language in the Agreement to the contrary, Recovery Point Objective is one (1) hour.

IV. Maintenance Notifications
We perform Standard Maintenance during limited windows that are historically known to be reliably low-traffic times. If and when maintenance is predicted to occur during periods of higher traffic, we will provide advance written notice of those windows and will coordinate to the greatest extent possible with you.

Not all maintenance activities will cause application unavailability. However, if Tyler anticipates that activities during a Standard or Emergency Maintenance window may make the Tyler Software unavailable, we will provide advance written notice, as reasonably practicable that the Tyler Software will be unavailable during the maintenance window.

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Exhibit C
Schedule 1
1 Exhibit C
Schedule 1
Support Call Process
Support Channels
Tyler Technologies, Inc. provides the following channels of software support for authorized users*:
(1) On-line submission (portal) – for less urgent and functionality-based questions, users may create support incidents through the Tyler Customer Portal available at the Tyler Technologies website.

A built-in Answer Panel provides users with resolutions to most “how-to” and configurationbased questions through a simplified search interface with machine learning, potentially eliminating the need to submit the support case.
(2) Email – for less urgent situations, users may submit emails directly to the software support group.
(3) Telephone – for urgent or complex questions, users receive toll-free, telephone software support.
* Channel availability may be limited for certain applications.

Support Resources
A number of additional resources are available to provide a comprehensive and complete support experience:
(1) Tyler Website – www.tylertech.com – for accessing client tools, documentation, and other information including support contact information.
(2) Tyler Search -a knowledge based search engine that lets you search multiple sources simultaneously to find the answers you need, 24x7.
(3) Tyler Community –provides a venue for all Tyler clients with current maintenance agreements to collaborate with one another, share best practices and resources, and access documentation. (4) Tyler University – online training courses on Tyler products.

Support Availability
Tyler Technologies support is available during the local business hours of 8 AM to 5 PM (Monday – Friday) across four US time zones (Pacific, Mountain, Central and Eastern). Tyler’s holiday schedule is outlined below. There will be no support coverage on these days.

New Year’s Day Labor Day
Martin Luther King, Jr. Day Thanksgiving Day
Memorial Day Day after Thanksgiving
Independence Day Christmas Day
For support teams that provide after-hours service, we will provide you with procedures for contacting

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Exhibit C
Schedule 1
2 support staff after normal business hours for reporting Priority Level 1 Defects only. Upon receipt of such a Defect notification, we will use commercially reasonable efforts to meet the resolution targets set forth below.

We will also make commercially reasonable efforts to be available for one pre-scheduled Saturday of each month to assist your IT staff with applying patches and release upgrades, as well as consulting with them on server maintenance and configuration of the Tyler Software environment.

Incident Handling
Incident Tracking
Every support incident is logged into Tyler’s Customer Relationship Management System and given a unique case number. This system tracks the history of each incident. The case number is used to track and reference open issues when clients contact support. Clients may track incidents, using the case number, through Tyler’s Customer Portal or by calling software support directly.

Incident Priority
Each incident is assigned a priority level, which corresponds to the Client’s needs. Tyler and the Client will reasonably set the priority of the incident per the chart below. This chart is not intended to address every type of support incident, and certain “characteristics” may or may not apply depending on whether the Tyler software has been deployed on customer infrastructure or the Tyler cloud. The goal is to help guide the Client towards clearly understanding and communicating the importance of the issue and to describe generally expected response and resolution targets in the production environment only.

References to a “confirmed support incident” mean that Tyler and the Client have successfully validated the reported Defect/support incident.

Priority
Level Characteristics of Support Incident Resolution Targets* 1 Critical
Support incident that causes (a)
complete application failure or
application unavailability; (b)
application failure or unavailability in
one or more of the client’s remote
location; or (c) systemic loss of
multiple essential system functions.

Tyler shall provide an initial response to Priority Level 1 incidents within one (1) business hour of receipt of
the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
resolve such support incidents or provide a
circumvention procedure within one (1) business
day. For non-hosted customers, Tyler’s responsibility
for lost or corrupted data is limited to assisting the
Client in restoring its last available database.

65501.00001\41160388.1
Exhibit C
Schedule 1
3 Priority
Level Characteristics of Support Incident Resolution Targets* 2 High
Support incident that causes (a)
repeated, consistent failure of
essential functionality affecting more
than one user or (b) loss or corruption
of data.

Tyler shall provide an initial response to Priority Level 2 incidents within four (4) business hours of receipt of the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
resolve such support incidents or provide a
circumvention procedure within ten (10) business
days. For non-hosted customers, Tyler’s
responsibility for loss or corrupted data is limited to assisting the Client in restoring its last available
database.
3 Medium
Priority Level 1 incident with an
existing circumvention procedure, or
a Priority Level 2 incident that affects
only one user or for which there is an
existing circumvention procedure.

Tyler shall provide an initial response to Priority Level 3 incidents within one (1) business day of receipt of
the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
resolve such support incidents without the need for a
circumvention procedure with the next published
maintenance update or service pack, which shall
occur at least quarterly. For non-hosted customers,
Tyler’s responsibility for lost or corrupted data is
limited to assisting the Client in restoring its last
available database.
4 Noncritical
Support incident that causes failure of
non-essential functionality or a
cosmetic or other issue that does not
qualify as any other Priority Level.

Tyler shall provide an initial response to Priority Level 4 incidents within two (2) business days of receipt of
the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
resolve such support incidents, as well as cosmetic
issues, with a future version release.
*Response and Resolution Targets may differ by product or business need Incident Escalation
If Tyler is unable to resolve any priority level 1 or 2 defect as listed above or the priority of an issue has elevated since initiation, you may escalate the incident to the appropriate resource, as outlined by each product support team. The corresponding resource will meet with you and any Tyler staff to establish a mutually agreeable plan for addressing the defect.

Remote Support Tool
Some support calls may require further analysis of the Client’s database, processes or setup to diagnose a problem or to assist with a question. Tyler will, at its discretion, use an industry-standard remote support tool. Tyler’s support team must have the ability to quickly connect to the Client’s system and view the site’s setup, diagnose problems, or assist with screen navigation. More information about the remote support tool Tyler uses is available upon request.

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Exhibit D
1 Exhibit D
Third Party Terms

65501.00001\41160388.1
Exhibit D
Schedule 1
1 Exhibit D
Schedule 1
Hyperlinked Terms
ThinPrint Terms. Your use of Tyler Forms software and forms is subject to the End User License Agreement terms for ThinPrint Engine, ThinPrint License Server, and Connected Gateway found here: https://www.thinprint.com/en/legal-notes/eula/. By signing a Tyler Agreement or Order Form, or accessing, installing, or using Tyler Forms software or forms, you agree that you have read, understood, and agree to such terms.

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Exhibit D
Schedule 2
1 Exhibit D
Schedule 2
DocOrigin Terms

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Schedule 2
2

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Schedule 2
3

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Schedule 2
4

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Schedule 2
5

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Exhibit E
Statement of Work
Statement of Work inserted on the following pages.

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65501.00001\41160388.1

Arroyo Grande, CA
SOW from Tyler Technologies, Inc.
1/17/2023
Presented to:

PO Box 550
Arroyo Grande, CA 93421-0550
Contact:

Richard Boven
Email: [email protected]
One Tyler Drive, Yarmouth, ME 04096

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Table of Contents
PART 1: EXECUTIVE SUMMARY...............................................................................................................1 Project Overview............................................................................................................................. 1 Introduction ........................................................................................................................................ 1 Project Goals....................................................................................................................................... 1 Methodology....................................................................................................................................... 1 PART 2: PROJECT FOUNDATION .............................................................................................................3 Project Governance ......................................................................................................................... 3 Project Scope Control ...................................................................................................................... 4 Managing Scope and Project Change ................................................................................................. 4 Change Control ................................................................................................................................... 4 Change Request Management............................................................................................................ 4 Acceptance Process ......................................................................................................................... 6 Roles and Responsibilities................................................................................................................ 6 Tyler Roles & Responsibilities............................................................................................................. 6 Tyler Executive Manager............................................................................................................. 7 Tyler Implementation Manager.................................................................................................. 7 Tyler Project Manager................................................................................................................. 7 Tyler Implementation Consultant............................................................................................... 8 Tyler Sales ................................................................................................................................... 8 Tyler Technical Services.............................................................................................................. 8 City Roles & Responsibilities............................................................................................................... 9 City Executive Sponsor................................................................................................................ 9 City Steering Committee............................................................................................................. 9 City Project Manager .................................................................................................................. 9 City Functional Leads ................................................................................................................ 11 City Power Users....................................................................................................................... 11 City End Users ........................................................................................................................... 12 City Technical Lead.................................................................................................................... 12 City Change Management Lead ................................................................................................ 13 PART 3: PROJECT PLAN........................................................................................................................... 14 Project Stages.................................................................................................................................14 Initiate and Plan ................................................................................................................................ 15 Initial Coordination ................................................................................................................... 15 Project/Phase Planning ............................................................................................................. 16 Infrastructure Planning ............................................................................................................. 17

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Stakeholder Meeting................................................................................................................. 18 GIS Preparation ......................................................................................................................... 19 Control Point 1: Initiate & Plan Stage Acceptance.................................................................... 20 Assess & Define................................................................................................................................. 20 Solution Orientation.................................................................................................................. 20 Current & Future State Analysis................................................................................................ 21 Data Assessment....................................................................................................................... 22 Conversion Assessment ............................................................................................................ 23 Intentionally left blank.............................................................................................................. 25 Intentionally left blank.............................................................................................................. 25 Control Point 2: Assess & Define Stage Acceptance................................................................. 25 Prepare Solution ............................................................................................................................... 25 Initial System Deployment........................................................................................................ 25 Configuration ............................................................................................................................ 26 Process Refinement .................................................................................................................. 27 Conversion Delivery .................................................................................................................. 29 Intentionally left blank.............................................................................................................. 30 Intentionally left blank.............................................................................................................. 30 Control Point 3: Prepare Solution Stage Acceptance................................................................ 30 Production Readiness ....................................................................................................................... 31 Solution Validation.................................................................................................................... 31 Go-Live Readiness..................................................................................................................... 32 End User Training...................................................................................................................... 33 Control Point 4: Production Readiness Stage Acceptance........................................................ 34 Production......................................................................................................................................... 34 Go-Live ...................................................................................................................................... 34 Transition to Client Services...................................................................................................... 36 Post Go-Live Activities............................................................................................................... 37 Control Point 5: Production Stage Acceptance......................................................................... 37 Close.................................................................................................................................................. 38 Phase Closeout.......................................................................................................................... 38 Project Closeout........................................................................................................................ 39 Control Point 6: Close Stage Acceptance.................................................................................. 40 General Assumptions......................................................................................................................40 Project............................................................................................................................................... 40 Organizational Change Management ............................................................................................... 41 Resources and Scheduling ................................................................................................................ 41 Data................................................................................................................................................... 41 Facilities............................................................................................................................................. 42 Glossary .........................................................................................................................................43 PART 4: APPENDICES ............................................................................................................................... 46 Conversion .....................................................................................................................................46

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Enterprise ERP Conversion Summary ............................................................................................... 46 Accounting COA ........................................................................................................................ 46 Accounting - Budgets................................................................................................................ 46 Accounting - Actuals.................................................................................................................. 46 Accounts Payable Master.......................................................................................................... 46 Accounts Payable - Checks........................................................................................................ 46 Accounts Payable - Invoices...................................................................................................... 46 Business License Master ........................................................................................................... 46 Business License - Bills.............................................................................................................. 46 Capital Assets Master................................................................................................................ 47 General Billing CID..................................................................................................................... 47 General Billing – Recurring Invoices.......................................................................................... 47 General Billing – Bills................................................................................................................. 47 Inventory – Commodity Codes.................................................................................................. 47 Purchase Orders........................................................................................................................ 47 Utility Billing .............................................................................................................................. 47 Utility Billing –Backflow............................................................................................................. 47 Utility Billing –Balance Forward AR........................................................................................... 47 Utility Billing –Budget Billing..................................................................................................... 48 Utility Billing –Consumption History ......................................................................................... 48 Utility Billing –Flat Inventory/Containers.................................................................................. 48 Utility Billing –Assessments ...................................................................................................... 48 Utility Billing –Services.............................................................................................................. 48 Utility Billing – Work Orders ..................................................................................................... 48 Payroll ....................................................................................................................................... 48 Payroll – Certifications.............................................................................................................. 48 Payroll – Education ................................................................................................................... 49 Payroll – PM Action History ...................................................................................................... 49 Payroll – Recruiting ................................................................................................................... 49 Payroll – Position Control.......................................................................................................... 49 Payroll – Accrual Balances......................................................................................................... 49 Payroll – Accumulators ............................................................................................................. 49 Payroll – Check History ............................................................................................................. 49 Payroll - Deductions.................................................................................................................. 49 Payroll – Earning/Deduction Hist.............................................................................................. 49 Payroll – State Retirement Tables............................................................................................. 49 Additional Appendices................................................................................................................51 Intentionally left blank...................................................................................................................... 51 Project Timeline........................................................................................................................... 1 ERP Project Timeline ........................................................................................................................... 1 Intentionally left blank........................................................................................................................ 1

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Part 1: Executive Summary
Project Overview
Introduction
Tyler Technologies (“Tyler”) is the largest and most established provider of integrated software and technology services focused solely on the public sector. Tyler’s end-to-end solutions empower public sector entities including local, state, provincial and federal government, to operate more efficiently and connect more transparently with their constituents and with each other. By connecting data and processes across disparate systems, Tyler’s solutions transform how clients gain actionable insights that solve problems in their communities.

Project Goals
This Statement of Work (“SOW”) documents the methodology, implementation stages, activities, and roles and responsibilities, and project scope listed in the Investment Summary of the Agreement between Tyler and the City (collectively the “Project”).

The overall goals of the project are to:
 Successfully implement the contracted scope on time and on budget  Increase operational efficiencies and empower users to be more productive  Improve accessibility and responsiveness to external and internal customer needs  Overcome current challenges and meet future goals
Methodology
This is accomplished by the City and Tyler working as a partnership and Tyler utilizing its depth of implementation experience. While each Project is unique, all will follow Tyler’s six-stage methodology. Each of the six stages is comprised of multiple work packages, and each work package includes a narrative description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix.

Tailored specifically for Tyler’s public sector clients, the project methodology contains Stage Acceptance Control Points throughout each Phase to ensure adherence to scope, budget, timeline controls, effective communications, and quality standards. Clearly defined, the project methodology repeats consistently across Phases, and is scaled to meet the City’s complexity and organizational needs.

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The methodology adapts to both single-phase and multiple-phase projects.

To achieve Project success, it is imperative that both the City and Tyler commit to including the necessary leadership and governance. During each stage of the Project, it is expected that the City and Tyler Project teams work collaboratively to complete tasks. An underlying principle of Tyler’s Implementation process is to employ an iterative model where the City’s business processes are assessed, configured, validated, and refined cyclically in line with the project budget. This approach is used in multiple stages and work packages as illustrated in the graphic below.

The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success. As illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to complete the Project efficiently and effectively.

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Part 2: Project Foundation
Project Governance
Project governance is the management framework within which Project decisions are made. The role of Project governance is to provide a decision-making approach that is logical, robust, and repeatable. This allows organizations to have a structured approach for conducting its daily business in addition to project related activities.

This section outlines the resources required to meet the business needs, objectives, and priorities for the Project, communicate the goals to other Project participants, and provide support and guidance to accomplish these goals. Project governance defines the structure for escalation of issues and risks, Change Control review and authority, and Organizational Change Management activities. Throughout the Statement of Work Tyler has provided RACI Matrices for activities to be completed throughout the implementation which will further outline responsibilities of different roles in each stage. Further refinement of the governance structure, related processes, and specific roles and responsibilities occurs during the Initiate & Plan Stage.

The chart below illustrates an overall team perspective where Tyler and the City collaborate to resolve Project challenges according to defined escalation paths. If project managers do not possess authority to determine a solution, resolve an issue, or mitigate a risk, Tyler implementation management and the City Steering Committee become the escalation points to triage responses prior to escalation to the City and Tyler executive sponsors. As part of the escalation process, each Project governance tier presents recommendations and supporting information to facilitate knowledge transfer and issue resolution. The City and Tyler executive sponsors serve as the final escalation point.

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Project Scope Control
Managing Scope and Project Change
Project Management governance principles contend that there are three connected constraints on a Project:
budget, timeline, and scope. These constraints, known as the “triple constraints” or project management triangle, define budget in terms of financial cost, labor costs, and other resource costs. Scope is defined as the work performed to deliver a product, service or result with the specified features and functions, while time is simply defined as the schedule. The Triple Constraint theory states that if you change one side of the triangle, the other two sides must be correspondingly adjusted. For example, if the scope of the Project is increased, cost and time to complete will also need to increase. The Project and executive teams will need to remain cognizant of these constraints when making impactful decisions to the Project. A simple illustration of this triangle is included here, showing the connection of each item and their relational impact to the overall Scope.

A pillar of any successful project is the ability to properly manage scope while allowing the appropriate level of flexibility to incorporate approved changes. Scope and changes within the project will be managed using the change control process outlined in the following section.

Change Control
It may become necessary to change the scope of this Project due to unforeseeable circumstances (e.g., new constraints or opportunities are discovered). This Project is being undertaken with the understanding that Project scope, schedule, and/or cost may need to change to produce optimal results for stakeholders.

Changes to contractual requirements will follow the change control process specified in the final contract, and as described below.

Change Request Management
Should the need for a change to Project scope, schedule, and/or cost be identified during the Project, the change will be brought to the attention of the Steering Committee and an assessment of the change will occur. While such changes may result in additional costs and delays relative to the schedule, some changes may result in less cost to the City; for example, the City may decide it no longer needs a deliverable originally defined in the Project. The Change Request will include the following information:

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 The nature of the change.
 A good faith estimate of the additional cost or associated savings to the City, if any.  The timetable for implementing the change.
 The effect on and/or risk to the schedule, resource needs or resource responsibilities.

The City will use its good faith efforts to either approve or disapprove any Change Request within ten (10) Business Days (or other period as mutually agreeable between Tyler and the City). Any changes to the Project scope, budget, or timeline must be documented and approved in writing using a Change Request form. These changes constitute a formal amendment to the Statement of Work and will supersede any conflicting term in the Statement of Work.

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Acceptance Process
The implementation of a Project involves many decisions to be made throughout its lifecycle. Decisions will vary from higher level strategy decisions to smaller, detailed Project level decisions. It is critical to the success of the Project that each City office or department designates specific individuals for making decisions on behalf of their offices or departments.

Both Tyler and the City will identify representative project managers. These individuals will represent the interests of all stakeholders and serve as the primary contacts between the two organizations.

The coordination of gaining City feedback and approval on Project deliverables will be critical to the success of the Project. The City project manager will strive to gain deliverable and decision approvals from all authorized City representatives. Given that the designated decision-maker for each department may not always be available, there must be a designated proxy for each decision point in the Project. Assignment of each proxy will be the responsibility of the leadership from each City department. The proxies will be named individuals that have the authorization to make decisions on behalf of their department.

The following process will be used for accepting Deliverables and Control Points:
 The City shall have five (5) business days from the date of delivery, or as otherwise mutually agreed upon by the parties in writing, to accept each Deliverable or Control Point. If the City does not provide acceptance or acknowledgement within five (5) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.
 If the City does not agree the Deliverable or Control Point meets requirements, the City shall notify Tyler project manager(s), in writing, with reasoning within five (5) business days, or the otherwise agreed-upon timeframe, not to be unreasonably withheld, of receipt of the Deliverable.  Tyler shall address any deficiencies and redeliver the Deliverable or Control Point. The City shall then have two (2) business days from receipt of the redelivered Deliverable or Control Point to accept or again submit written notification of reasons for rejecting the milestone. If the City does not provide acceptance within two (2) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.

Roles and Responsibilities
The following defines the roles and responsibilities of each Project resource for the City and Tyler. Roles and responsibilities may not follow the organizational chart or position descriptions at the City, but are roles defined within the Project. It is common for individual resources on both the Tyler and City project teams to fill multiple roles. Similarly, it is common for some roles to be filled by multiple people.

Tyler Roles & Responsibilities
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be one Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise.

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Tyler Executive Manager
Tyler executive management has indirect involvement with the Project and is part of the Tyler escalation process. This team member offers additional support to the Project team and collaborates with other Tyler department managers as needed to escalate and facilitate implementation Project tasks and decisions.  Provides clear direction for Tyler staff on executing on the Project Deliverables to align with satisfying the City ’s overall organizational strategy.
 Authorizes required Project resources.
 Resolves all decisions and/or issues not resolved at the implementation management level as part of the escalation process.
 Acts as the counterpart to the City ’s executive sponsor.

Tyler Implementation Manager
 Tyler implementation management has indirect involvement with the Project and is part of the Tyler escalation process. The Tyler project managers consult implementation management on issues and outstanding decisions critical to the Project. Implementation management works toward a solution with the Tyler Project Manager or with City management as appropriate. Tyler executive management is the escalation point for any issues not resolved at this level.  Assigns Tyler Project personnel.
 Provides support for the Project team.
 Provides management support for the Project to ensure it is staffed appropriately and staff have necessary resources.
 Monitors Project progress including progress towards agreed upon goals and objectives.

Tyler Project Manager
 The Tyler project manager(s) provides oversight of the Project, coordination of Tyler resources between departments, management of the Project budget and schedule, effective risk, and issue management, and is the primary point of contact for all Project related items. As requested by the City, the Tyler Project Manager provides regular updates to the City Steering Committee and other Tyler governance members. Tyler Project Manager’s role includes responsibilities in the following areas:

Contract Management
 Validates contract compliance throughout the Project.  Ensures Deliverables meet contract requirements.
 Acts as primary point of contact for all contract and invoicing questions.  Prepares and presents contract milestone sign-offs for acceptance by the City project manager(s).  Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.

Planning
 Delivers project planning documents.
 Defines Project tasks and resource requirements.
 Develops initial Project schedule and Project Management Plan.  Collaborates with the City project manager(s) to plan and schedule Project timelines to achieve ontime implementation.

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Implementation Management
 Tightly manages Scope and budget of Project to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently.  Establishes and manages a schedule and Tyler resources that properly support the Project Schedule and are also in balance with Scope/budget.
 Establishes risk/issue tracking/reporting process between the City and Tyler and takes all necessary steps to proactively mitigate these items or communicate with transparency to the City any items that may impact the outcomes of the Project.
 Collaborates with the City ’s project manager(s) to establish key business drivers and success indicators that will help to govern Project activities and key decisions to ensure a quality outcome of the project.
 Collaborates with the City ’s project manager(s) to set a routine communication plan that will aide all Project team members, of both the City and Tyler, in understanding the goals, objectives, status, and health of the Project.

Resource Management
 Acts as liaison between Project team and Tyler manager(s).  Identifies and coordinates all Tyler resources across all applications, Phases, and activities including development, forms, installation, reports, implementation, and billing.  Provides direction and support to Project team.
 Manages the appropriate assignment and timely completion of tasks as defined in the Project Schedule, task list, and Go-Live Checklist.
 Assesses team performance and adjusts as necessary.
 Consulted on in Scope 3rd party providers to align activities with ongoing Project tasks.

Tyler Implementation Consultant
 Completes tasks as assigned by the Tyler project manager(s).  Documents activities for services performed by Tyler.  Guides the City through software validation process following configuration.  Assists during Go-Live process and provides support until the City transitions to Client Services.  Facilitates training sessions and discussions with the City and Tyler staff to ensure adequate discussion of the appropriate agenda topics during the allotted time.  May provide conversion review and error resolution assistance.

Tyler Sales
 Supports Sales to Implementation knowledge transfer during Initiate & Plan.  Provides historical information, as needed, throughout implementation.  Participates in pricing activities if additional licensing and/or services are needed.

Tyler Technical Services
 Maintains Tyler infrastructure requirements and design document(s).  Involved in system infrastructure planning/review(s).  Provides first installation of licensed software with initial database on servers.  Supports and assists the project team with technical/environmental issues/needs.  Deploys Tyler products.

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 Conducts GIS Planning.
 Reviews GIS data and provides feedback to the City.
 Loads City provided GIS data into the system.

City Roles & Responsibilities
City resources will be assigned prior to the start of each Phase of the Project. One person may be assigned to multiple Project roles.

City Executive Sponsor
The City executive sponsor provides support to the Project by providing strategic direction and communicating key issues about the Project and its overall importance to the organization. When called upon, the executive sponsor also acts as the final authority on all escalated Project issues. The executive sponsor engages in the Project, as needed, to provide necessary support, oversight, guidance, and escalation, but does not participate in day-to-day Project activities. The executive sponsor empowers the City steering committee, project manager(s), and functional leads to make critical business decisions for the City.  Champions the project at the executive level to secure buy-in.  Authorizes required project resources.
 Actively participates in organizational change communications.

City Steering Committee
The City steering committee understands and supports the cultural change necessary for the Project and fosters an appreciation for the Project’s value throughout the organization. The steering committee oversees the City project manager and Project through participation in regular internal meetings. The City steering committee remains updated on all Project progress, Project decisions, and achievement of Project milestones. The City steering committee also serves as primary level of issue resolution for the Project.  Works to resolve all decisions and/or issues not resolved at the project manager level as part of the escalation process.
 Attends all scheduled steering committee meetings.
 Provides support for the project team.
 Assists with communicating key project messages throughout the organization.  Prioritizes the project within the organization.
 Ensures the project staffed appropriately and that staff have necessary resources.  Monitors project progress including progress towards agreed upon goals and objectives.  Has the authority to approve or deny changes impacting the following areas:
o Cost
o Scope
o Schedule
o Project Goals
o City Policies
o Needs of other client projects
City Project Manager
The City shall assign project manager(s) prior to the start of this project with overall responsibility and authority to make decisions related to Project Scope, scheduling, and task assignment. The City Project

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Manager should communicate decisions and commitments to the Tyler project manager(s) in a timely and efficient manner. When the City project manager(s) do not have the knowledge or authority to make decisions, he or she engages the necessary resources to participate in discussions and make decisions in a timely fashion to avoid Project delays. The City project manager(s) are responsible for reporting to the City steering committee and determining appropriate escalation points.

Contract Management
 Validates contract compliance throughout the project.  Ensures that invoicing and Deliverables meet contract requirements.  Acts as primary point of contact for all contract and invoicing questions. Collaborates on and approves Change Requests, if needed, to ensure proper scope and budgetary compliance.

Planning
 Reviews and accepts project planning documents.
 Defines project tasks and resource requirements for the City project team.  Collaborates in the development and approval of the project schedule.  Collaborates with Tyler project manager(s) to plan and schedule project timelines to achieve on-time implementation.

Implementation Management
 Tightly manages project budget and scope.
 Collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure that scope changes and budget (planned versus actual) are transparent and handled effectively and efficiently.
 Collaborates with Tyler project manager to establish and manage a schedule and resource plan that properly supports the project schedule as a whole and is also in balance with scope and budget.  Collaborates with Tyler project manager(s) to establish risk and issue tracking and reporting process between the City and Tyler and takes all necessary steps to proactively mitigate these items or communicate with transparency to Tyler any items that may impact the outcomes of the project.  Collaborates with Tyler project manager(s) to establish key business drivers and success indicators that will help to govern project activities and key decisions to ensure a quality outcome of the project.  Routinely communicates with both the City staff and Tyler, aiding in the understanding of goals, objectives, current status, and health of the project by all team members.  Manages the requirements gathering process and ensure timely and quality business requirements are being provided to Tyler.

Resource Management
 Acts as liaison between project team and stakeholders.  Identifies and coordinates all City resources across all modules, phases, and activities including data conversions, forms design, hardware and software installation, reports building, and satisfying invoices.
 Provides direction and support to project team.
 Builds partnerships among the various stakeholders, negotiating authority to move the project forward.
 Manages the appropriate assignment and timely completion of tasks as defined.  Assesses team performance and takes corrective action, if needed.

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 Provides guidance to City technical teams to ensure appropriate response and collaboration with Tyler Technical Support Teams to ensure timely response and appropriate resolution.  Owns the relationship with in-Scope 3rd party providers and aligns activities with ongoing project tasks.
 Ensures that users have appropriate access to Tyler project toolsets as required.  Conducts training on proper use of toolsets.
 Validates completion of required assignments using toolsets.

City Functional Leads
 Makes business process change decisions under time sensitive conditions.  Communicates existing business processes and procedures to Tyler consultants.  Assists in identifying business process changes that may require escalation.  Contributes business process expertise for Current & Future State Analysis.  Identifies and includes additional subject matter experts to participate in Current & Future State Analysis.
 Validates that necessary skills have been retained by end users.  Provides End Users with dedicated time to complete required homework tasks.  Acts as an ambassador/champion of change for the new process and provide business process change support.
 Identifies and communicates any additional training needs or scheduling conflicts to the City project manager.
 Actively participates in all aspects of the implementation, including, but not limited to, the following key activities:
o Task completion
o Stakeholder Meeting
o Project Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with Tyler project team
o Coordination of City resources
o Attendance at scheduled sessions
o Change management activities
o Modification specification, demonstrations, testing and approval assistance o Data analysis assistance
o Decentralized end user training
o Process testing
o Solution Validation
City Power Users
 Participate in project activities as required by the project team and project manager(s).  Provide subject matter expertise on the City business processes and requirements.  Act as subject matter experts and attend Current & Future State Analysis sessions as needed.  Attend all scheduled training sessions.
 Participate in all required post-training processes as needed throughout project.  Test all application configuration to ensure it satisfies business process requirements.  Become application experts.
 Participate in Solution Validation.

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 Adopt and support changed procedures.
 Complete all deliverables by the due dates defined in the project schedule.  Demonstrate competency with Tyler products processing prior to Go-live.  Provide knowledge transfer to the City staff during and after implementation.  Participate in conversion review and validation.

City End Users
 Attend all scheduled training sessions.
 Become proficient in application functions related to job duties.  Adopt and utilize changed procedures.
 Complete all deliverables by the due dates defined in the project schedule.  Utilize software to perform job functions at and beyond Go-live.

City Technical Lead
 Coordinates updates and releases with Tyler as needed.  Coordinates the copying of source databases to training/testing databases as needed for training days.
 Coordinates and adds new users, printers and other peripherals as needed.  Validates that all users understand log-on process and have necessary permission for all training sessions.
 Coordinates interface development for City third party interfaces.  Develops or assists in creating reports as needed.
 Ensures on-site system meets specifications provided by Tyler.  Assists with software installation as needed.
 Extracts and transmits conversion data and control reports from the City’s legacy system per the conversion schedule set forth in the project schedule.

City GIS
 Participates in GIS planning activities.
 Responsible for management and maintenance of City GIS infrastructure and data.  Ensures GIS data/service endpoints are in alignment with Tyler software requirements.  Provides Tyler implementation team with GIS data/service access information.

City Upgrade Coordination
 Becomes familiar with the software upgrade process and required steps.  Becomes familiar with Tyler’s releases and updates.
 Utilizes Tyler resources to stay abreast of the latest Tyler releases and updates, as well as the latest helpful tools to manage the City’s software upgrade process.  Assists with the software upgrade process during implementation.  Manages software upgrade activities post-implementation.  Manages software upgrade plan activities.
 Coordinates software upgrade plan activities with City and Tyler resources.  Communicates changes affecting users and department stakeholders.  Obtains department stakeholder acceptance to upgrade production environment.

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City Change Management Lead
 Validates that users receive timely and thorough communication regarding process changes.  Provides coaching to supervisors to prepare them to support users through the project changes.  Identifies the impact areas resulting from project activities and develops a plan to address them proactively.
 Identifies areas of resistance and develops a plan to reinforce the change.  Monitors post-production performance and new process adherence.

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Part 3: Project Plan
Project Stages
Work Breakdown Structure
The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase broken down into smaller, more manageable components. The top-level components are called “Stages” and the second level components are called “Work Packages”. The work packages, shown below each stage, contain the high-level work to be done. The detailed Project Schedule, developed during Project/Phase Planning and finalized during subsequent stages, lists the tasks to be completed within each work package. Each stage ends with a “Control Point”, confirming the work performed during that stage of the Project has been accepted by the City.

*Items noted with an asterisk in the graphic above relate to specific products and services. If those products and services are not included in the scope of the contract, these specific work packages will be noted as “Intentionally Left Blank” in Section 6 of the Statement of Work.

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Initiate and Plan
The Initiate and Plan stage involves Project initiation, infrastructure, and planning. This stage creates a foundation for the Project by identifying and establishing sequence and timing for each Phase as well as verifying scope for the Project. This stage will be conducted at the onset of the Project, with a few unique items being repeated for the additional Phases as needed.

Initial Coordination
Prior to Project commencement, Tyler management assigns project manager(s). Additional Project resources will be assigned later in the Project as a Project schedule is developed. Tyler provides the City with initial Project documents used to gather names of key personnel, their functional role as it pertains to the Project, as well as any blackout dates to consider for future planning. the City gathers the information requested by the provided deadline ensuring preliminary planning and scheduling can be conducted moving the Project forward in a timely fashion. Internally, the Tyler Project Manager(s) coordinate with sales to ensure transfer of vital information from the sales process prior to scheduling a Project Planning Meeting with the City’s team. During this step, Tyler will work with the City to establish the date(s) for the Project and Phase Planning session.

Objectives:
 Formally launch the project.
 Establish project governance.
 Define and communicate governance for Tyler.
 Identify City project team.

STAGE 1 Initial Coordination
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users) Department HeadsEnd UsersTechnical Leads Tyler project team is assigned A R C I I I I I I
City project team is assigned A I R I I I
Provide initial project
documents to the City A R C C I I
Gather preliminary information
requested I A R C C C C
Sales to implementation
knowledge transfer A R I I I I I
Create Project Portal to store
project artifacts and facilitate
communication
A R I

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Inputs Contract documents
Statement of Work
Outputs/Deliverables Working initial project documents
Project portal
Work package assumptions:
 Project activities begin after the agreement has been fully executed.

Project/Phase Planning
Project and Phase planning provides an opportunity to review the contract, software, data conversions and services purchased, identify applications to implement in each Phase (if applicable), and discuss implementation timeframes.

During this work package Tyler will work with the City to coordinate and plan a formal Project planning meeting(s). This meeting signifies the start of the Project and should be attended by all City Project team members and the Tyler Project Manager. The meeting provides an opportunity for Tyler to introduce its implementation methodology, terminology, and Project management best practices to the City’s Project Team. This will also present an opportunity for project managers and Project sponsors to begin to discuss Project communication, metrics, status reporting and tools to be used to measure Project progress and manage change.

Tyler will work with the City Project Team to prepare and deliver the Project Management Plan as an output of the planning meeting. This plan will continue to evolve and grow as the Project progresses and will describe how the project will be executed, monitored, and controlled.

During project planning, Tyler will introduce the tools that will be used throughout the implementation. Tyler will familiarize the City with these tools during project planning and make them available for review and maintenance as applicable throughout the project. Some examples are Solution validation plan, issue log, and go-live checklist.

STAGE 1 Project/Phase Planning
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Schedule and
conduct planning
session(s)

A R I C C I
Develop Project
Management Plan A R I C C I

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Develop initial
project schedule A R I I I I I I C C I I C I
Inputs Contract documents
Statement of Work
Guide to Starting Your Project
Outputs / Deliverables Acceptance Criteria [only] for Deliverables Project Management Plan Delivery of document
Project Operational Plan Delivery of document
Initial Project Schedule City provides acceptance of schedule based on resource availability, project budget, and
goals.

Work package assumptions:
 City has reviewed and completed the Guide to Starting Your Project document.

Infrastructure Planning
Procuring required hardware and setting it up properly is a critical part of a successful implementation. This task is especially important for Tyler-hosted/SaaS deployment models. Tyler will be responsible for building the environments for a hosted/SaaS deployment, unless otherwise identified in the Agreement. Tyler will install Licensed Software on application server(s) or train the City to install License Software. The City is responsible for the installation and setup of all peripheral devices.

Objectives:
 Ensure the City’s infrastructure meets Tyler’s application requirements.  Ensure the City’s infrastructure is scheduled to be in place and available for use on time.

STAGE 1 Infrastructure Planning
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Provide Infrastructure
Requirements and Design
Document

A R C C I I
Initial Infrastructure
Meeting A R C C C C
*Schedule SaaS
Environment Availability A R C I

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*Schedule Hardware to
be Available for
Installation

I I A R C
Schedule Installation of
All Licensed Software A R C I I
Infrastructure Audit A R C I C
*if applicable, please review the contract/investment summary for details Inputs Initial Infrastructure Requirements and Design Document Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Completed Infrastructure Requirements and
Design Document
Delivery of Document
Infrastructure Audit System Passes Audit Criteria
Stakeholder Meeting
Communication of the Project planning outcomes to the City Project team, executives and other key stakeholders is vital to Project success. The Stakeholder meeting is a strategic activity to inform, engage, gain commitment, and instill confidence in the City team. During the meeting, the goals and objectives of the Project will be reviewed along with detail on Project scope, implementation methodology, roles and responsibilities, Project timeline and schedule, and keys to Project success.

Objectives:
 Formally present and communicate the project activities and timeline.  Communicate project expectations.

STAGE 1 Stakeholder Meeting
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Create Stakeholder
Meeting Presentation I A R I I I I C I
Review Stakeholder
Meeting Presentation I C A R C
Perform Stakeholder
Meeting Presentation I A R I I I I C I I I I I I
Inputs Agreement
SOW
Project Management Plan

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Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Stakeholder Meeting Presentation
Work package assumptions:
 None
GIS Preparation
GIS data is a core part of many Tyler applications. Other City offices/products may also use this data and have different GIS requirements. A key focus of this preparation will be the process for developing the GIS data for use with Tyler applications. This can be an iterative process, so it is important to begin preparation early.

Objectives:
 Identify all City GIS data sources and formats.
 Tyler to understand the City’s GIS needs and practices.  Ensure the City’s GIS data meets Tyler product requirements.

STAGE 1 GIS Preparation
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Initial GIS Planning
Meeting A R C C C
Determine all GIS Data
Sources I I A R C
Provide Source GIS Data I I A R C
Review GIS Data and
Provide Feedback A R C I C
Inputs GIS Requirements Document
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Production Ready Map Data Meets Tyler GIS Requirements.

Work package assumptions:
 GIS data provided to Tyler is accurate and complete.
 GIS data provided to Tyler is current.

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 City is responsible for maintaining the GIS data.

Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this stage includes completion of all criteria listed below.

Note: Advancement to the Assess & Define stage is not dependent upon Tyler’s receipt of this stage acceptance.

Initiate & Plan Stage Deliverables:
 Project Management Plan
 Initial Project Schedule
Initiate & Plan stage acceptance criteria:
 All stage deliverables accepted based on acceptance criteria previously defined  Project governance defined
 Project portal made available to the City
 Stakeholder meeting complete
 GIS Data Production Ready
 Completed Infrastructure Requirements and Design Document  System Passes Infrastructure Audit (as applicable)
Assess & Define
The Assess & Define stage will provide an opportunity to gather information related to current City business processes. This information will be used to identify and define business processes utilized with Tyler software.

The City collaborates with Tyler providing complete and accurate information to Tyler staff and assisting in analysis, understanding current workflows and business processes.

Solution Orientation
The Solution Orientation provides the Project stakeholders a high-level understanding of the solution functionality prior to beginning the current and future state analysis. The primary goal is to establish a foundation for upcoming conversations regarding the design and configuration of the solution.

Tyler utilizes a variety of tools for the Solution Orientation, focusing on City team knowledge transfer such as:
eLearning, documentation, or walkthroughs. The City team will gain a better understanding of the major processes and focus on data flow, the connection between configuration options and outcome, integration, and terminology that may be unique to Tyler’s solution.

Objectives:
 Provide a basic understanding of system functionality.  Prepare the City for current and future state analysis.

STAGE 2 Solution Orientation
Tyler City

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RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Provide pre-requisites A R I I I I I
Complete pre-requisites A R C C
Conduct orientation A R I I I I I
Inputs Solution orientation materials
Training Plan
Current & Future State Analysis
The Current & Future State Analysis provides the Project stakeholders and Tyler an understanding of process changes that will be achieved with the new system.

The City and Tyler will evaluate current state processes, options within the new software, pros and cons of each based on current or desired state and make decisions about the future state configuration and processing. This may occur before or within the same timeframe as the configuration work package. The options within the new software will be limited to the scope of this implementation and will make use of standard Tyler functionality.

The City will adopt the existing Tyler solution wherever possible to avoid project schedule and quality risk from over customization of Tyler products. It is the City’s responsibility to verify that in-scope requirements are being met throughout the implementation if functional requirements are defined as part of the contract.

The following guidelines will be followed when evaluating if a modification to the product is required:
 A reasonable business process change is available.
 Functionality exists which satisfies the requirement.  Configuration of the application satisfies the requirement.  An in-scope modification satisfies the requirement.

Requirements that are not met will follow the agreed upon change control process and can have impacts on the project schedule, scope, budget, and resource availability.

STAGE 2 Current & Future State Analysis
Tyler City

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RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Current State process
review A R I I I C C C C C
Discuss future-state
options A R C C C C C C C C
Make future-state
decisions (non-COTS) C C C C C A R I C C
Document anticipated
configuration options
required to support
future state

A R C C C I I I I I
Inputs City current state documentation
Solution Orientation completion
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Documentation that describes future-state
decisions and configuration options to support
future-state decisions.

Delivery of document
Work package assumptions:
 City attendees possess sufficient knowledge and authority to make future state decisions.  The City is responsible for any documentation of current state business processes.  The City can effectively communicate current state processes.

Data Assessment
Given the completion of the Current & Future State Analysis, the Data Assessment will provide the implementation team the design for data delivery prior to configuration. The data Assessment will also allow the Tyler and the City teams to identify the data that will be configured within the Tyler System. The team will develop and map out dataset structures to ensure that data is structured in a way that allows maximum utility.

The teams will review any existing data publish and metadata standards for the City’s current data program to determine any necessary adjustments or configuration needs. Finally, the implementation team develops data workflows to map data from the source system(s) into the Tyler system, discussing any additional data requirements as needed.

Objectives:
 Communicate a common understanding of the project goals with respect to data.

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 Ensure complete and accurate source data is available for review/transfer.  If source data is a Tyler legacy system, Tyler will perform the data mappings. If source data is from a third party, client is responsible for mapping the data from the source to the Tyler system.  Document the data conversion/loading approach.

STAGE 2 Data Conversion Assessment
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Extract Data from Source
Systems I C A R
Complete Data
Analysis/Mapping A R C C I C C I
Review and Scrub Source
Data I I I A R C I
Build/Update Data
Conversion Plan R C C C I I I I
Inputs City Source data
City Source data Documentation (if available)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data Conversion Plan built/updated (if
applicable}
City Acceptance of Data Conversion Plan, if
Applicable
City acceptance of Solution Design
Document
Work package assumptions:
 If the source data is a Tyler system Tyler's Conversion Engineers extract and map the data into the standard Munis conversion format. If the source data is from a third-party the client will provide Tyler with the data in a mutually agreed upon format.
 Tyler will work with the City representatives to identify business rules before writing the conversion.  City subject matter experts and resources most familiar with the current data will be involved in the data conversion planning effort.

Conversion Assessment
Data Conversions are a major effort in any software implementation. Tyler’s conversion tools facilitate the predictable, repeatable conversion process that is necessary to support a successful transition to the Tyler

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system. The first step in this process is to perform an assessment of the existing (“legacy”) system(s), to better understand the source data, risks, and options available. Once the data has been analyzed, the plan for data conversion is completed and communicated to the appropriate stakeholders.

Objectives:
 Communicate a common understanding of the project goals with respect to data.  Ensure complete and accurate source data is available for review/transfer.  Map the data from the source to the Tyler system.
 Document the data conversion/loading approach.

STAGE 2 Data Conversion Assessment
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Extract Data from
Source Systems I C A R
Review and Scrub
Source Data I I I A R C I
Build/Update Data
Conversion Plan R C C C I I I I
Inputs City Source data
City Source data Documentation (if available)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data Conversion Plan built/updated City Acceptance of Data Conversion Plan, if Applicable
Work package assumptions:
 Tyler will be provided with data from the Legacy system(s) in a mutually agreed upon format.  Tyler will work with the City representatives to identify business rules before writing the conversion.  City subject matter experts and resources most familiar with the current data will be involved in the data conversion planning effort.

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Intentionally left blank.

Intentionally left blank.

Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.

Note: Advancement to the Prepare Solution Stage is dependent upon Tyler’s receipt of the Stage Acceptance.

Assess & Define Stage Deliverables:
 Documentation of future state decisions and configuration options to support future state decisions.  Modification specification document.
 Assess & Define Stage Acceptance Criteria:
 All stage deliverables accepted based on criteria previously defined.  Solution Orientation is delivered.
 Conversion data extracts are received by Tyler.
 Data conversion plan built.

Prepare Solution
During the Prepare Solution stage, information gathered during the Initiate & Plan and Assess & Define stages will be used to install and configure the Tyler software solution. Software configuration will be validated by the City against future state decisions defined in previous stages and processes refined as needed to ensure business requirements are met.

Initial System Deployment
The timely availability of the Tyler Solution is important to a successful Project implementation. The success and timeliness of subsequent work packages are contingent upon the initial system deployment of Tyler Licensed Software on an approved network and infrastructure. Delays in executing this work package can affect the project schedule.

Objectives:
 All licensed software is installed and operational.
 The City can access the software.

STAGE 3 Initial System Deployment (Hosted/SaaS)*
Tyler City

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RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Prepare hosted
environment A R I C
Install Licensed
Software with
Initial Database on
Server(s) for
Included
Environments

A R I C
Install Licensed
Software on City
Devices (if
applicable)

I C A R
Tyler System
Administration
Training (if
applicable)

A R I C
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Licensed Software is Installed on the Server(s) Software is accessible Licensed Software is Installed on City Devices
(if applicable)
Software is accessible
Installation Checklist/System Document System meets prescribed checklist Infrastructure Design Document (C&J – If
Applicable)
Work package assumptions:
 The most current available version of the Tyler Licensed Software will be installed.  The City will provide network access for Tyler modules, printers, and Internet access to all applicable City and Tyler Project staff.

Configuration
The purpose of Configuration is to prepare the software product for validation.

Tyler staff collaborates with the City to complete software configuration based on the outputs of the future state analysis performed during the Assess and Define Stage. The City collaborates with Tyler staff iteratively to validate software configuration.

Objectives:

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 Software is ready for validation.
 Educate the City Power User how to configure and maintain software.  Prepare standard interfaces for process validation (if applicable).

STAGE 3 Configuration
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Conduct configuration
training A R I C C
Complete Tyler
configuration tasks
(where applicable)

A R I I I
Complete City
configuration tasks
(where applicable)

I C A R C
Standard interfaces
configuration and
training (if applicable)

A R C I C C C
Updates to Solution
Validation testing plan C C A R C C
Inputs Documentation that describes future state decisions and configuration options to support future state decisions.

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Configured System
Work package assumptions:
 Tyler provides guidance for configuration options available within the Tyler software. The City is responsible for making decisions when multiple options are available.

Process Refinement
Tyler will educate the City users on how to execute processes in the system to prepare them for the validation of the software. The City collaborates with Tyler staff iteratively to validate software configuration options to support future state.

Objectives:

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 Ensure that the City understands future state processes and how to execute the processes in the software.
 Refine each process to meet the business requirements.  Validate standard interfaces, where applicable.
 Validate forms and reports, where applicable.

STAGE 3 Process Refinement
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Conduct process
training A R I C I C
Confirm process
decisions I C A R C I C
Test configuration I C A R C
Refine
configuration (City
Responsible)

I C A R C
Refine
configuration (Tyler
Responsible)

A R I I I
Validate interface
process and results I C C A R C C
Update Cityspecific process
documentation (if
applicable)

I C A R C
Updates to
Solution Validation
testing plan

C C A R C C
Inputs Initial Configuration
Documentation that describes future state decisions and configuration options to support future state decisions.

Solution validation test plan
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated solution validation test plan
Completed City-specific process
documentation (completed by City)
Work package assumptions:

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 None
Conversion Delivery
The purpose of this task is to transition the City’s data from their source (“legacy”) system(s) to the Tyler system(s). The data will need to be mapped from the legacy system into the new Tyler system format. A wellexecuted data conversion is key to a successful cutover to the new system(s).

With guidance from Tyler, the City will review specific data elements within the system and identify / report discrepancies. Iteratively, Tyler will collaborate with the City to address conversion discrepancies. This process will allow for clean, reconciled data to transfer from the source system(s) to the Tyler system(s). Reference Conversion Appendix for additional detail.

Objectives:
 Data is ready for production (Conversion).

STAGE 3 Data Delivery & Conversion
Tyler City

RACI MATRIX
KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads

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Provide data
crosswalks/code
mapping tool

A C R I I I
Populate data
crosswalks/code
mapping tool

I C C A R C
Iterations:

Conversion
Development

A C R I I
Iterations:

Deliver
converted data

A R I I I
Iterations:

Proof/Review
data and
reconcile to
source system

C C C A R C C
Inputs
Data Conversion Plan
Configuration
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Code Mapping Complete / Validated
Conversion Iterations / Reviews Complete Conversion complete, verified, and ready for final pass
Work package assumptions:
 The City will provide a single file layout per source system as identified in the investment summary.  The City subject matter experts and resources most familiar with the current data will be involved in the data conversion effort.
 The City project team will be responsible for completing the code mapping activity, with assistance from Tyler.

Intentionally left blank.

Intentionally left blank.

Control Point 3: Prepare Solution Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below in each Work Package.

Note: Advancement to the Production Readiness Stage is dependent upon Tyler’s receipt of the Stage Acceptance.

Prepare Solution Stage Deliverables:
 Licensed software is installed.
 Installation checklist/system document.

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 Conversion iterations and reviews complete.

Prepare Solution Stage Acceptance Criteria:
 All stage deliverables accepted based on criteria previously defined.  Software is configured.
 Solution validation test plan has been reviewed and updated if needed.

Production Readiness
Activities in the Production Readiness stage will prepare the City team for go-live through solution validation, the development of a detailed go-live plan and end user training. A readiness assessment will be conducted with the City to review the status of the project and the organizations readiness for go-live.

Solution Validation
Solution Validation is the end-to-end software testing activity to ensure that the City verifies all aspects of the Project (hardware, configuration, business processes, etc.) are functioning properly, and validates that all features and functions per the contract have been deployed for system use.

Objectives:
 Validate that the solution performs as indicated in the solution validation plan.  Ensure the City organization is ready to move forward with go-live and training (if applicable).

STAGE 4 Solution Validation
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Update Solution
Validation plan A R C C C C
Update test scripts (as
applicable) C C C A R C
Perform testing C C C A R C
Document issues from
testing C C C A R C
Perform required followup on issues A R C C C C
Inputs Solution Validation plan
Completed work product from prior stages (configuration, business process, etc.)

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Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Solution Validation Report City updates report with testing results Work package assumptions:
 Designated testing environment has been established.
 Testing includes current phase activities or deliverables only.

Go-Live Readiness
Tyler and the City will ensure that all requirements defined in Project planning have been completed and the Go-Live event can occur, as planned. A go-live readiness assessment will be completed identifying risks or actions items to be addressed to ensure the City has considered its ability to successfully Go-Live. Issues and concerns will be discussed, and mitigation options documented. Tyler and the City will jointly agree to move forward with transition to production. Expectations for final preparation and critical dates for the weeks leading into and during the Go-Live week will be planned in detail and communicated to Project teams.

Objectives:
 Action plan for go-live established.
 Assess go-live readiness.
 Stakeholders informed of go-live activities.

STAGE 4 Go-Live Readiness
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Perform Readiness
Assessment I A R C C I C I I I I I I
Conduct Go-Live planning
session A R C C C C C C C
Order peripheral
hardware (if applicable) I A R C
Confirm procedures for
Go-Live issue reporting &
resolution

A R I I I I C C I I I I I
Develop Go-Live checklist A R C C C C I C C
Final system
infrastructure review
(where applicable)

A R C C
Inputs Future state decisions

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Go-live checklist
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated go-live checklist Updated Action plan and Checklist for go-live delivered to the City
Work package assumptions:
 None
End User Training
End User Training is a critical part of any successful software implementation. Using a training plan previously reviewed and approved, the Project team will organize and initiate the training activities.

Train the Trainer: Tyler provides one occurrence of each scheduled training or implementation topic. City users who attended the Tyler sessions may train additional users. Additional Tyler led sessions may be contracted at the applicable rates for training.

Tyler will provide standard application documentation for the general use of the software. It is not Tyler’s responsibility to develop City specific business process documentation. City-led training labs using City specific business process documentation if created by the City can be added to the regular training curriculum, enhancing the training experiences of the end users.

Objectives:
 End users are trained on how to use the software prior to go-live.  The City is prepared for on-going training and support of the application.

STAGE 4 End User Training
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Update training plan A R C C I C
End User training (Tylerled) A R C C C I C C C
Train-the-trainer A R C C C I C
End User training (Cityled) C C A R I C C C
Inputs Training Plan
List of End Users and their Roles / Job Duties
Configured Tyler System

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Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
End User Training City signoff that training was delivered Work package assumptions:
 The City project team will work with Tyler to jointly develop a training curriculum that identifies the size, makeup, and subject-area of each of the training classes.  Tyler will work with the City as much as possible to provide end-user training in a manner that minimizes the impact to the daily operations of City departments.  The City will be responsible for training new users after go-live (exception—previously planned or regular training offerings by Tyler).

Control Point 4: Production Readiness Stage Acceptance
Acceptance criteria for this stage includes all criteria listed below. Advancement to the Production stage is dependent upon Tyler’s receipt of the stage acceptance.

Production Readiness stage deliverables:
 Solution Validation Report.
 Update go-live action plan and/or checklist.
 End user training.

Production Readiness stage acceptance criteria:
 All stage deliverables accepted based on criteria previously defined.  Go-Live planning session conducted.

Production
Following end user training the production system will be fully enabled and made ready for daily operational use as of the scheduled date. Tyler and the City will follow the comprehensive action plan laid out during GoLive Readiness to support go-live activities and minimize risk to the Project during go-live. Following go-live, Tyler will work with the City to verify that implementation work is concluded, post go-live activities are scheduled, and the transition to Client Services is complete for long-term operations and maintenance of the Tyler software.

Go-Live
Following the action plan for Go-Live, defined in the Production Readiness stage, the City and Tyler will complete work assigned to prepare for Go-Live.

The City provides final data extract and Reports from the Legacy System for data conversion and Tyler executes final conversion iteration, if applicable. If defined in the action plan, the City manually enters any data added to the Legacy System after final data extract into the Tyler system.

Tyler staff collaborates with the City during Go-Live activities. The City transitions to Tyler software for day-to day business processing.

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Some training topics are better addressed following Go-Live when additional data is available in the system or based on timing of applicable business processes and will be scheduled following Go-Live per the Project Schedule.

Objectives:
 Execute day to day processing in Tyler software.
 City data available in Production environment.

STAGE 5 Go-Live
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Provide final source data
extract, if applicable C C A R
Final source data pushed
into production
environment, if
applicable

A C R I C C C
Proof final converted
data, if applicable C C C A R C
Complete Go-Live
activities as defined in
the Go-Live action plan

C C C A R C I C
Provide Go-Live
assistance A R C C I C C I C I C
Inputs Comprehensive Action Plan for Go-Live
Final source data (if applicable)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data is available in production environment City confirms data is available in production environment
Work package assumptions:
 The City will complete activities documented in the action plan for Go-Live as scheduled.  External stakeholders will be available to assist in supporting the interfaces associated with the GoLive live process.  The City business processes required for Go-Live are fully documented and tested.  The City Project team and subject matter experts are the primary point of contact for the end users when reporting issues during Go-Live.

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 The City Project Team and Power User’s provide business process context to the end users during GoLive.  The Tyler Go-Live support team is available to consult with the City teams as necessary.  The Tyler Go-Live support team provides standard functionality responses, which may not be tailored to the local business processes.

Transition to Client Services
This work package signals the conclusion of implementation activities for the Phase or Project with the exception of agreed-upon post Go-Live activities. The Tyler project manager(s) schedules a formal transition of the City onto the Tyler Client Services team, who provides the City with assistance following Go-Live, officially transitioning the City to operations and maintenance.

Objectives:
 Ensure no critical issues remain for the project teams to resolve.  Confirm proper knowledge transfer to the City teams for key processes and subject areas.

STAGE 5 Transition to Client Services
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Transfer City to Client
Services and review
issue reporting and
resolution processes

I I A I I R I I C C C
Review long term
maintenance and
continuous
improvement

A R C C C
Inputs Open item/issues List
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Client Services Support Document
Work package assumptions:
 No material project issues remain without assignment and plan.

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Post Go-Live Activities
Some implementation activities are provided post-production due to the timing of business processes, the requirement of actual production data to complete the activities, or the requirement of the system being used in a live production state.

Objectives:
 Schedule activities that are planned for after Go-Live.  Ensure issues have been resolved or are planned for resolution before phase or project close.

STAGE 5 Post Go-Live Activities
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Schedule contracted
activities that are
planned for delivery
after go-live

A R C C C C I C C I C C
Determine resolution
plan in preparation for
phase or project close
out

A R C C C I C C I C
Inputs List of post Go-Live activities
Outputs /
Deliverables
Acceptance Criteria [only] for
Deliverables
Updated issues log
Work package assumptions:
 System is being used in a live production state.

Control Point 5: Production Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below:
 Advancement to the Close stage is not dependent upon Tyler’s receipt of this Stage Acceptance.  Converted data is available in production environment.

Production Stage Acceptance Criteria:

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 All stage deliverables accepted based on criteria previously defined.  Go-Live activities defined in the Go-Live action plan completed.  Client services support document is provided.

Close
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or Project. The City transitions to the next cycle of their relationship with Tyler (next Phase of implementation or long-term relationship with Tyler Client Services).

Phase Closeout
This work package represents Phase completion and signals the conclusion of implementation activities for the Phase. The Tyler Client Services team will assume ongoing support of the City for systems implemented in the Phase.

Objectives:
 Agreement from Tyler and the City teams that activities within this phase are complete.

STAGE 6 Phase Close Out
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Reconcile project budget
and status of contract
Deliverables

I A R I I C
Hold post phase review
meeting A R C C C C C C C C C
Release phasedependent Tyler project
resources

A R I I
Participants Tyler City
Project Leadership Project Manager
Project Manager Project Sponsor(s)
Implementation Consultants Functional Leads, Power Users, Technical Leads
Technical Consultants (Conversion, Deployment,
Development)
Client Services

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Inputs Contract
Statement of Work
Project artifacts
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Final action plan (for outstanding items)
Reconciliation Report
Post Phase Review
Work package assumptions:
 Tyler deliverables for the phase have been completed.

Project Closeout
Completion of this work package signifies final acceptance and formal closing of the Project.

At this time the City may choose to begin working with Client Services to look at continuous improvement Projects, building on the completed solution.

Objectives:
 Confirm no critical issues remain for the project teams to resolve.  Determine proper knowledge transfer to the City teams for key processes and subject areas has occurred.
 Verify all deliverables included in the Agreement are delivered.

STAGE 6 Project Close Out
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive ManagerImplementation ManagerProject ManagerImplementation ConsultantData ExpertsModification ServicesTechnical ServicesClient ServicesExecutive SponsorSteering CommitteeProject ManagerFunctional LeadsChange Management LeadsSubject Matter Experts (Power Users)Department HeadsEnd UsersTechnical Leads Conduct post project
review A R C C C C C C C C C
Deliver post project
report to City and Tyler
leadership

I A R I I C
Release Tyler project
resources

A R I I
Inputs Contract
Statement of Work

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Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Post Project Report City acceptance; Completed report indicating all project Deliverables and milestones have
been completed
Work package assumptions:
 All project implementation activities have been completed and approved.  No critical project issues remain that have not been documented and assigned.  Final project budget has been reconciled and invoiced.  All Tyler deliverables have been completed.

Control Point 6: Close Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.

Close Stage Deliverables:
 Post Project Report.

Close Stage Acceptance Criteria:
 Completed report indicating all Project deliverables and milestones have been completed.

General Assumptions
Tyler and the City will use this SOW as a guide for managing the implementation of the Tyler Project as provided and described in the Agreement. There are a few assumptions which, when acknowledged and adhered to, will support a successful implementation. Assumptions related to specific work packages are documented throughout the SOW. Included here are general assumptions which should be considered throughout the overall implementation process.

Project
 Project activities will begin after the Agreement has been fully executed.  The City Project Team will complete their necessary assignments in a mutually agreed upon timeframe to meet the scheduled go-live date, as outlined in the Project Schedule.  Sessions will be scheduled and conducted at a mutually agreeable time.  Additional services, software modules and modifications not described in the SOW or Agreement will be considered a change to this Project and will require a Change Request Form as previously referenced in the definition of the Change Control Process.  Tyler will provide a written agenda and notice of any prerequisites to the City project manager(s) ten (10) business days or as otherwise mutually agreed upon time frame prior to any scheduled on-site or remote sessions, as applicable.
 Tyler will provide guidance for configuration and processing options available within the Tyler software. If multiple options are presented by Tyler, the City is responsible for making decisions based on the options available.
 Implementation of new software may require changes to existing processes, both business and technical, requiring the City to make process changes.

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 The City is responsible for defining, documenting, and implementing their policies that result from any business process changes.

Organizational Change Management
Unless otherwise contracted by Tyler, City is responsible for managing Organizational Change. Impacted City resources will need consistent coaching and reassurance from their leadership team to embrace and accept the changes being imposed by the move to new software. An important part of change is ensuring that impacted City resources understand the value of the change, and why they are being asked to change.

Resources and Scheduling
 City resources will participate in scheduled activities as assigned in the Project Schedule.  The City team will complete prerequisites prior to applicable scheduled activities. Failure to do so may affect the schedule.
 Tyler and the City will provide resources to support the efforts to complete the Project as scheduled and within the constraints of the Project budget.
 Abbreviated timelines and overlapped Phases require sufficient resources to complete all required work as scheduled.
 Changes to the Project Schedule, availability of resources or changes in Scope will be requested through a Change Request. Impacts to the triple constraints (scope, budget, and schedule) will be assessed and documented as part of the change control process.  The City will ensure assigned resources will follow the change control process and possess the required business knowledge to complete their assigned tasks successfully. Should there be a change in resources, the replacement resource should have a comparable level of availability, change control process buy-in, and knowledge.
 The City makes timely Project related decisions to achieve scheduled due dates on tasks and prepare for subsequent training sessions. Failure to do so may affect the schedule, as each analysis and implementation session is dependent on the decisions made in prior sessions.  The City will respond to information requests in a comprehensive and timely manner, in accordance with the Project Schedule.
 The City will provide adequate meeting space or facilities, including appropriate system connectivity, to the project teams including Tyler team members.
 For on-site visits, Tyler will identify a travel schedule that balances the needs of the project and the employee.

Data
 Data will be converted as provided and Tyler will not create data that does not exist.  The City is responsible for the quality of legacy data and for cleaning or scrubbing erroneous legacy data.
 Tyler will work closely with the City representatives to identify business rules before writing the conversion. The City must confirm that all known data mapping from source to target have been identified and documented before Tyler writes the conversion.  All in-scope source data is in data extract(s).
 Each legacy system data file submitted for conversion includes all associated records in a single approved file layout.

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 The City will provide the legacy system data extract in the same format for each iteration unless changes are mutually agreed upon in advance. If not, negative impacts to the schedule, budget and resource availability may occur and/or data in the new system may be incorrect.  The City Project Team is responsible for reviewing the converted data and reporting issues during each iteration, with assistance from Tyler.
 The City is responsible for providing or entering test data (e.g., data for training, testing interfaces, etc.)
Facilities
 The City will provide dedicated space for Tyler staff to work with City resources for both on-site and remote sessions. If Phases overlap, City will provide multiple training facilities to allow for independent sessions scheduling without conflict.
 The City will provide staff with a location to practice what they have learned without distraction.

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Glossary
Word or Term Definition
Acceptance Confirming that the output or deliverable is suitable and conforms to the agreed upon criteria.

Accountable The one who ultimately ensures a task or deliverable is completed; the one who ensures the prerequisites of the task are met and who delegates the work to those
responsible. [Also see RACI]
Application A computer program designed to perform a group of coordinated functions, tasks, or activities for the benefit of the user.

Application Programming Interface
(API)
A defined set of tools/methods to pass data to and
received data from Tyler software products
Agreement This executed legal contract that defines the products and services to be implemented or performed.

Business Process The practices, policy, procedure, guidelines, or functionality that the client uses to complete a specific job function.

Business Requirements Document A specification document used to describe Client requirements for contracted software modifications.

Change Request A form used as part of the Change Control process whereby changes in the scope of work, timeline, resources, and/or budget are documented and agreed upon by
participating parties.

Change Management Guides how we prepare, equip and support individuals to successfully adopt change in order to drive organizational success & outcomes
Code Mapping [where applicable] An activity that occurs during the data conversion process whereby users equate data (field level) values from the old system to the values available in the new system. These may be one to one or many to one. Example: Old System
[Field = eye color] [values = BL, Blu, Blue] maps to New Tyler System [Field = Eye Color] [value = Blue].

Consulted Those whose opinions are sought, typically subject matter experts, and with whom there is two-way communication.
[Also see RACI]
Control Point This activity occurs at the end of each stage and serves as a formal and intentional opportunity to review stage
deliverables and required acceptance criteria for the stage have been met.

Data Mapping [where applicable] The activity determining and documenting where data from the legacy system will be placed in the new system; this typically involves prior data analysis to understand how the data is currently used in the legacy system and how it will be used in the new system.

Deliverable A verifiable document or service produced as part of the Project, as defined in the work packages.

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Go-Live The point in time when the Client is using the Tyler software to conduct daily operations in Production.

Informed Those who are kept up-to-date on progress, often only on completion of the task or deliverable, and with whom there is just one-way communication. [Also see RACI]
Infrastructure The composite hardware, network resources and services required for the existence, operation, and management of the Tyler software.

Interface A connection to and potential exchange of data with an external system or application. Interfaces may be one way, with data leaving the Tyler system to another system or data entering Tyler from another system, or they may be bi-directional with data both leaving and entering Tyler and another system.

Integration A standard exchange or sharing of common data within the Tyler system or between Tyler applications
Legacy System The software from which a client is converting.

Modification Custom enhancement of Tyler’s existing software to provide features or functions to meet individual client requirements documented within the scope of the
Agreement.

On-site Indicates the work location is at one or more of the client’s physical office or work environments.

Organizational Change The process of changing an organization's strategies, processes, procedures, technologies, and culture, as well as the effect of such changes on the organization.

Output A product, result or service generated by a process.

Peripheral devices An auxiliary device that connects to and works with the computer in some way. Some examples: scanner, digital
camera, printer.

Phase A portion of the Project in which specific set of related applications are typically implemented. Phases each have an independent start, Go-Live and closure dates but use the same Implementation Plans as other Phases of the
Project. Phases may overlap or be sequential and may have different Tyler resources assigned.

Project The delivery of the software and services per the agreement and the Statement of Work. A Project may be
broken down into multiple Phases.

RACI A matrix describing the level of participation by various roles in completing tasks or Deliverables for a Project or process. Individuals or groups are assigned one and only

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one of the following roles for a given task: Responsible (R), Accountable (A), Consulted (C), or Informed (I).

Remote Indicates the work location is at one or more of Tyler’s physical offices or work environments.

Responsible Those who ensure a task is completed, either by themselves or delegating to another resource. [Also see RACI]
Scope Products and services that are included in the Agreement.

Solution The implementation of the contracted software product(s) resulting in the connected system allowing users to meet Project goals and gain anticipated efficiencies.

Stage The top-level components of the WBS. Each Stage is repeated for individual Phases of the Project.

Standard Software functionality that is included in the base software (off-the-shelf) package; is not customized or modified.

Statement of Work (SOW) Document which will provide supporting detail to the Agreement defining Project-specific activities, services, and Deliverables.

System The collective group of software and hardware that is used by the organization to conduct business.

Test Scripts The steps or sequence of steps that will be used to validate or confirm a piece of functionality, configuration,
enhancement, or Use Case Scenario.

Training Plan Document(s) that indicate how and when users of the system will be trained relevant to their role in the
implementation or use of the system.

Validation (or to validate) The process of testing and approving that a specific Deliverable, process, program, or product is working as expected.

Work Breakdown Structure (WBS) A hierarchical representation of a Project or Phase broken down into smaller, more manageable components.

Work Package A group of related tasks within a project.

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Part 4: Appendices
Conversion
Enterprise ERP Conversion Summary
Accounting COA
 Chart of Accounts segments, objects, character codes, project codes (if applicable), organization codes (if applicable), control accounts budget rollups, fund attributes, due to/due from accounts  Requires the use of a Tyler provided spreadsheet for design and entry of the data to be converted Accounting - Budgets
 Original budget, budget adjustments, revised budget summaries for accounts  Up to 3 years
Accounting - Actuals
 Summary account balances
 Up to 3 years
Accounts Payable Master
 Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers  Multiple remittance addresses
 Year-to-date 1099 amounts
Accounts Payable - Checks
 Check header data including vendor, warrant, check number, check date, overall check amount, GL cash account and clearing information
 Check detail data including related document and invoice numbers for each check  Up to 5 years
Accounts Payable - Invoices
 Invoice header data containing general information for the invoice  Invoice detail data containing line-specific information for the invoice  Up to 5 years
Business License Master
 Businesses, licenses and permits, charges and receipts, and classification codes Business License - Bills
 Receivable amounts associated with license detail
 Up to 5 years

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Capital Assets Master
 Asset description, status, acquisition quantity, date and amount, codes for asset class, subclass, department, custodian, flags for capitalization and depreciation, estimated life, serial number, model, model year, depreciation method, life-to-date depreciation amount, last depreciation date, disposal information (if any), purchase information, if any (vendor, PO, Invoice) General Billing CID
 Customer information
General Billing – Recurring Invoices
 General Billing Invoices that are sent on a regular basis  Header records with general information about the invoice  Detail records with line-specific information
General Billing – Bills
 5 years of open and closed invoices
 General Ledger information so open invoices can be processed in Enterprise ERP Inventory – Commodity Codes
 Commodity master information, including codes and descriptions, commodity type, acquisition type, unit of measure, vendor, buyer, approver, and various other codes and flags Purchase Orders
 Open purchase orders header data including vendor, buyer, date, accounting information, etc.  Open purchase orders detail data including line item descriptions, quantities, amounts, etc.

Utility Billing
 Account Master data including previous and current customer owner information- address info, phone, fax, SSN number, FID number, account status, parcel number, location street, apartment, city, state, zip, book number, read sequence, account start and end date, EFT bank information Utility Billing –Backflow
 Account information, backflow device information, backflow type, and backflow violations Utility Billing –Balance Forward AR
 Account balance forward information converted as total amount due. If the City’s business practices require current due and past due bills this can be broken into three balance forward bills (current balance due and up to two past due balance bills). These can be converted to one balance forward charge code or separate balance forward charge codes, and converted to the account/customer if the City’s legacy data contains this information.
 If late penalties will be applied in Enterprise ERP after the conversion, balance forward amounts must be converted by charge code

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Utility Billing –Budget Billing
 Converts information for budget average billing by account, customer and service. Legacy data must include: calculated budget amount by service; number of periods remaining until plan renews; budget plan balance/credit amount, broken out by service/customer; additional amortized amount by service.

Utility Billing –Consumption History
 History of meter readings, usage, read dates, usage days, bill amounts, bill dates, read codes  Up to 5 years
Utility Billing –Flat Inventory/Containers
 Inventory for non-metered items tied to recurring service billing – flat rate is tied to inventory item(s)/item type(s) (vs consumption/usage). Trash/recycling containers, dumpsters, roll off containers, light poles, cable/internet equipment.

Utility Billing –Assessments
 Assessments are improvement costs that are spread across to property owner  Utility Billing conversion option 4 (balance forward AR) must also be purchased in order to convert assessments
Utility Billing –Services
 Current service codes, service status, type, factor, condo units, bill cycle codes, , current deposits held on account including unpaid deposit amounts, winter usage, current meter(s) associated with service, meter readings( current and previous), meter usage (current and previous) and sales tax information.

Utility Billing – Work Orders
 Work Orders data associated with accounts, including meter repairs, checks for leaky meter, reread a meter due to high reading
Payroll
 Payroll Employee Master data including data such as name, address, SSN, legacy employee ID, date of birth, hire date, activity status (such as active/inactive), leave/termination code and date, phone(s), eaddress, marital status, gender, race, personnel status (such as full-time, part-time, etc.), highest degree, advice-delivery (print/email/both) and check location, plus primary group, job, location, and account information
Payroll – Certifications
 Certification area and certification type codes, certification number and effective date, expiration date, and required-by date, codes for certification level and subjects

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Payroll – Education
 Codes, for institution, type of degree, and area(s) of study Payroll – PM Action History
 A variety of Personnel actions, such as job or salary changes and dates these events occurred.  Up to 5 years
Payroll – Recruiting
 Application requisition applicant master data, plus applicant references, certifications, education, skills, tests, work history, and interviews
Payroll – Position Control
 Position, description, status, job code, bargaining group, location, number of employees allowed for each, FTE percentage, GL account, and max/min grade and step Payroll – Accrual Balances
 Employee Accrual Balances including Vacation, Holiday, and other Leave balances  Start of year balance, earned to date, used to date
Payroll – Accumulators
 YTD, QTD, MTD amounts for employee pay and deductions  Needed for mid-calendar-year go-live
 May not be needed if converting earnings/deductions history  Up to 5 years
Payroll – Check History
 Up to 5 years, additional years must be quoted. We convert amounts for earnings and deductions in employee check history, check number and date.

Payroll - Deductions
 Employee Deductions - including employee ID, deduction codes, tax information, and direct deposit information
Payroll – Earning/Deduction Hist.
 Up to 5 years, additional years must be quoted. Earning and deduction history broken down my individual codes (earnings and deduction) and amounts per pay period, the detail of these lines, sums the check history in opt 4.

Payroll – State Retirement Tables
 Specific state-required data, plus related service years information, when appropriate  Needed for some states

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Additional Appendices
Intentionally left blank.

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Exhibit E
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Project Timeline
ERP Project Timeline
The Project Timeline establishes a target duration for each phase of the project. The timeline needs to account for resource availability, business goals, size and complexity of the project, and task duration requirements. These will be reviewed and adjusted, if needed, during the Initiate and Plan Stage. Refer to the Project Stages section of this SOW for information on work packages associated with each stage of the implementation. Durations may be revised when the Agreement is signed and further refined during the project.

Eden to Enterprise ERP project start dates are dependent on wave availability. Waves are a common implementation start month for a group of Eden clients. Each wave has a designated number of slots available for clients to sign up – once those slots are full you must choose an alternate wave with availability. A signed agreement is required to reserve a spot in a specific wave.

Phase Functional Areas Software Modules Duration
1 Enterprise ERP Financial Management  Accounting
 Accounts Payable
 Budgeting
 Capital Assets
 Cash Management
 Contract Management
 Project & Grant Accounting
 Purchasing
 Accounts Receivable
 General Billing
 Cashiering
12 months
Enterprise ERP Productivity  Enterprise Forms Processing  Content Manager Core
 Enterprise Analytics and
Reporting w Executive Insights
Included in Phase 1
2 Enterprise ERP Human Resources
Management
 Payroll with Employee Access
 Human Resources & Talent
Management
 Time & Attendance
 Time & Attendance Mobile
Access
12 months
3 Enterprise ERP Business Licensing  Business Licenses 9 months 4 Enterprise ERP Utility Billing  Utility Billing CIS
 Utility Billing Meter Interface
12 months
Intentionally left blank.

Item 9.e.

MEMORANDUM
TO: City Council
FROM: Whitney McDonald, City Manager
BY: Aleah Bergam, Management Analyst
SUBJECT: Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related to the Ongoing Storm Events
DATE: April 11, 2023
SUMMARY OF ACTION:

Adoption of the Resolution will continue the two declared and ratified local emergencies related to the ongoing storm events, beginning in December 2022, and continuing through the present.

IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:

There are no direct fiscal impacts related to the proposed action; however, adoption of the Resolution will facilitate the ability for the City to request resources including financial support and reimbursement from the State Office of Emergency Services and the Federal Emergency Management Agency for costs incurred in preparation and/or response to the storm events.

RECOMMENDATION:
1) Adopt a Resolution declaring a continued local emergency related to the ongoing storm events, beginning in December 2022 and continuing through the present. 2) Make findings that adopting the Resolution continuing a local emergency is not a project subject to the California Environmental Quality Act (“CEQA”) because the continued declaration in itself has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.)
As the City Council is aware, in accordance with Section 8.12.060 of the Arroyo Grande Municipal Code, the City Manager, in her capacity as the Director of Emergency Services, proclaimed a local emergency on January 18, 2023, regarding the severe January 2023 winter storms. The City Council ratified the emergency proclamation at its regular meeting on January 24, 2023.

Item 9.e.

City Council
Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related to the Ongoing Storm Events
April 11, 2023

Multiple additional atmospheric river systems again struck the Central Coast beginning on March 9, 2023, and the City Manager, again in her capacity as the Director of Emergency Services, proclaimed a local emergency on March 11, 2023, to account for the impacts and potential damage incurred subsequent to the declaration of the first local emergency. The City Council ratified the emergency proclamation at its regular meeting on March 14, 2023.

ANALYSIS OF ISSUES:

Arroyo Grande Municipal Code Section 8.12.065(C) provides that the City Council is to “Review the need for a continuing emergency declaration at regularly scheduled meetings at least every twenty-one (21) days until the emergency is terminated.” Accordingly, to date, the City Council has adopted the appropriate Resolutions declaring a continued local emergency related to both the January 2023 storm events and subsequent storm events within the required 21-day time period. Moving forward, provided there is adoption of this Resolution consistent with the prior ratification of the emergency proclamations at the City Council’s January 24, 2023, February 14, 2023, February 28, 2023, March 14, 2023, and March 28, 2023 regular meetings, respectively, the City will remain in compliance with its Municipal Code.

This item is being presented to the City Council to satisfy the requirements of Section

8.12.065(C). Given the current state of emergency proclaimed by the Governor, and the Presidential Major Disaster Declaration declared on January 14, 2023 and the Presidential Emergency Declaration declared on March 10, 2023, it is recommended that the City Council adopt the attached Resolution declaring the need to continue the emergency declarations made to date in response to the storm events beginning December 27, 2022. The County of San Luis Obispo issued a similar emergency declaration, which remains in effect. Federal, State and County emergency declarations associated with the January 2023 storm events, and resulting damage, continue to remain in effect.

Since the initial emergency declarations, multiple additional atmospheric river systems continued to strike the Central Coast beginning on March 9, 2023. On March 10, 2023, the Emergency Services Director for the County of San Luis Obispo issued a Proclamation of a Local Emergency related to severe winter storms and a series of atmospheric rivers systems that struck California beginning on December 27, 2022, and have been ongoing since that date. On March 1, 2023, Governor Newsom issued an emergency proclamation related to the severe winter storms impacting San Luis Obispo and other counties throughout the State.

City staff continue to dedicate time towards responding to numerous storm recovery efforts and continue to require support from County, State, and Federal emergency response resources to support these efforts.