Colma City Council
April 22, 2026

Regular Meeting Agenda 04.22.26 Page 1 of 3
AGENDA

REGULAR MEETING

CITY COUNCIL OF THE TOWN OF COLMA
Wednesday, April 22, 2026
Regular Session – 5:30 PM
Th
e City Council meeting will be held in person in the City Council Chambers. The Town will only accept public comments from the public attending in person and will not accept public comments via Zoom.

As
a courtesy and technology permitting, the meeting can also be viewed /heard via Zoom Video Conference, but no public comment will be allowed or accepted by the Town via Zoom. The Town cannot guarantee that the public’s access to Zoom will be uninterrupted, and technical difficulties may occur from time to time. In those instances, so long as the public may still attend the meeting in person, the meeting will continue, even if the public is unable to view/hear or otherwise access the meeting via Zoom.

To attend the meeting in person:

To
wn Hall, Council Chamber, 1198 El Camino Real, Colma CA 94014 To
view/hear the meeting via Zoom Video Conference:

Jo
in Zoom Meeting:
https://us02web.zoom.us/j/85610028212
Mee
ting ID: 856 1002 8212
Dia
l by your location:
+1 669 444 9171
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To provide Public Comment:

Me
mbers of the public wishing to provide public comment are required to attend the meeting in person and are requested to complete a yellow speaker card and submit it to the City Clerk. Comments should be kept to three minutes or less. If there appears to be a large number of speakers, time may be reduced to no less than one minute each, at the discretion of the Mayor.

The
City Council Meeting Agenda Packet and supporting documents are available for review on the Town’s website www.colma.ca.gov or at Colma Town Hall, 1198 El Camino Real, Colma, CA. Persons interested in obtaining an agenda via e-mail should call 650-997-8300 or email a request to [email protected].

Rea
sonable Accommodation
Upon request, this publication will be made available in appropriate alternative formats to persons with disabilities, as required by the Americans with Disabilities Act of 1990. Any person with a disability, who requires a modification or accommodation to view the agenda, should direct such a request to Nathan Bassett, ADA Coordinator, at 650-997-8300 or [email protected]. Please allow two business days for your request to be processed.

AMENDED 4.20.26
Item No. 4 Attachment F corrected
to include Resolution.

Salary Schedule labeled as Exhibit A.

Regular Meeting Agenda 04.22.26 Page 2 of 3

SPECIAL EVENT – 5:30 PM
• Proclamation Recognizing Former City Manager Frances Liston

PLEDGE OF ALLEGIANCE AND ROLL CALL

ADOPTION OF AGENDA

PRESENTATIONS
• Presentation from Edward Lopez of Wilderness School
• Proclamation Recognizing April 24, 2026 as Arbor Day
• Proclamation Recognizing Israeli Independence Day

PUBLIC COMMENTS

Comments on the Consent Calendar and Non-Agenda Items will be heard at this time.

Comments on Agenda Items will be heard when the item is called.

CONSENT CALENDAR

1. Motion to Approve the Minutes from the April 8, 2026 Regular Meeting

2. Motion to Approve Checks Paid for the Month of February 2026

3. Motion to Adopt the Following:

• Resolution Approving Memorandum of Understanding Between the Town of Colma and the Colma Peace Officers Association for the Period of July 1, 2026 through June 30, 2028 Pursuant to CEQA Guideline 15378

• Resolution Approving Memorandum of Understanding Between the Town of Colma and the Colma Police Communications/Records Association for the Period of July 1, 2026 through June 30, 2028 Pursuant to CEQA Guideline 15378

• Resolution Approving Cost of Living Salary Increases for Certain Unrepresented Employees Pursuant to CEQA Guideline 15378

• Resolution Adopting the Salary Schedule as of April 22, 2026 Pursuant to CEQA Guideline 15378

4. Motion to Adopt a Resolution Adding Subchapter 2.04 to the Colma Administrative Code, Adopting Policies and Procedures for Celebrating Lifetime Milestone Events, Lifetime Remembrances, and Providing Health Well Wishes Pursuant to CEQA Guidelines 15378

Regular Meeting Agenda 04.22.26 Page 3 of 3

NEW BUSINESS

5. TITLE VI IMPLEMENTATION PROGRAM AND IMPLEMENTATION PLAN

Consider: Motion to Adopt a Resolution Approving the Town of Colma’s Title VI Program and Implementation Plan Pursuant to CEQA Guideline 15061

6. TYLER TECHNOLOGIES ERP CONTRACT

Consider: Motion to Adopt a Resolution Authorizing the City Manager to Execute a Contract with Tyler Technologies, Inc. to Purchase Software-As-A-Service (SAAS) Licenses and Maintenance for the ERP Pro 10 Enterprise Resource Planning (ERP) Hosted Software System, for an Initial Three (3) Year Term, with Two (2) One (1)Year Renewal Periods, for a Not-To- Exceed Cost of Two Hundred Fifty One Thousand, Six Hundred Eighty Five Dollars ($251,685), Pursuant to CEQA Guideline 15378, Contingent on Final Contract Terms Being Negotiated to the Satisfaction of the City Manager and City Attorney

REPORTS

Mayor/City Council

Committees
• California Cities Gaming Authority (CCGA)
• City/County Association of Governments (C/CAG)
• Emergency Services Council
• Colma Culture and Arts Subcommittee
City Manager

ADJOURNMENT

Minutes – Regular Meeting 04.08.26 Page 1 of 4

MINUTES

REGULAR MEETING
City Council of the Town of Colma
Town Hall Council Chamber
1198 El Camino Real, Colma CA
Also viewable via Zoom.us
Wednesday, April 8, 2026
Closed Session - 6:00 PM
Regular Session - 7:00 PM
P

LEDGE OF ALLEGIANCE AND ROLL CALL
Mayor Slaughter called the meeting to order at 7:00 p.m.

Co
uncil Present – Mayor Carrie Slaughter, Vice Mayor Helen Fisicaro, and Council Members Joanne F. del Rosario, Thomas Walsh, and Ken Gonzalez
Co
uncil Absent – None
St
aff Present – City Manager Daniel Barros, City Attorney Christopher Diaz, Police Commander Sherwin Lum, Administrative Services Director Nathan Bassett, Director of Planning and Public Works Brad Donohue, Human Resources Manager Juan Rumayor, Recreation Services Manager Angelika Abellana, City Clerk Michelle Estabillo and Deputy City Clerk Abigail Dometita
C
ouncil recited the Pledge of Allegiance.

RE

PORT OUT FROM CLOSED SESSION
M
ayor Slaughter reported that no action was taken at tonight’s closed session.

A

DOPTION OF THE AGENDA
A
ction: A motion was made by Council Member Walsh, seconded by Council Member del Rosario, to adopt the agenda. The motion carried by the following vote:

N
ame Voting Present, Not Voting Absent
Aye No Abstain Not Participating
Carrie Slaughter, Mayor 
Helen Fisicaro 
Joanne F. del Rosario 
Thomas Walsh 
Ken Gonzalez 
5 0
AGENDA ITEM #1
Minutes – Regular Meeting 04.08.26 Page 2 of 4

PRESENTATIONS
• The Mayor read a proclamation recognizing April as National Poetry Month and invited Executive Director Victoria Magbilang of the Daly City Public Library Associates, along with the 2025-2026 Daly City Youth Poet Laureate Caylie Chiu to the podium to accept it. Ms.

Magbilang offered brief remarks, and Ms. Chiu recited one of her poems. • T
he Vice Mayor read a proclamation recognizing the retirement of Edward Lee of Lucky Chances Casino and presented it to Mr. Lee who offered brief remarks. Councilmembers offered brief words of commendation and appreciation.

T
he following people also offered their well wishes:
o Daly City Vice Mayor Teresa Proaño
o President of the Colma Historical Association Maureen O’Connor o CEO of the Colma Daly City Chamber of Commerce Felicia Leong o Former Colma Mayor Dennis Fisicaro
• Ci
ty Manager Barros introduced Executive Director Sarah Hubbard and Board Chair Terry Nagel of Sustainable San Mateo County, who presented an update on the Sustainability Dashboard and its metrics. Council discussion followed.

PUBLIC COMMENTS
T
here were no Public Comments.

CONSENT CALENDAR

1. Motion to Approve the Minutes from the March 25, 2026 Regular Meeting 2 . Motion to Accept Information Report on Recreation Department Program, Activities, Events and Trips for the First Quarter of 2026
3 . Motion to Adopt Resolution No. 2026-09 Awarding and Authorizing the City Manager to Execute a Construction Contract with Nema Construction in the Amount of $732,650; Approving a Construction Contingency and Construction Management Fee in the Amount of $146,530 for a Total Project Cost of $879,180 for the 2025-26 Residential Street Light Replacement Project, Pursuant to CEQA Guideline 15301 and 15302 There were no Public Comments.

Action: A motion was made by Vice Mayor Fisicaro, seconded by Council Member Gonzalez, to approve the Consent Calendar with the correction that the typo in Item No. 2’s quarterly report be amended to read “Eggstravaganza.”
T
he motion carried by the following vote:

Minutes – Regular Meeting 04.08.26 Page 3 of 4
N
ame Voting Present, Not Voting Absent
Aye No Abstain Not Participating
Carrie Slaughter, Mayor 
Helen Fisicaro 
Joanne F. del Rosario 
Thomas Walsh 
Ken Gonzalez 
5 0
N

EW BUSINESS

4. ADULT HOLIDAY PARTY
M
anager Abellana presented the staff report.

T
here were no Public Comments.

Co
uncil discussion followed; Manager Abellana answered their questions.

Action: A motion was made by Vice Mayor Fisicaro, seconded by Council Member Walsh, to Direct the City Manager to Plan and Coordinate an Adult Holiday Event in December 2026, With Direction Provided to Staff on the Location and Date, and to Set the Participation Fees for the Adult Holiday Event at $15 for Adults and $10 for Seniors and Disabled as Authorized Under Colma Administrative Code Section 2.01.080 All Pursuant to CEQA Guidelines 15301 and 15323.

T
he motion carried by the following vote:

N
ame Voting Present, Not Voting Absent
Aye No Abstain Not Participating
Carrie Slaughter, Mayor 
Helen Fisicaro 
Joanne F. del Rosario 
Thomas Walsh 
Ken Gonzalez 
5 0
STU

DY SESSION

5. LED READER BOARDS
Ci
ty Manager Barros presented the staff report.

T
here were no Public Comments.

Co
uncil discussion followed; City Manager Barros answered their questions Minutes – Regular Meeting 04.08.26 Page 4 of 4
Staff was given direction to return with alternative size and location options for both story poles. Staff will bring the item back for Council review at a future meeting.

This was a study session item; no action was taken.

CO

UNCIL CALENDARING
M
ayor Slaughter announced the next regular meeting is April 22, 2026.

REP
ORTS
Mayor/Council Reports – None
Committee Reports
• Peninsula Clean Energy
Co
uncil Member Gonzalez reported PCE is working with PG&E to bring the Town Hall solar panels into operation.
• San Francisco International Airport Community Roundtable M
ayor Slaughter reported that the airport is repaving certain runways, resulting in diversion of traffic causing noise disruptions in some cities; however, Colma has not been affected. • San Mateo County Council of Cities
M
ayor Slaughter reported that she attended the City of Millbrae’s Council of Cities Dinner, where she toured a well-executed affordable housing unit.

Ci
ty Manager Reports
City Manager Barros reported the following:
• Home Depot opened the west side of its parking lot, improving accessibility and ease of p
arking, and is now planning renovations for the east side. • He thanked the Council for approving the Residential Streetlight Replacement Project and recognized the Public Works Department for coming in approximately $250,000 under the engineer’s estimate.
• Town Wide Garage Sale and Junk in the Truck is on Saturday, April 25.

ADJOURNMENT AND CLOSE IN MEMORY
Mayor Slaughter adjourned the meeting at 8:25 p.m. in memory of Robert “Robo” Russell.

R
espectfully submitted,
A
bigail Dometita, CMC
Deputy City Clerk
Page: 1Check History ListingapCkHist
7:42AM Town of Colma04/06/2026
firstBank code:

Check # Date Vendor Status Clear/Void Date Amount PaidInvoice Inv. Date Check Total 00003
A. S. F. ELECTRIC 10237C61975 897.0002/20/202603/11/202603/04/2026 897.00 03546 JUDIT ABARCA RIVERA 2003317.003C61976 50.0002/25/202603/11/202603/04/2026 50.00 03659 AMERICAN PORTABLES 154720C61977 481.9402/24/202603/11/202603/04/2026 481.94 00013 ANDY'S WHEELS & TIRES 69175C61978 02/26/202603/13/202603/04/2026 271.55 C 69128 02/05/202603/13/2026 102.88
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C 69177 580.1902/26/202603/13/2026 102.88
00002
AT&T 02/18/26C61979 85.6302/18/202603/10/202603/04/2026 85.63 03398 BELSON OUTDOORS, LLC 386280C61980 5,351.0002/23/202603/13/202603/04/2026 5,351.00 00684 CALIFORNIA CHAMBER OF COMMERCE 11918623C61981 329.5602/17/202603/16/202603/04/2026 329.56 03355 CALIFORNIA CITIES GAMING 2026AC61982 12,000.0002/18/202603/23/202603/04/2026 12,000.00 00051 CALIFORNIA WATER SERVICE CO. 6544607057-02/18/26C61983 02/18/202603/10/202603/04/2026 960.59 C 1727052702-02/12/26 1,250.8302/12/202603/10/2026 290.24 02569 MARIA GRACIA/MIGUEL CATIMBANG 2003308.003C61984 300.0002/17/202603/10/202603/04/2026 300.00 03937 CHARLES MCMURRAY CO. S5532617.001C61985 313.7002/02/202603/16/202603/04/2026 313.70 03790 CHIA CHEN LEE FNP 12/10/25C61986 2,300.0012/10/202503/11/202603/04/2026 2,300.00 00057 CINTAS CORPORATION #2 4259853485C61987 636.3602/17/202603/11/202603/04/2026 636.36 00093 CITY OF SOUTH SAN FRANCISCO 523458C61988 750.0002/18/202603/17/202603/04/2026 750.00 03539 CLARK PEST CONTROL 38957595C61989 162.0002/18/202603/11/202603/04/2026 162.00 02583 CRIME SCENE CLEANERS, INC. 97036C61990 260.0002/26/202603/18/202603/04/2026 260.00 00112 DEPARTMENT OF JUSTICE 021938C61991 455.0002/05/202603/10/202603/04/2026 455.00 02793 DITO'S MOTORS 034533C61992 02/26/202603/16/202603/04/2026 2,299.69 C 034521 02/25/202603/16/2026 327.64
C 034515 02/24/202603/16/2026 314.61
Page: 1
AGENDA ITEM #2
Page: 2Check History ListingapCkHist
7:42AM Town of Colma04/06/2026
firstBank code:

Check # Date Vendor Status Clear/Void Date Amount PaidInvoice Inv. Date Check Total C 034542 3,041.3902/27/202603/16/2026 99.45
03685 REINALYN DUMA 2/10-2/12/26 ReimbC61993 137.5003/16/202603/12/202603/04/2026 137.50 03886 LIZBETH B ELLIS 7C61994 165.0002/23/202603/25/202603/04/2026 165.00 02935 EMCOR SERVICES-MESA ENERGY SYS 940032808C61995 13,957.0002/23/202603/10/202603/04/2026 13,957.00 03459 INC FAST RESPONSE ON-SITE TESTING 161156C61996 875.0002/19/202603/13/202603/04/2026 875.00 03616 FLEXIBLE BENEFIT ADMIN 220972C61997 135.0002/26/202603/11/202603/04/2026 135.00 02499 GE CAPITAL INFO RICOH USA INC 109842837C61998 389.1002/16/202603/10/202603/04/2026 389.10 00433 GRAINGER INC 9823394870C61999 471.3702/26/202603/11/202603/04/2026 471.37 02605 SAUL GUERRERO 2/10-2/12/26 ReimbC62000 270.4703/26/202603/09/202603/04/2026 270.47 02965 HAPPYCAKE FACE PAINTING 688124C62001 450.2211/13/202503/11/202603/04/2026 450.22 03939 CARMEN LOPEZ 2003322.003C62002 300.0003/02/202603/24/202603/04/2026 300.00 00254 METRO MOBILE COMMUNICATIONS 50903C62003 602.0003/01/202603/13/202603/04/2026 602.00 01531 MONTALBANO INC CTCS457560C62004 704.5202/17/202603/10/202603/04/2026 704.52 03009 MUTT MITT 804114C62005 2,585.1702/24/202603/10/202603/04/2026 2,585.17 02153 BEGONA NAVARRO 2003306.003C62006 200.0002/17/202603/10/202603/04/2026 200.00 01340 NAVIA BENEFIT SOLUTIONS 11063496C62007 400.0002/26/202603/09/202603/04/2026 400.00 00280 ODP BUSINESS SOLUTIONS 459634317001C62008 02/24/202603/10/202603/04/2026 212.00 C 459634487001 02/24/202603/10/2026 95.48
C 459310662001 02/24/202603/10/2026 85.80
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C 459310929001 02/24/202603/10/2026 24.83
C 460364245001 466.2802/27/202603/10/2026 22.94
02763 OPENGOV, INC. INV25521C62009 17,970.7603/03/202603/09/202603/04/2026 17,970.76 00307 PACIFIC GAS & ELECTRIC 1918250367-2 13Feb26C62010 02/13/202603/09/202603/04/2026 11,627.83 C 0092128195-2 19Feb26 02/19/202603/09/2026 827.77
Page: 2
Page: 3Check History ListingapCkHist
7:42AM Town of Colma04/06/2026
firstBank code:

Check # Date Vendor Status Clear/Void Date Amount PaidInvoice Inv. Date Check Total C 0678090639-9 19Feb26 02/19/202603/09/2026 94.06
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Page: 4Check History ListingapCkHist
7:42AM Town of Colma04/06/2026
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7:42AM Town of Colma04/06/2026
firstBank code:

Check # Date Vendor Status Clear/Void Date Amount PaidInvoice Inv. Date Check Total 03942 HARLAN LEVY 7/3/24 ReimburseC62048 2.0003/04/202603/16/202603/11/2026 2.00 03947 HERNAN EDGARDO MIRAS 2003329.00362049 150.0003/05/202603/11/2026 150.00 03396 DINORA NAVARRO 2/28/26 ReimbC62050 34.0002/28/202603/13/202603/11/2026 34.00 03946 MARGARITA NAVOS 2003328.00362051 150.0003/05/202603/11/2026 150.00 03061 NICK BARBIERI TRUCKING LLC CL85860C62052 127.2502/28/202603/16/202603/11/2026 127.25 03400 OTIS ELEVATOR COMPANY SJ20186001C62053 02/25/202603/17/202603/11/2026 1,090.00 C L10000138253 1,265.3702/26/202603/17/2026 175.37
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7:42AM Town of Colma04/06/2026
firstBank code:

Check # Date Vendor Status Clear/Void Date Amount PaidInvoice Inv. Date Check Total 01340 NAVIA BENEFIT SOLUTIONS PPD 03/20/2026C62070 2,094.8903/20/202603/23/202603/20/2026 2,094.89 01375 NATIONWIDE RETIREMENT SOLUTION PPD 03/20/2026C62071 4,063.0603/20/202603/24/202603/20/2026 4,063.06 02224 STANDARD INSURANCE COMPANY PPD 03/20/2026C62072 392.5003/20/202603/24/202603/20/2026 392.50 03843 INTERNAL REVENUE SERVICE PPD 03/20/2026C62073 791.3103/20/202603/25/202603/20/2026 791.31 01031 A-1 RHINO LININGS 1405662074 496.8803/09/202603/18/2026 496.88 00004 AT&T 000024873193C62075 40.7003/01/202603/24/202603/18/2026 40.70 03334 LLC AT&T MOBILITY NATIONAL ACCOUNT 287296200335X031026C62076 2,557.5503/02/202603/24/202603/18/2026 2,557.55 03950 MARK BARRADAS 3/30/24 Reimburse62077 34.0004/01/202403/18/2026 34.00 01565 BAY CONTRACT MAINTENANCE, INC. 34341C62078 03/10/202603/31/202603/18/2026 3,172.48 C 34343 03/10/202603/31/2026 3,080.85
C 34342 03/10/202603/31/2026 3,080.85
C 34340 03/10/202603/31/2026 1,797.15
C 34345 03/10/202603/31/2026 733.52
C 34339 03/10/202603/31/2026 256.19
C 34344 12,344.8603/10/202603/31/2026 223.82
03801 BLACK & VEATCH CORPORATION 1490766C62079 51,520.7503/02/202603/25/202603/18/2026 51,520.75 03952 CAIRN RESILIENCE COUNSELING 1007C62080 3,300.0002/28/202603/27/202603/18/2026 3,300.00 00051 CALIFORNIA WATER SERVICE CO. 9690644444-03/04/26C62081 03/04/202603/23/202603/18/2026 1,234.45 C 7690644444- 03/04/26 03/04/202603/23/2026 910.22
C 3422893362-03/02/26 03/02/202603/23/2026 62.23
C 0944444444-03/02/26 03/02/202603/23/2026 62.23
C 5793906861-03/02/26 2,310.6203/02/202603/23/2026 41.49 01995 CELETTA INVESTIGATIVE SVCS 26-0304C62082 660.0003/04/202603/23/202603/18/2026 660.00 00089 CITY OF MILLBRAE 3/27/26 CC Dinner62083 130.0003/10/202603/18/2026 130.00 03539 CLARK PEST CONTROL 39047740C62084 03/13/202603/26/202603/18/2026 150.00 C 38957591 300.0002/02/202603/26/2026 150.00
Page: 6
Page: 7Check History ListingapCkHist
7:42AM Town of Colma04/06/2026
firstBank code:

Check # Date Vendor Status Clear/Void Date Amount PaidInvoice Inv. Date Check Total 01037 COMCAST CABLE 0094769 022626C62085 02/26/202603/24/202603/18/2026 15,318.25 C 0097069 022726 15,702.8102/27/202603/24/2026 384.56 03702 CORODATA RECORDS MANAGEMENT RS3775045C62086 414.6002/28/202603/23/202603/18/2026 414.60 00112 DEPARTMENT OF JUSTICE 030359C62087 49.0003/04/202603/24/202603/18/2026 49.00 02793 DITO'S MOTORS 03463262088 140.8103/11/202603/18/2026 140.81 03459 INC FAST RESPONSE ON-SITE TESTING 161203C62089 997.5003/03/202603/26/202603/18/2026 997.50 03616 FLEXIBLE BENEFIT ADMIN 221700C62090 55.0003/11/202603/25/202603/18/2026 55.00 02499 GE CAPITAL INFO RICOH USA INC 109878905C62091 525.4403/05/202603/24/202603/18/2026 525.44 02119 CHRISTOPHER GRANT 2/24 & 2/25/26 ReimbC62092 241.3203/04/202603/30/202603/18/2026 241.32 00174 HOME DEPOT CREDIT SERVICES 02/27/26 CLOSINGC62093 287.6102/27/202603/25/202603/18/2026 287.61 03953 I-LING HUANG 2003341.00362094 480.0003/12/202603/18/2026 480.00 03441 MARVIN GARDENS CATERING 1914662095 843.9503/18/202603/18/2026 843.95 03579 BRIAN NAGATA 2003344.003C62096 300.0003/17/202603/31/202603/18/2026 300.00 01680 NBS GOVERNMENT FINANCE GROUP 202603-1256C62097 9,665.0003/06/202603/24/202603/18/2026 9,665.00 00280 ODP BUSINESS SOLUTIONS 460363633001C62098 41.2402/27/202603/26/202603/18/2026 41.24 00307 PACIFIC GAS & ELECTRIC 9248309814-8 24Feb26C62099 02/24/202603/23/202603/18/2026 621.90 C 0576889222-5 10Mar26 03/10/202603/23/2026 198.28
C 0035222590-8 10Mar26 848.4903/10/202603/23/2026 28.31 03230 MICAELA PADILLA 2003340.003C62100 80.0003/09/202603/23/202603/18/2026 80.00 01184 PENINSULA UNIFORMS & EQUIPMENT 221291C62101 02/27/202603/26/202603/18/2026 1,585.78 C 221388 2,706.4503/04/202603/26/2026 1,120.67
03775 RAMOS OIL COMPANY CL218816C62102 03/10/202603/25/202603/18/2026 1,351.97 C CL217513 02/28/202603/25/2026 1,204.14
C CL216453 2,646.0602/20/202603/25/2026 89.95
03948 RUTH REYES RAMOS 2003342.003C62103 575.0003/17/202603/23/202603/18/2026 575.00 Page: 7
Page: 8Check History ListingapCkHist
7:42AM Town of Colma04/06/2026
firstBank code:

Check # Date Vendor Status Clear/Void Date Amount PaidInvoice Inv. Date Check Total 00391 SAN MATEO COUNTY CMSTP-FY2526-005C62104 3,187.5002/28/202603/23/202603/18/2026 3,187.50 00349 SEGALE & CERINI INC. 18794C62105 02/27/202603/27/202603/18/2026 23,486.00 C 18795 02/27/202603/27/2026 142.00
C 18796 23,705.0002/27/202603/27/2026 77.00
00500 SMC CONTROLLERS OFFICE February 202662106 2,111.5003/04/202603/18/2026 2,111.50 00364 SMC FORENSIC LAB PS-INV105048C62107 720.0002/28/202603/24/202603/18/2026 720.00 01030 STEPFORD, INC. 2601142C62108 03/09/202603/25/202603/18/2026 124.10 C 2601149 139.3603/06/202603/25/2026 15.26
02443 SUN RIDGE SYSTEMS, INC. 910962109 2,800.0003/09/202603/18/2026 2,800.00 00412 TELECOMMUNICATIONS ENGINEERING 49795C62110 1,652.5003/10/202603/30/202603/18/2026 1,652.50 03951 THE PROFESSIONAL TREE CARE CO. CINV-02105C62111 6,768.0003/05/202603/24/202603/18/2026 6,768.00 01865 THYSSENKRUPP ELEVATOR CORP 3009341402C62112 4,032.0003/01/202603/25/202603/18/2026 4,032.00 00411 TURBO DATA SYSTEMS 48165C62113 2,142.4202/28/202603/23/202603/18/2026 2,142.42 03015 U.S. BANK CORPORATE PMT SYSTEMV62114 0.0003/17/202603/18/2026 0.00 03015 U.S. BANK CORPORATE PMT SYSTEM 02/23/26 AzzopardiC62115 02/23/202603/27/202603/18/2026 5,567.40 C 02/23/26 Abellana 02/23/202603/27/2026 3,852.99
C 02/23/26 Wollman 02/23/202603/27/2026 2,413.07
C 02/23/26 Esquivias 02/23/202603/27/2026 2,251.01
C 02/23/26 Estabillo 02/23/202603/27/2026 2,239.72
C 02/23/26 Lee 02/23/202603/27/2026 1,665.26
C 02/23/26 Navarro 02/23/202603/27/2026 1,583.75
C 02/23/26 Dometita 02/23/202603/27/2026 1,573.39
C 02/23/26 Rumayor 02/23/202603/27/2026 1,039.98
C 02/23/26 Barros 02/23/202603/27/2026 640.49
C 02/23/26 Gotelli 02/23/202603/27/2026 626.59
C 02/23/26 Munsey 02/23/202603/27/2026 565.34
C 02/23/26 Velasquez 02/23/202603/27/2026 293.22
C 02/23/26 Bassett 24,372.2102/23/202603/27/2026 60.00 Page: 8
Page: 9Check History ListingapCkHist
7:42AM Town of Colma04/06/2026
firstBank code:

Check # Date Vendor Status Clear/Void Date Amount PaidInvoice Inv. Date Check Total 02849 6746050100 U.S. BANK PARS ACCOUNT 2026-04 OPEBC62116 109,398.0003/13/202603/23/202603/18/2026 109,398.00 01687 UNITED SITE SERVICES OF INV-5962227C62117 168.2603/12/202603/26/202603/18/2026 168.26 01238 MARTA VEGA 2003343.003C62118 275.0003/17/202603/30/202603/18/2026 275.00 03710 VESTIS GROUP, INC. 5180566424C62119 03/16/202603/24/202603/18/2026 30.93 C 5180563727 58.4803/09/202603/24/2026 27.55
02799 ASTOUND BUSINESS SOLUTION WAVE/ASTOUND 103745301-0012070C62120 442.8303/01/202603/26/202603/18/2026 442.83 00004 AT&T 000024950859C62121 1,732.3803/13/202603/30/202603/25/2026 1,732.38 03855 AT&T ENT LLC, ACC BUSINESS 0712773119C62122 687.7803/11/202603/31/202603/25/2026 687.78 01643 HELEN AUSTRIA 2002636.00362123 45.0009/21/202303/25/2026 45.00 01565 BAY CONTRACT MAINTENANCE, INC. 34357C62124 988.7103/16/202603/31/202603/25/2026 988.71 01183 BEST BEST & KRIEGER LLP 1056777C62125 03/24/202603/31/202603/25/2026 23,230.28 C 1056778 32,343.9803/24/202603/31/2026 9,113.70
02886 BLUETRITON BRANDS INC 06C003645766162126 6.0003/10/202603/25/2026 6.00 03389 RICKIE BREAUX 3/17/26 Reimb62127 59.6303/17/202603/25/2026 59.63 00051 CALIFORNIA WATER SERVICE CO. 6544607057-03/18/26C62128 03/18/202603/31/202603/25/2026 670.93 C 1727052702-03/13/26 1,011.5403/13/202603/31/2026 340.61 00087 CITY OF DALY CITY 327762129 318.2103/13/202603/25/2026 318.21 03539 CLARK PEST CONTROL 3904774462130 01/29/202603/25/2026 162.00 38056377 312.0008/06/2025 150.00
01037 COMCAST CABLE 0096715 030726C62131 141.5603/07/202603/30/202603/25/2026 141.56 02827 CORODATA SHREDDING, INC. DN 1570008C62132 125.4502/28/202603/30/202603/25/2026 125.45 00071 CSG CONSULTANTS, INC. V62133 0.0003/25/202603/25/2026 0.00 00071 CSG CONSULTANTS, INC. 01/31/26-02/27/26C62134 03/17/202603/31/202603/25/2026 149,297.75 C 01/31/26-02/27/26CIP 204,581.5003/17/202603/31/2026 55,283.75 Page: 9
Page: 10Check History ListingapCkHist
7:42AM Town of Colma04/06/2026
firstBank code:

Check # Date Vendor Status Clear/Void Date Amount PaidInvoice Inv. Date Check Total 00117 DELTA DENTAL OF CALIFORNIA BE006993184C62135 13,673.2404/01/202603/30/202603/25/2026 13,673.24 01061 FIRST AMERICAN TITLE COMPANY 746-746104107C62136 02/13/202603/31/202603/25/2026 500.00 C 746-746104106 1,000.0002/13/202603/31/2026 500.00
01729 LIONS INTERNATIONAL DIST 4-C4 3/27/26 Awards BanqC62137 500.0003/11/202603/31/202603/25/2026 500.00 01729 LIONS INTERNATIONAL DIST 4-C4 3/27/26 Awards BanqC62138 100.0003/25/202603/31/202603/25/2026 100.00 02392 MIG 0095205C62139 02/12/202603/31/202603/25/2026 10,682.50 C 0095678 15,172.5003/17/202603/31/2026 4,490.00
02993 MIXTISO Feb 19-Mar 19, 202662140 400.0003/19/202603/25/2026 400.00 03061 NICK BARBIERI TRUCKING LLC CL86719C62141 142.2703/15/202603/30/202603/25/2026 142.27 00280 ODP BUSINESS SOLUTIONS 46034676000162142 03/19/202603/25/2026 114.97 458732182001 03/20/2026 98.88
463816237001 03/19/2026 39.54
460388252001 258.3303/19/2026 4.94
03954 PACIFIC COAST AV 26-030C62143 900.0003/17/202603/30/202603/25/2026 900.00 00307 PACIFIC GAS & ELECTRIC 1918250367-2 18Mar26C62144 03/18/202603/31/202603/25/2026 9,742.42 C 3007220528-6 10Mar26 03/10/202603/31/2026 4,297.90
C 0512181543-4 11Mar26 16,646.5603/11/202603/31/2026 2,606.24 03609 PAYMENTUS CORPORATION INV-15-176144C62145 317.7202/28/202603/31/202603/25/2026 317.72 03173 PLAN JPA PLAN-052762146 2,502.9503/24/202603/25/2026 2,502.95 03131 SAN MATEO RESOURCE C14-CB-GEN62147 317.3912/31/202503/25/2026 317.39 03335 SMC FLOOD AND SEA LEVEL FY25-26-00562148 25,000.0002/20/202603/25/2026 25,000.00 00534 SMC INFORMATION SERVICES DEPT A001863A220260262149 82.2502/28/202603/25/2026 82.25 00388 SONITROL 417952C62150 1,212.7003/12/202603/30/202603/25/2026 1,212.70 02224 STANDARD INSURANCE COMPANY Apr2026CoverageC62151 237.8203/18/202603/31/202603/25/2026 237.82 00830 STAPLES 6056567667C62152 02/25/202603/30/202603/25/2026 252.71 Page: 10
Page: 11Check History ListingapCkHist
7:42AM Town of Colma04/06/2026
firstBank code:

Check # Date Vendor Status Clear/Void Date Amount PaidInvoice Inv. Date Check Total C 6056567668 02/25/202603/30/2026 222.84
C 6056567666 501.0302/25/202603/30/2026 25.48
01030 STEPFORD, INC. 260607662153 03/12/202603/25/2026 1,976.25 2606075 2,596.2503/12/2026 620.00
01355 THE BANK OF NEW YORK MELLON 03/18/2026 COP P&I62154 215,395.6503/18/202603/25/2026 215,395.65 03710 VESTIS GROUP, INC. 5180568527C62155 30.9303/23/202603/30/202603/25/2026 30.93 00432 VISION SERVICE PLAN 824867161C62156 1,132.1203/19/202603/30/202603/25/2026 1,132.12 01360 MISSIONSQUARE RETIREMENT PPD 03/06/2026 M95642 799.9103/06/202603/06/2026 799.91 00521 UNITED STATES TREASURY PPD 03/06/2026 MC95643 1,417.8203/06/202603/09/202603/06/2026 1,417.82 00631 P.E.R.S. PPD 03/06/2026 M95644 1,130.5303/06/202603/06/2026 1,130.53 00130 EMPLOYMENT DEVELOPMENT DEPT PPD 03/06/202695645 90.0003/06/202603/06/2026 90.00 00282 RETIREMENT SYSTEM CALIFORNIA PUBLIC EMPLOYEESPPD 03/06/2026 M95646 4,526.1103/06/202603/06/2026 4,526.11 00130 EMPLOYMENT DEVELOPMENT DEPT PPD 03/06/2026-B95647 21,743.8503/06/202603/06/2026 21,743.85 00521 UNITED STATES TREASURY PPF 03/06/2026C95648 88,531.8003/06/202603/09/202603/06/2026 88,531.80 00282 RETIREMENT SYSTEM CALIFORNIA PUBLIC EMPLOYEESPPD 03/06/202695649 99,466.2503/06/202603/06/2026 99,466.25 00631 P.E.R.S. PPD 03/06/202695650 63,129.8703/06/202603/06/2026 63,129.87 01360 MISSIONSQUARE RETIREMENT PPD 03/06/202695651 12,737.0403/06/202603/06/2026 12,737.04 00068 COLMA PEACE OFFICER'S PPD 03/06/202695652 1,208.8803/06/202603/06/2026 1,208.88 00130 EMPLOYMENT DEVELOPMENT DEPT PPD 03/20/202695655 21,274.6903/20/202603/20/2026 21,274.69 00521 UNITED STATES TREASURY PPD 03/20/202695657 87,645.3803/20/202603/20/2026 87,645.38 00631 P.E.R.S. PPD 03/20/202695658 63,369.4903/20/202603/20/2026 63,369.49 01360 MISSIONSQUARE RETIREMENT PPD 03/20/202695659 12,720.7903/20/202603/20/2026 12,720.79 00068 COLMA PEACE OFFICER'S PPD 03/20/202695663 1,208.8803/20/202603/20/2026 1,208.88 00282 RETIREMENT SYSTEM CALIFORNIA PUBLIC EMPLOYEES100000018213798120137 7,606.9502/17/202603/03/2026 7,606.95 Page: 11
Page: 12Check History ListingapCkHist
7:42AM Town of Colma04/06/2026
firstBank code:

Check # Date Vendor Status Clear/Void Date Amount PaidInvoice Inv. Date Check Total 03616 FLEXIBLE BENEFIT ADMIN APRIL2026HRA120138 79,507.9003/23/202603/30/2026 79,507.90 00521 UNITED STATES TREASURY ppd 03/20/2026-SV956571 56.6203/20/202603/24/202603/20/2026 56.62 1,559,947.97first Total:

Total Checks:checks in this report 201 1,559,947.97
Page: 12
Staff Report on Memorandums of Understanding, Unrepresented Cost of Living Increases, and Adoption of Salary Schedule Page 1 of 3

STAFF REPORT
TO: M
ayor and Members of the City Council
FROM: Daniel Barros, City Manager
MEETING DATE: April 22, 2026
SUBJECT: Adopt Resolutions Approving Memorandums of Understanding

RECOMMENDATION
Staff recommends that the City Council:

1. Adopt the following resolutions:

RESOLUTION APPROVING MEMORANDUM OF UNDERSTANDING BETWEEN THE TOWN

OF COLMA AND THE COLMA PEACE OFFICERS ASSOCIATION FOR THE PERIOD OF JULY 1, 2026 THROUGH JUNE 30, 2028 PURSUANT TO CEQA GUIDELINE 15378

RESOLUTION APPROVING MEMORANDUM OF UNDERSTANDING BETWEEN THE TOWN

OF COLMA AND THE COLMA POLICE COMMUNICATION/RECORDS ASSOCIATION FOR THE PERIOD OF JULY 1, 2026 THROUGH JUNE 30, 2028 PURSUANT TO CEQA GUIDELINE 15378

RESOLUTION APPROVING COST OF LIVING SALARY INCREASES FOR CERTAIN UNREPRESENTED EMPLOYEES PURSUANT TO CEQA GUIDELINE 15378 RESOLUTION ADOPTING THE SALARY SCHEDULE AS OF APRIL 22, 2026 PURSUANT TO CEQA GUIDELINE 15378
COU

NCIL ADOPTED VALUES
The
Staff recommendation is consistent with the Council adopted values of:
• Responsibility: Making decisions after prudent consideration of their financial impact, taking into account the long-term financial needs of the agency. • Fairness: Treat all persons, claims and transactions in a fair and equitable manner.

AGENDA ITEM #3
AMENDED 4.20.26
Attachment F corrected to include
Resolution. Salary Schedule labeled
as Exhibit A.

Staff Report on Memorandums of Understanding, Unrepresented Cost of Living Increases, and Adoption of Salary Schedule Page 2 of 3

BACKGROUND
The Town’s MOUs with the Peace Officers Association (POA) and the Dispatch/Records Association (DRA) will expire on June 30, 2027. Per Article 8 – Duration and Renewal of the MOU’s, parties agreed to commence negotiations on March 1, 2026, to discuss Cost of Living Adjustments. Upon direction from the City Council, the City Manager and the Town’s labor negotiator were directed to begin labor negotiations. Due to both sides working diligently together, updated labor agreement terms have been reached between both sides.

The results of those negotiations are now being formally presented to Council for final approval.

The Council also discussed Cost of Living Adjustments for Unrepresented employees.

ANALYSIS
Living and working in the Bay Area has become increasingly challenging over the past several years, and recruiting and retaining employees has been difficult with inflation continuing to rise in San Francisco/Bay Area. Because of this, the City Council directed staff to begin labor negotiations prior to the expiration of the existing contract. The City Council wanted to address concerns over existing employees’ ability to make a living wage for their family and in an effort to retain employees for their commitment to the Town.

Through the course of negotiations, the City Council came to the following agreements with the employee associations:

Peace Officer Association (POA):

Effective as of July 1, 2026 through June 30, 2028, the following changes will go into effect

1. July 5, 2026 – an across-the-board wage increase of 3% (Pay date 7/24/2026)

2. December 20, 2026 – an across-the-board wage increase of 2% (Pay date 1/8/2027)

3. June 20, 2027 – an across-the-board wage increase of 3% (Pay date 7/9/2027)

4. December 19, 2027 – an across-the-board wage increase of 2% (Pay date 1/7/2028) Dispatch/Records Association (DRA):

The DRA will receive the same negotiated benefits as indicated above for the POA with nothing additional and/or separate.

Staff Report on Memorandums of Understanding, Unrepresented Cost of Living Increases, and Adoption of Salary Schedule Page 3 of 3

Unrepresented Employees:

The unrepresented employees are not members of any employee association. The Town has had an informal policy for some time that the unrepresented employees should be treated similarly to the POA and Dispatch Association. As a result, the City Council authorized the City Manager to provide the same increases/changes to the unrepresented employees, which was conveyed during a meeting with the unrepresented employees in April. Each employee (with the exception of the City Manager, Recreation Leader, Senior Recreation Leader, Facility Attendant, Intern, and Student Aide) will receive the same pay increases listed above as the POA and DRA.

FISCAL IMPACT
The approval of the attached resolutions will increase Town salaries and benefits by a cost of approximately $824,372 over the life of the MOUs. This amount has been calculated into the Town’s long-term financial forecast and can be accommodated.

ALTERNATIVES
The City Council could choose to not adopt the resolutions approving the MOUs or could chose to direct Staff to renegotiate any items within the MOUs. Doing so is not recommended, however, as that action could be construed as bad-faith bargaining and could create the potential for an unfair labor practices charge.

CONCLUSION
Staff recommends that the City Council adopt the resolutions and introduce the ordinance...

ATTACHMENTS
A. Resolution Approving Memorandum of Understanding Between the Town of Colma and the Colma Police Officers Association for the Period of July 1, 2026 to June 30, 2028 B. Memorandum of Understanding Between the Town of Colma and the Colma Police Officers Association for the Period of July 1, 2026 to June 30, 2028 C. Resolution Approving Memorandum of Understanding Between the Town of Colma and the Colma Police Communications/Records Association for the period of July 1, 2026 to June 30, 2028
D. Memorandum of Understanding Between the Town of Colma and the Colma Police Communications/Records Association for the period of July 1, 2026 to June 30, 2028 E. Resolution Approving Cost of Living Increase for Certain Unrepresented Employees F. Resolution adopting the Town of Colma Salary Schedule

Res 2026-__, Approving POA MOU 2026-2028 Page 1 of 2
RESOLUTION 2026-__

OF THE CITY COUNCIL OF THE TOWN OF COLMA

RESOLUTION APPROVING MEMORANDUM OF UNDERSTANDING

BETWEEN THE TOWN OF COLMA AND THE COLMA PEACE OFFICERS ASSOCIATION FOR THE PERIOD OF JULY 1, 2026 THROUGH JUNE 30, 2028 PURSUANT TO CEQA GUIDELINE 15378
Th
e City Council of the Town of Colma does hereby resolve as follows:

1. B
ackground.
(a) Th
e Town’s MOU with the Peace Officers Association will expire on June 30, 2027. Per Article 8 – Duration and Renewal of the MOU, parties agreed to commence negotiations on March 1, 2026, to discuss Cost of Living Adjustments.
(b) Upon direction from the City Council, the City Manager and the Town’s labor negotiator began labor negotiations. Due to both sides working diligently together, updated labor agreement terms have been reached between both sides.
(c) St
aff is now presenting the formal MOU detailing the conclusion of the labor negotiation terms for City Council consideration and approval.

2. O
rder.
(a) Th
e City Council hereby approves the Memorandum of Understanding between the Town of Colma and the Colma P eace Officers Association for the time period of July 1, 202 6 through June 30, 202 8, which is attached hereto as Exhibit
A. This MOU shall supersede the prior MOU upon its execution. (b) The Mayor shall be, and hereby is, authorized to execute the Memorandum of Understanding, subject to any changes in form or technical language approved by the City Manager and City Attorney.
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ATTACHMENT A
Res 2026-__, Approving POA MOU 2026-2028 Page 2 of 2
Certification of Adoption

I certify that the foregoing Resolution No. 2026-__ was duly adopted at a regular meeting of said City Council held April 22, 2026 by the following vote:

Name Voting Present, Not Voting Absent
Aye No Abstain Not Participating
Carrie Slaughter, Mayor

Helen Fisicaro, Vice Mayor

Ken Gonzalez, Councilmember

Joanne F. del Rosario,
Councilmember

Thomas Walsh,
Councilmember

Voting Tally

Dated ______________________ ___________________________________ Carrie Slaughter, Mayor

Attest: ____________________________
Michelle Estabillo, City Clerk

DocuSign Envelope ID: 50B39089-C29E-463C-AF55-A616294B701D

MEMORANDUM OF UNDERSTANDING

BETWEEN

THE TOWN OF COLMA
AND

THE COLMA PEACE OFFICERS ASSOCIATION
July 1, 2025 2026 to June 30, 20272028

ATTACHMENT B
DocuSign Envelope ID: 50B39089-C29E-463C-AF55-A616294B701D

TABLE OF CONTENTS
ARTICLE 1 - PURPOSE AND INTENT .................................................................................... 3 ARTICLE 2 - REPRESENTATION ................................................................................................. 3 ARTICLE 3 - RIGHTS RESERVED ................................................................................................ 3 ARTICLE 4 - MANAGEMENT OBLIGATIONS ............................................................................... 4 ARTICLE 5 - SEVERABILITY ....................................................................................................... 4 ARTICLE 6 - WAIVER ................................................................................................................. 4 ARTICLE 7 - MAINTENANCE OF BENEFITS ................................................................................ 5 ARTICLE 8 - DURATION AND RENEWAL .................................................................................... 5 ARTICLE 9 - WORK PERIOD AND HOURS .................................................................................. 5 ARTICLE 10 - STAFFING LEVELS ............................................................................................... 6 ARTICLE 11 - SHIFT SELECTION ............................................................................................... 6 ARTICLE 12 - SHIFT EXCHANGE ................................................................................................ 6 ARTICLE 13 - SALARIES ............................................................................................................. 6 ARTICLE 14 - OVERTIME AND COMPENSATORY PAY ................................................................ 9 ARTICLE 15 - HOLIDAY PAY .................................................................................................... 10 ARTICLE 16 - LEAVES ....................................................................................................... 11 ARTICLE 17 - REIMBURSEMENTS ............................................................................................ 12 ARTICLE 18 - RETIREMENT, HEALTH AND WELFARE BENEFITS ........... Error! Bookmark not defined.14
ARTICLE 19 - PAYROLL ERRORS ............................................................................................. 20 ARTICLE 20 - GRIEVANCE PROCEDURE .................................. 21Error! Bookmark not defined.

ARTICLE 21 - SAFETY VESTS ................................................................................................... 21 ARTICLE 22 - DEFINITIONS .................................................................................................... 21 ARTICLE 23 - TRANSITION ...................................................................................................... 22

Peace OƯicers Association MOU 20252026-272028

MEMORANDUM OF UNDERSTANDING
[See Article 22 for definitions]
ARTICLE 1 - PURPOSE AND INTENT
A. It is the intent and purpose of the parties that this Memorandum of Understanding shall set forth rules of pay, hours of work, and other terms and conditions of employment to be observed by the parties in connection with the Peace Officers Unit. The provisions of this Memorandum of Understanding shall apply only to the Members of the Peace Officers Unit (Member) and shall in no way establish terms and conditions of employment of other employees of the Town of Colma who are not Members of that Unit. The classifications included in that Unit are all sworn officers of the Colma Police Department except Reserve Police Officers, Police Recruits, the Commander, and the Police Chief.

This agreement has been developed in the interest of promoting and improving employee relations between the Town of Colma (hereinafter referred to as the Town) and the Colma Peace Officers Association (hereinafter referred to as the Association).

B. This Memorandum is entered into pursuant to the Meyers-Milias-Brown Act (GOVERNMENT CODE sections 3500, et seq.) and Subchapter 3.09 of the Administrative Code of the Town.

ARTICLE 2 - REPRESENTATION
A. The Town hereby recognizes the Association as the Recognized Employee Organization to act as bargaining agent for the Peace Officers Unit.

B. The Town shall deduct the Association dues from the Members’ pay checks and transmit such monies to the duly authorized and designated employee organization representative or by direct deposit to the Association’s bank account.

ARTICLE 3 - RIGHTS RESERVED
A. The Association recognizes that the Town has and will continue to retain, whether exercised or not, the unilateral and exclusive right to operate, administer and manage its municipal services and work force performing those services in all respects subject to this Memorandum.

B. The City Manager and Police Chief have and will continue to retain exclusive decision- making authority on matters not officially and expressly modified by specific provisions of this Memorandum and such decision-making shall not be subject in any way, directly or indirectly, to the grievance procedure contained herein.

Peace OƯicers Association MOU 20252026-272028

C. The exclusive rights of the Town shall include, but not be limited to, the right to determine the organization of Town government and the purpose and mission of its constituent agencies, to set standards of service to be offered to the public, and through its management officials to exercise control and discretion over its organization and operations, to establish and effect Administrative Regulations and Employment Rules and Regulations consistent with law and the specific provisions of this Memorandum to direct its employees, to take disciplinary action for just cause, to relieve its employees from duty because of lack of work or for other legitimate reasons, to determine whether goods or services shall be made, purchased or contracted for, to determine the methods, means and personnel by which the Town’s services are to be provided, including the right to schedule and assign work and overtime, and to otherwise act in the interest of efficient service to the community.

ARTICLE 4 - MANAGEMENT OBLIGATIONS
The Town shall, at its own expense, provide to every Member a copy of this Memorandum and all rules, regulations, general and special orders.

ARTICLE 5 - SEVERABILITY
If any article or section of this Memorandum of Understanding or if any chapter or section of the Town’s Personnel Policies referred to in this Memorandum should be found invalid, unlawful, or unenforceable by reason of any existing or subsequent enacted legislation by a court of competent jurisdiction, all other articles and sections of this Memorandum shall remain in full force and effect for the duration of this Memorandum. In the event of invalidation of any article or section, the Town and Association may negotiate regarding that section or article on the anniversary of this Memorandum as provided by Article 8. However, in the event the legislation or decision referred to above affects wages, hours or working conditions, the Town and Association agree to meet and confer within sixty days of the effective date of the legislation or decision to renegotiate said article or section.

ARTICLE 6 - WAIVER
The parties acknowledge that, during the negotiations which resulted in this agreement, each had the unlimited right and opportunity to make demands and proposals with respect to any subject or matter not removed by law from the area of collective bargaining, and that the understandings and agreements arrived at by the parties after the exercise of that right and opportunity are set forth in this agreement. Therefore, the Town and the Association, for the life of this agreement, each voluntarily and unqualifiedly waives the right and each agrees that the other shall not be obligated to bargain collectively with respect to any subject or matter referred to or covered in this agreement (except as provided in Article 5), even though such subject or matter may not have been within the knowledge and contemplation of either or both parties at the time they negotiated or signed this agreement. However, in the event the Police Chief, the City Manager or the City Council imposes a change in policy regarding the Association which substantially affects wages, hours or other terms and conditions of Peace OƯicers Association MOU 20252026-272028

employment not covered by this Memorandum of Understanding, the Association may request that the Town meet and confer regarding that change.

ARTICLE 7 - MAINTENANCE OF BENEFITS
A. The status of all existing benefits and conditions of employment now enjoyed by classifications represented by the Association shall not be deemed affected by this agreement, except as specifically modified by provisions of this Memorandum.

B. Except as expressly stated in this Memorandum, where this Memorandum refers to a benefit in the Town’s Personnel Policies, that benefit may only be modified by the Town after meeting and conferring with the Association.

ARTICLE 8 - DURATION AND RENEWAL
Unless otherwise specifically provided herein, this Memorandum of Understanding shall run from July 1, 2025 2026 to June 30, 20272028. It shall be automatically renewed from year to year thereafter, with no scheduled salary increases, unless either party shall have notified the other, in writing, at least sixty days prior to the expiration date that it desires to modify the Memorandum of Understanding. In the event that such notice is given, negotiations shall begin within thirty days of delivery of the notice of intent to modify the Memorandum of Understanding.

The parties agree to commence negotiations for a new MoU on or about March 1, 20262028.

ARTICLE 9 - WORK PERIOD AND HOURS
A. The work period established for Members is a regularly recurring period of eighty- four (84) hours in fourteen consecutive days. The Police Chief may, in writing, establish the beginning and ending day and time of a work period.

B. Except as provided in paragraph 9.C, all Members will be on the same fourteen-day work period and will be scheduled to work up to eighty-four (84) hours in fourteen consecutive workdays. Members may be assigned to a team concept, working three days one week and four days the following week.

C. The work schedule shall include paid time for meal breaks, except for Members attending training classes and Members attending court sessions, in which case meal breaks shall not be compensable time.

D. Daylight Savings-Standard Time Transition

(1) In the spring when transitioning to Daylight Savings Time, Members working during the one hour transition from Standard Time to Daylight Savings Time will be paid for actual hours worked. Members working on a shift that includes the one hour transition may be granted an option by the Chief to Peace OƯicers Association MOU 20252026-272028

work an additional hour at his or her base hourly rate or use compensatory time or vacation time to make up for the lost work hour.

(2) In the fall when transitioning to Standard Time, Members working during the one-hour transition from Daylight Savings Time to Standard Time will be paid for actual hours worked and overtime pay, if actual hours worked or counted as worked in that work period exceed eighty-four (84) hours in a work period.

ARTICLE 10 - STAFFING LEVELS
The Police Chief shall maintain a minimum of two sworn employees on each shift for patrol purposes.

ARTICLE 11 - SHIFT SELECTION
Members will sign up for shifts by seniority in 6-month increments, for a one-year time frame (January through December). Shifts will rotate in January and July of every year, and each Member must work six consecutive months on an alternative shift every two years. The police Chief or his designee may assign a Member to an alternate shift at any time for the good of the organization. Members who have not rotated after eighteen months will be assigned to an alternative shift by the Chief or his or her designee.

ARTICLE 12 - SHIFT EXCHANGE
A. All Members may be permitted to substitute for another of equal rank during scheduled work hours, as herein provided. Any Member requesting a trade shall submit a written request to the Police Chief or designee seven days prior to the first day of the trade. No trade shall be made unless the Police Chief or designee approves the trade in writing. The traded shift shall be paid back within the same fourteen-day work period. This shift trading is strictly voluntary on the part of Members and is for their benefit, not the benefit of the Town. The Town shall exclude the hours worked as a trade in calculating overtime.

B. Once the exchange has been signed by both Members and approved by the Police Chief or his or her designee, it will be the responsibility of the person agreeing to work the shift to cover that shift.

ARTICLE 13 - SALARIES
A. Effective in the first pay period beginning after the Council ratifies this MOU, the Town shall pay each Member an amount determined by multiplying the number of hours worked in a pay period by the applicable hourly base rate of pay shown for the Member in Appendix A.

Peace OƯicers Association MOU 20252026-272028

B. FICA and PERS Member Contributions

Each Member shall pay the employee share of FICA (Social Security and Medicare) taxes and the employee's contributions to the Public Employees Retirement System (PERS).

C. Educational Incentive Program

(1) Except as provided in this section, there are no incentive pays.

(2) This Program is adopted for the benefit of the Members in recognition of certain specified educational achievements. Eligible Members shall receive the specified additional compensation only under one of the formulas:

(a) A four percent increase of his or her hourly base rate shall be provided to Members who possess an Associates of Arts Degree in Administration of Justice, Police Science, or a related field, or an Intermediate POST Certificate. Members with this incentive shall be classified as Police Officer 2 or Police Sergeant 2 and compensated according to Appendix A. Once this salary increase is awarded it shall continue regardless of future promotions to higher non-management positions. However, it shall not be added to the incentive paid for more advanced degrees provided in subsections (b) and (c) below.

(b) A six percent increase of his or her hourly base rate shall be provided to Members who possess a Baccalaureate Degree in Administration of Justice, Police Science, or a related field, or an Advanced POST Certificate. Members with this incentive shall be classified as Police Officer 3 or Police Sergeant 3 and compensated according to Appendix A. Once this salary increase is awarded it shall continue regardless of future promotions to higher non-management positions.

However, it shall not be added to the incentive paid for a more advanced degree provided in subsection (c) below.

(3) The following Members are eligible for Education Incentive Pay:

(a) A Member who is a regular, non-probationary employee of the Town and has had at least twelve months of sworn law enforcement experience in a municipal law enforcement agency; or

(b) A lateral hire with five years of law enforcement experience when the Police Chief has determined in his or her discretion to grant Education Incentive prior to the conclusion of the Member’s probationary period.

Peace OƯicers Association MOU 20252026-272028

(4) Documentation must be provided in order to receive the incentive. It is the Member’s responsibility to forward to the Police Chief the documents which certify eligibility for educational incentives. The incentive will commence on the first day of the pay period following the award date of the degree and/or certificate.

D. Field Training Officer

A Member assigned to serve as a Field Training Officer will receive a five percent differential of his or her base rate as shown in salary tables above for actual hours worked as Field Training Officer, which may be less than an entire shift.

E. Detective

A Member assigned to serve as a Detective will receive a five percent differential of his or her base rate as shown in salary tables above for all hours compensated during the assignment.

F. Officer in Charge

A Police Officer assigned to serve as Officer in Charge will receive a five percent differential of his or her base rate as shown in salary tables above for actual hours worked, which may be less than an entire shift. The Officer in Charge (OIC) assignment and duration is made at the discretion of the Police Chief. Members who are currently under a performance improvement plan, received a sub-standard rating in one or more categories on his or her most recent annual evaluation, or received a written reprimand or more serious discipline within six months from assignment may be restricted from applying for the OIC assignment. A minimum of at least two years of sworn Police Officer experience with the Colma Police Department is preferred.

G. Retention Pay

Effective on the first pay period after July 1, 2025, eligible Members may begin to receive Retention Pay in the amount of 2.5% for continuous 5 years of Town of Colma service, an additional 2.5% for a continuous 10 years of Town of Colma service, an additional 2.5% for continuous 15 years of Town of Colma service and an additional 2.5% for 20 years of continuous Town of Colma service, to a combined maximum of 10% Retention Pay. The percentage of Retention Pay shall be calculated on the Members base pay (not including incentive pay or any other differential pay). After the effective date above, Members are eligible for Retention Pay beginning in the first pay period following their anniversary date in which the employee meets its 5 year, 10 year, 15 year or 20 year of continuous Town service.

For purposes of this section, “continuous” service shall include Town-approved leaves of absence and other leaves required by law.

Peace OƯicers Association MOU 20252026-272028

ARTICLE 14 - OVERTIME AND COMPENSATORY PAY
A. Members will be routinely scheduled to work eighty-four (84) hours in a fourteen- day work period. Members will receive overtime when a Member has worked in excess of eighty- four (84) hours during the fourteen-day work period, subject to the provisions below. For purposes of this section, vacation leave that was scheduled and approved at least twenty-eight (28) days prior to the date taken off, sick leave, bereavement leave and training hours will count towards hours worked.

Vacation leave not scheduled and approved at least twenty-eight (28) days prior to the date taken off, administrative leave and compensatory time used will not count as hours worked for purposes of this section.

(1) Overtime must be approved in advance by the Police Chief or Designee.

(2) The overtime pay rate will be paid as defined in the FLSA.

(3) All overtime worked which is less than one-hour increments in a work shift shall be compensated in fifteen-minute increments.

B. Notwithstanding the foregoing, the Member may, in his or her sole discretion, take or bank Compensatory Time Off at the rate of one and one-half hours for each hour of overtime worked. A Member’s Compensatory Time Leave Bank will be established with a maximum leave balance of eighty-one hundred twenty hours.

C. A Member who is subpoenaed to testify on his or her day off at any judicial, civil or administrative hearing, including but not limited to Superior Court, Municipal Court, Traffic Court, DMV hearing, civil deposition or parole hearing, on a matter arising out of the Member's course and scope of employment, shall earn overtime as follows:

(1) While at the place of the hearing, the Member shall earn overtime from the time first required to be there until the time released, except for meal breaks. The Member will be paid for only one block of time in a day, regardless of the number of matters that may require the Member's appearance. Except for the circumstances described in paragraphs (2) and (3), the Member will earn a minimum of four hours of overtime for the day.

(2) If placed on telephone standby by the District Attorney, the Member shall earn two hours of overtime for all time on standby. If the Member is called to court, he or she will receive overtime from the time first required to be there until the time released, except for meal breaks. The Member called to court will receive court overtime in lieu of standby overtime. In all cases, Members must have authorization from a supervisor prior to accepting the telephone standby.

Peace OƯicers Association MOU 20252026-272028

(3) When a Member is required to be at the place of the hearing within four hours prior to his or her shift, the Member shall earn overtime from the time first required to be at the hearing until the beginning of his or her scheduled shift, except for meal breaks. When a Member is required to be at the place of the hearing within one hour after his or her shift, the Member shall earn overtime from the end of his or her shift until the time released, except for meal breaks.

(4) While testifying by telephone, Members shall earn overtime for the time the Member is required to be on the telephone.

D. A Member who is called to work within four hours of the start of his or her shift will receive at least one hour of regular pay, if actual time worked is less than one hour, and overtime pay, if actual hours worked or counted as worked in a work period exceed eighty-four (84) hours.

E. A Member, who is called to work on his or her day off, or after having been relieved of duty for the day at least one hour prior, shall earn overtime for the time the Member is called back, with a minimum of four hours of overtime. If the callback shift exceeds four hours, the Member will be compensated overtime on an hour for hour basis after the first four hours.

F. All training scheduled on a Member’s day off will be compensated on an hour-for- hour basis and overtime pay, if actual hours worked or counted as worked in a work period exceed eighty-four (84) hours. Firearms training will normally be conducted while the Member is on duty. If the Member must attend the range while off duty, he or she will be limited to two hours per quarter and will be compensated on an hour-for-hour basis and overtime pay as required by FLSA. The first quarter begins in January of every year.

G. K-9 handlers will receive seven hours of overtime pay per pay period to compensate for any work after scheduled hours that may be required to feed and care for the canine unit in Member’s charge.

ARTICLE 15 - HOLIDAY PAY
A. In lieu of holiday pay, Members will be paid additional compensation at the rate of five percent of his or her base hourly rate of pay according to his or her classification as shown in salary tables above for all hours except overtime. Said compensation shall be paid at the same time and manner as the Member is usually paid his or her salary, without regard for the number of holidays occurring or worked during the pay period and will be included in the FLSA overtime calculation.

This policy is in lieu of the holiday schedule and holiday leave policy set forth in the Town’s Personnel Policies.

Peace OƯicers Association MOU 20252026-272028

B. Notwithstanding the above, Members who work on designated significant holiday shifts will be compensated at one and a half (1.5) times his/her base rate as defined in the salary tables. The designated significant holiday shifts are 6:00pm to 6:00am on Thanksgiving, December 24 and December 31 and 6:00am to 6:00pm on Thanksgiving, December 25 and January 1.

Change City Holidays by deleting Lincoln’s Birthday for Juneteenth.

ARTICLE 16 - LEAVES
A. Vacation Leave

(1) Sign up for vacation periods for the upcoming calendar year shall be completed by December 31. Any Member who has not signed up for all vacation time he or she is entitled to by midnight on December 31 shall lose all priority he or she is entitled to because of higher seniority.

(2) A Member may accrue unused vacation time up to two times the number of hours the Member may earn in one year. For example, a Member with two years of service may accrue up to one hundred-sixty (160) hours of unused vacation time while a Member with more than fifteen years of service may accrue up to four hundred (400) hours.

(3) Once a Member has accrued the maximum number of unused vacation hours set forth in Article 16A(2) above, the Member shall not earn any additional vacation hours until vacation is utilized to bring the amount of accrued vacation below the applicable cap or vacation is cashed out as permitted by this policy.
(4) A Member may cash out a portion of his/her accrued vacation hours in accordance with Town’s Personnel Policies.

B. Personnel Leave

Notwithstanding the provisions of the Town’s Personnel Policies regarding Leaves:

(1) A Member shall accrue personal leave (as defined in the Town's Personnel Policies) while on disability leave of absence under Labor Code section 4850.

(2) Members will accrue sick leave at a rate of eight hours per month.

Peace OƯicers Association MOU 20252026-272028

(3) Upon separation of employment with the Town, a Member is not entitled to be paid for his or her accrued and unused sick leave except as follows:

(a) a Member hired prior to or on July 1, 2019 who is eligible for and who has applied for retirement under the California Public Employees Retirement System within sixty (60) days of separation from the Town may, at the Member's option, convert unused and accrued sick leave to additional PERS service credit or be paid for unused and accrued sick leave, provided that the number of hours to be converted or paid shall not exceed 1,092 hours.

(b) a Member hired after July 1, 2019 who is eligible for and who has applied for retirement under the California Public Employees Retirement System within sixty (60) days of separation from the Town may, at the Member's option, convert unused and accrued sick leave to additional PERS service credit provided that the number of hours to be converted shall not exceed 1,092 hours.

Accrued but unused sick leave shall have no cash value at separation for such Members.

(4) Nothing herein shall prevent a Member from accruing sick leave beyond 1,092 hours and, while employed, taking paid sick leave from the total amount of accrued sick leave in accordance with the Town’s Sick Leave Policy.

C. The Town will administer Family Leave in accordance with state and federal law.

ARTICLE 17 - REIMBURSEMENTS
A. Uniform and Equipment Allowance

(1) The Town agrees to pay to full-time Members a uniform allowance. The amount of the annual allowance shall be one thousand and twenty-five dollars ($1,025). Payment of the uniform allowance shall be paid a pro-rata amount on each paycheck (for example $1,025 divided by 26 = $39.43 per pay period). A one-time payment shall be issued on the next regular pay period after ratification of this MOU which shall equal to amounts earned March 1, 2016 to the date of contract ratification. This uniform allowance is not CalPERS reportable compensation for Members hired on or after January 1, 2013, who were never members of a public employee retirement system or who had a break in service of more than six months.

Peace OƯicers Association MOU 20252026-272028

(2) A Member shall not be required to purchase any item that the Town is required by law to provide to peace officers.

(3) The service weapon for new Members or for current Members who need to replace their existing personal weapon, shall be the service weapon provided and maintained by the Town at the Town’s own expense, or a weapon provided and maintained by the Member which the Police Chief has approved. Upon termination of employment for any reason, a Member using a service weapon provided by the Town shall return the weapon to the department.

(4) The Town shall provide, at the Town’s own expense, new full-time Members an initial uniform consisting of the items determined by the Chief and approved by the City Manager.

B. Damage to Personal Property and Uniforms

(1) The Town shall reimburse a Member for damage to uniforms that are damaged during duty hours or while stored in their locker at a Town facility, providing that the Member made a reasonable effort to safeguard the uniform. This reimbursement shall be made on approval of the Police Chief.

(2) The Town shall reimburse a Member for damage of personal property in the performance of his/her duty, subject to the following restrictions:

(a) The maximum reimbursement for items of personal property necessity such as eyeglasses and hearing aids shall be two hundred dollars ($200.00).

(b) The maximum reimbursement for the damage of all other personal property shall be fifty dollars ($50.00).
(c) Requests for reimbursement for the damage of personal property must be made within the shift in which the damage occurs. (d) Reimbursement of damaged property must be approved by the Police Chief.

C. Tuition Reimbursement

Regular, full-time Members shall be entitled to the Tuition Reimbursement benefits as described in the Town’s Personnel Policies
.

Peace OƯicers Association MOU 20252026-272028

ARTICLE 18 - RETIREMENT, HEALTH AND WELFARE BENEFITS
A. PERS Retirement

(1) Classic – Tier One Hired before August 1, 2012

Members hired before August 1, 2012, that are enrolled in the California Public Employees Retirement System (PERS) shall receive a retirement allowance under the “3% at 50 Modified," formula, One-Year Final Compensation retirement plan, to the extent provided by law.

(2) Classic – Tier Two Hired on or after August 1, 2012

Members hired on or after August 1, 2012, including Members hired on or after January 1, 2013 who are not classified as “new members” (as defined in Gov’t Code 7522.04(f)) under Public Employees’ Pension Reform Act (PEPRA), that are enrolled in PERS shall receive a retirement allowance under the “3% at 55 Modified” formula, Three-Year Final Compensation retirement plan, to the extent provided by law.

(3) PEPRA - Hired on or after January 1, 2013

Members hired on or after January 1, 2013, who are classified as “new members” (as defined in Gov’t Code 7522.04(f)) under PEPRA, that are enrolled in PERS shall receive a retirement allowance under the “2.7% @ 57 formula”, Three-Year Final Compensation retirement plan, to the extent provided by law.

Each Member shall contribute to PERS the employee’s rate of contribution required by law relevant to his/her retirement formula, as may be amended from time to time by the State of California. The Member does not have the right to directly receive the Member’s PERS contribution in lieu of payment to PERS. The Town shall contribute all other costs and contributions necessary to implement this plan.

If the Employer’s contribution required by PERS increases over the present contribution, the Town shall pay the increase; if the Employer’s contribution decreases, the Town shall keep the savings.

Peace OƯicers Association MOU 20252026-272028

B. Deferred Compensation Plan

As to any Member who participates in the Town’s deferred compensation plan, the Town will pay a sum equal to the amount withheld from salary by the Member and contributed to the Plan, up to one hundred dollars ($100) per month. The City Manager may establish reasonable rules and procedures for implementing this plan.

If the additional sum contributed by the Town causes the Member’s contribution to exceed the maximum amount allowed under federal law as deferred compensation, then such sum shall be reported as taxable income of the Member.

C. Dental, Vision, and Life Insurances

Dental, vision, and life insurance are as provided in the Town’s Personnel Policies, except that Members hired on or after January 1, 2008, will not receive Town-paid dental benefits upon retirement. Members hired prior to January 1, 2008, will continue to receive Town-paid dental benefits upon retirement to the same extent as other miscellaneous Town employees.

D. Medical Insurance

(1) PEMHCA Minimum Contribution

The Town contracts with PERS pursuant to the Public Employees Medical and Hospital Care Act (PEMHCA) for the purpose of providing eligible Members, dependents and annuitants with access to medical insurance.

The Town shall revise its current PEMHCA contract with CalPERS through the adoption of a new PEMHCA resolution to provide that the Town shall pay to PERS, on behalf of each eligible active Member and each retired Member who qualifies for retiree medical benefits, a monthly employer contribution equal to the minimum contribution required under Section 22892(b)(2) of PEMHCA (PEMHCA Minimum). This amount is established by CalPERS and may change annually.

Pursuant to PEMHCA and relevant PERS regulations, a retired Member will qualify for retiree medical benefits if his or her retirement from the Town is effective within 120 days of his or her separation from employment with the Town and the retired Member receives a retirement allowance from CalPERS resulting from his or her service with the Town (Annuitant).

Annuitants are eligible to continue health coverage under PEMHCA. An Annuitant will receive the PEMHCA Minimum regardless of hire date.

Supplemental benefits will be provided to Active Members and Annuitants in accordance with the terms set forth in Sections (2), (3) and (4) below.

Peace OƯicers Association MOU 20252026-272028

(2) Supplemental Benefit for Active Members

The Town offers an Internal Revenue Code Section 125 Plan (Plan) which contains premium conversion, health care reimbursement and dependent care reimbursement as available benefits. The availability of the Plan is contingent on compliance with State and Federal rules and regulations. The Town and Association agree to meet and confer if any part of the Plan is found to be noncompliant regarding a replacement provision. In addition to the PEMHCA Minimum, the Town contributes for eligible Active Members an additional amount to be used to pay for premiums for Health Insurance Coverage through the Plan. The amount of the additional monthly contribution for each Active Member’s PERS health insurance premium is based on the date of hire. An Active Member may not use the contribution for other reasons.

(i) Active Members Hired Prior to June 1, 2008 (Tier A)

Active Members hired prior to June 1, 2008, will receive a contribution under the Plan equal to the full cost of the PERS health plan selected, for which he or she and his or her dependents are eligible and enrolled, minus the PEMHCA minimum contribution.

The Town may not require Tier A Active Members to pay or contribute premiums for medical or hospital insurance unless the Town has first met with and obtained the agreement of the Association.

(ii) Active Members Hired on or after June 1, 2008 but on or before June 30, 2012 (Tier B)

Active Members hired on or after June 1, 2008 and on or before June 30, 2012, will receive a contribution under the Plan equal to the cost of the PERS health plan in which he or she and his or her dependents are eligible and enrolled but not to exceed the cost of second most costly plan offered by CalPERS, minus the PEMHCA Minimum. Members may select enrollment in a plan that exceeds the maximum Employer contribution and the difference in cost will be paid by the Member through payroll deductions.

(iii) Active Members Hired on or after July 1, 2012 but on or before December 31, 2016 (Tier C) Active Members hired on or after July 1, 2012 and on or before December 31, 2016, will receive a contribution under the Plan in the same amount and manner as Active Members described in Tier B (section ii) above.

Peace OƯicers Association MOU 20252026-272028

(iv) Active Members Hired on or after January 1, 2017 (Tier D)

Active Members hired on or after January 1, 2017, will receive a contribution under the Plan in the same amount and manner as Active Members described in Tier B (section ii) above.

(3) Supplemental Benefit for Annuitants Originally Hired Before January 1, 2017

In addition to the PEMHCA Minimum, each Annuitant hired by the Town on or before December 31, 2016 is eligible for an Employer contribution, as set forth below, to be used for reimbursement of additional medical costs under a Retiree Health Reimbursement Arrangement (HRA) established by the Employer. Receipt of Reimbursements may be made through a third- party administrator and subject to administrative requirements.

(i) Annuitants Who Were Originally Hired Prior to June 1, 2008 (Tier A)

Annuitants hired by the Town prior to June 1, 2008, will receive a monthly HRA contribution equal to the monthly cost of the PERS health plan selected, for which he or she and his or her dependents are eligible and enrolled, minus the PEMHCA Minimum.

The Town may not require Tier A Annuitants to pay or contribute premiums for medical or hospital insurance unless the Town has first met with and obtained the agreement of the Association.

(ii) Annuitants Who Were Originally Hired on or after June 1, 2008, but on or before June 30, 2012 (Tier B)

Annuitants hired by the Town on or after June 1, 2008, but on or before June 30, 2012, will receive an HRA contribution equal to the cost of the PERS health plan in which he or she and his or her dependents are eligible and enrolled but not to exceed the cost of second most costly plan offered by CalPERS, minus the PEMHCA Minimum.

(iii) Annuitants Who Were Originally Hired on or after July 1, 2012 but on or before December 31, 2016 (Tier C)

Annuitants hired by the Town on or after July 1, 2012, but on or before December 31, 2016, who have five years of service with the Town and at least ten years of total PERS service credit, will receive an HRA contribution equal to the “applicable percentage” of the cost of the PERS health plan in which he or she and his or her dependents are eligible and enrolled but not to exceed the cost of Peace OƯicers Association MOU 20252026-272028

the second most costly plan offered by PERS, as adjusted by the “applicable percentage”, minus the PEMHCA Minimum.

The “applicable percentage” shall be determined on the basis of the Annuitant’s years of service (with a minimum of five years of service with the Town) pursuant to the following vesting schedule:

Notwithstanding the preceding service requirement, the contribution payable by the Town shall be equal to 100 percent of the cost of the PERS health plan in which he or she and his or her dependents are eligible and enrolled but not to exceed the cost of second most costly plan offered by CalPERS, minus the PEMHCA Minimum, on behalf of any annuitant who retired for industrial disability.

This benefit is structured in accordance with the PERS statutory vesting schedule in Government Code Section 22893 such that Tier C Annuitants will receive retiree medical benefits calculated in accordance with the statutory vesting schedule and related provisions of Section 22893, as it may from time to time be amended, provided that only the PEMHCA Minimum will be paid directly to CalPERS and the remaining amount, as described in the first paragraph of this Section (D)(3)(iii), will be provided to Tier C Annuitants in the form of a reimbursement under the terms of the HRA.

CREDITED YEARS OF

SERVICE

APPLICABLE

PERCENTAGE
10 50%
11 55%
12 60%
13 65%
14 70%
15 75%
16 80%
17 85%
18 90%
19 95%
20 or More 100%
Peace OƯicers Association MOU 20252026-272028

(iv) Retiree Health Benefit Preserved in Event of Reinstatement and Subsequent Retirement
In accordance with AB 410 (2013), as codified in Government Code Section 22838, an Annuitant eligible for retiree health benefits pursuant to Section (D)(3)(i), (ii) or (iii) who reinstates from retirement may, upon his or her subsequent retirement, elect to enroll in a health benefit plan approved or maintained by CalPERS as an annuitant of the Town and receive the applicable benefit under Section (D)(3)(i), (ii) or (iii), if all of the following apply:

(a) The subsequent retirement occurs on or after January 1, 2014; (b) The Annuitant is eligible for retiree health coverage through the Town prior to reinstatement from retirement;

(c) The subsequent retirement occurs within 120 days of separation; and
(d) The retiree health contribution available from the Town is higher than the retiree health contribution from the employer through which the subsequent retirement occurs.

To the extent that the Town’s conversion to the PEMHCA Minimum causes the requirement at (d) above to fail and, as a result, the Annuitant enrolls in a PERS health benefit plan through the subsequent employer, the Town shall cause the difference between the total benefit described in Section (D)(3)(i), (ii) or (iii), as applicable, and the retiree health benefit to which he or she is entitled under the subsequent employer, to be paid to the Annuitant in the form of a reimbursement under the HRA of substantiated expenses for a PERS health insurance plan in which he or she has enrolled.

(4) Retirement Health Savings Program (RHSP)

As soon as administratively possible, the Town will establish a Retirement Health Savings Program (RHSP). The RHSP will use a third-party administrator selected by the town. The design of the RHSP is intended to be a tax advantaged savings plan to be used exclusively for qualifying medical expenses during retirement.

(i) Mandatory Participation - Members Hired on or after January 1, 2017

Members hired on or after January 1, 2017 receive a monthly Employer contribution to an individual account under the RHSP. The Town shall contribute to the Member’s individual RHSP account an amount equivalent to two- and one-half percent (2.5%) of the Member’s monthly base salary as shown in the Town’s adopted Peace OƯicers Association MOU 20252026-272028

salary schedule. The base salary for the initial month of service and final month of service shall be prorated based on actual base salary paid in those months.

The member shall contribute to the Member’s individual RHSP account an amount equivalent to one- and one-half percent (1.5%) of the Member’s monthly base salary as shown in the Town’s adopted salary schedule. The base salary for the initial month of service and final month of service shall be prorated based on actual base salary paid in those months.

(ii) Optional Participation - Members Hired Prior to January 1, 2017

Members hired prior to January 1, 2017 may exercise a one-time irrevocable election and waiver as defined in the RHSP Plan Document. Any Member who elects to receive the RHSP benefit shall receive the same benefit as described in Section (D)(4)(i) above and will no longer receive the benefits in Section (D)(3) above.

E. Health Club Membership

Health Club Membership benefits are as provided in the Town’s Personnel Policies.

F. Funeral Expenses

The Town shall pay fifteen thousand dollars ($15,000) to the executor, administrator or personal representative of the estate of, or to the trustee authorized to pay funeral expenses for, any Member killed in the line of duty.

ARTICLE 19 - PAYROLL ERRORS
A. To ensure that system or other errors which affect a Members pay are processed in an efficient and effective manner, the Town shall notice the affected Member as soon as practicable.

B. Payroll errors detected by a Member shall, as soon as practicable, be communicated to the City Manager, or his or her designee. In the case of under payment, the City Manager or his or her designee will process the appropriate adjustments as soon as practicable.

C. Payroll errors identified by the City Manager or his or her designee will be communicated to the Member either directly or through the Police Chief.

Peace OƯicers Association MOU 20252026-272028

D. Under payments will be processed as soon as practicable.

E. In the event of an overpayment, the City Manager or his or her designee will determine a reasonable repayment schedule and inform the Member of the schedule directly or through the Police Chief. The affected Member shall be given an opportunity to discuss the repayment schedule and, if necessary, to request a reasonable adjustment to it. Factors considered in determining a reasonable adjustment to the repayment schedule include but are not limited to, the Member’s normal salary, and other financial obligations of the Member. The Town and the Association agree that the Town will use any and all legal remedies to recover any salary overpayment made to the Member from the Member’s wages in the event that (1) the Member does not respond within five working days of being notified of the overpayment or (2) mutual agreement on the repayment schedule is not achieved within ten working days of the Member being notified of the overpayment.

ARTICLE 20 - GRIEVANCE PROCEDURE
Grievance procedures are provided as stated in the Town’s Personnel Policies.

ARTICLE 21 - SAFETY VESTS
The parties have met and conferred and agreed to the Town’s Safety Vest Policy.

ARTICLE 22 - DEFINITIONS
As used in this Memorandum:

“Base rate” means the hourly rate of pay, by each job classification shown in the tables in Appendix A of this Memorandum.

“Personnel Policies” means the provisions, policies and regulations adopted by the City Council as Chapter Three of the Colma Administrative Code, or its successor, and the procedures and regulations adopted by the City Manager to implement the provisions of Chapter Three of the Colma Administrative Code or its successor.

“Designated Significant Holiday Shifts” are defined in paragraph 15.B.

Peace OƯicers Association MOU 2025-272028

ARTICLE 23 - TRANSITION
A. Upon execution, this Memorandum of Understanding will supersede the Memorandum of Understanding between the parties and for the period from July 1, 2025 2026 to June 30, 20272028.

Peace OƯicers Association MOU 20252026-272028

Appendix A – Salaries
July 5, 2026 – an across the board wage increase of 3% (Pay date 7/24/2026) December 20, 2026 – an across the board wage increase of 2% (Pay date 1/8/2027) June 20, 2027 – an across the board wage increase of 3% (Pay date 7/9/2027) December 19, 2027 – an across the board wage increase of 2% (Pay date 1/07/2028) June 22, 2025 – an across the board wage increase of 2% (Pay date 7/11/2025) December 21, 2025 – an across the board wage increase of 2% (Pay date 1/09/2026)

Res 2026-__, Approving Dispatch MOU 2026-2028 Page 1 of 2 RESOLUTION 2026-__

OF THE CITY COUNCIL OF THE TOWN OF COLMA

RESOLUTION APPROVING MEMORANDUM OF UNDERSTANDING

BETWEEN THE TOWN OF COLMA AND THE COLMA POLICE
COMMUNICATION/RECORDS ASSOCIATION FOR THE PERIOD OF JULY 1, 2026 THROUGH JUNE 30, 2028 PURSUANT TO CEQA GUIDELINE 15378
The City Council of the Town of Colma does hereby resolve as follows:

1. B
ackground.
(a) Th
e Town’s MOU with the Dispatch/Records Association will expire on June 30, 2027. Per Article 8 – Duration and Renewal of the MOU, parties agreed to commence negotiations on March 1, 2026, to discuss Cost of Living Adjustments.
(b) Upon direction from the City Council, the City Manager and the Town’s labor negotiator began labor negotiations. Due to both sides working diligently together, updated labor agreement terms have been reached between both sides.
(c) St
aff is now presenting the formal MOU detailing the conclusion of the labor negotiation terms for City Council consideration and approval.

2. O
rder.
(a) Th
e City Council hereby approves the Memorandum of Understanding between the Town of Colma and the Colma Police Communication/Records Association (Dispatch) for the time period of July 1, 2026 through June 30, 2028, which is attached hereto as Exhibit A. This MOU shall supersede the prior MOU upon its execution.
(b) The Mayor shall be, and hereby is, authorized to execute the Memorandum of Understanding, subject to any changes in form or technical language approved by the City Manager and City Attorney.
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ATTACHMENT C
Res 2026-__, Approving Dispatch MOU 2026-2028 Page 2 of 2 C
ertification of Adoption
I c
ertify that the foregoing Resolution No. 2025-__ was duly adopted at a regular meeting of said City Council held June 11, 2025 by the following vote:

N
ame Voting Present, Not Voting Absent
Ay e No Abstain Not Participating
Carrie Slaughter, Mayor
Helen Fisicaro, Vice Mayor
Ken Gonzalez, Councilmember
Joanne F. del Rosario,
Councilmember
Thomas Walsh,
Councilmember
Voting Tally
D
ated ______________________ ___________________________________ Carrie Slaughter, Mayor
At
test: ____________________________
Michelle Estabillo, City Clerk
Police Communications/Records Association MOU 2025 2026-2027 2028 Page 1

MEMORANDUM OF UNDERSTANDING

BETWEEN

THE TOWN OF COLMA
AND

THE COLMA POLICE COMMUNICATIONS/RECORDS

ASSOCIATION
July 1, 2025 2026 - June 30, 20272028

ATTACHMENT D
Police Communications/Records Association MOU 2025 2026-2027 2028 Page 2

TABLE OF CONTENTS
Page
ARTICLE 1 - PURPOSE AND INTENT ............................................................................................. 2 ARTICLE 2 - REPRESENTATION ................................................................................................. 2 ARTICLE 3 - RIGHTS RESERVED ................................................................................................ 2 ARTICLE 4 - MANAGEMENT OBLIGATIONS ................................................................................... 3 ARTICLE 5 - SEVERABILITY ....................................................................................................... 3 ARTICLE 6 - WAIVER ................................................................................................................ 3 ARTICLE 7 - MAINTENANCE OF BENEFITS ................................................................................... 3 ARTICLE 8 - DURATION AND RENEWAL ...................................................................................... 4 ARTICLE 9 - WORK PERIOD AND HOURS .................................................................................... 4 ARTICLE 10 - STAFFING LEVELS ................................................................................................ 4 ARTICLE 11 - SHIFT SELECTION ................................................................................................ 4 ARTICLE 12 - SHIFT EXCHANGE ................................................................................................ 5 ARTICLE 13 - SALARIES ............................................................................................................ 5 ARTICLE 14 - OVERTIME AND COMPENSATORY PAY ...................................................................... 6 ARTICLE 15 - HOLIDAY PAY ...................................................................................................... 7 ARTICLE 16 - LEAVES ............................................................................................................... 8 ARTICLE 17 - REIMBURSEMENTS ............................................................................................... 9 ARTICLE 18 - RETIREMENT, HEALTH AND WELFARE BENEFITS ..................................................... 10 ARTICLE 19 - PAYROLL ERRORS ............................................................................................... 16 ARTICLE 20 - GRIEVANCE PROCEDURE ..................................................................................... 16 ARTICLE 21 - SAFETY VESTS .................................................................................................... 16 ARTICLE 22 - DEFINITIONS .................................................................................................... 16 ARTICLE 23 - TRANSITION ...................................................................................................... 17 Police Communications/Records Association MOU 2025 2026-2027 2028

MEMORANDUM OF UNDERSTANDING
[See Article 22 for definitions]

ARTICLE 1 - PURPOSE AND INTENT

A. It is the intent and purpose of the parties that this Memorandum of Understanding shall set forth rules of pay, hours of work, and other terms and conditions of employment to be observed by the parties in connection with the Police Clerical/Dispatching Employees Unit. The provisions of this Memorandum of Understanding shall apply only to the Members of the Police Clerical/Dispatching Employees Unit (Member) and shall in no way establish terms and conditions of employment of other employees of the Town of Colma who are not Members of that Unit. The classifications included in that Unit are Police Dispatcher/Clerk and Police Dispatch/Records Supervisor. This agreement has been developed in the interest of promoting and improving employee relations between the Town of Colma (hereinafter referred to as the Town) and the Colma Police Communications/Records Association (hereinafter referred to as the Association).

B. This Memorandum is entered into pursuant to the Meyers-Milias-Brown Act (GOVERNMENT CODE sections 3500, et seq.) and Subchapter 3.09 of the Administrative Code of the Town.

ARTICLE 2 - REPRESENTATION

A. The Town hereby recognizes the Association as the Recognized Employee Organization to act as bargaining agent for the Police Clerical/Dispatching Employees Unit.

B. The Town shall deduct the Association dues from the Members' pay checks and transmit such monies to the duly authorized and designated employee organization representative or by direct deposit to the Association's bank account.

ARTICLE 3 - RIGHTS RESERVED

A. The Association recognizes that the Town has and will continue to retain, whether exercised or not, the unilateral and exclusive right to operate, administer and manage its municipal services and work force performing those services in all respects subject to this Memorandum.

Police Communications/Records Association MOU 2025 2026-2027 2028 Page 4 B. The City Manager and Police Chief have and will continue to retain exclusive decision- making authority on matters not officially and expressly modified by specific provisions of this Memorandum and such decision-making shall not be subject in any way, directly or indirectly, to the grievance procedure contained herein.

The exclusive rights of the Town shall include, but not be limited to, the right to determine the organization of Town government and the purpose and mission of its constituent agencies, to set standards of service to be offered to the public, and through its management officials to exercise control and discretion over its organization and operations, to establish and effect Administrative Regulations and Employment Rules and Regulations consistent with law and the specific provisions of this Memorandum to direct its employees, to take disciplinary action for just cause, to relieve its employees from duty because of lack of work or for other legitimate reasons, to determine whether goods or services shall be made, purchased or contracted for, to determine the methods, means and personnel by which the Town's services are to be provided, including the right to schedule and assign work and overtime, and to otherwise act in the interest of efficient service to the community.

ARTICLE 4 - MANAGEMENT OBLIGATIONS
The Town shall, at its own expense, provide to every Member a copy of this Memorandum and all rules, regulations, general and special orders.

ARTICLE 5 - SEVERABILITY
If any article or section of this Memorandum of Understanding or if any chapter or section of the Town's Personnel Policies referred to in this Memorandum should be found invalid, unlawful, or unenforceable by reason of any existing or subsequent enacted legislation by a court of competent jurisdiction, all other articles and sections of this Memorandum shall remain in full force and effect for the duration of this Memorandum. In the event of invalidation of any article or section, the Town and Association may negotiate regarding that section or article on the anniversary of this Memorandum as provided by Article 8. However, in the event the legislation or decision referred to above affects wages, hours or working conditions, the Town and Association agree to meet and confer within sixty days of the effective date of the legislation or decision to renegotiate said article or section.

ARTICLE 6 - WAIVER
The parties acknowledge that, during the negotiations which resulted in this agreement, each had the unlimited right and opportunity to make demands and proposals with respect to any subject or matter not removed by law from the area of collective bargaining, and that the understandings and agreements arrived at by the parties after the exercise of that right and opportunity are set forth in this agreement. Therefore, the Town and the Association, for the life of this agreement, each voluntarily and unqualifiedly waives the right and each agrees that the other shall not be obligated to bargain collectively with respect to any subject or matter referred to or covered in this agreement (except as provided in Article 5), even though such subject or matter may not have been within the knowledge and contemplation of either or both parties at the time they negotiated or signed this agreement. However, in the event the Police Chief, the City Manager or the City Council imposes a change in policy regarding the Association Police Communications/Records Association MOU 2025 2026-2027 2028 Page 5 which substantially affects wages, hours or other terms and conditions of employment not covered by this Memorandum of Understanding, the Association may request that the Town meet and confer regarding that change.

ARTICLE 7 - MAINTENANCE OF BENEFITS
A. The status of all existing benefits and conditions of employment now enjoyed by classifications represented by the Association shall not be deemed affected by this agreement, except as specifically modified by provisions of this Memorandum.

B. Except as expressly stated in this Memorandum, where this Memorandum refers to a benefit in the Town's Personnel Policies,, that benefit may only be modified by the Town after meeting and conferring with the Association.

ARTICLE 8 - DURATION AND RENEWAL
Unless otherwise specifically provided herein, this Memorandum of Understanding shall run from July 1, 20252026, to June 30, 20272028. It shall be automatically renewed from year to year thereafter, with no scheduled salary increases, unless either party shall have notified the other, in writing, at least sixty days prior to the expiration date that it desires to modify the Memorandum of Understanding. In the event that such notice is given, negotiations shall begin within thirty days of delivery of the notice of intent to modify the Memorandum of Understanding.

The parties agree to commence negotiations for a new MoU on or about March 1, 20262028.

ARTICLE 9 -WORK PERIOD AND HOURS
The work period established for Members is a regularly recurring period of forty hours in seven consecutive days beginning at 00:01 each Sunday and ending at 24:00 the following Saturday.

ARTICLE 10 - STAFFING LEVELS
A. The Police Chief shall determine the minimum staffing levels on each work shift.

B. Open shifts may or may not be filled, depending on the ongoing safety of department personnel. If the Police Chief or his/her designee decides to fill the open shift, this will be implemented without the use of overtime, whenever possible. This may include altering the normal work shift of Members to reduce or eliminate the need for overtime. When overtime must be used to fill an open shift, it will be filled by seniority, with the first choice going to the senior Member of the Association. '
(1) Open shifts are designated as any/all hours which need coverage by an employee due to sick leave, vacation, CTO, LOA, paid family leave, training and any other open hours.
(2) Open shifts are defined as the normally scheduled hours for the shift had the Member on leave actually worked it.

Police Communications/Records Association MOU 2025 2026-2027 2028 Page 6 ARTICLE 11 - SHIFT SELECTION
A. Members will sign up for shifts by seniority for a one year time frame (January through December). The Police Chief or his designee may assign a Member to an alternate shift at any time for the good of the organization.

In order to avoid miscommunication, the Police Dispatch/Records Supervisor will notify the Police Dispatcher/Clerk in person, by phone, or by official schedule change form to be initialed by employee, of changes they feel are necessary in the hours of the monthly schedule. (Days off will not be changed unless an emergency exists, or unless the employee volunteers to make changes.) Every effort will be made to notify the employee as soon as the need is recognized for a shift change. Messages left on answering devices or notes left in Member's boxes shall not be considered adequate by themselves.

B. In the interests of Supervisor-Member relations all attempts will be made to seek volunteers when changes in the schedule are necessary.

C. Changes in a Member's schedule shall not be used as a disciplinary action, bonus or an incentive. However, if after a sustained personnel investigation it is determined that a change in the schedule is necessary, that change can be made at the discretion of the Police Chief.

ARTICLE 12 - SHIFT EXCHANGE
A. All Members may be permitted to substitute for another during scheduled work hours, as herein provided. Trading shall be limited to one shift in any consecutive thirty days and any Member requesting a trade shall submit a written request to the Chief or designee seven days prior to the first day of the trade. No trade shall be made unless the Chief or designee approves the trade in writing. The traded shift shall be paid back within the same thirty days.

This shift trading is strictly voluntary on the part of Members and is for their benefit, not the benefit of the Town. The Town shall exclude the hours worked as a substitute in calculating overtime.

B. Once the exchange has been signed by both Members and approved by the Police Chief or his or her designee, it will be the responsibility of the person agreeing to work the shift to cover that shift.

ARTICLE 13 - SALARIES
A. Effective in the first pay period beginning after the Council ratifies this MOU, the Town shall pay each Member an amount determined by multiplying the number of hours worked in a pay period by the applicable hourly base rate of pay shown for the Member in Appendix A.

B. FICA and PERS Member Contributions
Each Member shall pay the employee share of FICA (Social Security and Medicare) taxes and the employee's contributions to the Public Employees Retirement System (PERS).

Police Communications/Records Association MOU 20252026-20272028 Page 7 C. Training Differential
(1) The Town shall pay a Member who is assigned to train new clerk/dispatchers, Officers or per diem employees an additional five percent differential of his or her base rate as shown in Appendix A for actual hours worked as a Trainer in one-half hour increments.
(2) Members may be required to provide orientation for new employees provided that such orientation responsibilities do not exceed one hour per day. No additional compensation shall be paid for performing orientation duties under this paragraph. (3) The Police Chief or his or her designee shall have discretion to make all training assignments.

D. CAD Administration Incentive
(1) The Town shall pay a Member who is assigned duties of CAD system administration an additional five percent (5%) of his or her base pay as shown in Appendix A and shall pay the Member who is assigned backup CAD system administration duties an additional two and one half percent (2.5%) of his or her base pay.
(2) The Police Chief or his or her designee shall have discretion to make CAD system administration assignments.

E. Retention Pay
Effective on the first pay period after July 1, 2025, eligible Members may begin to receive Retention Pay in the amount of 2.5% for continuous 5 years of Town of Colma service, an additional 2.5% for a continuous 10 years of Town of Colma service, an additional 2.5% for continuous 15 years of Town of Colma service and an additional 2.5% for 20 years of continuous Town of Colma service, to a combined maximum of 10% Retention Pay. The percentage of Retention Pay shall be calculated on the Members base pay (not including incentive pay or any other differential pay). After the effective date above, Members are eligible for Retention Pay beginning in the first pay period following their anniversary date in which the employee meets its 5 year, 10 year, 15 year or 20 year of continuous Town service. For purposes of this section, “continuous” service shall include Town-approved leaves of absence and other leaves required by law.

ARTICLE 14 - OVERTIME AND COMPENSATORY PAY
A. Members will be routinely scheduled to work forty hours in a seven-day work period.

Members will receive overtime when a Member has worked in excess of forty hours during the seven-day work period, subject to the provisions below. For purposes of this section, holiday as listed under Article l6 (B), vacation leave that was scheduled and approved at least twenty- eight (28) days prior to the date taken off, sick leave, bereavement leave and training hours will count towards hours worked. Vacation leave not scheduled and approved at least twenty-eight (28) days prior to the date taken off, administrative leave and compensatory time used will not count as hours worked for purposes of this section.

Police Communications/Records Association MOU 20252026-20272028 Page 8 (1) Overtime must be approved in advance by the Police Chief or Designee. (2) .The overtime pay rate will be paid as defined in the FLSA. (3) All overtime worked which is less than one hour increments in a work shift shall be compensated in fifteen-minute increments.

B. Notwithstanding the foregoing, the Member may, in his or her sole discretion, take or bank Compensatory Time Off at the rate of one and one-half hours for each hour of overtime worked. A Member's Compensatory Time Leave Bank will be established with a maximum leave balance of one hundred and twenty hours.

C. A Member who is subpoenaed to testify on his or her day off at any judicial, civil or administrative hearing, including but not limited to Superior Court, Municipal Court, Traffic Court, DMV hearing, civil deposition or parole hearing, on a matter arising out of the Member's course and scope of employment, shall earn overtime as follows:
(1) While at the place of the hearing, the Member shall earn overtime from the time first required to be there until the time released, except for meal breaks. The Member will be paid for only one block of time in a day, regardless of the number of matters that may require the Member's appearance. Except for the circumstances described in paragraphs (2) and (3), the Member will earn a minimum of four hours of overtime for the day.
(2) If placed on telephone standby by the District Attorney, the Member shall earn two hours of overtime for all time on standby. If the Member is called to court, he or she will receive overtime from the time first required to be there until the time released, except for meal breaks. The Member called to court will receive court overtime in lieu of standby overtime. In all cases, Members must have authorization from a supervisor prior to accepting the telephone standby.
(3) When a Member is required to be at the place of the hearing within four hours prior to his or her shift, the Member shall earn overtime from the time first required to be at the hearing until the beginning of his or her scheduled shift, except for meal breaks. When a Member is required to be at the place of the hearing within one hour after his or her shift, the Member shall earn overtime from the end of his or her shift until the time released, except for meal breaks.
(4) While testifying by telephone, Members shall earn overtime for the time the Member is required to be on the telephone.

D. A Member who is called to work within four hours of the start of his or her shift will receive at least one hour of regular pay, if actual time worked is less than one hour, and overtime pay, if actual hours worked or counted as worked in a work period exceed forty hours.

E. A Member, who is called to work on his or her day off, or after having been relieved of duty for the day at least one hour prior, shall earn overtime for the time the Member is called back, with a minimum of four hours of overtime. If the callback shift exceeds four hours, the Member will be compensated overtime on an hour for hour basis after the first four hours.

Police Communications/Records Association MOU 20252026-20272028 Page 9 F. All training scheduled on a Member's day off will be compensated on an hour for hour basis and overtime pay, if actual hours worked or counted as worked in a work period exceed forty hours.

ARTICLE 15 - HOLIDAY PAY
In lieu of holiday pay, Members will be paid additional compensation at the rate of five percent of his or her base hourly rate of pay according to his or her classification as shown in salary tables above for all hours except overtime. Said compensation shall be paid at the same time and manner as the Member is usually paid his or her salary, without regard for the number of holidays occurring or worked during the pay period and will be included in the FLSA overtime calculation.

This policy is in lieu of the holiday schedule and holiday leave policy set forth in the Town's Personnel Policies.

Notwithstanding the above, Members who work on designated significant holiday shifts will be compensated at one and a half (1.5) times his/her base rate as defined in the salary tables.

The designated significant holiday shifts are 7:00pm to 7:00am on Thanksgiving, December 24 and December 31 and 7:00am to 7:00pm on Thanksgiving, December 25 and January 1 Change City Holidays by deleting Lincoln’s Birthday for Juneteenth ARTICLE 16 - LEAVES
A. Vacation Leave
(1) Sign up for vacation periods for the upcoming calendar year shall be completed by December 31. Any Member who has not signed up for all vacation time he or she is entitled to by midnight on December 31 shall lose all priority he or she is entitled to because of higher seniority.
(2) A Member may accrue unused vacation time up to two times the number of hours the Member may earn in one year. For example, a Member with two years of service may accrue up to one hundred-sixty (160) hours of unused vacation time while a Member with more than fifteen years of service may accrue up to four hundred (400) hours.
(3) Once a Member has accrued the maximum number of unused vacation hours set forth in Article 16A(2) above, the Member shall not earn any additional vacation hours until vacation is utilized to bring the amount of accrued vacation below the applicable cap or vacation is cashed out as permitted by this policy. 4) A Member may cash out a portion of his/her accrued vacation hours in accordance with Town's Personnel Policies.

B. Personnel Leave
Notwithstanding the provisions of the Town's Personnel Policies regarding Leaves:
(1) Members will accrue sick leave at a rate of eight hours per month.

Police Communications/Records Association MOU 20252026-20272028 Page 10 (2) Upon separation of employment with the Town, a Member is not entitled to be paid for his or her accrued and unused sick leave except as follows:
a. a Member hired prior to or on July 1, 2019 who is eligible for and who has applied for retirement under the California Public Employees Retirement System within sixty days of separation from the Town may, at the Member's option, convert unused and accrued sick leave to additional PERS service credit or be paid for unused and accrued sick leave, provided that the number of hours to be converted or paid shall not exceed one thousand forty (1,040) hours.
b. a Member hired after July 1, 2019 who is eligible for and who has applied for retirement under the California Public Employees Retirement System within sixty (60) days of separation from the Town may, at the Member's option, convert unused and accrued sick leave to additional PERS service credit provided that the number of hours to be converted shall not exceed 1,040 hours. Accrued but unused sick leave shall have no cash value at separation for such Members.
(3) Nothing herein shall prevent a Member from accruing sick leave beyond one thousand forty (1,040) hours and, while employed, taking paid sick from the total amount of accrued sick leave in accordance with the Town's Sick Leave Policy.

C. The Town will administer Family Leave in accordance with state and federal law.

ARTICLE 17 - REIMBURSEMENTS
A. Uniform and Equipment Allowance
(1) The Town agrees to pay to full-time Members a uniform allowance. The amount of the annual allowance shall be seven hundred, seventy-four dollars and seventy-three cents ($774.73). Payment of the uniform allowance shall be paid a pro-rata amount on each paycheck (for example $774.73 divided by 26 = $29.80 per pay period). A one- time payment shall be issued on the next regular pay period after ratification of this MOU which shall equal to amounts earned March 1, 2016 to the date of contract ratification. This uniform allowance is not CalPERS reportable compensation for Members hired on or after January 1, 2013, who were never members of a public employee retirement system or who had a break in service of more than six months. (2) The Town shall provide, at the Town's own expense, new full-time Members an initial uniform consisting of the items determined by the Chief and approved by the City Manager.

B. Damage to Personal Property and Uniforms
(1) The Town shall reimburse a Member for damage to uniforms that are damaged during duty hours or while stored in their locker at a Town facility, providing that the Member made a reasonable effort to safeguard the uniform. This reimbursement shall be made on approval of the Police Chief.

Police Communications/Records Association MOU 20252026-20272028 Page 11 (2) The Town shall reimburse a Member for damage of personal property in the performance of his/her duty, subject to the following restrictions:
(a) The maximum reimbursement for items of personal property necessity such as eye glasses and hearing aids shall be two hundred dollars ($200.00). (b) The maximum reimbursement for the damage of all other personal property shall be fifty dollars ($50.00).
(c) Requests for reimbursement for the damage of personal property must be made within the shift in which the damage occurs.
(d) Reimbursement of damaged property must be approved by the Police Chief.

C. Tuition Reimbursement
Regular, full-time Members shall be entitled to the Tuition Reimbursement benefits as described in the Town's Personnel Policies.

ARTICLE 18 - RETIREMENT, HEALTH AND WELFARE BENEFITS
A. PERS Retirement
(1) Classic - Tier One Hired before August 1, 2012
Members hired before August 1, 2012, that are enrolled in the California Public Employees Retirement System (PERS) shall receive a retirement allowance under the "2.5% at 55 Modified," formula, One-Year Final Compensation retirement plan, to the extent provided by law.
(2) Classic - Tier Two Hired on or after August 1, 2012 Members hired on or after August 1, 2012, including Members hired on or after January 1, 2013 who are not classified as "new members" (as defined in Gov't Code 7522.04(f)) under Public Employees' Pension Reform Act (PEPRA), that are enrolled in PERS shall receive a retirement allowance under the "2% at 60 Modified" formula, Three-Year Final Compensation retirement plan, to the extent provided by law. (3) PEPRA - Hired on or after January 1, 2013
Members hired on or after January 1, 2013, who are classified as "new members" (as defined in Gov't Code 7522.04(f)) under PEPRA, that are enrolled in PERS shall receive a retirement allowance under the "2% @ 62 formula", Three-Year Final Compensation retirement plan, to the extent provided by law.
(4) Each Member shall contribute to PERS the employee's rate of contribution required by law relevant to his/her retirement formula, as may be amended from time to time by the State of California. The Member does not have the right to directly receive the Member's PERS contribution in lieu of payment to PERS. The Town shall contribute Police Communications/Records Association MOU 20252026-20272028 Page 12 all other costs and contributions necessary to implement this plan. If the Employer's contribution required by PERS increases over the present contribution, the Town shall pay the increase; if the Employer's contribution decreases, the Town shall keep the savings.

B. Deferred Compensation Plan
As to any Member who participates in the Town's deferred compensation plan, the Town will pay a sum equal to the amount withheld from salary by the Member and contributed to the Plan, up to one hundred dollars ($100) per month. The City Manager may establish reasonable rules and procedures for implementing this plan. If the additional sum contributed by the Town causes the Member's contribution to exceed the maximum amount allowed under federal law as deferred compensation, then such sum shall be reported as taxable income of the Member.

C. Dental, Vision, and Life Insurances
Dental, vision, and life insurance are as provided in the Town's Personnel Policies, except that:
(1) Members hired on or after January 1, 2010, will not receive Town-paid dental benefits upon retirement. Members hired prior to January 1, 2010, will continue to receive Town-paid dental benefits upon retirement to the same extent as other miscellaneous Town employees.

D. Medical Insurance
(1) PEMHCA Minimum Contribution
The Town contracts with PERS pursuant to the Public Employees Medical and Hospital Care Act (PEMHCA) for the purpose of providing eligible Members, dependents and annuitants with access to medical insurance. The Town shall revise its current PEMHCA contract with CalPERS through the adoption of a new PEMHCA resolution to provide that the Town shall pay to PERS, on behalf of each eligible active Member and each retired Member who qualifies for retiree medical benefits, a monthly employer contribution equal to the minimum contribution required under Section 22892(b)(2) of PEMHCA (PEMHCA Minimum). This amount is established by CalPERS and may change annually.

Pursuant to PEMHCA and relevant PERS regulations, a retired Member will qualify for retiree medical benefits if his or her retirement from the Town is effective within 120 days of his or her separation from employment with the Town and the retired Member receives a retirement allowance from CalPERS resulting from his or her service with the Town (Annuitant). Annuitants are eligible to continue health coverage under PEMHCA.

An Annuitant will receive the PEMHCA Minimum regardless of hire date.

Supplemental benefits will be provided to Active Members and Annuitants in accordance with the terms set forth in Sections (2), (3) and (4) below.

Police Communications/Records Association MOU 20252026-20272028 Page 13 (2) Supplemental Benefit Active Members
The Town offers an Internal Revenue Code Section 125 Plan (Plan) which contains premium conversion, health care reimbursement and dependent care reimbursement as available benefits. The availability of the Plan is contingent on compliance with State and Federal rules and regulations. The Town and Association agree to meet and confer if any part of the Plan is found to be noncompliant regarding a replacement provision. In addition to the PEMHCA Minimum, the Town contributes for eligible Active Members an additional amount to be used to pay for premiums for Health Insurance Coverage through the Plan. The amount of the additional monthly contribution for each Active Member's PERS health insurance premium is based on the date of hire. An Active Member may not use the contribution for other reasons.

(i) Active Members Hired Prior to June 1, 2010 (Tier A) Active Members hired prior to June 1, 2010, will receive a contribution under the Plan equal to the full cost of the PERS health plan selected, for which he or she and his or her dependents are eligible and enrolled, minus the PEMHCA minimum contribution.

The Town may not require Tier A Active Members to pay or contribute premiums for medical or hospital insurance unless the Town has first met with and obtained the agreement of the Association.
(ii) Active Members Hired on or after June 1, 2010 but on or before June 30, 2012 (Tier B)
Active Members hired on or after June 1, 2010 and on or before June 30, 2012, will receive a contribution under the Plan equal to the cost of the PERS health plan in which he or she and his or her dependents are eligible and enrolled but not to exceed the cost of second most costly plan offered by CalPERS, minus the PEMHCA Minimum. Members may select enrollment in a plan that exceeds the maximum Employer contribution and the difference in cost will be paid by the Member through payroll deductions.
(iii) Active Members Hired on or after July 1, 2012 but on or before December 31, 2016 (Tier C)
Active Members hired on or after July 1, 2012 and on or before December 31, 2016, will receive a contribution under the Plan in the same amount and manner as Active Members described in Tier B (section ii) above. (iv) Active Members Hired on or after January 1, 2017 (Tier D) Police Communications/Records Association MOU 20252026-20272028 Page 14 Active Members hired on or after January 1, 2017, will receive a contribution under the Plan in the same amount and manner as Active Members described in Tier B (section ii) above.
(3) Supplemental Benefit for Annuitants Originally Hired Before January 1. 2017 In addition to the PEMHCA Minimum, each Annuitant hired by the Town on or before December 31, 2016 is eligible for an Employer contribution, as set forth below, to be used for reimbursement of additional medical costs under a Retiree Health Reimbursement Arrangement (HRA) established by the Employer. Receipt of Reimbursements may be made through a third-party administrator and subject to administrative requirements.
(i) Annuitants Who Were Originally Hired Prior to June 1, 2010 (Tier A) Annuitants hired by the Town prior to June 1, 2010, will receive a monthly HRA contribution equal to the monthly cost of the PERS health plan selected, for which he or she and his or her dependents are eligible and enrolled, minus the PEMHCA Minimum.

The Town may not require Tier A Annuitants to pay or contribute premiums for medical or hospital insurance unless the Town has first met with and obtained the agreement of the Association.
(ii) Annuitants Who Were Originally Hired on or after June 1, 2010, but on or before June 30, 2012 (Tier B)
Annuitants hired by the Town on or after June 1, 2010, but on or before June 30, 2012, will receive an HRA contribution equal to the cost of the PERS health plan in which he or she and his or her dependents are eligible and enrolled but not to exceed the cost of second most costly plan offered by CalPERS, minus the PEMHCA Minimum.
(iii) Annuitants Who Were Originally Hired on or after July 1, 2012 but on or before December 31, 2016 (Tier C)
Annuitants hired by the Town on or after July 1, 2012, but on or before December 31, 2016, who have five years of service with the Town and at least ten years of total PERS service credit, will receive an HRA contribution equal to the "applicable percentage" of the cost of the PERS health plan in which he or she and his or her dependents are eligible and enrolled but not to exceed the cost of the second most costly plan offered by PERS, as adjusted by the "applicable percentage", minus the PEMHCA Minimum.

Police Communications/Records Association MOU 20252026-20272028 Page 15 The "applicable percentage" shall be determined on the basis of the Annuitant's years of service (with a minimum of five years of service with the Town) pursuant to the following vesting schedule:

CREDITED YEARS OF

SERVICE

APPLICABLE PERCENTAGE
10 50%
11 55%
12 60%
13 65%
14 70%
15 75%
16 80%
17 85%
18 90%
19 95%
20 or More 100%
Notwithstanding the preceding service requirement, the contribution payable by the Town shall be equal to 100 percent of the cost of the PERS health plan in which he or she and his or her dependents are eligible and enrolled but not to exceed the cost of second most costly plan offered by CalPERS, minus the PEMHCA Minimum, on behalf of any annuitant who retired for industrial disability.

This benefit is structured in accordance with the PERS statutory vesting schedule in Government Code Section 22893 such that Tier C Annuitants will receive retiree medical benefits calculated in accordance with the statutory vesting schedule and related provisions of Section 22893, as it may from time to time be amended, provided that only the PEMHCA Minimum will be paid directly to CalPERS and the remaining amount, as described in the first paragraph of this Section (D)(3)(iii), will be provided to Tier C Annuitants in the form of a reimbursement under the terms of the HRA.
(iv) Retiree Health Benefit Preserved in Event of Reinstatement and Subsequent Retirement
In accordance with AB 410 (2013), as codified in Government Code Section 22838, an Annuitant eligible for retiree health benefits pursuant to Section (D)(3)(i), (ii) or (iii) who reinstates from retirement may, upon his or her subsequent retirement, elect to enroll in a health benefit plan approved or maintained by CalPERS as an annuitant of the Town and receive the applicable benefit under Section (D)(3)(i), (ii) or
(iii), if all of the following apply:
(a) The subsequent retirement occurs on or after January 1, 2014; Police Communications/Records Association MOU 20252026-20272028 Page 16 (b) The Annuitant is eligible for retiree health coverage through the Town prior to reinstatement from retirement;
(c) The subsequent retirement occurs within 120 days of separation; and
(d) The retiree health contribution available from the Town is higher than the retiree health contribution from the employer through which the subsequent retirement occurs.

To the extent that the Town's conversion to the PEMHCA Minimum causes the requirement at (d) above to fail and, as a result, the Annuitant enrolls in a PERS health benefit plan through the subsequent employer, the Town shall cause the difference between the total benefit described in Section (D)(3)(i), (ii) or (iii), as applicable, and the retiree health benefit to which he or she is entitled under the subsequent employer, to be paid to the Annuitant in the form of a reimbursement under the HRA of substantiated expenses for a PERS health insurance plan in which he or she has enrolled.
(4) Retirement Health Savings Program (RHSP)
As soon as administratively possible, the Town will establish a Retirement Health Savings Program (RHSP). The RHSP will use a third-party administrator selected by the town. The design of the RHSP is intended to be a tax advantaged savings plan to be used exclusively for qualifying medical expenses during retirement. (i) Mandatory Participation - Members Hired on or after January 1, 2017 Members hired on or after January 1, 2017 receive a monthly Employer contribution to an individual account under the RHSP. The Town shall contribute to the Member’s individual RHSP account an amount equivalent to two- and one- half percent (2.5%) of the Member’s monthly base salary as shown in the Town’s adopted salary schedule. The base salary for the initial month of service and final month of service shall be prorated based on actual base salary paid in those months.

The member shall contribute to the Member’s individual RHSP account an amount equivalent to two- and one-half percent (2.5%) of the Member’s monthly base salary as shown in the Town’s adopted salary schedule. The base salary for the initial month of service and final month of service shall be prorated based on actual base salary paid in those months.

D. Health Club Membership
Health Club Membership benefits are as provided in the Town's Personnel Policies.

Police Communications/Records Association MOU 20252026-20272028 Page 17 E. Funeral Expenses
The Town shall pay fifteen thousand dollars ($15,000) to the executor, administrator or personal representative of the estate of, or to the trustee authorized to pay funeral expenses for, any Member killed in the line of duty.

ARTICLE 19- PAYROLL ERRORS
A. To ensure that system or other errors which affect a Members pay are processed in an efficient and effective manner, the Town shall notice the affected Member as soon as practicable.

B. Payroll errors detected by a Member shall, as soon as practicable, be communicated to the City Manager, or his or her designee. In the case of under payment, the City Manager or his or her designee will process the appropriate adjustments as soon as practicable.

C. Payroll errors identified by the City Manager or his or her designee will be communicated to the Member either directly or through the Police Chief.

D. Under payments will be processed as soon as practicable.

E. In the event of an overpayment, the City Manager or his or her designee will determine a reasonable repayment schedule and inform the Member of the schedule directly or through the Police Chief. The affected Member shall be given an opportunity to discuss the repayment schedule and, if necessary, to request a reasonable adjustment to it. Factors considered in determining a reasonable adjustment to the repayment schedule include but are not limited to, the Member's normal salary, and other financial obligations of the Member. The Town and the Association agree that the Town will use any and all legal remedies to recover any salary overpayment made to the Member from the Member's wages in the event that (1) the Member does not respond within five working days of being notified of the overpayment or (2) mutual agreement on the repayment schedule is not achieved within ten working days of the Member being notified of the overpayment.

ARTICLE 20 - GRIEVANCE PROCEDURE
Grievance procedures are provided as stated in the Town's Personnel Policies.

ARTICLE 21 - SAFETY VESTS
The parties have met and conferred and agreed to the Town's Safety Vest Policy.

ARTICLE 22 - DEFINITIONS
As used in this Memorandum:
"Base rate" means the hourly rate of pay, by each job classification shown in the tables in Police Communications/Records Association MOU 20252026-20272028 Page 18 Appendix A of this Memorandum.

Police Communications/Records Association MOU 20252026-20272028 Page 19 "Personnel Policies" means the provisions, policies and regulations adopted by the City Council as Chapter Three of the Colma Administrative Code, or its successor, and the procedures and regulations adopted by the City Manager to implement the provisions of Chapter Three of the Colma Administrative Code or its successor.

ARTICLE 23 - TRANSITION
A. Upon execution, this Memorandum of Understanding will supersede the Memorandum of Understanding between the parties and for the period from July 1, 2025 2026 through June 30, 20272028.

Ill Ill
Ill Ill
IN WITNESS WHEREOF:
12/15/2021
Dated _
DocuSign Envelope ID: E20911B2-2B95-4EEE-8869-26905436F107 Appendix A
June 22, 2025 – an across-the-board wage increase of 2% (Pay date 7/11/2025)
December 21, 2025 – an across-the-board wage increase of 2% (Pay date 1/09/2026)
July 5, 2026 – an across the board wage increase of 3% (Pay date 7/24/2026) December 20, 2026 – an across the board wage increase of 2% (Pay date 1/8/2027) June 20, 2027 – an across the board wage increase of 3% (Pay date 7/9/2027) December 19, 2027 – an across the board wage increase of 2% (Pay date 1/07/2028) Res. 2026-__, Cost of Living Increase Unrepresented Employees Page 1 of 2 RESOLUTION NO. 2026-__

OF THE CITY COUNCIL OF THE TOWN OF COLMA
RESO

LUTION APPROVING COST OF LIVING SALARY INCREASES FOR CERTAIN UNREPRESENTED EMPLOYEES PURSUANT TO CEQA GUIDELINE 15378 The City Council of the Town of Colma does hereby resolve as follows:

1. Background.
(a) The Town has been in active negotiations since March of 2026 to address potential salary increases for both represented and unrepresented employees. (b) The City Council has recently concluded negotiations with both the Colma Peace Officers Association and the Colma Police Dispatch/Records Association. (c) The City Manager is now recommending that the City Council approve cost of living increases for certain unrepresented employees consistent with Town’s past practice of treating the unrepresented employees consistent with the Colma Peace Officers Association and the Colma Police Dispatch/Records Association.

2. Order; Cost of Living Salary Increases for Certain Unrepresented Employees (a) The City Council hereby approves a cost of living increase for certain unrepresented employees, excluding the City Manager who has a separate employment agreement with the Town and excluding the following part-time positions who are subject to the minimum wage laws:

Recreation Leader, Senior Recreation Leader, Facility Attendant, Intern, and Student Aide.
(b) All unrepresented employee positi ons, excluding the City Manager and the part -time positions listed above, shall receive the following:
(i) a 3% pay increase beginning on July 5, 2026 (Pay date July 24, 2026). (ii) a 2% pay increase beginning on December 20, 2026 (Pay date January 8, 2027).
(iii) a 3% pay increase beginning on June 20, 2027 (Pay date July 9, 2027). (iv) a 2% pay increase beginning on December 19, 2027 (Pay date January 7, 2028).

3. No Contract. Nothing herein shall be construed as a contract with any employee, and the City Council shall have the discretion to modify the respective salaries in accordance with any applicable state or local provisions.

4. Effective Date. This resolution shall become effective upon adoption.

Certification of Adoption

ATTACHMENT E
Res. 2026-__, Cost of Living Increase Unrepresented Employees Page 2 of 2 I ce
rtify that the foregoing Resolution No. 2026-__ was duly adopted at a regular meeting of said City Council held April 22, 2026 by the following vote:

Name Voting Present, Not Voting Absent
Aye No Abstain Not Participating
Carrie Slaughter, Mayor
Helen Fisicaro, Vice Mayor
Ken Gonzalez, Councilmember
Joanne F. del Rosario,
Councilmember
Thomas Walsh,
Councilmember
Voting Tally
Da
ted ______________________ ___________________________________ Carrie Slaughter, Mayor
Att
est: ____________________________
Michelle Estabillo, City Clerk
Res. 2026-13, Adopting Salary Schedule Page 1 of 1
RESOLUTION NO. 2026-13

OF THE CITY COUNCIL OF THE TOWN OF COLMA
R
ESOLUTION ADOPTING THE SALARY SCHEDULE AS OF APRIL 22, 2026 PURSUANT TO CEQA GUIDELINE 15378
The City Council of the Town of Colma does hereby resolve as follows:

1. Background
(a) G
overnment Code sections 20636 and 7522.34 and Title 2 CCR sections 570.5 and 571.1 state that payrates must be reported pursuant to a publicly available pay schedule that has been duly approved and adopted by the employer in accordance with applicable public meeting laws;
(b) Exhibit A summarizes the Colma pay schedule for all positions as of April 22, 2026.

2. Findings and Order.
(a) The City Council hereby updates the Salary Schedule as detailed in Exhibit A, attached hereto and incorporated by reference with the applicable pay or salary for each position listed, in compliance with Title 2 of the California Code of Regulations Section 570.5.

Certification of Adoption
I
certify that the foregoing Resolution No. 2026-13 was duly adopted at a regular meeting of the City Council of the Town of Colma held April 22, 2026 by the following vote:

Name Voting Present, Not Voting Absent
Ay e No Abstain Not Participating
Carrie Slaughter, Mayor
Helen Fisicaro
Joanne F. del Rosario
Thomas Walsh
Ken Gonzalez
Voting Tally
Dated ______________________ ____________________________________ Carrie Slaughter, Mayor
A
ttest: _____________________________
Michelle Estabillo Gourlie, City Clerk

ATTACHMENT F
Town of Colma Pay Schedule (Effective July 5, 2026)
Proposed Resolution No. 2026-XX Proposed April 22, 2026 123456
Position Title Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Add'l
Incentive
Payroll
Ref
Elected Officials (Monthly Compensation)
Mayor & City Council 1,249.00
Regular/Casual/Temporary Employees (hourly rate, compensated on a biweekly basis) Accounting Manager 76.18 79.98 83.97 88.17 92.59 - (10)(11) 8acctm Accounting Technician 50.75 53.29 55.96 58.76 61.71 - (10)(11) 8acct Administrative Services Director 95.37 100.15 105.14 110.41 115.94 - (11) 8acm Administrative Technician I 47.37 49.74 52.23 54.83 57.57 - (10)(11) 8at1 Administrative Technician II 49.74 52.23 54.83 57.57 60.45 - (10)(11) 8at2 Administrative Technician III 49.74 52.23 54.83 57.57 60.45 63.48 (10)(11) 8at3 City Clerk 63.48 66.64 69.98 73.47 77.15 - (10)(11) 8clrk1 City Manager 128.61 - - - - - (9) mgr Community Service Officer 46.21 48.52 50.94 53.50 56.17 - (10)(11) 8cso Executive Assistant to Chief of Polic 49.74 52.23 54.83 57.57 60.45 63.48 (10)(11) 8at3 Facility Attendant 21.32 22.39 23.51 24.69 - - (11) 8fa Human Resources Manager 69.54 73.02 76.66 80.50 84.52 - (10)(11) 8hrm Intern 26.91 28.26 29.67 31.15 32.71 - (11) intr Maintenance Technician I 46.32 48.63 51.07 53.61 56.30 - (7)(8)(10)(11) 8mt1 Maintenance Technician II 48.63 51.07 53.61 56.30 59.12 - (7)(8)(10)(11) 8mt2 Maintenance Technician III 48.63 51.07 53.61 56.30 59.12 62.08 (7)(8)(10)(11) 8mt3 Management Analyst I 52.75 55.38 58.15 61.06 64.12 - (11) 8ma1 Management Analyst II 57.05 59.88 62.90 66.04 69.34 - (11) 8ma2 Management Analyst III 61.70 64.78 68.01 71.41 74.98 - (11) 8ma3 Police Chief 103.44 108.60 114.04 118.60 123.09 - (1)(11) chief Police Commander 93.69 98.35 103.29 108.45 113.87 - (1)(11) 8pcmd Police Dispatcher / Clerk 57.81 59.42 61.03 62.63 64.22 - (6)(4)(11) clerical Police Dispatcher/Records Supervis 69.68 71.61 73.55 75.49 77.44 - (2)(4)(11) supervisor Police Officer - Reserve 64.69 - - - - - pdres Police Officer 1 64.69 67.93 71.34 74.90 - - (1)(3)(5)(11) 8po1 Police Officer 2 67.28 70.65 74.19 77.90 - - (1)(3)(5)(11) 8po2 Police Officer 3 68.60 72.03 75.62 79.39 - - (1)(3)(5)(11) 8po3 Police Recruit 61.46 polr
Police Sergeant 1 82.01 83.71 85.44 90.16 - - (1)(3)(5)(11) 8sgt1 Police Sergeant 2 85.28 87.06 88.85 93.77 - - (1)(3)(5)(11) 8sgt2 Police Sergeant 3 86.92 88.71 90.55 95.57 - - (1)(3)(5)(11) 8sgt3 Public Works Maintenance Supervis 59.14 62.10 65.20 68.47 71.88 - (7)(8)(10)(11) 8mts Recreation Coordinator 46.19 48.50 50.93 53.47 56.14 - (10)(11) 8recc Recreation Leader 16.90 17.75 18.64 19.57 - - (11) 8rl Recreation Manager 55.21 57.96 60.85 63.91 67.08 - (10)(11) recmgr Senior Recreation Leader 21.32 22.39 23.51 24.69 - - (11) 8rls Student Aide 16.90 17.75 18.64 19.57 - - (11) 8sta Additional Incentive
(1) These positions receive a $1,025 per year uniform allowance (2) This position receives a 5.0% incentive for CAD Administrator (3) These positions receive an additional 5% Holiday Pay (4) These positions receive a $774.73 per year uniform allowance (5) These positions may receive a 5% incentive for Acting Commander, Acting Sergeant, Officer in Charge, Training Officer, and/or Detective
(6) This position may receive a 2.5% incentive for Back-up CAD Administrator (7) These positions may receive $120 per week stand-by pay (8) These positions receive an in kind uniform allowance of $68.67 per pay period

EXHIBIT A
Staff Report - CAC 2.04 - Milestone Events, Remembrances, and Well Wishes Policy Page 1 of 2

STAFF REPORT
T
O: Mayor and Members of the City Council
FROM: Christopher J. Diaz, City Manager
Dan Barros, City Manager
MEETING DATE: April 22, 2026
SUBJECT: Colma Administrative Code Subchapter 2.04 Adopting Policies and Procedures for Celebrating Lifetime Milestone Events, Remembrances, and Providing Health Well Wishes

RECOMMENDATION
Staff recommends that the City Council adopt the following:

RESOLUTION ADDING SUBCHAPTER 2.04 TO THE COLMA ADMINISTRATIVE CODE,

ADOPTING POLICIES AND PROCEDURES FOR CELEBRATING LIFETIME MILESTONE

EVENTS, LIFETIME REMEMBRANCES, AND PROVIDING HEALTH WELL WISHES PURSUANT TO CEQA GUIDELINE 15378

COUNCIL ADOPTED VALUES
Responsibility:
- The use of public resources will not be used for private gains or personal purposes - Developing strong relationships with the community

BACKGROUND
The Town of Colma was incorporated in 1924 with a unique mission to preserve existing cemeteries and respect the deceased. The proposed policy updates the Town’s long -standing tradition of "celebrating life" by providing small gifts (plants, flowers, or charitable donations) for significant birthdays and anniversaries, illnesses, or deaths. This resolution will supersede Resolution 96-16 adopted in 1996 adopting a similar policy to better reflect current administrative practices and community needs.

ANALYSIS
The proposed addition of Subchapter 2.04 outlines specific eligibility and administrative procedures:

AGENDA ITEM #4
Staff Report - CAC 2.04 - Milestone Events, Remembrances, and Well Wishes Policy Page 2 of 2 Eligibility:
• Town Resident that possesses a current Colma Resident Card, or other objective proof of residency that may include a current utility bill, lease agreement, or current voter registration.
• Town Business Owners with a valid Town Business license • Employees of the Town
Qualified Events:
• Birthdays: 70th birthday and every five years thereafter • Anniversaries: 50th wedding anniversary and every five years thereafter • Health Well Wishes: Following hospitalization or major illness • Remembrances: In the event of the death of a resident or business owner Gift Limitations:
• All gifts (plants, flowers, or donations) are capped at $100 in value.

Vendor Selection:
• To support the local economy, all floral and plant orders must be placed with businesses located within the Town of Colma. Staff will maintain a rotating list to ensure equitable use of local vendors.

FISCAL IMPACT
The fiscal impact is expected to be minimal and will be managed within the existing General Fund budget under the City Council.

ENVIRONMENTAL
This action is not a project under the California Environmental Quality Act (CEQA) Guidelines section 15378, as it is an administrative activity that will not result in a physical change to the environment.

CONCLUSION
Staff recommends that the City Council adopt the resolution.

ATTACHMENTS
A. Resolution

Res. 2026 – CAC 2.04 - Milestone Events, Remembrances, and Well Wishes Policy Page 1 of 5 25977.00100\44867457.1
RESOLUTION NO. 2026-__

OF THE CITY COUNCIL OF THE TOWN OF COLMA
RESOLUTION ADDING SUBCHAPTER 2.04 TO THE COLMA ADMINISTRATIVE CODE,

ADOPTING POLICIES AND PROCEDURES FOR CELEBRATING LIFETIME MILESTONE

EVENTS, LIFETIME REMEMBRANCES, AND PROVIDING HEALTH WELL WISHES PURSUANT TO CEQA GUIDELINE 15378
T
he City Council of the Town of Colma hereby resolves:

ARTICLE 1. RECITALS AND PUBLIC PURPOSE FINDINGS
The City Council makes the following findings of fact in support of adoption of this Policy:
(a) The Town of Colma’s incorporation in 1924 was brought together by the then existing 14 cemeteries in the Town in an effort to ensure respect for the deceased and celebrate life. (b) The Town’s cemeteries came to be after the gold rush and population explosion led cemetery owners to seek more land since San Francisco would not let the current cemeteries expand. San Francisco also adopted various laws over the years prohibiting further burials and ultimately evicting cemeteries from the City limits.
(c) On June 3, 1887, the Roman Catholic Archdiocese opened the first cemetery in Colma, Holy Cross Catholic Cemetery. Seven cemeteries were established by 1900 and another six by 1910.
(d) In forming the Town of Colma in 1924, then Mayor Mattrup Jensen stated he “drew a line around the cemeteries situated within this Colma area … so as to preserve it.” (e) It is this preservation of life and the deceased that the Town continues to celebrate today.
(f) In honor of preserving and celebrating life, the Town of Colma adopts this policy to celebrate lifetime milestone events, lifetime remembrances, and seeks t o provide health well wishes with small tokens to its Town residents and business owners, and Town employees for health well wishes.
(g) The Town hereby finds that the Town’s expenditure of a plant, flowers, or a small donation, does not constitute a gift of public funds because although there is an incidental benefit to an individual with any small plant, flower, or donation made, a public purpose exists as all Town residents and business owners are eligible for participation, and the Town will endeavor to highlight all celebrations and remembrances in a public setting so all Town residents can participate in any celebration or remembrance. (h) The Town further finds that there is a public purpose with this policy as any small plant or flower purchased would be solely purchased from Town businesses with an active business license and this will promote economic development in the Town and ensure that businesses are maintained to allow for future tax revenue.

ATTACHMENT A
Res. 2026 – CAC 2.04 - Milestone Events, Remembrances, and Well Wishes Policy Page 2 of 5 25977.00100\44867457.1
(i) The Town further finds that there is a public purpose with the expenditures contemplated under this Policy as it will continue the Town’s belief at the time of incorporation to respect the deceased, preserve the cemeteries, and in doing so, celebrate life. (j) The Town now seeks to celebrate each Town resident and Town business owners’ milestone birthday, anniversary, and to extend health well wishes to those in need to continue with the practice of respecting the deceased and celebrating life while promoting economic development.

ARTICLE 2. COLMA ADMINISTRATIVE CODE SUBCHAPTER 2.04 ADDED Subchapter 2.04 is hereby added to the Colma Administrative Code to read as follows:

SUBCHAPTER 2 .04: Celebrating Lifetime Milestone Events, Lifetime Remembrances, and Providing Health Well Wishes

2.04.010 Purpose
The purpose of this policy is to establish a policy for the Town to celebrate Town resident and Town business owner lifetime milestone events, lifetime remembrances, and provide health well wishes to Town residents, business owners, and Town employees.

2.04.020 Definitions
(a) “Lifetime Milestone Event” shall be defined to include a Town resident or Town business owner’s birthday if 70 years of age and over, and wedding anniversaries if celebrating 50 years or more of marriage. Lifetime Milestone Events shall only be celebrated by the Town every five years beginning with either the 70
th birthday, or 50th year of marriage.
(b) “Lifetime Remembrances” shall be defined as the Town remembering the death of a Town resident or Town business owner.
(c) “Providing Health Well Wishes” shall be defined to include the Town wishing a Town resident or Town business owner good health after a major illness or hospitalization. (d) “Town Resident” shall be limited to a individual whose primary residence and domicile is in the Town of Colma as confirmed by a current Colma Card , or by some other objective proof of residency that may include a current utility bill, lease agreement, or voter registration.
(e) “Town Business Owner” shall be limited to an owner of a business in the Town of Colma with a current Town business license.

2.04.030 Celebrating Lifetime Milestone Events
(a) Birthday Celebrations. In honor of a Town resident or Town business owner turning 70 years of age, and every five years thereafter, the Town shall send a plant or flowers not exceeding $100 in value to the Town resident or Town business owner to celebrate their birthday.

Res. 2026 – CAC 2.04 - Milestone Events, Remembrances, and Well Wishes Policy Page 3 of 5 25977.00100\44867457.1
(b) Celebrating Anniversaries. In honor of a Town resident or Town business owner celebrating 50 years of marriage, and every five years thereafter, the Town shall send a plant or flowers not exceeding $100 in value to the Town resident or Town business owner to celebrate their anniversary.

2.04.040 Lifetime Remembrances
(a) In remembrance of the death of a Town resident or Town business owner, the Town shall send a plant, flowers, or make a donation to a charity selected by the next of kin, in an amount not exceeding $100 in value.
(b) In circumstances where the immediate family may be considered low income as determined by the City Manager’s verification of the immediate family’s participation in a governmental or utility based low income program, the Town has the discretion to make a donation not exceeding $100 in value directly to the funeral home, cemetery, or mortuary towards funeral expenses.

2.04.050 Providing Health Well Wishes
If a Town resident, Town business owner, or Town employee is hospitalized, or otherwise suffers a major illness as determined by the City Manager, the Town shall send a plant or flowers to the resident, business owner, or employee not exceeding $100 in value.

2.04.060 Plant and Flower Shop Selection
(a) Town staff shall only place plant and flower orders from businesses within the Town of Colma with a valid Town business license.
(b) Town staff shall create a list of all such businesses on January 1 st of each year and rotate
which businesses are used so that by the end of the calendar year, there has been a fairly equal use of all businesses on the list by the Town. Town staff shall keep a clear tracking of when a business was used, the date of purchase, and items ordered. (c) If a new business opens after January 1
st of the year, or an existing business clears any
business license issues after January 1st, Town staff shall add any such business to the list once a valid business license is obtained.

2.04.070 Procedure and Administration
(a) Each plant, flower, or donation made by the Town pursuant to this Policy shall be noted to be from the “Town of Colma” and no names or titles of any public official, including Town employees, shall be noted.
(b) Upon a plant or flower being sent, or donation made in remembrance, Town staff shall notify the City Council and work with the Mayor to celebrate the Lifetime Milestone Event, Lifetime Remembrance, or Well Wishes through a City Council meeting announcement , or close in memory.
(c) Town staff shall advertise this Policy in Town publications and on Town social media.

Res. 2026 – CAC 2.04 - Milestone Events, Remembrances, and Well Wishes Policy Page 4 of 5 25977.00100\44867457.1
(d) The City Manager shall administer this Policy.

ARTICLE 3. RESOLUTION 1996-16 SUPERSEDED.

In adopting this resolution, the City Council hereby supersedes Resolution 1996- 16 adopted by the City Council on February 14, 1996 titled “Resolution Adopting Policies and Procedures for Get-Well Packages and Remembrances” and it shall have no further force or effect.

ARTICLE 4. SEVERABILITY.

Each of the provisions of this resolution is severable from all other provisions. If any article, section, subsection, paragraph, sentence, clause or phrase of this resolution is for any reason held by a court of competent jurisdiction to be invalid, such decision shall not affect the validity of the remaining portions of this resolution. The City Council hereby declares that it intended do and would have adopted each and every provision of this resolution independent of any other provision of this resolution.

ARTICLE 5. N
OT A CEQA PROJECT.

The City Council finds that adoption of this resolution is not a "project," as defined in the California Environmental Quality Act (CEQA) because it is more akin to an administrative activity under CEQA Guideline 15378 and does not have a potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment and concerns general policy and procedure making.

ARTICLE 6. EFFECTIVE DATE.

This resolution shall be effective upon its adoption by the City Council.

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Res. 2026 – CAC 2.04 - Milestone Events, Remembrances, and Well Wishes Policy Page 5 of 5 25977.00100\44867457.1
Certification of Adoption

I certify that the foregoing Resoluti on No. 202 6-__ was duly adopted at a regular meeting of said City Council held April __, 2026 by the following vote:

Name Voting Present, Not Voting Absent
Aye No Abstain Not Participating
Carrie Slaughter, Mayor

Helen Fisicaro , Vice Mayor

Joanne F. del Rosario

Ken Gonzalez

Thomas Walsh

Voting Tally

Dated ______________________ ___________________________________ Carrie Slaughter, Mayor

Attest: ____________________________
Michelle Estabillo, City Clerk

STAFF REPORT
TO
: Mayor and Members of the City Council
FROM: Brad Donohue, Director of Public Works and Planning Nathan Bassett, Administrative Services Director
Gelareh Jokar, Project Manager
VIA: Dan Barros, City Manager
MEETING DATE: April 22, 2026
SUBJECT: Title VI Implementation Program and Implementation Plan REC

OMMENDATION
Staff recommends that the City Council adopt the following:

RESOLUTION APPROVING THE TOWN OF COLMA’S TITLE VI PROGRAM AND IMPLEMENTATION PLAN, PURSUANT TO CEQA GUIDELINE 15061
CO

UNCIL ADOPTED VALUES
Th
is recommendation is consistent with the Council’s adopted values from the Values-Based Code of Conduct for RESPECT. A Title VI Policy will work to build trust with one another and the community, fostering an inclusive, supportive and open environment of communication.

BACKGROUND
Title VI of the Civil Rights Act of 1964 is a federal statute that provides that no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any p rogram or activity receiving federal financial assistance. The Town of Colma, because it has applied for and received federal funding, will be required to adopt a plan that encompasses all the programs within Title VI policies and procedures. By having the plan in place, it will assist the Town in future federal funding opportunities as they present themselves. It is important to note that a program and implementation plan such as Title VI of the Civil Rights Act of 1964 is not a requirement of the Town except that if we want to be competitive in pursuing, obtaining and securing federal funding, a plan such as Title VI needs to be in place. The Town does receive federal grants to AGENDA ITEM #5
support many of its transportation projects, and having this policy in place will secure the Town’s place in potentially securing current and future federal dollars.

In the 2025- 26 Capital Improvement Program, staff introduced the Title VI Program and Implementation Plan. The Town entered into an agreement with MIG (Consultant) in August of 2025 to develop a plan that incorporates various policies, procedures and training sessions, so as to meet the Town’s federal grant funding requirements that require that we have a plan in place that is compliant with Title VI of the Civil Rights Act of 1964. Over the past several months, MIG and staff have assembled policies and programs for the Town to be compliant with Title VI.

On March 11, 2026, City Council held a study session to review and comment on the Title VI Program and Implementation Plan (Plan).

The Plan addressed strategies to mitigate or eliminate barriers that would include and engage low income, minorities and limited English proficiency (LEP) populations in Town events and decision-making opportunities.

ANALYSIS/DISCUSSION
After reviewing the various components of the plan, City Council expressed some concerns and minor corrections be made to the Plan. City Council’s concerns, recommendations and responses are listed below:

1. It was noted that the current organizational chart is not up to date. This will need to be corrected to ensure the Town’s organizational structure is accurate and reflected properly in the Plan.
a. On Page 35 of the Plan, corrections were made and a revised Organizational Chart has inserted into the Plan.

2. City Council members emphasized the importance of ensuring that the Recreation Department also has access to language assistance services. a. On page 23 and 24 of the Plan, the plan addresses the City Council’s concerns ensuring the Recreation Department (and all other departments) have the interpretation tools needed to properly communicate essential information to those that need that assistance.

Reference page 23-24 of the Plan
The Town may provide language assistance to LEP people in one or more of the following ways, subject to resources available:

Bilingual staff interpreters. Town maintains a list of staff with multiple language skills who may provide basic language assistance.

On-call professional interpreters. Town maintains list of on-call professional translation and interpretation firms.

Language line. Town retains a firm providing on-demand professional interpretation services over the phone.

3. City Council indicated a preference for utilizing bilingual staff with interpretation skills when possible, primarily due to the potential costs associated with telephone interpretation services.
a. Please see explanation in Item #02 above.
4 . There were also concerns regarding the length of the training sessions. MIG recommended focusing the training on the most essential topics to keep it concise and effective, rather than making it overly lengthy.
a. Well noted: Staff members and consultant will construct training presentations to be respectful of time and focus on the essentials of the plan.

F

ISCAL IMPACT
The fiscal impact for the Title VI Plan FY 2026-27 is estimated at $25,000 for interpreter and translation services, and $11,000 for staff time related to training and plan management. Staff will assess usage of a language line and translation services prior to the FY 2026-27 mid-year, after these services are in place, for budget adequacy. Title VI management will account for one to three percent of the Administrative Services Director’s work duties to cover staff training, management of the complaint process, and annual plan updates. In addition, the Title VI Plan requires one hour of staff training every two years.

E

NVIRONMENTAL
The City Council’s adoption of the T itle VI Program and Implementation Plan is exempt from environmental review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15061(b)(3)-. CEQA requires state and local agencies to identify, disclose, and mitigate significant environmental impacts of proposed discretionary projects. A Title VI Policy ensures that no person is excluded from participation, denied benefits, or subjected to discrimination in services, such as education, transportation, or healthcare that are supported by federal funds, thus it is determined that adopting a Title VI policy neither supports or deters the CEQA process.

Title VI is in place to support equity amongst the population, prohibiting discrimination on the
basis of race, color, or national origin in any program or activity that receives federal financial assistance. CEQA Guideline 15061 (B)(3) is called the “Common Sense Exemption, this exemption states” CEQA applies only to projects which have the potential for causing a significant effect on the environment. It can be seen with certainty that there is no possibility that by approving the Title VI Policy that it does not have a significant effect on the environment.

ALTERNATIVES
Ci
ty Council can agree not to approve the Town of Colma’s Title VI Program and Implementation Plan and reconsider a later date. This is not recommended, not having the plan in place can jeopardize future federal grant funding due to noncompliance with Title VI policies.

RECOMMENDATION
Staff recommends that the City Council adopt a resolution approving the Town of Colma’s Title VI Program and Implementation Plan, pursuant to CEQA Guideline 15061:

A

TTACHMENTS
A. Resolution
B. Title VI Program and Implementation Plan, April 2026 Res 2026-__, Title VI Program Page 1 of 2
RESOLUTION 2026-__

OF THE CITY COUNCIL OF THE TOWN OF COLMA
RESOLUTION APPROVING THE TOWN OF COLMA’S TITLE VI PROGRAM AND IMPLEMENTATION PLAN, PURSUANT TO CEQA GUIDELINE 15061

1. Background.
(a) T
itle VI of the Civil Rights Act of 1964 a federal statute that provides that no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.
(
b) The Town of Colma, as a recipient of federal funding, is required to comply with the provisions of Title VI, including maintaining a compliance and resolution plan to ensure that staff and contractors comply with the federal statute, and the Twon addresses any complaints that may be received.
(
c) Town staff created a project in the FY 2025-26 Capital Improvement Program to draft and implement a Title VI program and engaged with MIG, a consultant, beginning in August 2025, to for that purpose.
(
d) On March 11, 2026, MIG and staff presented a draft Title VI Program and Implementation Plan to City Council, which has been amended to address City Council comments.
2 . Order
(a) T
he City Council hereby approves the Title VI Program and Implementation Plan for the Town of Colma.
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ATTACHMENT A

Res 2026-__, Title VI Program Page 2 of 2
Certification of Adoption
I certify that the foregoing Resolution No. 2026-__ was duly adopted at a regular meeting of said City Council held on April 22, 2026, by the following vote:

Name Voting Present, Not Voting Absent
Aye No Abstain Not Participating
Carrie Slaughter, Mayor
Helen Fisicaro, Vice Mayor
Thomas Walsh,
Councilmember

Joanne F. del Rosario,
Councilmember

Ken Gonzalez, Councilmember

Voting Tally

Dated ______________________ ___________________________________ Carrie Slaughter, Mayor

Attest: _____________________ ___________________________________ Michelle Estabillo, City Clerk

Town of Colma
Title VI Program and Implementation Plan
April 2026

ATTACHMENT B

TITLE VI PROGRAM AND IMPLEMENTATION PLAN

SUBMITTED FOR APPROVAL BY: ________________________
Gelareh Jokar, PMP , LEED AP
Project Manager

RECOMMENDED FOR APPROVAL BY: _______________________________________ Nathan Bassett, Administrative Services Director
Title VI Program Coordinator
Town of Colma

APPROVED AS TO FORM BY: ____________________________________________________ Daniel Barros
City Manager

COUNCIL APPROVAL DATE:

RESOLUTION NO.:

Acknowledgements
[TBD}

TABLE OF CONTENTS
I. Introduction ............................................................................................................... 1 II. Title VI Non-Discrimination Policy Statement .............................................................. 2 III. Title VI Program Administration .................................................................................. 3 Town Vision Statement ....................................................................................................... 3 Department Function and Responsibilities ......................................................................... 3 Organizational Chart by Department .................................................................................. 7 IV. Title VI Program Coordinator and Staffing Plan ........................................................... 8 V. Key Title VI Program Requirements ............................................................................. 9 VI. Title VI Program Monitoring ..................................................................................... 11 VII. Public Information Requirements ............................................................................. 12 EXHIBIT 1 – WEBSITE POSTING ......................................................................................... 13 EXHIBITS 2, 3, 4 – TITLE VI POSTER – ENGLISH, SPANISH, TAGALOG / FILIPINO ............... 15 VIII. Limited English Proficiency Four Factor Analysis ........................................................ 18 Introduction ...................................................................................................................... 18 Factor 1: The Proportion, Numbers and Distribution of LEP Persons ............................... 19 Factor 2: Frequency of Contact with LEP Individuals ........................................................ 20 Factor 3: The Nature and Importance of the Program, Activity or Service to LEP Individuals ........ 21 Factor 4: The Resources Available to the Town and Overall Cost ..................................... 21 Safe Harbor Provision ........................................................................................................ 22 Language Assistance Measures......................................................................................... 23 Staff Training, LEP Plan Monitoring ................................................................................... 24 IX. Complaint Procedure ................................................................................................ 26 Title VI Complaint Timeline ............................................................................................... 30 X. Data Collection Procedures ....................................................................................... 31 XI. Title VI Training ........................................................................................................ 32 XII. Annual Accomplishments Report .............................................................................. 34

XIII. Attachments
ATTACHMENT A – U.S. DOT TITLE VI ASSURANCES A-E ............................................................... A-1 ATTACHMENT B – LIMITED ENGLISH PROFICIENCY DATA COLLECTION FORM ............................ A-9

ATTACHMENT C - LIMITED ENGLISH PROFICIENCY (LEP) STAFF SURVEY FOR LEP FOUR -FACTOR ANALYSIS .................................................................................................................................... A-11 ATTACHMENT D – TITLE VI INFORMATION POSTERS ................................................................. A-14 ATTACHMENT E – EMPLOYMENT NOTICES ................................................................................ A-15 ATTACHMENT F – WRITTEN TRANSLATION OF VITAL DOCUMENTS .......................................... A-16 ATTACHMENTS G1, G2, G3 – EXAMPLE PUBLIC NOTICES IN ENGLISH, SPANISH, AND TAGALOG / FILIPINO ...................................................................................................................................... A-18 ATTACHMENTS H1, H2, H3 – TITLE VI COMPLAINT FORMS IN ENGLISH, SPANISH, AND TAGALOG / FILIPINO ...................................................................................................................................... A-27 ATTACHMENT I – TITLE VI DISCRIMINATION COMPLAINT LOG .................................................. A-30 ATTACHMENT J – TITLE VI TRAINING LOG .................................................................................. A-31

Pa ge 1 of 35
Town of Colma Title VI Program and Implementation Plan
I. Introduction
The Town of Colma (Town) is a recipient of federal funds from the Federal Highway Administration (FHWA). Recipients of federal funds are required to comply with various federal nondiscrimination laws and regulations, including Title VI of the Civil Rights Act of 1964 (Title VI).

Title VI prohibits discrimination, exclusion from participation, or the denial of benefits against anyone in the United States on the basis of race, color, or national origin in the programs and activities of an agency receiving federal financial assistanc e. In addition to Title VI, the other nondiscrimination statutes that afford legal protection are: Section 162 (a) of the Federal -Aid Highway Act of 1973 (23 USC 324) (sex), Age Discrimination Act of 1975 (age), and Section 504 of the Rehabilitation Act of 1973/Americans with Disabilities Act of 1990 (disability). Together, these requirements define the over-arching Title VI Program.

Recipients of federal funds are required to prepare a plan to clarify roles, responsibilities, and procedures to ensure compliance with Title VI and related non-discrimination statutes. The Town of Colma is committed to ensuring that no person is excluded from participation in, denied the benefits of, or subjected to discrimination under its services on the basis of race, color, or national origin, as protected by Title VI of the Civil Rights Act of 1964.

The Town, through the approval and implementation of the Title VI Program and Implementation Plan (Plan) will ensure compliance with the Title VI of the Civil Rights Act of 1964. The Town expects every manager, supervisor, employee, and sub -recipient of fe deral-aid funds administered by the Town to be aware of and apply the intent of Plan and related nondiscrimination statutes in performing assigned duties.

It is important to also understand that Title VI and the additional nondiscrimination requirements apply to all Town of Colma programs even when only one program receives federal funds. The Civil Rights Restoration Act of 1987 defined the word “program” to make clear that discrimination is prohibited throughout an entire agency if any part of the agency receives federal funds. Simply stated, the Town of Colma is to ensure that none of its activities or programs treats any part of a community any differently than another.

The Plan is implemented under the designated Title VI Coordinator who works with Directors in every department to implement and monitor compliance with the Plan. The designated Title VI Coordinator is currently the Administrative Services Director or their designee.

The Title VI Program Coordinator is responsible for developing procedures, reporting data, conducting assessments, providing training resources, and tracking complaint resolution, etc. The Title VI Program and Implementation Plan focuses on the functional areas with significant public contact responsibilities and provides the policy direction necessary to ensure compliance with Title VI and related nondiscrimination statutes.

Pa ge 2 of 35
Town of Colma Title VI Program and Implementation Plan
II. Title VI Non-Discrimination Policy Statement
Definition of Title VI of the Civil Rights Act of 1964
Title VI of the Civil Rights Act of 1964 prohibits discrimination on the basis of race, color, or national origin in programs and activities receiving Federal financial assistance. Specifically, Title VI provides that "no person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance" (42 U.S.C.

Section 2000d).

Commitment to Title VI Compliance
The Town of Colma (Town) is committed to ensuring that no person shall on the grounds of race, color, national origin, sex, disability, age, or other protected status be excluded from participation in, be denied the benefits of, or be subjected to discrimi nation in any operation of the T own of Colma as provided by Title VI of the Civil Rights Act of 1964 and related statutes. This plan was developed to guide the Town in its administration and management of Title VI related activities for the public and vendors.

This policy applies to all operations of the Town of Colma, including its contractors and anyone who acts on behalf of the Town of Colma.

Examples of prohibited types of discrimination based on race, color, national origin, sex, disability, age, or other protected status include: denial to an individual any service, financial aid, or other benefit; distinctions in the quality, quantity, or manner in which a benefit is provided; segregation or separate treatment; restriction in the enjoyment of any advantages, privileges, or other benefits provided; discrimination in any activities related to highway and infrastructure or facility built or repaired; and discrimination in employment. Harassment and retaliation are also prohibited forms of discrimination.

Title VI compliance is a condition of receipt of federal funds. The Title VI Coordinator and other Town staff as described in this Plan are authorized to ensure compliance with this policy, Title VI of the Civil Rights Act of 1964, 42 U.S.C § 2000d and related statutes, and the requirements of 23 Code of Federal Regulation (CFR) pt. 200 and 49 CFR pt. 21.

C
ity Manager Date
__________________________________ __________________________

Town of Colma Title VI Program and Implementation Plan
III. Title VI Program Administration
Town Vision Statement
Colma will be a thriving, inclusive, and sustainable community that fosters economic growth, preserves its cultural heritage, and enhances the quality of life for all residents.

Department Function and Responsibilities

CITY COUNCIL
The City Council is the legislative body and makes laws and policy decisions through the enactment of ordinances and resolutions. The City Council consists of five members: a Mayor, Vice Mayor, and three Council Members. The City Council guides the City on policies and programs to implement. To promote Title VI and to ensure equity, the City Council will support strategies to improve the participation of under-represented groups in the planning and decision- making process.

CITY ATTORNEY
The City Attorney provides in-house legal counsel and advisory services to the City Council, City Manager, and Town staff. The City Attorney’s office works closely with other departments to ensure procurements and contracts are consistent with federal, state and local contract laws and regulations. The Attorney’s office also oversees the application of State Mandates and laws as it affects the Town, including Title VI requirements. Dissemination of vital documents will be in English, Spanish and Tagalog. If language assistance is requested, assistance will be provided by in-house bilingual staff or language line service.

CITY MANAGER
The City Manager’ s Office provides executive leadership and strategic direction for the T own of Colma, working in partnership with the City Council, staff, and community to implement policies, deliver services, and achieve long-term goals. The Office is responsible for overseeing day-to-day municipal operations, fostering organizational excellence, Human resource services and promoting fiscal sustainability and community engagement. The City Manager’s Office includes the following divisions: City Clerk, the Administrative Services Director, Public Works Maintenance, and Human Resources . The City manager will work with the designated Title VI Program Manager, currently the Administrative Services Director or their designee and Department Heads and Grant Managers in every department to implement and monitor compliance with the Title VI Prog ram and Implementation Plan. Regarding Public outreach the Dissemination of current events and vital documents will be in English, Spanish, and Tagalog. If language assistanc e is requested, assistance will be provided by in -house bilingual staff or language line service.

Town of Colma Title VI Program and Implementation Plan

ADMINISTRATIVE SERVICES DEPARTMENT/FINANCE/GENERAL SERVICES/RISK MANAGEMENT Risk Management and General Services: The Administrative Services Director is the Town’s ADA Coordinator responsible for administering ADA requests for reasonable accommodation. Other responsibilities include Risk Manager, chairing the Safety Committee and ensuring the implementation of risk management activities; and General Services function. The Administration Service Director or their designee also serves as the Title VI Program Manager. The Title VI Manager will work with Title VI Liaison Managers and Grant Managers in every department to implement and monitor compliance with the Title VI Program and Implementation Plan.

Dissemination of vital documents will be in English, Spanish, and Tagalog. If language assistance is requested, assistance will be provided by in-house bilingual staff or language line service.

CITY CLERK
The City Clerk’s Office, a division of the City Manager’s Office, serves as the custodian of official Town records and the facilitator of transparent legislative processes. The Office prepares and distributes agendas and minutes for Town Council meetings, maintains the Town’s Municipal Code and legislative history, and manages the records retention and destruction program. It ensures compliance with the Brown Act, the Public Records Act, and the Political Reform Act, and administers municipal elections in collaboration with the San Mateo County Elections Office. The City Clerk will ensure compliance with the Title VI program regarding vital document translation in English, Spanish and Tagalog. The City Clerk will also support the services of the Title VI Program Manager in the Title VI Manager’s absence.

HUMAN RESOURCES
The Human Resources Division is responsible for personnel functions including policy development and compliance, recruitment and retention, compensation and benefits administration. The Division’s budget contains program expenses for the annual employee recognition event, citywide training, safety committee activities and professional consulting services including labor negotiations. Human Resources is responsible for providing translated employment documents for staff that require them.

FINANCE DIVISION
The Finance Division is responsible for paying the Town’s bills, maintaining and reconciling accounts, payroll, financial reporting, responding within one business day to vendor and employee inquiries and maintaining related records. The Finance Division is overseen by the Administrative Services Director. The Finance Division will work closely with other departments to ensure procurements and contracts, and dissemination of vital documents are consistent with federal and state laws and regulations, includi ng Title VI requirements. Dissemination of vital documents will be in English, Spanish, and Tagalog.

Town of Colma Title VI Program and Implementation Plan

POLICE DEPARTMENT
The Police Department provides public safety and crime prevention services with a problem- solving, community policing philosophy while working collaboratively with the City Council, and includes Administration, Patrol, Communications, and Community Service s functions. Grant managers will ensure that procurements and contracts are consistent with federal and state contracting laws and regulations, including Title VI requirements. Dissemination of vital notices regarding services will be in English, Spanish, and Tagalog. If language assistance is requested, assistance will be provided by in-house bilingual staff or language line service.

PUBLIC WORKS & ENGINEERING /PLANNING/ BUILDING DEPARTMENT Public Works consists of the Engineering & Building Division and the Public Works Maintenance Division. The Engineering Division is responsible for the Town’s Capital Improvement Program (CIP), Countywide Storm Water program and maintenance program, Grant Administration, and a variety of other Public Works programs. The Engineering department provides technical oversight to the Maintenance Division which is supervised by the City Manager. The Public Works Maintenance division is responsible for the upkeep and maintenance of public streets, sidewalks, traffic signals, streetlights and public facilities, and manages roadway weed and litter control, graffiti abatement, and sanitary sewer overflow response. Public Works Grant Managers will ensure that procurements and contracts are consistent with federal and state contracting laws and regulations, including Title VI requirements. Dissemination of vital notices regarding services will be in English and Spanish. If language assistance is requested, assistance will be provided by in-house bilingual staff or language line service.

The Planning Division is responsible for Advanced (long range) Planning, Current Planning (application processing), Climate Action, Economic Development and Neighborhood Services. The Planning staff, in partnership with other Town staff, residents and the business community, implements the community vision for the physical development of Colma, as described in the General Plan. Specific activities include: preparing planning studies to update policies and regulations in light of changing laws and conditions to ensure Colma continues to be a desirable community in which to live, work, visit and recreate; coordination with or participation in County and regional planning efforts to represent Colma’s interests; reviewing development proposals to ensure high quality and compatible development; reviewing all building permits for compliance with zoning requirements; enforcing codes and promoting property maintenance; and providing public information about planning and development. Division and Grant managers will e nsure that procurements for construction contracts, Architectural & Engineering services and other professional services contracts are consistent with federal and state contracting laws and regulations, including Title VI requirements. Dissemination of key notices regarding projects will be in English, Spanish, and Tagalog. If language assistance is requested, assistance will be provided by in-house bilingual staff or language line service.

Town of Colma Title VI Program and Implementation Plan
The Building Division is responsible for facility and building plan approvals, permitting and inspection for code compliance on all building activity. Division and Grant managers will ensure that procurements for construction contracts, Architectural & Engineering services and other professional services contracts are consistent with federal and state contracting laws and regulations, including Title VI requirements. Dissemination of key notices regarding projects will be in English, Spanish, and Tagalog. If language assistance is requested, assistance will be provided by in-house bilingual staff or language line service.

RECREATION
The Recreation Services Department offers a variety of programs, activities, and events for Colma residents of all ages, from youth to seniors, at two park facilities: Colma Historical Park & Community Center and Sterling Park. These programs include Fitness, Enrichment, Special Events, Cultural Activities, Sporting Events, Trips, and Community Gatherings. The department strives to provide a well- rounded selection of offerings that cater to all age groups throughout the fiscal year. Division Manager will en sure that procurements for professional services contracts are consistent with federal and state contracting laws and regulations, including Title VI requirements. Dissemination of key notices regarding programs will be in English, Spanish, and Tagalog. If language assistance is requested, assistance will be provided by in-house bilingual staff or language line service.

PUBLIC WORKS MAINTENANCE
Included in the Public Work/ Engineering and Planning Section.

Town of Colma Title VI Program and Implementation Plan
Organizational Chart by Department

Town of Colma Title VI Program and Implementation Plan
IV. Title VI Program Coordinator and Staffing Plan
Title VI Program Coordinator Identification and Contact
The Town Administrator’s Office is ultimately responsible for assuring full compliance with the pr ovisions of Title VI of the Civil Rights Act of 1964 and relat ed st atut es within the T own. The Town has identified the Title VI Coordinator to ensure implemen tation of the Town’s Title VI Program and Implementation Plan (Plan). The Title VI Coordinator is:

Nathan Bassett
Title VI Coordinator
Town of Colma
1198 El Camino Real
Colma, CA 94014
[email protected]

Responsibilities of Title VI Coordinator and Title VI Staffing Plan The Title VI Program Coordinator is responsible for coordinating the efforts of the Town to comply with Title VI and to investigate any concerns, complaints, or requests regarding access to Town programs, services, and activities.

The Plan focuses on the functional areas with significant public contact responsibilities and provides the policy direction necessary to ensure compliance with Title VI and related nondiscrimination statutes. The Department Directors are responsible for the application of Title VI in their respective program areas and are responsible for ensuring Title VI compliance in their respective divisions through policy development, procedures, and monitoring. These individuals work closely with the Title VI Program Coordinator .

Department Directors have the responsibility to implement and monitor the Plan in their functional areas and provide input for program updates, elevate unresolved complaints, ensure that staff have received Title VI training during onboarding and every two years as required and manage program specific reporting and audits, etc.

Title 23 of the Code of Federal Regulations (CFR) 200.9(b)(11) requires an annual review of the Plan to determine the effectiveness of program areas. The Title VI Program Coordinator and Department Directors will be responsible for the annual review and the update of the Plan.

Town of Colma Title VI Program and Implementation Plan
V. Key Title VI Program Requirements
The Title VI Program Coordinator in collaboration with Department Directors provides leadership and guidance on the implementation of the Plan. These staff also prepare implementation plans, conduct annual assessments of pertinent program areas, make recommendations to enhance compliance, investigate and resolve Title VI complaints and prepare all necessary reports.

In accordance with 23 CFR Section 200.9(b), the Town is obligated to:
• Develop procedures for prompt processing and disposition of Title VI complaints received directly by the Town.
• Develop procedures for the collection of statistical data (race, color, religion, sex, and national origin) of participants in, and beneficiaries of Town’s programs, i.e., relocatees, impacted citizens, and affected communities.
• Develop a program to conduct Title VI reviews of program areas. • Conduct annual reviews of special emphasis program areas to determine the effectiveness of program area activities at all levels.
• Conduct training programs on Title VI and related statutes for Town’s personnel. • Prepare a yearly report of Title VI accomplishments for the past year and goals for the next year.
• Submit annually an updated Title VI Program Implementation Plan to State or Regional Federal Highway Administrator for approval or disapproval (if requested). • Develop Title VI information for dissemination to the general public and, where appropriate, in languages other than English.
• Establish procedures to identify and eliminate discrimination when it is found to exist. • Establish procedures for promptly resolving deficiency status and writing the remedial action agreed to be necessary, all within a period not to exceed 90 days.

The Title VI Program Coordinator will assist the Department Directors in meeting the above stated mandates by:
• Providing technical assistance to department liaison managers and grant managers. • Assisting department managers in correcting discriminatory practices or policies. • Reviewing documents as needed for compliance with Title VI to ensure that procedures used have safeguards to prevent discrimination.
• Conducting Title VI compliance reviews.

Town of Colma Title VI Program and Implementation Plan
• Coordinating the development and implementation of a training program. • Ensuring that Title VI training is provided to staff and material and resources for conducting training sessions and workshops are available. • Developing Title VI information for dissemination to the public and, where appropriate, in languages other than English.
• Processing Title VI external complaints of discrimination. • Collection of statistical data (race, color, national origin, sex, disability, and age) on participants in, and beneficiaries of Town’s’ programs, activities, and services. • Identifying and eliminating discrimination when found to exist. • Ensuring Title VI requirements are included in procedure manuals or handbooks. • Preparing and submitting (if requested by State or Federal agencies) the PLAN and the Title VI Accomplishments and Goals Report.
• Assisting department personnel to correct Title VI problems or discriminatory practices or policies found when conducting self-monitoring and/or compliance review activities.

Town of Colma Title VI Program and Implementation Plan
VI. Title VI Program Monitoring
Title VI Assurances
In addition to self-monitoring and ensuring compliance, the Town is also required to monitor and ensure that contractors and consultants hired for Town projects or programs agree to comply with Title VI of the Civil Rights Act of 1964. This is accomplished by including Title VI Assurance clauses in the contract documents.

Example contract compliance requirements for FHWA Title VI compliance are included as Attachment A.

Annual Update
Title 23 of the Code of Federal Regulations (CFR) 200.9(b) (11) requires an annual review of the Plan to determine the effectiveness of program areas. The Title VI Program Coordinator and the Department Directors will be responsible for the annual review and update of the Plan.

Data collection (Attachment B - Limited English Proficiency Data Collection Form) and survey (Attachment C - LEP Staff Survey) will be completed for the annual review and the information will be used to complete the Annual Goals and Accomplishment Report in Section XII and for the Plan update.

The Plan must be submitted to Federal Agencies when a Title VI Compliance Review is initiated.

Town of Colma Title VI Program and Implementation Plan
VII. Public Information Requirements
To ensure transparency and accessibility, the Town must create a Title VI website page. The dedicated Title VI website (Exhibit 1) will have the Plan, the contact information of the Title VI Program Coordinator, the complaint forms and other related information at https://www.colma.ca.gov/Title-VI-Program/. This information can be accessed in Spanish and Tagalog/Filipino through the Google Translation service available on the website.

In addition, the Town must post Title VI information posters publicly at all Town facilities. The posters in English (Exhibit 2) , Spanish (Exhibit 3) , and Tagalog/Filipino Exhibit 4) will include a person’s rights under the Title VI of the Civil Rights Act of 1964 statement, the contact information of the Title VI Program Coordinator, and the link to the Title VI website. Documentation of this posting is included as Attachment D.

The Town must also post current California and Federal Employment Notices pertaining to employee rights. Documentation of this posting is included as Attachment E.

An additional resource for staff and the public on Title VI is provided at the link below:

FHWA Title VI of the Civil Rights Act and Additional Non-Discrimination Requirements https://highways.dot.gov/civil-rights/title-vi-civil-rights-act-1964-and-additional- nondiscrimination-requirements

Town of Colma Title VI Program and Implementation Plan
EXHIBIT 1 – WEBSITE POSTING
Title VI
Notice under Title VI of the Civil Rights Act of 1964
In accordance with the requirements of Title VI of the Civil Rights Act of 1964 (“Title VI”), the Town of Colma will not discriminate against, exclude from participation in, or deny the benefits of any person under its services, programs, and activities on the ground of race, color, national origin, or English language proficiency.

Effective Communication: The Town of Colma will generally, upon request, provide appropriate aids and services leading to effective communication for persons who are protected under Title VI so they can participate equally in the Town of Colma’s services, programs, and activities , including qualified interpreters, translated documents, and other ways of making information and communications accessible to individuals who have a limited ability to read, write, speak, or understand English (Limited English Proficiency, or LEP).

Modifications to Policies and Procedures: The Town of Colma will make all reasonable modifications to policies and programs to ensure that eligible LEP individuals have an equal opportunity to enjoy all of its services, programs, and activities.

Anyone who requires interpretation or translation services for effective communication, or a modification of policies or procedures to participate in a service, program, or activity of the Town of Colma should contact the Town’s Title VI Program Coordinator at [email protected] as soon as possible but no later than three (3) business days before the scheduled event.

Complaint Process: Title VI does not require the Town of Colma to take any action that would fundamentally alter the nature of its services, programs, and activities, or impose an undue financial or administrative burden. If a person believes they have been discriminated ag ainst or that any service, program, or activity of the Town of Colma is not accessible to LEP individuals, they should submit a complaint to the Title VI Coordinator at (650) 997 -8300, or [email protected]. A signed and dated complaint can be submitted by mail, email, facsimile, or in-person to the Title VI Coordinator as soon as possible, but no later than one hundred and eighty (180) days from the alleged date of discrimination.

The Town of Colma Title VI Complaint process and Complaint Forms in English , Spanish, and Tagalog/Filipino can be found at https://www.colma.ca.gov/Title-VI-Program/.

If an individual is unable to produce a written complaint, the complaint can be taken over the phone. Town staff will assist the individual. If requested, the Town will provide a language or sign interpreter. The Town of Colma will not place a surcharge on a particular LEP individual or any group of LEP individuals to cover the cost of providing interpretation or translation or reasonable modifications of policy.

Town of Colma Title VI Program and Implementation Plan
Title VI Coordinator
The Title VI Coordinator is responsible for coordinating the efforts of the Town of Colma to comply with Title VI of the Civil Rights Act of 1964 (“Title VI”) and to investigate any concerns, complaints, or requests regarding access to Town programs, services, and activities.

Nathan Basset
Title VI Coordinator
Town of Colma
1198 El Camino Real
Colma, CA 94014
[email protected]
(650) 997-8300
Fax: (650) 997-8308

Documents
Title VI Complaint Form
Title VI Program and Implementation Plan

Town of Colma Title VI Program and Implementation Plan
EXHIBIT 2 – TITLE VI POSTER – ENGLISH

Town of Colma Title VI Program and Implementation Plan
EXHIBIT 3 – TITLE VI POSTER – SPANISH

Town of Colma Title VI Program and Implementation Plan
EXHIBIT 4 – TITLE VI POSTER -TAGALOG / FILIPINO

Town of Colma Title VI Program and Implementation Plan
VIII. Limited English Proficiency Four Factor Analysis
Introduction
A key provision of Title VI is ensuring that members of the public with Limited English Proficiency (LEP) have access to interpretation services and translated materials to support their ability to access Town programs, services, and amenities. This provision is the primary way that recipients of federal funding implement Title VI’s prohibition of discrimination based on a person’s national origin. An LEP person is someone who:
1) Has a primary language other than English
2) Has a limited ability to speak, read, write, or understand English Not only do all federal agencies have to develop LEP plans as a condition of receiving federal financial assistance, recipients must comply with Title VI and LEP guidelines of the federal agency from which funds are provided as well. Federal financial assistance includes grants, training, and use of equipment, donations of surplus property, and other assistance. Title VI applies to a recipient’s entire program or activity. This means all parts of a recipient’s operations are covered, even if only one part o f a recipient’s organization receives the federal assistance. The Town of Colma receives funds from the U.S. Department of Transportation (U.S. DOT) via the Federal Highway Administration (FHWA) for its roads, as well as additional funding from FHWA under the Congressionally Directed Spending program for its participation in the San Mateo County Sustainable Streets Pilot Project. This section of the Plan is designed to inform the FHWA and the U.S. DOT of our efforts to comply with the laws and regulations specifically regarding Limited English Proficiency (“LEP”) and , to inform the general public of California of the benefits and services available to them regarding LEP through the Town of Colma.

The U.S. DOT published Policy Guidance Concerning Recipients’ responsibilities towards Limited English Proficient individuals in the Federal Register of December 14th, 2005. This guidance applies to all U.S. DOT funding recipients, which include state departments of transportation, state motor vehicle administrations, airport operators, metropolitan planning organizations, and regional, state, and local transit operators, among many others.

However, the Executive Order did not require or direct any change in the services provided by a Federal agency, and left any respective decision -making to Federal-agency heads. The U.S. DOT has not directed any change in federally funded programs or activities in regards to LEP , and the T own of Colma continues to operate its activities and programs in accordance with the U.S. DOT guidance. These recommended plan elements have been incorporated into this LEP Plan.

Methodology for Assessing Language Needs and Reasonable Steps to Respond:

The U.S. DOT guidance outlines four factors that should be analyzed in order to assess the recipient agency’s language needs. The objective of this Four-Factor Analysis is to determine the

Town of Colma Title VI Program and Implementation Plan
r e a s o n a b l e s t e p s t h e r e c i p i e n t s h o u l d t a k e t o e n s u r e m e a n i n g f u l a c c e s s t o s e r v i c e s f o r L E P persons. The four factors include:

1. The number or proportion of LEP persons eligible to be served or likely to be encountered by a program, activity, or service of the recipient or grantee.

2. The frequency with which LEP individuals come in contact with the program.

3. The nature and importance of the program, activity, or service provided by the recipient to the LEP Community.

4. The resources available to the Town of Colma and overall cost.

The greater the number or proportion of eligible LEP persons, the greater the frequency with which they have contact with a program, activity, or service and the greater the importance of that program, activity, or service, the more likely enhanced language services will be needed. The intent of the U.S. DOT’s guidance is to suggest a balance that ensures meaningful access by LEP persons to critical services while not imposing undue burdens on small organizations and local governments. Smaller recipients with more limited budgets are typically not expected to provide the same level of language service as larger recipients with larger budgets.

In order to assess the needs of the Town in terms of language assistance to LEP individuals, the plan analyzed a variety of data sources. Census data was consulted to determine the languages spoken by LEP individuals. The plan was also informed by a survey completed by a sampling of Town staff from the different departments who interact with the community as part of their job.

The Four-Factor Analysis:

This plan uses the recommended four -factor analysis as outlined above. Each of the following factors is examined to determine the level and extent of language assistance measures required to sufficiently ensure meaningful access to Town of Colma services for LEP individuals.

Recommendations are then based on the results of the analysis.

Factor 1: The Proportion, Numbers and Distribution of LEP Persons The Census Bureau has a range for four classifications of how well people speak English, these include: ‘very well,’ ‘well,’ ‘not well,’ and ‘not at all.’ For the purposes of this plan, Limited English Proficient persons are considered people that speak English less than ‘very well’.

To determine which languages the Town prioritizes for translation of vital documents, including public-facing Title VI information posters, we assessed the number (≥5,000) and proportion (≥5%) of LEP persons served and/or within the eligible service population.

The 2024 American Community Survey Data for the Town of Colma indicates that 836 (53.3%) of individuals in the Town speak a language other than English. Of those individuals, 345 have identified themselves as speaking English less than ‘very well’, which represents 22.0% of the

Town of Colma Title VI Program and Implementation Plan
Town’s population 5 years and older. Of the individuals that speak English less than very well, 192 speak Spanish (or 55.7% of the total population that speaks English less than very well), 95 (or

27.5% of the total population that speaks English less than very well) speak Tagalog/Filipino, and 58 speak other languages.

Table #1: Language Spoken at Home

Total Number
of Speakers
Speak English
Less than
"very well"
Speak English
Less than “Very
Well” as Percent
of total
population 5
years old and
over
Population 5 years and over 1,568 345 22.0%
Speak a language other than English 836 345 22.0%
Spanish 482 192 12.2%
Tagalog (incl. Filipino) 154 95 6.1%
Other languages 200 58 3.7%

Source: U.S. Census Bureau, 2024 American Community Survey

Factor 2: Frequency of Contact with LEP Individuals
The Town of Colma conducted an online staff survey to help estimate the frequency with which the Town interacts with LEP individuals. The survey was completed by Town staff from a variety of service areas, including the Police and Recreation departments, considered key service areas due to the nature of their work which involves frequent interactions with the public and which provide services that impact residents’ health, safety and quality of life (as detailed under “Factor 3,” below).

Employees were asked about the frequency of their interactions with the general public and what languages they encounter most frequently. They were also asked if they had ever had to delay and/or modify service delivery for an LEP individual, and if so, to provide details, including steps they took to be responsive to language needs. Those who responded “yes” to a question of whether they had interacted with LEP individuals in the past year were asked to identify how frequently they did so and the mode of t hose interactions (e.g., in-person in the office or in the field, on the telephone, etc.). Finally, all respondents were asked to define how important effective communication with LEP individuals is to successful delivery of services in their role;

Town of Colma Title VI Program and Implementation Plan
identify what forms of language assistance they utilized; to provide any additional questions, concerns or comments; and to identify what division / department they work in.

The majority of respondents (77.8%) had interacted with an LEP individual in the past year as part of their job. At least half of these had interacted with LEP individuals in person, in a Town office (66.7%); in person, out in the field (52.4%) and on the telephone (66.7%). Just over three-quarters of these respondents (76.1%) identified that they interacted with LEP persons at least once a week. The languages other than English most frequently encountered were Spanish and Tagalog.

Factor 3: The Nature and Importance of the Program, Activity or Service to LEP Individuals The Town of Colma provides a variety of essential services to its residents. The inability of an LEP individual to receive services or be delayed in their access to services could have serious implications on an LEP individual. Services that provide for basic needs and that impact residents’ health, safety and quality of life are of particular importance, such as safe and affordable housing, water resources, public facilities operation and maintenance, building safety and accessibility, police / fire and other emergency services, and library services.

The Staff LEP survey included questions about whether staff members have had to delay and/or modify service delivery for an individual with Limited English Proficiency, and if they had, to explain / describe the delay and/or modified service delivery, including any steps they took to be r e s p o n s i v e t o l a n g u a g e n e e d s . T h e y w e r e a l s o a s k e d t o r a t e t h e i m p o r t a n c e o f e ff e c ti v e communication with LEP individuals in the successful delivery of services within their role.

Delays or modification of service have been necessary due to language barriers for a little more than a third of survey respondents overall. This was particularly common for respondents who are members of the Police department; all but one had experienced delays of service due to language barriers. The majority of staff responding to the survey, including all but one of the respondents from the Police department, were of the opinion that effective communication with LEP persons was either “extremely important” (59.3%) or “important” (22.2%). It can therefore be determined that it is important that the Town is prepared to serve LEP individuals to avoid any detrimental effects that could occur.

Factor 4: The Resources Available to the Town and Overall Cost The U.S. DOT Guidance Concerning Recipients’ Responsibilities to LEP Persons published in the Federal Register, December 14, 2005, states:
“A recipient’s level of resources and the costs imposed may have an impact on the nature of the steps it should take in providing meaningful access for LEP persons. Smaller recipients with more limited budgets are not expected to provide the same level of language services as larger recipients with larger budgets. In addition, “reasonable steps” may cease to be reasonable where the costs imposed substantially exceed the benefits.

Town of Colma Title VI Program and Implementation Plan
Recipients should carefully explore the most cost-effective means of delivering competent and accurate language services before limiting services due to resource concerns.” Based on this guidance, the Town of Colma has reviewed the resources it has available to provide language resources in order to estimate the level of language services it can provide. Given the concentration of LEP individuals in the Town, the Town has determined that it has the resources to translate its vital documents into the two languages which fall under the “Safe Harbor” provision (as discussed below):
• Spanish, which is spoken by 50.6% of LEP individuals in the Town, representing 11.7% of the total population 5 years and over; and
• Tagalog/Filipino, which is spoken by 29.2% of LEP individuals in the Town, representing

6.8% of the total population 5 years and over.

Other languages will be provided translation services upon request. The cost associated with the necessary translation of documents will be allocated on an as -needed basis and charged to the program that is responsible for the information being requested.

SAFE HARBOR PROVISION
Because the Department of Transportation (DOT) guidelines regarding “Safe Harbor Provision” for translation of written materials requires the identification of “Safe Harbor Languages”, careful attention must be paid to the absolute numbers as well as the percentage of the population that do not speak English in the development of the LEP Plan. FTA Circular 4702.1B states the following with respect to the Safe Harbor Provision:

The Safe Harbor Provision stipulates that, if a recipient provides written translation of vital documents for each eligible LEP language group that constitutes five percent (5%) or 1,000 persons, whichever is less, of the total population of persons eligible to be served or likely to be affected or encountered, then such action will be considered strong evidence of compliance with the recipient’s written translation obligations. Translation of non- vital documents, if needed, can be provided orally. If there are fewer than 50 persons in a language group that reaches the five percent (5%) trigger, the recipient is not required to translate vital written materials but should provide written notice in the primary language of the LEP language group of the right t o receive competent oral interpretation of those written materials, free of cost.

The “Safe Harbor” provision applies to the translation of vital written documents only. Based on sources using U.S. Census data, people in the T own who speak English "less than very well" and meeting the 1,000-person or 5% threshold are Spanish and Tagalog/Filipino speaking people. Per the federal Safe Harbor Provision, the Town has a responsibility to translate vital documents for the department into Spanish and Tagalog/Filipino.

Town of Colma Title VI Program and Implementation Plan
Determining whether a document is “vital” and therefore requires translation depends on the seriousness of consequences that the LEP individual may face if the information in question is not provided accurately or in a timely manner. The following are examples of written materials that may be considered vital:
• Applications
• Consent forms
• Complaint forms
• Intake forms with potential for health consequences,
• Letters/notices pertaining to eligibility for benefits; rights; the reduction, denial, or termination of services or benefits; that require a response; or that are part of emergency preparedness or risk communications
• Documents that must be provided by law
• Notices regarding the availability of free language assistance services If the document does not fall into one of the above categories, or if its status is unclear, consider whether a member of the public could fail to access or participate in, or be terminated from, a program, service or activity, or suffer significant financ ial, physical, or other harm if they are unable to complete and/or understand the information in that document. If the answer to any of those questions is “Yes,” the document should be considered vital. 1 Language Assistance Measures:

The Town provides notice of language assistance options t o L E P p e r s o n s i n a v a r i e t y o f w a y s .

These activities and notifications include:
• Signage and posters in Spanish and Tagalog/Filipino and notification that free language assistance is available.2
• Verbal communications with bilingual staff inform respondents that free language assistance is available including translation of important documents.

The Town may provide language assistance to LEP persons in one or more of the following ways, subject to resources available:

1 For more information, see “Written Translation of Vital Documents,” Attachment F. Source: Health Resources and Services Administration.
2 See Attachment G2 for sample public notices translated into Spanish and Tagalog/Filipino, Exhibit 3 for Title VI informational poster translated into Spanish, and Exhibit 4 for Title VI informational poster translated into Tagalog/Filipino.

Town of Colma Title VI Program and Implementation Plan

1. Bilingual staff interpreters. Town maintains a list of staff with multiple language skills who may provide basic language assistance.

2. On-call professional interpreters. Town maintains list of on -call professional translation and interpretation firms.

3. Language line. Town retains a firm providing on -demand professional interpretation services over the phone.

4. Staff Training:

Town staff will receive training regarding the Plan requirements. New staff will receive training within six months of onboarding. The training will include how to be responsive to a LEP person and the tools available to them. The program also will include potential scenarios where they might encounter an LEP person. Staff are provided strategies to help them respond effectively , regardless of their personal language capabilities.

LEP Plan Monitoring:

At regular intervals, the Title VI Program Manager will conduct a survey of employees from different departments to collect information about the number and types of interactions they have with LEP persons to determine if updates or revisions are needed to this plan and related staff training. Census data will also be reviewed as updates are available every five to ten years.

The plan will also be reviewed and updated as necessary when census data or other information identifies that a higher concentration of LEP individuals are present in the Town.

Review and updates may include the following:
• Determination of the current LEP population in the service area. • Surveying of staff to learn:
 The number and frequency of documented LEP person contacts experienced during the period under review.
 The locations and modes of interaction with LEP persons.  How the needs of LEP persons have been addressed.
• Determination as to whether the need for language assistance services has changed. • Determination as to whether the Town’s language assistance programs have been effective and sufficient to meet the need.
• Determination as to whether complaints have been received concerning the Town of Colma’s failure to meet the needs of LEP individuals.

Town of Colma Title VI Program and Implementation Plan
• Determination as to sufficiency of staff training to meet the needs of LEP individuals. • Determination as to whether financial resources are sufficient to fund the language assistance services needed.
• Determination as to whether the Town of Colma fully complies with the goals of this LEP Plan.

Town of Colma Title VI Program and Implementation Plan
VIII. Complaint Procedure
General Overview of Title VI Rights
• What are Title VI rights?
Title VI of the Civil Rights Act of 1964 (Title VI) forbids discrimination against anyone in the United States on the basis of race, color, or national origin in the programs and activities of an agency receiving federal financial assistance. In addition t o Title VI, other nondiscrimination statutes forbid discrimination based on sex, age, and disability.

Recipients of federal funds are required to prepare a plan to clarify roles, responsibilities, and procedures to ensure compliance with Title VI and relat ed non- discrimination statutes. In accordance with 23 CFR Section 200.9(b)11, the Town is obligated to develop procedures for prompt processing and disposition of Title VI complaints received directly by the Town.
• What is discrimination under Title VI?
Discrimination under Title VI of the Civil Rights Act of 1964, as amended, is an act (action or inaction), whether intentional or unintentional, through which a person, solely because of race, color, national origin, creed, sex, or age, has been otherwise subjected to unequal treatment or impact under any program or activity receiving Federal financial assistance from the U.S. Department of Transportation Federal Highway Administration (FHWA). • Who may file a Title VI complaint?
A complaint may be filed by any person that they, or any specific class of persons, have been subjected to discrimination by the Town of Colma based on race, color, sex, disability, age, or national origin.

How to file a Title VI Complaint?
Any person who believes that they have been subjected to discrimination by the Town of Colma based on race, color, or national origin may file a signed, written complaint up to one hundred and eighty (180) days from the date of the alleged discrimination by completing and submitting the Town’s Title VI Complaint Form.

T h e C o m p l a i n t F o r m c a n b e o b t a i n e d o n t h e T o w n o f C o l m a ’ s w e b s i t e a t https://www.colma.ca.gov/Title-VI-Program/.
• Complainants must include the following information:

1. Name and contact information (e.g., telephone number, email address, mailing address, etc.).

Town of Colma Title VI Program and Implementation Plan

2. Dates of the following: alleged act of discrimination, when the complainant became aware of the alleged discrimination (if applicable), and when the conduct occurred, the latest instance of conduct, and contact information of any witnesses.

3. Location of the alleged discrimination.

4. Contact information of any witnesses (if applicable) (e.g., telephone number, email address, mailing address, etc.).

5. A detailed description of the issues, including names and job titles of those individuals perceived as parties to the discriminatory activity.

6. Signature and date that the complaint form is being submitted. • Methods for submitting a complaint:

A signed and dated complaint can be submitted by mail, email, facsimile, or in-person to:

Nathan Bassett
Title VI Coordinator
Town of Colma

Email: [email protected]
Mailing Address: 1198 El Camino Real, Colma, CA 94014
Fax: (650) 997-8308
For all complaints sent via the U.S. Postal Service or other delivery service, the Town encourages all complainants to certify mailings to ensure that all written correspondence can be tracked.

If an individual is unable to produce a written complaint, the complaint can be taken over the phone; Town staff will assist the individual. If requested, the Town will provide a language or sign interpreter.

An individual also has the right to file a complaint directly with the federal or other agency supplying funding for any particular program or service. For the Town of Colma, when the alleged discrimination has taken place in association with a program or service funded by the FHWA, a person may file a complaint directly with:

Federal Highway Administration
U.S. Department of Transportation
Office of Civil Rights

Mailing Address: 8th Floor E81-105, 1200 New Jersey Avenue, SE, Washington, DC 20590
Email: [email protected] – or – [email protected] Fax: 202-366-1599

Town of Colma Title VI Program and Implementation Plan
More information can be found at the following link: https://highways.dot.gov/civil- rights/title-vi-complaint
What happens to the complaint after it is submitted?
• Initial Receipt and Tracking
All Title VI complaints received by the Town should be forwarded directly to the Title VI Coordinator. The Title VI Coordinator will promptly enter the complaint into the log of all Title VI complaints identifying complainant’s name, factual allegations, alleged harm, and basis for the discrimination complaint based on a protected class, and will assign a formal complaint number. The Town of Colma complaint log will be kept by the Town Administrator’s office.

Within one (1) business day of receiving the formal complaint, The Title VI Coordinator will determine jurisdiction, sufficiency, and any need for additional information , and forward the complaint to the funding agency for review and investigation. The coordinator will attempt to contact the complainant if additional information is needed. The complainant will have 60 days from the date of the letter to send the requested information to the Title VI Coordinator. If the complainant fails to respond as reques ted, the Town may terminate the investigation and close the complaint. • Forwarding and Investigation
The appropriate authority for investigation differs depending on the federal or other agency supplying funding for the particular program or service that is the source of the complaint. Per the FHWA Guidance Memorandum, Processing of Title VI Complaints, dated June 13, 2018, all Title VI complaints that result from a program or service funded by FHWA are to be forwarded to Caltrans to be submitted to the FHWA Division Office.

Other agencies may allow the Town to investigate the complaint, although some may request that a copy of the complaint be forwarded to the funding agency. If any funding a g e n c y w i s h e s t o i n v e s ti g a t e a c o m p l a i n t d i r e c t l y i n p l a c e o f t h e T o w n d o i n g s o , t h e process will be similar to that required by FHWA.

If more information is needed to resolve the case, the FHWA investigator may contact the Complainant.

A person may file a complaint directly with:

Federal Highway Administration
U.S. Department of Transportation
Office of Civil Rights

Mailing Address: 8th Floor E81-105, 1200 New Jersey Avenue, SE, Washington, DC 20590 Email: [email protected] – or – [email protected]

Town of Colma Title VI Program and Implementation Plan
Fax: 202-366-1599
If the Town of Colma is to investigate the complaint, the Title VI Coordinator will be responsible for routing it to the Department Director in the appropriate Department. The Department Director will be responsible for ensuring that the complaint is addressed and resolved at department level or, if not possible at the department level, elevating the complaint to the Title VI Coordinator level. The Town shall also provide appropriate assistance to complainants, including those persons with disabilities, or those who are limited in their ability to communicate in English. Additionally, the Town shall make every effort to address all complaints in an expeditious and thorough manner. Town will promptly resolve deficiencies and prepare the necessary remedial action within 90 days. • Notification
Within 90 calendar days of receipt of the complaint or requested additional information, the appropriate federal agency, Department Director, or Title VI Coordinator will issue either: 1) a closure letter or 2) a Notice of Determination. A closure letter summarizes the allegations and states that there was not a Title VI violation or there was insufficient evidence to substantiate the alleged violation and that the complaint will be closed. A Notice of Determination summarizes the allegations and informs th e complainant whether the complaint was found to have merit and it will take appropriate corrective action to remedy the matter. The Notice of Determination shall include information regarding appeal rights, including:
 Town of Colma will reconsider this determination if new facts come to light; and  If a Complainant is dissatisfied with the determination and/or resolution set forth, the Complainant has the right to appeal.

If the Complainant disagrees with the response set forth in the Notice of Determination, they may appeal by submitting a written request to the Title VI Coordinator within 10 calendar days after receipt of the Notice of Determination. The appeal shall be sufficiently detailed and contain any items the Complainant feels were not fully understood. The Title VI Coordinator will notify the Complainant of their decision to accept or reject the appeal within 10 calendar days of receipt. In cases where the Title V I Coordinator agrees to reconsider, the matter shall be reviewed in accordance with the Town’s referral to review process. The complainant also has the right to appeal the Town’s decision to the appropriate federal agency, by filing a request for an appeal no later than 180 days after the date of the final decision.
• Dismissal
A complaint may be recommended for dismissal for the following reasons:
 The complainant requests withdrawal of the complaint.

Town of Colma Title VI Program and Implementation Plan
 The complainant fails to respond to repeated requests for additional information needed to process the complaint.
 The complainant cannot be located after reasonable attempts to contact them.

Title VI Complaint Timeline
Schedule for Completion Action
Within 180 days from the date of the alleged
discrimination
Complainant must send Complaint Form via
mail, email, facsimile, or direct delivery.

Within one business day of receipt of
complaint
Title VI Coordinator:
• Enters complaint into log
• Determines jurisdiction, sufficiency,
and need for additional information
• Sends complaint to appropriate
authority
Within 60 days of receiving request for
additional information
Complainant must send requested
information to the Title VI Coordinator or
requesting agency
Within 90 days of receiving complaint or
requested additional information
Appropriate authority (federal agency, Title VI
Coordinator, or Department Director) will
investigate complaint, ensure that
deficiencies are resolved and necessary
remedial action prepared, and issue a Notice
of Determination or closure letter.

Within 10 days of receipt of notification
directly from the Town of Colma
If Complainant disagrees with finding in a
complaint investigated by the Town,
Complainant may submit a written request to
the Title VI Coordinator to appeal the finding.

Within 10 days of receipt of a letter of appeal
received by the Town of Colma
The Title VI Coordinator will notify the
Complainant of their decision to accept or
reject the appeal.

Within 180 days of receipt of notification
from a federal agency
If Complainant disagrees with finding in a
complaint investigated by a federal agency,
Complainant may submit a written request to
the investigating agency to appeal the
finding.

The Town will regularly review and update the Plan to reflect any changes to requirements regarding Title VI complaints for funding agencies.

Complaints Forms and Example Complaint Log can be found in Attachments H1, H2, H3, and I.

Town of Colma Title VI Program and Implementation Plan
IX. Data Collection Procedures
The purpose of data collection and analysis is to identify benefits and burdens of the planned project on the surrounding communities as well as identifying any disproportionate or disparate impact or burden on the minority populations. Town will perform most of the data collection and analysis as projects are planned in the Town.

Data collection efforts specific to each department and division will be established and carried out as required by each specific federal funding agency. Data collection may include activities such the following:
• Public Outreach: A review of U.S. census tract data to determine the demographics of the area where a project is proposed. The demographics will guide outreach activities and required services. If the information yields people residing in the project area speak a language other than English, the Town would make provisions to have translation/interpretation services available if requested. • Complaint Tracking: Tracking discrimination complaints and monitoring their status and resolution.
• Limited English Proficiency (LEP): Tracking requests received from LEP persons for inquiries and services, as well as interpretation or translation services provided. A survey is conducted annually to learn the frequency and nature of staff interactions with LEP individuals. (See Attachment B for LEP Data Collection Form and Attachment C for LEP Staff Survey.)
• Contracts and Awards: On federally funded projects the Town may have to establish Disadvantaged Business Enterprise (DBE)
3 goals and include the specific Good Faith Effort
requirements in the procurement.

The Town may also be required to post the procurement in DBE websites such as DBE GoodFaith ( https://www.dbegoodfaith.com/) and small business enterprise websites s u c h a s S B A (https://eweb.sba.gov/gls/dsp_sbabanner.cfm). Town departments collect demographic data on contract bidders and awardees for all projects and programs receiving federal funding. The data collected is analyzed to ensure non -discrimination in the bidding and award processes. The data is collected using the Disadvantaged Business Enterprise Form.

3 As of October 3, 2025, the U.S. Department of Transportation published an Interim Final Rule which updates 49 CFR Part 23 governing the DBE Program. The California Unified Certification Program (CUCP) must reevaluate all DBE firms under the new criteria before their eligibility can be confirmed. Until the reevaluation is complete, DBE goals cannot be set on contracts, and no DBE participation may be counted toward any DBE goal. Overall DBE goal submissions for FY 2026 and beyond will be developed under the revised § 26.45 requirements once re- evaluations are complete. Until then, no new DBE contract goals are to be established on federally funded projects.

Town of Colma Title VI Program and Implementation Plan
X. Title VI Training
The Title VI Coordinator is responsible for scheduling and conducting a training every two years so that T own staff stay up to date with program requirements. The Title VI T raining Program is designed to ensure that Town staff fully understand their responsibilities regarding the requirements outlined in this Plan, including the requirement that all community members must receive equal treatment and access to Town activities and programs. The training includes strategies and procedures to help ensure this happens, with particular emphasis on supporting staff in understanding their responsibilities and improving their ability to respond effectively to a LEP person or an individual who may have a concern about being treated unfairly. A typical time allotted for the training is 1 -1.5 hours. The training should include the topics described below.

The order and time allocation for the topics may vary depending on the audience, time available, and other factors.

Training Program Topics

1. Introduction to the Town’s Plan
Participants are introduced to the Plan and be given an orientation to the Plan components and the laws and regulations that direct these programs.

2. Review of the Town’s programs and activities
P a r ti c i p a n t s r e v i e w t h e T o w n ’ s p r o g r a m s a n d a c ti v i ti e s a n d d i s c u s s h o w t h e T i t l e V I requirements might apply to their job. Participants identify potential circumstances for interaction with LEP persons or individual who may have concerns about the response or treatment they are experiencing.

3. Review of outreach materials and complaint reporting procedures Participants receive information about how the Town publicizes its responsibilities and complaint procedures.

4. Discussion of potential responses
Participants will review potential complaint responses to learn how to respond effectively to an LEP person or an individual with concerns.

5. Review of data collection and reporting procedures
Participants are introduced to Town data collection procedures to help support the Title VI Program Manager’s ability to meet the requirements.

Town of Colma Title VI Program and Implementation Plan
Training Program Participants:

It is essential that Town staff are aware of their responsibilities and receive training on a regular cycle. All Civil Rights officials and Town staff who have public contact must be aware of and comply with the intent of Title VI and related nondiscrimination statutes.

Training Program Schedule:

The goal is to complete the initial training within 6 months of Plan approval. Subsequent trainings will be provided every two years, with an emphasis on any updates to the federal requirements.

New employees must complete the training within 6 months of hire.

A Training Log is included as Attachment J.

Town of Colma Title VI Program and Implementation Plan
XI. Annual Accomplishments Report
Goals – 2026 Accomplishments Status
1 Conduct outreach activities to Town staff and public to ensure broad awareness of Title VI Program requirements

• Place posters (English and Spanish) in prominent
locations in Town offices and public areas of buildings

• Post the Plan, Complaint Procedures and Form and
posters on Town website (English and Spanish)

• Use regular meetings of staff and management on a
quarterly basis to refresh staff awareness of Title VI
program requirements

• Reach out to community partners and share posters
and information

• Conduct outreach to contractors and consultants
regarding Title VI assurance contracting requirements
for: Compliance with regulations, non-discrimination,
solicitations for sub-agreements and information and
reports

• Respond to inquiries as needed
2 Conduct training activities for Town Staff and Leadership • Conduct training for Town staff on a two-year cycle
• Work with consultant to finalize training materials and program

• Conduct training on a regular schedule with Town
leadership

• Provide web-based training platform to train new staff as part of their on-boarding process

• Provide general handout to contractors and
consultants and program requirements

Town of Colma Title VI Program and Implementation Plan
Goals – 2026 Accomplishments Status
3 Provide translation/interpretation services
• Translate Title VI information into Spanish
• Translate vital documents into Spanish
• Provide translation and interpretation services as
requested

4 Complete documentation of complaints and resolution as needed

• Document complaints and resolution as needed
• Document any program enhancements and adjust
training program as needed

XII. Attachments
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ATTACHMENT A – U.S. DOT TITLE VI ASSURANCES A-E
Appendix A
During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the “contractor”) agrees as follows:

1. Compliance with Regulations: The contractor (hereinafter includes consultants) will comply with the Acts and the Regulations relative to Nondiscrimination in federally-assisted programs of the U.S. Department of Transportation, Federal Highway Administration, as they may be amended from time to time, which are herein incorporated by reference and made a part of this contract.

2. Non-discrimination: The contractor, with regard to the work performed by it during the contract, will not discriminate on the grounds of race, color, national origin, age, sex, or disability in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The contractor will not participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations, including employment practices when the contract covers any activity, project, or program set forth in Appendix B of 49 CFR Part 21.

3. Solicitation for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding, or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the contractor of the contractor’s obligations under this contract and the Acts and the Regulations relative to Non- discrimination on the grounds of race, color, national origin, age, sex, or disability.

4. Information and Reports: The contractor will provide all information and reports required by the Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the Recipient or the FHWA to be pertinent to ascertain compliance with such Acts, Regulations, and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuse s to furnish the information, the contractor will so certify to the Recipient or the FHWA, as appropriate, and will set forth what efforts it has made to obtain the information.

5. Sanctions for Noncompliance: In the event of a contractor’s noncompliance with the Non - discrimination provisions of this contract, the Recipient will impose such contract sanctions as it or the FHWA may determine to be appropriate, including, but not limited to:

1. withholding payments to the contractor under the contract until the contractor complies; and/or

2. cancelling, terminating, or suspending a contract, in whole or in part.

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6. Incorporation of Provisions: The contractor will include the provisions of paragraphs one through six in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts, the Regulations and directives issued pursuant thereto. The contractor will take action with respect to any subcontract or procurement as the Recipient or the FHWA may direct as a means of enforcing such provisions including sanctions for noncompliance.

Provided, that if the contractor becomes in volved in, or threatened with litigation by a subcontractor, or supplier because of such direction, the contractor may request the Recipient to enter into any litigation to protect the interests of the Recipient. In addition, the contractor may request the United States to enter into the litigation to protect the interests of the United States.

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Appendix B

CLAUSES FOR DEEDS TRANSFERRING UNITED STATES PROPERTY
The following clauses will be included in deeds effecting or recording the transfer of real property, structures, or improvements thereon, or granting interest therein from the United States pursuant to the provisions of Assurance 4:

NOW THEREFORE, the U.S. Department of Transportation as authorized by law and upon the condition that the California Department of Transportation will accept title to the lands and maintain the project constructed thereon in accordance with Title 23 U.S.C. , the regulations for the administration of the preceding statute, and the policies and procedures prescribed by the FHWA of the U.S. Department of Transportation in accordance and in compliance with all requirements imposed by Title 49, Code of Federal Re gulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Non - discrimination in Federally - assisted programs of the U.S. Department of Transportation pertaining to and effectuating the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252; 42 U.S.C. § 2000d to 2000d- 4), does hereby remise, release, quitclaim and convey unto the California Department of Transportation all the right, title and interest of the U.S. Department of Transportation in and to said lands described in Exhibit A attached hereto and made a part hereof. (HABENDUM CLAUSE)
T O H A V E A N D T O H O L D s a i d l a n d s a n d i n t e r e s t s t h e r e i n u n t o t h e C a l i f o r n i a D e p a r t m e n t o f Transportation and its successors forever, subject, however, to the covenants, conditions, restrictions and reservations herein contained as follows, which will remain i n effect for the period during which the real property or structures are used for a purpose for which Federal financial assistance is extended or for another purpose involving the provision of similar services or benefits and will be binding on the California Department of Transportation, its successors and assigns.

The California Department of Transportation, in consideration of the conveyance of said lands and interest in lands, does hereby covenant and agree as a covenant running with the land for itself, its successors and assigns, that (1) no person will on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination with regard to any facility located wholly or in part on, over, or under such lands hereby conveyed [,] [and]* (2) that the California Department of Transportation will use the lands and interests in lands and interest in lands so conveyed, in compliance with all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Non - discrimination in Federally - assisted programs of the

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U.S. Department of Transportation, Effectuation of Title VI of the Civil Rights Act of 1964, and as said Regulations and Acts may be amended[, and (3) that in the event of breach of any of the above-mentioned non-discrimination conditions, the Department w ill have a right to enter or re¬enter said lands and facilities on said lands, and that above described land and facilities will thereon revert to and vest in and become the absolute property of the U.S. Department of Transportation and its assigns as such interest existed prior to this instruction].* (*Reverter clause and related language to be used only when it is determined that such a clause is necessary in order to make clear the purpose of Title VI.)

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Appendix C

CLAUSES FOR TRANSFER OF REAL PROPERTY ACQUIRED OR IMPROVED UNDER THE ACTIVITY ,

FACILITY , OR PROGRAM
The following clauses will be included in deeds, licenses, leases, permits, or similar instruments entered into by the California Department of Transportation pursuant to the provisions of Assurance 7(a):

A. The (grantee, lessee, permittee, etc. as appropriate) for himself/herself, his/her heirs, personal representatives, successors in interest, and assigns, as a part of the consideration hereof, does hereby covenant and agree [in the case of deeds and leases add “as a covenant running with the land”] that:

1. In the event facilities are constructed, maintained, or otherwise operated on the property described in this (deed, license, lease, permit, etc.) for a purpose for which a U.S. Department of Transportation activity, facility, or program is extended or for another purpose involving the provision of similar services or benefits, the (grantee, licensee, lessee, permittee, etc.) will maintain and operate such facilities and services in compliance with all requirements imposed by the Acts and Regulations (as may be amended) such that no person on the grounds of race, color, or national origin, will be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination in the use of said facilities.

B. With respect to licenses, leases, permits, etc., in the event of breach of any of the above Non- discrimination covenants, the California Department of Transportation will have the right to terminate the (lease, license, permit, etc.) and to enter, re -enter, and repossess said lands and facilities thereon, and hold the same as if the (lease, lice nse, permit, etc.) had never been made or issued.*
C. With respect to a deed, in the event of breach of any of the above Nondiscrimination covenants, the California Department of Transportation will have the right to enter or re -enter the lands and facilities thereon, and the above described lands and facilities will there upon revert to and vest in and become the absolute property of the California Department of Transportation and its assigns. *
(*Reverter clause and related language to be used only when it is determined that such a clause is necessary to make clear the purpose of Title VI.)

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Appendix D

CLAUSES FOR CONSTRUCTION/USE/ACCESS TO REAL PROPERTY ACQUIRED UNDER THE

ACTIVITY , FACILITY OR PROGRAM

The following clauses will be included in deeds, licenses, permits, or similar instruments/agreements entered into by the California Department of Transportation pursuant to the provisions of Assurance 7(b):

A. The (grantee, licensee, permittee, etc., as appropriate) for himself/herself, his/her heirs, personal representatives, successors in interest ,and assigns, as a part of the consideration hereof, does hereby covenant and agree (in the case of deeds and lea ses add, “as a covenant running with the land”) that (1) no person on the ground of race, color, or national origin, will be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination in the use of said facilities , (2) that in the construction of any improvements on, over, or under such land, and the furnishings of services thereon, no person on the ground of race, color, or national origin, will be excluded from participation in, denied the benefits or, or otherwise be subjected to discrimination, (3) that the (grantee, licensee, lessee, permittee, etc.) will use the premises in compliance with all other requirements imposed by or pursuant to the Acts and Regulations, as amended, set forth in this Assurance.

B. With respect to (licenses, leases, permits, etc.) in the event of breach of any of the above of the above Non-discrimination covenants, the California Department of Transportation will have the right to terminate the (license, permits, etc., as appropriat e) and to enter or re -enter and repossess said land and the facilities thereon, and hold the same as if said (license, permit, etc., as appropriate) had never been made or issued.*
C. With respect to deeds, in the event of breach of any of the above Nondiscrimination covenants, the California Department of Transportation will there upon revert to and vest in and become the absolute property of the California Department of Transportation and its assigns. (*Reverter clause and related language to be used only when it is determined that such a clause is necessary to make clear the purpose of Title VI.)

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Appendix E
During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the “contractor”) agrees to comply with the following non¬discrimination statutes and authorities, including, but not limited to: Pertinent Non - Discrimination Authorities:
• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21. • The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C.§ 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects); • Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), prohibits discrimination on the basis of sex;
• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CR Part 27; • The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), prohibits discrimination on the basis of age);
• Airport and Airway Improvement Act of 1982, (49 U.S.C. § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex); • The Civil Rights Restoration Act of 1987, (PL 100- 209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the Federal - aid recipients, sub -recipients and contractors, whether such programs or activities are Federally funded or not);
• Titles II and III of the Americans with Disabilities Act, which prohibit discrimination of the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131 – 12189) as implemented by Department of Transportation regulations 49 C.F.R. parts 37 and 38;
• The Federal Aviation Administration’s Non -discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex); • Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures discrimination against minority populations by discouraging programs, policies, and activities with disproportionately Page A-8
Town of Colma Title VI Program and Implementation Plan
high and adverse human health or environmental effects on minority and low -income populations;
• T o ensur e compliance w ith Title VI, you must t ak e reasonable st eps t o ensure that LEP persons have meaningful access to your programs;Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq).

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ATTACHMENT B – LIMITED ENGLISH PROFICIENCY DATA COLLECTION FORM

Town of Colma
TITLE VI Limited English Proficiency Data Collection Form The purpose of this form is to collect translation (written) and interpretation (oral) data regarding LEP (Limited English Proficiency) services provided by the Town of Colma.

These services can be provided at the request of a customer or provided proactively for the benefit of the customer. Multiple services can be reported on a single form given those services were all provided / initiated on the same day.

1. What type of service was provided? (select all that apply)  Translation (written)
 Interpretation (oral)

2. If a document was translated (written), what is the name of the document translated?

______________________________________________________________________________

3. Language translated / interpreted (select all that apply)  Spanish
 Tagalog (incl. Filipino)
 Chinese (incl. Mandarin, Cantonese)
 Vietnamese
 Korean
 Armenian
 Persian (incl. Farsi, Dari)
 Russian
 Arabic
 Japanese
 Punjabi

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 Thai, Lao or other Tai-Kodai languages
 Other (please specify which language or languages):

______________________________________________________________________

4. What was the nature of the interpretation / translation? (select one)  Public Outreach Event
 Public Counter Interaction
 Phone call from customer
 Email from customer
 Mail from customer
 Other (please explain)

______________________________________________________________________

5. How was the service provided? (select all that apply)  City Employee
 Telephone Interpreting Service or Other Vendor

6. Date the translation / interpretation was completed (estimate if unknown)

______________________________________________________________________________

7. Department providing the service:

______________________________________________________________________________

8. Employee Name:

______________________________________________________________________________ Please email this completed form to [email protected].

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ATTACHMENT C - LIMITED ENGLISH PROFICIENCY (LEP) STAFF SURVEY

FOR LEP FOUR-FACTOR ANALYSIS

The purpose of this survey is to understand how the Town of Colma can better support members of the public in knowing and exercising their rights under Title VI of the federal Civil Rights Act of 1964, which establishes that
no person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance (42 U.S.C. Section 2000d).

Survey participation is voluntary and is estimated to take ≤15 minutes.

Thank you very much for your participation!

Q1: In the context of your work for the Town of Colma, how often do you interact with the public? This includes in-person, phone, and email / letters.
 More than once every day.
 About once a day.
 About once a week.
 About once a month.
 A few times a year.
 Other. Please explain: __________________________________________

Q2: Which languages do you most frequently encounter? Please select all that apply:
 English
 Spanish
 Tagalog
 Chinese
 Korean
 Other. Please specify:
 Other. Please specify:

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Q3: In the past year , have you interacted with a person with Limited English Proficiency (LEP) as part of your job? An LEP individual speaks English “less than very well. ” LEP also includes individuals who do not speak English and may have communicated with you in another language.
 YES (proceed to question 3b)
 NO (proceed to question 5)

Q3b: On average, how frequently do you encounter LEP individuals as part of your job?  More than once every day.
 About once a day.
 About once a week.
 About once a month.
 A few times a year.
 Other. Please explain: __________________________________________

Q3c: Where and/or how do you interact with LEP individuals? (check all that apply)  In person, in a City office
 In person, out in the field
 On the telephone
 In writing (email, letters, etc.)
 At a public workshop or meeting
 Other (please specify)

Q5: Have you ever had to delay and/or modify service delivery for an individual with Limited English Proficiency (LEP?
 Yes.

Q5a: Please explain / describe the delay and/or modified service delivery, including any steps you took to be responsive to language needs:
 No

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Q7: In your role, how important to the successful delivery of services is effective communication with individuals who have Limited English Proficiency?
[LIKERT SCALE]
5- Extremely important.
4- Important.
3- Somewhat important
2- Minimally important.
1 - Not important at all.

Unsure

Q8: What forms of language assistance do you utilize when serving individuals with Limited English Proficiency? (select all that apply)
 Online translator
 Staff translator
 Hand gestures
 None
 Other. Please specify: __________________________________________

Q9: What questions or concerns do you have, if any, about serving LEP individuals in your professional role?
Q10: Is there anything else you would like to share about your experience serving LEP individuals?

Q11: What is your name? [OPTIONAL]
Q12: What is your title? [OPTIONAL]
Q13: What is your division?

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ATTACHMENT D – TITLE VI INFORMATION POSTERS
[to be added once posters are posted in Town facilities and photos with each location identified by facility name and address are provided.]
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ATTACHMENT E – EMPLOYMENT NOTICES

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ATTACHMENT F – WRITTEN TRANSLATION OF VITAL DOCUMENTS

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ATTACHMENT G1 – EXAMPLE PUBLIC NOTICES (ENGLISH)

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ATTACHMENT G2 – EXAMPLE PUBLIC NOTICES (SPANISH)

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ATTACHMENT G3 – EXAMPLE PUBLIC NOTICES (TAGALOG/FILIPINO)

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ATTACHMENT H1 – TITLE VI COMPLAINT FORM (ENGLISH)

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ATTACHMENT H2 – TITLE VI COMPLAINT FORM (SPANISH)

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ATTACHMENT H3 – TITLE VI COMPLAINT FORM (TAGALOG/FILIPINO)

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ATTACHMENT I – TITLE VI DISCRIMINATION COMPLAINT LOG

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ATTACHMENT J – TITLE VI TRAINING LOG

Staff Report re ERP Contract Page 1 of 6

STAFF REPORT
T
O: Mayor and Members of the City Council
FROM: Nathan Bassett, Administrative Services Director VIA: Dan Barros, City Manager
MEETING DATE: April 22, 2026
SUBJECT: Tyler Technologies ERP Contract

RECOMMENDATION
Staff recommends that the City Council adopt the following resolution:

RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH TYLER TECHNOLOGIES, INC ., TO PURCHASE SOFTWARE-AS-A-SERVICE (SAAS) LICENSES AND MAINTENANCE FOR THE ERP PRO 10 ENTERPRISE RESOURCE PLANNING (ERP) HOSTED SOFTWARE SYSTEM, FOR AN INITIAL THREE (3) YEAR TERM, WITH TWO (2) ON
E (1) YEAR RENEWAL PERIODS, FOR A NOT-TO-EXCEED COST OF TWO HUNDRED FIFTY ONE THOUSAND, SIX HUNDRED EIGHTY FIVE DOLLARS ( $251,685), PURSUANT TO CEQA GUIDELINE 15378, CONTINGENT ON FINAL CONTRACT TERMS BEI NG N

EGOTIATED TO THE SATISFACTION OF THE CITY MANAGER AND CITY ATTORNEY

COUNCIL ADOPTED VALUES
A
pproval of the contract is the responsible course of action, as the current financial system is set to be retired as of March 1, 2027, and the Town needs enterprise resource planning (ERP ) software to maintain its financial records, conduct payroll, and file the required financial reporting documents with the county, state, and federal governments.

BA

CKGROUND
The current financial software system, Eden, was approved for purchase by the City Council at their November 10, 1999, council meeting. The software was implemented as an on -premise system, which required on -site server storage and a maintenance contract with the software vendor to ensure that the system stayed up to date with state and federal financial requirements.

Eden has been in place as the Town’s financial system since then and has been the system of record for payroll and finance functions.

Tyler Technologies, Inc., purchased Eden Systems, Inc., in December 2003 and incorporated the software into their growing portfolio of local government software systems. Prior to early 2019, AGENDA ITEM #6
Staff Report re ERP Contract Page 2 of 6
Tyler Technologies announced that they would be phasing out support for the Eden ERP system and forcing existing users to migrate to a new software system.

As part of the FY 2019 -20 Adopted Budget, Colma staff added a new CIP project titled Replacement of Financial Software and estimated that the replacement of the existing software would cost $350,000 to replace. Replacement of the financial software was incorporated into the Town’s strategic plan in 2020 to reinforce the importance of the effort. In 2022, Tyler Technologies announced that the end of support for Eden would occur as of March 1, 2027. Since then, the Town has seen a one-hundred percent turnover of staff on the Finance team, leading to some delays in the RFP process.

In Spring 2025, Town staff engaged Baker Tilly as a consultant to advise on the Request-for- Proposal (RFP) document and process. The RFP document and requirements were developed using staff interviews and modeled from one of Baker Tilly’s prior clients. The replacement ERP system is intended to replace the payroll and finance functions of the prior system and add new HR and timekeeping functionality on a cloud-based platform. The new software is also intended to transition the Town’s Finance team away from their primarily paper-based processes to paper- less processes. The RFP posting included a requirements matrix with more than 4,000 requirements, published at the time of posting as an addendum to the RFP, and required as part of all RFP submittals.

The RFP for a new ERP system was posted on September 5, 2025, with an initial closing date of October 8, 2025. After the RFP w as posted, staff and Baker Tilly contacted twenty-one (21) vendors to notify them of the posted RFP. A n optional pre-proposal meeting was conducted by staff and Baker Tilly on September 16, 2025, which attracted one vendor. Questions for the RFP were due from vendors on September 24, 2025, with one vendor requesting an extension of the deadline. Subsequently, Staff extended the deadl ine to October 15 , 2025, to allow vendors an additional week for submitting their proposals. By the RFP deadline, staff had received one proposal from Tyler Technologies, Inc., for replacement of the Eden system with the cloud-based ERP Pro 10 software.

ANALYSIS
Once the RFP process closed, the scoring team evaluated the received proposal and provided a composite score of sixty ( 60) points out of a possible seventy ( 70). Thirty (30) points were allocated to cost, but not included in the final total given only one proposal was received . The evaluation team was composed of the Administrative Services Director, Accounting Manager, and one consultant.

Scoring Criteria Tyler Composite
Score Maximum Score
Proposer Qualifications And
Experience 26.7 30
Product Functionality, Project
Approach, and Technical
Qualifications

33.3 40
Total 60 70

Staff Report re ERP Contract Page 3 of 6
Baker Tilly consultants arranged for a virtual demonstration of Tyler Technologies’ ERP Pro 10 software with Town staff, and covering the following modules: core financials, payroll, time and attendance, human resources management (HRM), and content manager (document management). Eleven (11) staff attended the virtual demonstration, representing the City Clerk’s Office, Finance, Recreation, Police, and Planning. Three (3) staff strongly recommended moving forward, seven (7) staff recommended moving forward with clarifications or conditions, and one (1) staff member did not recommend moving forward.

Staff entered negotiations with Tyler Technologies in November after informing them that Colma intended to move forward with the ERP Pro 10 software. Contract negotiations between Tyler and Colma used Tyler’s standard software agreement as an outline, and involved aligning the requested modules with the RFP , updating the Statement of work to allow sufficient time for decision making by Colma staff, modifying the agreement to use a milestone basis rather than time and materials for implementation, and ensuring that the Town’s interests regarding insurance coverages and usage of the software were captured in the agreement. Contract negotiations are not complete but are expected to be finalized the week of April 20, 2026 . The most recent draft agreement has been published with the agenda packet, and some minor changes may be made to the final agreement.

Detailed Description of the Proposal
ERP Pro 10 is a web-based ERP system hosted by Tyler Technologies, using the AWS platform.

The modules included as part of Tyler’s RFP response include: Core Financial modules for general ledger, accounts payable, accounts receivable, fixed assets and bank account reconciliation ; project accounting; payroll, including employee time and attendance ; contract management; purchasing; and human resources modules, including applicant tracking, position budgeting, and benefit enrollment.

With ERP Pro 10, accounting processes will be reconfigured to allow for staff approvals through an online workflow, removing the time required for transporting documents between facilities and speeding up the accounts payable process. In addition, accounting documents, such as invoices and remittance documents will be stored within the system and available through a universal search toolbar located at the top of the user page, facilitating faster document lookup for existing invoices and contracts.

For payroll, staff will be able to record their time via their computer or mobile device, and submit timecards to their supervisor via the ERP Pro 10 Employee Access Pro platform. Staff can update benefit selections and access payroll documents through the platform as well.

The new system will also implement a project module which will allow staff to better track project spending over multiple fiscal years and review prior year’s details and invoices more quickly.

Dashboards related to project data, as well as accounts payable and general budget data, will be available in the new system, with staff able to set up their homepage to provide that information for faster review and understanding of expenses and revenues for their specific area.

Data Conversion and Implementation
After contract execution , finance staff will begin reviewing the current information in Eden, extracting detailed accounting information from payroll, accounts payable, and accounts receivable modules to document the current system’s history prior to the movement to ERP Pro Staff Report re ERP Contract Page 4 of 6

10. Staff will also review the chart of accounts to determine what changes need to be made to track data in the new system, such as including new categorizations for accounting information, and adding project numbers into the system.

Meanwhile, the vendor will be setting up Colma’s web platform for ERP Pro 10, with initial access to begin the implementation process anticipated by June or July of 2026. Tyler will be providing support materials for Town staff review, to better understand the process and the required configuration settings to be implemented and tested prior to system go-live.

Change Management
Staff will be working with the Tyler project team to develop process documentation and configure business processes in the ERP Pro 10 system to meet Colma’s needs. Some of Colma’s business processes may need to be updated to accommodate ERP Pro 10’s system requirements. Finance staff will collaborate with the Tyler project team and departmental staff to optimize system processes for the Town and maximize the impact of the ERP Pro 10 system for efficiency.

The scope of the ERP implementation project will be limited to the data conversion and implementation of the specified project modules. Any changes to the project scope will require amendment of the Tyler contract and City Council approval.

Project Timeline
Tyler has a six (6) part process that includes the following stages:

1. Initiate and Plan

2. Assess & Define

3. Prepare Solution

4. Production Readiness

5. Production

6. Close
Different stages of the ERP implementation may require varying lengths of time, with a minimum of four (4) weeks and maximum of ten (10) weeks anticipated for any given stage. All modules for the new ERP Pro 10 system are intended to be implemented in tandem, with no more than two weeks elapsing between when the first module goes live and the last module is implemented.

The target go-live date for the payroll and financial modules is July 1, 2027. Staff have received assurances from Tyler that though Eden will no longer receive updates as of March 1, 2027, Colma will be able to receive support for Eden until the ERP Pro 10 transition is complete.

Staff anticipate they will need to continue monitoring the ERP Pro 10 implementation and business process adoption for approximately twelve ( 12) to (14) months after the system goes live to ensure that staff maintain the newly adopted processes and the Town continues to benefit from the system efficiencies developed during the ERP Pro 10 implementation process.

Staff Report re ERP Contract Page 5 of 6
Reasons For the Recommended Action
Staff recommend approval of this contract as a result of the RFP process. Staff determined that Tyler Technologies’ response to the RFP was responsive and that the ERP Pro 10 system would suit the needs of the Town to replace the current Eden system. In addition, engaging Tyler for the new ERP system will give staff additional time to make the transition, which will reduce the potential for staff burnout or turnover. Lastly, Tyler Technologies proposed system is within the budget appropriated for this project and will not require any additional appropriations.

SUSTAINABILITY IMPACT
Implementation of the ERP Pro 10 software will digitize most payroll and finance processes and allow the Finance team to go paperless. Town staff will be able to record their timesheets via website or phone app and submit invoices for payment through a digital platform that does not require printing.

FISCAL IMPACT
The SaaS contract with Tyler Technologies will result in expenses of $62,000 for implementation costs between FY 2026-27 and FY 2027-28. In addition, the annual subscription expenses for the three-year contract are $110,442, for a total three -year contract price of $172,442. If both renewal year options are exercised, the total five-year contract cost would be $251,685, as shown in Table 1 below.

Payment of the implementation fees will be paid after acceptance of the six project stages by the Colma team, with five stages anticipated to be completed during the 2026-27 fiscal year, and the remainder of the implementation fees paid upon project close in FY 2027-28.

Payment of the first year subscription fees for ERP Pro 10 will be due on or around the contract start date of August 1, 2026, with subsequent fees each year prior to August 1.

TABLE 1. Five-Year Tyler Technologies Contract Expenses FY26-27 FY27-28 FY28-29 FY29-30 FY30-31
Implementation Costs $58,900 $3,100 $0 $0 $0
Annual Maintenance Costs $36,814 $36,814 $36,814 $38,655 $40,588 TOTAL $95,714 $39,914 $36,814 $38,655 $40,588

The Town’s current ERP system, Eden ,
is maintained by Tyler Technologies,
with the most recent annual
maintenance charge of $26,261.94 paid
in December 2025. Migrating to ERP Pro
10 is anticipated to increase the annual
costs by 40.1%, due to the software being hosted by Tyler Technologies on an Amazon Web Services (AWS) cloud server. This may be partially offset by a reduced need for on-premise servers and server maintenance expenses.
5 YEAR TOTAL
Implementation Costs $62,000
Annual Maintenance Costs $172,442
TOTAL $251,685
Staff Report re ERP Contract Page 6 of 6
Staff also anticipate some reductions in staff time to submit and approve timecards , process payroll, invoices, payments, and some Human Resources documents. Those savings, as well as reduced expenses for printing and document storage, have not been quantified, but will provide greater efficiency in internal service provision by the Finance and Human Resources teams.

Implementation expenses and first-year SaaS fees would be paid from Fund 31, CIP project 965 – Financial Software Replacement; second-year and subsequent SaaS fees would be included in the Town’s operating budget, Fund 11, Org 150 – City Manager – Finance.

ENVIRONMENTAL
The City Council’s adoption of the resolution is exempt from environmental review pursuant to the California Environmental Quality Act (CEQA) Guideline 15378 as this is more akin to a governmental fiscal activity purchasing a financial software program that will not lead to any change in the environment.

ALTERNATIVES
The following alternative options are available to City Council:

1. Cancel the current RFP process and direct staff to conduct a new RFP process with revised requirements. Staff would need to expedite the RFP process to complete within 3 months, with ERP implementation complete required prior to the March 1, 2027 system retirement date. Staff may engage a consultant to assist in expediting the RFP and implementation processes.

2. Cancel the current RFP process and conduct a Request for Information (RFI) process, where the Town notifies all the vendors previously contacted for the RFP and post on the Town’s website . The RFI would include the current system environment and desired system modules for the Town, with responses to include the respective vendors’ system technical documentation and system capabilities, availability to conduct a one -day demonstration if selected, and preliminary pricing information. Town staff would review staff ratings, with the best fit system moving forward to contract negotiations.

Any of the alternative options would require significant additional staff time , and may not yield any cost savings on product. Alternative options would likely yield additional ERP systems for consideration. However, the best-fit ERP system results may still be the same, based on cost, and process efficiencies derived from implementation of the new ERP system.

CONCLUSION
Staff recommends that the City Council adopt the resolution authorizing the City Manager to execute a contract to purchase service licenses and maintenance for the ERP Pro 10 enterprise resource planning hosted software system contingent on final contract terms being negotiated to the satisfaction of the City Manager and City Attorney.

ATTACHMENTS
A. Resolution
B. Contract
C. Project Budget
Res 2026-__, ERP Contract Page 1 of 2
25977.00300\44924642.1
RESOLUTION 2026-__

OF THE CITY COUNCIL OF THE TOWN OF COLMA

RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT WITH TYLER TECHNOLOGIES, INC., TO PURCHASE ERP PRO 10 CLOUD-BASED SOFTWARE

LICENSES, PLUS SUPPORT AND MAINTENANCE, FOR AN INITIAL THREE-YEAR TERM

WITH TWO ONE-YEAR RENEWALS, FOR A NOT-TO-EXCEED COST OF TWO HUNDRED FIFTY-ONE THOUSAND, SIX HUNDRED EIGHTY-FIVE DOLLARS ($251,685), PURSUANT TO CEQA GUIDELINE 15378, CONTINGENT ON THE FINAL CONTRACT

TERMS BEING NEGOTIATED TO THE SATISFACTION OF THE CITY MANAGER AND

CITY ATTORNEY

1. Background.
(a) On
November 10, 1999, the City Council approved the purchase of the Town’s current Enterprise Resource Planning (ERP) software system from Eden Systems, Inc. (Eden). The Eden ERP software is an on-premise system, which includes on-site server storage and a maintenance contract to ensure that the system stays up to date with state and federal financial requirements.
(
b) In December 2003, Tyler Technologies, Inc. (Tyler), purchased Eden and announced that it would phase out support for the Eden ERP system, forcing existing users to migrate to a n
ew software system.
(
c) On September 5, 2025, the Town posted a Request for Proposals (RFP) for a new cloud- based ERP software system. Tyler submitted the only proposal and was selected for contract negotiation as the highest ranked responsive responsible proposer, in accordance with Colma M
unicipal Code Section 1.06.160 (Competitive Bidding Required). Tyler’s software system is ca
lled “ERP Pro 10.”
(
d) The new Tyler contract includes purchase of cloud-based ERP Pro 10 licenses, plus support and maintenance, for an initial three-year term with two one-year renewals, for a not- to-exceed cost of two hundred fifty-one thousand, six hundred eighty-five dollars ($251,685.) (
e) The target go-live date for Tyler’s ERP Pro 10 system is July 1, 2027. Staff have received assurances from Tyler that although Eden will no longer receive updates as of March 1, 2027, Colma will be able to receive support for Eden until Tyler’s transition is complete. (
f) Implementation expenses and first-year fees will be paid from Fund 31, CIP project 965 – Financial Software Replacement; second -year and subsequent fees will be included in the Town’s operating budget, Fund 11, Org 150 – City Manager – Finance.

2. Order
(a) T
he City Council hereby authorizes the City Manager to execute a contract with Tyler for the purchase of cloud-based ERP Pro 10 licenses, plus support and maintenance, for an initial three-year term with two one-year renewal periods, for a not-to-exceed cost of two hundred fifty-one thousand, six hundred eighty-five dollars ($251,685.), contingent on final contract terms being negotiated to the satisfaction of the City Manager and City Attorney.

ATTACHMENT A

Res 2026-__, ERP Contract Page 2 of 2
25977.00300\44924642.1

Certification of Adoption
I certify that the foregoing Resolution No. 2026-__ was duly adopted at a regular meeting of said City Council held on April 22, 2026, by the following vote:

Name Voting Present, Not Voting Absent
Aye No Abstain Not Participating
Carrie Slaughter, , Mayor
Helen Fisicaro, Vice Mayor
Thomas Walsh,
Councilmember

Joanne F. del Rosario,
Councilmember

Ken Gonzalez, Councilmember

Voting Tally

Dated ______________________ ___________________________________ Carrie Slaughter, , Mayor

Attest: _____________________ ___________________________________ Michelle Estabillo, City Clerk

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SOFTWARE AS A SERVICE AGREEMENT
This Software as a Service Agreeme
nt is made between Tyler Technologies, Inc. (hereinafter “Tyler,” “Consultant,” “we,” “us,” or “our”), and the Town of Colma (hereinafter “Town,” “Client,” “Customer,” “you,” or “your”), and the parties to this Agreement may hereinafter be individually referred to as “party,” or collectively as “’parties”.

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

SECTION A – DEFINITIONS
• “Agreement” means this Software as a Service Agreement. • “Business Travel Policy” means our business travel policy. Our current Business Travel Policy is available here: https://www.tylertech.com/portals/0/terms/Tyler-Business-Travel-Policy.pdf. • “Client” or “Town” means the Town of Colma, a California municipality. • “Data” means your data necessary to use the Tyler Software. • “Data Storage Capacity” means the contracted amount of storage capacity for your Data, if any, identified in the Investment Summary.
• “Defect” means a failure of the Tyler Software to substantially conform to the functional descriptions set forth in our written proposal to you (or the Documentation in the absence of a written proposal), or their functional equivalent. Future functionality may be updated, modified, or otherwise enhanced through our maintenance and support services, and the governing functional descriptions for such future functionality will be set forth in our then- current Documentation.
• “Defined Users” means the number of users, if any, that are identified in the Investment Summary. If Exhibit A contains Enterprise Permitting & Licensing labeled software, defined users mean the maximum number of named users that are authorized to use the Enterprise Permitting & Licensing labeled modules as indicated in the Investment Summary. • “Developer” means a third party who owns the intellectual property rights to a Third-Party Product.
• “Documentation” means any online or written documentation related to the use or functionality of the Tyler Software that we provide or otherwise make available to you, including instructions, user guides, manuals and other training or self-help documentation.

ATTACHMENT B

UPDATED - FINAL

CONTRACT WITH

REDLINES
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• “Effective Date” means the date by which both your and our authorized representatives have signed the Agreement. Notwithstanding the foregoing, if these terms are linked from an Order Form, the Effective Date is the date your authorized representative signed the Order Form. • “Force Majeure” means an event beyond the reasonable control of you or us, including, without limitation, governmental action, war, riot or civil commotion, fire, natural disaster, or any other cause that could not with reasonable diligence be foreseen or prevented by you or us. • “Investment Summary” means the agreed upon cost proposal for the products and services attached as Exhibit A.
• “Order Form” means an ordering document that includes a quote or investment summary and specifies the items to be provided by Tyler to Client, including any addenda and supplements thereto.
• “Professional Services” means those services provided by Tyler or a third party related to the scope of this Agreement and identified in the Investment Summary. • “SaaS Fees” means the fees for the SaaS Services identified in the Investment Summary. • “SaaS Services” means software as a service consisting of system administration, system management, and system monitoring activities that Tyler performs for the Tyler Software and includes the right to access and use the Tyler Software, receive maintenance and support on the Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and archiving. SaaS Services do not include support of an operating system or hardware, support outside of our normal business hours, or training, consulting, or other professional services. • “SLA” means the service level agreement. A copy of our current SLA is attached hereto as Exhibit C.
• “Support Call Process” means the support call process applicable to all our customers who have a right to use the Tyler Software. Our current Support Call Process is available here:
https://www.tylertech.com/portals/0/terms/Tyler-Support-Call-Process.pdf. (attached as Exhibit C, Schedule 1, phone numbers are subject to change. Client must check the website for most current contact information).
• “Suspension” means an indefinite suspension of SaaS Services and Professional Services otherwise required for the performance of this agreement including, but not limited to, turning off access to the SaaS environment.
• “Third-Party Hardware” means the third-party hardware, if any, identified in the Investment Summary.
• “Third-Party Products” means the Third-Party Software and Third-Party Hardware. • “Third-Party SaaS Services” means software as a service provided by a third party, if any, identified in the Investment Summary.
• “Third-Party Services” means the third-party services, if any, identified in the Investment Summary.
• “Third-Party Software” means the third-party software, if any, identified in the Investment Summary or included with the Tyler Software.
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• “Third-Party Terms” means the end user license agreement(s) or other terms, if any, for the Third-Party Products or other parties’ products or services, as applicable, and attached or indicated at Exhibit D.
• “Tyler” or “Consultant” means Tyler Technologies, Inc., a Delaware corporation. • “Tyler Software” means our proprietary software, including any integrations, custom modifications, and/or other related interfaces identified in the Investment Summary and licensed by us to you through this Agreement.
• “we,” “us,” “our” and similar terms mean Tyler.
• “you” and similar terms mean Client.

SECTION B – SAAS SERVICES

1. Rights Granted. We grant to you the non-exclusive, non-assignable limited right to use the SaaS Services solely for your governmental purposes, subject to any limits for Defined Users or Data Storage Capacity. You may add additional users or additional data storage capacity on the terms set forth in this Agreement. In the event you regularly and/or meaningfully exceed the Defined Users or Data Storage Capacity, we reserve the right to charge you additional fees commensurate with the overage(s). You acknowledge that we have no obligation to ship copies of the Tyler Software as part of the SaaS Services. Your right to use the SaaS Services applies to releases provided as part of our Maintenance and Support Services as further detailed in this Agreement.

2. Ownership.

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

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

3. Data.

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

3.2. You expressly grant to us a limited, non-exclusive license to access, copy, transmit, download, display, and reproduce your Data to provide services pursuant to this Agreement. Additionally, you agree that Tyler may use deidentified Data for Client or third-party demonstrative or training purposes.

3.3. Our access to and use of your Data necessary to use the Tyler Software or SaaS Services will comply with applicable provisions of our Privacy Statement (available at https://www.tylertech.com/privacy) and applicable law.

3.4. Data Breach Notification. Tyler will provide notice of a breach of Client Data in accordance with applicable state and federal data breach notification laws. 25977.00300\44859412.1

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4. Restrictions.

4.1. You may not:

4.1.1. make the Tyler Software or Documentation resulting from the SaaS Services available in any manner to any third party for use in the third party’s business operations; modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of the SaaS Services;

4.1.2. access or use the SaaS Services to build or support, and/or assist a third party in building or supporting, products or services competitive to us; or

4.1.3. license, sell, rent, lease, transfer, assign, distribute, display, host, outsource, disclose, permit timesharing or service bureau use, or otherwise commercially exploit or make the SaaS Services, Tyler Software, or Documentation available to any third party other than as expressly permitted by this Agreement.

4.1.4. Notwithstanding anything to the contrary in this Section 4.1, you may disclose, with our written consent, not to be unreasonably withheld, the Tyler Software, SaaS Services, or Documentation to a third party you consult with regarding the implementation or use of the Tyler Software and SaaS Services. You must ensure that any such third-party’s use is subject to the terms of this Agreement, and you acknowledge and agree that you are liable for any breach of the terms of this Agreement by such third party.

5. Software Warranty. We warrant that the Tyler Software will perform without Defects during the term of this Agreement. If the Tyler Software does not perform as warranted, we will use all reasonable efforts, consistent with industry standards, to cure the Defect in accordance with our then-current Support Call Process.

6. SaaS Services.

6.1. Audit & Compliance. Our SaaS Services are audited at least yearly in accordance with the AICPA’s Statement on Standards for Attestation Engagements (“SSAE”) No. 21. We have attained, and will maintain, SOC 1 and SOC 2 compliance, or their equivalent, for so long as you are timely paying for SaaS Services. The foregoing notwithstanding, you acknowledge that the scope of audit coverage varies depending on the specific Tyler Software solution. We will provide you with a summary of our current compliance report(s) or its equivalent, upon your request. For the avoidance of doubt, if our SaaS Services are provided using a third-party data center, the compliance report may be for that third-party provider and be subject to confidential treatment in accordance with applicable law. If you want us to provide our compliance reports to a third-party auditor or similar entity, we reserve the right to require execution of an NDA by that third party.

6.2. Service Levels. The Tyler Software will be made available to you according to the terms of the SLA. Tyler SaaS Services will be provided via a third-party data center. Your Data will be inaccessible to our other customers.

6.3. Business Continuity. Data centers used to deliver SaaS Services for this Agreement have redundant telecommunications access, electrical power, and the required hardware to provide access to the SaaS Services in the event of a disaster or component failure. We test our disaster recovery plan on an annual basis. The plan is not client specific and is detailed in Tyler’s System & Organization Control reports or their equivalent. In the event of a data center failure, we 25977.00300\44859412.1

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reserve the right to employ our disaster recovery plan for resumption of the SaaS Services. In that event, we commit to a Recovery Point Objective (“RPO”) of 24 hours and a Recovery Time Objective (“RTO”) of 24 hours. RPO represents the maximum duration of time between the most recent recoverable copy of your hosted Data and subsequent data center failure. RTO represents the maximum duration of time following data center failure within which your access to the Tyler Software must be restored. If we employ our disaster recovery plan, we will be responsible for restoring your Data and ensuring that the SaaS Services are online, and you will be responsible for validating your Data and confirming the functioning of the SaaS Services, including any integrations.

6.4. Security Measures. We provide secure Data transmission paths between your devices and the data center used to provide SaaS Services to you. Data centers used to provide SaaS Services are accessible only by authorized personnel with a unique key entry or comparable security. We conduct annual penetration testing of either the production network and/or web application to be performed. We will maintain industry standard intrusion detection and prevention systems to monitor malicious activity in the network and to log and block any such activity. You may not attempt to bypass or subvert security restrictions in the SaaS Services or environments related to the Tyler Software. Unauthorized attempts to access files, passwords, or other confidential information, and vulnerability and penetration test scanning of our network and systems (hosted or otherwise) are prohibited. Where applicable with respect to our applications that take or process card payment data, we comply with applicable requirements of PCI DSS. We agree to supply the then-current status of our PCI DSS compliance program in the form of an official Attestation of Compliance, which can be found at https://www.tylertech.com/about- us/compliance and, in the event of any change in our status, we will comply with applicable notice requirements.

SECTION C – PROFESSIONAL SERVICES

1. Professional Services. We will provide you the various implementation-related services itemized in the Investment Summary.

2. Professional Services Fees. You agree to pay us the professional services fees in the amounts set forth in the Investment Summary. The total amount paid for professional services rendered by Tyler for the in-scope work set forth in Exhibit A as of the Effective Date, and in each case inclusive of all costs, unless amended, shall not exceed the sum of:
• for the initial three year term of this contract, One Hundred Seventy Two Thousand, Four Hundred Forty-Two Dollars ($172,442);
• the first optional renewal term, Thirty-Eight Thousand, Six Hundred Fifty-Five Dollars ($38,655); and
• for the second optional renewal term, Forty Thousand, Five Hundred Eighty-Eight ($40,588).
• And, for the avoidance of doubt, for the total five years combined, including the initial thee year term and both optional renewal terms, and first two one-year renewal periods, shall not exceed the sum of Two Hundred Fifty One Thousand, Six Hundred Eighty-Five Dollars ($251,685), inclusive of all costs, unless amended. 25977.00300\44859412.1

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2. Those amounts are based on the scope of the project as of the Effective Date and are payable in accordance with our Invoicing and Payment Policy. This not to exceed commitment is contingent on your best efforts to meet the obligations under this Agreement.

3. Additional Services. The Investment Summary contains the scope of services and related costs (including programming and/or interface estimates) required for the project based on our understanding of the specifications you supplied. If changes in the work seem merited by Consultant or the Town, it shall be processed in the following manner: a letter outlining the changes shall be forwarded to the Town by Consultant with a statement of estimated changes in fee or time schedule. An amendment to this Agreement shall be, in a form mutually agreeable to the parties, and executed by both Parties before performance of such services. Such amendment shall not render ineffective or invalidate unaffected portions of this Agreement.

4. Cancellation. If you cancel services less than two (2) weeks in advance (other than for Force Majeure or breach by us), you will be liable for all (i) daily fees associated with cancelled services if we are unable to reassign our personnel and (ii) any non-refundable travel expenses already incurred by us on your behalf. We will make all reasonable efforts to reassign personnel in the event you cancel within two (2) weeks of scheduled commitments.

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

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

7. Background Checks. All of our employees undergo criminal background checks prior to hire. All employees sign our confidentiality agreement and security policies.

8. Mutual Assistance. Both Parties acknowledge that the implementation of the Tyler Software is a cooperative process requiring the time and resources of both Tyler and Colma personnel. Each Party certifies that it will use reasonable efforts to cooperate with the other and make resources available for the performance of the Agreement in accordance with its terms and the mutually agreed project schedule. Additionally, you agree to use all reasonable efforts to cooperate with and assist us as may be reasonably required to support the efficient execution of the activities required for this Agreement. Accordingly, each will provide notice to the other of any known inability to timely meet a project commitment so that appropriate project adjustments can be made.

9. Maintenance and Support Services.
• For the duration of this Agreement, consistent with the terms set forth in our then-current Support Call Process, we will:

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

9..2. provide telephone support during our established support hours as indicated in our then-current Support Call Process;
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9..3. maintain personnel that are sufficiently trained to be familiar with the Tyler Software and Third-Party Software, if any, in order to provide maintenance and support services;

9..4. provide releases to the Tyler Software (including updates and enhancements) that we make generally available without additional charge to customers with a current SaaS Agreement.
• Your use of Tyler Software or SaaS Services requires that you remain current with supported releases of Tyler Software as indicated in any applicable release lifecycle policy. Our warranty and support commitments are contingent upon you using a supported version of the Tyler Software. Tyler may require you to update to a current version of the Tyler Software to address a critical issue (for example, to address an identified security vulnerability in the Tyler Software or a third-party component). Tyler will use commercially reasonable efforts to (i) minimize the number of such instances and (ii) provide as much advance notice as possible. • We will use all reasonable efforts to perform support services remotely. We reserve the right to use secure third-party connectivity tools to deliver maintenance and support services. We also reserve the right to collect Tyler Software or SaaS Services telemetry for product evaluation, quality assurance, and security monitoring and enhancement purposes. You agree to reasonably cooperate with us in providing access to your environments and Data for the purposes of providing maintenance and support services and acknowledge that our warranty, support, and service level obligations under this Agreement are contingent upon receiving reasonable access to your Data and systems.
• For the avoidance of doubt, SaaS Fees do not include the following services: (a) onsite support; (b) application design; (c) other consulting services; or (d) telephone support outside our normal business hours as listed in our then-current Support Call Process.

SECTION D – THIRD-PARTY PRODUCTS =
As of the Effective Date, no third party products, services, or software are included in the scope of this Agreement, which is set forth in Exhibit A. If third party products, services, or software are included in any future amendments to this Agreement, then this Section D shall apply.

1. Third-Party Hardware. We will sell and deliver any Third-Party Hardware set forth in the Investment Summary for the price indicated therein. Unless otherwise indicated, installation of Third-Party Hardware will be performed by Tyler or identified third party installers.

2. Third-Party Software. Your rights under this Agreement may include rights to certain Third-Party Software. We certify that we have acquired the right to provide the Third-Party Software to you.

Your rights to the Third-Party Software will be governed by the Third-Party Terms and, in the absence of such terms, this Agreement.

3. Third Party Products Warranties.

3.1 We are authorized by each Developer or its authorized reseller to sell or grant access, as applicable, to the Third-Party Products.

3.2 Unless otherwise expressly indicated, Third-Party Hardware will be new and unused. You will receive free and clear title to the Third-Party Hardware you purchase upon your payment in full of the purchase price.
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3.3 You acknowledge that we are not the manufacturer of Third-Party Products. We do not warrant or guarantee the performance of the Third-Party Products. However, we grant and pass through to you any warranty that we may receive from the Developer or supplier of the Third- Party Products.

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

SECTION E – TERM AND TERMINATION

1. Term. The Agreement is binding as of the Effective Date. The initial term of this Agreement shall be three years, beginning on August 1, 2026, and ending July 31, 20312029, if both renewal options are exercised, unless earlier terminated as provided herein. Upon expiration of the initial term, this Agreement may be renewed for two (2) successive one (1) year renewal terms by written modification of this Agreement, executed and approved in the same manner as the Original at Tyler’s then-currentthe SaaS Fees or for a Fee otherwise mutually agreed by the Partiesoutlined in Section C(2). Should both optional renewal terms be exercised, the final ending date for this Agreement shall be July 31, 2031.

2. Holdover. In the event that Town elects not to exercise an option to extend the Agreement, Town and Consultant agree to a one-year hold over period that will provide the Parties time to transition Services and Data to a new service provider, provided that Town shall pay for Tyler’s services at at a mutually agreed rate, not to exceed 5% of prior year’s SaaS Fee for the modules shown on Exhibit A as of the Effective Date.

3. Termination. This Agreement may be terminated as set forth below. In the event of termination, you will pay us for all undisputed fees and expenses related to the software, products, and/or services you have received, or we have incurred or delivered, prior to the effective date of termination.

Disputed fees and expenses in all terminations other than your termination for cause must have been submitted as invoice disputes in accordance with Section G(2).

3.1. Failure to Pay Fees. You acknowledge that continued access to the SaaS Services is contingent upon your timely payment of undisputed fees. We may Suspend, acting in our sole discretion, this Agreement if you do not cure a failure to pay within sixty (60) days of our notice to you that you have overdue payments.

3.2. For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute Resolution clause set forth in Section G(2). You may terminate this Agreement for cause after following the procedures set forth in Section G(2).

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

3.4. Lack of Appropriations. This Agreement will terminate without penalty, liability or expense of any kind to the Town at the end of any fiscal year if funds are not appropriated for the next succeeding fiscal year, provided that Client shall give Tyler at least thirty (30) days’ advance written notice prior to such termination. You agree not to use termination for lack of appropriations as a substitute for termination for convenience. You will not be entitled to a refund or offset of previously paid, but unused SaaS Fees. 25977.00300\44859412.1

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SECTION F – INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE

1. Intellectual Property Infringement Indemnification.

1.1. We will defend you against any third-party claim(s) that the Tyler Software or Documentation infringes that third-party’s patent, copyright, or trademark, or misappropriates its trade secrets, and will pay the amount of any resulting adverse final judgment (or settlement to which we consent). You must notify us promptly in writing of the claim and give us sole control over its defense or settlement, provided that we will not agree to any settlement that requires the Town to admit fault or pay costs or damages without the City Council’s prior written approval. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense.

1.2. Our obligations under this Section F(1) will not apply to the extent the claim or adverse final judgment is based on your negligent use of the Tyler Software in contradiction of this Agreement, including with non-licensed third parties.

1.3. If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software is enjoined by a court of competent jurisdiction, in addition to paying any adverse final judgment (or settlement to which we consent), we will, at our option, either:

1.3.1. procure the right to continue its use;

1.3.2. modify it to make it non-infringing; or

1.3.3. replace it with a functional equivalent.

We may elect to employ these remedies in advance of litigation if we receive information concerning an infringement or misappropriation claim.

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

2. General Indemnification.

2.1. We will indemnify, defend, and hold harmless you and your agents, officials, and employees from and against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for (i) personal injury, bodily injury, death, or damage to tangible property, all to the extent caused by our negligence or willful misconduct; or (ii) our violation of law applicable to our performance under this Agreement. You must notify us promptly in writing of the claim and give us sole control over its defense or settlement, provided that we will not agree to any settlement that requires the Town to admit fault or pay costs or damages without the City Council’s prior written approval. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense.

2.2. We will indemnify and hold harmless you and your agents, officials, and employees from and against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney’s fees and costs) for Tyler’s violation of the confidentiality provisions of Section G(16) of this Agreement, or a breach (as defined by applicable law) of Client’s confidential Data hosted by Tyler under this Agreement, in all cases to the extent caused by Tyler’s negligence or willful misconduct. You must notify us promptly in writing of the claim and give us sole control over its defense or settlement, provided that we will not agree to any settlement that requires the Town to admit fault or pay costs or damages without City Council’s 25977.00300\44859412.1

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

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

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

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

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

4. LIMITATION OF LIABILITY. NOTWITHSTANDING ANYTHING TO THE CONTRARY SET FORTH IN THIS

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

ON A THEORY OF CONTRACT OR TORT, INCLUDING NEGLIGENCE AND STRICT LIABILITY, SHALL BE LIMITED TO YOUR ACTUAL DIRECT DAMAGES, NOT TO EXCEED (i) DURING THE INITIAL TERM, AS SET FORTH IN SECTION E(1), TWO (2) TIMES HE TOTAL FEES PAID AS OF THE TIME OF THE CLAIM; OR (ii) DURING ANY RENEWAL TERM, TWO (2) TIMES THE THEN-CURRENT ANNUAL SAAS FEES PAYABLE IN THAT RENEWAL TERM THE LIMITS OF TYLER’S INSURANCE. THE PARTIES

ACKNOWLEDGE AND AGREE THAT THE PRICES SET FORTH IN THIS AGREEMENT ARE SET IN

RELIANCE UPON THIS LIMITATION OF LIABILITY AND TO THE MAXIMUM EXTENT ALLOWED UNDER

APPLICABLE LAW, THE EXCLUSION OF CERTAIN DAMAGES, AND EACH SHALL APPLY REGARDLESS OF THE FAILURE OF AN ESSENTIAL PURPOSE OF ANY REMEDY. THE FOREGOING LIMITATION OF LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO SECTIONS F(1) AND F(2.1).

5. LIMITATION OF LIABILITY FOR BREACH OF CONFIDENTIALITY: NOTWITHSTANDING ANYTHING TO

THE CONTRARY SET FORTH IN THIS AGREEMENT, OUR LIABILITY FOR DAMAGES ARISING OUT OF SECTION F(2.2) OF THIS AGREEMENT, WHETHER BASED ON THEORY OF CONTRACT OR TORT,

INCLUDING NEGLIGENCE AND STRICT LIABILITY, SHALL BE LIMITED TO YOUR ACTUAL DIRECT DAMAGES, NOT TO EXCEED (i) DURING THE INITIAL TERM, AS SET FORTH IN SECTION E(1), THREE (3) TIMES THE TOTAL FEES PAID AS OF THE TIME OF THE CLAIM; OR (ii) DURING ANY RENEWAL TERM, THREE (3) TIMES THE THEN-CURRENT ANNUAL SAAS FEES PAYABLE IN THAT RENEWAL TERM. THE PARTIES ACKNOWLEDGE AND AGREE THAT THE PRICES SET FORTH IN THIS

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

EXTENT ALLOWED UNDER APPLICABLE LAW, THE EXCLUSION OF CERTAIN DAMAGES, AND EACH SHALL APPLY REGARDLESS OF THE FAILURE OF AN ESSENTIAL PURPOSE OF ANY REMEDY. THE

FOREGOING LIMITATION OF LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO SECTIONS F(1) AND F(2.1).

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

IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT,

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

6.7. Insurance.

6.1.7.1. During the course of performing services under this Agreement, Tyler agrees to maintain the following levels of insurance:

6.1.1.7.1.1. Commercial General Liability of at least $1,000,000 per occurrence, $2,000,000 general aggregate;

6.1.2.7.1.2. Automobile Liability of $1,000,000 combined single limit; 25977.00300\44859412.1

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6.1.3.7.1.3. ( Professional Liability (inclusive of cyber protection) of $1,000,000 per claim and in the aggregate, which includes cyber security claims arising from a data breach;

6.1.4.7.1.4. Workers Compensation and Employer’s Liability complying with applicable statutory requirements and in the amount of $1,000,000 each accident or disease; and

6.1.5.7.1.5. Excess/Umbrella Liability of $5,000,000.

6.2.7.2. Tyler will add Client as an additional insured to Tyler’s Commercial General Liability and Automobile Liability policies, which will automatically add you as an additional insured to Tyler’s Excess/Umbrella Liability policy as well. A certificate of insurance reflecting that status shall be provided before the Agreement is executed.

6.3.7.3. Renewal certificates of insurance will be provided as close as practicable to the date the applicable policy or policies is/are renewed. Tyler’s carrier has issued and shall provide blanket endorsements regarding additional insured status; Tyler does not issue separate endorsements specific to each customer.

6.4.7.4. Tyler’s insurance coverage is evidenced using a standard Acord form.

6.5.7.5. Tyler agrees to secure our insurance from a carrier with a minimum AM Best rating of A- :VII and admitted to transact in the business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.

6.6.7.6. Copies of Tyler’s insurance policies are made available only in the event a claim is disputed or denied.

6.7.7.7. Tyler will disclose its deductibles upon written request, but those deductibles are not subject to Client approval. Tyler is well-positioned financially to satisfy its deductibles and shall be solely responsible for the payment of any deductible or self-insured retention.

6.8.7.8. Tyler agrees that Tyler’s insurance is primary for claims under our Commercial General Liability or Automobile Liability policies that are caused, in whole or in part, by Tyler as respects the Agreement.

6.9.7.9. Tyler shall provide an endorsement waiving subrogation on claims under Tyler’s Commercial General Liability or Automobile Liability, and, to the extent permitted under applicable law, Worker’s Compensation and Employer’s Liability, policies that arise out of or relate to the Agreement and are between us and you , except to the extent the damage or injury is caused by Client.

6.10.7.10. Consultant shall maintain such coverage continuously for a period of at least three (3) years after the completion of the work under this Agreement. Consultant shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the policy is replaced by another claims-made policy with a retroactive date subsequent to the effective date of this Agreement.

6.11.7.11. Tyler will agree to provide Client with notice of cancellation or non-renewal, or reduction in Tyler’s insurance coverages below the minimum requirements set forth in the Agreement within thirty (30) days thereof unless replaced. 25977.00300\44859412.1

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SECTION G – GENERAL TERMS AND CONDITIONS

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

2. Performance Issues and Dispute Resolution.

2.1. Notice. You agree to provide us with written notice within forty-five (45) days of receipt of an invoice (for invoice disputes) or, in the case of performance, becoming aware of an issue related to our performance under this Agreement.

2.2. Invoice Issues.

2.2.1. If the issue relates to an invoice, your notice must include the following: (i) the issue(s) with the invoice; (ii) the specific fee(s) at issue; and (iii) the corrective action(s) you are requesting of Tyler.

2.2.2. We will provide a response to your notice that (i) supports the validity of the invoice as issued by us; (ii) adjusts the invoice; or (iii) describes our plan to address the issues identified in your notice.

2.2.3. You agree to pay all undisputed fees by the due date.

2.2.4. WE RESERVE THE RIGHT TO SUSPEND PERFORMANCE OF ANY SERVICE, INCLUDING

ACCESS TO SAAS SERVICES, FOR FAILURE TO TIMELY PAY UNDISPUTED FEES AS SET FORTH IN Section E(3.1).

2.3. Dispute Resolution. You agree to cooperate with us in trying to reasonably resolve all disputes, including, if requested by either party, appointing a senior representative to meet and engage in good faith negotiations with our appointed senior representative. Senior representatives will convene within thirty (30) days of the written dispute notice, unless otherwise agreed. All meetings and discussions between senior representatives will be deemed confidential settlement discussions not subject to disclosure under Federal Rule of Evidence 408 or any similar applicable state rule. If we fail to resolve the dispute, then the parties shall participate in mediation in an effort to resolve the dispute. If the dispute remains unresolved after mediation, then either of us may assert our respective rights and remedies in a court of competent jurisdiction. Nothing in this section shall prevent you or us from seeking necessary injunctive relief during the dispute resolution procedures.

3. Taxes. We will pay all applicable taxes to the proper authorities, and you will reimburse us for such taxes. For clarity, we are responsible for paying our income taxes, both federal and state, as applicable, arising from our performance of this Agreement.

4. Nondiscrimination. We will not discriminate against any employee or applicant in our employment practices or the performance of our duties, responsibilities, and obligations under this Agreement because of race, color, religion, gender, age, disability, religious beliefs, national, or ethnic origin.

We will post, where appropriate, all notices related to nondiscrimination as may be required by applicable law.
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5. E-Verify. We use the U.S. Department of Homeland Security’s E-Verify system to confirm the eligibility of all current employees and persons hired during the contract term to perform services within the United States under this Agreement.

6. Subcontractors. We will not subcontract any Professional Services specifically for this Agreement without your prior written consent, not to be unreasonably withheld.

7. Binding Effect; No Assignment. This Agreement shall be binding on, and shall be for the benefit of, either your or our successor(s) or permitted assign(s). Neither party may assign this Agreement without the prior written consent of the other party, provided, however, your consent is not required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or purchase of substantially all of our assets. Within six (6) months of assignment by us as a result of a corporate reorganization, merger, acquisition, or purchase of substantially all of our assets, Tyler will notify the City in writing. All terms of this Agreement shall be accepted by the new entity as our successor.

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

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

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

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

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

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

14. Notices. All notices or communications required or permitted as a part of this Agreement, such as notice of an alleged material breach for a termination for cause or a dispute that must be submitted to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the following: (i) actual receipt by the receiving party; or (ii) five (5) days following deposit with 25977.00300\44859412.1

14 25977.00300\44498075.1
registered or certified mail with proper postage affixed and addressed to the other party at the address set forth in this Agreement or such other address as the party may have designated by proper notice. The consequences for the failure to receive a notice due to improper notification by the intended receiving party of a change in address will be borne by the intended receiving party.

15. Client Lists. You agree that we may identify you by name in client lists and, only with your written permission in advance, marketing presentations and promotional materials.

16. Confidentiality. Subject to the disclosure requirements of the California Public Records Act, and taking into account the exemptions from disclosure of the California Public Records Act, both parties recognize that their respective employees and agents, in the course of performance of this Agreement, may be exposed to confidential information and that disclosure of such information could violate rights to private individuals and entities, including the parties. Confidential information is nonpublic information that a reasonable person would believe to be confidential and includes, without limitation, personal identifying information (e.g., social security numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that:
i. is in the public domain, either at the time of disclosure or afterwards, except by breach of this Agreement by a party or its employees or agents;
ii. a party can establish by reasonable proof was in that party's possession at the time of initial disclosure;
iii. a party receives from a third party who has a right to disclose it to the receiving party; or iv. is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing this Agreement; provided, however, that in the event you receive an open records or other similar applicable request, you will give us prompt notice and otherwise perform the functions required by applicable law. In the event that a requesting party commences legal action to compel disclosure of information that Tyler contends is exempt, Tyler agrees to defend, indemnify, and hold harmless the Town in any such action.

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

18. Governing Law; Venue. This Agreement will be governed by and construed in accordance with the laws of your state or commonwealth of domicile, without regard to its rules on conflicts of law. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state court serving or situated in the County of San Mateo, State of California.

19. Multiple Originals and Authorized Signatures. This Agreement may be executed in multiple originals, any of which will be independently treated as an original document. Any electronic, faxed, scanned, photocopied, or similarly reproduced signature on this Agreement or any amendment hereto will be deemed an original signature and will be fully enforceable as if an original signature. 25977.00300\44859412.1

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

20. Records Retention. Tyler will maintain complete and accurate records of time and expense relating directly to the Agreement for the greater of five (5) years from their creation or the period required by applicable law.

21. Compliance with Applicable Laws. Tyler, in the performance of services, will comply with all applicable state and federal laws and regulations. The fees in the Investment Summary are based, in part, on the cost of compliance with applicable laws existing as of the Effective Date. Should laws applicable to Tyler’s performance under the Agreement change after the Effective Date, Tyler reserves the right to seek a change order for the additional work, time, or cost that may be required to comply with the new law or regulation.

22. Prohibited Interests.

22.1. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, Town shall have the right to rescind this Agreement without liability. For the term of this Agreement, no director, official, officer or employee of Town, during the term of his or her service with Town, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

22.2. Notwithstanding the foregoing, Client understands that Tyler is a publicly traded company, owned by its shareholders, and whose shares are bought and sold on the market daily in transactions over which Tyler has no control. Tyler expects Town employees and officials to comply with the conflict-of-interest and ethics rules that apply to them.

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

Migration Terms Addendum
Exhibit A Investment Summary
Exhibit B Invoicing and Payment Terms
Exhibit C Service Level Agreement
Exhibit D Third-Party Terms (Reserved)
Exhibit E Statement of Work
Exhibit F Data Security Addendum
[Signature Page Follows]
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IN WITNESS WHEREOF, a duly authorized representative of each party has executed this Agreement as of the date(s) set forth below.

Tyler Technologies, Inc. City of Colma, California

By:

By:

Name: Name:

Title: Title:

Date:

Date:

ATTEST:

By:

City Clerk

Address for Notices:

Address for Notices:

Tyler Technologies, Inc. City of Colma
7701 College Boulevard 1198 El Camino Real
Overland Park, KS 66210 Colma, CA 94014
Attention: Chief Legal Officer Attention: ___________________________

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Migration Terms Addendum

1. Scope. The terms in this MigraƟon Terms Addendum (“Addendum”) apply to the agreement to which it is aƩached (“Agreement”), and under which we will provide certain Tyler soŌware soluƟons listed in the Agreement’s Investment Summary (hereaŌer, the “Replacement Modules”) to replace some or all of Tyler soluƟons previously provided to you (hereaŌer, the “MigraƟon Modules”). Accordingly, any conflict between the terms in this Addendum and the Agreement will be resolved in favor of the term(s) in this Addendum. The MigraƟon Modules are listed in the Comments SecƟon of the Investment Summary, and any capitalized terms not otherwise defined herein will have the meaning assigned to those terms in the Agreement.

2. Support & SaaS Services for MigraƟon Modules. Your payment of annual SaaS Fees for the Replacement Modules includes annual maintenance and support services in the scope described by the Agreement, and, to the extent currently being provided, annual SaaS Services, for the MigraƟon Modules for the Ɵme period covered by your payment of annual SaaS Fees.

3. License/Use Rights for MigraƟon Modules. Unless expressly stated otherwise in the Agreement, your license to use a MigraƟon Module terminates when the applicable Replacement Module is used in live producƟon.

4. Credit for Prepaid Fees for MigraƟon Modules. In the event you prepaid annual maintenance or SaaS fees for MigraƟon Modules for any Ɵme during your annual SaaS Term for your Replacement Modules, Tyler will credit that prepayment to your account. This credit may be applied towards any future purchases from Tyler under the Agreement.

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Exhibit A
Investment Summary
The Investment Summary details the products and services to be delivered by us, to you under the Agreement. This Investment Summary is effective as of the Effective Date regardless of any expiration date in the Investment Summary. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement.
[Sales quotation to be inserted prior to Agreement execution.]

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

2025-565917-S6S5H1 CONFIDENTIAL Page 1 Billing Address:

COLMA, CA CITY OF
1198 EL CAMINO REAL

COLMA CA 94014
Nathan Bassett
(650) 997-8309
[email protected]
Quoted By Brandon Swanson
Quote Expiration 6/15/26
Quote Name Eden to ERP Pro 10 w/SaaS
Migration
Tyler Annual Software – SaaS
Description List Price Discount Annual
ERP Pro
ERP Pro 10 Financial Management Suite
AP Automation Capture with Disbursements $ 3,600 $ 360 $ 3,240 Core Financials $ 14,786 $ 1,479 $ 13,307
Contracts Management $ 0 $ 0 $ 0
Fixed Assets $ 1,865 $ 373 $ 1,492
Human Resources Management (Includes Position Budgeting) $ 4,498 $ 450 $ 4,048 Employee Access Pro $ 0 $ 0 $ 0
Project Accounting $ 3,469 $ 694 $ 2,775
Employee Access Pro Time & Attendance $ 1,000 $ 100 $ 900 Purchasing $ 4,457 $ 891 $ 3,566
Accounts Receivable $ 3,891 $ 778 $ 3,113
Tyler One
Content Manager Suite

2025-565917-S6S5H1 CONFIDENTIAL Page 2 Tyler Annual Software – SaaS
Description List Price Discount Annual
Content Manager Core $ 5,466 $ 1,093 $ 4,373
TOTAL: $ 43,032 $ 6,218 $ 36,814
Term # of Years: 3
Tyler Fees per Transaction
Description Net Unit Price
ERP Pro
ERP Pro 10 Financial Management Suite
AP Automation Disbursements $ 0.00
Services
Description Hours/Units Extended Price
ERP Pro 10 Financial Management Suite
Professional Services 1 $ 62,000
TOTAL: $ 62,000
Summary One Time Fees Recurring Fees
Total SaaS $ 36,814
Total Tyler Services $ 62,000
Summary Total $ 62,000 $ 36,814
2025-565917-S6S5H1 CONFIDENTIAL Page 3 Comments
Modules migrating from Eden to ERP Pro 10:

Accounts Payable
Accounts Receivable
General Ledger
Payroll
Purchasing
Work will be delivered remotely unless otherwise noted in this agreement.

Expenses associated with onsite services are invoiced as incurred according to Tyler's standard business travel policy.

SaaS is considered a term of one year unless otherwise indicated.

Core Financials Includes general ledger, budget prep, bank recon, AP, CellSense, a standard forms pkg, output director, positive pay, secure signatures, Tyler University.

Human Resources Management (Includes
Position Budgeting)
Includes Position Budgeting and Tyler University
AP Automation Capture with Disbursements A fully automated vendor payment system, including an automated invoice capture system, invoice approval system, AP Invoice Access.

Tyler Software may include artificial intelligence (“AI”) features that are provided as an administrative convenience, designed to analyze data or make suggestions, subject to changing laws applicable in your local jurisdiction. Client is responsible for independently validating the accuracy of data analyzed or suggestions provided via AI features and using such features only to the extent permissible under applicable law.

AP Automation Disbursements Expedited disbursement options available to vendors include instant transfer to a bank account, PayPal, Venmo and fast ACH where fees may apply. No fee options include standard ACH, and physical checks. All disbursements will be made pursuant to the terms and conditions found at https://www.tylertech.com/client-terms/ap-automation-disbursements-software-and-services-terms-of-use Client agrees that items in this sales quotation are, upon Client's signature or approval of same, hereby added to the existing agreement ("Agreement") between the parties and subject to its terms. Additionally, payment for said items, as applicable but subject to any listed assumptions herein, shall conform to the following terms, subject to payment terms in an agreement, amendment, or similar document in which this sales quotation is included:
2025-565917-S6S5H1 CONFIDENTIAL Page 4 •License fees for Tyler and third-party software are invoiced upon the earlier of (i) delivery of the license key or (ii) when Tyler makes such software available accessible. •Fees for hardware are invoiced upon delivery.
•Fees for year one of hardware maintenance are invoiced upon delivery of the hardware. •Annual Maintenance and Support fees are first payable when Tyler makes the software accessible to the Client, and SaaS fees, Hosting fees, and Subscription fees are first payable on the first day of the month following the date this quotation was signed (or if later, the commencement of the agreement’s initial term). Any such fees are prorated to align with the applicable term under the agreement, with renewals invoiced annually thereafter in accord with the agreement.

Fees for services included in this sales quotation shall be invoiced as indicated below. •Implementation and other professional services fees shall be invoiced as delivered. •Client has six months to use the services. If Client does not use the services within six months, Tyler may remove the unused services or issue a new quote to provide services at then-current rates.
•Fixed-fee Business Process Consulting services shall be invoiced 50% upon delivery of the Best Practice Recommendations, by module, and 50% upon delivery of custom desktop procedures, by module.
•Fixed-fee conversions are invoiced 50% upon initial delivery of the converted data, by conversion option, and 50% upon Client acceptance to load the converted data into Live/Production environment, by conversion option. Where conversions are quoted as estimated, Tyler will invoice Client the actual services delivered on a time and materials basis. •Except as otherwise provided, other fixed price services are invoiced upon complete delivery of the service. For the avoidance of doubt, where "Project Planning Services" are provided, payment shall be invoiced upon delivery of the Implementation Planning document. Dedicated Project Management services, if any, will be invoiced monthly in arrears, beginning on the first day of the month immediately following initiation of project planning. •If Client has purchased any change management services, those services will be invoiced in accordance with the Agreement. •Notwithstanding anything to the contrary stated above, the following payment terms shall apply to fees specifically for migrations: Tyler will invoice Client 50% of any Migration Services Fees listed above upon Client approval of the product suite migration schedule. The remaining 50%, by line item, will be billed upon the go-live of the applicable product suite. Tyler will invoice Client for any Project Management Fees listed above upon the go-live of the first product suite. Annual SaaS Fees will be invoiced upon availability of the hosted environment.

Any SaaS or hosted solutions added to an agreement containing Client-hosted Tyler solutions are subject to Tyler’s SaaS Services terms found here: https://www.tylertech.com/terms/tyler-saas- services.

Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held for six (6) months from the Quote date or the Effective Date of the Contract, whichever is later.

Customer Approval: Date:

Print Name: P.O.#:

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

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

1. Tyler Annual Services.

1.1. SaaS Services. SaaS Fees are invoiced on an annual basis, beginning on the commencement of the initial term as set forth in Section E(1) of this Agreement. Your annual SaaS fees for the initial term are set forth in the Investment Summary. Upon expiration of the initial term, and, if exercised, the two optional renewal terms contemplated in this agreement as of the Effective Date, your annual SaaS fees will be at our then-current rates, but in no case shall the SaaS fees for the products listed in Exhibit A as of the Effective Date increase more than five percent (5%) year over year.

1.2. Other Annual Services. Fees for annual services other than SaaS Services are invoiced on an annual basis, beginning with the availability of the service. Your annual fees for the initial term are set forth in the Investment Summary. Upon expiration of the initial term, your annual fees will be at our then-current rates.

2. Tyler Services.

2.1. Professional Services Generally: Unless otherwise indicated below, Tyler will invoice Client for Professional Services on a milestone basis. Tyler will invoice Client for the milestone amount set forth below upon completion and acceptance of the associated services in accordance with the Agreement and/or SOW.

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3. Transaction Fees. Unless paid directly by an end user at the time of transaction, per transaction (call, message, etc.) fees are invoiced on a monthly basis. Fees are indicated in the Investment Summary and may be increased by Tyler upon notice of no less than thirty (30) days. Colma does not intend to use services that would incur a transaction fee at the time of contract signingas of the Effective Date, and will provide 30 days’ written notice to Tyler should Colma decide to use such services.

4. Expenses. The service rates in the Investment Summary do not include travel expenses. Expenses for Tyler delivered services will be billed as incurred and only in accordance with our then-current Business Travel Policy.

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

Last Updated: August 4, 2023

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Exhibit C

SERVICE LEVEL AGREEMENT

I. Agreement Overview
This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It outlines the information technology service levels related to th e availability of the Tyler SaaS Services that you have requested us to provide. All other support services are documented in the Support Call Process. This SLA does not apply to any Third-Party SaaS Services.

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

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

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

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

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

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

Service Availability: The total number of minutes in a calendar mont h that the Tyler Software is capable of receiving, processing, and responding to requests, excludi ng Planned Downtime, Client Error Incidents, denial of service attacks and Force Majeure. Service Availability only applies to Tyler Software being used in the production environment.

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

III. Service Availability
a.

Your Responsibilities
Whenever you experience Downtime, you must make a suppo rt call according to the procedures outlined in the Support Call Process. You will receive a support case number. b. Our Responsibilities
When our support team receives a call from you that Downtime has occurred or is occurring, we will work with you to identify the cause of the Downtime (including whether it may be the result of Planned Downtime, a Client Error Incident, denial of service attack or Force Maje ure). We will also work with you to resume normal operations.

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c. Client Relief
Our targeted Attainment Goal is 100%. You may be entitled to credits as indicated in the Client Relief Schedule found below. Your relief credit is calculated as a percentage of the SaaS Fees paid for the calendar month.

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

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

Credits are only payable when Actual Attainment results in eligibility for credits in consecutive months and only for such consecutive months.

Client Relief Schedule
Actual Attainment Client Relief

99.99% - 99.70% Remedial action will be taken

99.69% - 98.50% 2% of SaaS Fees paid for applicable month

98.49% - 97.50% 4% of SaaS Fees paid for applicable month

97.49% - 96.50% 6% of SaaS Fees paid for applicable month

96.49% - 95.50% 8% of SaaS Fees paid for applicable month Below 95.50% 10% of SaaS Fees paid for applicable month * Notwithstanding language in the Agreement to the contrary, Recovery Point Objective is one (1) hour.

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

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

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Exhibit C
Schedule 1
Support Call Process
Support Channels
Tyler Technologies, Inc. provides the following channels of software support for authorized users*:
(1) On-line submission (portal) - for less urgent and func tionality-based questions, users may create support incidents through the Tyler Customer Portal available at the Tyler Technologies website. A built-in Answer Panel provides users with resolutions to most "how-to" and configuration-based questions through a simplified search interface with machine learning, potentially eliminating the need to submit the support case.
(2) Email - for less urgent situations, users may subm it emails directly to the software support group. (3) Telephone - for urgent or complex questions, users receive toll-free, telephone software support. * Channel availability may be limited for certain applications.

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

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

New Year's Day Labor Day
Martin Luther King, Jr. Day Thanksgiving Day
Memorial Day Day after Thanksgiving
Independence Day Christmas Day

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For support teams that provide after-hours service, we will provide you with procedures for contacting support staff after normal business hours for reporting Priority Level 1 Defects only. Upon receipt of such a Defect notification, we will use commercially reasonable effo rts to meet the resolution targets set forth below.

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

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

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

References to a "confirmed support incident" mean th at Tyler and the Client ha ve successfully validated the reported Defect/support incident.

Priority
Level

Characteristics of Support Incident

Resolution Targets*

1 Critical
Support incident that causes (a)
complete application failure or
application unavailability; (b) application
failure or unavailability in one or more of
the client's remote location; or (c)
systemic loss of multiple essential system
functions.

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

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Priority
Level

Characteristics of Support Incident

Resolution Targets*

2 High
Support incident that causes (a)
repeated, consistent failure of essential
functionality affecting more than one
user or (b) loss or corruption of data.

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

3 Medium
Priority Level 1 incident with an
existing circumvention procedure, or a
Priority Level 2 incident that affects only
one user or for which there is an existing
circumvention procedure.

Tyler shall provide an initial response to Priority Level 3 incidents within one (1) business day of receipt of the incident. Once the incident has been confirmed, Tyler
shall use commercially reasonable efforts to resolve such support incidents without the need for a circumvention
procedure with the next published maintenance update or service pack, which shall occur at least quarterly. For non- hosted customers, Tyler's responsibility for lost or
corrupted data is limited to assisting the Client in restoring its last available database.

4 Non-critical
Support incident that causes failure of
non-essential functionality or a
cosmetic or other issue that does not
qualify as any other Priority Level.

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

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

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Exhibit D
Third Party Terms

RESERVED

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Exhibit E
Statement of Work
The Statement of Work details the project plan for the implementation of products and services to be delivered by us, to you under the Agreement. This Statement of Work is effective as of the Effective Date

[Statement of Work to be inserted prior to Agreement execution.]

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Exhibit F
Data Security

1. Data Security. To mitigate against or prevent unauthorized access of Town Data, Company shall at all times during the Term provide and maintain up-to-date security with respect to (a) the Services, (b) Company’s website, (c) Company's physical facilities, (d) Company’s infrastructure, and (e) Company’s networks. Company shall provide security for its networks and all Internet connections consistent with industry best practices, and will promptly within a commercially reasonable period install all patches, fixes, upgrades, updates and new versions of any security software it employs. Company will maintain appropriate safeguards to restrict access to Town’s Data to those employees, agents or service providers of Company who need the information to carry out the purposes for which it was disclosed to Company.

2. Data Breach: In the event of any data breach that compromises or is suspected to compromise the security, confidentiality, or integrity of Town Data, Company shall immediately notify the Town within the time frame required by applicable state or federal lawCompany and shall comply with all reporting, root cause analyses, corrective actions, and other requirements to the extent required by applicable state or federal law with respect to the Company’s role when processing Town Data on behalf of the Town as directed by the Town acting in its sole discretion.

3. Data Transmission. Company shall ensure that all electronic transmission or exchange of system and application data with Town and/or any other parties expressly designated by Town shall take place via encrypted secure means. Company shall also ensure that all data exchanged shall be used expressly and solely for the purposes enumerated of fulfilling Company’s obligations under in the Agreement. Data shall not be distributed, repurposed or shared across other applications, environments, or business units of Company unless required to fulfill Company’s obligations under the Agreement. Company shall ensure that no Town Data of any kind shall be copied, modified, destroyed, deleted, transmitted, exchanged or otherwise passed to other vendors or interested parties except on a case-by-case basis unless required to fulfill Company’s obligations under the Agreement or as specifically agreed to in writing by Town. Company may access Town Data from Hawaii, The Philippines, and/or the United Kingdom, but is strictly prohibited from storing Town Data outside the continental United States.

4. American Institute of Certified Public Accounts (AICPA) Audit Reports.

Company shall provide to Town, on an annual basisupon Town’s request, an SSAE 18, SOC 2, Type 2 Report, and an SSAE 18, SOC 1, Type 2 Audit Report, to be conducted by an independent third party (“Audit Reports”). (if Company is using a hosting service provider, Company shall provide such Audit Reports it receives from its service provider or providers) as follows: (a) the Audit Reports shall include a 365 day (12-month) testing period; and (b) the Audit Reports shall be available to Town no later than thirty (30) days after they are received by Company. If Company receives a so-called “negative assurance opinion,” or the annual Audit Report finds a material data privacy or information security issue, Company shall notify Town of such opinion within three (3) days of receipt by Company. Company shall implement reasonably required safeguards as identified by any audit of Company’s data privacy and information security program or promptly notify Town in writing if Company is unable to implement mitigation measures to address the issue(s). Upon any such notification, Town shall have the right, without further obligation or liability to Company, to terminate this Agreement.

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5. Audit of Company’s Policies. Company agrees to make its policies, procedures and practices regarding Data Security available to Town, if needed, and agrees that Town reserves the rights, including, but not limited to, making a site visit, scanning for malicious codes, and hiring a third-party to perform a security audit if Town determines that the Audit Report is unsatisfactory.

DRAFT
Budget - Town of Colma Tyler ERP Pro 10 Implementation
Item Unit Price FY 2025-26
Quantity FY 2025-26 FY 2026-27
Quantity FY 2026-27 FY 2027-28
Quantity FY 2027-28 FY 2028-29
Quantity FY 2028-29
3 YEAR

CONTRACT
COST
FY 2029-30
Quantity FY 2029-30 FY 2030-31
Quantity FY 2030-31 5 YEAR TOTAL

ITEM COST

BASE ITEMS
IMPLEMENTATION FEE - Schedule based Deliverable
Based
Implementation Costs $62,000.00 $0.00 $58,900.00 $3,100.00 $0.00 $62,000.00 $0.00 $0.00 $62,000.00 Milestone Completion - Stage 1 - Initiate & Plan $15,500.00 $0.00 1.00 $15,500.00 $0.00 $0.00 $15,500.00 $0.00 $0.00 $15,500.00 Milestone Completion - Stage 2 - Assess & Define $12,400.00 $0.00 1.00 $12,400.00 $0.00 $0.00 $12,400.00 $0.00 $0.00 $12,400.00 Milestone Completion - Stage 3 - Prepare Solution $9,300.00 $0.00 1.00 $9,300.00 $0.00 $0.00 $9,300.00 $0.00 $0.00 $9,300.00 Milestone Completion - Stage 4 - Production Readiness $15,500.00 $0.00 1.00 $15,500.00 $0.00 $0.00 $15,500.00 $0.00 $0.00 $15,500.00 Milestone Completion - Stage 5 - Production $6,200.00 $0.00 1.00 $6,200.00 $0.00 $0.00 $6,200.00 $0.00 $0.00 $6,200.00 Milestone Completion - Stage 6 - Close $3,100.00 $0.00 $0.00 1.00 $3,100.00 $0.00 $3,100.00 $0.00 $0.00 $3,100.00 LICENSE and SET-UP FEES, if any Up Front
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
SaaS SUBSCRIPTION (support/maintenance/hosting) Annual
Annual ERP Pro 10 $36,814.00 $0.00 1.00 $36,814.00 1.00 $36,814.00 1.00 $36,814.00 $110,442.00 1.00 $38,655.00 1.00 $40,588.00 $189,685.00 AP Automation $3,240.00 $0.00 1.00 $3,240.00 1.00 $3,240.00 1.00 $3,240.00 $9,720.00 1.00 $3,402.00 1.00 $3,572.00 $16,694.00 Core Financials $13,307.00 $0.00 1.00 $13,307.00 1.00 $13,307.00 1.00 $13,307.00 $39,921.00 1.00 $13,972.00 1.00 $14,671.00 $68,564.00 Contracts Management $0.00 $0.00 1.00 $0.00 1.00 $0.00 1.00 $0.00 $0.00 1.00 $0.00 1.00 $0.00 $0.00 Fixed Assets $1,492.00 $0.00 1.00 $1,492.00 1.00 $1,492.00 1.00 $1,492.00 $4,476.00 1.00 $1,567.00 1.00 $1,645.00 $7,688.00 Human Resources Management (Includes Position Budgeting) $4,048.00 $0.00 1.00 $4,048.00 1.00 $4,048.00 1.00 $4,048.00 $12,144.00 1.00 $4,250.00 1.00 $4,463.00 $20,857.00 Employee Access Pro $0.00 $0.00 1.00 $0.00 1.00 $0.00 1.00 $0.00 $0.00 1.00 $0.00 1.00 $0.00 $0.00 Project Accounting $2,775.00 $0.00 1.00 $2,775.00 1.00 $2,775.00 1.00 $2,775.00 $8,325.00 1.00 $2,914.00 1.00 $3,060.00 $14,299.00 Employee Access Pro Time & Attendance $900.00 $0.00 1.00 $900.00 1.00 $900.00 1.00 $900.00 $2,700.00 1.00 $945.00 1.00 $992.00 $4,637.00 Purchasing $3,566.00 $0.00 1.00 $3,566.00 1.00 $3,566.00 1.00 $3,566.00 $10,698.00 1.00 $3,744.00 1.00 $3,931.00 $18,373.00 Accounts Receivable $3,113.00 $0.00 1.00 $3,113.00 1.00 $3,113.00 1.00 $3,113.00 $9,339.00 1.00 $3,269.00 1.00 $3,432.00 $16,040.00 Tyler One - Content Manager Core $4,373.00 $0.00 1.00 $4,373.00 1.00 $4,373.00 1.00 $4,373.00 $13,119.00 1.00 $4,592.00 1.00 $4,822.00 $22,533.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
ADD ON PROF SERVICE FEES Hourly Rate
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Annual Base Items Total - $ 95,714$ 39,914$ 36,814$ 172,442$ 38,655$ 40,588$ 251,685$

OPTIONAL ITEMS
ADDITIONAL LICENSES Up Front
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
ADDITIONAL PROFESSIONAL SERVICES Monthly
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
ADDITIONAL HARDWARE Per Item
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Optional Items Total - $ - $ - $ - $ -$ - $ - $ -$ Project Total 172,442.00$ 251,685.00 $
25,866.30$ 25,866.30 $
198,308.30$ 277,551.30 $

ATTACHMENT C