Coalinga City Council
October 1, 2026

AGREEMENT FOR PROFESSIONAL SERVICES FOR

COMPREHENSIVE USER FEE STUDY
This Agreement for Professional Services (“Agreement”) is made and entered into this ____ day of _______, by and between the City of Coalinga, a Municipal Corporation (“City”), and ___________________________________ (“Provider”).

RECITALS
A. Provider represents to City that they are specially trained, experienced, licensed and competent to perform the services which will be required by this Agreement; and B. Provider represents to City that they possess the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.

C. City desires to retain Provider to render the services as set forth in this Agreement, as Exhibit 1.

NOW THEREFORE, in consideration of the mutual covenants set forth herein for such other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the parties hereto agree as follows:

1. Retention of Provider. Subject to the terms and conditions set forth herein, City retains Provider to perform the services identified in this Agreement, as an independent contractor and Provider hereby accepts this independent contractor appointment.

2. Scope of Services. The Provider shall perform professional services, in accordance with all the provisions of this Agreement. The Scope of Work is attached hereto as Exhibit 1.

Provider shall correct any and all errors and/or omissions, which arise out of Provider’s negligence or intentional misconduct, in the performance of the Services and any documents resulting therefrom even though City has accepted said Services or documents. Provider shall make such corrections upon City’s request and at no cost or expense to City.

3. Time of Performance. This agreement shall remain in effect until XXXX. Contract time of completion for individual projects will be agreed upon before assignment of each project to Provider. Services designated in the scope of work shall be completed on agreed date unless prior written approval for a time extension has been granted by the City Manager or his/her designee.

4. Compensation. Compensation to be paid to Provider shall not exceed $XXXXX.

5. Method of Payment. Provider shall submit monthly billings to City describing the work performed during the preceding month. Provider’s bills shall include a brief description of the Services performed and the date the Services were performed the number of hours spent and by whom, and a description of any reimbursable expenditures. City shall pay Provider no later than 30 days after the date of submittal of a complete invoice for completed tasks and approval of the invoice by City staff.

Initial: City______ Provider______

6. Extra Work. At any time during the term of this Agreement, City may request that Provider perform Extra Work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper completion of the Services, but which the parties did not include in the Scope of Work. Extra work will be performed on an hourly basis under the Provider’s most current hourly fee schedule. Provider shall not perform, nor be compensated for Extra Work without written authorization from City.

7. Termination. This Agreement may be terminated by the City immediately and without notice for cause or by City without cause upon ten (10) days’ written notice of termination to Provider. Upon termination, Provider shall be entitled to compensation for Services performed up to the effective date of termination, unless this Agreement is terminated for cause, in which case, City may withhold compensation due Provider in order to reimburse City for any losses, damages or expenses caused by Provider’s default under this Agreement.

8. Equal Opportunity Employment. Provider represents that it is an equal opportunity employer and it shall not discriminate against any sub provider, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Provider shall also comply with all relevant provisions of City’s programs or guidelines currently in effect as identified and provided to Provider by City.

9. Insurance Requirements.
a. Provider, at Provider’s own cost and expense, shall procure and maintain, for the duration of this Agreement, the following insurance policies. i. Workers Compensation Coverage. As required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per accident for bodily injury or disease. ii. General Liability Coverage. Insurance Services Office (ISO) Form CG 0001, including products and completed operations, with limits of no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per occurrence for bodily injury, personal injury, and property damage. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be TWO MILLION AND NO/100 DOLLARS ($2,000,000), twice the required occurrence limit. iii. Automobile Liability Coverage. ISO Form Number CA 0001 covering any auto (Code 1), with a limit no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per accident for bodily injury and property damage. iv. Professional Liability Coverage. Contractor will maintain Professional Liability coverage with limits no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per occurrence or claim, and TWO MILLION AND NO/100 DOLLARS ($2,000,000) policy aggregate.

Initial: City______ Provider______

If Provider maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by Provider.

Provider’s insurance policies shall be “occurrence” policies and not “claims-made” coverage except for Professional Liability Coverage.

Provider may maintain an Umbrella policy in conjunction with the insurance policies referenced above. In such case, Provider shall be deemed to have satisfied the insurance requirements of this contract as long as: (i) the coverage limits of the Umbrella policy and of the underlying liability policy(ies), when combined, satisfy each of the per occurrence and aggregate requirements identified in this subsection a.; and (ii) coverage under the Umbrella policy is as broad as and includes all incidents and events covered by the underlying insurance that it supplements.

Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require Provider to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Alternatively, the City may require Provider to provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration, and defense expenses within the retention.

The policies are to contain, or be endorsed to contain, the following provisions:
i. The City and its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL and automobile liability policies with respect to liability arising out of work or operations performed by or on behalf of Provider including materials, parts, or equipment furnished in connection with such work or operations; products used by Provider; or automobiles owned, leased, hired or borrowed by Provider. General liability coverage can be provided in the form of an endorsement to Provider’s insurance at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers.
ii. For any claims related to this contract, Provider’s insurance coverage shall be primary insurance as respects the City and its officers, officials, employees, and volunteers.

Any insurance or self-insurance maintained by the City and/or its officers, officials, employees, or volunteers shall be in excess of Provider’s insurance and shall be non-contributory. iii. Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City.

Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII.

Provider shall furnish the City with original and current certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause.

All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not Initial: City______ Provider______

waive the Provider’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Provider hereby grants to City and its officers, officials, employees, and volunteers a waiver of any right to subrogation which any insurer of Provider may acquire against the City and/or its officers, officials, employees, and volunteers by virtue of the payment of any loss under such insurance. Provider agrees to obtain endorsements necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

The City reserves the right to modify the insurance requirements contained in this contract, including, without limitation, coverage limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

10. Indemnification. To the fullest extent allowable by law, Provider agrees to indemnify, defend and hold harmless the City and its officials, officers, employees, agents and volunteers from and against all claims, demands, actions, injuries, liabilities, losses, costs or damages, direct or indirect, and any and all attorneys’ fees and other expenses which City or its officials, officers, employees, agents or volunteers may sustain or incur as a consequence of or are in any way related to Provider’s or its owners, directors, officers, managers, employees, agents and subcontractor’s willful or negligent acts or omissions in the performance of the services and Providers responsibilities and obligations to be performed under this agreement or its failure to perform or comply with any of its obligations or responsibilities contained in this agreement; excluding, however, such liability, claims, losses, damages or expenses arising from City’s sole or active negligence or willful acts. This duty to indemnify, defend, and hold harmless shall survive the termination of this agreement. If Provider maintains additional coverage or higher limits than those required herein, then City shall be entitled to additional coverage or higher limits maintained by Provider.

11. Independent Contractor Status. It is understood and agreed that Provider, in the performance of the Services to be performed pursuant to this Agreement, shall act as and be an independent contractor and shall not act as an agent or employee of City. Provider shall obtain no retirement benefits or other benefits which accrue to City’s employees and Provider hereby expressly waives any claim it may have to any such rights. Nothing in this Agreement shall create or be construed as creating a partnership, joint venture or any other relationship between City and Provider.

12. Provider’s Books and Records.
a. Provider shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Provider under this Agreement.
b. Provider shall maintain all documents and records that demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement.

Initial: City______ Provider______

c. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City. Copies of such documents shall be provided to the City for inspection at the City offices.
d. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Provider’s business, City may, by written request, require that custody of the records be given to the City and that the records and documents be maintained in the City offices. Access to such records and documents shall be granted to any party authorized by Provider, Provider’s representatives, or Provider’s successor-in-interest.

13. Professional Ability of Provider. City has relied upon Provider’s representations regarding its training and professional ability to perform the Services hereunder as a material inducement to enter into this Agreement. Provider shall therefore provide properly skilled personnel to perform all Services under this Agreement. The primary provider of the Services called for by this Agreement shall be [NAME] who shall not be replaced without the written consent of the City. All work performed by Provider under this Agreement shall be in accordance with the applicable professional standard of care and shall meet the local professional standard of quality ordinarily to be expected of competent persons in Provider’s field of expertise working in Fresno County.

14. Compliance with Laws. Provider shall use the proper standard of care in performing the Services and shall comply with all applicable federal, state and local laws, codes, ordinances and regulations in effect at the time the Agreement is executed. In addition, if the request for proposal to provide professional services which are the subject of this Agreement cited any federal or state financial assistance involved in the project for which the Services are provided, the Provider shall perform all services in accordance with all applicable federal and state laws, rates and regulations in effect at the time the agreement is executed.

15. Licenses. Provider represents and warrants to City that it has all licenses, permits, qualifications, and insurance which are legally required of Provider to lawfully and competently perform the Services. Provider represents and warrants to City that Provider shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, and insurance which are legally required of Provider to lawfully and competently perform the Services. Provider shall maintain a City of Coalinga business license.

16. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the reputation, experience and competence of Provider. Assignments of any or all rights, duties or obligations of the Provider under this Agreement will be permitted only with the express written consent of the City, which will not be unreasonably withheld. Provider shall not subcontract any portion of the Services to be performed under this Agreement without the express written consent of the City, which will not be unreasonably withheld.

If City consents to such subcontract, Provider shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall: (1) create any contractual relationship between City and sub Provider; (ii) create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor; (iii) or relieve Provider of any of its obligations and responsibilities under this Agreement.

Initial: City______ Provider______

17. Attorneys’ Fees. If an action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees, costs and necessary disbursements in addition to any other reasonable relief to which he may be entitled.

With respect to any suit, action or proceeding arising out of or related to this Agreement, or the documentation related hereto, the parties hereby submit to the jurisdiction and venue of the Superior Court for the County of Fresno, State of California for any proceeding arising hereunder.

18. Sole and Only Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the matters set forth herein and contains all of the covenants and agreements between the parties regarding said matters.

Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or in writing, have been made by any party or anyone acting on behalf of any party which are not embodied in this Agreement and no other agreement, statement or promise shall be valid or binding.

19. Invalidity. If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions shall nevertheless continue in full force and effect without being impaired or invalidated in any way.

20. Amendment. No change, amendment or modification of this Agreement shall be valid unless the same be in writing and signed by the parties hereto.

21. Governing Law. This Agreement shall be construed and governed pursuant to the laws of the State of California. Any action to enforce this Agreement is to be brought in Fresno County, California.

22. Waiver. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this Agreement.

23. Mediation. The parties agree to make a good faith attempt to resolve any disputes arising out of this Agreement through mediation prior to commencing litigation. The parties shall mutually agree upon the mediator and shall divide the costs of mediation equally. If the parties are unable to agree upon a mediator, the dispute shall be submitted to JAMS/ENDISPUTE (“JAMS”) or its successor in interest. JAMS shall provide the parties with the names of five qualified mediators.

Each party shall have the option to strike two of the five mediators selected by JAMS and thereafter the mediator remaining shall hear the dispute. If the dispute remains unresolved after mediation, either party may commence litigation.

24. Authority to Enter Agreement. Provider has all requisite power and authority to conduct its business and to execute, deliver and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.

25. Notice. Except as otherwise expressly provided herein, any notice, consent, authorization or other communication to be given hereunder shall be in writing and shall be deemed duly given and received when delivered personally, when transmitted by facsimile or e-mail if receipt is acknowledged by the addressee, one business day after being deposited for next-day delivery with Initial: City______ Provider______

a nationally recognized overnight delivery service, or three business days after being mailed by first class mail, charges and postage prepaid, property addressed to the party to receive such notice at the last address furnished for such purpose by the party to whom notice is directed and addressed as follows:

CITY: PROVIDER:

City of Coalinga _______________________________
155 West Durian _______________________________
Coalinga, California 93210 _______________________________ IN WITNESS WHEREOF, the parties have executed this Agreement effective on the day and in the year first set forth above.

CITY OF COALINGA, a Municipal Corporation
By:__________________________________
Sean Brewer, City Manager

PROVIDER
By:___________________________________
[NAME], [POSITION]
APPROVED AS TO CONTENT: ATTEST:
___________________________ ______________________________________ Mario Zamora City Clerk
City Attorney Shannon Jenson
Initial: City______ Provider______

Exhibit 1
Scope of Work
Initial: City______ Provider______

Exhibit 2
Fee Schedule

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: CouncilAuthorization to Purchase Solar Lights and Portable Speed Feedback/Message Board Trailer Using Remaining AHSC Pacific Apartments STI & TRA Grant Funds
Meeting Date: Thursday, October 1, 2026
From: Sean Brewer, (i)City Manager
Prepared by: Jose Garza, Chief of Police
I. RECOMMENDATION:

It is recommended that the Coalinga City Councilapprove the purchase of solar lighting improvements in the amount of $88,329.00 and one portable speed feedback/message board trailer in the amount of $90,245.66, for a total of $178,574.66, to be reimbursed through the Affordable Housing and Sustainable Communities (AHSC) Grant Program.

II. BACKGROUND:

In 2020, the City of Coalinga was awarded $5,595,700 through the Affordable Housing and Sustainable Communities (AHSC) Program. The award included funding for grant administration, Sustainable Transportation Infrastructure (STI), and Transportation Related Amenities (TRA). The original project scope included new sidewalks, ADA curb ramps, street trees, lighting, Rectangular Rapid Flashing Beacons (RRFBs), crosswalks, a bus shelter, and bike lanes. These improvements were completed in 2025.

Subsequent coordination with the grant administrator confirmed the availability of an additional $259,122.44 in project funding. The additional funding provides an opportunity to expand transportation and safety improvements through the installation of solar LED street lighting and gateways at additional locations throughout the City and the acquisition of a portable speed feedback/message board trailer for use by the Coalinga Police Department.

III. DISCUSSION:

In April 2026, the City Councilapproved Task Orders for Design Engineering Services associated with the additional improvements. As the project moves toward bidding and construction, staff recommends that the City pre-purchase the solar lighting equipment and portable speed feedback/message board trailer to facilitate timely delivery and implementation.

The project includes 17 solar lights and two gateways. The construction contractor will install the foundations, lights, and gateways. Staff recommends that the City pre-purchase the lighting equipment for $88,329.00 due to the current 8–10-week manufacturing lead time. Pre-purchasing will help avoid unnecessary delays to the construction schedule and is consistent with the City's approach during the original phase of the project.

The project also includes one portable speed feedback and electronic message board trailer at a cost of $90,245.66. The trailer is intended primarily as a traffic-safety and public-information tool, allowing the Police Department to deploy it at various locations throughout the City to display vehicle speeds, encourage compliance with posted speed limits, and provide electronic safety or informational messages to motorists.

The trailer also includes integrated license plate recognition capability as an ancillary feature of the equipment.

This capability may be used by the Police Department as an investigative resource when appropriate. The primary purpose of the trailer, however, is its portable speed-feedback and message-board functionality rather than routine license plate or traffic monitoring.

Unlike the lighting improvements, the trailer does not require contractor installation and will be placed into service and managed by the Coalinga Police Department following delivery.

The AHSC Grant has approved reimbursement of $178,574.66 for the 17 solar lights, two gateways, and portable speed feedback/message board trailer.

IV. ALTERNATIVES:

The alternative to this councilaction would be to reject the request for the City to pre-purchase. If rejected, the contractor would have to purchase the materials. Staff believes that if the contractor were to purchase the materials, the change order would also indicate an increase in cost and go over the budgeted amount remaining from this grant program. The grant fund must be expended by the nd of the year so any delay may result in being unable to be reimbursed for these additional funds.

V. FISCAL IMPACT:

Totalauthorization request for this contract is $178,574.66. This project is funded by an Affordable Housing Sustainable Communities (AHSC) STI (Sustainable Transportation Infrastructure) and TRA (Transportation Related Amenities) Grant.

There will be no fiscal impact to the General Fund.

ATTACHMENTS:

File Name Description
Fonroche_AHSC-B-2965B_Light_Quote.pdf 1. Fonroche Lighting Quote Motorola_Solutions_proposal.pdf 2. Motorola Solutions LPR Trailer & Message Board Quote Fonroche Lighting America
2224 SE Loop 820, Building C
Fort Worth, TX 76140
339-225-4530
Total Line Items USD 81,106.00
Shipping fees do not include offloading at the delivery site. It is the customer’s responsibility to arrange for any necessary equipment or personnel to unload the shipment upon arrival.

Fonroche is not in charge of or responsible for utility lines. Fonroche positions its lights on each layout to provide the proper photometric results. It is solely the responsibility of the customer to do their own due diligence in cooperation with the local utility to determine easement/spacing requirements from the utility lines, as well as any other requirements of the local utility.

Disclaimer: Labor coverage under the Standard Warranty requires a Gateway where applicable. Without a required Gateway, warranty coverage is limited to parts only. Bollards and Crystal Studs are exempt from the Gateway requirement.

Beware of Fraud: Any advance payment request will only be made on the basis of a proforma invoice sent by Fonroche Lighting America.

Shipping estimated; final cost determined on day of shipping and added to invoice. 135 E. Sacramento St.

Coalinga, California 93210
United States
Ship To
Ship To Name City of Coalinga CA
155 W Durian st
Coalinga, California 93210
United States
Bill To
Bill To Name City of Coalinga CA
Est. Lead Time Within 6 Weeks
Quote Expiration 11/9/2026
Date
Quote Date 9/9/2026
Quote Name Coalinga CA - 2965B AHSC-RevA
Quote Number 00090354
Shipping Terms Prices are FOB Origin
50% deposit, 50% Net 30 from Ship
Date-contingent on credit approval
Payment Terms
Opportunity Owner Jackson Shauger
Fonroche Model Number Fonroche Product Description Price System Quantity Amount
[T54-CK16B-4K-T3]
[P190F-3P]HW-MC-Fixture
Color: Black
POLE: 25Ft. Round
Tapered Pole-Anchor
Base-1-6 FT Arm --Pole
Color: Black
SmartLight Assembly with 936Wh-24V NiMH Battery , special extreme temperature (from -40F to +158F), 1 x 190W solar module with Top of Pole assembly and Intelligent management/control system. Provisioned for Single Fixture configuration. Single Essential (Formerly CK16B) Fixture -Color Temp 4K -Dist. Type T3-Fixture Color: Black. Power Assembly color is black. Mount: High wind and enhanced marine coating.
25Ft. Round Tapered Pole-Anchor Base-1-6 FT Arm --Pole Color is Black 8 Year Warranty All Night Lighting 365 Days a Year - Full Battery Replacement Assumes No Shading | Assumes little or no snow
10 Degrees Tilt
100% =22 Watts worst case conditions.T-PM: 5 hrs. @100% | T-N (Balance of night) @60% | T-AM: 1 hrs. @100%
USD
4,472.00 17.00 USD76,024.00
5001090-A Power 365 3-P Energy box V6.2 - 1050 CA2 - 3P XA (1x 4pin connector) USD 1,153.00 2.00 USD2,306.00

GATEWAY
Fonroche Connect Gateway enables optional wireless networking and customer portal access. With long-range LoRA communication, you can connect one or more SmartLight Projects for monitoring and reporting. Communications included, NO MONTHLY FEES. *Requires 3G/4G/5G*
USD
1,388.00 2.00 USD2,776.00
Fonroche Lighting America
2224 SE Loop 820, Building C
Fort Worth, TX 76140
339-225-4530
Seller's Terms and Conditions of Sale in effect on the date of this order shall apply to this quote and are hereby incorporated by reference.

Seller's Terms and Conditions of Sale may be viewed at https://www.fonrochesolarlighting.com/about-us/terms/.

Pricing is based on Fonroche Lighting America's Standard Terms & Conditions and any additional terms stipulated herein. It is the Representative's responsibility to convey these terms to the customer. Without prior written approval from Fonroche Lighting America's Sales Director, any deviation from these terms may constitute a change in this pricing at the time of order.

Quote Total USD 88,329.00
Programming,Pkg, USD 7,223.00
Ship & Handling Est.

This quotation is subject to the following terms and conditions 9/16/26
QUOTE-3413578

COALINGA, CITY OF
LPR Trailer & Message Board (No Mast)
08/28/2026
The design, technical, pricing, and other information (“Information”) furnished with this submission is confidential proprietary information of Motorola Solutions, Inc. or the Motorola Solutions entity providing this quote (“Motorola”) and is submitted with the restriction that it is to be used for evaluation purposes only. To the fullest extent allowed by applicable law, the Information is not to be disclosed publicly or in any manner to anyone other than those required to evaluate the Information without the express written permission of Motorola.

MOTOROLA, MOTO, MOTOROLA SOLUTIONS, and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Holdings, LLC and are used under license. All other trademarks are the property of their respective owners. © 2020 Motorola Solutions, Inc. All rights reserved. 08/28/2026

COALINGA, CITY OF
270 N SIXTH ST
COALINGA, CA 93210
RE: Motorola Quote for LPR Trailer & Message Board (No Mast) Dear Chief Jose  Garza ,
Motorola Solutions is pleased to present COALINGA, CITY OF with this quote for quality communications equipment and services.  The development of this quote provided us the opportunity to evaluate your requirements and propose a solution to best fulfill your communications needs.

This information is provided to assist you in your evaluation process. Our goal is to provide COALINGA, CITY OF with the best products and services available in the communications industry. Please direct any questions to Ryan Burk at [email protected].

We thank you for the opportunity to provide you with premier communications and look forward to your review and feedback regarding this quote.

Sincerely,
Ryan Burk
QUOTE-3413578
Billing Address:

COALINGA, CITY OF
270 N SIXTH ST
COALINGA, CA 93210
US
Quote Date:08/28/2026
Expiration Date:10/27/2026
Quote Created By:

Ryan Burk
Ryan.Burk@
motorolasolutions.com
End Customer:

COALINGA, CITY OF
Chief Jose  Garza
[email protected]
(559) 935-1525
Contract:  36874 - SOURCEWELL MOBILE
VIDEO-101223-MOT
Summary:

Any sales transaction resulting from Motorola's quote is based on and subject to the applicable Motorola Standard Terms and Conditions, notwithstanding terms and conditions on purchase orders or other Customer ordering documents.

Motorola Standard Terms and Conditions are found at www.motorolasolutions.com/product-terms.

Line
#
Item Number Description Qty Term List Price Sale Price Ext. Sale Price Fixed / Dual LPR
System Purchase
1 VSB-56408 CDF KIT 35MM 35MM L5F
730 CAMS
1 $12,500.00 $10,500.00 $10,500.00
2 LSV07S06337A LPR 5Y ESSENTIAL W/ ADV
REP
2 5 YEARS $2,100.00 $1,764.00 $3,528.00
3 VS-DLF-01 DEVICE LICENSE FEE 2 5 YEAR $2,374.80 $1,994.83 $3,989.66 4 DSTTMSGBOARDLG TIS TECH TRAILER, WITH

RADAR & LARGE MESSAGE
BOARD
1 $68,740.00 $57,741.60 $57,741.60
5 DSTTGENSTDKIT TIS ON-BOARD

GENERATOR OPTION FOR
TECH TRAILER. INCLUDES

STANDARD GENERATOR,

GENERATOR SECURITY
BASKET, AND 1-YEAR
WARRANTY.
1 $3,213.00 $2,698.92 $2,698.92
6 DSTTLITHBATUPG TECH TRAILER LITHIUM

BATTERY UPGRADE

PACKAGE
1 $5,180.00 $4,351.20 $4,351.20
QUOTE-3413578
LPR Trailer & Message Board (No
Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

Line
#
Item Number Description Qty Term List Price Sale Price Ext. Sale Price Subtotal $82,809.38
Estimated Tax  $7,436.28
Grand Total $90,245.66(USD)
Notes:
●   The Pricing Summary is a breakdown of costs and does not reflect the frequency at which you will be invoiced. ● This quote contains items with approved price exceptions applied against them. ●   This quote is for the LPR Trailer and LPR cameras only. Fixed video and installation quote from Surveillance integration.

QUOTE-3413578
LPR Trailer & Message Board (No
Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

L5F SOLUTION DESCRIPTION
L5F CAMERA SYSTEM
The L5F License Plate Recognition Camera System sets a new standard in precision scanning for high-speed, high-traffic roadways, capturing clearer images at greater distances than ever. With state-of-the-art sensors and seamless integration with VehicleManager or VehicleManager Enterprise, the L5F provides a comprehensive fixed solution that delivers real-time alerts, comprehensive searches, and advanced analytics, enhancing community safety and generating revenue.

Key Features and Benefits:
 Enhanced Image Quality: Equipped with advanced color and infrared sensors, the L5F captures crystal-clear scans in bright and low-light conditions at over 30 frames per second per sensor, ensuring reliable performance in various environmental conditions.
 Versatile Deployment: The L5F offers a wide array of focal length options and an IP67 rating, allowing it to be deployed in diverse and challenging locations. This ensures consistent high-quality data collection wherever it's needed.
 Comprehensive Data Management: Easily create and manage hotlists and receive immediate notifications and alerts. The L5F simplifies system management and provides comprehensive searching and reporting capabilities, making it easier to locate vehicles of interest.  Advanced Software Integration: Seamlessly pair the L5F with VehicleManager for law enforcement, VehicleManager Enterprise for enterprise solutions or ClientPortal for parking. These integrations offer advanced vehicle location analytics, parking enforcement tools, secure data sharing, and third-party integration, maximizing the utility of your LPR data.
 High-Speed, High-Traffic Performance: Designed to perform on high-speed, high-traffic roadways, the L5F ensures accurate and reliable license plate recognition, even in fast-paced environments, providing crucial data for safety and enforcement purposes.
 Reliable and Durable: With its IP67 rating, the L5F is built to withstand harsh weather conditions and challenging environments, ensuring long-term reliability and minimal maintenance.

Deploy the L5F to elevate your LPR capabilities with a system designed for superior image quality, versatile deployment, and advanced data management and analytics
QUOTE-3413578
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Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

LICENSE PLATE RECOGNITION TECHNOLOGY STATEMENT OF WORK

OVERVIEW
This Statement of Work (SOW) outlines the responsibilities of Motorola Solutions, Inc. (Motorola) and the Customer for the implementation of fixed or mobile License Plate Recognition (LPR) technology(s) and your License Plate Recognition Technology solution, if Deployment or Installation Services are purchased as part of the Contract. For the purpose of this SOW, the term “Motorola” may refer to our affiliates, subcontractors, or certified third-party partners. A third-party partner(s) (Motorola-certified installer) will work on Motorola’s behalf to install your License Plate Recognition Technology system(s) (if applicable).

This SOW addresses the responsibilities of Motorola and the Customer that are relevant to the implementation of the hardware and software components listed in the Solutions Description. Any changes or deviations from this SOW must be mutually agreed upon by Motorola and the Customer and will be addressed in accordance with the change provisions of the Contract. The Customer acknowledges any changes or deviations from this SOW may incur additional cost.

Motorola and the Customer will work to complete their respective responsibilities in accordance with the Project Schedule. Any changes to the Project Schedule must be mutually agreed upon by both parties in accordance with the change provisions of the Contract.

Unless specifically stated, Motorola will perform the work remotely. The Customer will provide Motorola personnel with access to their network and facilities so Motorola is able to fulfill its obligations. The Customer is responsible for acquisition and use of a remote access tool that complies with the regulations controlling use of the remote access tool. All work will be performed during normal business hours based on the Customer’s time zone (Monday through Friday from 8:00 a.m. to 5:00 p.m.).

The number and type of software subscription licenses, products, or services provided by Motorola are specifically listed in the Contract and referenced in the SOW. Services provided under this SOW are governed by the mutually executed Contract between the parties, or Motorola’s Master Customer Agreement and applicable addenda (“Contract”).

AWARD, ADMINISTRATION, AND PROJECT INITIATION
Project Initiation and Planning will begin following the execution of the Contract between Motorola and the Customer. At the conclusion of Project Planning, Motorola’s Project Manager (PM) will begin status meetings and provide status reports on a regular cadence with the Customer’s PM. The status report will provide a summary of activities completed, activities planned, progress against the project schedule, items of concern requiring attention, as well as, potential project risks and agreed upon mitigation actions.

Motorola utilizes Google Meet as its teleconference tool. If the Customer desires to use an alternative teleconferencing tool, any costs incurred from the use of this alternate teleconferencing tool will be the responsibility of the Customer.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

FBI-CJIS SECURITY POLICY – CRIMINAL JUSTICE INFORMATION CJIS Security Policy Compliance
Motorola does not believe our LPR and License Plate Recognition Technology offerings require compliance with the FBI-CJIS Security Policy (CJISSECPOL) based on the definition in Section 4 of CJISSECPOL and how the FBI-CJIS defines Criminal Justice Information. However, Motorola does design its products with the CJISSECPOL security controls as a guide. Motorola’s LPR system design and features support best practice security controls and policy compliance. In the event of a CJIS technical audit request, Motorola will support the Customer throughout this process.

Personnel Security – Background Screening
Motorola will assist the Customer with completing the CJIS Security Policy Section 5.12 Personnel Security related to authorized personnel background screening when requested to do so by the Customer. Based on Section 5.12, a Motorola employee is defined as someone who is required to be on the Customer’s property with unescorted access. Motorola employees will also have access to the Customer’s network(s) and stored information. Motorola has remote access tools to support virtual escorted access to on-premises customer assets.

Additionally, Motorola performs independent criminal background investigations including name based background checks, credential and educational vetting, credit checks, U.S. citizen and authorized worker identity verification on its employees.

Motorola will support the Customer in the event of a CJIS audit request to validate employees assigned to the project requiring CJIS Section 5.12 Personnel Security screening and determine whether this list is up to date and accurate. Motorola will notify the Customer within 24 hours or next business day of a personnel status change.

Security Awareness Training
Motorola requires all employees who will support the Customer to undergo Level 3 Security Awareness Training provided by Peak Performance and their CJIS online training platform. If the Customer does not have access to these records, Motorola can facilitate proof of completion. If the Customer requires additional and/or separate training, Motorola will work with the Customer to accommodate this request at an additional cost.

CJIS Security Addendum
Motorola requires all employees directly supporting the Customer to sign the CJIS Security Addendum if required to do so by the Customer.

Third Party Installer
The Motorola-certified third party installer will work independently with the Customer to complete the Section 5.12 Personnel Security checks, complete Security Awareness Training and execute the CJIS Security Addendum.

COMPLETION CRITERIA
The project is considered complete once Motorola has completed all responsibilities listed in this SOW. The Customer’s task completion will occur based on the Project Schedule to ensure Motorola is able to complete all tasks without delays. Motorola will not be held liable for project delays due to incomplete Customer tasks.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

The Customer must provide Motorola with written notification if they do not accept the completion of Motorola responsibilities. Written notification must be provided to Motorola within ten (10) business days of task completion.

The project will be deemed accepted if no written notification is received within ten (10) business days.

In the absence of written notification for non-acceptance, beneficial use will occur thirty (30) days after functional demonstration of the system.

SUBSCRIPTION SERVICE PERIOD
If the contracted system includes a subscription, the subscription service period will begin upon the Customer’s receipt of credentials for access. The provision and use of the subscription service is governed by the Contract.

PROJECT ROLES AND RESPONSIBILITIES OVERVIEW
Motorola Project Roles and Responsibilities (if applicable) The Motorola Project Team will be assigned to the project under the direction of the Motorola Project Manager.

Each team member will be engaged in different phases of the project as necessary. Some team members will be multi-disciplinary and may fulfill more than one role.

In order to maximize effectiveness, the Motorola Project Team will provide various services remotely by teleconference, web-conference, or other remote method in order to fulfill our commitments as outlined in this SOW.

Our experience has shown customers who take an active role in the operational and educational process of their system realize user adoption sooner and achieve higher levels of success with system operation. The subsections below provide an overview of each Motorola Project Team Member.

Project Manager (PM)
The PM will be the principal business representative and point of contact for Motorola. The PM’s responsibilities may include but are not limited to:
 Manage Motorola responsibilities related to the delivery of the project.  Maintain the Project Schedule, and manage assigned Motorola personnel, subcontractors, and suppliers as applicable.
 Coordinate schedules of assigned Motorola personnel, subcontractors, and suppliers as applicable.  Maintain project communications with the Customer.
 Identify and manage project risks.
 Coordinate collaboration of Customer resources to minimize project delays.  Evaluate project status against Project Schedule.
 Conduct status meetings on mutually agreed upon dates to discuss project status.  Provide timely responses to Customer inquiries and issues related to project progress.  Conduct status calls with the Customer throughout the Project up to and including Go-Live.

System Technologist
The System Technologist (ST) will work with the Customer’s Project Team on:
 Camera programing
 Camera alignment
QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

 Licensed Software Training
 Develop and submit Start Up and Commissioning Sign Off (SSU&C) Technical Trainer / Instructor
The Technical Trainer / Instructor provides training in accordance with the Training Plan provided to the Customer.

Motorola-Certified Installer
The Motorola-certified installer is primarily responsible for installing in-car and fixed LPRs. There are specific requirements the 3rd party partner must meet in order to be considered a Motorola-certified installer, and they include (but are not limited to) the following:

Required Training
 SSU&C Onsite Training
- Included Certification testing completed and passed
 Networking (must meet one of the following three requirements) - CompTia Network + Certification
- Networking Degree in IT
- Basic Networking RDS003
 ASE Certification for Mobile Installers
 Electrical Certification
- Electrical Certification/Permitting
 Low Voltage Certification
 High Voltage Certification
 Equipment Certification
- Bucket Truck Certification
- Any applicable testing equipment certification
Other responsibilities the Motorola-certified installer may be involved in include the fixed and/or mobile installation of cellular routers, wired networks, poles, trenching, and conduit runs as well as the manufacturing and/or service of trailers. These activities will only be completed by Motorola if Motorola quotes these services; otherwise, the completion of these services are solely the responsibility of the Customer.

Customer Support and Services Team
The Customer Support and Services Team will provide on-going support to the Customer following Go-Live and final acceptance of the project.

Customer Project Roles and Responsibilities (if applicable) Motorola has defined key resources that are critical to this project and must participate in all the activities defined in this SOW. During the Project Planning phase, the Customer will be required to provide names and contact information for the roles listed below. It is critical that these resources are empowered to make decisions based on the Customer’s operational and administration needs. The Customer Project Team will be engaged from Project Initiation through Beneficial Use of the system. In the event the Customer is unable to provide the resources identified in this section, Motorola may be able to supplement these resources at an additional cost.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

Project Manager
The PM will act as the primary point of contact for the duration of the project. In the event the project involves multiple locations, Motorola will work exclusively with the Customer’s primary PM. The PM’s responsibilities will include, but are not limited to:
 Communicate and coordinate with other project participants.  Manage the Customer Project Team including subcontractors and third-party vendors. This includes timely facilitation of tasks and activities.
 Maintain project communications with the Motorola PM.  Identify tasks required of Customer staff that are outlined in this SOW and the Project Schedule.  Consolidate all project inquiries from Customer staff to present to Motorola PM.  Approve a deployment date offered by Motorola.
 Review Project Schedule with the Motorola PM and finalize tasks, dates, and responsibilities.  Measure and evaluate progress against the Project Schedule.  Monitor project to ensure resources are available as required.  Attend status meetings.
 Provide timely responses to issues related to project progress.  Liaise and coordinate with other agencies, Customer vendors, contractors, and common carriers.  Review and administer change control procedures, hardware and software certification, and all related project tasks required to meet the deployment date.
 Ensure Customer vendors’ readiness ahead of the deployment date.  Assign one or more personnel to work with Motorola staff as needed for the duration of the project, including one or more representatives from the IT department.
 Identify a resource with authority to formally acknowledge and approve milestone recognition certificates, as well as, approve and release payments in a timely manner.  Provide Motorola personnel with access to all Customer facilities where system equipment is to be installed.

Temporary identification cards are to be issued to Motorola personnel, if required for access.  Ensure remote network connectivity and access for Motorola resources, if applicable to the solution.  Assume responsibility for all fees pertaining to licenses, permits, inspections and any delays associated with inspections due to required permits as applicable to this project.  Provide reasonable care to prevent equipment exposure from contaminants that may cause damage to the equipment or interruption of service.
 Ensure a safe working environment for Motorola personnel.  Identify and manage project risks.
 Provide signature(s) of Motorola-provided milestone recognition certificate(s) within ten (10) business days of receipt.

IT Support
IT Support manages the technical efforts and ongoing activities of the Customer’s system. IT Support will be responsible for managing Customer provisioning and providing Motorola with the required information for LAN, WAN, server and client infrastructure.

The IT Support Team responsibilities include but are not limited to:
 Participate in delivery and training activities to understand the software and functionality of the system.  Participate with Customer Subject Matter Experts (SMEs) during the provisioning process and associated training.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

 Authorize global provisioning decisions and be the Point of Contact (POC) for reporting and verifying problems.
 Monitor firmware updates
 Implement changes to Customer infrastructure in support of the proposed system.

Agency Manager
The Agency Manager will act as the primary POC upon project completion.  Push internal requests for updates through appropriate channels  Monitor all firmware updates and all other security measures for physical hardware as required by the Customer internal policies
 Administer users
 Audit reports
 Manage Hotlist and Hotlist functionality
 Attend Agency Manager training
 Oversee or act as the training POC
 Ensure all Authorized Users are aware of usage restrictions and any applicable terms related to the use of the LPR System
 Controls appropriate use and data storage policies as well as procedures for the data maintained outside the LPR system. This includes when any information is disseminated, extracted or exported out of the LPR system
 Controls and is responsible for developing the policies, procedures, and enforcement for applying deletion/purging and dissemination rules to information within and outside of the LPR system.  Ensure data and system protection strategies are accomplished through the tools provided by Motorola for account and user management features along with audit and alert threshold features.

Subject Matter Experts (SMEs)
SMEs are a core group of users involved with the analysis, training and implementation process. The SMEs should be experienced users in their own respective field (evidence, dispatch, patrol, etc.) and should be empowered by the Customer to make decisions based on workflows and department policies related to the proposed system.

General Customer Responsibilities (If Applicable)
In addition to the Customer responsibilities listed above, the Customer is responsible for the following:
 Customer Site. If the Solution is to be installed at a Customer location (“Site”), the Solution will only be installed and/or evaluated at the Customer sites identified.  Customer will be responsible for providing all necessary permits, licenses, and other approvals necessary for the installation and use of the Products and the performance of the Services at each applicable Site, including for Motorola to perform its obligations hereunder, and for facilitating Motorola’s access to the Sites. This includes, but is not limited to providing a traffic safety plan to facilitate the safe deployment of all Equipment that is installed on, over, or near Sites with active roadways. No waivers of liability will be imposed on Motorola or its subcontractors by Customer or others at Customer facilities or other Sites, but if and to the extent any such waivers are imposed, the Parties agree such waivers are void. The Equipment used for the Services will only be located at such site.
 If the Solution is to be accessed remotely, Customer will only access Solution in the manner described by Solution documentation or as otherwise instructed by Motorola.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

 Site Conditions and Issues. Customer will ensure that (a) all Sites are safe and secure, (b) Site conditions meet all applicable industry and legal standards (including standards promulgated by OSHA or other governmental or regulatory bodies), (c) to the extent applicable, Sites have adequate physical space, air conditioning, and other environmental conditions, electrical power outlets, distribution, equipment, connections, and telephone or other communication lines (including modem access and interfacing networking capabilities), and (d) Sites are suitable for the installation, use, and maintenance of the Products and Services. This Agreement is predicated upon normal soil conditions as defined by the version of E.I.A. standard RS-222 in effect on the Effective Date.
 All costs associated with permitting.
 Supply a proper power source to all Motorola Solutions provided equipment.  Provide ALL points of attachment for hardware that include fixed LPR Cameras and associated equipment and ensuring all equipment is attached in accordance with local policies and codes.  Supply any new infrastructure required to mount or attach the Motorola Solutions hardware to.  Trenching as required for the purpose of running electrical power  All poles and existing infrastructure that are not being purchased from Motorola as part of the LPR solution.  All Utility locates needed for impacted areas.
 Providing the communications point of attachment for each site.  When cellular service is used as the point of connection, customer is responsible for providing cellular service and SIM cards if they are not being purchased from Motorola as part of the LPR solution.  All Customer-provided equipment, including third-party hardware and software needed for the proposed system but not listed as a Motorola deliverable. Examples include end user workstations, network equipment, etc.
 Configure, test, and maintain third-party system(s) that will interface with the proposed system.  Establish an Application Programming Interface (API) for applicable third-party system(s) and provide documentation that describes the integration to the Motorola system.  All work is to be performed by Motorola-certified installers. The Customer is responsible for work performed by non-certified installers.
 Upgrades to Customer’s existing system(s) in order to support the proposed system.  Mitigate the impact of upgrading Customer third-party system(s) that will integrate with the proposed system.

Motorola strongly recommends working with the Motorola Project Team to understand the impact of such upgrades prior to taking action.
 Electronic versions of any documentation associated with business processes identified.  Ability to participate in remote project meetings using Google Meet or a mutually agreed upon Customerprovided remote conferencing tool.  Manage the Hotlist in accordance with the rules and regulations of the Customers State.

Motorola is not responsible for any delays that arise from Customer’s failure to perform the responsibilities outlined in this SOW or delays caused by Customer’s third-party vendor(s) or subcontractor(s).

NETWORK AND HARDWARE REQUIREMENTS
The following requirements must be met by the Customer prior to Motorola installing the proposed system:
 Provide network connectivity for the transfer and exchange of data for the proposed system.  Provide remote access for Motorola personnel to configure the system and conduct diagnostics.  Provide Internet access to fixed and mobile equipment.  Provide devices such as workstations, tablets, and smartphones with Internet access for system usage.

Chrome is the recommended browser for optimal performance. The workstations must support MS Windows 11 Enterprise.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

 Provide and install antivirus software for workstation(s).  Provide Motorola with administrative rights to Active Directory for the purpose of installation, configuration, and support (if applicable).
 Ensure required traffic is routed through Customer’s firewall.

Motorola is not responsible for any costs or delays that arise from Customer’s failure to meet network and hardware requirements.

PROJECT PLANNING
A clear understanding of the needs and expectations of Motorola and the Customer is critical to fostering a collaborative environment of trust and mutual respect. Project Planning requires the gathering of specific information to set clear project expectations and guidelines, as well as lay the foundation for a successful implementation.

Project Planning Session (if applicable)
A Project Planning Session will be scheduled after the Contract has been executed. The Project Planning Session is an opportunity for the Motorola and Customer PM to meet prior to the Project Kickoff Meeting and review key elements of the project and expectations. Depending on the items purchased, the agenda will typically include:
 A high level review of the following project elements:
- Contract documents.
- A summary of contracted applications and hardware as purchased. - Customer’s involvement in project activities to confirm understanding of scope and required time commitments.
- A high level Project Schedule with milestones and dates.  Confirm CJIS background investigations and fingerprint requirements for Motorola employees and/or subcontractors.
 Confirm Customer location for Motorola to ship their equipment for installation.

Motorola Responsibilities
 Schedule the remote Project Planning Session.
 Request the assignment of Customer Project Team and any additional Customer resources that are instrumental to the project’s success.
 Provide the initial Project Schedule.
 Baseline the Project Schedule.
 Review Motorola’s delivery approach.
 Document mutually agreed upon Project Kickoff Meeting Agenda.  Request user information required to establish the Customer in associated training portals.

Customer Responsibilities
 Identify Customer Project Team and any additional Customer resources that are instrumental to the project’s success.
 Acknowledge the mutually agreed upon Project Kickoff Meeting Agenda.  Provide approval to proceed with the Project Kickoff Meeting.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

Motorola Deliverables
 Project Kickoff Meeting Agenda.

Project Kickoff (if applicable)
Motorola will work with the Customer to understand the impact of introducing a new solution and the preparedness needed for a successful implementation.

Note – The Detail Design Review (DDR), if applicable, is completed during the pre-sales process and normally completed prior to Contract award. Delay in the DDR review may impact the project schedule. Motorola will not be responsible for additional costs or delays incurred for Customer requested changes to the DDR.

Motorola Responsibilities
 Review Contract documents including project delivery requirements as described in this SOW.  Discuss the deployment start date and deliver the Deployment Checklist.  Discuss Mobile LPR equipment installation activities and responsibilities.  Discuss Fixed LPR installation activities and responsibilities.  Discuss project team participants and their role(s) in the project with fulfilling the obligations of this SOW.  Review resource and scheduling requirements.
 Review the DDR, arranging for additional meeting for review as needed  Review the Credentials Form
 Discuss Motorola remote system access requirements (24-hour access to a secured two-way Internet connection through the Customer’s firewall for the purpose of deployment and maintenance).  Complete all necessary documentation (i.e. fingerprints, background checks, card keys, etc.) required for Motorola resources to gain access to Customer facilities.  Discuss the Training Plan.
 Review and agree on completion criteria and the process for transitioning to support.

Customer Responsibilities
 Provide feedback on project delivery requirements.
 Review the Deployment Checklist.
 Review the roles of project participants to identify decision-making authority.  Grant Motorola Support access in the License Plate Recognition Technology program  Validate non-disclosure agreements, approvals, and other related items are complete (if applicable).  Provide all documentation (i.e. fingerprints, background checks, card keys, etc.) required for Motorola resources to gain access to Customer facilities.

Motorola Deliverables
 Project Kickoff Meeting Minutes
 Deployment Checklist
QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

PROJECT EXECUTION
Hardware Procurement and Installation (if applicable)
Motorola will procure contracted hardware as part of the ordering process. The Customer is responsible for providing an installation environment that meets manufacturer’s specifications for the hardware, which includes but is not limited to:
 Power
 Heating and Cooling
 Network Connectivity
 Access and Security
 Conduit and Cabling
Motorola Responsibilities
 Procure contracted equipment and ship to the Customer's designated location.  Verify remote connection to hardware.
 The installer will be responsible for installing all Motorola provided hardware.  Installer will utilize a certified electrician when wiring power to equipment.  Verify whether the hardware is properly installed, connected to the network, and positioned to capture license plate data. (if applicable).
 Create a Trip Report outlining the activities completed during configuration and testing of system hardware.

Customer Responsibilities (if applicable)
 Provide Motorola with the correct IP address(es) for configuration  Ensure the Customer’s network is operational.
 Inventory LPR equipment after arrival at Customer location.  Procure Customer-provided equipment and make it available at the installation location.  Install backend server in Customer's designated area (if applicable).  Confirm the server room complies with environmental requirements (i.e. power, uninterruptible power, surge protection, heating/cooling, etc.)(if applicable).
 Verify the server is connected to the Customer’s network and installed for use.(if applicable)  Conduct a power-on test to validate the installed hardware and software are ready for configuration.  Provide, install, and maintain antivirus software for server(s) and/or workstation(s).  Enable outgoing network connection (external firewall) to License Plate Recognition Technology  Install Customer-supplied Access Points (if applicable).  Verify all equipment directly connected to power is properly installed and connected to the network (if applicable).
 For remote deployments, the Customer is responsible for verifying all equipment is connected to their network  Confirm access to installed software on Customer-provided workstation(s).

Motorola Deliverables
 Contracted Equipment
QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

Mobile LPR Camera System (If Applicable)
The Motorola-certified installer will complete the installation of the Mobile LPR system(s) within the Customerprovided vehicle(s) or selected location. The installer may also be responsible for installing cellular routers or WiFi radios inside the vehicle(s) for wireless upload of video and images.

The Customer vehicles must be available for the ST to complete the configuration and testing of the contractual number of Mobile LPR cameras. If the Customer does not have all vehicles available during the agreed upon date and time, the Customer may opt to sign-off on the number of Mobile configurations completed. If the Customer requires the ST to complete the full contractual number of Mobile LPR Cameras at a later date and time, additional cost may be incurred.

Note – The Pricing Page will reflect the Mobile LPR installation services by Motorola if Motorola is responsible for the installations.

Motorola Responsibilities
 Setup server for Mobile LPR digital video recorder (DVR) configuration.  Create configuration USB used to complete Mobile LPR hardware configuration and validation.  Travel to the Customer site to conduct configuration and testing of Mobile LPRs.  Complete Mobile LPR configuration on a single vehicle, and validate the configuration with the Customer.  Point and aim the Mobile LPR camera for image capturing.  Install Licensed Software on Customer-provided mobile data terminal (MDT)  Configure MDT Netowrk Card
 Enable AI in Video Manager
 Configure NetMotion (if applicable)
 Receive Customer approval to proceed with remaining Mobile LPR configurations.  Complete remaining contracted vehicle configurations.  Test a subset of completed Mobile LPR hardware configurations.  For Motorola-certified installer, complete the installation of cellular router and confirm placement of antenna mounting with Customer (if applicable).
 The Motorola-certified installer will install Customer-provided SIM card into cellular router and connect cellular router to the Mobile LPR (if applicable).

Customer Responsibilities
 Provide Motorola with remote connection and access credentials to complete Mobile LPR hardware configuration.
 Notify Motorola of the vehicle installation location.  Coordinate and schedule date and time for Mobile LPR hardware configuration(s).  Make Mobile LPR hardware available to Motorola for configuration and testing in accordance with the Project Schedule.
 Provide cellular SIM Card for Internet connectivity to the installer at time of installation.

Motorola Deliverables
 Complete Configuration and camera aiming as it applies to the proposed solution.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

Fixed LPR Camera System Configuration (If Applicable)
The Motorola-certified installer will complete the installation of the Fixed LPR system(s) within the Customers designated locations. The installer may also be responsible for installing cellular routers or Wi-Fi radios for wireless upload of video and images. In the instance where Customer has purchased a self-deploy or quickdeploy camera without deployment or installation, the below Motorola responsibilities will be absorbed by the Customer.

Motorola Responsibilities
 Review preliminary plans for installation
 Verify with customer that proper permits and authorizations have been obtained  Identify installation locations (pole or infrastructure asset) on which to install the Fixed LPR camera  Motorola-certified installer will install the Fixed LPR camera  Point and aim the Fixed LPR camera for image capturing  Install License Plate Recognition Technology Software Customer Responsibilities
 Approve installation locations
 Obtain necessary permits and authorizations
 Provide power to installation locations
 Provide any required trenching
 Coordinate with local utility companies in the case of any interrupted service requests or instances NOTE - The Customer is responsible for having all vehicles and devices available for installation per the Project Schedule. All cellular data fees and Internet connectivity charges are the responsibility of the Customer. When cellular service is used as the point of connection, customer is responsible for providing cellular service, and SIM cards if they are not being purchased from Motorola as part of the LPR solution. If a Motorola-certified installer is not used for installation, Motorola is not responsible for any errors in hardware installation, performance or delays in the Project Schedule. In the event the Customer takes on the responsibility of installing LPR cameras through a Motorola-certified installer, Motorola is also not responsible for any errors in hardware installation, performance or delays in the Project Schedule. For in-car LPR installations, an MDT is required for all vehicles (if applicable).

Automatic License Plate Recognition (ALPR) Commissioning (If Applicable) This section highlights the responsibilities of Motorola and the Customer when a Motorola In-Car Video (ICV) system interfaces with the LPR database.

Motorola Responsibilities
 Create a Customer account in the LPR data system with authorized user emails.  Verify License Plate Recognition Technology software has been installed and launched per the Quickstart Guide.
 Provide Mobile LPR - Officer Safety Basic and Advanced Pre-Installation Checklist.  Provide Agency Manager with Training Materials and Licensed Software MDT installation guide.  Advise Agency Manager of different options available to add new users.  Confirm Agency Manager is aware of registration required for Hotlists.  Confirm Agency Manager understands how to set up data-sharing.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

Customer Responsibilities
 Identify the Agency Manager.
 Register to receive access to Hotlists.

SOFTWARE INSTALLATION AND CONFIGURATION (IF APPLICABLE) Motorola will install LPR software on a specified number of workstations. The Customer will be responsible for installing the software on the remaining workstations.

Licensed Software for the Mobile LPR Solution
Licensed Software is used in conjunction with Mobile LPR cameras. Installation consists of the following activities:
 Network discovery.
 Operating system and software installation.
 Onboarding user / system identity set up.
 Provide user access to the application.

License Plate Recognition Technology
License Plate Recognition Technology software is a cloud solution that does not require an onsite server and supports the full LPR Solution.

Motorola Responsibilities
 Based on Customer feedback, perform the following activities:
- Create users, groups, and permissions.
 Test to ensure software is accessible to the Customer Customer Responsibilities
 Verify traffic can be routed through Customer’s firewall and reaches end user workstations.

CloudConnect Installation and Configuration (applicable for CommandCentral Aware purchase) Motorola Responsibilities
 Verify remote access capability.
 Remotely configure CloudConnect Virtual Machine within the Cloud Anchor Server.  Configure network connectivity and test connection to the CloudConnect Virtual Machine.  Create an IPSEC tunnel.
 Provide Customer with the information for setting up the IPSEC tunnel.

Customer Responsibilities
 Provide Motorola with two static IP addresses, corresponding subnet masks/default gateway, and available NTP and DNS IP for the CloudConnect Virtual Machine and the Cloud Anchor Server.  Confirm with Motorola the network performance requirements are met.  Configure firewall to allow traffic from IPSEC tunnel.

Completion Criteria
 CloudConnect Virtual Machine configuration is complete and accessible throughout the network.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

CommandCentral Evidence (if applicable)
Motorola will work with the Customer to determine best industry practices, current operations environment, and subsystem integration to ensure optimal configuration of your CommandCentral Evidence solution.

Motorola Responsibilities
 Use the CommandCentral Admin Portal to provision users, groups, and rules based on Customer Active Directory data.
 Guide the Customer in the configuration of CommandCentral Evidence.

Customer Responsibilities
 Supply access and credentials to Customer’s Active Directory for the purpose of Motorola conducting CommandCentral Evidence provisioning.
 Respond to Motorola’s inquiries regarding users, groups and agency mapping to CommandCentral Evidence.  Provision policies, procedures, and user permissions.  Configure evidence as directed by Motorola.

Third-Party Interfaces (if applicable)
The integration between Motorola’s LPR system and the Customer’s third-party system may consist of an iterative series of activities depending on the complexity of accessing the third-party system. Interfaces will be installed and configured in accordance with the Project Schedule. The Customer is responsible for engaging third-party vendors as required to facilitate connectivity and testing of the interface(s).

Motorola Responsibilities
Develop and configure interface(s) to support the functionality described in the Solution Description.

Establish and validate connectivity between Motorola and third-party systems.

Perform functional demonstration to confirm the interface(s) can transmit and receive data to the Customer’s digital evidence management system.

Customer Responsibilities
 Act as liaison between Motorola and third-party vendor(s) as required to establish connectivity to the LPR system.
 Provide personnel authorized to make changes to the network and third-party systems to support Motorola’s integration efforts.
 Provide network connectivity between the LPR and the third-party system(s).  Provide information on API, SDKs, data scheme, and any documentation necessary to establish interfaces with all local and remote systems. This information should be provided to the Motorola PM within ten (10) business days of the Interface Engagement Meeting.

NOTE - At the time of initial design, unknown circumstances, requirements or anomalies may present difficulties with interfacing Motorola products to a third-party application. These difficulties could result in a poorly performing or a non-functional interface. By providing Motorola with this information early in the deployment process, will put us in the best position to mitigate these potential issues. If the resolution requires additional third-party integration, application upgrades, APIs, and/or additional software licenses, the Customer is responsible for addressing these issues at their cost. Motorola is not responsible for any delays or costs associated with third-party applications or QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

Customer-provided third-party hardware or software. All APIs provided by Motorola or integrations with third-party software are provided AS IS. Motorola is not liable for any claims or damages associated with third party applications, or Customer-provided third party hardware or software.

SYSTEM TRAINING
The objective of this section is to prepare for and deliver training. Motorola training consists of computer-based (online) and instructor-led (on-site or remote). Our training delivery methods will vary depending on course content. Training will be delivered in accordance with the Training Plan. As part of our training delivery, Motorola will provide user guides and training materials in an electronic format.

Online Training (if applicable)
Online training is made available to the Customer through LXP and/or Motorola vetted third party platforms.

Motorola Responsibilities
 Designate a LXP Administrator to work with the Customer (if applicable).  Establish an accessible instance of LXP for the Customer (if applicable).  Configure a Customer-specific portal view.
 Organize content to align with Customer’s selected technologies.  Create initial Customer user accounts and a single Primary Administrator account..  Provide technical support for user account and access issues, LXP functionality, and Motorola managed content (if applicable).
 Provide instruction to Customer on building groups.
 Coordinate third party platform usage and additional course offerings Customer Responsibilities
 Provide user information for the initial creation of accounts.  Complete LXP Administrator training (if applicable).
 Ensure network and Internet connectivity for Customer access to training platforms.

Instructor-Led Training (On-Site and/or Remote, if applicable) Instructor-led courses are based on products purchased and the Customer’s Training Plan.

Motorola Responsibilities
 Deliver User Guides and training materials in an electronic format.  Perform training in accordance with the provided Training Plan.  Provide the Customer with training attendance rosters and summarize any pertinent information that may impact end user training.

Customer Responsibilities
 Supply classroom(s) with the required computer and audio-visual equipment for training.  Designate training representatives who will work with the Motorola trainer(s) to deliver the training content.  Facilitate training of all Customer end users in accordance with the Customer’s Training Plan.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

Motorola Deliverables
 Electronic versions of User Guides and training materials.  Attendance rosters.

PROJECT GO-LIVE, CLOSURE, AND HANDOVER TO SUPPORT
Motorola will utilize the Deployment Checklist throughout the deployment process to verify features and functionality are in line with installation and configuration requirements. The Customer will witness the ST demonstrating the Deployment Checklist and provide feedback as features and functionality are demonstrated.

The Customer is considered Live on the system after the equipment has been installed, configured, and made available for use, and training has been delivered or made available to the Customer.

Upon the conclusion of Go-Live, the project is prepared for closure. Project closure is defined as the completion of tasks and the Customer’s receipt of contracted components. The Deployment Checklist serves as the artifact that memorializes a project closure. A System Acceptance Certificate will be provided to the Customer for signature to formally close out the project. The Customer has ten (10) business days to provide Motorola with a signed System Acceptance Certificate. If the Customer does not sign off on this document or provide Motorola written notification rejecting project closure, the project will be deemed closed. Upon project closure, the Customer will engage with Technical Support for on-going needs in accordance with the Customer’s specific terms and conditions of support.

Motorola Responsibilities
 Provide the Customer with Motorola Technical Support engagement process and contact information.  Provide Technical Support with the contact information of Customer users who are authorized to engage Technical Support.
 Ensure Deployment Checklist is complete.
 Obtain Customer signature on the System Acceptance Certificate.  Provide Customer survey upon closure of the project.

Customer Responsibilities
 Within ten (10) business days of receiving the System Acceptance Certificate, provide signatory approval signifying project closure.
 Provide Motorola with the contact information of users who are authorized to engage Motorola’s Technical Support.
 Engage Technical Support as needed.

Motorola Completion Criteria
 Provide Customer with survey upon closure of the project.

QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

ASSUMPTIONS
This SOW is based on the following list of assumptions (if applicable):
 Customer is aware of and abiding by their States’ laws, mandates and requirements in relation to the Hotlist  Pole installations will be done on grassy/dirt/gravel areas or sites where excavation can easily be done with fstandard auger equipment.
 Site conditions meet all applicable industry and legal standards (including standards promulgated by OSHA or other governmental or regulatory bodies)
 Information provided and approved in the Presales DDR process was accurate QUOTE-3413578
LPR Trailer & Message Board (No Mast)
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

Quote
Quote Number: Q002344
Order Date: 11/21/2025
Valid Until: 12/31/2025
Sales Person: Jeff Merriman
Customer ID: C0000536
Trinity Innovative Solutions, LLC
Reference:
5605 FM 423
Suite 500, PMB 422
Frisco, TX, 75036-8976
Phone: 972-292-3993
Payment Terms: 75D
Freight Terms: FOB
Ship Via: BESTWAY
FOB: OUR DOCK
Web: http://www.tsmtexas.com
BILL TO:

Motorola Solutions Inc.
500 West Monroe Street
Chicago IL 60661
United States of America
Phone: 559-858-1238
Email: [email protected]
SHIP TO:

Motorola Solutions Inc.
500 West Monroe Street
Chicago IL 60661
United States of America
Phone: 559-858-1238
Email: [email protected]
REFERENCE Large Message Board Trailer with Mast
NO. ITEM DESCRIPTION QTY. UOM PRICE AMOUNT
1 TT-MSGBOARD-LG TIS Tech Trailer, with Radar & Large Message Board

1.00 EA 46,000.00 46,000.00
TIS Tech Trailer - Message Board Configuration - Includes Stalker 72in X 36in programmable 3-line message board with integrated radar, 750-Watt solar power system (3 X 250-watt panels, 2 X 400Ah lithium batteries, 60-amp solar controller), retractable AC power cord, 5 X jacks (4 corner, 1 tongue, rated 1,200 lbs. ea.), removable tongue, 2 X aluminum camera enclosures, locking aluminum equipment boxes, up to 4 X equipment module receivers (based on trailer configuration), single axel, 15” 5 Lug wheels, 205/75D15 nitrogen filled tires, cantilever suspension, steel frame, open layout, 90-degree rotating equipment mast, diamond plate solar cabinet, diamond plate fenders. stone guards, safety chains, 2-inch ball hitch, 7-pin connector.

Dimensions - 96” x 70” x 85” with tongue, 53.5” x 70” x 85” without tongue. GVW Rating - 1,800 lbs. Does not include cameras or processor. Customer must provide Cradlepoint router. 1-year TIS standard warranty. Does not cover travel or transport of trailer for repair work. Warranty does not cover tires or batteries. Lithium battery comes with 10- year conditional warranty through the battery manufacture, Big Battery (customer must work directly with Big Battery for all battery warranty issues)..

Country of Origin: USA Lead Time in Days: 70
2 FRT-GENERAL Packaging & Freight 1.00 EA 4,895.00 4,895.00 3 TIS-MAST-KIT-NOCAMS Mast Kit for TIS Technology Trailer (No PTZ Cameras) - Includes installing customer supplied
cameras.

1.00 EA 13,500.00 13,500.00
Mast Kit includes 13-foot pneumatic mast, Nycoil w/cabling, waterproof cable connections, dual-camera mast head mount, Portable Mast Vehicle Kit w/hardened case, Antaira 5-port POE switch, laptop computer, desktop tripod, IP camera, and master wiring harness. Includes 2 X camera mounts for customer supplied cameras. 1- Year Warranty.

Country of Origin: USA Lead Time in Days: 70
Signature: Quote Total: 64,395.00
Less Discount: 0.00
Tax Total: 0.00
Total, US$: 64,395.00
NOTE:

ATTACHMENT: NA DIRECT Statements of Work
Please attach when applicable:
● LPR Remote Monitoring SOW
● LPR Standard Onsite Replacement SOW
● LPR Onsite Response & Replacement SOW
● LPR Preventive Maintenance SOW

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Authorize City Manager to Approve the Independent Audit Engagement Letter for FiscalYears 2025-26, 2026-27, and 2027-28
Meeting Date: Thursday, October 1, 2026
From: Sean Brewer, City Manager
Prepared by: Mai Vang, Financial Services Director
I. RECOMMENDATION:

Staff recommends that the City Councilapprove the engagement letter with Ryan P. Jolley, CPA for independent audit services for the fiscal years ending June 30, 2026, June 30, 2027, and June 30, 2028, and authorize the City Manager to execute the engagement letter on behalf of the City.

II. BACKGROUND:

The City is required to obtain an independent audit of its annual financial statements. Ryan P. Jolley, CPA has provided an engagement letter dated May 29, 2026, establishing the scope, responsibilities, reporting requirements, and fees for audit services covering three fiscal years: June 30, 2026, June 30, 2027, and June 30, 2028.

The engagement includes audits of the City’s governmentalactivities, business-type activities, each major fund, and aggregate remaining fund information. The auditor willalso apply required limited procedures to required supplementary information and report on specified supplementary information, including the Schedule of Expenditures of FederalAwards and combining schedules for nonmajor governmental funds.

III. DISCUSSION:

The engagement provides for the City’s financial statement audit to be performed in accordance with generally accepted auditing standards and Government Auditing Standards. When applicable, the engagement also includes Single Audit procedures under the Single Audit Act and Uniform Guidance for major federal programs.

The auditor’s objective is to obtain reasonable assurance that the financial statements are free from material misstatement, whether caused by fraud or error, and to issue an opinion on whether the financial statements are fairly presented in conformity with generally accepted accounting principles. The engagement also includes consideration of internalcontrol over financial reporting and compliance with laws, regulations, contracts, and award agreements as required by the applicable auditing standards.

In addition to audit services, Ryan P. Jolley, CPA willassist with preparation of the financial statements, Schedule of Expenditures of FederalAwards and related notes, the Annual Street Report, and the City Financial Transactions Report to the State Controller’s Office. These services are non-audit services, and City management remains responsible for reviewing, approving, and accepting responsibility for the resulting reports and financial statements.

Management will remain responsible for maintaining effective internalcontrols; preparing and fairly presenting the financial statements and related schedules; complying with applicable laws, regulations, contracts, and grant agreements; providing complete records and access to personnel; identifying related parties and federal awards; preventing and detecting fraud; and following up on audit findings and corrective actions.

The engagement anticipates audit work beginning approximately January 2027. Upon completion, the auditor will issue the applicable financial statement, Government Auditing Standards, and Single Audit reports. The reports will be addressed to the City Council.

In addition, the City is undergoing significant financial system improvements, including implementation of a new Chart of Accounts and new budgeting software. These implementations will require a transition period as staff becomes familiar with the new account structure, processes, and reporting capabilities. Maintaining continuity with the City's independent auditor during this period will provide consistency throughout the transition and allow staff to focus on implementing these major initiatives while continuing to meet the City's annual financial reporting and audit requirements. For these reasons, staff recommends approval of the threeyear audit engagement covering the fiscal years ending June 30, 2026, 2027, and 2028.

IV. ALTERNATIVES:

Not approve the agreement
V. FISCAL IMPACT:

The engagement establishes the following maximum annualaudit fees, inclusive of expenses:

Fiscal Year Ending MaximumAudit Base Fee
June 30, 2026 $45,000
June 30, 2027 $46,000
June 30, 2028 $47,000
The engagement also provides for $5,000 for the City Financial Transactions Report, $3,500 for the Annual Street Report, $7,500 for each Single Audit major program tested, and an additional $2,500 for each new GASB Statement the City is required to implement. The finalannualcost will therefore depend on the number of major federal programs subject to Single Audit testing and whether new GASB implementation services are required.

The base three-year audit fees total $138,000, excluding the separately priced reports, Single Audit majorprogram testing, new GASB implementation services, and any additional work resulting from unexpected circumstances. The engagement states that the auditor will keep the City informed if significant additional time becomes necessary and fees require adjustment.

ATTACHMENTS:

File Name Description
Engagement_Letter_2026_2027_2028.pdf Audit Engagement Letter RYAN P. JOLLEY

A PROFESSIONAL CORPORATION
CERTIFIED PUBLIC ACCOUNTANTS Ryan P. Jolley C.P.A.

Ryan P.Jolley C.P.A.

Darryl L. Smith C.P.A.

Luis A. Perez C.P.A.

Brandon J. Lang C.P.A.

Lan T. Kimoto
Kali A. Kaakah
May 29, 2026
To the City Council and Mr. Sean Brewer
City of Coalinga 155
West Durian
Coalinga, CA 93210
We are pleased to confirm our understanding of the services we are to provide for City of Coalinga for the fiscal years ended June 30, 2026, June 30, 2027, and June 30, 2028.

Audit Scope and Objectives
We will audit the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information, including the disclosures, which collectively comprise the basic financial statements, of the City of Coalinga as of and for the fiscal years ended June 30, 2026, June 30, 2027, and June 30, 2028. Accounting standards generally accepted in the United States of America (GAAP) provide for certain required supplementary information (RSI), such as management’s discussion and analysis (MD&A), to supplement the City of Coalinga’s basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement, we will apply certain limited procedures to the City of Coalinga’s RSI in accordance with auditing standards generally accepted in the United States of America (GAAS). These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient appropriate evidence to express an opinion or provide any assurance. The following RSI is required by GAAP and will be subjected to certain limited procedures, but will not be audited:
1) Management’s Discussion and Analysis
2) Budgetary Comparison Schedules
3) Schedule of Proportionate Share of Net Pension Liability/(Asset) 4) Schedule of Contributions
We have also been engaged to report on supplementary information other than RSI that accompanies City of Coalinga’s financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with GAAS, and we will provide an opinion on it in relation to the financial statements as a whole in a report combined with our auditor’s report on the financial statements.
1) Schedule of expenditures of federal awards.
2) Combining Balance Sheet – Nonmajor Governmental Funds 3) Combining Statement of Revenue, Expenditures and Changes in Fund Balance - Nonmajor Governmental Funds
The objectives of our audit are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and issue an auditor’s report that includes our opinions about whether your financial statements are fairly presented, in all material respects, in conformity with GAAP, and report on the fairness of the supplementary information referred to in the second paragraph when considered in relation to the financial statements as a whole.
1753 E. FIR AVENUE FRESNO, CALIFORNIA 93720 PHONE 559.659.3045 FAX 559.659.0615 2 Reasonable assurance is a high level of assurance but is not absolute assurance and therefore is not a guarantee that an audit conducted in accordance with GAAS and Government Auditing Standards will always detect a material misstatement when it exists. Misstatements, including omissions, can arise from fraud or error and are considered material if there is a substantial likelihood that, individually or in the aggregate, they would influence the judgment of a reasonable user made based on the financial statements. The objectives also include reporting on:
• Internal control over financial reporting and compliance with provisions of laws, regulations, contracts, and award agreements, noncompliance with which could have a material effect on the financial statements in accordance with Government Auditing Standards.
• Internal control over compliance related to major programs and an opinion (or disclaimer of opinion) on compliance with federal statutes, regulations, and the terms and conditions of federal awards that could have a direct and material effect on each major program in accordance with the Single Audit Act Amendments of 1996 and Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance).

Auditor’s Responsibilities for the Audit of the Financial Statements and Single Audit We will conduct our audit in accordance with GAAS; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; the Single Audit Act Amendments of 1996; and the provisions of the Uniform Guidance, and will include tests of accounting records, a determination of major program(s) in accordance with Uniform Guidance, and other procedures we consider necessary to enable us to express such opinions.

As part of an audit in accordance with GAAS and Government Auditing Standards, we exercise professional judgment and maintain professional skepticism throughout the audit.

We will evaluate the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management. We will also evaluate the overall presentation of the financial statements, including the disclosures, and determine whether the financial statements represent the underlying transactions and events in a manner that achieves fair presentation. We will plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the government or to acts by management or employees acting on behalf of the government. Because the determination of waste and abuse is subjective, Government Auditing Standards do not expect auditors to perform specific procedures to detect waste or abuse in financial audits nor do they expect auditors to provide reasonable assurance of detecting waste or abuse.

Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we will not perform a detailed examination of all transactions, there is an unavoidable risk that some material misstatements or noncompliance may not be detected by us, even though the audit is properly planned and performed in accordance with GAAS and Government Auditing Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements or on major programs. However, we will inform the appropriate level of management of any material errors, any fraudulent financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential. We will include such matters in the reports required for a Single Audit. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as auditors.

We will also conclude, based on the audit evidence obtained, whether there are conditions or events, considered in the aggregate, that raise substantial doubt about the government’s ability to continue as a going concern for a reasonable period of time.

Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, tests of the physical existence of inventories, and direct confirmation of receivables and certain assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. We will also request written representations from your attorneys as part of the engagement.

We have identified the following significant risk(s) of material misstatement as part of our audit planning:

According to GAAS, significant risks include management override of controls, and GAAS presumes that revenue recognition is a significant risk. Accordingly, we have considered these as significant risks.

We may, from time to time and depending on the circumstances, use third-party service providers in serving your account. We may share confidential information about you with these service providers but remain committed to 3 maintaining the confidentiality and security of your information. Accordingly, we maintain internal policies, procedures, and safeguards to protect the confidentiality of your personal information. In addition, we will secure confidentiality agreements with all service providers to maintain the confidentiality of your information and we will take reasonable precautions to determine that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. In the event that we are unable to secure an appropriate confidentiality agreement, you will be asked to provide your consent prior to the sharing of your confidential information with the third-party service provider. Furthermore, we will remain responsible for the work provided by any such third-party service providers.

Our audit of financial statements does not relieve you of your responsibilities.

Audit Procedures—Internal Control
We will obtain an understanding of the government and its environment, including internal control relevant to the audit, sufficient to identify and assess the risks of material misstatement of the financial statements, whether due to error or fraud, and to design and perform audit procedures responsive to those risks and obtain evidence that is sufficient and appropriate to provide a basis for our opinions. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentation, or the override of internal control. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards.

As required by the Uniform Guidance, we will perform tests of controls over compliance to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with compliance requirements applicable to each major federal award program. However, our tests will be less in scope than would be necessary to render an opinion on those controls and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to the Uniform Guidance.

An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses. Accordingly, we will express no such opinion. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards, Government Auditing Standards, and the Uniform Guidance.

Audit Procedures—Compliance
As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of the City of Coalinga’s compliance with provisions of applicable laws, regulations, contracts, and agreements, including grant agreements. However, the objective of those procedures will not be to provide an opinion on overall compliance, and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards.

The Uniform Guidance requires that we also plan and perform the audit to obtain reasonable assurance about whether the auditee has complied with federal statutes, regulations, and the terms and conditions of federal awards applicable to major programs. Our procedures will consist of tests of transactions and other applicable procedures described in the OMB Compliance Supplement for the types of compliance requirements that could have a direct and material effect on each of the City of Coalinga’s major programs. For federal programs that are included in the Compliance Supplement, our compliance and internal control procedures will relate to the compliance requirements that the Compliance Supplement identifies as being subject to audit. The purpose of these procedures will be to express an opinion on the City of Coalinga’s compliance with requirements applicable to each of its major programs in our report on compliance issued pursuant to the Uniform Guidance.

Responsibilities of Management for the Financial Statements and Single Audit Our audit will be conducted on the basis that you acknowledge and understand your responsibility for (1) designing, implementing, establishing, and maintaining effective internal controls relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error, including internal controls over federal awards, and for evaluating and monitoring ongoing activities to help ensure that appropriate goals and objectives are met; (2) following laws and regulations; (3) ensuring that there is reasonable assurance that government programs are administered in compliance with compliance requirements; and (4) ensuring that management and financial information is reliable and properly reported. Management is also responsible for implementing systems designed to achieve compliance with applicable laws, regulations, contracts, and grant agreements. You are also responsible for the selection and application of accounting principles; for the preparation and fair presentation of the financial statements, schedule of expenditures of federal awards, and all accompanying information in conformity with accounting principles generally accepted in the United States of America; and for compliance with applicable laws and 4 regulations (including federal statutes), rules, and the provisions of contracts and grant agreements (including award agreements). Your responsibilities also include identifying significant contractor relationships in which the contractor has responsibility for program compliance and for the accuracy and completeness of that information.

You are also responsible for making drafts of financial statements, schedule of expenditures of federal awards, all financial records, and related information available to us and for the accuracy and completeness of that information (including information from outside of the general and subsidiary ledgers). You are also responsible for providing us with (1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, such as records, documentation, identification of all related parties and all related-party relationships and transactions, and other matters; (2) access to personnel, accounts, books, records, supporting documentation, and other information as needed to perform an audit under the Uniform Guidance; (3) additional information that we may request for the purpose of the audit; and (4) unrestricted access to persons within the government from whom we determine it necessary to obtain audit evidence. At the conclusion of our audit, we will require certain written representations from you about the financial statements; schedule of expenditures of federal awards; federal award programs; compliance with laws, regulations, contracts, and grant agreements; and related matters.

Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in the management representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements of each opinion unit taken as a whole.

You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the government involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the government complies with applicable laws, regulations, contracts, agreements, and grants. You are also responsible for taking timely and appropriate steps to remedy fraud and noncompliance with provisions of laws, regulations, contracts, and grant agreements that we report.

Additionally, as required by the Uniform Guidance, it is management’s responsibility to evaluate and monitor noncompliance with federal statutes, regulations, and the terms and conditions of federal awards; take prompt action when instances of noncompliance are identified including noncompliance identified in audit findings; promptly follow up and take corrective action on reported audit findings; and prepare a summary schedule of prior audit findings and a separate corrective action plan. The summary schedule of prior audit findings should be available for our review in January 2027.

You are responsible for identifying all federal awards received and understanding and complying with the compliance requirements and for the preparation of the schedule of expenditures of federal awards (including notes and noncash assistance received, and COVID-19-related concepts, such as lost revenues, if applicable) in conformity with the Uniform Guidance. You agree to include our report on the schedule of expenditures of federal awards in any document that contains, and indicates that we have reported on, the schedule of expenditures of federal awards. You also agree to include the audited financial statements with any presentation of the schedule of expenditures of federal awards that includes our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the schedule of expenditures of federal awards in accordance with the Uniform Guidance; (2) you believe the schedule of expenditures of federal awards, including its form and content, is stated fairly in accordance with the Uniform Guidance; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the schedule of expenditures of federal awards.

You are also responsible for the preparation of the other supplementary information, which we have been engaged to report on, in conformity with U.S. generally accepted accounting principles (GAAP). You agree to include our report on the supplementary information in any document that contains, and indicates that we have reported on, the supplementary information. You also agree to include the audited financial statements with any presentation of the supplementary information that includes our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the supplementary information in accordance with GAAP; (2) you believe the supplementary information, including its form and content, is fairly presented in accordance with GAAP; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary information. 5 Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying and providing report copies of previous financial audits, attestation engagements, performance audits, or other studies related to the objectives discussed in the Audit Scope and Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or studies. You are also responsible for providing management’s views on our current findings, conclusions, and recommendations, as well as your planned corrective actions for the report, and for the timing and format for providing that information.

Other Services
We will also assist in preparing the financial statements, schedule of expenditures of federal awards, and related notes, the Annual Street Report and the City Financial Transactions Report to the State Controller’s Office of the City of Coalinga in conformity with accounting principles generally accepted in the United States of America and the Uniform Guidance based on information provided by you. These nonaudit services do not constitute an audit under Government Auditing Standards and such services will not be conducted in accordance with Government Auditing Standards. We will perform the services in accordance with applicable professional standards. The other services are limited to the financial statements, schedule of expenditures of federal awards, and related notes, the Annual Street Report and the City Financial Transactions Report services previously defined. We, in our sole professional judgment, reserve the right to refuse to perform any procedure or take any action that could be construed as assuming management responsibilities.

You agree to assume all management responsibilities for the financial statements, schedule of expenditures of federal awards, and related notes, and any other nonaudit services we provide. You will be required to acknowledge in the management representation letter our assistance with preparation of the financial statements, the schedule of expenditures of federal awards, and related notes and that you have reviewed and approved the financial statements, the schedule of expenditures of federal awards, and related notes prior to their issuance and have accepted responsibility for them. Further, you agree to oversee the nonaudit services by designating an individual, preferably from senior management, with suitable skill, knowledge, or experience; evaluate the adequacy and results of those services; and accept responsibility for them.

Engagement Administration, Fees, and Other
We understand that your employees will prepare all cash, accounts receivable, or other confirmations we request and will locate any documents selected by us for testing.

At the conclusion of the engagement, we will complete the appropriate sections of the Data Collection Form that summarizes our audit findings. It is management’s responsibility to electronically submit the reporting package (including financial statements, schedule of expenditures of federal awards, summary schedule of prior audit findings, auditor’s reports, and corrective action plan) along with the Data Collection Form to the federal audit clearinghouse. We will coordinate with you the electronic submission and certification. The Data Collection Form and the reporting package must be submitted within the earlier of 30 calendar days after receipt of the auditor’s reports or nine months after the end of the audit period.

We will provide copies of our reports to the City Council; however, management is responsible for distribution of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential information, copies of our reports are to be made available for public inspection.

The audit documentation for this engagement is the property of Ryan P. Jolley, CPA and constitutes confidential information. However, subject to applicable laws and regulations, audit documentation and appropriate individuals will be made available upon request and in a timely manner to the Department of Transportation or its designee, a federal agency providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If requested, access to such audit documentation will be provided under the supervision of Ryan P. Jolley, CPA’s personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies.

The audit documentation for this engagement will be retained for a minimum of five years after the report release date or for any additional period requested by the Department of Transportation. If we are aware that a federal awarding agency, pass-through entity, or auditee is contesting an audit finding, we will contact the party(ies) contesting the audit finding for guidance prior to destroying the audit documentation.

Ryan P. Jolley, CPA is the engagement partner and is responsible for supervising the engagement and signing the reports or authorizing another individual to sign them. We expect to begin our audit on approximately January 2027. 6 Our fee for these services will be at our standard hourly rates plus out-of-pocket costs (such as report reproduction, word processing, postage, travel, copies, telephone, etc.) except that we agree that our gross fee, including expenses, will not exceed $45,000, $46,000 and $47,000 for June 30, 2026, June 30, 2027, and June 30, 2028, respectively, $5,000 for the City Financial Transactions Report, $3,500 for the Annual Street Report, and $7,500 for each Single Audit major program tested. There will be an additional $2,500 fee for each new GASB Statement City of Coalinga is required to implement. Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audit. Our invoices for these fees will be rendered upon completion of the audit and are payable on presentation. In accordance with our firm policies, work may be suspended if your account becomes 30 days or more overdue and may not be resumed until your account is paid in full.

If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed upon written notification of termination, even if we have not completed our report(s). You will be obligated to compensate us for all time expended and to reimburse us for all out-of-pocket costs through the date of termination. The above fee is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the engagement. If significant additional time is necessary, we will keep you informed of any problems we encounter and our fees will be adjusted accordingly.

Reporting
We will issue written reports upon completion of our Single Audit. Our reports will be addressed to the City Council of the City of Coalinga. Circumstances may arise in which our report may differ from its expected form and content based on the results of our audit. Depending on the nature of these circumstances, it may be necessary for us to modify our opinions, add a separate section, or add an emphasis-of-matter or other-matter paragraph to our auditor’s report, or if necessary, withdraw from this engagement. If our opinions are other than unmodified, we will discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to form or have not formed opinions, we may decline to express opinions or issue reports, or we may withdraw from this engagement.

The Government Auditing Standards report on internal control over financial reporting and on compliance and other matters will state that (1) the purpose of the report is solely to describe the scope of testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the entity’s internal control or on compliance, and (2) the report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the entity’s internal control and compliance. The Uniform Guidance report on internal control over compliance will state that the purpose of the report on internal control over compliance is solely to describe the scope of testing of internal control over compliance and the results of that testing based on the requirements of the Uniform Guidance. Both reports will state that the report is not suitable for any other purpose.

We appreciate the opportunity to be of service to the City of Coalinga and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the attached copy and return it to us.

Very truly yours,
RESPONSE:

This letter correctly sets forth the understanding of the City of Coalinga.

Sean Brewer, City Manager
Ryan P. Jolley, CPA

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Authorize City Manager to Execute Task Orders with the City Engineer for Design & Construction Engineering for Natural Gas Valve Replacement Project Meeting Date: Thursday, October 1, 2026
From: Sean Brewer, City Manager
Prepared by: Jesse Barron, Assistant City Manager
I. RECOMMENDATION:

CouncilAuthorization for the City Manager to execute Task Order for Design & Construction Engineering Services for the Natural Gas Valve Replacement Project, funded by City of Coalinga Gas Enterprise Fund.

II. BACKGROUND:

In early 2026, the City of Coalinga was going to start a Request for Proposals for contractors to replace natural gas valves within city right of way. However, that idea was canceled due to a potential gas leak at the gas valve servicing Coalinga College (north of Cherry Ln and Elm Ave), and a single construction project for this one gas valve was started.

The Natural Gas Valve Replacement Project is located at north-east of 770 East Elm Avenue in Coalinga, CA. Contractor improvements include hot tap, bypass, weld, and installation of 4" CS pipe, PC fittings, test nipples and valve of existing 2" gas main and a tee servicing West Hills Community College (WHCC). Site improvements include excavating existing soil to access utilities and bypass. City of Coalinga Public Works Department to complete valve riser and box, backfill, and concrete sidewalk improvements.

III. DISCUSSION:

Attached is the work order for Design Engineering and Construction Engineering from the City Engineer for the design support of the Natural Gas Valve Replacement Project. Once approved by the City Council, the City Engineer will begin immediately on design and construction procedures in order to proceed with this project expeditiously.

IV. ALTERNATIVES:

None.

V. FISCAL IMPACT:

The design & construction engineering costs shall have an impact on the Gas Enterprise Fund.

Totalauthorization request for the Design Engineering Contract is $19,000.

Totalauthorization request for the Construction Engineering Contract is $10,000.

A TotalAuthorization request of $29,000.

There will be no impact to the General Fund.

ATTACHMENTS:

File Name Description
3156_Work_Order_Construction_Engineering_Gas_Valves_Replacement_Project_signed.pdf Construction Engineering Work Order 3156_Work_Order_Design_Engineering_Gas_Valves_Replacement_Project_signed.pdf Design Engineering Work Order

PROFESSIONAL SERVICES WORK ORDER

CONSTRUCTION ENGINEERING
This agreement entered into the 8th day of July, 2026 between City of Coalinga (hereinafter called the Client) and the Consultant Tri City Engineering (hereinafter called Consultant) for services in connection with the following project: Gas Valve Replacement Project. The Client and Consultant's rights, duties, and obligations hereunder will be performed in accordance with the terms and conditions of the Agreement for Professional Services between Client and Consultant dated October 26, 2021 which is fully incorporated herein by reference.

I. Scope of Services. The Consultant's services will consist of the following:
• Construction Coordination: includes; Coordinate administrative, inspection, quality assurance, materials testing activities. Coordinate Contractors pre-construction meeting, project site meetings, punch list, project closeout activities, Staff Report to Council authorizing Notice of Completion/Project Acceptance filing. Coordinate Response to Contractors Request for Information, Construction Clarifications and Project Inspectors Request for Information, Supervise Contractor Construction Site Meetings. • Product Testing & Submittals: includes; review and prepare responses to contractor product submittals and testing records for compliance with the Project Plans and Specifications.
• Labor Compliance: includes; perform labor compliance task and documents, including verifying Certified Payrolls, Subcontractor Utilization and Labor Interviews. • Progress Reports: includes; prepare and review daily progress reports addressing progress of the work, the project schedule to include City Public Works Inspectors provided daily photographs documenting the progress of the work.
• Contract Change Orders: includes; review and prepare Change Orders in compliance with the plans and specifications for City of Coalinga approval. • Progress Payments: Review contractor’s initial schedule of values. Reconcile and document items of work in compliance with the plans and specifications; Review monthly progress payments for compliance with Federal funding and City of Coalinga funding procedures for City approval. Maintain Federal Funding reporting compliance in accordance with Caltrans Local Assistance Program Guidelines.

II. Additional Services. Any services not specifically provided for under Section I above shall be Additional Services. Only if mutually agreed to in writing by client or consultant shall consultant perform such additional services.

III. Consultant's Compensation. In consideration for Consultant providing the services noted above, the Client agrees to compensate the Consultant as follows:
$10,000.00
Retainer. The Client shall make an initial payment of -0- dollars ($0.00) (retainer) upon execution of this Agreement. This retainer shall be held by the Consultant and applied against final invoices.

Payment Due. Invoices shall be submitted by the Consultant monthly, are due upon presentation, and shall be considered past due if not paid within ten (10) calendar days of the due date.

Interest. If payment in full is not received by the Consultant within 30 calendar days of the due date, invoices shall bear interest at one-and-one-half (1.5) percent of the PAST DUE amount per month, which shall be calculated from the invoice due date. Payment thereafter shall first be applied to accrued interest and then to the unpaid principal.

Collection Costs. If the Client fails to make payments when due and the Consultant incurs any costs in order to collect overdue sums from the Client, the Client agrees that all such collection costs incurred shall immediately become due and payable to the Consultant. Collection costs shall include, without limitation, legal fees, and expenses, court costs, collection bonds and reasonable Consultant staff costs at standard billing rates for the Consultant’s time spent in efforts to collect.

This obligation of the Client to pay the Consultant’s collection costs shall survive the term of this agreement or any earlier termination by either party.

Set-offs, Back charges, Discounts. Payment of invoices shall not be subject to any discount or set-offs by the Client, unless agreed to in writing by the Consultant. Payment to the Consultant for services rendered and expenses incurred shall be due and payable regardless of any subsequent suspension or termination of this Agreement by either party.

In witness thereof, the parties hereto have accepted, made and executed this agreement upon the terms, conditions and provisions above stated, the day and year first above written.

Consultant: By Client: By
Signature Signature
Name: Daniel E. Jauregui Name: Jesse Barron
For: Tri City Engineering For: City of Coalinga
Title: President Title: Assistant City Manager
Address: 4630 W Jennifer Ave #101 Address: 155 W. Durian Ave Fresno, CA 93722 Coalinga, CA 93210
Reference: 3156

PROFESSIONAL SERVICES WORK ORDER

DESIGN ENGINEERING
This agreement entered into the 8th day of July, 2026 between City of Coalinga (hereinafter called the Client) and the Consultant Tri City Engineering (hereinafter called Consultant) for services in connection with the following project: Gas Valve Replacement Project. The Client and Consultant's rights, duties, and obligations hereunder will be performed in accordance with the terms and conditions of the Agreement for Professional Services between Client and Consultant dated October 26, 2021 which is fully incorporated herein by reference.

I. Scope of Services. The Consultant's services will consist of the following:
• Develop Final Design: includes; development of final design and analysis for City staff review; includes Gas Valve Replacement construction in Coalinga North-East of 770 E Elm Ave Coalinga, CA; Develop preliminary construction cost estimates, site visits, walks, and pictures; City Staff meetings to review design, issues and costs. • Develop Final Plan Set: includes; 1 set of Gas Valve Replacement Final Plans; includes design engineering, detailed project data, construction plans and final working drawings of Gas Valve. • Permits: includes; identify, prepare, obtain, and maintain all federal, state, regional, and local permits, approvals, and regulatory authorizations required. Services shall include the preparation and submittal of all necessary permit applications, supporting documentation, calculations, and coordination with the applicable regulatory agencies as required. • Develop Bid Documents: includes; development of bidding documents, final engineers cost estimate for new Gas Valve Replacement and release for bidding; specifications, addendums, public advertising of project.
• Project Management: includes; project management during bidding process including “Request for Information” through advertisement period, public assistance, meeting, and site visits. Prepare and conduct Contractor Bid opening and/or RFP and/or RFP, and develop summary reports for City Manager review. Prepare draft staff report for City Council Public Hearing and assist City Manager with award of bid.

II. Additional Services. Any services not specifically provided for under Section I above shall be Additional Services. Only if mutually agreed to in writing by client or consultant shall consultant perform such additional services.

III. Consultant's Compensation. In consideration for Consultant providing the services noted above, the Client agrees to compensate the Consultant as follows:
$19,000.00
Retainer. The Client shall make an initial payment of -0- dollars ($0.00) (retainer) upon execution of this Agreement. This retainer shall be held by the Consultant and applied against final invoices.

Payment Due. Invoices shall be submitted by the Consultant monthly, are due upon presentation, and shall be considered past due if not paid within ten (10) calendar days of the due date.

Interest. If payment in full is not received by the Consultant within 30 calendar days of the due date, invoices shall bear interest at one-and-one-half (1.5) percent of the PAST DUE amount per month, which shall be calculated from the invoice due date. Payment thereafter shall first be applied to accrued interest and then to the unpaid principal.

Collection Costs. If the Client fails to make payments when due and the Consultant incurs any costs in order to collect overdue sums from the Client, the Client agrees that all such collection costs incurred shall immediately become due and payable to the Consultant. Collection costs shall include, without limitation, legal fees, and expenses, court costs, collection bonds and reasonable Consultant staff costs at standard billing rates for the Consultant’s time spent in efforts to collect.

This obligation of the Client to pay the Consultant’s collection costs shall survive the term of this agreement or any earlier termination by either party.

Set-offs, Back charges, Discounts. Payment of invoices shall not be subject to any discount or set-offs by the Client, unless agreed to in writing by the Consultant. Payment to the Consultant for services rendered and expenses incurred shall be due and payable regardless of any subsequent suspension or termination of this Agreement by either party.

In witness thereof, the parties hereto have accepted, made and executed this agreement upon the terms, conditions and provisions above stated, the day and year first above written.

Consultant: By Client: By
Signature Signature
Name: Daniel E. Jauregui Name: Jesse Barron
For: Tri City Engineering For: City of Coalinga
Title: President Title: Assistant City Manager
Address: 4630 W Jennifer Ave #101 Address: 155 W. Durian Ave Fresno, CA 93722 Coalinga, CA 93210
Reference: 3156

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Authorize City Manager to Execute Task Orders with the City Engineer for Additional Design & Construction Engineering for Solar LED Street Lighting and Gateway Infrastructure and Speed Trailer Project
Meeting Date: Thursday, October 1, 2026
From: Sean Brewer, City Manager
Prepared by: Jesse Barron, Assistant City Manager
I. RECOMMENDATION:

CouncilAuthorization for the City Manager to execute Task Order for Design & Construction Engineering Services for the solar LED street lighting and gateway infrastructure and Speed trailer project.

II. BACKGROUND:

In 2020, the City of Coalinga was awarded funds through the Affordable Housing and Sustainable Communities program (AHSC) in the amount of $5,595,700 which included grant administration, a portion going towards STI (Sustainable Transportation Infrastructure) and a portion going to TRA (Transportation Related Amenities).

On February 15, 2024 Council proceeded with executing Design & Construction Engineering Task Orders with the City Engineer to design locations for new curb ramps, bike lanes, crosswalks and new solar street lights for the Affordable Housing & Sustainable Communities Transit Related Amenities Project. This phase was completed in 2025.

Subsequent coordination with the grant administrator confirmed the availability of additional project funding in construction and materials only in the amount of $352,000. With these supplemental funds, the project scope has been expanded to include the purchase and installation of solar LED street lighting and gateways at additional locations throughout the City and 1 speed trailer Trailer with a Message Board.

There are 17 solar lights and 2 gateways proposed for this project. The Solar LED Street Lights will be installed along University Avenue to Cambridge Avenue, between North Joaquin Street and California Street, and along Coolidge Street to East Roosevelt Street, between Hayes Street and North Garfield Street.

There is one portable speed feedback trailer with an electronic message board proposed for this project. The trailer also includes License Plate Recognition (LPR) capability as an ancillary feature that may be utilized by the Coalinga Police Department for investigative purposes when appropriate. The trailer does not require installation by the contractor and will be implemented and managed by the Coalinga Police Department.

Grant administrators confirmed hard costs for construction and materials would be covered in the additional funding remaining from last year’s project. However, soft costs for design and construction engineering would not be covered by the additional funding.

III. DISCUSSION:

Attached is the work order for Design Engineering and Construction Engineering from the City Engineer for the design support of the Solar LED Street Lighting and Gateway plans and the coordination of the Speed Trailer. Once approved by the City Council, the City Engineer will begin immediately on design and construction procedures in order to proceed with this project expeditiously.

IV. ALTERNATIVES:

None.

V. FISCAL IMPACT:

The design engineering costs are not reimbursable under the corresponding grant and shall have an impact on the Measure C Flexible fund.

Totalauthorization request for the Design Engineering Contract is $19,000. and Construction Engineering Contract is $19,000. A Total Authorization request of $38,000.

This will not impact the General Fund.

ATTACHMENTS:

File Name Description
2965B_Work_Order_Construction_Engineering_Additional_Solar_Lights_Signed.pdf Construction Engineering
Work Order
3165_Work_Order_City_Engineer_Services_Radar_Speed_Sign_EP_SR33___Enterprise_Pkwy_signed_.pdf Design Engineering Work
Order

PROFESSIONAL SERVICES WORK ORDER

CONSTRUCTION ENGINEERING
This agreement entered into the 3rd day of September, 2026 between City of Coalinga (hereinafter called the Client) and the Consultant Tri City Engineering (hereinafter called Consultant) for services in connection with the following project: Affordable Housing and Sustainable Communities Program – Transit Related Amenities (TRA). The Client and Consultant's rights, duties, and obligations hereunder will be performed in accordance with the terms and conditions of the Agreement for Professional Services between Client and Consultant dated: October 26, 2021 which is fully incorporated herein by reference.

I. Scope of Services. The Consultant's services will consist of the following:
• Construction Coordination: includes; Coordinate administrative, inspection, quality assurance, materials testing activities. Coordinate Contractors pre-construction meeting, project site meetings, punch list, project closeout activities, Staff Report to Council authorizing Notice of Completion/Project Acceptance filing. Coordinate Response to Contractors Request for Information, Construction Clarifications and Project Inspectors Request for Information, Supervise Contractor Construction Site Meetings. • Product Testing & Submittals: includes; review and prepare responses to contractor product submittals and testing records for compliance with the Project Plans and Specifications.
• Labor Compliance: includes; perform labor compliance task and documents, including verifying Certified Payrolls, Subcontractor Utilization and Labor Interviews. • Progress Reports: includes; prepare and review daily progress reports addressing progress of the work, the project schedule to include City Public Works Inspectors provided daily photographs documenting the progress of the work.
• Contract Change Orders: includes; review and prepare Change Orders in compliance with the plans and specifications for City of Coalinga approval. • Progress Payments: Review contractor’s initial schedule of values. Reconcile and document items of work in compliance with the plans and specifications; Review monthly progress payments for compliance with City of Coalinga funding procedures for City approval.

II. Additional Services. Any services not specifically provided for under Section I above shall be Additional Services. Only if mutually agreed to in writing by client or consultant shall consultant perform such additional services.

III. Consultant's Compensation. In consideration for Consultant providing the services noted above, the Client agrees to compensate the Consultant as follows:
$19,000.00
Retainer. The Client shall make an initial payment of -0- dollars ($0.00) (retainer) upon execution of this Agreement. This retainer shall be held by the Consultant and applied against final invoices.

Payment Due. Invoices shall be submitted by the Consultant monthly, are due upon presentation, and shall be considered past due if not paid within ten (10) calendar days of the due date.

Interest. If payment in full is not received by the Consultant within 30 calendar days of the due date, invoices shall bear interest at one-and-one-half (1.5) percent of the PAST DUE amount per month, which shall be calculated from the invoice due date. Payment thereafter shall first be applied to accrued interest and then to the unpaid principal.

Collection Costs. If the Client fails to make payments when due and the Consultant incurs any costs in order to collect overdue sums from the Client, the Client agrees that all such collection costs incurred shall immediately become due and payable to the Consultant. Collection costs shall include, without limitation, legal fees, and expenses, court costs, collection bonds and reasonable Consultant staff costs at standard billing rates for the Consultant’s time spent in efforts to collect.

This obligation of the Client to pay the Consultant’s collection costs shall survive the term of this agreement or any earlier termination by either party.

Set-offs, Back charges, Discounts. Payment of invoices shall not be subject to any discount or set-offs by the Client, unless agreed to in writing by the Consultant. Payment to the Consultant for services rendered and expenses incurred shall be due and payable regardless of any subsequent suspension or termination of this Agreement by either party.

In witness thereof, the parties hereto have accepted, made and executed this agreement upon the terms, conditions and provisions above stated, the day and year first above written.

Consultant: By Client: By
Signature Signature
Name: Daniel E. Jauregui Name: Jesse Barron
For: Tri City Engineering For: City of Coalinga
Title: President Title: Assistant City Manager
Address: 4630 W Jennifer Ave #101 Address: 155 W. Durian Ave Fresno, CA 93722 Coalinga, CA 93210
Reference: 2965B

PROFESSIONAL SERVICES WORK ORDER

CITY ENGINEER SERVICES
This agreement entered into the 22nd day of June, 2026 between City of Coalinga (hereinafter called the Client) and the Consultant Tri City Engineering (hereinafter called Consultant) for services in connection with the following project: Prepare Caltrans Encroachment Permit for the installation of a Radar Speed Sign at SR33 & Enterprise Pkwy. The Client and Consultant's rights, duties, and obligations hereunder will be performed in accordance with the terms and conditions of the Agreement for Professional Services between Client and Consultant dated: October 26, 2021 which is fully incorporated herein by reference.

I. Scope of Services. The Consultant's services will consist of the following:
• Prepare a Caltrans Encroachment Permit for the installation of a Radar Speed Sign at SR33 & Enterprise Pkwy. Includes preparation of permit application, Radar Speed Sign Location Exhibit and temporary Traffic Control shoulder closure plan
II. Additional Services. Any services not specifically provided for under Section I above shall be Additional Services. Only if mutually agreed to in writing by client or consultant shall consultant perform such additional services.

III. Consultant's Compensation. In consideration for the Consultant providing the services noted above, the Client agrees to compensate the Consultant as follows:
$5,000.00
Retainer The Client shall make an initial payment of - 0 - dollars ($0.00) (retainer) upon execution of this Agreement. This retainer shall be held by the Consultant and applied against final invoices.

Payment Due Invoices shall be submitted by the Consultant monthly, are due upon presentation, and shall be considered past due if not paid within ten (10) calendar days of the due date.

Interest If payment in full is not received by the Consultant within 30 calendar days of the due date, invoices shall bear interest at one-and-one-half (1.5) percent of the PAST DUE amount per month, which shall be calculated from the invoice due date. Payment thereafter shall first be applied to accrued interest and then to the unpaid principal.

Collection Costs If the Client fails to make payments when due and the Consultant incurs any costs in order to collect overdue sums from the Client, the Client agrees that all such collection costs incurred shall immediately become due and payable to the Consultant. Collection costs shall include, without limitation, legal fees, and expenses, court costs, collection bonds and reasonable Consultant staff costs at standard billing rates for the Consultant’s time spent in efforts to collect.

This obligation of the Client to pay the Consultant’s collection costs shall survive the term of this agreement or any earlier termination by either party.

Set-Offs, Back Charges, Discounts Payment of invoices shall not be subject to any discount or set-offs by the Client, unless agreed to in writing by the Consultant. Payment to the Consultant for services rendered and expenses incurred shall be due and payable regardless of any subsequent suspension or termination of this Agreement by either party.

In witness thereof, the parties hereto have accepted, made and executed this agreement upon the terms, conditions and provisions above stated, the day and year first above written.

Consultant: By Client: By
Signature Signature
Name: Daniel E. Jauregui Name: Jesse Barron
For: Tri City Engineering For: City of Coalinga
Title: President Title: Assistant City Manager
Address: 4630 W Jennifer Ave #101 Address: 155 W. Durian Ave Fresno, CA 93722 Coalinga, CA 93210
Reference: 3165

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Discussion, Direction and PotentialAdoption of Resolution No. 4369 Approving the City of Coalinga Small Community Library Policy
Meeting Date: Thursday, October 1, 2026
From: Sean Brewer, City Manager
Prepared by: Jesse Barron, Assistant City Manager
I. RECOMMENDATION:

Staff recommends that the City Counciladopt Resolution No. 4369, approving and adopting the City of Coalinga Shared Community Boxes Policy, attached as Exhibit A to the resolution.

II. BACKGROUND:

Shared Community Boxes are small, non-commercial, community-maintained structures used for the free exchange of books, toiletries, school supplies, art supplies, and similar non-food items. Examples include Little Free Libraries, school-supply boxes, and similar neighborhood sharing structures.

To evaluate how these installations could be accommodated in Coalinga, staff prepared a policy options memorandum dated August 28, 2026. The memorandum reviewed approaches used by other jurisdictions and identified policy considerations relating to private-property installations, City-owned or City-controlled property, the public right-of-way, placement and accessibility, maintenance, public safety, City liability, and enforcement.

Following staff review and City comments, staff prepared the proposed City of Coalinga Shared Community Boxes Policy. The proposed policy establishes a clear process for reviewing Shared Community Boxes on private property and City-owned or City-controlled property, while prohibiting privately installed boxes within the public right-of-way during the initial implementation of the program.

III. DISCUSSION:

The proposed Shared Community Boxes Policy is intended to support neighborhood sharing while establishing clear standards for location, design, maintenance, accessibility, sanitation, and public safety. The policy includes the following primary components:
• Private-property installations. A Shared Community Box on private property would require City approval prior to installation. City review would be limited to the proposed location, placement, and anchorage to verify compliance with the policy and applicable City requirements. Approved boxes would not be subject to minimum building setback requirements otherwise applicable to structures on the property, provided the box remains entirely on private property and complies with the policy's placement and safety standards.
• Property-owner and stewardship responsibility. Property-owner authorization would be required when the applicant is not the property owner. A steward would be identified through the City approval process and would be responsible for ongoing maintenance. The property owner would remain responsible for correction or removal if the steward fails to act. • City-approved public-property installations. Boxes proposed at City parks, City facilities, community centers, libraries, or other City-owned or City-controlled property would require prior written approval by the City Manager or designee. The City may impose site-specific conditions and may partner with schools, nonprofit organizations, neighborhood groups, the Coalinga-Huron Library District, local businesses, community organizations, or volunteers.
• Public right-of-way. Privately installed Shared Community Boxes would not be permitted within the public right-of-way during initial implementation. If the City Council later authorizes installations within the public right-of-way, the City may require an encroachment permit or other administrative approvaland appropriate maintenance, indemnification, insurance, and departmental review. • Design and placement standards. The policy establishes a maximum size of 24 inches in width, 24 inches in depth, and 60 inches in height; requires durable, weather-resistant construction and secure anchorage; and prohibits interference with parking, driveways, building access, fire or emergency access, utilities and meters, drainage facilities, sight-distance areas, and accessible paths of travel. All boxes must remain entirely behind the public right-of-way line unless prior authorization by the City Councilat a later date.
• Contents. Permitted contents are limited to free, lawful, non-commercial, non-food community-sharing items, including books, toiletries, school supplies, art supplies, and similar small items. The policy prohibits food and beverages, regulated substances, weapons, hazardous materials, garbage, commercial sales or advertising, and other items that may create health, safety, sanitation, pest, odor, litter, or nuisance concerns.
• Maintenance and enforcement. The steward would be responsible for routine inspection, repair, graffitiand litter removal, pest control, and removal of prohibited or unsuitable items. Private-property installations would generally be addressed through complaint-based enforcement. Violations would be handled through the City's applicable code enforcement and abatement procedures, with immediate action available when necessary to address health, safety, accessibility, traffic, utility, fire-protection, or nuisance conditions.
• Coordination with otherrequirements. Additional permits or approvals may be required for electrical work, structural work, encroachments, unusual site conditions, or other regulated improvements.

Fees
The proposed policy requires City approval of a permit application for Shared Community Boxes located on private property but does not establish a review fee. A fee will be established be a separate City Council resolution through an amendment to the City’s adopted fee schedule.

Environmental Review
The proposed action consists of adopting administrative standards and procedures for the review and regulation of Shared Community Boxes. Adoption of the policy does not approve a specific Shared Community Box installation or other development project. Staff recommends that the City Council find that adoption of the Shared Community Boxes Policy is exempt from the California Environmental Quality Act pursuant to CEQA Guidelines Section 15061(b)(3), the common-sense exemption, because it can be seen with certainty that adoption of the administrative policy itself will not have a significant effect on the environment.

IV. ALTERNATIVES:

Do not move to adopt Resolution No. 4369, approving and adopting the City of Coalinga Shared Community Boxes Policy, attached as Exhibit A to the resolution, and finding the action exempt from the California Environmental Quality Act pursuant to CEQA Guidelines Section 15061(b)(3) and give staff direction on next steps.

V. FISCAL IMPACT:

No significant fiscal impact is anticipated. Implementation will require limited staff time to review proposed private-property installations and, as applicable, City-approved public-property installations. The proposed policy does not establish a review fee; any such fee would be established by a separate resolution by the City Council through the City's typical fee-setting process.

ATTACHMENTS:

File Name Description
Resolution_No_4369_Shared_Community_Boxes.pdf Resolution No. 4369 Shared_Community_Boxes_-_Final_Draft_Clean.pdf Shared Community Boxes Policy Shared_Community_Boxes_Memo_2026-08-28.pdf Shared Community Box Memo RESOLUTION NO. 4369

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COALINGA, CALIFORNIA, ADOPTING THE

CITY OF COALINGA SHARED COMMUNITY BOXES POLICY
WHEREAS, the City of Coalinga recognizes that small, non-commercial community-sharing installations can support neighborhood interaction and provide opportunities for the free exchange of books, toiletries, school supplies, art supplies, and similar non-food items; and WHEREAS, staff prepared a Policy Options for Shared Community Boxes memorandum dated August 28, 2026, which reviewed comparable approaches and identified policy considerations relating to private property, City-owned or City-controlled property, the public right-of-way, placement, accessibility, maintenance, public safety, City liability, and enforcement; and WHEREAS, following staff review and City comments, staff prepared the City of Coalinga Shared Community Boxes Policy, attached hereto as Exhibit A and incorporated herein by this reference; and WHEREAS, the proposed Shared Community Boxes Policy establishes standards for private-property installations, City-approved installations on City-owned or City-controlled property, design and placement, permitted and prohibited contents, stewardship and maintenance, graffiti, enforcement and abatement, and administration; and
WHEREAS, the proposed policy requires City approval for Shared Community Boxes located on private property, limits the City's review to location, placement, and anchorage, and prohibits privately installed Shared Community Boxes within the public right-of-way during initial implementation; and WHEREAS, the City Council has considered the staff report, the proposed Shared Community Boxes Policy, public comments, and all other information presented at the public meeting; and WHEREAS, adoption of the Shared Community Boxes Policy is exempt from the California Environmental Quality Act pursuant to CEQA Guidelines Section 15061(b)(3), because it can be seen with certainty that adoption of the administrative policy itself will not have a significant effect on the environment.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COALINGA DOES HEREBY RESOLVE AS FOLLOWS:

1. Recitals. The City Council hereby finds that all the facts set forth in the recitals above are true and correct and incorporated herein.

2. CEQA. The City Council finds that adoption of the City of Coalinga Shared Community Boxes Policy is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3), the commonsense exemption, because the action consists of adopting administrative standards and procedures and does not approve a specific Shared Community Box installation, development project, or other physical improvement that may result in a significant effect on the environment.

3. Adoption. The City Council hereby approves and adopts the City of Coalinga Shared Community Boxes Policy, attached hereto as Exhibit A.

4. Relationship to Municipal Code. The Shared Community Boxes Policy shall be administered in conjunction with the Coalinga Municipal Code, including applicable provisions related to zoning, accessibility, fire safety, utilities, property maintenance, nuisance, signs, encroachments, building and safety requirements, and code enforcement. In the event of a conflict between the Shared Community Boxes Policy and the Coalinga Municipal Code, the Coalinga Municipal Code shall control.

5. Administrative Implementation. The City Manager and designee are authorized and directed to implement the Shared Community Boxes Policy and to prepare, revise, and maintain administrative application forms, property-owner authorization forms, stewardship/contact forms, site-plan requirements, review checklists, and other supporting materials consistent with the adopted policy and applicable law.

6. Fees. Any fee associated with implementation of the Shared Community Boxes Policy shall be established separately by resolution of the City Council or through the City's adopted fee schedule.

7. Severability. If any provision, clause, sentence, section, or part of this resolution or the attached Shared Community Boxes Policy is found to be invalid, unenforceable, or unconstitutional by a court of competent jurisdiction, that finding shall not affect the validity or enforceability of the remaining provisions, which shall remain in full force and effect.

8. Effective Date. This resolution shall become effective immediately upon adoption.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Coalinga at a regular meeting held on the 1st day of October, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
____________________________
Nathan Vosburg, Mayor
ATTEST:
_________________________________
Shannon Jensen, City Clerk
1 City of Coalinga Shared Community Boxes Policy
September 21, 2026

1. Purpose and Applicability

1.1 Purpose
The purpose of this policy is to establish standards for small, non-commercial, communitymaintained structures that facilitate the free sharing of books, toiletries, school supplies, art supplies, and similar non-food items.

The City of Coalinga recognizes that Shared Community Boxes can support neighborhood interaction and community sharing. This policy is intended to allow these structures while ensuring appropriate placement, safe construction, ongoing maintenance, accessibility, sanitation, and protection of public infrastructure and public safety.

1.2 Applicability and Definitions
This policy applies to Shared Community Boxes located on private property and to City-sponsored installations on City-owned or City-controlled property.

For purposes of this policy:

Shared Community Box means a small, freestanding, non-commercial, weather-resistant structure used for the free exchange of books, toiletries, school supplies, art materials, or similar non-food community-sharing items. Examples include Little Free Libraries, community pantries, school-supply boxes, and similar neighborhood sharing structures.

Steward means the property owner, sponsor, organization, or other responsible person designated to maintain and oversee a Shared Community Box.

City-Sponsored Installation means a Shared Community Box located on City-owned or Citycontrolled property and approved by the City.

This policy does not apply to commercial vending, donation bins operated for profit, clothingcollection boxes, structures used to advertise a business, temporary event displays, or structures otherwise regulated under the City's sign, encroachment, vending, waste, zoning, or other applicable regulations.

2. Private-Property Installations
A Shared Community Box located on private property shall require City approval prior to installation. The City’s review shall be limited to the proposed location, placement, and anchorage of the Shared Community Box to verify compliance with this policy and applicable City requirements.
2 Setbacks. A Shared Community Box approved pursuant to this policy shall not be subject to minimum building setback requirements otherwise applicable to structures on the property, provided that the box is located entirely on private property and complies with the placement and safety standards of this policy.

A Shared Community Box may be located near the front property line and made accessible to pedestrians from an adjacent public sidewalk or other public pedestrian area, provided that the structure remains entirely on private property and does not extend into, over, or otherwise encroach upon the public right-of-way.
• The Shared Community Box shall remain entirely on private property. No portion of the box, including its foundation, door, roof overhang, contents, or associated improvement, may occupy, extend into, or overhang a sidewalk, parkway, street-side landscape strip, curb area, alley, or other public right-of-way. • A Shared Community Box intended for public use shall be accessible from an adjacent sidewalk or other lawful pedestrian approach without requiring a member of the public to enter private property, pass through a gate, cross a driveway, or traverse landscaping.
• A tenant, lessee, business operator, homeowners’ association, community organization, or other person who is not the property owner shall obtain propertyowner authorization before installation. • Before installation, the property owner shall designate a steward as part of the City approval process and provide current contact information. If the steward is not the property owner, the property owner remains responsible for correction of violations and removal of the Shared Community Box if the steward fails to do so. • The Shared Community Box shall remain subordinate to the primary use of the property.
• The Shared Community Box shall comply with the design and placement standards in Section 6 and the stewardship and maintenance standards in Section 8. • The City may require correction, relocation, temporary closure, or removal of a Shared Community Box that is unsafe, abandoned, damaged, unsanitary, obstructive, or a public nuisance.

3. Private Installations and City Responsibility
A Shared Community Box located on private property is privately owned and maintained.

Authorization of a Shared Community Box under this policy does not constitute City ownership, operation, sponsorship, inspection, acceptance, or approval of the structure or its contents, and does not represent that the installation is safe or compliant with all applicable laws.

The City does not assume responsibility for the design, installation, condition, maintenance, contents, operation, repair, removal, or security of a Shared Community Box located on private 3 property. The property owner and steward remain responsible for the Shared Community Box and all associated activities, subject to applicable law.

Nothing in this policy limits the City’s authority to investigate complaints or enforce applicable building, zoning, fire-safety, property-maintenance, nuisance, accessibility, right-of-way, or other requirements.

4. City-Approved Public-Property Installations
A Shared Community Box proposed at a City park, City facility, community center, library, or other City-owned or City-controlled property requires prior written approval by the City Manager or designee.

The City Manager or designee may refer a proposed City-Approved Public-Property Installation to Community Development, Public Works, Fire, the City Attorney, or other affected departments for review and may approve, approve with conditions, deny, relocate, temporarily close, or discontinue the installation.

Before approval, the City shall identify or require the following, as applicable:
• A proposed location and a scaled site plan or other information sufficient to evaluate the installation location;
• The responsible sponsor and designated steward, including current contact information; • The proposed dimensions, materials, anchoring method, appearance, and intended contents;
• Maintenance, cleaning, inspection, repair, graffiti-removal, and restocking responsibilities; • Responsibility for removal, relocation, site restoration, and associated costs; • Any required indemnification, insurance, or agreement; and • Review by Planning, Public Works, Fire, and other affected departments, as determined necessary by the City.

The City may partner with nonprofit organizations, schools, neighborhood groups, the CoalingaHuron Library District, local businesses, community organizations, and community volunteers when the partner agrees in writing to maintain the Shared Community Box.

The City may establish additional site-specific design, placement, maintenance, or operational requirements for a City-Approved Public-Property Installation.

The City may initially implement a limited pilot program, such as one to three book-sharing structures at selected City locations, before expanding the program to additional locations or types of Shared Community Boxes.

A City-Approved Public-Property Installation shall comply with applicable accessibility requirements and shall not obstruct or interfere with an accessible path of travel. 4 5. Public Right-of-Way
During the initial implementation of this policy, privately installed Shared Community Boxes shall not be permitted within the public right-of-way, including sidewalks, parkways, street-side landscape strips, curb areas, alleys, or other City-controlled right-of-way.

If the City Council later authorizes Shared Community Boxes within the public right-of-way, the City may require an encroachment permit or other administrative approval. Required materials and conditions may include:
• Property-owner authorization, where applicable;
• A scaled site plan;
• Designated steward contact information;
• Maintenance, removal, and site-restoration commitments; • Indemnification;
• Insurance, as determined necessary by the City; and
• Review by Planning, Public Works, Fire, and other affected departments.

Nothing in this policy authorizes a private person or organization to occupy or encroach upon the public right-of-way.

6. Design and Placement Standards
All Shared Community Boxes shall comply with the following standards:
• A Shared Community Box shall not exceed 24 inches in width, 24 inches in depth, or 60 inches in total height above finished grade.
• The structure shall be constructed of durable, weather-resistant materials and maintained in a safe and orderly condition.
• The structure shall not contain sharp edges, unstable supports, protrusions, exposed hardware, or other features that create a hazard.
• A Shared Community Box shall be securely anchored to prevent tipping, overturning, or displacement. Anchorage may include a post securely embedded in the ground or concrete, attachment to a stable foundation, or another secure anchoring method appropriate to the installation. A portable installation may be permitted at a Cityapproved location with City approval. • A Shared Community Box shall not be attached to a street tree, utility pole, light pole, traffic-control device, fire hydrant, City sign, or other public infrastructure. • A Shared Community Box shall not interfere with required parking, driveways, building access, fire or emergency access, utility facilities, utility easements or access, including access to utility meters, drainage facilities, corner or driveway sight-distance areas, or accessible paths of travel.
5 • A Shared Community Box located on private property shall be entirely behind the public right-of-way line and shall not extend into, over, or otherwise encroach upon the public right-of-way.
• A Shared Community Box shall not include illumination, electrical service, amplified sound, flashing lights, digital displays, or commercial signage without separate City approval.
• Limited non-commercial identification of the steward, sponsoring organization, or Cityapproved program may be permitted.

7. Contents

7.1 Permitted Contents
Shared Community Boxes may contain free, lawful, non-commercial items appropriate for the size and intended purpose of the structure, including:
• Books and reading materials;
• Toiletries and personal-care items;
• School supplies;
• Art supplies; and
Other small, non-perishable community-sharing items consistent with the purpose of the Shared Community Box.

7.2 Prohibited Contents
The following items are prohibited:
• Food or beverages of any kind, including perishable, homemade, unpackaged, spoiled, expired, recalled, damaged, or temperature-controlled items. • Alcohol, tobacco, cannabis, vaping products, controlled substances, medication, vitamins, supplements, or medical devices.
• Weapons, ammunition, fireworks, hazardous materials, fuels, chemicals, batteries, sharp objects, or flammable materials.
• Garbage, refuse, bulky items, clothing-donation collection, or items requiring special disposal.
• Items offered for sale, commercial advertising, or commercial solicitation, except for limited identification of the steward, sponsoring organization, or City-approved program. • Live animals, animal remains, or other items that may create a health, safety, sanitation, pest, odor, litter, or nuisance concern.

8. Steward and Maintenance Responsibilities
Each Shared Community Box shall have an identified owner, sponsor, or steward responsible for its ongoing maintenance.

The steward shall:
6 • Routinely inspect the Shared Community Box and its immediate surroundings; • Keep the structure clean, safe, weather-resistant, and in good repair; • Restock the structure, as applicable;
• Remove graffiti, litter, and debris;
• Address pest activity and conditions that may attract pests; • Remove prohibited, damaged, expired, unsafe, unsanitary, or otherwise unsuitable items; and
• Remove, relocate, repair, or close the Shared Community Box when required by the City under this policy.

The steward of a City-Approved Public-Property Installation shall maintain current contact information with the City and promptly notify the City of any change in stewardship.

The steward shall regularly inspect and maintain the Shared Community Box to ensure that it remains clean, safe, in good condition, and free of prohibited or unsuitable items, litter, odors, pests, or other nuisance conditions.

The City may require the steward to modify, temporarily close, relocate, or remove a Shared Community Box if it creates a public nuisance, presents a health or safety concern, is not properly maintained, or is otherwise inconsistent with this Policy. The steward, at their own expense,shall be responsible for completing any required corrective action or removal within the timeframe specified by the City.

9. Graffiti
Graffiti shall be removed within 72 hours after notice from the City, unless a shorter response period is necessary due to threatening, discriminatory, obscene, or other immediately objectionable content.

10. Enforcement and Abatement
Shared Community Boxes located on private property will generally be addressed through complaint-based enforcement, except when the City determines that an immediate health, safety, accessibility, traffic, visibility, utility, fire-protection, or public-nuisance condition exists.

The City may require immediate correction, temporary closure, relocation, or removal of a Shared Community Box that creates:
• An obstruction;
• A visibility or traffic-safety hazard;
• A utility conflict;
• A fire-safety or emergency-access concern;
• An unsanitary condition;
• A pest issue;
7 • A public nuisance; or
• Another public health or safety hazard.

Violations of this policy shall be addressed in accordance with the City's applicable code enforcement and abatement procedures.

For a non-immediate violation, the City may provide written notice requiring correction within 10 calendar days, unless a different period is reasonable based on the nature of the violation.

The City may require a shorter correction period when necessary to protect health, safety, accessibility, public infrastructure, or the public right-of-way.

For a City-Approved Public-Property Installation, the City may remove, relocate, or discontinue the Shared Community Box if the steward or sponsor fails to correct a violation within the timeframe specified in the City’s notice, fails to maintain required contact information, abandons the installation, or when an immediate hazard requires action.

Following removal, the owner, sponsor, or steward shall restore the installation area. Restoration of City property shall be completed in accordance with City direction.

11. Other Applicable Requirements
Compliance with this policy does not authorize an activity otherwise prohibited by the Coalinga Municipal Code or other applicable law.

Shared Community Boxes remain subject to applicable zoning, accessibility, fire-safety, utility, property-maintenance, nuisance, sign, and other City requirements.

Additional permits or approvals may be required for electrical work, structural work, encroachment, unusual site conditions, or another regulated improvement.

12. Administration and Administrative Procedures
The City Manager or designee shall administer this policy in coordination with Community Development, Public Works, Fire, and other affected City departments, as necessary.

The Community Development Department may prepare and maintain administrative forms and templates necessary to implement these Procedures, including but not limited to:

A. Shared Community Box Permit Application and Fee
B. Property Owner Authorization, if steward is not the Property Owner C. Maintenance Acknowledgement
1 Date: August 28, 2026
To: City of Coalinga
From: Precision Civil Engineering, Inc.

Subject: Policy Options for Shared Community Boxes: Little Free Libraries, Community Pantries, Pet-Supply Stations, and Similar Neighborhood Sharing Structures

1. Introduction
This memorandum presents policy options for City Council consideration regarding small, noncommercial, resident-maintained structures that facilitate the free sharing of books, shelfstable food, school supplies, toiletries, seeds, pet supplies, and similar items. For purposes of this memorandum, these structures are referred to as Shared Community Boxes. This memorandum is intended to provide policy direction for future City action. It does not itself establish a permit program, authorize placement of structures within the public right-of-way, or amend the City’s zoning, encroachment, sign, building, or nuisance regulations.

The memorandum distinguishes among:
• Private-property installations: Boxes located entirely on private property, behind the public rightof-way line. • Public-right-of-way installations: Boxes proposed within sidewalks, parkways, street-side landscape strips, curb areas, or other public rights-of-way. • City-sponsored public-space installations: Boxes located at City parks, City facilities, community centers, libraries, or other City-controlled property.

2. Background
Shared Community Boxes are small, weather-resistant cabinets, boxes, or freestanding stations used for the free exchange of items. They are generally installed near the front of a residential property, business, school, community facility, or public gathering location. Depending on the type of box, they may contain books, shelf-stable food, personal-care items, school supplies, seeds, pet supplies, dog treats, art materials, or other small community-sharing items. For examples, see Attachment 1.

The most familiar example is the Little Free Library, a book-sharing structure maintained by a local volunteer, often called a “steward.” The Little Free Library organization reports that more than 200,000 registered libraries have been established worldwide. The operational model generally relies on community participation: users may take a book, leave a book, or otherwise contribute to the collection.

Staff has identified at least one registered Little Free Library in Coalinga, near Keck Park at 158 Keck Lane, Charter No. 2190921.
2 3. Comparable Policy Review
Below is a summary of comparable policies. For more information, see Attachment 2.

Jurisdiction/Model Private Property Public Right-of-Way Administrative Approach
San Francisco Allowed where
property-owner
authorization is
provided
Sidewalk libraries
may be authorized
under the “Love Our
Neighborhoods”
program
Registration/no-fee
process for qualifying
lower-complexity
installations;
applicant assumes
responsibility
Emeryville Generally allowed
without City
approval, subject to
program guidance
Allowed through a
no-fee Free Little
Library program
application
Application identifies
sponsor, location,
construction details,
and applicant
agreement to comply
with program
standards
New Castle County,
Delaware
Allowed on private
property subject to
prescribed standards
Not allowed Zoning-code
standard regulates
size, placement, and
design while keeping
structures out of
public rights-of-way
Windsor, Colorado;
Mesa, Arizona;
Princeton, Illinois
Generally permitted
on private property
with guidance or
development
standards
Generally prohibited
or discouraged
No building permit
required in typical
cases; City guidance
addresses placement
and maintenance

4. Policy Considerations
Allowed locations
• Should boxes be allowed by right on private property? • Should the City allow any boxes in the public right-of-way? • Should City-controlled locations require City sponsorship or a formal agreement? Eligible box types
• Should the policy apply only to book-sharing structures, or also to food pantries, pet-supply stations, seed libraries, school-supply boxes, art-supply boxes, and similar noncommercial exchange stations?
3 Food and pet supplies
• Should food and pet-supply boxes be limited to shelf-stable, unopened, commercially packaged items?
• Should perishable food, prepared food, alcohol, medication, tobacco, cannabis, weapons, or hazardous materials be prohibited?
Property-owner approval
• Should tenants, businesses, homeowners’ associations, or community groups be required to provide written permission from the property owner?
Design standards
• What maximum size, height, location, anchoring, materials, and appearance standards should apply?
Accessibility
• What minimum unobstructed pedestrian path of travel should be required? Staff should coordinate final accessibility standards with Public Works and the City’s ADA requirements rather than assuming a single four-foot standard applies in every context.

Safety and visibility
• What setbacks should apply near street corners, driveways, crosswalks, fire hydrants, utility facilities, transit stops, traffic-control devices, and emergency-access routes? Maintenance
• Who will be responsible for cleaning, graffiti removal, repairs, litter, pests, refilling, removal of prohibited items, and removal of abandoned boxes?
City liability
• Should a public-right-of-way applicant sign an indemnity agreement, provide insurance, or both? Enforcement
• Should private-property boxes be regulated primarily through complaint-based enforcement unless they create a safety hazard, obstruction, nuisance, or code violation? Registry
• Should the City maintain a voluntary map or online directory of participating locations? • If so, should it list only locations whose stewards opt in? 4 5. Policy Options for Coalinga
Option Description Advantages Considerations
Option 1: Privateproperty-only policyAllow qualifying
Shared Community
Boxes by right when
located entirely on
private property and
compliant with basic
size, placement,
maintenance, and
content standards.

Prohibit installations
in the public right-ofway.
• Lowest
administrative
burden
• Avoids most ADA,
utility, trafficsafety, and publicliability issues
• Easy for residents
to understand
• Allows community
sharing to
continue and
expand
• Does not
accommodate
residents who
lack a suitable
private-property
location
• Requires a clear
definition of the
right-of-way line
and complaintresponse process
Option 2: Private
property by right; Citysponsored boxes on
public property
Allow boxes by right
on private property.

Permit boxes at parks,
City facilities,
community centers,
and other public sites
only when sponsored,
installed, approved,
and maintained by the
City or an authorized
partner. Prohibit
resident-installed
boxes in the public
right-of-way.
• Retains the
simplicity of
Option 1 while
allowing visible
community
locations
• City controls
design,
placement,
content
standards, and
maintenance at
public sites
• Requires staff
capacity, funding,
maintenance
commitment, or
partnerships
• Should initially be
limited to
selected locations
and box types
Option 3: Permit
selected public-rightof-way boxes
Allow private-property
boxes by right and
allow a limited
number of boxes
within the public rightof-way through a nofee encroachment or Shared Community
Box permit.
• Expands access,
especially in
neighborhoods
with limited frontyard space
• Recognizes
potential
community
benefit
• Highest staff
workload and
liability exposure
• Requires review of
ADA path of travel,
sight distance,
utility conflicts,
fire access,
maintenance,
insurance,
5 • Creates a formal
steward/contact
record
indemnification,
and removal
authority
Option 4: Book boxes
only
Limit the policy to
Little Free Libraries
and similar free bookexchange structures.
• Easiest to regulate
• Limited pest,
odor, litter, and
food-safety
concerns
• Clear community
purpose
Excludes food,
hygiene, seed, petsupply, and similar
community-sharing
efforts that may serve
a broader need
Option 5: Broad
shared-box policy
with content
limitations
Authorize books,
shelf-stable food,
school supplies,
toiletries, seeds, pet
supplies, art supplies,
and similar items,
subject to prohibitedcontent rules and
steward maintenance
responsibilities.
• Flexible and
inclusive
• Avoids repeated
ordinance
changes as new
forms of
community
sharing emerge
• Reflects the range
of structures
already being
considered
Requires more
detailed content,
sanitation, nuisance,
pest-control, and
maintenance
standards, especially
for food and pet
supplies

6. Example Policy Standards
The following standards are provided as examples for City Council direction. Following Council direction, the standards could be adopted through a City Council policy, administrative guideline/order, encroachment procedure, Municipal Code amendment, or a combination of these tools, depending on the City’s preferred regulatory approach.

Applicability
The standards apply to a freestanding, noncommercial, weather-resistant structure used for the free exchange of books, shelf-stable food, toiletries, school supplies, seeds, pet supplies, art materials, or similar items.

The standards do not apply to commercial vending, donation bins operated for profit, clothingcollection boxes, structures used to advertise a business, temporary event displays, or structures otherwise regulated under the City’s sign, encroachment, vending, waste, or zoning regulations. 6 Private-property installations
• A Shared Community Box located entirely on private property may be installed without a City permit, provided it complies with the applicable standards of this policy and all other applicable City regulations.
• The structure shall be located entirely behind the public right-of-way line and shall not encroach into the sidewalk, parkway, street-side landscape strip, curb area, alley, utility easement, or other public property.
• A tenant, lessee, business operator, homeowners’ association, or community organization should obtain written property-owner authorization before installation. • The structure should remain subordinate to the primary use of the property and should not block required parking, driveways, fire access, utility access, accessible paths of travel, or required sight-distance areas.
• The City should retain authority to require correction or removal of a box that becomes unsafe, abandoned, damaged, unsanitary, obstructive, or a public nuisance.

City-sponsored public-space installations
• Installations at City parks, City facilities, community centers, libraries, or other City-owned property should require City approval.
• The City should identify the sponsor or responsible steward, maintenance responsibilities, permitted contents, location, and removal authority before installation. • The City may partner with nonprofit organizations, schools, neighborhood groups, the CoalingaHuron Library District, local businesses, or community volunteers where the partner agrees in writing to maintain the box.
• The City may begin with a limited pilot program, such as one to three book-sharing structures at selected locations.

Public-right-of-way installations
• During the initial program phase, privately installed Shared Community Boxes shall not be permitted within the public right-of-way, including sidewalks, parkways, street-side landscape strips, curb areas, alleys, or other City-controlled rights-of-way. • The City may revisit a right-of-way permit program after evaluating the first year of implementation.
• If the City Council later authorizes a public-right-of-way program, each installation should require a no-fee encroachment permit, property-owner authorization where applicable, a scaled site plan, designated steward contact information, maintenance and removal commitments, indemnification, insurance as determined by the City, and approval by Planning, Public Works, Fire, and other affected departments.

Design and placement
• A Shared Community Box shall not exceed 24 inches in width, 24 inches in depth, or 60 inches in height above finished grade.
7 • The structure shall be constructed of durable, weather-resistant materials and maintained in a safe and orderly condition.
• The structure shall not contain sharp edges, unstable supports, protrusions, exposed hardware, or other features that create a hazard.
• A box shall be securely anchored or weighted to prevent tipping, unless the City specifically approves a portable installation at a City-sponsored location. • A box shall not be attached to a street tree, utility pole, light pole, traffic-control device, fire hydrant, City sign, or other public infrastructure.
• A box shall not interfere with required parking, driveways, building access, fire access, utility access, drainage facilities, required setbacks, sight-distance areas, or accessible paths of travel.
• A box located on private property shall be placed entirely behind the public right-of-way line and shall not extend into, over, or otherwise encroach upon the public right-of-way. • A box shall not include illumination, electrical service, amplified sound, flashing lights, digital displays, or commercial signage without separate City approval. • Limited noncommercial identification of the steward, sponsoring organization, or City-approved program may be permitted.

Content Standards
• Shared Community Boxes may contain free, lawful, noncommercial items appropriate for the size and intended purpose of the structure, including books, shelf-stable food, toiletries, school supplies, seeds, pet supplies, art supplies, and similar items. • Food and pet-food items must be commercially packaged, unopened, shelf-stable, clearly labeled, and within the manufacturer’s stated use-by or expiration date. • The following items are prohibited:
o Perishable, homemade, unpackaged, spoiled, expired, recalled, damaged, or temperature-controlled food.
o Alcohol, tobacco, cannabis, vaping products, controlled substances, medication, vitamins, supplements, or medical devices.
o Weapons, ammunition, fireworks, hazardous materials, fuels, chemicals, batteries, sharp objects, or flammable materials.
o Garbage, refuse, bulky items, clothing-donation collection, or items requiring special disposal.
o Items offered for sale, commercial advertising, or commercial solicitation, except for limited identification of the steward, sponsoring organization, or City-approved program. o Live animals, animal remains, or other items that may create a health, safety, sanitation, pest, or nuisance concern.
• The steward is responsible for regularly inspecting the Shared Community Box and removing prohibited, damaged, expired, unsafe, unsanitary, or unsuitable items. • The City may require removal, modification, or discontinuation of a food, pet-supply, or other Shared Community Box that attracts pests, creates odors or litter, becomes unsanitary, or otherwise constitutes a public nuisance.
8 Maintenance, Enforcement, and Removal
• Each Shared Community Box shall have an identified owner, sponsor, or steward responsible for routine inspection, cleaning, restocking, repair, graffiti removal, pest control, litter removal, and removal of prohibited, damaged, expired, unsafe, or unsanitary items. • The steward for a City-sponsored or public-right-of-way installation shall maintain current contact information with the City.
• Graffiti shall be removed within 72 hours after notice from the City, unless a shorter response period is necessary due to threatening, discriminatory, obscene, or other immediately objectionable content.
• Shared Community Boxes located on private property will generally be addressed through complaint-based enforcement, except where the City determines that an immediate health, safety, accessibility, traffic, visibility, utility, fire-protection, or public-nuisance condition exists. • The City may require immediate correction, temporary closure, relocation, or removal of a Shared Community Box that creates an obstruction, visibility hazard, traffic-safety concern, utility conflict, fire-safety concern, unsanitary condition, pest issue, nuisance, or other public hazard.
• For a City-sponsored or public-right-of-way installation, the City may remove the box if the steward fails to correct a violation within the timeframe specified in the City’s notice or if an immediate hazard requires removal.
• The owner, sponsor, or steward shall restore the installation area following removal of the box, subject to City direction for public-property or right-of-way locations.

Attachments:

1. Example Shared Community Boxes

2. Comparison Policies
9 Attachment 1. Example Shared Community Boxes
Figure 1 – Little Free Library
“Kent’s Bike Blog” - LittleFreelibrary.org
Figure 2 – Little Free Pantry
“Community Pantry” - LittleFreePantry.org
Figure 3 – Trinket Box
“Sidewalk Joy” - TheEastSiderLA.com
Figure 4 – Community Pet Pantry
“Local Heroes” – JoeyDevilla.com
10 Attachment 2. Comparison Policies
San Francisco, CA:

The San Francisco Public Works department launched a program called, “Love Our Neighborhoods.” The “Love Our Neighborhoods” program facilitates the process of approval for projects that are meant to “activate and enliven the public right of way.” Permits given to these sorts of projects are a type of encroachment permits that authorize a “Love Our Neighborhoods Project” to remain in the public right of way for an extended duration. They are also eligible for more streamlined and permit review and processing.

Projects are categorized into Tiers 1-3, depending on the complexity of each project. “Sidewalk Libraries” are considered Tier 1 and have their respective building guidelines. To install a sidewalk library, applicants must register their project with the department but are not required to obtain a permit if their project meets all guidelines. Private property owners are eligible to place a library in front of their own property, whereas commercial or residential tenants must submit a form stating they are authorized to do so by the property owner. Additionally, the applicant is liable for any injury or Claims that may result from the project. No fee is assessed for this. • San Francisco Public Works Code Sec. 723.2:
https://codelibrary.amlegal.com/codes/san_francisco/latest/sf_publicworks/0-0-0-3606 • Guidelines:
https://sfpublicworks.org/sites/default/files/Permits/LON/LON%20Little%20Library%20Guide. pdf
• Application: https://www.sfpublicworkstv.org/little-library City of Emeryville, CA:

The City of Emeryville administers a permit-based Free Little Library Program with established standards governing the installation and ongoing maintenance of libraries located within the public right-of-way. Libraries situated entirely on private property generally do not require City approval; however, property owners are encouraged to comply with the program guidelines. Applicants proposing a library within the public right-of-way must adhere to the applicable standards and submit a Program Application. The application requests contact information, the proposed location, construction details, and the applicant’s acknowledgement of the program requirements. It is available through an online form, and the City waives application fees for qualifying Free Little Library installations.
• Website: https://www.emeryville.org/Services/Permits/Free-Little-Library-Program • Application: https://us.openforms.com/Form/88454776-7f00-4865-9b8e-327194b74c83 • Guidelines:https://www.emeryville.org/files/content/city/v/1/services/permits/free-littlelibrary-program/lfl_guidelines.pdf New Castle County, DE:

New Castle County amended their municipal code through an ordinance. The amendment was added to their “Unified Development Code” and established building parameters for neighborhood book exchange boxes that are to be placed on private property. Additionally, the amendment does not permit neighborhood book exchange boxes to be placed in the public right-of-way. 11 • Code Sec 40.03.410 :
https://library.municode.com/de/new_castle_county/codes/code_of_ordinances?nodeId=CH 40UNDECO_ART3USRE_S40.03.410ACUSRE
Below are other cities that address Little Free Libraries. None of these cities require building permits but do create some sort of regulation for shared neighborhood book boxes added to private property.

They all explicitly reject the installation of shared neighborhood boxes on the public right-of-way.

Windsor, CO:
https://www.windsorco.gov/DocumentCenter/View/15364/Little-Free-Libraries-FAQ City of Mesa, AZ:
https://www.mesaaz.gov/files/assets/public/v/1/residentresources/communityengagement/little-free-libraries-mesa-zoning.pdf City of Princeton, IL:
https://www.princetonil.com/departments/planning___zoning/other_city_policies/little_free_library_policy.php While these cities have all established some sort of policy or process for Shared Library Boxes, there is very little published information about cities that have a set process for:
• shared community boxes that are not used for books
• shared community boxes placed in public spaces
• shared community boxes placed in the public right-of-way

STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE

AUTHORITY
Subject: Discussion, Consideration and PotentialAdoption of Resolution No. 4367 Approving the City of Coalinga Mural Policy and Administrative Procedures Meeting Date: Thursday, September 17, 2026
From: Sean Brewer, City Manager
Prepared by: Jesse Barron, Assistant City Manager
I. RECOMMENDATION:

Staff recommends that the City Counciladopt Resolution No. 4367, approving and adopting the City of Coalinga Mural Policy and Administrative Procedures, attached as Exhibit A to the resolution.

II. BACKGROUND:

On June 23, 2016, the City Counciladopted the City’s Mural Guidelines and Procedures to establish a formal process for reviewing and approving murals in Coalinga. The adopted guidelines were intended to encourage public art that contributes to the City’s history and image while ensuring that murals are not used as advertising.

During City Council discussion on July 16, 2026, Councilmembers raised questions about whether the current guidelines adequately address long-term maintenance, responsibility for graffitiand vandalism, treatment of murals that fade or peel over time, the role of artistic rights in repainting or removal, whether the City should encourage particular themes, whether approvals should remain with the City Council, and whether any advertising should be permitted within murals.

To help inform future direction, staff held a workshop with City Council on August 6, 2026. During the workshop, the Council identified several policy issues for staff to address, including:

The distinction between murals and commercial signs or advertising.

Long-term maintenance responsibility.

Graffiti, vandalism, deterioration, and repair.

Mural lifespan, repainting, replacement, and removal.

Artist rights under applicable state and federal law.

Administrative review and appeal procedures.

Objective design, placement, safety, and material standards.

Coordination with the City’s existing sign regulations, Downtown Design Guidelines, Building and Safety requirements, property-maintenance requirements, and encroachment procedures.

Following the workshop, staff prepared the City of Coalinga Mural Policy and Administrative Procedures.

The proposed policy updates and replaces the City’s existing mural guidelines and establishes a clear administrative process for reviewing murals on private property and, where applicable, City-owned property.

III. DISCUSSION:

The proposed City of Coalinga Mural Policy and Administrative Procedures update and replace the City’s existing mural guidelines. The policy is intended to provide a clear, consistent, and administratively workable process for murals on private property and, where applicable, publicly owned property.

The proposed policy includes the following primary components:

Noncommercial murals. Murals are defined as works of noncommercial artistic expression.

Advertising, business promotion, logos, and other content that constitutes a sign would remain subject to the City’s sign regulations.

Objective review standards. The policy establishes standards for mural location, safety, visibility, building features, materials, surface preparation, installation, maintenance, and graffiti-resistant treatment. The policy includes advisory guidance relating to Coalinga’s history, identity, culture, and community character but does not regulate murals based on viewpoint, artistic style, or perceived artistic merit.

Administrative permit process. The Community Development Director or designee would review mural permit applications and approve, conditionally approve, or deny proposals based on compliance with applicable objective standards and City requirements. Applicants would submit property-owner authorization, a mural rendering, site/elevation information, dimensions, materials, installation information, and maintenance responsibility information.

Appeals. Mural permit decisions may be appealed in accordance with the Coalinga Municipal Code and applicable City appeal procedures.

Maintenance and vandalism. The property owner remains primarily responsible for mural maintenance, including repair of deterioration, graffiti, vandalism, and other damage. The City does not assume longterm maintenance responsibility for private-property murals unless expressly agreed to by the City.

Lifespan, alteration, and removal. Applications must identify the anticipated mural lifespan and whether the mural is temporary or long-term. Significant changes to an approved mural require City review. The policy establishes procedures for maintenance, restoration, repainting, replacement, or removal when a mural deteriorates, is not maintained, is substantially altered, is affected by redevelopment, or otherwise becomes subject to removal.

Artist rights and agreements. The policy recognizes that murals may be subject to artist-rights protections under state and federal law. The City may require a mural agreement or artist/propertyowner acknowledgment when necessary to address artist rights, public funding, encroachment, City ownership or involvement, maintenance, insurance, or other project-specific matters.

Coordination with other requirements. Approval of a mural does not approve any required sign permit, building permit, encroachment permit, or other City or outside-agency authorization. The policy will be administered with the Coalinga Municipal Code, Downtown Design Guidelines, Building and Safety requirements, and applicable property-maintenance and code-enforcement provisions.

Environmental Review
The proposed action consists of adopting administrative procedures for the processing and regulation of murals. The policy establishes administrative standards and procedures that do not approve a specific mural, development project, physical improvement, or land-use entitlement. Staff recommends that the City Council find that adoption of the Mural Policy and Administrative Procedures is exempt from the California Environmental Quality Act pursuant to CEQA Guidelines Section 15061(b)(3), the common-sense exemption, because it can be seen with certainty that adoption of administrative procedures alone will not have a significant effect on the environment.

Proposed Motion
Move to adopt Resolution No. 4367, approving and adopting the City of Coalinga Mural Policy and Administrative Procedures, attached as Exhibit A to the resolution, and finding the action exempt from the California Environmental Quality Act pursuant to CEQA Guidelines Section 15061(b)(3).

IV. ALTERNATIVES:

Do not approve and instruct staff on other directions to take.

V. FISCAL IMPACT:

There will be no fiscal impact.

ATTACHMENTS:

File Name Description
RESO#4367_Amending_the_Mural_Policy___Adminstrative_Procedures_091726.pdf Resolution No. 4367 Mural_Policy_and_Procedures_-_Final.pdf Mural Policy (Attachment A) RESOLUTION NO. 4367

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COALINGA, CALIFORNIA, ADOPTING THE

CITY OF COALINGA MURAL POLICY AND ADMINISTRATIVE PROCEDURES WHEREAS, the City of Coalinga recognizes that murals and other forms of public art can contribute to community identity, preserve and communicate local history and culture, enhance the built environment, support artistic expression, and beautify the City; and WHEREAS, on June 23, 2016, the City Council adopted Mural Guidelines and Procedures to establish a process for the review and approval of murals within the City; and WHEREAS, the City’s existing mural framework is also informed by the City’s Downtown Design Guidelines, which encourage murals and public art that contribute to Coalinga’s history and image and that are compatible with surrounding buildings and public spaces; and WHEREAS, the City Council conducted a workshop on August 6, 2026 to discuss the City’s existing mural guidelines and potential updates relating to commercial content, maintenance, graffiti and vandalism, mural lifespan, alteration and removal, artist rights, review authority, appeals, materials, safety, and related administrative procedures; and
WHEREAS, following the City Council workshop, staff prepared the City of Coalinga Mural Policy and Administrative Procedures, attached hereto as Exhibit A and incorporated herein by this reference; and WHEREAS, the City Council has considered the staff report, the proposed Mural Policy and Administrative Procedures, public comments, and all other information presented at the public meeting; and WHEREAS, adoption of the Mural Policy and Administrative Procedures is exempt from the California Environmental Quality Act pursuant to CEQA Guidelines Section 15061(b)(3), because it can be seen with certainty that adoption of administrative procedures alone will not have a significant effect on the environment.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF COALINGA DOES HEREBY RESOLVE AS FOLLOWS:

1. Recitals. The City Council hereby finds that all the facts set forth in the recitals above are true and correct and incorporated herein.

2. CEQA. The City Council finds that adoption of the City of Coalinga Mural Policy and Administrative Procedures is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3), the common- sense exemption, because the action consists of adopting administrative standards and procedures and does not approve a specific physical development project or authorize an activity that may result in a significant effect on the environment.

3. Adoption. The City Council hereby approves and adopts the City of Coalinga Mural Policy and Administrative Procedures, attached hereto as Exhibit A.

4. Relationship to Municipal Code. The Mural Policy and Administrative Procedures shall be administered in conjunction with the Coalinga Municipal Code, including applicable provisions related to signs, building and safety requirements, encroachments, property maintenance, code enforcement, and appeals. In the event of a conflict between the Mural Policy and Administrative Procedures and the Coalinga Municipal Code, the Coalinga Municipal Code shall control.

5. Administrative Implementation. The City Manager, Community Development Director, and their respective designees are authorized and directed to implement the Mural Policy and Administrative Procedures and to prepare, revise, and maintain administrative application forms, property owner authorization forms, maintenance acknowledgments, mural agreement templates, inspection checklists, and other supporting materials consistent with the adopted policy and applicable law.

6. Supersession of Prior Guidelines. Upon the effective date of this resolution, the City of Coalinga Mural Policy and Administrative Procedures shall supersede the City’s prior Mural Guidelines and Procedures adopted on June 23, 2016, except to the extent that a prior mural approval, mural agreement, condition of approval, enforcement action, or other existing obligation expressly remains in effect. The City may apply the adopted Mural Policy and Administrative Procedures to future permits, amendments, substantial alterations, maintenance issues, enforcement actions, or other future administrative actions to the extent permitted by law.

7. Severability. If any provision, clause, sentence, section, or part of this resolution or the attached Mural Policy and Administrative Procedures is found to be invalid, unenforceable, or unconstitutional by a court of competent jurisdiction, that finding shall not affect the validity or enforceability of the remaining provisions, which shall remain in full force and effect.

8. Effective Date. This resolution shall become effective immediately upon adoption.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Coalinga at a regular meeting held on the 1st day of October, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:
_______________________________
Nathan Vosburg, Mayor
ATTEST:
_________________________________
Shannon Jensen, City Clerk
1 City of Coalinga Mural Policy and Administrative Procedures

1. Purpose and Applicability

1.1 Purpose
The City of Coalinga recognizes the importance of art in public places and the role murals can play in preserving local culture, conveying the history and identity of the community, beautifying the City, and advancing the arts.

The purpose of these Mural Policy and Administrative Procedures (“Policy and Procedures”) is to establish clear and consistent standards for the installation, review, approval, maintenance, alteration, and removal of murals within the City of Coalinga.

These Policy and Procedures are intended to encourage artistic expression while ensuring that murals are appropriately located, safely installed, constructed with durable materials, maintained over time, and distinguished from commercial signs and advertising.

1.2 Applicability
These Policy and Procedures apply to murals proposed within the City of Coalinga on private property and, where applicable, publicly owned property.

Murals shall comply with these Policy and Procedures and all other applicable City requirements, including the Coalinga Municipal Code, Building and Safety requirements, encroachment requirements, and Downtown Design Guidelines where applicable.

These Policy and Administrative Procedures are intended to implement the City’s municipal code requirements applicable to murals, signs, building safety, encroachments, and property maintenance. In the event of a conflict between the Policy and Procedures and the Coalinga Municipal Code, the Municipal Code shall control.

Approval of a mural does not constitute approval of any other permit or authorization required by the City or another agency.

2. Definitions
Applicant means the person, organization, business, or other entity submitting a mural application to the City.

Commercial Content or Advertising means words, logos, symbols, images, branding, product representations, or other content whose primary purpose is to advertise, identify, promote, or direct attention to a business, product, service, or commercial transaction. 2 Commercial content, advertising, or other content that constitutes a sign under the Coalinga Municipal Code shall be regulated under the applicable sign regulations and shall not be approved as mural content under these Procedures.

Deterioration includes substantial fading, peeling, cracking, flaking, physical damage, prolonged defacement, or other conditions that materially affect the appearance or integrity of a mural.

Mural means an original work of visual art painted, applied, or otherwise installed on an exterior wall or other approved surface and intended primarily as artistic expression rather than commercial advertising.

Mural Artist means the individual or individuals responsible for creating or substantially contributing to the artistic work.

Mural Sponsor means an individual, organization, or entity that provides financial or organizational support for a mural project.

Obsolete Mural means a mural for which one or more of the following circumstances exists:

1. The mural’s approved lifespan or authorized display period has expired;

2. The mural has deteriorated to a condition in which repair or restoration is not reasonably feasible;

3. The building or approved mural surface is scheduled for demolition, substantial alteration, or redevelopment requiring removal of the mural;

4. The mural will be permanently replaced by a new mural approved under these Procedures; or

5. A condition expressly identified in the mural approval or mural agreement as requiring removal has occurred.

A mural shall not be considered obsolete solely because of its age, artistic style, subject matter, message, or changes in public opinion regarding the artwork.

Property Owner means the legal owner of the property or structure upon which a mural is proposed or installed.

Sign shall have the meaning established by the Coalinga Municipal Code, Title 9, Chapter 4, Article 5 – Signs.

Substantial Alteration means a change to the approved mural’s imagery, message, color scheme, dimensions, materials, location, or associated sign content that materially changes the mural as approved. Substantial alteration does not include routine cleaning, graffiti removal, in-kind repair, or restoration that retains the approved design to the maximum extent practicable.

Temporary Mural means a mural approved by the City for installation for a specified and limited period.
3 3. Mural Content and Design Standards

3.1 Non-Commercial Artistic Expression
A mural approved under the Policy and Procedures shall be a work of noncommercial artistic expression. A mural shall not be used to advertise, identify, promote, or direct attention to a business, product, service, brand, commercial transaction, or commercial activity.

3.2 Incidental Attribution
An artist signature and limited sponsor, donor, or project acknowledgment may be permitted when all of the following apply:
• The acknowledgment is incidental to the mural and does not function as advertising; • The acknowledgment does not include a logo, trademark, slogan, product image, price, telephone number, website, social-media handle, or call to action; • The acknowledgment is limited to the name of the artist, sponsor, donor, or project; • The acknowledgment is placed in a non-prominent location; and • The acknowledgment complies with any applicable sign regulations.

3.3 Advertising and Commercial Content
A component of a proposed mural that constitutes a sign under the Coalinga Municipal Code shall be separately reviewed under the applicable sign regulations. Approval of a mural under these Procedures does not approve any sign, advertisement, commercial message, or other regulated sign component.

A proposal containing both mural artwork and a separately regulated sign component may be reviewed under the requirements applicable to each component. The presence of a sign component does not exempt that component from applicable sign permit requirements.

3.4 Relationship to Sign Regulations
Approval of a mural under these Policy and Procedures does not constitute approval of a sign incorporated into or associated with the mural.

Where the City determines that a proposed picture, wall graphic, graphic decorative display, or other component meets the definition of a sign under the Coalinga Municipal Code, Title 9, Chapter 4, Article 5 – Signs (§§ 9-4.501 et seq.), applicable sign regulations and permit requirements shall apply to that component.

A proposal containing both mural artwork and regulated signage may be reviewed under the respective requirements applicable to each component.

3.5 Themes and Community Guidance
Murals should enhance communication of Coalinga's history and image.

Appropriate mural themes may include:
• The history, growth, and development of Coalinga and the surrounding region; 4 • Local culture and traditions;
• Significant people, places, events, or achievements;
• Community identity and character;
• The natural environment and regional landscape; and
• Other subject matter consistent with the purpose of these Policy and Procedures.

The themes identified in this section are advisory only and shall not independently serve as a basis for approval or denial.

3.6 Content and Applicable Law
The City shall administer these Policy and Procedures consistent with applicable constitutional and statutory protections governing artistic expression.

Standards relating to location, dimensions, materials, durability, maintenance, safety, and other physical characteristics shall be applied objectively and consistently.

4. Design, Materials, and Placement Standards

4.1 Location and Placement
Murals shall be located on surfaces appropriate for mural installation and be designed with consideration of the building or structure upon which they are located.

Murals shall not:
• Obstruct required windows, doors, exits, entrances, ventilation openings, or other required building features;
• Interfere with pedestrian or vehicular visibility or create a safety hazard; • Cover required building identification, safety signage, or other required markings; or • Be installed within the public right-of-way without any required City authorization or encroachment permit.

4.2 Compatibility
Murals should consider the scale, architectural features, materials, and character of the building or structure upon which they are installed.

Within areas subject to the Downtown Design Guidelines, mural proposals shall also comply with applicable provisions of those Guidelines.

4.3 Durable Materials
Murals shall be constructed using durable materials suitable for the location and anticipated environmental conditions.

Exterior murals shall use exterior-grade paints, coatings, or other materials designed to withstand weather, sunlight, temperature changes, and other conditions reasonably anticipated at the mural location.
5 Materials shall be selected to minimize premature fading, peeling, cracking, and deterioration.

4.4 Surface Preparation
The surface upon which a mural is installed shall be appropriately prepared prior to installation.

Surface preparation may include cleaning, repairing, priming, sealing, or otherwise preparing the wall or structure to provide an appropriate surface for installation and to support the anticipated lifespan of the mural.

4.5 Colors
Colors should be selected with consideration of the mural design, building, and surrounding area.

Consistent with the City's Downtown Design Guidelines, super-bright or fluorescent colors are discouraged in Downtown. This section is advisory only and shall not independently serve as a basis for approval or denial of a mural permit.

4.6 Graffiti-Resistant Treatment
The application shall identify the graffiti-resistant materials, protective coating, or other protective treatment proposed for an exterior mural, if any.

Where a protective treatment is proposed or required as a condition of approval, it shall be compatible with the mural materials and shall allow reasonable graffiti removal and cleaning without unnecessarily damaging the underlying artwork.

4.7 Safety
Murals and associated installations shall comply with applicable Building and Safety requirements.

Moving, projecting, illuminated, electrical, structural, or similar components associated with a mural may require separate review and permitting.

An encroachment permit or other City authorization shall be obtained where mural installation or associated improvements affect the public right-of-way.

5. Mural Permit and Application Requirements

5.1 Mural Permit Required
A mural permit shall be obtained from the City before painting, installing, or substantially altering a mural subject to these Policy and Procedures.

No mural installation shall begin until required City approval and any other applicable permits have been issued.
6 Where a proposed mural includes a component regulated as a sign under the Coalinga Municipal Code, any required sign permit or approval shall also be obtained.

The City Council may establish an application or mural permit fee by resolution.

5.2 Application Requirements
An application for a mural permit shall be submitted to the Community Development Department on a City-approved Mural Permit Application form. The application shall be completed in full and signed by the applicant and property owner, as applicable.

A complete mural application shall include, at minimum:
• A completed Mural Permit Application form;
• A completed Property Owner Authorization form;
• Applicant name and contact information;
• Property owner name and contact information;
• Mural artist name and contact information;
• Property address and proposed mural location;
• A site plan or elevation drawing identifying the mural location, dimensions, and distance from property lines, sidewalks, driveways, required building openings, and any existing signs, as applicable;
• Proposed mural dimensions;
• A color rendering, sketch, or similar representation of the proposed mural; • Photographs of the existing building and proposed mural surface; • Description of paints, media, coatings, and other materials; • Proposed surface preparation and installation methods; • Proposed graffiti-resistant materials, protective coating, or other protective treatment, if any;
• Anticipated installation and completion dates;
• Maintenance and graffiti-response information; and
• Anticipated mural lifespan.

The City may request additional information reasonably necessary to determine compliance with these Policy and Procedures and other applicable requirements.

5.3 Property Owner Authorization
Where the applicant is not the property owner, written authorization from the property owner shall be submitted with the application.

The property owner shall acknowledge applicable responsibilities for maintenance, correction of violations, alteration, and removal.
7 5.4 Artist Qualifications
The City encourages applicants to retain artists with experience in mural design, exterior materials, surface preparation, and installation. Artist qualifications are not an approval criterion unless the proposal includes structural, electrical, projecting, or other specialized components for which applicable law requires qualified persons, plans, or permits.

Artist qualifications are not an approval criterion unless the proposal includes structural, electrical, projecting, illuminated, or other specialized components for which applicable law requires qualified persons, plans, specifications, permits, or inspections.

The City may request artist experience information to evaluate proposed installation methods and material durability; however, the City shall not approve or deny a mural based on artistic quality, style, viewpoint, or perceived artistic merit.

5.5 Materials and Installation Information
The application shall identify:
• Proposed paint, media, or other artistic materials;
• Surface-preparation method;
• Protective or graffiti-resistant coatings;
• Installation method; and
• Any structural, electrical, projecting, or other components requiring additional review.

5.6 Maintenance and Graffiti Plan
The application shall identify the person or entity responsible for long-term mural maintenance.

The maintenance information shall address, as appropriate:
• Routine maintenance;
• Fading and weathering;
• Peeling, cracking, or other deterioration;
• Physical damage;
• Graffiti and vandalism; and
• Contact information for the responsible party.

Where the City provides a graffiti-removal assistance program applicable to murals, the applicant may also identify whether participation in such a program is anticipated.

5.7 Intended Lifespan
The application shall identify the anticipated lifespan of the mural and whether the mural is intended to be temporary or long-term.

The application shall also identify the anticipated approach to future restoration, repainting, replacement, or removal.
8 5.8 Temporary Murals
An application for a temporary mural shall identify the proposed installation date and removal date.

A temporary mural may be approved for a period not exceeding one year unless the Community Development Director or designee determines that a longer period is appropriate based on the proposed location, materials, maintenance plan, property owner authorization, and consistency with these Procedures.

A temporary mural shall be removed by the expiration of its approved term unless the City approves an extension or a subsequent mural permit before expiration.

Following removal, the property owner shall restore the affected wall or surface to a clean and maintained condition, unless otherwise approved by the City.

6. Review and Approval Process

6.1 Application Review
The Community Development Department shall review each mural application for completeness and compliance with the Policy and Procedures and other applicable City requirements.

As part of its review, staff shall determine whether the proposal:
• Qualifies as a mural under these Policy and Procedures; • Includes commercial content, advertising, or another component that is subject to the Coalinga Municipal Code sign regulations;
• Complies with applicable location, placement, safety, material, surface-preparation, maintenance, and other physical standards;
• Includes the required property owner authorization;
• Includes the required maintenance and graffiti-response information; • Complies with the Downtown Design Guidelines, where applicable; and • Requires another City permit, approval, authorization, or review, including a building permit, sign permit, encroachment permit, or other applicable approval. •
The Community Development Department may request information reasonably necessary to determine whether the proposed mural complies with these Policy and Procedures and other applicable City requirements.

If an application is incomplete, the Community Development Department shall notify the applicant of the information or materials required to complete the application. An incomplete application shall not be approved until all required information has been submitted and the application has been determined complete.
9 6.2 Approval Authority
The Community Development Director or designee shall approve, conditionally approve, or deny a complete mural permit application based on compliance with these Policy and Procedures and all other applicable City requirements.

Approval of a mural permit shall not be based on the City’s agreement or disagreement with the mural’s artistic message, subject matter, viewpoint, style, or perceived artistic merit.

The Community Development Director or designee shall apply the applicable standards objectively and consistently. Advisory provisions in these Policy and Procedures that use terms such as “should,” “encouraged,” or “may” are not independently enforceable and shall not serve as the sole basis for denial of a mural permit.

6.3 Review and Approval
A mural permit may be approved or conditionally approved only when the Community Development Director or designee finds that the proposed mural:

1. Meets the definition of a mural established by these Policy and Procedures;

2. Does not include commercial content, advertising, or a sign component, except for incidental attribution expressly allowed under Section 3.2;

3. Complies with applicable City requirements relating to location, placement, public safety, building features, visibility, and access;

4. Does not obstruct required windows, doors, exits, entrances, ventilation openings, building identification, safety signage, or other required building features or markings;

5. Does not create a pedestrian, vehicular, public-safety, or other hazard;

6. Uses materials and installation methods suitable for the proposed location and consistent with applicable Building and Safety requirements;

7. Includes adequate property owner authorization, maintenance responsibility, graffitiresponse information, and intended mural lifespan;

8. Complies with applicable Downtown Design Guidelines, where the project site is located within an area subject to those Guidelines;

9. Includes all other permits, approvals, or authorizations required by the City or another agency; and

10. Complies with all other applicable provisions of the Coalinga Municipal Code, these Policy and Administrative Procedures, and applicable law.

6.4 Conditions of Approval
The Community Development Director or designee may impose reasonable conditions of approval necessary to ensure compliance with these Policy and Procedures, the Coalinga Municipal Code, and other applicable requirements.

Conditions of approval may address, as applicable:
• Installation timing and methods;
• Surface preparation;
• Paints, coatings, materials, and protective treatments; 10 • Building, electrical, structural, or safety requirements; • Encroachment, right-of-way, or access requirements;
• Maintenance and graffiti removal;
• Required permits or approvals;
• Inspections;
• Completion deadlines;
• Restoration of affected building surfaces, landscaping, or public improvements; • Temporary-mural duration and removal requirements; and • Other requirements reasonably necessary to ensure compliance with applicable City standards.

A condition of approval shall not regulate the mural’s message, viewpoint, artistic style, or perceived artistic merit unless the condition is required by applicable law.

6.5 Written Decision
The Community Development Department shall provide the applicant with written notice of the decision to approve, conditionally approve, or deny a mural permit application.

A written decision approving or conditionally approving a mural permit shall identify any applicable conditions of approval, required permits, inspections, deadlines, or other requirements that must be satisfied before or during mural installation.

A written decision denying a mural permit application shall identify the applicable objective standard, City requirement, or legal requirement upon which the denial is based. The written decision shall also include information regarding the applicable appeal procedure and appeal deadline.

Approval of a mural permit does not authorize the applicant, property owner, artist, mural sponsor, or any other person to begin installation until all required permits, approvals, and authorizations have been obtained.

6.6. Expiration of Approval
Unless otherwise specified in the approval or required by another applicable City permit, a mural permit shall expire if installation of the approved mural has not commenced within one year of the approval date.

The Community Development Director or designee may approve a written request for an extension before expiration of the mural permit when the applicant demonstrates good cause for the extension and the approved mural remains consistent with these Policy and Administrative Procedures and other applicable City requirements.

If the approved mural design, dimensions, location, materials, installation method, property ownership, or other material aspect of the project changes before installation, the applicant shall notify the Community Development Department. The Community Development Director or 11 designee shall determine whether the change requires an amendment to the mural permit or a new mural permit application.

6.7 Effect of Approval
A mural permit authorizes only the mural project described in the approved application and any approved conditions of approval.

Approval of a mural permit does not:
• Approve a sign, advertisement, commercial message, or other component regulated under the Coalinga Municipal Code sign regulations;
• Authorize work in the public right-of-way without an encroachment permit or other required City authorization;
• Authorize structural, electrical, illuminated, projecting, moving, or other features requiring separate Building and Safety review or permits; • Relieve the property owner, applicant, artist, mural sponsor, or contractor from compliance with applicable federal, state, or local laws; or • Establish a City obligation to maintain, preserve, restore, alter, or remove a mural.

The property owner shall remain responsible for maintaining the approved mural and the affected building surface in compliance with these Policy and Administrative Procedures, the Coalinga Municipal Code, applicable conditions of approval, and other applicable law.

7. Appeals

7.1 Right to Appeal
A decision to approve, conditionally approve, or deny a mural permit application may be appealed by the applicant or any other person authorized to appeal under the Coalinga Municipal Code.

An appeal shall be filed within the applicable timeframe and in the manner required by the Coalinga Municipal Code and any City-adopted appeal procedures.

7.2 Appeal Authority
An appeal of a mural permit decision shall be heard by the appeal authority designated under the Coalinga Municipal Code for an administrative decision of the Community Development Director or designee.

The appeal authority shall review the decision for consistency with the applicable provisions of the Coalinga Municipal Code, these Policy and Administrative Procedures, applicable conditions of approval, and other applicable law.
12 7.3 Scope of Review
The appeal authority shall consider the mural permit application, the written decision being appealed, the applicable objective standards, the administrative record, and any timely submitted appeal materials.

The appeal authority shall not affirm, reverse, or modify a mural permit decision based on agreement or disagreement with the mural’s message, subject matter, viewpoint, style, or perceived artistic merit, except to the extent that regulation of particular content is authorized by applicable law.

7.4 Appeal Decision
Following review of the appeal, the appeal authority may affirm, reverse, or modify the decision, or remand the matter to the Community Development Director or designee for further consideration consistent with the appeal decision.

The appeal authority’s decision shall be documented in writing and shall identify the applicable standards or requirements supporting the decision.

The decision of the appeal authority shall be final, subject to any further appeal or review expressly authorized by the Coalinga Municipal Code or other applicable law.

8. Maintenance, Graffiti, and Vandalism

8.1 Maintenance Responsibility
The property owner shall be primarily responsible for ensuring that an approved mural is maintained in good condition.

The property owner may assign or share maintenance responsibilities with the artist, applicant, or mural sponsor through a private agreement; however, such an agreement shall not eliminate the property owner's responsibilities to the City.

The City shall not assume long-term maintenance, restoration, or preservation responsibility for murals located on private property unless expressly agreed to by the City.

8.2 Maintenance Standards
Approved murals shall be maintained so that they do not exhibit substantial deterioration, as defined in Section 2, or constitute a public nuisance or unsafe condition under applicable law.

Maintenance shall include addressing substantial:
• Fading;
• Peeling or flaking;
• Cracking;
• Weather-related deterioration;
• Physical damage;
13 • Graffiti or vandalism; and
• Other conditions materially affecting the mural's appearance or integrity.

8.3 Graffiti and Vandalism
The responsible property owner or other designated party shall address graffiti and vandalism within the timeframe established by the City following notice.

Graffiti removal methods should be selected to minimize unnecessary damage to the underlying artwork.

Where damage cannot reasonably be repaired, the City may require restoration, repainting, or removal consistent with these Policy and Procedures and applicable law.

8.4 City Graffiti-Removal Assistance
Where graffiti-removal assistance or equipment is available through the City, a property owner may coordinate with the City regarding available assistance.

City assistance may include the use of available graffiti-removal equipment or cleaning methods where determined appropriate by the City.

Before City personnel perform work that may affect mural artwork, the City may require property owner authorization and acknowledgment of potential impacts to the mural.

Provision of City graffiti-removal assistance shall not transfer long-term maintenance responsibility from the property owner to the City.

9. Artistic Rights, Lifespan, and Removal

9.1 Artistic Rights
Murals may be subject to protections under applicable state and federal law, including the California Art Preservation Act (CAPA) and the federal Visual Artists Rights Act (VARA).

Applicants, artists, and property owners are responsible for understanding applicable rights relating to attribution, alteration, destruction, and removal of artwork.

9.2 Artist / Property Owner Acknowledgment
Prior to installation, the City may require the artist and property owner to execute a written acknowledgment or mural agreement, as applicable, addressing artist rights and the circumstances under which the mural may be maintained, repaired, altered, repainted, replaced, or removed. Such documentation should establish expectations before mural installation and reduce uncertainty regarding future maintenance or removal.

9.3 Mural Lifespan
The anticipated lifespan of the mural shall be identified during the application process. 14 Approval of a mural does not necessarily establish that the mural will remain permanently.

Temporary murals shall be removed by the end of their approved term unless an extension or subsequent approval is obtained in accordance with City requirements.

9.4 Alteration / Repainting
A Substantial Alteration of an approved mural requires approval of an amendment to the mural permit or a new mural permit before the alteration occurs, unless the Community Development Director or designee determines in writing that the proposed work constitutes routine maintenance, in-kind repair, or restoration under the definition of Substantial Alteration.

Routine maintenance and repair that substantially retains the approved design shall not require a new mural application unless otherwise determined by the City.

9.5 Removal Authority
A mural may be subject to removal in circumstances including:
• Substantial deterioration or failure to maintain the mural; • Continued graffiti or vandalism that is not corrected; • Installation or alteration inconsistent with City approval; • Building demolition, alteration, or redevelopment;
• Property owner-requested removal;
• Expiration of a temporary mural approval; or
• City enforcement action following failure to correct a violation.

Mural alteration or removal shall be undertaken consistent with applicable artist-rights laws and any executed mural agreement or acknowledgment.

The City may require removal of an obsolete mural, as defined in Section 2, subject to applicable law and any applicable mural agreement, approval condition, or artist/property owner acknowledgment.

Following removal, the City may require the affected wall or building surface to be restored to a clean and maintained condition.

10. Code Enforcement and Abatement

10.1 Unapproved Murals
A mural installed without required City approval shall be considered an unapproved mural.

The City may provide the property owner an opportunity to submit a mural application for retroactive review where appropriate.
15 A wall painting or display determined to constitute commercial signage shall be subject to applicable sign regulations and enforcement procedures.

10.2 Violations
A mural may be considered in violation of these Policy and Procedures when:
• It is installed without required approval;
• Installation substantially differs from the approved mural application; • Required conditions of approval are not satisfied;
• The mural is substantially altered without required approval; • The mural is not adequately maintained; or
• Other applicable City requirements are violated.

10.3 Notice and Opportunity to Correct
Enforcement, notice, hearing, appeal, and abatement procedures shall be conducted in accordance with the Coalinga Municipal Code, including the timeframes applicable to the particular violation. For graffiti, the property owner shall comply with the notice and abatement requirements established by the Municipal Code.

Corrective action may include, as applicable:
• Cleaning;
• Maintenance;
• Graffiti removal;
• Repair or restoration;
• Repainting;
• Obtaining required approval;
• Modification; or
• Removal.

Failure to correct a violation within the applicable timeframe may result in further enforcement or abatement pursuant to the Coalinga Municipal Code.

10.4 Abatement
If a violation is not corrected within the applicable timeframe, the City may pursue enforcement or abatement in accordance with the Coalinga Municipal Code and applicable law.

The City may require removal or other corrective action and may recover applicable abatement costs from the responsible property owner or other responsible party, to the extent authorized by law.

11. Mural Agreement
The City may require a mural agreement when necessary to address City ownership or involvement, installation within the public right-of-way, encroachment, public funding, long-term maintenance, insurance, artist-rights issues, or other project-specific responsibilities. A mural agreement is not required for a standard private-property mural unless determined necessary by the Community Development Director or designee based on the factors listed in this section. 16 The mural agreement may address, as applicable:
• Approved mural location, dimensions, design, and materials; • Property owner authorization;
• Mural artist and applicant information;
• Installation and anticipated completion timeframe;
• Ownership of the mural and mural image;
• Long-term maintenance responsibilities;
• Graffiti and vandalism response;
• Participation in available City graffiti-removal assistance, if applicable; • Intended mural lifespan;
• Repair, alteration, repainting, replacement, and removal; • Applicable CAPA and VARA rights and acknowledgments;
• Liability and insurance requirements;
• Encroachment permits and other required City permits; • Protection or replacement of affected landscaping, where applicable; • Enforcement and corrective-action procedures; and
• Responsibility for applicable maintenance, removal, or abatement costs.

The agreement shall be signed by the parties determined necessary by the City before mural installation.

12. Inspection
The City may inspect a mural during installation and following completion to determine consistency with the approved application, these Procedures, applicable conditions of approval, and other applicable City requirements.

If an installation materially differs from the approved mural or does not comply with applicable requirements, the City shall notify the responsible party and may require corrective action pursuant to Section 10.

Supporting Forms and Administrative Procedures
The Community Development Department may prepare and maintain administrative forms and templates necessary to implement these Procedures, including:

A. Mural Permit Application
B. Property Owner Authorization and Maintenance Acknowledgment C. Mural Agreement, when required under Section 11
D. Inspection Checklist or other administrative materials