Agenda packet, joint meeting — Cotati City Council, May 28, 2024

AGENDA

JOINT MEETING OF THE COTATI CITY COUNCIL AND THE SUCCESSOR AGENCY TO THE

FORMER COTATI COMMUNITY REDEVELOPMENT AGENCY
City Council Chamber, City Hall 201 W. Sierra Avenue
Tuesday, May 28, 2024
6:00 PM REGULAR MEETING
The Cotati City Council welcomes you to its meetings that are generally scheduled for the 2nd and 4th Tuesday of every month. Your interest and participation are encouraged and appreciated.

City Council meeting agendas, minutes and recordings are posted on the City’s Meeting Portal at www.cotaticity.org. For questions about the agenda or to receive the City Council agenda by e-mail, contact the Deputy City Clerk at [email protected] or 707-665-3622.

Cotati City Council Meetings will be conducted in person in the Council Chamber. To guarantee your ability to participate, you must attend the meeting in person. As a courtesy to the public, the City allows citizens the opportunity to view and offer public comments virtually through Zoom Online video conferencing platform. Technical difficulties may occur that make the Zoom platform unavailable. If Zoom is unavailable, the meeting will continue. Participants considering using Zoom should consider attending in person, if they desire to ensure their ability to view the meeting and offer public comments.

Subject to the above disclaimer, Zoom Online video conferencing is available to watch or listen in the following ways:

1. Using the following online livestream meeting portal link: https://cotaticity.primegov.com/public/portal

2. Cable T.V. Broadcast, local channel 28
Members of the public can participate in the meeting online by clicking the link below:
https://us02web.zoom.us/j/83728972108?pwd=NktwTFdtcXlma3FlV1B0cC9PNkFQUT09 If you do not have the ability to join online, but would like to participate in the meeting, you can call into the meeting using your telephone, by dialing one of the following numbers and entering the meeting credentials:

Webinar ID: 837 2897 2108 Passcode: 862827
+1 (669) 900-6833 or +1 (346) 248-7799 or +1 (253) 215-8782 or +1 (301) 715-8592 or +1 (312) 626-6799 or +1 (929) 436-2866 Attendees may join the meeting any time after 5:45pm. Attendees will be muted until they are called upon for Public Comment. To make a public comment, use the “raise hand” icon on your smart device or desktop computer, or dial *9 if you are using just your telephone. Please listen carefully for the Mayor or City Clerk to address you by name (or phone number) and for the audible Zoom notification that you have been unmuted. Once you begin your public comment, your three minutes will begin.

If you would prefer to submit your public comment in writing, please email your comments to [email protected]. If you are commenting on a specific agenda item or items, please state the agenda item number(s) in the subject line of the email. All comments received via email will be provided to the City Council or Planning Commission in writing and included as part of the record of the meeting.

Notice is hereby given that Council may discuss and/or take action on any or all of the items listed on this agenda.

Any writings or documents provided to a majority of the Cotati City Council regarding any item on this agenda will be made available for inspection in the online Meeting Portal at www.cotaticity.org and in the City Manager’s office located at 201 West Sierra Avenue, Cotati, California, during the City’s posted business hours.

Disabled Accommodation: Upon request, this agenda will be made available in appropriate formats to persons with disabilities as required by Section 202 of the Americans with Disabilities Act of 1990. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should contact the Deputy City Clerk at (707) 665-3622 at least 48 hours in advance of the meeting.

Rules of Decorum: To avoid distraction, the following meeting etiquette shall be enforced. • Silence electronic devices, including cell phones.

Cotati City Council Packet May 28, 2024

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• Audience members are advised to keep conversations to a minimum or conduct them outside the building. • Photographs or video recordings using tri-pods or other means that would be distracting are to be taken only from the designated media area. • The Presiding Officer shall request that the audience withhold expressions of support or opposition for speakers in the interest of time and to encourage the full expression of differing views. (City Council Policy 2023-01 III.B.1.) Public Comment (Action items): Public comment on any one agenda item where the City Council will be taking some action is limited to no more than three (3) minutes per person. Action items are typically designated on the agenda title.

Public Comment (Non-Action items): Public comment on non- action agenda items shall be received during the designated portion of the agenda.

Comments shall be limited to no more than three (3) minutes for all non-action agenda items.

Waiver Warning: If you challenge decisions/direction of the City Council of the City of Cotati in court, you may be limited to raising only those issues you or someone else raised at public hearing(s) described in this agenda, or in written correspondence delivered to the City of Cotati at, or prior to, the public hearing(s).

City Council meetings are conducted according to City Council Policy 2023-01: City Council Rules. This policy available for inspection in the online Meeting Portal at www.cotaticity.org and in the City Manager’s office located at 201 West Sierra Avenue, Cotati, California, during the City’s posted business hours.

Those wishing to address the Council are asked to complete a speaker card and give it to the City Clerk. When you are called, step to the podium and state your name and address for the record. Persons wishing to address the Council are not required to identify themselves or complete a speaker card; (Gov’t. Code § 54953.3); however, this information assists the Mayor by ensuring that all persons wishing to address the Council are recognized and it assists the City Clerk in preparing the City Council meeting minutes.

1. CALL TO ORDER

2. ROLL CALL

3. LAND ACKNOWLEDGEMENT
The City of Cotati recognizes that we’re on the ancestral lands of the Coastal Miwok, who are the original caretakers of this area. We respectfully acknowledge the Indigenous peoples who have been stewarding and maintaining a relationship on this land as knowledge keepers for millennia. This acknowledgement does not take the place of authentic relationships with Indigenous communities but serves as a gesture of respect to the land we are on.

4. PLEDGE OF ALLEGIANCE

5. APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL

RESOLUTIONS AND ORDINANCES INTRODUCED AND/OR ADOPTED UNDER THIS

AGENDA (ACTION)
A. COTATI CITY COUNCIL – REGULAR MEETING – MAY 14, 2024

6. ANNOUNCEMENTS
A. Meeting Orientation for New Attendees/Viewers. In conformance with the Brown Act and the adopted City Council Rules, the meeting agenda includes items labeled as Action Items, where the City Council may consider the item. If the City Council considers the item, citizens will be afforded the opportunity to provide comments relevant to the item being discussed. The meeting agenda also includes a Citizens Business item, which is the designated place on the agenda where citizens have the right to say whatever they wish. However, the Brown Act prohibits the City Council from taking action or considering any item that is not this agenda, to ensure that other members of the community who wish to provide comment are notified in advance through a properly noticed meeting agenda.

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C. Citizens interested in receiving City of Cotati community alerts via text or email are encouraged to enroll with CivicReady, by signing up on the City’s website, www.cotaticity.org, under the “How do I” link at the top of the homepage.

D. Like always, we love to hear from you, so please feel free to contact the City at 707-792-4600 or [email protected]. If you have a non-emergency issue after normal business hours, you can contact us at 707-792-4611 and of course if you have an emergency, please contact 9-1-1. Continue to look for updates on the City's website and social media channels available on Facebook, Instagram, and CivicReady.

7. PROCLAMATIONS
A. PROCLAIMING THE MONTH OF JUNE 2024 AS PRIDE MONTH

8. APPROVAL OF FINAL AGENDA (ACTION)
This item will only be opened for the public comment if the City Council proposes to take any action to modify this agenda.

9. CITIZEN BUSINESS AND PUBLIC COMMENT FOR CONSENT CALENDAR ITEMS Any member of the public wishing to speak to the Council on any item(s) listed on the Consent Calendar or any matter(s) not listed on the agenda that are within the subject matter jurisdiction of the Council may do so at this time. Pursuant to the Brown Act, the Council is not allowed to consider issues or take action on any item not listed on the agenda. Pursuant to City Council Policy 2023-01, comments of any member of the public are normally restricted to a total of three (3) minutes in length per person for matters not on the agenda and a total of three (3) minutes per person in length for any and all items on the Consent Calendar. The Mayor may extend the time limit for a reasonable time where a disability accommodation has been requested. To facilitate public comment, the Deputy Clerk will alert speakers when there are thirty seconds remaining.

10. CONSENT CALENDAR (ACTION)
A. CONSIDERATION OF A RESOLUTION TO APPROVE A CONTRACT WITH

CLOUDPERMIT TO PURCHASE AND IMPLEMENT AN ELECTRONIC PERMIT

MANAGEMENT SOFTWARE SYSTEM
It is recommended the City Council approve the proposed resolution to fund the purchase of Cloudpermit Permit Management software, including implementation and three one-year subscriptions.

B. ACCEPTANCE OF THE CYPRESS AVENUE SEWER REPAIR PROJECT

IMPROVEMENTS
It is recommended the City of Cotati City Council adopt a resolution accepting the Cypress Avenue Sewer Repair Project, authorizing the City Clerk to file the Notice of Completion with the County Clerk, and authorizing the release of retention after the 35 day noticing period with no protests.

C. RESOLUTION OF INTENT TO APPROVE THE PRELIMINARY ENGINEER'S

REPORT FOR THE LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT, LEVY

AND COLLECT ANNUAL ASSESSMENTS, AND SET THE TIME AND DATE OF THE

PUBLIC HEARING FOR THE COTATI LANDSCAPING AND LIGHTING
ASSESSMENT DISTRICT FOR FISCAL YEAR 2024/25
It is recommended the City Council of the City of Cotati adopt a resolution of intent to levy and collect annual assessments, approve the Preliminary Engineer's Report and set the time and date of the Public Hearing for the City of Cotati Landscaping and Lighting Assessment District for Cotati City Council Packet May 28, 2024

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Fiscal Year 2024/25.

11. DIRECTION ON FUTURE AGENDA ITEMS

12. PUBLIC HEARINGS (ACTION)
A. CITY FEE SCHEDULE UPDATE
It is recommended that the City Council of the City of Cotati adopt a resolution updating the Master Fee Schedule and charges for City services and repealing previously adopted or conflicting fees and charges for such services.

13. REGULAR AGENDA (ACTION)
A. POLICE ADVISORY AND OVERSIGHT OPTIONS
It is recommended that the City Council receive and discuss the attached report regarding police transparency, accountability, and community partnerships, and provide direction on the elements of a potential advisory/oversight model for the Cotati Police Department.

14. CITY MANAGER'S REPORT

15. CITY COUNCIL MEMBER REPORTS

16. PUBLIC COMMENT ON NON-ACTION AGENDA ITEMS

17. A.

CLOSED SESSION

CONFERENCE WITH CITY LABOR NEGOTIATORS (GOVERNMENT CODE SECTION 54957.6) CITY DESIGNATED REPRESENTATIVE: CITY MANAGER OR DESIGNEE. EMPLOYEE ORGANIZATION: COTATI POLICE OFFICERS

ASSOCIATION (CPOA) AND COTATI POLICE MANAGEMENT ASSOCIATION (CPMA)

18. REPORT OUT OF CLOSED SESSION

19. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
A. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED

20. ADJOURNMENT
Certification of Posting of the Notice: I declare under penalty of perjury that I am employed by the City of Cotati and that I posted this notice on the City’s website, bulletin boards of City Hall, Veterans’ Memorial Building and the SMART Train Depot, on or before May 24, 2024. /s/ Kevin Patterson, Deputy City Clerk

MINUTES

JOINT MEETING OF THE COTATI CITY COUNCIL AND THE SUCCESSOR AGENCY TO

THE FORMER COTATI COMMUNITY REDEVELOPMENT AGENCY
City Council Chamber, City Hall 201 W. Sierra Avenue
Tuesday, May 14, 2024
6:00 PM REGULAR MEETING

1. CALL TO ORDER
Mayor Sparks called the meeting to order at 6:00pm.

2. ROLL CALL
Attendee Name Title Status
Laura Sparks Mayor Present
Ben Ford Vice Mayor Present
Susan Harvey Councilmember Present
Sylvia Lemus Councilmember Present
Kay Rivers Councilmember Present
Staff Present: City Manger Damien O’Bid, City Attorney John Bakker, Deputy City Clerk Kevin Patterson, Director of Administrative Services Angela Courter, Director of Community Development Noah Housh (via Zoom), Director of Public Works/City Engineer Craig Scott, Police Chief Chris Simmons, Senior Planner JP Harries

4. PLEDGE OF ALLEGIANCE

5. APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL

RESOLUTIONS AND ORDINANCES INTRODUCED AND/OR ADOPTED UNDER THIS

AGENDA (ACTION)
A. COTATI CITY COUNCIL – REGULAR MEETING – APR 23, 2024 RESULT: Approve [5 TO 0]
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MOVER: Ben Ford, Vice Mayor
SECONDER: Susan Harvey, Councilmember
AYES: Sparks, Ford, Harvey, Lemus, Rivers,
NAYS: None

B. Measure S supports police services, a variety of recreation programs for all ages, and the maintenance of our streets, parks, and public buildings. See details on the web at cotaticity.org C. Citizens interested in receiving City of Cotati community alerts via text or email are encouraged to enroll with CivicReady, by signing up on the City’s website, www.cotaticity.org, under the “How do I” link at the top of the homepage.

7. PROCLAMATIONS
A. PROCLAMATION FOR ASIAN PACIFIC ISLANDER HISTORY MONTH Councilmember Lemus read the proclamation.

B. NATIONAL PUBLIC WORKS WEEK MAY 19-25, 2024
Mayor Sparks read the proclamation. Proclamation was accepted by Trevor and Collin of the Cotati Public Works Department.

8. PRESENTATIONS
A. PROJECT GRADUATION - COTATI-ROHNERT PARK SCHOOL DISTRICT Presentation by Cotati-Rohnert Park Project Graduation President Shannon Potter.

Councilmembers comment.

No public comment.

9. APPROVAL OF FINAL AGENDA (ACTION)
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City Manager Damien O’Bid recommended that items 14A and 14B be switched in order on the Regular Agenda.

No public comment.

There being no objection from the Council, items 14A and 14B were flipped on the Regular Agenda.

10. CITIZEN BUSINESS AND PUBLIC COMMENT FOR CONSENT CALENDAR ITEMS Any member of the public wishing to speak to the Council on any item(s) listed on the Consent Calendar or any matter(s) not listed on the agenda that are within the subject matter jurisdiction of the Council may do so at this time. Pursuant to the Brown Act, the Council is not allowed to consider issues or take action on any item not listed on the agenda. Pursuant to City Council Policy 2023-01, comments of any member of the public are normally restricted to a total of three (3) minutes in length per person for matters not on the agenda and a total of three (3) minutes per person in length for any and all items on the Consent Calendar. The Mayor may extend the time limit for a reasonable time where a disability accommodation has been requested. To facilitate public comment, the Deputy Clerk will alert speakers when there are thirty seconds remaining.

Public Comment:

Eris Weaver of Cotati
Laurie Alderman of Cotati
David of Cotati

11. CONSENT CALENDAR (ACTION)
Councilmember Rivers requested to pull item 11C from the consent calendar. Item was added to the end of the regular agenda.

A. APPROVAL OF 2024 COTATI CHAMBER OF COMMERCE MUSIC FESTIVAL EVENT IN LA PLAZA PARK.

B. DESIGNATION OF SIGNATURES FOR ORDERS FOR PAYMENT OF MONIES AND

WIRE TRANSFER SERVICES
RESULT: Approve [5 TO 0]
MOVER: Ben Ford, Councilmember
SECONDER: Sylvia Lemus, Councilmember
AYES: Harvey, Ford, Lemus, Rivers, Sparks
NAYS: None

12. DIRECTION OF FUTURE AGENDA ITEMS
Mayor Sparks requested a future agenda item about the baseball fields at Putnam Park.

13. PUBLIC HEARINGS (ACTION)
A. ADOPTION OF THE COTATI ACTIVE TRANSPORTATION PLAN AND

AMENDMENTS TO THE GENERAL PLAN CONSISTENT WITH THE ACTIVE

TRANSPORTATION PLAN
Presentation by Senior Planner JP Harries.
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Councilmembers comment.

Public Comment:

Eris Weaver of Cotati
Neil Hancock of Cotati
Jenny Blaker of Cotati
Laurie-Ann Barbour of Cotati
Council adopted the 2024 Cotati Active Transportation plan, making the following amendments:
• Incorporate the following recommendations from the Planning Commission, as amended by the City Council:
o Move Project #24 (W. Sierra Crossing at Hillview) from Tier 2 to Tier 1.

• Move Project #27 (E. Cotati Crossing at Arthur/Charles) from Tier 3 to Tier 2.

• Add a Class 1 pathway from the realigned Highway 116/West Cotati intersection to Helman Lane via the western corner of the Lowe’s property.

• Policy 1-5 shall be amended as follows: “All public streets shall have a sidewalk safe pedestrian facilities connecting to the broader network, on a minimum of one side, phased as City funding and/or nexus with private development allows…”

• Policy 1-6 shall be amended as follows: “…Class I multi-use path and Class IV separated bike lanes should shall be the first choice in the design of all new multi-modal infrastructure.”

• Policy 3-2.1 shall be amended as follows: “Create and implement a Woonerf Street Design Standard for implementation in appropriate areas of new residential and commercial development by January 2026.”
· Project #12 shall be amended as follows: “Install Class II bike lanes and improved tunnel lighting on W School Street and. Improve the asphalt trail adjacent to W School Street between Richardson Lane and Maple Avenue and connect to Thomas Page Academy. Provide more width for bicyclists.”
· Project #15 shall be amended as follows: “Repave Repair and resurface and do maintenance (i.e. trimming) on Laguna Trail between East Cotati Ave and Commerce Boulevard. Consider alternatives to asphalt where feasible.”
· Policy 2-2 shall be amended as follows: “Maintain all bike lane symbols, striping, green paint, and buffer paint and ensure all bike lanes have standard bike symbols. Ensure bike lanes are kept The City shall work to educate and encourage people to keep bike lanes free of trash bins, vehicles, obstacles, and debris.”
· Policy 3-1, which directs staff to explore the feasibility of an electric shuttle service, shall also be listed as a citywide Tier 3 project (Project #76). 8 of 280 Cotati City Council Minutes May 14, 2024

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· Policy 3-10 shall be amended as follows: “Coordinate with the Recreation Department to identify opportunities for increased bike and pedestrian education with a focus on youth education. Identify opportunities to hold bike “fix-it clinics.” · Define “HAWK” in the Pedestrian Facilities Toolbox (ATP document P. 27).

RESULT: Approve [5 TO 0]
MOVER: Susan Harvey, Councilmember
SECONDER: Sylvia Lemus, Councilmember
AYES: Sparks, Ford, Harvey, Lemus, Rivers
NAYS: None

14. REGULAR AGENDA (ACTION)
B. NOISE ORDINANCE REVIEW
This item was heard first, after Council approved a switch in the order of items on the regular agenda during item 9, approval of the final agenda.

Presentation by City Manager Damien O’Bid.

Councilmembers comment.

No public comment.

Council indicated they were generally supportive of the proposed ordinance with the restriction on gas powered leaf blowers during the listed hours and directed City Manager O’Bid to bring back for introduction at a future meeting.

A. BROADBAND UPDATE
Presentation by City Manager Damien O’Bid.

Councilmembers comment.

No public comment.

Council directed staff to report back in 120 days on any updates in efforts to reach out to cellular providers, informing them of recent changes to the City’s municipal code with regards to construction of wireless facilities.
11C. PURCHASE OF NETWORK SWITCH AND RELATED EQUIPMENT
Presentation by City Manager Damien O’Bid.

Councilmembers comment.

No public comment.

RESULT: Approve [5 TO 0]
MOVER: Sylvia Lemus, Councilmember
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SECONDER: Ben Ford, Vice Mayor
AYES: Sparks, Ford, Harvey, Lemus, Rivers
NAYS: None

15. CITY MANAGER'S REPORT
Report by City Manager Damien O’Bid.

16. CITY COUNCIL MEMBER REPORTS
Councilmembers report out on local and regional events and meetings.

17. PUBLIC COMMENT ON NON-ACTION AGENDA ITEMS

18. CLOSED SESSION
A. CONFERENCE WITH CITY LABOR NEGOTIATORS (GOVERNMENT CODE SECTION 54957.6) CITY DESIGNATED REPRESENTATIVE: CITY MANAGER OR DESIGNEE. EMPLOYEE ORGANIZATION: COTATI POLICE OFFICERS

ASSOCIATION (CPOA) AND COTATI POLICE MANAGEMENT ASSOCIATION (CPMA)
Mayor Sparks announced the closed session topic.

No public comment.

Council adjourned to closed session at 9:20pm.

19. REPORT OUT OF CLOSED SESSION
Council returned from closed session at 10:03pm.

Mayor Sparks announced that there was nothing to report out of closed session.

20. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
A. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED

21. ADJOURNMENT
Mayor Sparks adjourned the meeting at 10:04pm.
/s/ Kevin Patterson, Deputy City Clerk
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PROCLAMATION

OF THE CITY COUNCIL OF THE CITY OF COTATI

PROCLAIMING THE MONTH OF JUNE AS PRIDE MONTH
WHEREAS, Cotati’s LGBTQ+ (Lesbian, Gay, Bisexual, Transgender, Queer) community is comprised of individuals, families, and allies who are an integral part of the fabric of our City and who demonstrate pride in and commitment to our City throughout the year, by virtue of their contributions to its economy, culture, and quality of life; and WHEREAS, the LGBTQ+ community has much to celebrate in terms of business and professional achievements, artistic expression, political involvement, community activities and life-affirming family relationships, and are a vital part of Sonoma County culture; and WHEREAS, the City of Cotati and the LGBTQ+ community of Sonoma County continue to support and encourage diversity in the workplace and throughout the community; and
WHEREAS, the City is proud of its skilled, talented, and dedicated employees, including the LGBTQ+ community who work tirelessly to provide service to the people of Cotati.

NOW, THEREFORE, BE IT PROCLAIMED on this day of May 28, 2024, by the City Council of the City of Cotati hereby celebrates the month of June 2024 as Pride Month.

Approved:______________________________
Mayor
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Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: CONSIDERATION OF A RESOLUTION TO APPROVE A

CONTRACT WITH CLOUDPERMIT TO PURCHASE AND

IMPLEMENT AN ELECTRONIC PERMIT MANAGEMENT

SOFTWARE SYSTEM
Date: May 28, 2024
Written by: Noah Housh, Director of Community Development Recommendation
It is recommended the City Council approve the proposed resolution to fund the purchase of Cloudpermit Permit Management software, including implementation and three one-year subscriptions.

Background
Since 2019, the Community Development Department has sought opportunities to improve and streamline the City permit review, decision and issuance process.

Starting in 2020, the Department began to explore opportunities to transition the traditional paper based permit application, review and issuance process, to an electronic process. Making this transition over the last several years has allowed the Department to identify the challenges to be addressed and opportunities to take advantage of to ensure successful transition to a completely electronic process.

Through fiscal year 2023/24 Department staff focused on transitioning the current software to a fully electronic system. Through this effort, it was determined this program is not capable of meeting the department and community needs of providing a fully electronic permit submittal, review and issuance system. The current software lacks many of the features and tools needed to fully implement an electronic permit management system.

Analysis/Discussion
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After researching potential municipal permitting software solutions and interviewing three separate companies, the Community Development Department has decided to implement Cloudpermit permit management software. Cloudpermit is a municipal software specifically for the management of building, permitting, planning, and code enforcement activities. Key features include client and customer portals, inspection management, planning and zoning elements, and (business) license issuance. It offers management processes for building permitting, planning, and code enforcement for local government, development communities, and the general public.

Staff also anticipates using the software to manage the encroachment permits and business license processes for the City. This software is specifically intended to allow governments to expedite permit issuance compared to paper-based systems, manage planning applications, monitor code enforcement activities and violations, and conduct on-site mobile inspections.

Some anticipated benefits of the transition to this new software include on-demand Spanish language translation for permit applicants, mobile/in-the-field inspection results, integration with the City’s GIS software and information; a fixed-cost for unlimited user licenses and real time status updates for project applicants and the public.

If approved, complete software integration and implementation is anticipated to be completed by December 2024.

Financial Considerations
The fiscal year 2024/25 proposed budget includes a line item of $30,000 to cover the cost of permit management software. The Cloudpermit proposal is $50,500, but only $20,500 will be spent in fiscal year 2024/25. Future budget commitments for the next two fiscal years will include $15,000 in annual subscription costs each year. However, there will likely be some unquantified savings resulting from discontinuing use of the current software, Incode. Initial prorated costs, anticipated to be incurred in FY 23/24, are within existing budget amounts. No appropriation is requested for FY 23/24.

Environmental Issues
The proposed software purchase is a general policy making activity and there is no possibility that implementation of this decision will have significant effects on the environment. Where it can be determined with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA review. This general rule can be applied to activities which could be subject to the CEQA process, but which logic dictates should not be subject to CEQA review. Therefore, the proposed resolution is exempt from CEQA pursuant to Section 14.03.021 of the CEQA Guidelines because there is no possibility that the activity may have a significant impact on the environment. 13 of 280
RESOLUTION NO. (XX)

RESOLUTION OF THE COUNCIL OF THE CITY OF COTATI APPROVING A

CONTRACT WITH CLOUDPERMIT, WITH ONGOING ANNUAL SUBSCRIPTION

COSTS TO PURCHASE AND IMPLEMENT AN ELECTRONIC PERMIT

MANAGEMENT SOFTWARE SYSTEM FOR THE COMMUNITY DEVELOPMENT

DEPARTMENT
WEHREAS, the Community Development Department has committed to a fully electronic permit review and management process to improve the customer experience, reduce impacts on the environment and generally move the department into contemporary best practices; and
WHEREAS, the City has included the purchase and ongoing subscription costs into its annual budgeting process and the funding is anticipated to be available to support this effort; and WHEREAS, after researching potential municipal permitting software solutions and interviewing three separate companies, the Community Development Department has decided to implement Cloudpermit permit management software as the most appropriate.

NOW THEREFORE BE IT RESOLVED, that the Council of the City of Cotati does hereby:

1. Find that the purchase of Cloudpermit software services is a general policy making activity and there is no possibility that implementation of this decision will have significant effects on the environment. This action is exempt from California Environmental Quality Act (CEQA) review because there is no possibility that the activity may have a significant impact on the environment.

2. Approve the contract with Cloudpermit for the purchase of municipal permit management software for a total initial contract of $50,500, including implementation and three years of subscription services.

3. Authorize the City Manager to make minor modifications to the contract when finalizing the agreement that do not materially increase the City’s obligations.

IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on May 28, 2024, by the following vote, to wit:

Approved:___________________________
Mayor
Attest:______________________________
Kevin Patterson, Deputy City Clerk
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Approved as to form:______________________________
City Attorney
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Cloudpermit
11911 Freedom Drive, Ste. 720
Reston, Virginia 20190
United States
Proposal
Proposal #: Q-02269-1
Customer #: CUST-0022713
Date: 4/30/2024
Expires On: 3/21/2024
Sales Person: Mitch Coughlin
Sales Person Email: [email protected]
Delivery Method: E-Mail
Ship To
Noah Housh
Cotati
201 West Sierra Avenue
Cotati, California 94931
United States
707-665-3635
[email protected]
Bill To
Cotati
201 West Sierra Avenue
Cotati, California 94931
United States
Subscription
Product Name Year 1 Year 2 Year 3
Building Total USD 7,000 USD 7,000 USD 7,000
Code Enforcement Total USD 2,000 USD 2,000 USD 2,000
Land Use Total USD 2,500 USD 2,500 USD 2,500
Licensing and
Registration
Total USD 3,500 USD 3,500 USD 3,500
Subscription Total: USD 15,000 USD 15,000 USD 15,000
Service
Description Total
Data Import USD 3,000
Implementation Fee - Building Software Solution USD 1,000 Implementation Fee - Code Enforcement Software Solution USD 500 Implementation Fee - Land Use Software Solution USD 500 Implementation Fee - Licensing and Registration Software Solution USD 500 Service Total: USD 5,500
Customer Total First Invoice: USD 20,500
Terms & Conditions
Validity of this quote: 30 days from date of creation
Term: 3 years, billable annually
Payment Term: Net 30 days from Invoice Date
Invoicing: Subscription invoice to be sent after contract is signed and then annually.

Implementation payments: 50% (M1) due upon implementation start and 50% due after implementation is complete (M2).

All stated prices are exclusive of any taxes.
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Annual Subscription Fee
Cloudpermit’s software licensing model is different from most vendors because it is designed to reflect the needs, convenience, and business realities of small and mid-sized local governments.

The annual fee includes everything the client needs to operate and maintain the software on an ongoing basis. There are no hidden fees and no cost for newly developed features in each module.

Included in the Annual Subscription Fee:
ǎ Unlimited user licenses for municipal staff
ǎ Access to all software features (including mobile features) ǎ Unlimited data storage
ǎ Online portal for public users to submit online
ǎ Core integrations (GIS, Online Payments)
ǎ Support and maintenance (described below)
Implementation and Training
Implementation
Cloudpermit is an out-of-the-box SaaS solution purpose-built for local government building departments. The implementation process is standardized, while considering the specific and unique needs of each client.

Implementation typically takes between 4-8 weeks. Little to no IT support is required from the client.

Training
Cloudpermit provides training for end-users and administrative users throughout the implementation of the software. Training takes between 4-6 hours and is done in the client’s uniquely configured environment.

Maintenance and Support
Maintenance
Maintenance is included with the annual subscription fee. Cloudpermit updates the software every 3-4 weeks, for a minimum of 12 updates per year. Updates are managed by Cloudpermit’s development team, requiring no effort from the client’s end-users or IT staff. Updates are hot-patched, meaning there is no system downtime for end-users.

Cloudpermit’s release notes are public and available at the following link:
https://support.cloudpermit.com/support/solutions/67000379501 Support
Support is included with the annual subscription fee for each solution.

Cloudpermit provides the following support resources:
ǎ Industry standard support ticketing portal for clients ǎ Self-help portal for municipal end-users, as well as public applicants (builders/developers) Cloudpermit’s support portal is updated in line with monthly releases, and is available to the public at the following link:
https://support.cloudpermit.com/support/home
@Cloudpermit @Cloudpermit @Cloudpermit cloudpermit.com
Proposal Overview
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Why Cloudpermit?
Building Permitting and Licensing
Software Made Simple
Work in the field, issue applications from
your couch, and cut down on time spent
at the front counter. All users can access
Cloudpermit from their phone, tablet,
and computer without any installations
or downloads — just log in online.

Facilitate community growth with
increased revenue by speeding up
processes. Make your community a
better place to live, build, and grow.

Accessible 24/7
Your staff, citizens, and workers can
do everything online. Staff always get
complete applications from their citizens
and no one needs to travel to the office
to reinput notes or submit documents.

Time-Saver
Community Growth
Benefit from community development
software that doesn’t have any frills
or added expenses you don’t need. It’s
intuitive and easy for all users to enjoy,
even those who aren’t good with tech.

User-Friendly
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Our Solutions
Listen to our partners
Don’t take our word for it...

Building Permitting and Licensing
Software Made Simple
“Every part of my Cloudpermit
journey has been easy and
everything that I was promised
in the sales process has
been delivered.”
Julie Wicker, Clerk for the Town of
Wilson, Wisconsin
“We were confident with our
decision because Cloudpermit
offered what we needed, fit our
budget, and worked with many
other governments.”
John Snelson, Code Enforcement/Zoning Officer
for White Oak Borough
Use government permitting
software to provide better
citizen service, organize your
building permits, and accept
complete applications.

Building Permitting
Enjoy business license software
that lets your team issue and
renew business licenses,
access property information,
and use interactive maps.

Business Licensing
Take advantage of planning
and zoning software to issue
land use permits and achieve
greater land management.

Planning & Zoning
Benefit from code enforcement
management software that
allows code compliance
officers to accept complaints
online, view case history
in chronological order, and
communicate with direct
and group messages.

Code Enforcement
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“Our Customer Success Manager was amazing at walking
us through the software and went above and beyond our
expectations. He ensured we had the necessary tools
for success, answered our questions, and gave us the
confidence to explore new things. The excellent customer service we received during implementation enabled us
to provide excellent service to our citizens.”
Henry Hemphill, City Planner for the City of Fruita
850+
Customers Inspections
19M
Building Permits
18M
Citizens
45M
Enjoy community
development software
that was designed with
governments and
agencies just like yours.
@Cloudpermit | Cloudpermit.com
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Data Security
FAQs
Aim your phone camera here
and tap the link that appears!
@Cloudpermit Cloudpermit.com
Cloudpermit provides community development software. We offer simple and online software solutions for building permitting, business licensing, planning & zoning, and code enforcement.

Where is the
data stored?
All data is stored in the US and
hosted on Google Cloud Services.

How is data stored
securely?
Triple redundant co-location
is in place with three
geographically separate data
centers. All data is encrypted
both in transit and at rest.

How often are
passwords reset?
Minimum password strength
requirements are in place for
all users, and passwords must
be reset every 6 months.

How often are
backups done?
System backups are done hourly.

What is Cloudpermit
uptime guarantee?
Cloudpermit guarantees

99.99% uptime annually.

Can I view more
information about
Cloudpermit’s
security protocols?
Yes, you can visit our website
for more information on
our security measures.

Are there any known
security issues with
Cloudpermit’s system?
No, Cloudpermit’s security
system is regularly updated to
prevent any security breaches.

Who owns the data?
The client owns their data,
Cloudpermit merely hosts it.

Is there a limit to
the amount of
data storage?
There is no data storage limit..

What are the benefits
of Cloudpermit’s
security?
Cloudpermit’s security measures
ensure that client data is
stored safely, and accessibility
is maintained at all times.
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Use Anytime, Anywhere
Access Cloudpermit 24/7 on your phone,
tablet, or laptop with any browser or
operating system.

Accept, Review, and Issue
Building Permits
Work online to receive and issue
building permit applications with ease
and without paper.

Receive Complete Building
Permit Applications
Force citizens to complete applications
before they can click ‘submit’ with
mandatory input fields.

Conduct On-site Mobile
Building Inspections
Manage all data, contact information,
drawings, reports, etc., in the field by
starting and finishing building
inspections on-site.

Use Maps Integrated with
Your GIS
Select building permit locations, view
detailed property information and plan
optimal inspection routes.

Change and Modify
Workflows
Select building permit types from a
pre-configured structure, and manage
requirements, including forms,
drawings, reviews, and inspections
for each type of application.

Gain Insight with Reports
Create reports, such as for permits,
assessments, payments, inspections,
reviews, etc.

Accept Payment
Enable online and over-the-counter
payments, send notifications for due
payments, and determine a detailed
list of fees.

Keep All Communication in
One Place
Send direct and group time-stamped
messages for organized conversations.

Get Up and Running Quickly
Start using Cloudpermit within weeks
without costly integrations or IT support.

Building Permitting

SOFTWARE SOLUTION
Cloudpermit provides community development
software. We offer simple and online software
solutions for building permitting, planning &
zoning, and code enforcement.
@Cloudpermit @Cloudpermit @Cloudpermit
23 of 280
Cloudpermit provides community development
software. We offer simple and online software
solutions for building permitting, planning &
zoning, and code enforcement.
@Cloudpermit @Cloudpermit @Cloudpermit
Use Anytime, Anywhere
Access Cloudpermit 24/7 on your phone,
tablet, or laptop with any browser or
operating system.

Accept Complaints from
Citizens
Accept complaints and determine what
contact information is required for
complainants.

Create Cases and Violations in
the Field
Work in the field and search past building
permits, previous complaints, cases, and
history of a property.

Conduct On-site Inspections
Input notes and complete reports in the
field on any mobile device.

View Case History in
Chronological Order
Access data, contact information, reports,
photos, etc., in chronological order.

Share Photos
Upload photos to cases, violations,
and inspections.

Code Enforcement

SOFTWARE SOLUTION
Use Maps Integrated with
Your GIS
Select case locations, view detailed
property information, plan optimal
inspection routes.

Accept Payment
Enable online and over-the-counter
payments, send notifications for due
payments, and determine a detailed
list of fees.

Keep All Communication in
One Place
Send direct and group time-stamped
messages for organized conversations.

Get Up and Running Quickly
Start using Cloudpermit within weeks
without costly integrations or IT support.
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Cloudpermit provides community development software. We offer simple and online software solutions for building permitting, business licensing, planning & zoning, and code enforcement. @Cloudpermit Aim your phone camera here and
tap the link that appears!
Online Portal in the Cloud
Log into Cloudpermit whenever and wherever
suits you best.
ǎ Use any mobile device via the Internet
ǎ Benefit from storing information in the
cloud
ǎ Automatically save and protect
information in real-time
ǎ Send direct or group time-stamped
messages
License Dashboard View
Access all the information you need most
often on your dashboard as soon as you log
into Cloudpermit.
ǎ Find the most recent applications
ǎ View upcoming due dates
ǎ Automate fee calculations
ǎ Check business owner information
ǎ Verify the status of an application
GIS Integrated Maps
Seamlessly integrate your GIS for accurate
and relevant location information.
ǎ Find up-to-date property information
ǎ Plan routes for site visits
ǎ Separate areas into zones
Data Import
Easily import past business licenses into
Cloudpermit.
ǎ Move existing data into a new system
ǎ Store past business licenses online
ǎ Keep all information in one place
Renewal Management
Renew business licenses with ease online.
ǎ Get notified before renewals are due
ǎ Send automatic email notifications to
business owners for renewals
ǎ See dashboard view for upcoming
renewals
Document Management
Manage and sort documents simply and
quickly with Cloudpermit.
ǎ Manage documents for multiple business
licenses
ǎ Filter and sort relevant information
Reporting
Take advantage of custom reports and
one-click downloads to learn more about the
data surrounding your business licenses.
ǎ Create reports for business license
renewals
ǎ Use templates
ǎ Track outstanding fees
ǎ Download reports as an Excel or CSV file
Payment and Fee Calculations
Set up online and over-the-counter payments.
ǎ Send notifications for due payments
ǎ Calculate fees for business licenses
ǎ Manage overdue fees
Business Licensing

SOFTWARE SOLUTION
Cloudpermit.com
25 of 280
Cloudpermit provides community development software. We offer simple and online software solutions for building permitting, business licensing, planning & zoning, and code enforcement. @Cloudpermit Aim your phone camera here and
tap the link that appears!
Online Portal in the Cloud
Log into Cloudpermit whenever and wherever
suits you best.
ǎ Use any mobile device via the Internet
ǎ Benefit from storing information in the
cloud
ǎ Automatically save and protect
information in real-time
ǎ Send direct or group time-stamped
messages
Building Permits and
Land Use Permits
Accept and issue a land use permit before
accepting a building permit application.
ǎ Building, planning, and zoning
departments can work together
ǎ Require land use permits before building
permits can be issued
ǎ Allow collaboration between building,
planning, and zoning departments
Applications
Receive complete land use permit
applications as citizens must complete
all fields before their application can be
submitted.
ǎ Send automatic updates when the status
of a permit changes
ǎ Accept land use permit and building
permit applications in the same software
GIS Integrated Maps
Seamlessly integrate your GIS for up-to-date
information and interactive maps.
ǎ Find accurate property information
ǎ Calculate the size of a property
ǎ Access detailed property information
including different layers like heritage
areas
ǎ Search permit locations on a map
Meetings
Manage and sort meetings online.
ǎ Organize meetings with stakeholders
such as the board of appeals
ǎ Generate meeting packages with
important documentation for the board
members
ǎ Manage pre-consultation requests
ǎ Create agendas using templates
ǎ Assign applications to upcoming
applications
Public Notice
Follow public notice guidelines with ease.
ǎ Find public notice radius and use links/QR
code to send updates to citizens
ǎ Upload public opinion documents
ǎ Track public opinion and set up a list of
who needs to be contacted
Land Use Permitting

SOFTWARE SOLUTION
Cloudpermit.com
26 of 280
Land Use Permitting

SOFTWARE SOLUTION
Cloudpermit provides community development software. We offer simple and online software solutions for building permitting, business licensing, planning & zoning, and code enforcement. @Cloudpermit Aim your phone camera here and
tap the link that appears! Cloudpermit.com
Circulation
Send circulation requests to receive
responses in real-time.
ǎ Record and organize all responses in the
same software
ǎ Enable real-time responses from
stakeholders
Reporting
Determine and review different reports.
ǎ Save commonly used reports with presets
ǎ Download reports as CSV or Excel file
Configuration
Work with a trained Implementation
Specialist to learn how to use the software.
ǎ Modify lists and descriptions
ǎ Access tutorials and support documents
ǎ Configure default review types and
descriptions
Conditions
Assign conditions to permits and clear them
prior to closing the files.
ǎ Allow collaboration between building,
planning, and zoning departments
Payments
Collect payments from citizens.
ǎ Allow citizens to pay with a credit card
ǎ Let citizens know when their payment is
due
ǎ Configure fees and bills
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©2023 Cloudpermit Confiden�al 1
Cloudpermit
Data Import
March 2023
28 of 280
©2023 Cloudpermit Confiden�al 2
Descrip�on
Cloudpermit Data Import allows the Customer to import the Customer's exis�ng legacy data (applica�ons, permits, inspec�ons, and atachments) into the Cloudpermit system.

The informa�on in this document is subject to change without no�ce aligning with future releases.

Data Import Process
The data import process includes five (5) steps:

1. Expor�ng data from the Customer's exis�ng system.

2. Adding the exported data into an Excel spreadsheet.

3. Reviewing the data in the spreadsheet.

4. Correc�ng possible errors in the spreadsheet.

5. Impor�ng data into the Cloudpermit system.

Roles and responsibili�es

1. Exporting data from existing system: Customer is responsible for expor�ng cleansed and normalized data from its exis�ng system into a CSV file format.
• Data Cleansing: the process of fixing incorrect, incomplete, duplicate or otherwise erroneous data in a data set. • Data Normalization: the process of organizing data entries so they appear similar across all fields and records, making it possible to find, group and analyse the information.

2. Adding exported data into an Excel spreadsheet. Customer adds the data into the Cloudpermit-provided Excel template. Customer is responsible that the data matches the Excel template's format.

3. Reviewing data. Cloudpermit does one round of reviewing the spreadsheet and provides informa�on to Customer about possible errors in entry of the data to the Excel spreadsheet.

4. Possible correction of errors. Customer corrects possible errors and provides a cleansed Excel spreadsheet back to Cloudpermit.

5. Import data into Cloudpermit system. Cloudpermit and Customer imports the data from the spreadsheet into the Cloudpermit system.

A�er data has been successfully imported to Cloudpermit, the Customer can find and use the data in the Cloudpermit workspace sec�on as if it would have been created in the Cloudpermit system. 29 of 280
©2023 Cloudpermit Confiden�al 3
Excel Spreadsheet and data requirements
In order for the content to operate properly within the Cloudpermit system, the exported data will need to be in certain required column and format. Cloudpermit provides an Excel template to Customers who are impor�ng data. The examples below shows the required forma�ng for each import and field found within the Import Excel templates:

Workspace Import format requirements
*Initcap = replace the first letter of every word in a character string with an uppercase letter.

Service
Description Annual Total
Data Import USD 3,000
Implementation Fee - Building Software Solution USD 1,000 Implementation Fee - Code Enforcement Software Solution USD 500 Implementation Fee - Land Use Software Solution USD 500 Implementation Fee - Licensing and Registration Software Solution USD 500 Service Total: USD 5,500
Customer Total First Invoice: USD 20,500

Page 1 ends

31 of 280
ORDER FORM for Cotati/ Order#Q-02269-2
Terms and Conditions
Term: 3 years, billable annually
Invoicing: Subscription invoice to be sent after contract is signed and then annually.

First invoice (50%) for implementation fee is due upon implementation start (M1) and the second invoice (50%) for implementation fee to be sent after Go Live Milestone (M2) is approved.

Payment Term: Net 30 days from Invoice Date
Subscription Start Date: Date of contract signature
All stated prices are exclusive of any taxes.

Customer Name:

Signature:

Printed Name of Person Signing:

Title:

Date:

Accounts Payable Email:

By signing here, the Customer agrees to this Order Form, the Software Service Agreement and any other appendices and documentation expressly referenced in this Order Form, the Software Service Agreement and/or any amendments (together the “Agreement”).

The individual signing this Agreement represents and warrants that he or she has the right and authority to bind the Customer.

Cloudpermit
Signature:

Printed Name of Person Signing:

Jarkko Turtiainen
Title:

SVP North America
Date:

Page 2 ends

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CONFIDENTIAL
SA v6 – Aug 2023 1
Cloudpermit Software
Service Agreement
THIS AGREEMENT is made by and between the “Customer” as identified in the Order Form and Cloudpermit, Inc. a Delaware corporation with its office at 11911 Freedom Drive, Suite 720, Reston, VA, 20190 (“Cloudpermit”).

1. DEFINITIONS

1.1 Unless the context otherwise requires, the following words and expressions have the following meanings:
“Affiliate” means any entity that directly or indirectly controls, is controlled by, or is under common control with the subject entity. Such control, for purposes of this definition, means direct or indirect ownership or control by agreement or otherwise of more than 50% of the voting interests of the subject entity. “Agreement” means the Order Form, this Software Service Agreement and all appendices and other documents expressly referenced in the Order Form, this Software Service Agreement and/or any amendments.
“Business Day” means any day other than a Saturday, Sunday or federal holiday in the USA.
“Cloudpermit Software” means the Cloudpermit platform, software applications and any third-party software applications that Cloudpermit will provide access to for the Customer and End Users.
“Confidential Information” means any information made available by one Party to the other, in any form or medium, that is proprietary or confidential to a Party or its affiliates, or their respective customers, suppliers, or other business partners, including, without limitation, all documentation, products, tools, materials, inventions, discoveries, works of authorship, programs, derivative works, information, designs, know-how, trade secrets, configurations, technical information, data, ideas, methods, processes, schematics and business plans, whether or not specifically identified as confidential.
“Customer Data” means information, data and other content that is provided by the Customer to Cloudpermit, but does not include any content that is publicly available, currently or in the future.
"Customer Systems" means the Customer’s information technology infrastructure including computers, software, databases, database management systems, other electronic systems and networks, whether operated directly by the Customer or through the use of third-party services that enable the Customer and/or End Users to access the Cloudpermit Software.
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“End User” means any individual that Customer has designated or authorized to use the Cloudpermit Software. End Users may include, for example, residents, employees, consultants, contractors of Customer, and representatives of any other third parties with which Customer transacts business.
“End User Data” means the information, data and other content that is provided by an End User to Cloudpermit but does not include any content that is publicly available, currently or in the future.
“Fees” means the annual subscription fees, implementation fees and any other fees stated in the Order Form, any Appendix or otherwise agreed to in writing by the Parties.
“Force Majeure Event” means any event or occurrence which is outside the reasonable control of a Party and which is not attributable to any act or failure to take commercially reasonable preventative action by that Party, including war, act of foreign enemies, hostilities (regardless of whether war is declared), terrorist activities, strikes, lockouts, pandemics, interruption or failure of electricity, and Acts of God (including fire, flood, earthquake, hurricane, or other natural disaster), but not including insolvency or lack of funds.
“General Communications Network” means communication networks owned, and/or leased, and operated by internet service providers which allow individuals to access the internet and access the Cloudpermit Software via the internet. “Identifier” means a user name and password that associates an End User with the End User’s account or user ID in the Cloudpermit Software. “Implementation” means the initial configuration and implementation of the Cloudpermit Software for the Customer.
“Party” and “Parties” mean Cloudpermit and its affiliates and/or the Customer.

2. CLOUDPERMIT’S RESPONSIBILITIES

2.1 Cloudpermit will make the Cloudpermit Software available to the Customer pursuant to this Agreement and the additional terms and conditions for use of the Cloudpermit Software by End Users available at www.cloudpermit.com as may be amended from time to time.

2.2 Cloudpermit will use all commercially reasonable efforts to keep the Cloudpermit Software available for use except for downtime or degradation for maintenance, installation, change, data security risk, requirements of law, regulation by government authorities, a Force Majeure Event, or any other circumstances beyond Cloudpermit’s reasonable control.

3. CUSTOMER’S RESPONSIBILITES

3.1 The Customer and each End User is required to maintain an internet connection at its own cost to access the Cloudpermit Software.

3.2 The Cloudpermit Software may be used by the Customer and End Users only in accordance with this Agreement and the additional terms and conditions for use by End Users available at www.cloudpermit.com as may be amended from time to time. 34 of 280

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3.3 The Customer will at all times maintain and operate in good repair the Customer Systems and take all actions necessary to secure Customer Data, End User Data and access credentials, including Identifiers. Cloudpermit is not liable or responsible for any delay or performance failure caused by the Customer or Customer Systems.

3.4 If the Customer becomes aware of any actual or threatened harmful activity with respect to Customer Data, End User Data, Identifiers, unauthorized access to the Cloudpermit Software, unauthorized access to or acquisition of Customer Data or End User Data, or any other breach related to the Cloudpermit Software in any way, the Customer will immediately notify Cloudpermit and the Parties will each mitigate any negative effects of such harmful activity or breach.

3.5 The Customer will promptly, upon request by Cloudpermit, provide all necessary information and guidelines to Cloudpermit for providing the Cloudpermit Software to the Customer and its End Users. The Customer ensures that the information and guidelines it provides are correct.

3.6 The Customer shall not, and shall not authorize any other person to, access or use the Cloudpermit Software except as expressly permitted by this Agreement and the Customer shall not: (a) copy, modify or create derivative works or improvements to the Cloudpermit Software; (b) rent, lease, lend, sell, sublicense, assign, distribute, publish, transfer or otherwise make available the Cloudpermit Software to any person, including on or in connection with any time-sharing, service bureau, software as a service, cloud or other technology or service; (c) reverse engineer, disassemble, decompile, decode, adapt or otherwise attempt to derive or gain access to the source code of the Cloudpermit Software; (d) access or use the Cloudpermit Software other than by an authorized End User through the use of his or her own then-valid access credentials; (e) input, upload, transmit or otherwise provide to or through the Cloudpermit Software any content, information or materials that are unlawful or injurious, or contain, transmit or activate any harmful code or content; or (f) access or use the Cloudpermit Software for purposes of competitive analysis of the Cloudpermit Software, or for the development, provision or use of a competing software service or product.

4. SERVICE FEES AND PAYMENT TERMS

4.1 In consideration of Cloudpermit’s performance of its obligations under this Agreement, the Customer will pay all Fees in the manner provided for in the Order Form.

4.2 All Fees and other amounts payable by Customer stated in the Order Form and in this Agreement are exclusive of applicable taxes.

4.3 All amounts payable to Cloudpermit will be paid by the Customer in full without any set-off, recoupment, counterclaim, deduction, debit or withholding for any reason.

4.4 Any sum not paid by the Customer when due will bear interest from the due date until paid at a rate of 1.5% per month, compounded monthly, or the maximum rate permitted by law.

4.5 Invoices will be sent to the Customer as provided in the Order Form. 35 of 280

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SA v6 – Aug 2023 4

5. CHANGES

5.1 Cloudpermit reserves the right to make any changes to the Cloudpermit Software that it deems necessary or useful to: (a) maintain or enhance the quality or delivery of the Cloudpermit Software to its customers, the competitive strength of or market for the Cloudpermit Software, or the cost efficiency or performance of the Cloudpermit Software; or (b) to comply with applicable law.

5.2 Cloudpermit will make reasonable efforts to notify the Customer of any changes in advance. If such advance notice is not reasonably possible, then Cloudpermit will notify Customer after the change without delay.

6. DATA, PRIVACY AND PROTECTION

6.1 The Parties will each comply with all applicable privacy and data protection laws in force during this Agreement.

6.2 Cloudpermit warrants that it will employ security measures in accordance with Cloudpermit’s privacy policy available at www.cloudpermit.com as may be amended from time to time. Neither Party is responsible for the data security of the General Communications Network or any disturbance in the General Communications Network.

6.3 Customer has and will retain sole responsibility for: (a) all Customer Data and End User Data, including its content and use; (b) all information, instruction and materials provided by or on behalf of the Customer or any End User in connection with the Cloudpermit Software; (c) the Customer Systems; (d) the security and use of Customer's and End Users' access credentials, including Identifiers; and (e) all access to and use of the Cloudpermit Software directly or indirectly by or through the Customer Systems or any End Users' systems.

6.4 Customer will employ all physical, administrative, and technical controls, screening, and security procedures and other safeguards necessary to: (a) securely administer the distribution and use of Identifiers or other credentials to access the Cloudpermit Software; and (b) control the content and use of Customer Data and End User Data, including uploading or other use or processing of Customer Data and End User Data, whether or not related to the Cloudpermit Software.

6.5 Cloudpermit warrants that it will not cause or permit any Customer Data to be collected, reproduced, stored or otherwise processed in any manner or for any purpose other than performance of Cloudpermit’s obligations stated in this Agreement.

6.6 As between Customer and Cloudpermit, Customer is and shall remain the sole and exclusive owner of all right, title, and interest in and to Customer Data. Customer hereby grants to Cloudpermit a license to use and process Customer Data as necessary for performance of the Cloudpermit’s obligations stated in this Agreement and the Customer’s and End User’s use of the Cloudpermit Software.

6.7 The Cloudpermit Software may provide external links to other sites on the internet, as a convenience for the Customer and End Users. Cloudpermit is not responsible for such linked destinations and such links do not imply Cloudpermit’s association, affiliation, sponsorship or endorsement of the content, operation or security of any such linked destination.
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6.8 Cloudpermit will provide a mechanism for the Customer to download and export Customer Data and End User Data during the Term of the Agreement to the fullest extent commercially reasonable in light of the circumstances that required such data recovery and restoration.

6.9 Upon termination of the Order Form for any reason, whether or not Customer has retrieved Customer Data, Cloudpermit reserves the right to permanently and definitively delete the Customer Data held in the Services thirty (30) days following termination of the Order Form.

7. IDENTIFIERS AND THEIR USE

7.1 Cloudpermit will deliver to the Customer identifiers necessary for access to and use of the Cloudpermit Software in accordance with this Agreement and any additional terms and conditions for use by End Users.

7.2 The Customer will be responsible for the use of the Cloudpermit Software by its employees, agents and End Users, including use of Identifiers. The Customer will notify Cloudpermit without delay if an Identifier has been disclosed to a third party or if the Customer suspects that an Identifier has been disclosed or otherwise misused.

7.3 Upon request by Cloudpermit, the Customer will change any Identifier for access to the Cloudpermit Software.

7.4 Cloudpermit may change any Customer Identifier and will provide prompt notice to Customer of such change.

8. DATA LOCATION

8.1 The servers used by Cloudpermit to provide the Cloudpermit Software and all data regarding the Cloudpermit Software will be hosted in the USA.

9. WARRANTIES

9.1 Each Party represents and warrants to the other Party that it has all required powers and capacity to enter into this Agreement, to grant the rights and license granted under this Agreement, and to perform its obligations under this Agreement.

9.2 The Customer represents, warrants and covenants to Cloudpermit that the Customer owns or otherwise has, and will have, the necessary rights and consents in and relating to the Customer Data and End User Data so that, as received by Cloudpermit and processed in accordance with this Agreement, neither Party and will infringe, misappropriate or otherwise violate any intellectual property rights, or any privacy or other rights of any third party or violate any applicable law.

9.3 EXCEPT FOR THE EXPRESS WARRANTIES STATED IN THIS AGREEMENT, ALL

SOFTWARE, SERVICES AND MATERIALS PROVIDED BY ONE PARTY TO THE OTHER HEREUNDER ARE PROVIDED “AS IS”. CLOUDPERMIT HEREBY DISCLAIMS ALL

CONDITIONS AND WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY OR

OTHERWISE UNDER THIS AGREEMENT, AND CLOUDPERMIT SPECIFICALLY DISCLAIMS

ALL IMPLIED CONDITIONS AND WARRANTIES OF MERCHANTABILITY AND FITNESS

FOR A PARTICULAR PURPOSE, AND ALL WARRANTIES ARISING FROM COURSE OF DEALING, USAGE OR TRADE PRACTICE.
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10. OWNERSHIP AND INTELLECTUAL PROPERTY RIGHTS

10.1 The Customer acknowledges that, as between the Customer and Cloudpermit, Cloudpermit owns all right, title, and interest, including all intellectual property rights, in and to the Cloudpermit Software. The Customer and End Users are granted only a limited right to use the Cloudpermit Software during the term of this Agreement in accordance with this Agreement and the additional terms and conditions for use by End Users.

10.2 If the Customer or any of its employees or contractors sends or transmits any communications or materials to Cloudpermit by mail, email, telephone, or otherwise, suggesting or recommending changes to the Cloudpermit Software, including without limitation, new features or functionality relating thereto, or any comments, questions, suggestions, or the like, Cloudpermit is free to use and incorporate such feedback irrespective of any other obligation or limitation between the Parties governing such feedback for any purpose whatsoever and without any requirement to pay any compensation to the Customer or to any other person or entity.

10.3 If any part of the Cloudpermit Software is, or in Cloudpermit’s reasonable opinion is likely to be, claimed to infringe, misappropriate or otherwise violate any third party intellectual property right, or if the Customer’s or any End User’s use of the Services is enjoined or threatened to be enjoined, Cloudpermit may, at its option and sole cost and expense: (a) obtain the right for the Customer to continue to use the Cloudpermit Software materially as contemplated by this Agreement; (b) modify or replace the Cloudpermit Software, in whole or in part, to seek to make the Cloudpermit Software (as so modified or replaced) non-infringing, while providing materially equivalent features and functionality, in which case such modifications or replacements will constitute the Cloudpermit Software as provided under this Agreement; or (c) by written notice provided sixty (60) calendar days in advance to the Customer to terminate this Agreement with respect to all or part of the Cloudpermit Software (providing a pro-rated refund for any prepaid access to the Cloudpermit Software) and require the Customer to immediately cease any use of the Cloudpermit Software or any specified part or feature thereof.

11. INDEMNITY

11.1 Each party will indemnify, defend and hold harmless the other Party and its officers, directors, employees, agents, successors, subcontractors, attorneys, affiliates and assigns from and against any and all losses, damages, liabilities, claims, penalties, fines, costs or expenses of whatever kind, including legal fees, disbursements and charges, and the cost of enforcing any right to indemnification and the cost of pursuing any insurance providers incurred by a Party to the extent arising out of or relating to:
(a) any claim by a third party that a Party’s acts or omissions with respect to the Cloudpermit Software infringes a third party’s intellectual property right, provided that the foregoing obligation does not apply to any claim arising out of or relating to any access to or use of the Cloudpermit Software in a manner contrary to this Agreement or the additional terms and conditions for use by End Users available at www.cloudpermit.com as may be amended from time to time, or contrary to any instructions provided by Cloudpermit regarding use of the Cloudpermit Software or use of the Cloudpermit Software in combination with any hardware, system, software, network or other materials or service not provided or authorized by Cloudpermit; (b) the indemnifying Party’s breach of this Agreement; or (c) the indemnifying Party’s negligence or willful misconduct in connection with this Agreement. 38 of 280

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12. LIMITATION OF LIABILITY

12.1 IN NO EVENT WILL EITHER PARTY BE LIABLE TO THE OTHER PARTY IN CONTRACT,

TORT OR OTHERWISE, WHATEVER THE CAUSE THEREOF, FOR ANY LOSS OF PROFIT,

BUSINESS, REVENUE OR GOODWILL, DAMAGES CAUSED BY DELAYS, OR A FAILURE

TO REALIZE EXPECTED SAVINGS, OR ANY INDIRECT, SPECIAL, CONSEQUENTIAL,

INCIDENTAL, EXEMPLARY, AGGRAVATED OR PUNITIVE COST, DAMAGES OR EXPENSE

OF ANY KIND, HOWSOEVER ARISING UNDER OR IN CONNECTION WITH THIS

AGREEMENT OR THE CLOUDPERMIT SOFTWARE, WHETHER OR NOT SUCH DAMAGES,

COSTS, LOSSES OR EXPENSES COULD REASONABLY BE FORESEEN OR WHETHER OR NOT THEIR LIKELIHOOD HAS BEEN DISCLOSED.

12.2 NEITHER PARTY SHALL BE LIABLE FOR THE DESTRUCTION, LOSS OR ALTERATION OF THE OTHER PARTY’S DATA OR DATA FILES, NOR FOR ANY DAMAGES AND EXPENSES INCURRED AS A RESULT, INCLUDING EXPENSES INVOLVED IN THE RECONSTRUCTION OF DATA FILES.

12.3 IN NO EVENT SHALL EITHER PARTY’S AGGREGATE LIABILITY ARISING OUT OF OR

RELATED TO THIS AGREEMENT, WHETHER ARISING OUT OF OR RELATED TO BREACH

OF CONTRACT, TORT (INCLUDING NEGLIGENCE) OR OTHERWISE, EXCEED THE

AGGREGATE AMOUNT PAID OR PAYABLE TO CLOUDPERMIT PURSUANT TO THIS AGREEMENT DURING THE SIX (6) MONTH PERIOD IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM. MAXIMUM LIABILITY SHALL BE SIX (6) MONTHS OF THE ANNUAL SUBSCRIPTION FEE.

12.4 NOTWITHSTANDING THIS SECTION 12, NOTHING IN THIS AGREEMENT SHALL LIMIT EITHER PARTY’S LIABILITY FOR DELIBERATE BREACH, DELIBERATE DEFAULT, WILLFUL MISCONDUCT OR GROSS NEGLIGENCE.

13. CONFIDENTIALITY

13.1 In connection with this Agreement each Party (as the “Disclosing Party”) may disclose or make available Confidential Information to the other Party (as the “Receiving Party”). “Confidential Information” means information in any form or medium (whether oral, written, electronic or other) that the Disclosing Party considers confidential or proprietary, including, information consisting of, or relating to, the Disclosing Party’s technology, trade secrets, know-how, business operations, plans, strategies, customers and pricing and information with respect to which the Disclosing Party has contractual or other confidentiality obligations, in each case whether or not marked, designated or otherwise identified as “confidential”.

13.2 Confidential Information shall not include any data or information: (i) that, at the time of disclosure, is in or, after disclosure, becomes part of the public domain, through no act or failure on the part of the Receiving Party; (ii) that, prior to disclosure by the Disclosing Party, was already in the possession of the Receiving Party, as evidenced by written records kept by the Receiving Party in the ordinary course of its business, or as evidenced by proof of actual prior use by the Receiving Party; (iii) that was independently developed by the Receiving Party, by persons having no direct or indirect access to the Disclosing Party’s Confidential Information provided that the Receiving Party provides clear and convincing evidence of such independent development; or (iv) which, subsequent to disclosure, is obtained from a third person:
(A) who is lawfully in possession of the such information; (B) who is not in violation of any contractual, legal, or fiduciary obligation to either Party, as applicable, with respect 39 of 280

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to such information; and (C) who does not prohibit either Party from disclosing such information to others; (v) is further disclosed with the prior written consent of the Disclosing Party, but only to the extent of such consent; or (vi) is a disclosure required by state or federal open records laws or a disclosure ordered by a court or similar adjudicator or authority.

13.3 Each Party will, and will cause its employees, agents and contractors to hold Confidential Information of the other Party in confidence, and will use the same degree of care by instruction, agreement or otherwise, to maintain the confidentiality of the other Party’s Confidential Information that it uses to maintain the confidentiality of its own Confidential Information, and with at least a reasonable degree of care commensurate with the nature and importance of such Confidential Information. Each Party agrees not to make use of Confidential Information other than for the exercise of rights or the performance of obligations under this Agreement, and not to release, disclose, communicate or make it available to any third person other than employees, agents and contractors of any Party or third party who reasonably need to know it in connection with the exercise of rights or the performance of obligations under this Agreement.

13.4 In the event that a Party receives a request to disclose all or any part of the Confidential Information under the terms of a valid and effective subpoena or order issued by a court of competent jurisdiction or by a governmental authority, such Party will: (i) immediately notify the other Party of the existence, terms and circumstances surrounding such a request; (ii) consult with the other Party on the advisability of taking legally available steps to resist or narrow such request; and (iii) if disclosure of such Confidential Information is required, exercise reasonable efforts to obtain an order or other reliable assurance that confidential treatment will be accorded to such portion of the disclosed Confidential Information which the other Party so designates.

13.5 Each Party acknowledges and agrees that any unauthorized use or disclosure by it of any of the other Party’s Confidential Information, in whole or part, will cause irreparable damage to the Disclosing Party, that monetary damages would be an inadequate remedy and that the amount of such damages would be extremely difficult to measure. The Receiving Party agrees that the Disclosing Party shall be entitled to seek temporary and permanent injunctive relief to restrain the Receiving Party from any unauthorized disclosure or use. Nothing in this Agreement shall be construed as preventing the Disclosing Party from pursuing any and all remedies available to it for a breach or threatened breach of this Agreement, including the recovery of monetary damages from the Receiving Party.

13.6 Cloudpermit is entitled to identify the Customer as a user or former user of the Cloudpermit Software without violating any confidentiality obligation.

14. TERM AND TERMINATION

14.1 This Agreement commences on the date of its execution by the Customer and will continue in effect for the term stated in the Order Form unless terminated earlier under any of this Agreement’s express provisions.

14.2 Either Party may terminate this Agreement by giving written notice to the other Party upon the occurrence of any of the following: (a) the other Party defaults with respect to a material obligation under this Agreement and does not remedy that default within 40 of 280

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ten (10) Business Days after receiving written notice of the default; or (b) the other Party: (i) makes a general assignment for the benefit of its creditors; (ii) has issued against it a bankruptcy order or otherwise becomes subject to any involuntary proceeding under any domestic or foreign bankruptcy law; or (iii) commences or institutes any application, proceeding or other action under any law relating to bankruptcy, insolvency, winding-up, reorganization, administration, plan of arrangement, relief or protection of debtors, compromise of debts or similar laws.

Termination related to such assignment or bankruptcy will not result in any penalties or liability to either Party.

14.3 Upon the expiration or termination of this Agreement, except as expressly otherwise provided in this Agreement: (a) all rights, grants of rights, licenses, consents and authorizations by either Party to the other will immediately terminate; (b) notwithstanding anything to the contrary in this Agreement, with respect to Confidential Information then in its possession or control: (i) the Receiving Party may retain the Disclosing Party’s Confidential Information in its then current state and solely to the extent and for so long as required by applicable law, (ii) Cloudpermit may retain Customer Data in its backups, archives and disaster recovery systems until such Customer Data is deleted in the ordinary course of its business, (iii) all information described in this Agreement will remain subject to all confidentiality, security and other applicable requirements of this Agreement; and (c) Cloudpermit may disable all Customer and End User access to the Cloudpermit Software.

14.4 Termination or expiration of this Agreement will be without prejudice to any rights, remedies or obligations of the Parties accrued under this Agreement prior to termination or expiration.

15. FORCE MAJEURE

15.1 Neither Party will be liable for failure to fulfill, or for delay in fulfilling, its obligations required hereunder due to a Force Majeure Event.

15.2 The Party whose performance under this Agreement is prevented or delayed by a Force Majeure Event will advise the other Party by notice in writing of the occurrence of the Force Majeure Event as soon as possible and shall do all things reasonably possible to mitigate any loss being caused to the other Party by reason of the Force Majeure Event, and will notify the other Party of the termination of the Force Majeure Event.

16. NOTICES

16.1 Every notice or other communication between the Parties will be deemed to have been given and made if in writing and if served by personal delivery upon the Party for whom it is intended, when sent by registered or certified mail, return receipt requested, or by a national courier service, or if sent by email (receipt of which is confirmed) to the Customer’s and Cloudpermit’s contact persons as stated in the Order form.

16.2 Any such notification will be deemed to have been delivered: (a) upon receipt, if delivered personally; (b) on the next Business Day, if sent by national courier service for next business day delivery or if sent by email and (c) in five Business Days if sent by mail when the actual time of receipt is not otherwise shown by the postal system.

Any correctly addressed notice or last known address of the other Party that is reasonably relied upon that is refused, unclaimed, or undeliverable because of an act 41 of 280

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or omission of the Party to be notified shall be deemed effective as of the first date that said notice was refused, unclaimed, or deemed undeliverable by the postal authorities by mail, through messenger or commercial express delivery services.

17. ASSIGNMENT

17.1 Neither Party may assign or transfer this Agreement or any right under this Agreement without the prior written consent of the other Party, except to an Affiliate or successor in interest by merger, acquisition or reorganization.

18. AMENDMENTS AND WAIVERS

18.1 No amendment to this Agreement will be valid or binding unless it is made in writing and executed by all Parties. No waiver of any breach of any provision of this Agreement will be effective or binding unless made in writing and signed by the Party purporting to give any waiver and, unless otherwise provided, any waiver will be limited to the specific breach waived.

19. SEVERABILITY

19.1 If a provision of this Agreement is or becomes invalid, ineffective or unenforceable, the validity, effectiveness or enforceability of the remaining provisions will remain unaffected. The Parties will negotiate in good faith to replace the invalid, ineffective or unenforceable provision immediately with a valid, effective or enforceable provision which comes as close as possible to the spirit and purpose of the provision to be replaced.

20. APPLICABLE LAW AND DISPUTES

20.1 This Agreement is governed by the laws of the state in which the Customer is located excluding any conflict of law rule or principle of such laws that might refer such interpretation or enforcement to the laws of another jurisdiction. Each Party submits to the jurisdiction of the applicable court(s) in such location with respect to any matter arising under this Agreement.

21. CONTINUING TO PERFORM

21.1 Except in the event of termination of this Agreement pursuant to its terms, during a dispute or notice or cure period, Cloudpermit will continue to fulfill all its obligations under this Agreement, and Customer will continue to make all payments required by the Agreement.

22. ENTIRE AGREEMENT

22.1 This Agreement is the complete agreement between the Parties concerning the subject matter of this Agreement and replaces any prior oral or written communications between the Parties. There are no conditions, understandings, agreements, representations, or warranties expressed or implied, that are not specified in this Agreement including, without limitation, the Order Form. In the event and to the extent of an inconsistency or conflict between any of the terms of this Agreement, including its appendices, and any other documents incorporated herein by reference, 42 of 280

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the conflict or inconsistency shall be resolved by giving those provisions and documents the following order of descending precedence: (1) the Order Form; (2) this Software Service Agreement; (3) any Appendices; (4) any other document referenced by this Agreement or agreed to by the Parties, unless it expressly and specifically replaces or modifies any of the prior documents, in whole or in part.

23. RELATIONSHIP

23.1 The Parties are independent contractors and no other relationship is intended. Nothing herein shall be deemed to constitute either Party as an agent, representative or employee of the other Party, or both Parties as joint venturers or partners for any purpose. Neither Party shall act in a manner that expresses or implies a relationship other than that of independent contractor. Each Party shall act solely as an independent contractor and shall not be responsible for the acts or omissions of the other Party. Neither Party will have the authority or right to represent nor obligate the other Party in any way except as expressly authorized by this Agreement.

24. NO THIRD PARTY BENEFICIARIES

24.1 This Agreement is for the sole benefit of the Parties and their successors and assigns and nothing herein, express or implied, is intended to or shall confer upon any other person any legal or equitable right, benefit or remedy. End Users may benefit from their use of the Cloudpermit Software, but End Users’ relationships to the Parties are not defined by this Agreement because they are defined solely: (a) to Cloudpermit by the terms and conditions for use by End Users available at www.cloudpermit.com as may be amended from time to time; and (b) to the Customer by separate agreement(s), if any, between the Customer and End Users. 43 of 280

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25. EXECUTION

25.1 This Agreement must be executed simultaneously in two separate places: (1) on the Order Form; and (2) in the signature block below (both documents must be signed by the Customer before execution of this Agreement is complete). They may be executed in two or more identical counterparts, or by way of facsimile and electronic transmission without any further exchange of documents containing original signatures, each of which when executed by a Party will be deemed an original and such counterparts together will constitute one and the same Agreement.

CUSTOMER NAME: ____________________________________________ Signature: ____________________________________________ Printed Name of
Person Signing: ____________________________________________ Title: ____________________________________________
Date: ____________________________________________
I confirm that I have received and read all applicable product descriptions.

By signing here, the Customer agrees to the Order Form, this Software Service Agreement and any other appendices and documentation expressly referenced in the Order Form, this Software Service Agreement and/or any amendments (together the “Agreement”).

The individual signing this Agreement represents and warrants that he or she has the right and authority to bind the Customer.
____________________________________________
Signature: ____________________________________________ Printed Name of
Person Signing: ____________________________________________ Title: ____________________________________________
Date: ____________________________________________
Jarkko Turtiainen
SVP North America
Cloudpermit
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1 CLOUDPERMIT

IMPLEMENTATION MODEL
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2 TABLE OF CONTENTS
CLOUDPERMIT IMPLEMENTATION DESCRIPTION............................................................................... 2 IMPLEMENTATION TIMELINE............................................................................................................ 2 IMPLEMENTATION MODEL ............................................................................................................... 3 Kickoff.......................................................................................................................................... 3 Workshop.................................................................................................................................... 3 Configuration .............................................................................................................................. 3 Training & Testing....................................................................................................................... 3 Go Live......................................................................................................................................... 3 MILESTONES & ACCEPTANCE CRITERIA .......................................................................................... 4 CHANGE MANAGEMENT .................................................................................................................. 4 ADDITIONAL SERVICES COST........................................................................................................... 4

CLOUDPERMIT IMPLEMENTATION DESCRIPTION
The implementation model, described herein, details the proven model used to implement the various products offered by Cloudpermit for a new public-facing solution for the Customer. This is accomplished through a five-stage implementation process: Stage 1 – Kickoff, Stage 2 – Workshop, Stage 3 – Configuration, Stage 4 - Training & Testing and Stage 5 - Go Live.

The product(s) to be implemented is identified on the approved order form and is inclusive of the functionality that is identified in the product specific documentation.

Any services not listed on the Order Form are considered out of scope and can only be added through an agreed upon change order.

IMPLEMENTATION TIMELINE
The implementation schedule for Cloudpermit is mutually agreed upon prior to the Kickoff meeting and documented with a project plan. Any modifications or extensions to the project plan will be requested through the customer´s authorized representative and evaluated by Cloudpermit Head of Professional Services for review and discussion. If this modification or extension is granted, Cloudpermit will provide a change order to be signed by the Customer. Cloudpermit standard implementation timeline is detailed below.
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3 To manage this timeline, Cloudpermit Implementation Specialist will establish a weekly meeting checkpoint to ensure the implementation is on track and weekly action items are achieved.

IMPLEMENTATION MODEL
As part of the Implementation Model, Cloudpermit and the Customer will be responsible for performing tasks throughout the various stages of the implementation process. The following is a description of tasks needed to successfully complete the implementation of the Cloudpermit Product. For a more detailed description please refer to the Cloudpermit Implementation Methodology documentation.

Kickoff
A meeting between Cloudpermit and the Customers staff and key stakeholders to provide an overview of the product, discuss the goals and objectives and the agreed upon project schedule to establish a plan for a successful implementation.

Workshop
Cloudpermit solution is built on standard, out of the box, functionality. The workshop will ensure that the Implementation Specialist has a full understanding of the business processes, the details the municipality needs to collect from the applicant, fee schedules and any templates which needs to be generated.

Cloudpermit standard out of the box solution integrates with ESRI ArcGIS through a REST(API) to establish the property location and also integrates with certain Payment Providers to allow for online payments.

Cloudpermit encourages the use of 3rd party payment providers which are already integrated with Cloudpermit. The Implementation Specialist can provide a full list of the 3rd party payment providers, however, if the municipality uses another 3rd party vendor, then a custom integration is needed and could impact the schedule. This should be identified as soon as possible to minimize the impact to the schedule.

Note: Any Non-Standard Integrations are subject to additional Scope and costs.

Configuration
Configuration of Cloudpermit with the features and functionalities needed to allow the customer the ability to process applications using the online Cloudpermit solution.

Training & Testing
Cloudpermit Implementation Specialist will provide two (2) standard training sessions to key users of the system to ensure the customer can successfully test the product.

Additional Training: Cloudpermit’s training is built to ensure the customer is ready to utilize the software to its full extent. In some cases, additional training is necessary during implementation or Post Go Live.

The customer can order additional training according to Cloudpermit’s price list.

Go Live
Go Live includes a Go/No Go decision prior to a scheduled Go Live meeting where the training environment configuration will be promoted to the production. At the Go Live meeting the customer will 47 of 280
4 submit their first Customer permit/application and/or create their first case in Cloudpermit to satisfy the Customers go live.

MILESTONES & ACCEPTANCE CRITERIA
Milestones are used for acceptance of various steps within the Implementation process. At the completion of each milestone the client will receive a Milestone Acceptance Document to be signed accepting that the tasks provided within each milestone have been completed. It is agreed that the Customer will accept each Milestone, unless such Milestone contains a “go live blocker” defect and Customer so notifies Cloudpermit, in writing, within 5 business days of the Milestone Acceptance Request.

Milestones that do not receive notification of non-acceptance within 5 business days will be deemed accepted.

Milestone
Number
Milestone Description Billable
Amount
M1 Project Plan Acceptance 50%
M2 The kickoff, configuration, and 1
st training sessions has been completed 50%
Go Live tasks have been completed and the first permit/application is entered in Cloudpermit production Environment.

Once Cloudpermit has provided corrections, Customer will have Seven (7) business days to verify that the corrections are sufficient and to provide written notice of any failure to correct a Go Live Blocker. If no written notification is provided, the corrections and the Milestone will be deemed accepted.

Cloudpermit will correct all Go Live Blockers as described above and handle Post Go Live issues within a reasonable Post Go Live window. All other Defects will be tracked for potential future releases. Notice of any Go Live Blocker defect must be provided to Cloudpermit in writing.

CHANGE MANAGEMENT
Cloudpermit Implementation Model provides a comprehensive, fully inclusive approach to implement the Cloudpermit solution. During the implementation process, additional needs may be identified for the Customer, that are outside of the project scope. These items once identified will be managed through a Change Request. The Change Order will identify the request, detail the requirements and justification and any scheduling or cost implications resulting from the change Request.

ADDITIONAL SERVICES COST
Additional Services are available from the Professional Services team that may not be included in the previously agreed upon scope. Cloudpermit can provide additional services as per the price list and through a change order
For on-site meetings, travel and per diem expenses will be invoiced to the Customer in accordance with Cloudpermit Travel Policy which will include airfare, mileage, hotel accommodations and daily per diem. 48 of 280
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Additional Services Price List
11911 Freedom Drive, Ste 720
Reston, Virginia, 20190
+1 (833) 253-7376
Prices in USD valid as of March 2024
Category Description of Services Rate Billable
Professional Services Hourly Rate $180 Per Hour
Additional Training (remote) 2 hours with recording $1,500 Per Session Additional Training (Onsite) First day of Onsite training (recording and travel is included) $3,000 Per Project
Additional Training (Onsite) Second and Third day of Onsite training, up to 3 days max of Onsite training $1,000 Per Day
Data Import Data import of 1 Product $3,000 Upon Delivery Data Import Data import of 2 Products $5,000 Upon Delivery Data Import Data import of 3 Products $6,000 Upon Delivery Data Import Data import of 4 or more Products $7,000 Upon Delivery GIS Hosting Integration ESRI - Implementation Based on Scope Upon Delivery Integration ESRI - Subscription Based on Scope Annually Integration - AD (Azure) AD (Azure) - Implementation $700 Upon Delivery AD (Azure) - Subscription $500 Annually
Integration - Bluebeam Bluebeam - Implementation TBD Upon Delivery Bluebeam - Subscription TBD Annually
Integration - DigEplan DigEplan - Implementation $1,500 Upon Delivery DigEplan - Subscription $1,000 Annually
Integration - Laserfiche Laserfiche - Implementation $3,000 Upon Delivery Laserfiche - Subscription $2,500 Annually
Integration - Online Payments Online Payments - Implementation Based on Complexity Upon Delivery
Online Payments - Subscription $700 Per Project
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Integration - SSO SSO Open ID - Implementation $700 Upon Delivery SSO Open ID - Subscription $700 Per Project
Integration - Vizzly Vizzly - Implementation TBD Upon Delivery Vizzly - Subscription TBD Per Project
Integration - Out of Scope Out of Scope - Implementation Based on Scope Upon Delivery Out of Scope - Subscription $500 Annually
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Cloudpermit
Building Permitting
Product Description
2023
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1 ©2023 Cloudpermit Confidential
Contents
General Description.....................................................................................................................................2 Cloudpermit Core Benefits.........................................................................................................................2 Cloudpermit Building Permitting ..............................................................................................................2 Cloudpermit Common and Building Permitting Features....................................................................3 Cloudpermit Registration and Login....................................................................................................3 Cloudpermit Dashboard .........................................................................................................................4 Cloudpermit Workspace .........................................................................................................................5 Interactive Maps ......................................................................................................................................5 Messaging .................................................................................................................................................6 Pre-Consultation ......................................................................................................................................7 Review Management...............................................................................................................................7 Circulation .................................................................................................................................................8 Permit Issuance ........................................................................................................................................9 Inspections ................................................................................................................................................9 Fees Management................................................................................................................................ 10 Report Management............................................................................................................................ 11 Configuration Tools .................................................................................................................................. 11 Configuration Description....................................................................................................................... 12 Cloudpermit Third-Party Integrated Systems...................................................................................... 13 Standard Configurable Third-Party Integrations ............................................................................ 13 Geographic Information System (GIS) .............................................................................................. 13 Online Payment..................................................................................................................................... 14 Authentication through Open ID Connect (OIDC) .......................................................................... 14 Multi-Factor Authentication (MFA).................................................................................................... 14 Additions and Minor Changes to Third-Party Integrations........................................................... 15 Custom Integrations............................................................................................................................. 15 Integrations with Backend Systems .................................................................................................. 15 Integrations with Electronic Archives................................................................................................ 15 52 of 280
2 ©2023 Cloudpermit Confidential
General Description
Cloudpermit is online community development software that provides local governments with Softwareas-a-Service (SaaS) products available 24/7.

The Cloudpermit product portfolio includes Building Permitting, Planning, Land Use Permitting, and Code Enforcement products.

This product description applies to Building Permitting product.

The information in this document is subject to change without notice aligning with future releases.

Releases supply information about new features and non-security updates.

Cloudpermit Core Benefits
Cloudpermit supplies one complete end-to-end product for local governments to manage the entire building, licensing, and planning e-permitting and code enforcement case process. It allows all parties integral to the process, from applicants to authorities to key stakeholders. This ensures that all parties receive real-time information about applications, licenses, and cases.

Below are described the primary benefits Cloudpermit provides to its customer base:
 Cloudpermit standardizes local government's building, licensing, planning, and code enforcement processes by supplying the best digital practices.
 The 24/7 online service on any browser or operating system allows remote and mobile work onsite.  Monthly releases enable automatic updates to the product providing the latest updates and enhancements while not requiring users to download or install any software files.  A cloud-based SaaS product provides a quick and easy implementation with a municipality-based configuration, lessening the burden on municipal resources.  Through interactive maps, local governments can use high-quality location data and up-to-date property information. This up-to-date property information is derived directly from the local government's Geographic Information System (GIS).
 Workspaces enable instant collaboration and communication within applications and code enforcement cases, simultaneously speeding up processes and improving the workflow for all involved parties.

Cloudpermit Building Permitting
The Building Permitting product supplies online applications for public builders and municipal building authorities. The product is accessible on any browser and mobile device with an Internet connection.

The Building Permitting product enables the following features:
 It provides end-to-end, online software for local government building department customers, which helps them to manage applications efficiently and effectively.  It allows the public to submit and track their building applications online.  It helps streamline processes associated with the day-to-day responsibilities of building departments.
 It offers unique features to assist with pre-consultation, application reviews, inspections, permit issuance, and much more.
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The Cloudpermit software is automatically updated periodically with the latest updates and enhancements, not requiring users to download or install any software files.

Cloudpermit Common and Building Permitting Features
Cloudpermit comprises unique features standard throughout the product. These include Registration and Login, Dashboard, Workspace, Configuration tools, Interactive Maps, and Messaging.

Cloudpermit Common Features:

Cloudpermit Registration and Login
Cloudpermit Dashboard
Cloudpermit Workspace
Configuration Tools
Interactive Maps
Messaging
The Building Permitting software provides Pre-Consultation, Review Management, Circulation, Inspections, Fees Management, and Report Management features to enhance an excellent user experience in the building workflow.

Cloudpermit Building Permitting features:

Pre-Consultation
Review Management
Circulation
Inspections
Fees Management
Report Management
Cloudpermit Registration and Login
Cloudpermit maintains one centralized login function supplying the same functionality for public users and municipal authorities.

The login can be integrated with the organization's Active Directory (option) or a third-party Multi-Factor Authentication (MFA).

Municipal authorities will receive the Cloudpermit User ID during the product configuration. 54 of 280
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A public user must first register the Cloudpermit account to the service. Through registration, the user is guided through a draft application to ensure an understanding of functionality.

Cloudpermit Dashboard
The Cloudpermit dashboard displays high-level information in a compact view. It enables new application creation, tracking user notifications and action requests, and searching, sorting, and filtering workspaces at each application lifecycle stage.

The dashboard includes the "Tasks and requests" view that notifies users about action requests.

The dashboard allows applicants and municipal authorities to search and filter properties, applications, and code enforcement cases using various preconfigured search criteria.

The "Results" section shows the filtered workspaces in a list mode or a map view according to a user's choice.
 In the map view, the users can adjust their map by zooming in/out or choosing different layers to display the property location.
 The list view shows the results as cards with the selected essential information of each workspace.

The “Results” section with a map view.
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5 ©2023 Cloudpermit Confidential
The primary navigational and functional elements are the same for applicants and municipal authorities in their dashboard in Cloudpermit. However, municipal authorities have additional features, like the Inspections section with quick access links to My today, Dispatching, and Cancelled inspections workspaces.

The quick access links in the user dashboard.

Cloudpermit Workspace
The Cloudpermit workspace is the core collaborative space for adding, updating, changing, uploading, and storing application and project information.

Each workspace holds the processes, functionality, and data fields necessary to manage, approve, and issue building and planning applications and code enforcement cases.

The “Building Permit” application workspace.

Interactive Maps
All Cloudpermit users can benefit from the interactive maps within Cloudpermit.

The interactive maps enable applicants to search for properties by address, roll number, PIN, or PID, enter property details manually, or map properties on the interactive map during the application creation. 56 of 280
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Cloudpermit displays the property on a map with the location details.

On the department side, the GIS integration aids municipal authorities in selecting permit and inspection working areas, planning routes, and navigating optimal driving instructions for inspectors with a Google Maps integration. The map integration allows municipal authorities to read and accurately calculate property size, display information, and assign different sites based on locations and zones.

Messaging
The Messages feature is for all users and stakeholders. Built into each application, users can send, reply, and follow an application's public (messages visible to all users) or direct (messages visible to selected recipients) workspace messages within the application.

This real-time communication can remarkably speed up the application process for all parties associated with the application.

The workspace for public messages.
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Pre-Consultation
Pre-consultation is a pre-application step that is usually voluntary for building applicants. However, local governments may configure it as a mandatory step for specific application types.

Suppose pre-consultation is not mandatory in the selected building application type. In that case, applicants may decide during the application creation if they wish to have pre-consultation for their building plans. The pre-consultation option is available after selecting the application type, category, work type, and target for the draft application.

The applicant requests a pre-consultation in the application.

The pre-consultation process includes one or more interactive meetings arranged through Cloudpermit. In that way, applicants and their authorized representatives can present and discuss their development proposal with relevant staff and external agencies within the local government well advanced of the project start. Cloudpermit enables municipalities to track and document their pre-consultation process digitally.

The pre-consultation process is as follows:
 Applicants request a pre-consultation through a guided step-by-step process in Cloudpermit. The pre-consultation usually includes one or more meetings between the parties, which the municipal building authorities set up via Cloudpermit.
 Upon meeting completion, the municipal building authority prepares a pre-consultation report and a draft approval application with requirements for the applicants to submit to the municipality in Cloudpermit.

Review Management
The Review Management is for municipal authorities.

Cloudpermit enables municipal authorities the management of application submission reviews by providing a variety of review types that municipal administrators can configure for relevant application reviewers in Cloudpermit.
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Municipal authorities assess each application and its plans after they are submitted. If the application requires extra reviews, municipal authorities request them from the appropriate reviewers. After completing evaluations, reviewers mark the forms and attachments evaluated as complete. If the application requires revisions from the applicant, a change request will be sent to the applicant.

The Reviews section in the building application workspace.

When a change is requested for the application, Cloudpermit creates a task for applicants, which appears in the dashboard's Task and requests section. Applicants will also be notified via email about the change request.

After providing the required changes for the application, municipal authorities verify them. Also, the review result, notes, and time used are recorded in Cloudpermit. After completing all required application reviews, municipal authorities create a permit on configurable templates in Cloudpermit.

Circulation
Circulation is an essential part of processing workspaces within Cloudpermit.

Cloudpermit allows municipalities to decide which internal and external organizations, agencies, and corporations may participate as stakeholders in the Circulation process and add them to the municipality's approver groups in Cloudpermit.

In practice, the responsible municipal authority circulates the building application to the stakeholders, such as fire, water, or sewerage departments requesting comments or approvals in Cloudpermit. This way, comments and approvals can be requested from all stakeholders concurrently, which speeds up the approval processes.

Cloudpermit supplies user management and task assignment functionalities for stakeholder organizations to manage requests and internal circulation. However, the municipal building department's authorities can control who can see the original comments online. Cloudpermit also notifies the assigned circulation authorities or organization's administrators of new circulation requests and approaching due dates.

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The municipal building authority completed the circulation request.

After circulation, the requesting municipal authority prepares and publishes a report to applicants, including received comments and approvals for the project.

Cloudpermit notifies the assigned circulation authorities or the organization's administrator of new circulation requests and approaching due dates.

Permit Issuance
The Permit Issuance feature is for municipal authorities.

The feature enables municipal authorities to define, create, and issue permits on pre-configurable templates. It also allows them to decide the project's required inspections and permit fees.

After completing reviews and acknowledging application payments, municipal authorities prepare the permit for issuance.
 All issued permit PDFs are downloadable and saved in the application’s “Permits” section in Cloudpermit.
 Applicants and municipal authorities have access to all permits on the application anytime.

The “Permits” section in the building application workspace.

Inspections
A crucial component of Cloudpermit is the Inspections feature for municipal building authorities.

The Cloudpermit configuration enables municipal authorities to configure a set of default inspections for the selected application types.

They can manage inspections by adding new ones, removing unnecessary ones, and publishing a list of required inspections on each application they work on.
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The inspections configuration workspace.

Applicants request inspections through the Inspections feature in their application in Cloudpermit and decide the date and time of the inspection.

Once the inspection request is dispatched to the relevant inspector, Cloudpermit allows building and planning inspectors to conduct on-site mobile inspections.

Inspectors only need to write their notes once, ensuring all data is available for all municipal authorities within the department online on any connected mobile device.

Inspectors have all permit information, property contact information, approved drawings, reports, and previous inspection data online in Cloudpermit.

Inspectors can do the following:
 Manage deficiencies and orders online.
 Upload photos to their inspection notes during the on-site visit.  Benefit from the configured templates while creating reports and certificates on-site.

All conducted inspections with the downloadable inspection report PDFs are recorded in the “All Visits” section in Cloudpermit.

The “All Visits” section in the inspection workspace.

Fees Management
The Fees Management feature is for municipal authorities.

The feature is an all-in-one solution that allows Cloudpermit to manage permit and application fees. It facilitates payments made and received in person or online via native third-party integrations.

Municipality administrators create and process fees using preconfigured fee items. Additionally, Cloudpermit allows automation of fee calculation for deposits and upfront fees. The fee automation inserts the appropriately calculated fee for the bill to be paid online. Additionally, Cloudpermit automatically prepares and sends applicants a downloadable invoice PDF via email. 61 of 280
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The fees and schedules configuration workspace.

The integrated online payment solution has the following benefits:
 Online payment remarkably reduces on-premises cash payments because applicants can safely make payments online 24/7 and benefit from better transparency in their paid fees.  Online payment enables municipal authorities to automate permit delivery straight after the permit fee is acknowledged.

The selection of integrated online payment providers in Cloudpermit is limited. The third-party integration chapter on page 13 lists available integrated payment checkout systems.

However, Cloudpermit can integrate the payment process into local governments' payment checkout systems upon agreement (priced separately).

Report Management
The Report Management feature is for municipal authorities.

This feature provides customizable data exports for permits, payments, inspections, and review data. It also enables automatic assessment reporting for selected regions.

Processing time, review, and inspection reports reveal the organization's performance, supporting the process's improvement. The reporting data helps municipalities report issued permit numbers and types. It also provides a view of current open permits and in-progress applications.

Configuration Tools
According to the municipality's requirements, local government administrators have complete control of the service, including the Cloudpermit configuration.

Cloudpermit Building Permitting configuration enables the following:
 Managing approver and user groups
 Working application type configuration with requirements for each type  Configuring and managing inspections
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 Configuring and managing application fee items for schedules  Managing payment page settings
 Supporting managing review configurations
 Allowing automating notifications, for example, for permit expiry.  Managing language settings and selection in the user interface  Managing building document templates
 Managing role-based permission in user management.

Cloudpermit also develops and sets various application templates and forms for municipal users.

Configuration Description
The tables below display the Building Permitting features configuration.

Configuration:

Section Component Description
Building permit
categories
Category
description
It allows changing the description of a
category.

Building permit
categories
Project types It includes work categories, work types, and work targets.

Supplemental
building permit
Categories It allows the selection and editing of types of supplemental building permits.

Attachment types Add a new
attachment type
It includes available attachment types for
permits.

Reviews and required
forms, attachments,
and review configs
Forms The available forms will be added as required
for any application type.

Permit numbering Permit number It allows assigning a numbering system to a municipality.

Fees Management:

Section Component Description
Fee schedule Configuration It includes a list of available fees specific to each client.

Other settings Online payment It allows configuring Cloudpermit to accept online payments from various service
providers.

Inspections:

Section Component Description
Inspections Time slots Cloudpermit supports two timeslots for inspection scheduling: 8:00 - 12:00 p.m. and
12:00 p.m. - 4:00 p.m.
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Inspection types Inspection subtypes Cloudpermit supports two inspection subtypes currently.

Templates:

Section Component Description
Templates PDF Templates for
inspections
It includes permit templates with customizable
layouts.

Templates PDF Templates for
inspections
It includes template types.

Location for the
application
Extra map layers Cloudpermit can enable additional map layers for the client.

Application & Review:

Section Component Description
Sign off Compliance language It enables wording specific to country/province/state. Cloudpermit supports
the following languages: en-ca, en-us, and frca.

Cloudpermit Third-Party Integrated Systems
Cloudpermit has standard configurable integrations to over twenty (20) systems categorized under six different integration types described below.

Standard Configurable Third-Party Integrations
Cloudpermit has integrations to third-party systems that can be configured for the client as part of the standard implementation. These integrations may include monthly or annual fees, which will be stated in a contract.

Supported GIS integrations include the following:
• ESRI ArcGIS
• CGIS
• CartoVista
• MuniSight
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Online Payment
Cloudpermit integrates with most online payment providers through various online checkout systems or payment gateways to process fees and dues. Users can choose an online payment option for their bills when an online payment integration is configured for a municipality.

Payer information and bill contents are sent to the PCI-compliant payment provider and forwarded to the provider's checkout page. The payment provider returns information about the success of the payment.

Where necessary (and possible), the convenience fees are configured in the payment system.

Supported Online Payment integrations include the following:
• Allpaid
• Bambora
• CCP/NIC Online Payment
• ePay
• E-xact
• Government Window
• Merchante
• Moneris
• OpenEdge
• Paymentus
• PayNowlink
• Square
• Stripe
• Payeezy
Authentication through Open ID Connect (OIDC)
When a user account is linked to an external system for authentication, Cloudpermit sends the authentication through an Open ID Connectivity (OIDC) API (Application Program Interface) to a thirdparty login page for the organization.

With this integration, the whole authentication happens in the third-party system, which returns a success of authentication to Cloudpermit. The integration does not include authorization; all groups and permissions are managed in Cloudpermit.

Supported OIDC authentication integrations include the following:
• Azure AD
Additional AD integrations are priced separately and, if applicable, addressed within your contract.

Multi-Factor Authentication (MFA)
When a Multi-Factor Authentication (MFA) is needed for a department, Cloudpermit login will require at least Two-Factor authentication.

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The third-party system must supply an OIDC (Open ID Connect) interface, and it returns the success of the second-factor authentication to Cloudpermit.

Supported MFA integration includes the following:
• Duo
Additions and Minor Changes to Third-Party Integrations Cloudpermit adds integrations with new systems if the integration is for an existing integration type, e.g., Online Payment or GIS. Cloudpermit has confirmed that the third-party system has Application Program Interfaces (APIs) that support the current integration model.

All integrations to new systems and minor changes to existing system integrations must be agreed upon separately, and they are not included in the standard implementation. Delivery may contain a development fee and an annual or monthly fee.

Cloudpermit will give an estimated future release for integration upon agreement.

Custom Integrations
All other integrations not Configurable Standard integrations, minor changes to existing integrations, or new systems with an existing integration type are considered Custom Integrations.

All custom integrations require a feasibility study and specifications before the agreement. Cloudpermit will give an estimated future release for integration upon agreement.

Delivery of a Custom Integration contains a development fee and an annual or monthly fee.

Integrations with Backend Systems
In backend system integrations, Cloudpermit leverages an integration process that enables sending the information to a backend system.
 Cloudpermit creates a folder in the backend system for each workspace.  Cloudpermit links the properties and contacts into the folder and make new contacts if necessary.  Cloudpermit updates the folder's status and specified data fields in the folder.

Integration can be configured to include the transfer of fees to the backend system. Completed reviews and inspections can be configured to be transferred too. The integration setup will require changes in the backend system and mapping statuses and codes between the systems.

Integrated backend solutions are priced separately and, if applicable, addressed within your contract.

Integrations with Electronic Archives
This type of integration sends the content of a workspace to an external system for archival. The thirdparty systems are Enterprise Content Management (ECM) or Electronic Archives. Cloudpermit will create an archival folder in the third party, write the values of the configured data fields in the folder, and transfer configured attachments into the folder for archival.

Integrated electronic archive solutions are priced separately and, if applicable, addressed within your contract.
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Code Enforcement
Product Description
2023
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Contents
Description....................................................................................................................................................2 Cloudpermit Core Benefits.........................................................................................................................2 Cloudpermit Code Enforcement ...............................................................................................................2 Cloudpermit Code Enforcement Features ..............................................................................................2 Complaint and Case Management ......................................................................................................3 Public View ................................................................................................................................................4 Configuration Tools .....................................................................................................................................5 Configuration Description..........................................................................................................................5 Cloudpermit Third-Party Integrated Systems.........................................................................................6 Standard Configurable Third-Party Integrations ...............................................................................6 Geographic Information System (GIS) .................................................................................................6 Online Payment........................................................................................................................................7 Authentication through Open ID Connect (OIDC) .............................................................................7 Multi-Factor Authentication (MFA).......................................................................................................8 Additions and Minor Changes to Third-Party Integrations..............................................................8 Custom Integrations................................................................................................................................8 Integrations with Backend Systems .....................................................................................................8 Integrations with Electronic Archives...................................................................................................9 68 of 280
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Description
Cloudpermit is an online community development software that provides local governments with Software-as-a-Service (SaaS) products available 24/7.

The Cloudpermit product portfolio includes the Building Permitting, Planning, Land Use Permitting, and Code Enforcement products.

This product description applies to the Code Enforcement product.

The information in this document is subject to change without notice aligning with future releases.

Releases supply information about new features and non-security updates.

Cloudpermit Code Enforcement
The Cloudpermit Code Enforcement product supplies functionality to enforce violations of statutes or ordinances regulating public health, safety, public works, and building standards within the municipality.

Accessible through any browser or mobile device, municipal code enforcement authorities manage citizens' complaints, inspections, and code enforcement cases to ensure the violations are duly resolved.

Cloudpermit Code Enforcement Features
The Cloudpermit Code Enforcement software provides Complaint and Case Management and Public View functions to provide an excellent user experience in the municipality's code enforcement workflow. 69 of 280
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Cloudpermit Code Enforcement Features:

Complaint and Case Management
Public View
Complaint and Case Management
The Complaint and Case Management functionality, i.e., the “complaints and new cases” workspace, provides comprehensive functionalities for processing code enforcement complaints and creating new cases.

By clicking the "Open Complaints" or “Crete New Case” links on the user dashboard, the user will access the “complaints and new cases” workspace.

Access to the “complaints and new cases” workspace.

Using the workspace for complaints and new cases, code enforcement officers can manage all complaints.

These complaints may have come from the public via "Public View" or from code enforcement authorities who received them via phone, email, social media, or municipal website and recorded them in Cloudpermit via complaints and new case workspace.

The Complaint and Case Management in Cloudpermit enables the following:
 Cloudpermit's interactive maps enable one to search for code violation properties by address, PIN, PID, or spot properties on the map.
 Users can filter complaints by selecting the category and status criteria from the drop-down menus. Cloudpermit displays the top-matching cases as case cards in the “Results” section and as pins on the map.
 Users can select to display all past complaints (reviewed, closed, abandoned) in the map or list view.
 Code enforcement officers triage the complaints. The invalid complaints will be abandoned.

However, they remain in the system and can be reopened anytime.  Creating new cases will take all valid complaints to the code enforcement process.  Cloudpermit automatically creates pre-scheduled inspections the code enforcement officers can manage by modifying the suggested date and time and assigning them directly to an available inspector.
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Creating a case for the valid complaint in the “complaints and new cases” workspace.

Each municipality's category types for complaints and cases are configurable to match their local ordinances and codes.

Additionally, code enforcement officers can open a new case in the workspace for complaints and new cases without first filing a complaint if they discover a violation without receiving a formal complaint.

Creating a complaint for the specific property location in Cloudpermit.

Public View
A municipal code enforcement department can publish a “Public View” in Cloudpermit to display the existing complaints and code enforcement cases on a map. The “Public View” also enables citizens to submit new complaints.

The “Public View” functionality is configurable. Municipal administrative users can select which contact information, for example, name, phone, address, and email, is required by the complainant and provide options for different categories for the complaints.
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Municipal administrators can also restrict the ability to show any existing complaints or code enforcement cases on the map.

The “Public View” is displayed at the top of the “complaints and new cases” workspace.

Configuration Tools
Administrative users can adjust the service to the municipality's requirements using Cloudpermit's configuration tools.

Cloudpermit Code Enforcement configuration enables the following:
 Adding and managing by-law enforcement categories and visibility of complaints  Managing the content for field inspections
 Managing attachment types, party roles, and archiving configuration  Managing case numbering
 Managing fees configuration
 Working forms and templates configuration
 Managing reporting configuration
 Managing user groups and role-based permissions.

Additionally, municipalities can manage their system language selection.

Configuration Description
The tables below describe the Cloudpermit Code Enforcement configuration.

Configuration:

Section Component Description
Code Enforcement
categories
Category description, Archive
setting, Complaints
It allows changing the category
description, archiving a case
workspace, and managing the
visibility of complaints in the Public
View and other departments.
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Fees Management:

Section Component Description
Fee schedule Configuration It includes a list of available fees specific to each client.

Other settings Online payment integration It allows configuring Cloudpermit to accept payment from online providers.

Inspections:

Section Component Description
Inspections Time slots It includes available time slots for inspection scheduling.

Inspection types Inspection subtypes It allows managing inspection types and their descriptions.

Templates:

Section Component Description
Templates PDF templates for inspections It includes configurable inspection report templates.

Templates PDF templates for letters It includes configurable templates for several kinds of letters.

Location for the
application
Extra map layers Additional map layers can be enabled
for the client.

Cloudpermit Third-Party Integrated Systems
Cloudpermit has standard configurable integrations to over twenty (20) systems categorized under six different integration types described below.

Suppose the need for integration with a standard configurable integration cannot be fulfilled. In that case, Cloudpermit may provide integration to a new system, make a minor change to an existing one, or develop a custom one. These integrations are priced separately and, if applicable, addressed within your contract.

Geographic Information System (GIS)
Cloudpermit supports a one-way integration with the municipal authority's GIS to search properties by civic address or property identifier, retrieve property information, read map layers to be shown on maps, and retrieve owner information.
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Supported GIS integrations include the following:
• ESRI ArcGIS
• CGIS
• CartoVista
• MuniSight
Online Payment
Cloudpermit integrates with most online payment providers through various online checkout systems or payment gateways to process fees and dues. Users can choose an online payment option for their bills when an online payment integration is configured for a municipality.

Payer information and bill contents are sent to the PCI-compliant payment provider and forwarded to the provider's checkout page.

The payment provider returns information about the success of the payment. Where necessary (and possible), the convenience fees are configured in the payment system.

Supported OIDC authentication integrations include the following:
• Azure AD
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Additional AD integrations are priced separately and, if applicable, addressed within your contract.

Multi-Factor Authentication (MFA)
When a Multi-Factor Authentication (MFA) is needed for a department, Cloudpermit login will require at least Two-Factor authentication.

After successful Cloudpermit authentication, the users will be sent to a third-party system for secondfactor authentication, such as a mobile app or Security Management System (SMS).

The third-party system must supply an OIDC (Open ID Connect) interface, and it returns the success of the second-factor authentication to Cloudpermit.

All integrations to new systems and minor changes to existing system integrations must be agreed upon separately, and they are not included in the standard implementation.

Delivery may contain a development fee and an annual or monthly fee. Cloudpermit will give an estimated future release for integration upon agreement.

Custom Integrations
All other integrations that are not Configurable Standard integrations, minor changes to existing integrations, or new systems with an existing integration type are considered Custom Integrations.

All custom integrations require a feasibility study and specifications before the agreement. Cloudpermit will give an estimated future release for integration upon agreement. Delivery of a Custom Integration contains a development fee and an annual or monthly fee.

Integrations with Backend Systems
In backend system integrations, Cloudpermit leverages an integration process that enables sending the information to a backend system.
 Cloudpermit creates a folder in the backend system for each workspace.  Cloudpermit will link the properties and contacts into the folder and make new contacts if necessary.
 Cloudpermit updates the folder status and specified data fields in the folder.

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Integrations with Electronic Archives
This type of integration sends the content of a workspace to an external system for archival. The thirdparty systems are Enterprise Content Management (ECM) or Electronic Archives. Cloudpermit will create an archival folder in the third party, write the values of the configured data fields in the folder, and transfer configured attachments into the folder for archival.

Integrated electronic archive solutions are priced separately and, if applicable, addressed within your contract.
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Cloudpermit
Land Use Permits
Product Description
2023
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Contents
General Description.....................................................................................................................................2 Cloudpermit Core Benefits.........................................................................................................................2 Cloudpermit Land Use Permits .................................................................................................................2 Cloudpermit Land Use Permits Key Core Features ...............................................................................3 Circulation .................................................................................................................................................3 Review Management...............................................................................................................................3 Committee and Council Meetings ........................................................................................................4 Public Notice .............................................................................................................................................5 Conditions .................................................................................................................................................7 Permit Issuance ........................................................................................................................................7 Land Use Permit Types in Cloudpermit ...................................................................................................8 Zoning Permits..........................................................................................................................................8 Special Use Permits .................................................................................................................................8 Conditional Use Permits .........................................................................................................................8 Configuration Tools .....................................................................................................................................9 Cloudpermit Configuration ........................................................................................................................9 Cloudpermit Third-Party Integrated Systems...................................................................................... 10 Standard Configurable Third-Party Integrations ............................................................................ 10 Geographic Information System (GIS) .............................................................................................. 10 Online Payment..................................................................................................................................... 11 Authentication through Open ID Connect (OIDC) .......................................................................... 11 Multi-Factor Authentication (MFA).................................................................................................... 11 Additions and Minor Changes to Third-Party Integrations........................................................... 12 Custom Integrations............................................................................................................................. 12 Integrations with Backend Systems .................................................................................................. 12 Integrations with Electronic Archives................................................................................................ 12 78 of 280
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General Description
Cloudpermit is an online community development software that provides local governments with Software-as-a-Service (SaaS) products available 24/7.

The Cloudpermit product portfolio includes Building Permitting, Business Licensing, Code Enforcement, Land Use Permits, and Planning products.

This product description applies to Cloudpermit Land Use Permits product.

The information in this document is subject to change without notice aligning with future releases.

Releases supply information about new features and non-security updates.

Cloudpermit Land Use Permits
The Cloudpermit Land Use Permits product complements Planning, supplying online land use planning permits for builders and local government planning authorities.

As many building permits require a land use permit to be issued first, the Land Use Permits product helps bridge the gap between the land use permit and building permit processes.

Cloudpermit categorizes land use permitting into zoning, conditional use, and special use permits.

Municipal planning departments can accept and issue each application type through Cloudpermit for a seamless end-to-end process.
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Cloudpermit Land Use Permits Key Core Features
The Land Use Permits product provides the Circulation, Review Management, Committee and Council Meetings, Public Notice, Conditions, and Permit Issuance features to enhance an excellent user experience in the land use permitting workflow.

Cloudpermit Land Use Permits Key Core Features:

Circulation
Review Management
Committee and Council Meetings
Public Notice
Conditions
Permit Issuance
Circulation
Circulation is an essential component of processing workspaces in Cloudpermit. This feature allows building and planning authorities to decide which internal and external organizations, agencies, and corporations may participate as stakeholders in circulation. Here key stakeholders can have access as a municipality's approver in identified workspaces.

Conditional use permits, for example, may require municipal authorities to circulate those applications in the land use permitting process. In practice, the responsible municipal authority circulates the conditional use workspace to the stakeholders, such as fire, water, or sewage departments, requesting comments or approvals in Cloudpermit. This way, comments, and approvals can be requested from all stakeholders concurrently, speeding up the approval processes.

The circulation feature supplies user management and task assignment functionalities for stakeholder organizations to manage their requests and circulations. This allows the municipal department's authorities to control who can see the original comments online. This feature also contains built-in notification functionality to provide all identified stakeholders with circulation requests, due dates, and updates.

The circulation feature allows municipal department authorities to complete the circulation request on the stakeholders(s) behalf and record their results. Providing municipal authorities confidence that all circulations are accurately recorded within the workspace.

After circulation, the requesting authority prepares and publishes a report to applicants, including received comments and approvals from the workspace.

Review Management
The Review Management feature enables municipal authorities to manage application submission reviews by providing a variety of review types that municipal administrators can configure for relevant application reviewers.

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Cloudpermit. Once complete, assigned reviewers either mark the forms and attachments as reviewed or request changes from applicants.

The “Reviews” section appears in the Land Use Permit application workspace.

When a change in plans is requested, a task is generated for applicants by sending an automated email notification to the applicant and generates a "task" in the "Tasks and requests" section of the applicant's dashboard. Municipal authorities verify the changes after applicants have made them to progress through the process.

Once all reviews are complete (all review results, notes, and time spent are recorded) within the workspace, a request for a permit is made with the workspace.

Committee and Council Meetings
The Committee and Council Meetings feature is included in special and conditional use permits.

This feature is critical to the planning approval process as these meetings are held to decide on planning applications following local government policies. They also usually adhere to a strict municipality-based protocol.

The "Committee and Council Meetings" section can be accessed from the Cloudpermit dashboard, where users can generate agendas and meeting packages and better manage meeting dates. Within this feature, each approval application can be assigned to an upcoming meeting, allowing Cloudpermit to create and share agendas and other relevant meeting documents automatically.

The Cloudpermit dashboard includes a section for managing council and committee meetings.

The Land Use Permits application workspace includes a "Council/Committee Decision" section where users can upload decisions.
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The "Council/Committee Decision" section displayed in the application workspace.

Public Notice
The Public Notice feature is included in the special use, and conditional use permits in the Cloudpermit Land Use Permits product.

The Public Notice feature can be described as follows:
 It allows municipal authorities to manage information and tasks regarding public hearings and public notices of specific planning applications in Cloudpermit.  It also helps neighbors and citizens to provide their opinions on the planning proposal as part of the approval process.
 It allows municipal authorities to give public notice of certain planning applications and other planning matters online instead of an antiquated paper or mail process.  A configurable "public notice letter" can be shared in traditional media and circulated to nearby property owners.
 Enabled through GIS functionality, the public notice feature can determine a configurable radius (“buffer”) to identify nearby properties and their owners to notify.

The workspace for adding properties and property owners in the Public Notice feature.

The public notice feature enables the collection of an "interested party" list comprising citizens who have expressed interest in receiving the decision for each application. Planning department authorities can add new contacts to the contact list anytime.
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The "Contacts" section in the Public Notice feature.

Additionally, citizens can self-register to receive the decision on the application through a self-serve QR code or web-link registration process.

The self-registering options via a link or QR code in the Public Notice feature.

Users who sign up via the QR code will automatically be notified, while users added manually must be notified manually.

The "Subscription" workspace in the Public Notice feature.

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The "Subscribers" section in the Public Notice feature.

Conditions
Municipal building and planning authorities may impose conditions on special use and conditional use permits in Cloudpermit. These conditions can improve development quality by mitigating the adverse effects and allowing development to proceed where it would otherwise have been necessary to refuse planning permission.

The workspace for Land Use Permits applications includes a section for municipal authorities to impose conditions. Before workspaces can be closed and archived, the planning department must sign all open conditions.

All conditions are saved in the "Conditions" section of the application workspace.

Permit Issuance
The permit issuance feature defines, creates, bills, and issues permits based on pre-configurable templates.

Municipal authorities prepare the permit for issuance after completing reviews and acknowledging application payments. All issued permit PDFs are available for download in each workspace header.

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Land Use Permit Types in Cloudpermit
Cloudpermit's Land Use Permitting product includes zoning, special use, and conditional use permits.

This section describes what each type of land use permit refers to.

Zoning Permits
Zoning laws or ordinances help to regulate how land is used and control what structures are and are not permitted to be built on the land.

Citizens who want to change how they use a specific piece of land, such as creating new off-street parking, installing signs, or modifying or demolishing it, must apply for a zoning permit.

The property owner fills out a zoning permit application in Cloudpermit and provides the necessary plans included in the application. The zoning permit application will be submitted through Cloudpermit to the municipal zoning and planning department.

The zoning and planning authorities will review the application with plans and, if necessary, issue a zoning permit that authorizes using a parcel of land for a specific purpose. It grants permission for a particular use of the building or land, such as changing the use of the property or planning new construction or additions.

Special Use Permits
Special use developments in specific zoning districts may benefit existing land use. Special use permits may be issued when a proposed development is not permitted "as of right" but is complementary to existing land use and helps mitigate potential adverse effects. As a result, special use permits may be subject to conditions.

The Cloudpermit Land Use Permits product allows property owners to submit special use permit applications to the municipal planning and zoning departments. Once submitted, the planning and zoning department can deem the application "complete" or "incomplete." Once the development proposal has been deemed complete, it will be discussed at a public hearing.

Cloudpermit allows planners to assign applications to upcoming meetings, track the meeting's outcome, and generate public notices to neighboring property owners. In addition, interested citizens can subscribe to receive the application decision in Cloudpermit.

Conditional Use Permits
A conditional use permit is a type of permit that allows for a limited exception to a zoning ordinance under certain conditions. These permit applications are granted subject to several conditions imposed by the jurisdiction over which the land falls.

When a property owner wants to run, for example, a home-based business operation in a residential district, it may violate zoning laws, which can negatively impact the neighborhood. The property owner applies for a conditional use permit in Cloudpermit and provides the necessary plans included in the application.

In Cloudpermit, the municipal zoning department processes the application and issues a permit if the development complies with the municipality's ordinance. 85 of 280
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Configuration Tools
Administrative users can configure specific functionality to the municipality's requirements using Cloudpermit's configuration tools.

Cloudpermit configuration enables the following:
 Managing planning approver and user group configuration  Managing role-based permissions
 Organizing committees and council's configuration
 Managing application configuration, including application, forms, attachments, party roles, and review configuration.
 Managing application approval fees
 Managing forms and templates
 Customizing permit numbering
 Allowing reporting for permits, payments, and reviews  Allowing municipalities to automate notifications.
 Managing system language selections.

Cloudpermit also offers municipal planning departments a variety of templates and forms, such as a default permit and public notice template.

Cloudpermit Configuration
The tables below display the Cloudpermit Land Use Permits feature configuration.

Configuration:

Section Component Description
Application type -
categories
Category description Allows editing the names and
descriptions of permit categories.

Application type -
categories
Project types Allows associating permit categories with various project types.

Attachment types Editing attachment
types
Allows adding new attachment types and
editing existing ones.

Permit number Permit number Allows assigning a numbering system to a permit number.

Committees and Councils:

Section Component Description
Adding new
committees and
councils
Committees and
council's configuration
Allows adding new committees and
councils to the municipality.

Adding new appeal
tribunals
Committees and
council's configuration
Allows adding, editing, and deleting
appeal tribunals.

Forms:

Section Component Description
Forms Forms Allows adding new forms and managing
published forms.
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Sign-off declarations
and signatures
Forms Allows for defining sign-off declarations
and signature requirements for sign-off
forms for each permit type combination.

Fees Management:

Section Component Description
Fee schedule Configuration Providing a list of available fees specific to each client.

Other settings Online payment
integration
Allows configuring Cloudpermit to accept
payment from online providers. In
addition, it will enable adding payment
instructions.

Templates:

Section Component Description
Permit templates PDF templates Allows creating and managing permit templates with customizable layouts.

Meeting agenda
templates
PDF templates Allows managing templates for meeting
agendas.

Fees & Payments
templates
PDF templates It includes receipt, refund, and invoice
templates.

Cloudpermit Third-Party Integrated Systems
Cloudpermit has standard configurable integrations to over twenty (20) systems categorized under six different integration types described below.

Supported GIS integrations include the following:
• ESRI ArcGIS
• CGIS
• CartoVista
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• MuniSight
Online Payment
Cloudpermit integrates with most online payment providers through various online checkout systems or payment gateways to process fees and dues. Users can choose an online payment option for their bills when an online payment integration is configured for a municipality.

Where necessary (and possible), the convenience fees are configured in the payment system.

Supported OIDC authentication integrations include the following:
• Azure AD
Additional AD integrations are priced separately and, if applicable, addressed within your contract.

Multi-Factor Authentication (MFA)
When a Multi-Factor Authentication (MFA) is needed for a department, Cloudpermit login will require at least Two-Factor authentication.
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After successful Cloudpermit authentication, the users will be sent to a third-party system for secondfactor authentication, such as a mobile app or Security Management System (SMS).

The third-party system must supply an OIDC (Open ID Connect) interface, and it returns the success of the second-factor authentication to Cloudpermit.

All integrations to new systems and minor changes to existing system integrations must be agreed upon separately, and they are not included in the standard implementation.

Delivery may contain a development fee and an annual or monthly fee.

Cloudpermit will give an estimated future release for integration upon agreement.

All custom integrations require a feasibility study and specifications before the agreement. Cloudpermit will give an estimated future release for integration upon agreement.

Delivery of a Custom Integration contains a development fee and an annual or monthly fee.

Integrations with Backend Systems
In backend system integrations, Cloudpermit leverages an integration process that enables sending the information to a backend system.
 Cloudpermit creates a folder in the backend system for each workspace.  Cloudpermit will link the properties and contacts into the folder and make new contacts if necessary.
 Cloudpermit updates the folder's status and specified data fields in the folder.

Integrated backend solutions are priced separately and, if applicable, addressed within your contract.

Integrations with Electronic Archives
This type of integration sends the content of a workspace to an external system for archival. The thirdparty systems are Enterprise Content Management (ECM) or Electronic Archives. Cloudpermit will create 89 of 280
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an archival folder in the third party, write the values of the configured data fields in the folder, and transfer configured attachments into the folder for archival.

Integrated electronic archive solutions are priced separately and, if applicable, addressed within your contract.
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Cloudpermit
Data Import
March 2023
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Descrip�on
Cloudpermit Data Import allows the Customer to import the Customer's exis�ng legacy data (applica�ons, permits, inspec�ons, and atachments) into the Cloudpermit system.

The informa�on in this document is subject to change without no�ce aligning with future releases.

Data Import Process
The data import process includes five (5) steps:

1. Expor�ng data from the Customer's exis�ng system.

2. Adding the exported data into an Excel spreadsheet.

3. Reviewing the data in the spreadsheet.

4. Correc�ng possible errors in the spreadsheet.

5. Impor�ng data into the Cloudpermit system.

Roles and responsibili�es

2. Adding exported data into an Excel spreadsheet. Customer adds the data into the Cloudpermit-provided Excel template. Customer is responsible that the data matches the Excel template's format.

3. Reviewing data. Cloudpermit does one round of reviewing the spreadsheet and provides informa�on to Customer about possible errors in entry of the data to the Excel spreadsheet.

4. Possible correction of errors. Customer corrects possible errors and provides a cleansed Excel spreadsheet back to Cloudpermit.

5. Import data into Cloudpermit system. Cloudpermit and Customer imports the data from the spreadsheet into the Cloudpermit system.

A�er data has been successfully imported to Cloudpermit, the Customer can find and use the data in the Cloudpermit workspace sec�on as if it would have been created in the Cloudpermit system. 92 of 280
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Excel Spreadsheet and data requirements
In order for the content to operate properly within the Cloudpermit system, the exported data will need to be in certain required column and format. Cloudpermit provides an Excel template to Customers who are impor�ng data. The examples below shows the required forma�ng for each import and field found within the Import Excel templates:

Workspace Import format requirements
*Initcap = replace the first letter of every word in a character string with an uppercase letter.

Inspec�on Import format requirements
Atachment Import format requirements
Column Field Name Required Y/N Field Type Req. Formatting B Permit Number YES TEXT OR NUMBER N/A
C Location YES TEXT OR NUMBER Match GIS Format
D Municipality NO TEXT OR NUMBER N/A
E Roll Number/PIN YES TEXT OR NUMBER Match GIS Format
F Permit description NO TEXT OR NUMBER N/A
G Category NO TEXT OR NUMBER Map to CP Categories
H Work Type NO TEXT OR NUMBER Map to CP Categories
I Work Target NO TEXT OR NUMBER Map to CP Categories
J Workspace Status NO TEXT OR NUMBER Map to CP Categories K Assignee (Workspace) NO TEXT OR NUMBER Map to CP Users L Date Submitted NO DATE AND TIME MM/DD/YYY 00:00:00
M Date issued NO DATE AND TIME MM/DD/YYY 00:00:00
N Issued by NO TEXT OR NUMBER N/A
O Zoning NO TEXT OR NUMBER Match GIS Format
P Worksla NO TEXT OR NUMBER N/A
Q Construction cost NO NUMBER N/A
R Applicant first Name NO TEXT OR NUMBER Initcap
S Applicant last name NO TEXT OR NUMBER Initcap
T Applicant street address NO TEXT OR NUMBER N/A
U Applicant unit number NO TEXT OR NUMBER N/A
V Applicant postal code NO TEXT OR NUMBER N/A
W Applicant municipality NO TEXT OR NUMBER N/A
X Applicant province NO TEXT OR NUMBER N/A
Y Applicant corporation or partnership NO TEXT OR NUMBER Initcap Z Applicant mobile phone NO TEXT OR NUMBER (XXX) XXX-XXXX AA Applicant other phone NO TEXT OR NUMBER (XXX) XXX-XXXX AB Applicant email NO TEXT OR NUMBER N/A
AC Owner first name NO TEXT OR NUMBER Initcap
AD Owner last name NO TEXT OR NUMBER Initcap
AE Owner street address NO TEXT OR NUMBER N/A
AF Owner unit number NO TEXT OR NUMBER N/A
AG Owner postal code NO TEXT OR NUMBER N/A
AH Owner municipality NO TEXT OR NUMBER N/A
AI Owner province NO TEXT OR NUMBER N/A
AJ Owner corporation or partnership NO TEXT OR NUMBER Initcap AK Owner mobile phone NO TEXT OR NUMBER (XXX) XXX-XXXX
AL Owner other phone NO TEXT OR NUMBER (XXX) XXX-XXXX
AM Owner email NO TEXT OR NUMBER N/A
AN Builder first name NO TEXT OR NUMBER Initcap
AO Builder last name NO TEXT OR NUMBER Initcap
AP Builder street address NO TEXT OR NUMBER N/A
AQ Builder unit number NO TEXT OR NUMBER N/A
AR Builder postal code NO TEXT OR NUMBER N/A
AS Builder municipality NO TEXT OR NUMBER N/A
AT Builder province NO TEXT OR NUMBER N/A
AU Builder corporation or partnership NO TEXT OR NUMBER Initcap AV Builder mobile phone NO TEXT OR NUMBER (XXX) XXX-XXXX AW Builder other phone NO TEXT OR NUMBER (XXX) XXX-XXXX AX Builder email NO TEXT OR NUMBER N/A
AY Permit Comments NO TEXT OR NUMBER N/A
Column Field Name Required Y/N Field Type Field Formatting B Permit Number YES TEXT OR NUMBER N/A
C Inspection Type YES TEXT OR NUMBER Map to CP Inspections D Result for this visit NO TEXT OR NUMBER Map to CP Results E Site Conditions NO TEXT OR NUMBER N/A
F Internal Notes NO TEXT OR NUMBER N/A
G Inspection Date NO DATE AND TIME MM/DD/YYY 00:00:00
H Inspector NO EMAIL (USER IN CLOUDPERMIT) N/A
I Inspector Status NO TEXT OR NUMBER Map to CP Statuses J Inspection Comments NO TEXT OR NUMBER N/A
K Requested inspection start time NO DATE AND TIME MM/DD/YYY 00:00:00 L Confirmed inspection start time NO DATE AND TIME MM/DD/YYY 00:00:00 Column Field Name Required Y/N Field Type Field Formatting B File Name YES TEXT OR NUMBER N/A
C Permit YES TEXT OR NUMBER N/A
D Attachment Type NO TEXT OR NUMBER N/A
E Description NO TEXT OR NUMBER N/A
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Cloudpermit Licensing
Product Description
2023
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Contents
Contents..........................................................................................................................................................................1 General Description ......................................................................................................................................................3 Cloudpermit Core Benefits...........................................................................................................................................3 Cloudpermit Licensing..................................................................................................................................................3 License Application Creation Wizard.........................................................................................................................4 Beginning the application creation........................................................................................................................4 Defining the location ................................................................................................................................................5 Draft license application workspace .....................................................................................................................6 Adding parties to the license application .............................................................................................................6 Application data and submission...........................................................................................................................7 Licensing Workflow Phases .........................................................................................................................................8 License Application Issuance Process........................................................................................................................8 License Application Review .....................................................................................................................................8 Circulation ..................................................................................................................................................................9 License Inspections ...................................................................................................................................................9 License issuance........................................................................................................................................................9 Licensing Features...................................................................................................................................................... 10 License Register View............................................................................................................................................ 11 License View............................................................................................................................................................ 12 The "License" view for applicants .................................................................................................................... 12 The “License” view for municipal authorities................................................................................................. 13 Business Information View ................................................................................................................................... 14 Renewal and Revoke Management.................................................................................................................... 15 Notifications and Alerts ........................................................................................................................................ 16 Inspections .............................................................................................................................................................. 16 Document Management....................................................................................................................................... 16 Data Import............................................................................................................................................................. 16 Late Fee Management.......................................................................................................................................... 17 Report Management ............................................................................................................................................. 17 License Reports ................................................................................................................................................... 18 Payment Reports ................................................................................................................................................ 18 Inspections Reports ............................................................................................................................................ 18 Review Reports.................................................................................................................................................... 19 Configuration Description......................................................................................................................................... 19 95 of 280
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Licensing Personas in Business Accounts .............................................................................................................. 23 Cloudpermit Third-Party Integrated Systems........................................................................................................ 23 Standard Configurable Third-Party Integrations.............................................................................................. 24 Geographic Information System (GIS)................................................................................................................ 24 Online Payment...................................................................................................................................................... 24 Authentication through Open ID Connect (OIDC)............................................................................................ 25 Multi-Factor Authentication (MFA)...................................................................................................................... 25 Additions and Minor Changes to Third-Party Integrations............................................................................. 25 Custom Integrations .............................................................................................................................................. 25 Integrations with Backend Systems.................................................................................................................... 26 Integrations with Electronic Archives ................................................................................................................. 26 96 of 280
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General Description
Cloudpermit is online community development software that provides local governments with Softwareas-a-Service (SaaS) products available 24/7.

The Cloudpermit product portfolio includes Building Permitting, Planning, Land Use Permitting, Code Enforcement, and Licensing products.

This product description applies to the Licensing product.

The information in this document is subject to change without notice aligning with future releases.

Releases supply information about new features and non-security updates.

Cloudpermit Core Benefits
Cloudpermit supplies one complete end-to-end product for local governments to manage the entire building, licensing, and planning e-permitting and code enforcement case process. It allows all parties to be integral to the process, from applicants to authorities to critical stakeholders. It ensures that all parties receive real-time information about applications, licenses, and cases.

Below are described the primary benefits Cloudpermit provides to its customer base:
 Cloudpermit standardizes local government's building, planning, code enforcement, and licensing processes by supplying the best digital practices.
 The 24/7 online service on any browser or operating system allows remote and mobile work onsite.  Monthly releases enable automatic updates to the product providing the latest updates and enhancements while not requiring users to download or install any software files.  A cloud-based SaaS product provides a quick and easy implementation with a municipality-based configuration, lessening the burden on municipal resources.  Through interactive maps, local governments can use high-quality location data and up-to-date property information. This up-to-date property information is derived directly from the local government's Geographic Information System (GIS).
 Workspaces enable instant collaboration and communication within applications and code enforcement cases, simultaneously speeding up processes and improving the workflow for all involved parties.

Cloudpermit Licensing
The Cloudpermit Licensing product is a software solution for local governments to automate and streamline their business licensing processes.

It enables our customers to automate their licensing process to provide their end users - both customers and administration - with a streamlined licensing and reporting system that eliminates the need for time-consuming manual processes.

The Cloudpermit Licensing product enables the following features:
 It provides end-to-end, online software for local governments to help them to manage business licenses efficiently and effectively, leading to better service for citizens and businesses. 97 of 280
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 The product includes license application and issuance features, fee management, compliance monitoring, and reporting tools, which help local governments have better insights and control over their licensing data, making reporting, data analysis, and forecasting easier.  It offers unique features for local governments to efficiently manage their business licensing process, from initial application to renewal and compliance monitoring.  It offers a centralized platform for license management, reducing the time and effort required to obtain and maintain them.

The Cloudpermit software is automatically updated periodically with the latest updates and enhancements, not requiring users to download or install any software files.

This product description provides more detail about the Cloudpermit Licensing product's licensing creation wizard, key features, and integrations.

License Application Creation Wizard
The Cloudpermit Licensing product provides a simple user interface for creating, applying for, reviewing, managing, and issuing business licenses.

Beginning the application creation
Because license applications in Cloudpermit are not associated with projects, and some license applications do not have a specific address or property, the application creation wizard accessible from the user dashboard assists applicants in creating the appropriate workspace for the license application.

Applicants will choose to which state and municipality to submit their application. As a result, applicants can only submit application types permitted in the selected municipality. 98 of 280
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Applicants will select the license category and work type that best describes the purpose of their applications in the "Create a New Application" workspace. These choices will determine the application's requirements and process in Cloudpermit.

In Cloudpermit, the license applicant can be a private individual or a business. Furthermore, authorities can also apply for licenses on behalf of their customers. Municipalities can also make an online copy for those applications sent by paper or email.

Defining the location
Business location information is frequently requested when applying for business licenses and contractor registrations. Cloudpermit applicants can benefit from the municipality's Geographic Information System (GIS) to find exact business addresses for their license applications.

If the location mapping fails, applicants can manually enter the property address, which the municipal authorities will correct while the license application is being reviewed. 99 of 280
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Draft license application workspace
Once the license application data is in place, applicants will be redirected to the draft license application workspace. The "Required Tasks" progress bar displays the actions the applicant must take to complete and submit the license application. These actions are related to the selected license category type.

Adding parties to the license application
Applicants can add individuals and businesses to the Cloudpermit database as "parties." It happens in the "Parties to the Application" section of the application workspace.

The party invitations will be sent to individual recipients via email. Following acceptance of the invitation, the new party can access and participate in the license application within the limitations set by the application owner. However, all parties in the application will automatically have permission to access and read the application details.
 If you add a person with the email address to your license application, the invitation to collaborate on the application will be automatically sent. The invitee accepts or declines the invite.  If you enter the party details manually in case the party doesn't have an email account, the party will be considered active immediately, regardless of whether the invite is ignored, accepted, or declined.
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 If a business partner already appears in your account database, this business partner will immediately become active on the license application after adding the business partner's data to the "Parties " to the "Application" feature.
 If you invite a new business to your license application, you will set up a new business account and choose at least one role for the company. All members of the business can access and read the application data.

Business data can be managed in the "Business Information" view accessible from the user dashboard.

Application data and submission
The application data may necessitate actions depending on the license category and work type selected during the license application creation. The municipal administrator determined this information during the Cloudpermit setup. That way, the correct form for applicants will be automatically added to the license application.

After completing the required application information, applicants will digitally sign off on the license applications before submitting them to the municipal department via Cloudpermit. 101 of 280
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Licensing Workflow Phases
The workflow for "Licensing" is divided into two phases: "Application" and "Archival."  The "Application" phase begins once the applicant has completed and submitted the license application to the municipality.
 The "Archival" phase begins after the license has been issued.

Municipal administrators can use Cloudpermit to set up an automated archiving system for all issued applications. These applications, as well as all associated data, are stored in the Cloudpermit database and are available at any time.

License Application Issuance Process
The municipal authorities will begin reviewing applicants' license applications once submitted. The application issuance process includes the below-described action steps.

License Application Review
The application review begins when a license application is submitted to the municipal department.

Cloudpermit helps municipal departments manage license application submission reviews by offering a variety of review types that municipal administrators can customize in Cloudpermit. Application forms and attachment types are examples of this.

Furthermore, if the license type necessitates it, municipal authorities can request additional reviews for the application by selecting the review type and assigning it to a suitable reviewer in the "Reviews" section of the license application.

After completing license application evaluations, the reviewer marks the forms and attachments as complete and records the results in Cloudpermit.

A change request will be submitted if the applicant needs to change the application forms or attachments.

Cloudpermit creates a task for applicants, which appears in their dashboard's "Task and Requests" 102 of 280
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section. In addition, an email will be sent to applicants and business members informing them of the change request in the license application workspace. The assigned reviewer verifies the changes provided in the workspace.

Circulation
For certain license types, such as alcohol licenses, authorities can distribute the license application to thirdparty organizations for evaluation. The municipality determines the circulation practice and license types and configures them accordingly in Cloudpermit.

The third-party examines the license application in the context of its own rules and issues an opinion in Cloudpermit in favor of or against the license. The circulation result will be saved in the "Circulation" section of the license application workspace.

License Inspections
Inspections are a necessary step in the licensing process. Inspections can be conducted before and after the license issuance. The municipality issuing the license determines this practice.

For more information, see the chapter "Inspections."
License issuance
Following a review of the license application and the absence of any objections to license issuance, the municipal authority prepares a licensing bill that can be paid online or in person as instructed by a municipality.

Furthermore, the municipal authority prepares a license permit using the preconfigured license template.

Municipal administrators configure the following default date input configuration settings based on municipal license issuance practices to the license template:
 Issue Date
 Valid From
 Expiration Date
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These data input settings can be defined at the main licensing level so that each category level inherits them. They can also be determined separately for each category.

Once the license has been created, the license application workspace includes a "Licenses" section that houses the draft and issued license permits with PDFs for the license application. The permit is automatically issued once the municipal authority acknowledges receipt of the license fee in Cloudpermit.

Furthermore, Cloudpermit emails automatically the workspace parties informing them that the license permit has been issued.

Licensing Features
The Cloudpermit Licensing product provides several key features that enhance the user experience in the licensing workflow. These features include the following:

Cloudpermit Licensing features:

License Register, License View, and "My Businesses" View Renewal and Revoke Management
Notifications & Alerts
Inspections
Document Management
Data Import
Late Fees Management
Report Management
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License Register View
The "License Register" view allows applicants and municipal authorities to find and keep track of issued licenses.

The view is accessible via a widget from the user dashboard. The number displayed in the license registry widget represents the number of valid licenses the user can access in the "License Register" view.

Especially municipalities may have hundreds of active licenses in their registry. Cloudpermit makes searching for, filtering, and sorting licenses in the "License Register" workspace easier by providing a "Search" feature with various search and filter criteria. These include the following:
 Free text search.
 License status filters (expired, issued, or revoked).  Filter for selecting municipal departments.
 Filter for selecting different action items, like open bills or inspections in applications.  Filter for searching for expiring licenses.
 Filter for selecting category types.

Cloudpermit displays the search and filter results in the "Map" view by default. Clicking the pin on the map opens the selected license card with access to the “License” view. 105 of 280
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Selecting a sorting value from the drop-down list on the right under "Results" allows users to sort filtered licenses as cards. This feature applies only to the "List" view mode.

By selecting the license and clicking the “Open License” button, applicants and municipal authorities can access the "License" view through the "License Register" view.

License View
The "License" view displays the issued license applications for applicants and municipal authorities in one place.

The "License" view for applicants
The “License” view allows users to view their issued license data, like inspections, and request a renewal for the expiring permits.

Applicants will enter the “License Register” view from their dashboard through the "Licensing" widget.

They must select the license and click the “Open License” button on the license card to be redirected to the “License” view.
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The “License” view includes the “Inspections” section and the license application workspace entry.

Applicants can request a license renewal by clicking the “Renew License” button on the top right of the workspace.

The “License” view for municipal authorities
Authority users will be redirected to the selected license application workspace through the "License Register" view.

The "License "view allows municipal authorities to follow up on inspections in license applications or renew or revoke a license. These options are selectable in each application workspace's “More Actions” dropdown menu.  By creating a follow-up workspace for licenses, municipalities can efficiently track inspections for an issued license which can be annual scheduled inspections, random inspections, or inspections made based on a complaint. Authorities can create one follow-up workspace at a time.  Licenses are only valid for a certain period. When the license expires or is about to expire, the holder will request a renewal through the issued license application. Municipalities can easily renew expired licenses by viewing current and historical license data in one place in the application.
 Municipal authorities sometimes must cancel a valid license for a specific reason. The "Revoke" feature is available in all issued applications in the "License Register" view. 107 of 280
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Business Information View
The "Business Information" view of the business is created when a user adds an existing business as a party or invites a new business as a party to the application workspace. The view displays business contact information, the applications associated with the business, all licenses, and a user management section where administrators can manage business users.

After creating the business party in the "Parties to the Application" section, the business data in the "Business Information" view can be used across license applications in Cloudpermit.

The "My businesses" section appears at the top of the applicant’s dashboard once business parties have been created. All current business parties associated with the applicant's account are included. Each business account in the section is linked to the "Business Information" view, accessible by clicking the business name link.

The "Business Information" view includes contact information, a list of business licenses the business owns, and expiring and revoked licenses. Furthermore, administrators of the business account have full access to all information in the “Business Information” view. They can add new members (view-only access) and other administrators (full access to the business data) in the "Users in Business" section. Administrators can also remove other administrators and members from the business account. However, a business account must have at least one administrator.
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Renewal and Revoke Management
Renewal and Revoke Management are integral to the license application workspaces.

The license renewal process applies to applicants and authorities who can apply for a license renewal on behalf of their customers. The Cloudpermit system sends an email notification to all parties and business representatives in the most recent application workspace well before the license expires, followed by another on the day the permit expires.

The renewal process includes the following:
 Renewal of expired licenses
 Renewal and late penalty fees
The license holder can create a renewal license application for the expired license in the license application workspace. The business license renewal fee is determined by the type of business and the municipality's fee schedule.

Municipal authorities will manage license renewals in license applications by selecting the "Renew license" option from the "More Actions" drop-down menu.

Municipal authorities may revoke valid licenses for specific reasons. The reason for the revocation must always be specified. The license holders and the parties in the most recent license application workspace are notified by email that their license has been revoked. 109 of 280
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Notifications and Alerts
Cloudpermit automatically sends license expiration notifications to all parties involved in the most recent application workspace.

License renewal notification is triggered based on the municipality's configuration setting. The expiration notification will show on the user interface. Furthermore, the system will send two email notifications: one some days before the license expiry and another one on the expiration day. Municipal administrators can customize email notifications' frequency, notification type, and content.

Furthermore, license renewal notifications submitted will appear in the audit log for the "License" view.

Inspections
Inspections are an integral part of the license application review. They can be conducted before or after the license issuance. Municipalities can decide which type of inspections they require for certain license application types and configure them to Cloudpermit during the system setup.

The assigned inspector will conduct an on-site inspection of the business and either pass the inspection or decline it for a reason. The visit result will be recorded in the "All Visits" section of the inspection workspace in Cloudpermit.

Certain types of inspections are performed on issued licenses. They can be scheduled annually, randomly, or in response to a complaint. Municipal authorities can manage inspections from the "License" view.

Document Management
Cloudpermit generates all documents in downloadable and archivable PDF format by default. License documents, such as uploaded attachments, permits, inspection visit results, license fee invoices, and receipts, are automatically saved to the workspace sections to which they belong as PDF templates.

The latest license permit also appears in the application's workspace header, which can be accessed anytime.

Data Import
Authority users can import previously issued business licenses, inspections, and attachments into the Cloudpermit database.

After uploading the Excel sheet columns into license data, such as license number, license holder, address, property ID, and municipality, users can map the Excel file to define a form that will appear in the workspace. Users can preview the draft license and workspace before importing data. 110 of 280
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Similarly, license attachments and inspections for existing licenses can be imported.

When a license is imported, Cloudpermit creates and links to a license with a business (if one is required).

The application workspace is built using form data from the license import, inspections, and attachments from the "Attachments" and "Inspections" Excel sheets.

Late Fee Management
In licensing, the businesses may need to pay penalties, i.e., late fees, for delays in their payment. The penalty calculation in Cloudpermit is automated, enabling possible high volumes in late fee management.

The late fee calculation is determined by the type of business and the municipality's fee schedule.

Cloudpermit supports the following types of late fees:
 One-time fees
 Recurring monthly fees
The administrator can define the fee as any other item for one-time and recurring monthly fees (flat or calculated). Furthermore, the administrator must specify the maximum number of months for recurring monthly fees (2 - 12).
 If the license renewal is late, the administrator can set the late fee as "one-time" and add it as a new fee item in the license bill.
 If the late fee is "recurring monthly," the administrator adds a new fee item to the bill and calculates how many months it has been late.

The late fees must be calculated automatically when a bill is created. The license's expiration date must be checked if a late fee is specified for the license bill. Furthermore, bank holidays and weekends are to be considered.

When Cloudpermit calculates lateness and penalty fees, a bill can be assigned a due date, usually the next weekday. Municipalities can also use Cloudpermit to connect licensing fees to their fee schedule.

Report Management
Licensing enables municipal authorities to create basic reports for licensing organizations in Cloudpermit.

Creating reports can help a municipality with compliance, revenue regeneration, planning, and resource allocation and promote transparency and accountability.

Municipal authorities can generate licenses, payments, inspections, and review reports.

Users can choose one report at a time and customize its time range, license type (submitted/issued), and permit categories. Cloudpermit supports CSV and Excel spreadsheet report formats. 111 of 280
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License Reports
License reports include submitted applications and issued licenses.  For the submitted applications, the report includes a list of license applications with a submitted date within the selected time range and matches any other filter (e.g., category).  For the issued licenses, the report displays a list of all applications with a given date within the time range and matches any other filter (e.g., category).

Payment Reports
Payment reports include” Online Payments” (the default option) and “Fees and Payments.” Inspections Reports
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 “Inspections” display a list of applications with a "submitted date" within the chosen time range and match any other filter (e.g., category).
 “Site Visits” displays a list of all applications with an "issued date" within the time range that matches any other filter (e.g., category).
 “Open inspections” displays a list of all inspections that are not completed and match any other filter.
 “Orders” displays a list of all issued orders where the order's time of issuance is within the time range.

Review Reports
Report-type options for review reporting include reviews and review events.

Reviews display a list of applications with a "Review start date" within the time range and match any other filter (e.g., category or a review name).

Review events display a list of applications with an "Event date" within the time range and match any other filter (e.g., category or a review name).

Configuration Description
The tables below display the Cloudpermit Licensing features configuration.

Approver Groups
Section Component Description
Circulation groups Circulation groups It enables to add and edit circulation groups in the
municipality.

Configuration
Section Component Description
License categories License categories It allows changing the license category description.
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License categories Disable location services for new
workspaces
It allows not displaying location
services for new workspaces.

License categories Renewal limit It defines how many days before the expiration of a license can be
renewed (earliest renewal point). If
left empty, there will be no limit for
the renewal.

License categories License notifications for the first
and second renewal
Users can set how many license
notifications will be for the first and
second renewals.

License categories License defaults Users can set license defaults for the date issued, date of issuance,
valid from, and expiration dates.

Attachment types Add a new attachment type It includes available attachment types for licenses.

Party roles Add a new party role It includes new party roles not used in previous license applications.

Required forms, attachments, and
configs
Forms These settings define which forms
are included and which
attachments and review configs are
required in different license
applications.

License numbering License number A license number is assigned to a license when it is issued. These
settings allow administrators to
customize how the license number
is generated.

Custom license numbers will always
include the current year and a
sequential number.

License numbering Reset the counter to the change of
the year.

Users can reset the counter on the
year change by enabling the option.

License numbering Assign a new number on renewal Users can assign a number on renewal by enabling the option
Data Import
Section Component Description
Data Import Import a spreadsheet It enables importing licenses, inspections, and attachments.
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Fees
Section Component Description
Fee schedule Configuration It includes a list of available fees specific to each customer.

Other settings Online payment It enables Cloudpermit to be configured to accept online
payments from various service
providers.

Inspections:

Section Component Description
Settings Settings Cloudpermit enables configuring
the following settings: inspection
phases and visibility, time tracking,
orders, quick pass, internal notes,
and managing available
qualification types, Phares, and
freeze time. Furthermore,
Cloudpermit supports two timeslots
for inspection scheduling: 8.00 a.m.
– 12.00 a.m. and 12.00 p.m. – 4.00
p.m.

Inspection types Create a new inspection type It enables the creation of new inspection types.

Visit results Add a new visit result. It enables additional inspection visit results that are selectable when a
prominent result is selected in the
"Visit result" section of the
inspection template.

Inspector working areas Upload shapefile
Payment System
Section Component Description
Payment System settings Configure payment page settings It enables configuring payment page settings.
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Reporting
Section Component Description
Reporting Report types It includes the following reporting types and their settings: licenses,
payments, inspections, and reviews.

Review configs
Section Component Description
Manage available reviews Time tracking It enables time tracking for reviews and selecting available reviews for
the organization.

Manage available reviews Available reviews It enables adding new reviews to applications.

Templates
Section Component Description
Permit templates Templates It includes various license templates with customizable layouts.

User management
Section Component Description
User management Add a new user It enables adding a new user, editing user permissions and groups,
and removing a user.

Working Day Calendar
Section Component Description
Working Day Calendar Select a day when inspections are
conducted.

It enables the selection of working
days when inspectors are available.

Working Day Calendar Add a new working day. It enables public holidays that affect processing time calculation, late fee
calculation, and when inspections
are not conducted.
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Licensing Personas in Business Accounts
A business is created when a user adds a business as a party to an application. This action makes the user an administrator in the business account. A business account must always have at least one administrator.

The administrator can invite and remove administrators and members from the business account.

Cloudpermit Licensing has two personas: administrators and members. Each persona is responsible for tasks or has privileges for specific workflows within Licensing.

Persona Tasks /Workflow
Administrator
Cloudpermit administrators have complete
editing access to the business.
o An Administrator can access the business
accounts to which the person has been
nominated as an Administrator.
o An Administrator can add administrators and
members to business accounts to which the
person has been nominated as an
Administrator.
o An Administrator can edit contact
information from the "Business Information"
view.
o An Administrator can add new
administrators and members and remove
them from the business account.

Member o A member has read-only privilege in business
accounts.
o A member can access the application
workspace but not change it.

Here's a quick rundown of the user permissions in business accounts:
 The municipality that created the business account retains editing permissions on the business information, including user invites, until the first admin invite for the account is accepted.  The business account is treated the same as any other, with only the business admin having edit access.
 The first person to be invited becomes the administrator. Only after an administrator party is included can the municipality's control be retracted.
 Administrators cannot remove themselves from a business if they are the last administrators to prevent a business entity from becoming orphaned.

Cloudpermit Third-Party Integrated Systems
Cloudpermit has standard configurable integrations to over twenty (20) systems categorized under six different integration types described below.

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Standard Configurable Third-Party Integrations
Cloudpermit has integrations to third-party systems that can be configured for the client as part of the standard implementation. These integrations may include monthly or annual fees, which will be stated in a contract.

Supported GIS integrations include the following:
• ESRI ArcGIS
• CGIS
• CartoVista
• MuniSight
Online Payment
Cloudpermit integrates with most online payment providers through various checkout systems or payment gateways to process fees and dues. Users can choose an online payment option for their bills when an online payment integration is configured for a municipality.

Where necessary (and possible), the convenience fees are configured in the payment system.

Supported Online Payment integrations include the following:
• Allpaid
• Bambora
• CCP/NIC Online Payment
• ePay
• E-xact
• Government Window
• Merchante
• Moneris
• OpenEdge
• Paymentus
• PayNowlink
• Square
• Stripe
• Payeezy
• Municipal Services Bureau (MSB)
• Point & Pay
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Authentication through Open ID Connect (OIDC)
When a user account is linked to an external system for authentication, Cloudpermit sends the authentication through an Open ID Connectivity (OIDC) API (Application Program Interface) to a thirdparty login page for the organization.

Supported OIDC authentication integrations include the following:
• Azure AD
Additional AD integrations are priced separately and, if applicable, addressed within your contract.

Multi-Factor Authentication (MFA)
When a Multi-Factor Authentication (MFA) is needed for a department, Cloudpermit login will require at least Two-Factor authentication.

After successful Cloudpermit authentication, the users will be sent to a third-party system for secondfactor authentication, such as a mobile app or Security Management System (SMS).

The third-party system must supply an OIDC (Open ID Connect) interface, and it returns the success of the second-factor authentication to Cloudpermit.

All integrations to new systems and minor changes to existing system integrations must be agreed upon separately, and they are not included in the standard implementation.

Delivery may contain a development fee and an annual or monthly fee.

Cloudpermit will give an estimated future release for integration upon agreement.

Custom Integrations
All other integrations, not Configurable Standard integrations, minor changes to existing integrations, or new systems with an existing integration type are considered Custom Integrations.

All custom integrations require a feasibility study and specifications before the agreement. Cloudpermit will give an estimated future release for integration upon agreement.

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Integrations with Backend Systems
In backend system integrations, Cloudpermit leverages an integration process that enables sending the information to a backend system.
 Cloudpermit creates a folder in the backend system for each workspace.  Cloudpermit will link the properties and contacts into the folder and make new contacts if necessary.
 Cloudpermit updates the folder status and specified data fields in the folder.

Integration can be configured to include the transfer of fees to the backend system. Completed reviews and inspections can be configured to be transferred too. The integration setup will require changes in the back-end system and mapping statuses and codes between the systems.

Integrated backend solutions are priced separately and, if applicable, addressed within your contract.

Integrated electronic archive solutions are priced separately and, if applicable, addressed within your contract.
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Cloudpermit Licensing
Product Description
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Contents
Contents..................................................................................................................................................................................... 1 General Description.................................................................................................................................................................... 3 Cloudpermit Core Benefits......................................................................................................................................................... 3 Cloudpermit Contractor Registration......................................................................................................................................... 3 Contractor Registration Application Creation Wizard................................................................................................................ 4 Beginning the application creation ........................................................................................................................................ 4 Draft Contractor Registration application workspace............................................................................................................ 5 Adding parties........................................................................................................................................................................ 6 Application Data and Submission .......................................................................................................................................... 7 Contractor Registration Workflow Phases................................................................................................................................. 7 Contractor Registration Application Issuance Process............................................................................................................... 7 Registration Application Review ............................................................................................................................................ 7 Registration issuance ............................................................................................................................................................. 8 Registry Features........................................................................................................................................................................ 9 Contractor registration View................................................................................................................................................. 9 Registration View................................................................................................................................................................. 10 Registration view for applicants....................................................................................................................................... 10 Registration View for Municipal Authorities.................................................................................................................... 11 Business Information View .................................................................................................................................................. 12 Renewal and Revoke Management ..................................................................................................................................... 13 Notifications and Alerts ....................................................................................................................................................... 14 Document Management...................................................................................................................................................... 14 Data Import.......................................................................................................................................................................... 14 Late Fee Management......................................................................................................................................................... 14 Report Management............................................................................................................................................................ 15 Registration Reports......................................................................................................................................................... 15 Payment Reports.............................................................................................................................................................. 15 Review Reports................................................................................................................................................................. 15 Configuration Description ........................................................................................................................................................ 15 Registration Personas in Business Accounts ............................................................................................................................ 18 Overview of User Permissions in Business Accounts:....................................................................................................... 18 Cloudpermit Third-Party Integrated Systems........................................................................................................................... 19 Standard Configurable Third-Party Integrations.................................................................................................................. 19 Geographic Information System (GIS).................................................................................................................................. 19 122 of 280
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Online Payment ................................................................................................................................................................... 19 Authentication through Open ID Connect (OIDC)................................................................................................................ 20 Multi-Factor Authentication (MFA) ..................................................................................................................................... 20 Additions and Minor Changes to Third-Party Integrations .................................................................................................. 20 Custom Integrations ............................................................................................................................................................ 20 Integrations with Backend Systems..................................................................................................................................... 20 Integrations with Electronic Archives .................................................................................................................................. 21 Conclusion: Empowering Efficient Contractor Registration with Cloudpermit.................................................................... 21 123 of 280
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Cloudpermit Contractor Registration Product
Guide
This document provides an overview of our Contractor Registration product, a component of the Cloudpermit product suite.

General Description
Cloudpermit provides an online community development software solution tailored for local governments, ensuring 24/7 accessibility. Our Software-as-a-Service (SaaS) products are crafted to streamline and optimize community development processes. The suite encompasses various domains within local government operations including:
• Building Permitting: Facilitate building permits issuance, inspections, and compliance management. • Planning: Efficiently handle land-use planning and development applications. • Land Use Permitting: Streamline land use permits approval and ensure zoning compliance. • Code Enforcement: Manage code enforcement activities effectively. • Licensing: Streamline the issuance and management of business licenses within your jurisdiction. • Contractor Registration: This guide focuses on the Contractor Registration product, a tool for managing and verifying contractor credentials.

Cloudpermit Core Benefits
Cloudpermit unifies the entire process of building, licensing, planning e-permitting, and code enforcement case management under one digital roof. It brings all stakeholders - from applicants to authorities - onto a common platform, ensuring real-time updates on applications, licenses, and cases. Below are the primary benefits delivered by Cloudpermit:
• Digital Standardization: Cloudpermit embodies best digital practices, standardizing local government's operations in building, planning, code enforcement, and licensing. • 24/7 Online Accessibility: Accessible on any browser or operating system, facilitating remote and on-site mobile work.
• Seamless Updates: Monthly releases bring automatic updates, delivering the latest enhancements without the need for manual downloads or installations.
• Swift Deployment: A cloud-based SaaS product for quick and easy implementation, configured to match municipal requirements, hence easing the resource strain. • Interactive Maps: Utilize high-quality location data and updated property information sourced directly from the local government's Geographic Information System (GIS). • Collaborative Workspaces: Fosters instant collaboration and communication within applications and code enforcement cases, thus accelerating processes and improving workflows for all parties involved.

As you navigate through this guide, you'll find in-depth insights on how to make the most of the Contractor Registration product to manage and verify contractor credentials efficiently.

Cloudpermit Contractor Registration
Contractor Registration (‘Registry’) is a specialized module seamlessly integrated into Cloudpermit to facilitate efficient management of contractor information. Whether you're a local government official overseeing registrations or a contractor keen on establishing your presence, this module provides an intuitive platform for effortless interaction. Utilize the 124 of 280
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Contractor Registration to maintain an updated database of contractors within your jurisdiction and allocate them to specific building permits with ease.

Important Note: Information in this document may change without prior notice due to our continuous efforts to enhance our products in line with industry standards and valuable user feedback. Our regular releases, detailed within, will keep you informed about new features, enhancements, and non-security updates.

We trust this Product guide will be an invaluable resource as you explore the Contractor Registration module. For any inquiries, challenges, or aid, feel free to contact our dedicated support team. We are here to aid you in maximizing the benefits of Cloudpermit's offerings for your community development needs.

Contractor Registration Application Creation Wizard
The Cloudpermit Contractor Registration (‘Registry) product provides a simple user interface for creating, applying for, reviewing, managing, and issuing business registrations.

Beginning the application creation
Since registry applications in Cloudpermit are not associated with projects, and some registry applications do not have a specific address or property, the application creation wizard accessible from the user dashboard assists applicants in creating the appropriate workspace for the registry application.

Applicants will choose the state and municipality to which they will submit their application. As a result, applicants can only submit application types permitted in the selected municipality. 125 of 280
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Applicants will select the registry category and trade(s) that best describes the purpose of their applications in the "Create a New Application" workspace. These choices will determine the application's requirements and process in Cloudpermit. NOTE:

An applicant can select multiple trades in one application.

Within Cloudpermit, the contractor can be a private individual or a business. Furthermore, authorities can also apply for registrations on behalf of their customers. Municipalities can also create an online copy for those applications sent by paper or email.

Draft Contractor Registration application workspace
Once a contractor’s application data is in place, applicants will be redirected to the draft contractor registration (‘registry’) application workspace. The "Required Tasks" progress bar displays the actions the applicant must take to complete and submit the registry application. These actions are related to the selected registry category type. 126 of 280
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Adding parties
Applicants can add individuals and businesses to the Cloudpermit database as "parties" within the "Parties to the Application" section of the application workspace.

Party invitations are sent to individual recipients via email. Upon acceptance, the new party can access and participate in the registry application, subject to limitations set by the application owner. However, all parties in the application will automatically have permission to access and read the application details. • When you add a person with an email address to your registry application, an invitation to collaborate will be automatically sent. The invitee may accept or decline the invite. • If you enter the party details manually because the party doesn't have an email account, the party will become active immediately, regardless of whether the invite is ignored, accepted, or declined. • If a business partner already appears in your account database, they will become active on the registry application once their data is added to the "Parties to the Application" feature. • If you invite a new business to your registry application, you will create a new business account and choose at least one role for the company. All members of the business can access and read the application data.

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Application Data and Submission
The application data may require specific actions based on the registry category and trade(s) selected during the registry application creation. The municipal administrator determines this information during the Cloudpermit setup, ensuring the correct form for applicants is automatically added to the registry application.

After completing the required application information, applicants will digitally sign off on the registry applications before submitting them to the municipal department via Cloudpermit.

Contractor Registration Workflow Phases
The workflow for Contractor Registration (‘Registry’) is divided into two phases: Application and Archival. • Application Phase: begins once the applicant has completed and submitted the registry application to the municipality.
• Archival Phase: begins after the registration has been approved.

Municipal administrators can use Cloudpermit to set up an automated archiving system for all approved applications. These applications, as well as all associated data, are stored in the Cloudpermit database and are available at any time.

Contractor Registration Application Issuance Process
The municipal authorities will begin reviewing applicants' registry applications once submitted. The application issuance process includes the below-described action steps.

Registration Application Review
The application review begins when a registry application is submitted to the municipal department.

Cloudpermit aids municipal departments in managing registry application submission reviews by offering a variety of review types that municipal administrators can customize within Cloudpermit. Examples include variations in application forms and attachment types.
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Moreover, if the registry type necessitates it, municipal authorities can request additional reviews for the application by selecting the review type and assigning it to a suitable reviewer in the "Reviews" section of the registry application.

Upon completing registry application evaluations, the reviewer marks the forms and attachments as complete and records the results in Cloudpermit.

If there's a need for the applicant to alter the application forms or attachments, a change request will be submitted.

Cloudpermit creates a task for applicants, which appears in their dashboard's "Task and Requests" section. Additionally, an email will be sent to applicants and business members informing them of the change request in the registry application workspace. The assigned reviewer verifies the changes provided in the workspace.

Registration issuance
Following a review of the registry application and the absence of any objections to registry issuance, the municipal authority prepares a registry bill that can be paid online or in person as instructed by a municipality.

Additionally, the municipal authority prepares a registry permit using the preconfigured registry template. Municipal administrators configure the following default date input configuration settings based on municipal registry issuance practices to the registry template:
• Issue Date
• Valid From
• Expiration Date
These data input settings can be defined at the main registry level so that each category level inherits them. They can also be determined separately for each category.
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Once the registry has been created, the registry application workspace includes a "Registry" section that houses the draft and issued registry permits with PDFs for the registry application. The permit is automatically issued once the municipal authority acknowledges receipt of the registry fee in Cloudpermit.

Additionally, Cloudpermit sends automated emails to the workspace parties informing them that the registry permit has been issued.

Contractor Registration Features
The Cloudpermit Registration (‘Registry’) product encapsulates a range of features designed to streamline the registry workflow, enhance user interactions, and ensure efficient management of contractor data. These features include:
• Application, Registry View, and "My Businesses" View: Manage registry applications, review registered entities, and oversee business details.
• Renewal and Revoke Management: Handle renewals and revocations efficiently. • Notifications & Alerts: Receive real-time updates on application status, renewals, and other critical activities. • Document Management: Organize, store, and retrieve essential contractor registration documents. • Data Import: Import necessary data effortlessly, ensuring a smooth transition and data integrity. • Late Fees Management: Administer late fees for overdue renewals or other instances as per municipal policies. • Report Management: Generate and manage comprehensive reports on contractor registrations.

Contractor Registration View
The Contractor Registration (‘Registry’) view allows applicants and municipal authorities to find and keep track of issued registrations. The view is accessible via a widget from the user dashboard.

Municipalities may have hundreds of active registrations in their registry. Cloudpermit simplifies the process of searching for, filtering, and sorting registrations in the registry workspace by providing a "Search" feature with various search and filter criteria. These include the following:

Free text search.

Registry status filters (expired, issued, or revoked).

Filter for selecting municipal departments.

Filter for selecting different action items, like open bills or inspections in applications.

Filter for searching for expiring registrations.

Filter for selecting trades
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The number displayed in the registry widget represents the number of valid registrations the user can access in the "Registry" view.

Selecting a sorting value from the drop-down list on the right under "Results" allows users to sort filtered registrations as cards. This feature applies only to the "List" view mode.

Registration View
The Registration view displays the issued registry applications for both applicants and municipal authorities in one centralized location.

Registration view for applicants
The Registration view enables users to view their issued registration data, like inspections, and request renewals for expiring permits. Applicants access the Registration view from their dashboard via the Licensing widget.

To proceed, they must select the registration and click the Open Registration button on the registration card, redirecting them to the Registration view.

The Registration view comprises the Inspections section and the registration application workspace entry. Applicants can request a registration renewal by clicking the Renew Registration button situated at the top right of the workspace.

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Registration View for Municipal Authorities
Authority users are redirected to the selected registration application workspace through the Registration view. The Registration view facilitates municipal authorities in following up on registration applications or renewing or revoking a registration. These options are accessible in each application workspace's More Actions drop-down menu.

Registrations hold validity for a defined period. Upon expiry or near expiry, the holder may request a renewal through the issued registration application. Municipalities can smoothly renew expired registrations by viewing current and historical registration data in one place in the application.
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Occasionally, municipal authorities may need to cancel a valid registration for specific reasons. The Revoke feature is available in all issued applications in the Registration view.

Business Information View
The "Business Information" view is generated when a user adds an existing business as a party or invites a new business to the application workspace. Within this view, users can access business contact details, view associated applications, registrations, and manage business users through a user management section.

Once a business party is established in the "Parties to the Application" section, the business data within the "Business Information" view becomes readily available for use across registration applications in Cloudpermit.

For convenient access, the "My Businesses" section is prominently displayed at the top of the applicant's dashboard after the creation of business parties. This section lists all current business parties linked to the applicant's account, with each business account directly linked to its respective "Business Information" view, accessible by clicking the business name link.

The "Business Information" view includes contact information, a list of business contractor registration the business has, and expiring and revoked registrations. Furthermore, administrators of the business account have full access to all information in the “Business Information” view. They can add new members (view-only access) and other administrators (full access to the business data) in the "Users in Business" section. Administrators can also remove other administrators and members from the business account. However, a business account must have at least one administrator. 133 of 280
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Renewal and Revoke Management
Renewal and Revoke Management are integral to the contractor registration application workspaces.

The contractor registration renewal process applies to applicants and authorities who can apply for a registration renewal on behalf of their customers. The Cloudpermit system sends an email notification to all parties and business representatives in the most recent application workspace well before the registration expires, followed by another on the day the registration expires. The renewal process includes the following:
• Renewal of expired contractor registrations
• Renewal and late penalty fees
The contractor registration holder can create a renewal application for the expired registration in the contractor registration application workspace. The registration renewal fee is determined by the type of business and the municipality's fee schedule. Municipal authorities will manage contractor registration renewals in contractor registration applications by selecting the "Renew registration" option from the "More Actions" drop-down menu.

Municipal authorities may revoke valid registrations for specific reasons. The reason for the revocation must always be specified. The contractors and the parties in the most recent registration application workspace are notified by email that their registration has been revoked.
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Notifications and Alerts
Contractor registration renewal notification is triggered based on the municipality's configuration setting. The expiration notification will display on the user interface. Additionally, the system will send two email notifications: one a few days before the registration expiry and another on the expiration day. Municipal administrators can customize email notifications' frequency, notification type, and content.

Cloudpermit automatically sends contractor registration expiration notifications to all parties involved in the most recent application workspace. Renewal notifications submitted will also appear in the audit log for the "Registration" view.

Document Management
Cloudpermit generates all documents in downloadable and archivable PDF format by default. Contractor registration documents, such as uploaded attachments, permits, inspection visit results, contractor registration fee invoices, and receipts, are automatically saved to the respective workspace sections as PDF templates.

The latest registration also appears in the application's workspace header, which is accessible at any time.

Data Import
Authority users can import previously issued business registrations and attachments into the Cloudpermit database.

This process involves uploading Excel sheet columns containing registration data, including registration number, registration holder, address, property ID, and municipality. Users can then map the Excel file to define a form that will appear in the workspace. A preview of the draft registration and workspace is available for users to review before importing data. Similarly, attachments for existing registrations can be imported seamlessly.

Upon importing a registration, Cloudpermit creates and links it to a permit (if required). The application workspace is constructed using form data from the registry import and attachments from their respective Excel sheets.

Late Fee Management
In the context of the contractor registration , businesses may sometimes incur penalties, specifically late fees, for delayed payments. Cloudpermit streamlines this process with automated late fee calculations, capable of managing potentially high volumes of late fee scenarios. The calculation of late fees is contingent on the type of business and the fee schedule established by the municipality. Cloudpermit accommodates the following types of late fees:
• One-time fees
• Recurring monthly fees
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Administrators have the flexibility to define these fees as flat or calculated, as well as set a maximum number of months for recurring monthly fees (ranging from 2 to 12). If a registration renewal is overdue, administrators can designate the late fee as "one-time" and add it as a new fee item to the registration bill. In cases of "recurring monthly" late fees, administrators can include a new fee item in the bill and calculate the number of months for which it has been overdue.

Late fees can be automatically calculated when a bill is generated, taking into account the registration's expiration date and considering bank holidays and weekends. Cloudpermit also allows municipalities to align registration fees with their established fee schedule.

Report Management
The contractor registration module enables municipal authorities to create basic reports for registered organizations in Cloudpermit.

Generating reports can assist a municipality in ensuring compliance, regenerating revenue, planning, allocating resources, and enhancing transparency and accountability.

Municipal authorities have the capability to generate reports related to registrations, payments, inspections, and reviews.

Users can select one report at a time and customize its time range, registration type (submitted/issued), and registration categories. Cloudpermit supports CSV and Excel spreadsheet report formats.

Registration Reports
Contractor registration reports encompass both submitted applications and issued registrations. • Submitted Applications Report: This report provides a list of registration applications submitted within the selected time range, along with any other applied filters, such as registration category. • Issued Registrations Report: Here, you'll find a list of all applications with a given date within the time range and matching any other filters, such as registration category.

Payment Reports
Payment reports include” Online Payments” (the default option) and “Fees and Payments.” Review Reports
Report-type options for review reporting include reviews and review events.

Reviews Report: This report compiles a list of applications with a "Review start date" falling within the specified time range and aligning with any other applied filters, such as category or review name.

Review Events Report: Here, you'll find a list of applications with an "Event date" within the designated time range and matching any other filters, such as category or review name.

Configuration Description
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Configuration
Section Component Description
Registration categories Registration categories It allows changing the registration category description.

Registration categories Disable location services for new workspaces
It allows not displaying location services
for new workspaces.

Registration categories Renewal limit It defines how many days before the expiration of a registration can be
renewed (earliest renewal point). If left
empty, there will be no limit for the
renewal.

Registration categories Registration notifications for the first and second renewal
Users can set how many registration
notifications will be for the first and
second renewals.

Registration categories Registration defaults Users can set registration defaults for the date issued, date of issuance, valid from,
and expiration dates.

Attachment types Add a new attachment type It includes available attachment types for registrations.

Party roles Add a new party role It includes new party roles not used in previous registration applications.

Required forms, attachments, and configs Forms These settings define which forms are included and which attachments and
review configs are required in different
registration applications.

Registration numbering Registration number A registration number is assigned to a registration when it is issued. These
settings allow administrators to customize
how the registration number is generated.

Custom registration numbers will always
include the current year and a sequential
number.

Registration numbering Reset the counter to the change of the year.

Users can reset the counter on the year
change by enabling the option.

Registration numbering Assign a new number on renewal Users can assign a number on renewal by enabling the option
Data Import
Section Component Description
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Data Import Import a spreadsheet It enables importing registrations, inspections, and attachments.

Fees
Section Component Description
Fee schedule Configuration It includes a list of available fees specific to each customer.

Other settings Online payment It enables Cloudpermit to be configured to accept online payments from various
service providers.

Payment System
Section Component Description
Payment System settings Configure payment page settings It enables configuring payment page settings.

Reporting
Section Component Description
Reporting Report types It includes the following reporting types and their settings: registrations, payments,
inspections, and reviews.

Review configs
Section Component Description
Manage available reviews Time tracking It enables time tracking for reviews and selecting available reviews for the
organization.

Manage available reviews Available reviews It enables adding new reviews to applications.

Templates
Section Component Description
Permit templates Templates It includes various registration templates with customizable layouts.
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User management
Section Component Description
User management Add a new user It enables adding a new user, editing user permissions and groups, and removing a
user.

Registration Personas in Business Accounts
A business is established when a user adds it as a party to an application. This action designates the user as an administrator within the business account. It's essential to note that a business account must always be maintained by at least one administrator. The administrator holds the authority to extend invitations to new administrators and members or remove them from the business account.

In Cloudpermit Contractor registration , there are two distinct personas: administrators and members. Each persona is assigned specific responsibilities or privileges tailored to workflows within the Contractor registration .

Persona Tasks /Workflow
Administrator
Cloudpermit administrators have complete editing access to the business.
o An Administrator can access the business accounts to
which the person has been nominated as an
Administrator.
o An Administrator can add administrators and
members to business accounts to which the person
has been nominated as an Administrator.
o An Administrator can edit contact information from
the "Business Information" view.
o An Administrator can add new administrators and
members and remove them from the business
account.

Member o A member has read-only privilege in business
accounts.
o A member can access the application workspace but
not change it.

Overview of User Permissions in Business Accounts:
• Initially, the municipality that created the business account maintains editing permissions for business information, including user invitations, until the first admin invitation for the account is accepted. • Subsequently, the business account functions like any other, with only the designated business administrator having edit access.
• The first individual to receive an invitation becomes the administrator. It's only after an administrator party is included that the municipality's control can be revoked. • Administrators cannot self-remove from a business if they are the last administrators, preventing the business entity from being orphaned.
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Cloudpermit Third-Party Integrated Systems
Cloudpermit offers a set of standard configurable integrations with over twenty (20) systems, grouped into distinct integration types as detailed below.

In situations where the specific integration requirement cannot be met through the standard configurable options, Cloudpermit may explore alternatives such as integrating a new system, making minor adjustments to existing integrations, or developing a custom solution. These specialized integrations are subject to separate pricing and, if relevant, will be discussed within your contract.

Standard Configurable Third-Party Integrations
Cloudpermit offers integrations with third-party systems that can be tailored to suit the client's needs as a standard part of the implementation process. It's important to note that these integrations may come with associated monthly or annual fees, which will be explicitly outlined in the contract.

Geographic Information System (GIS)
Cloudpermit provides support for a one-way integration with the municipal authority's Geographic Information System (GIS). The supported GIS integrations encompass the following platforms:
• ESRI ArcGIS
• CGIS
• CartoVista
• MuniSight
Online Payment
Cloudpermit integrates with various online payment providers through checkout systems or gateways, enabling users to pay bills online when configured by a municipality. Payer info and bill details are securely sent to the payment provider, with payment success information returned. Supported integrations include:
• ACI
• Allpaid
• Bambora
• CCP/NIC Online Payment
• ePay
• E-xact
• Elavon
• Government Window
• Merchante
• Moneris
• MSB (Municipal Services Bureau)
• OpenEdge
• Payeezy
• Paymentus
• PayNowlink
• Point & Pay
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• Square
• Stripe
Authentication through Open ID Connect (OIDC)
When a user's account is linked to an external system for authentication, Cloudpermit sends the authentication via an Open ID Connectivity (OIDC) API to a third-party login page. The entire authentication process occurs in the third-party system, which then signals successful authentication back to Cloudpermit. Please note that this integration does not cover authorization; all groups and permissions are still managed within Cloudpermit. Supported OIDC authentication integrations include:
• Azure AD
Additional AD integrations are priced separately and, if applicable, addressed within your contract.

Multi-Factor Authentication (MFA)
When Multi-Factor Authentication (MFA) is required for a department, Cloudpermit login mandates at least Two-Factor authentication. Following a successful Cloudpermit authentication, users are directed to a third-party system for the secondfactor authentication, which can be a mobile app or Security Management System (SMS). This third-party system must provide an OIDC (Open ID Connect) interface and subsequently relay the success of the second-factor authentication back to Cloudpermit. Supported MFA integration options include:
• Duo
Additions and Minor Changes to Third-Party Integrations Cloudpermit can incorporate integrations with new systems, provided they align with an existing integration type (e.g., Online Payment or GIS) and the third-party system offers Application Program Interfaces (APIs) compatible with our current integration model.

Any integrations with new systems or minor alterations to existing system integrations will be subject to separate agreements and are not part of the standard implementation package. These integrations may involve a development fee as well as annual or monthly charges.

Cloudpermit will provide an estimated release timeline for the integration upon reaching an agreement.

Custom Integrations
Integrations falling outside the scope of Configurable Standard integrations, minor modifications to existing integrations, or new systems within an existing integration type are categorized as Custom Integrations.

All custom integrations necessitate a feasibility study and the creation of specifications before an agreement can be reached. Cloudpermit will provide an estimated release timeline for the integration upon agreement.

The implementation of a Custom Integration involves a development fee as well as annual or monthly charges.

Integrations with Backend Systems
In backend system integrations, Cloudpermit employs a streamlined process for transmitting information to a backend system. This process involves the following key steps:
• Record Creation: Cloudpermit establishes a dedicated record within the backend system for each workspace. 141 of 280
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• Property and Contact Linking: Cloudpermit links properties and contacts to their respective records, creating new contacts if needed.
• Status and Data Updates: Cloudpermit ensures that record status and specified data fields are updated as required.

Additionally, the integration can be configured to encompass the transfer of fees to the backend system. It can also include the transfer of completed reviews and inspections. Implementing this integration may necessitate adjustments in the backend system and mapping statuses and codes between the two systems.

Please note that integrated backend solutions are subject to separate pricing, which will be detailed in your contract.

Integrations with Electronic Archives
This integration method involves transmitting the contents of a workspace to an external system for archival purposes.

These external systems typically fall under the categories of Enterprise Content Management (ECM) or Electronic Archives.

The integration process is as follows:
• Archival Folder Creation: Cloudpermit establishes an archival folder within the third-party ECM or Electronic Archives system.
• Data Field Values: Cloudpermit writes the values of the configured data fields into the archival folder. • Attachment Transfer: Configured attachments are transferred into the folder for archival purposes.

Please be aware that integrated electronic archive solutions are subject to separate pricing, which will be outlined in your contract.

Conclusion: Empowering Efficient Contractor Registration with Cloudpermit In this comprehensive user guide for Cloudpermit's Contractor Registration product, we've explored the various functionalities and features that empower municipalities and contractors in managing and verifying contractor credentials seamlessly.

From the initial application creation to renewal management and integration possibilities, Cloudpermit streamlines the entire process. Users can effortlessly add parties, access essential business information, and generate reports for compliance and planning. With the flexibility of custom and standard integrations, Cloudpermit offers a versatile solution to meet diverse needs. Whether it's online payment processing, GIS integration, or electronic archival, Cloudpermit provides the tools for efficient contractor registration management.
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Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: ACCEPTANCE OF THE CYPRESS AVENUE SEWER REPAIR

PROJECT IMPROVEMENTS
Date: May 28, 2024
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council adopt a resolution accepting the Cypress Avenue Sewer Repair Project, authorizing the City Clerk to file the Notice of Completion with the County Clerk, and authorizing the release of retention after the 35 day noticing period with no protests.

Background
The Cypress Sewer Replacement Project consisted of replacing or repairing sections of the existing sewer, including sewer laterals, in Cypress Avenue from Cotati Creek to the City limits.

The project was one of several repair projects identified in the Inflow and Infiltration Reduction Study in 2021. In addition to having a number of deficiencies including offset joints and leaking laterals, the Cypress sewer repairs were given priority over other areas because of the planned paving of Cypress Avenue in early 2024.

Analysis/Discussion
The construction contract was awarded on December 12, 2023, and field work began in early April. Final inspection was conducted on May 13, 2024, and the work was determined to be substantially completed in accordance with the Project requirements and the City Engineer is recommending the Project for acceptance by City Council. Following City Council Acceptance, a Notice-of-Completion is to be filed with the County Recorder and, after thirty-five days, if no protests ae received, the City is to release the retention to the Contractor.

Financial Considerations
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The City’s adopted Fiscal Year 23/24 Budget included $783,700, for the Project. Accounting for the design, construction contract, the Construction Management and Inspections agreement and a contingency of 15 percent, the total proposed Project budget at time of award was decreased to $562,654. With the Project work complete, the total spent and encumbered funds for the Project from design through construction and CM is $525,184. The remaining unspent funds will be returned to the unappropriated Sewer Enterprise fund balance.

Environmental Issues
This action is found to qualify for a Class 1 Categorical Exemption under CEQA Section 15301 in that the project consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use. 144 of 280
RESOLUTION NO. (XX)

RESOLUTION OF THE CITY OF COTATI CITY COUNCIL ACCEPTING THE

CYPRESS AVENUE SEWER REPAIR PROJECT IMPROVEMENTS,

AUTHORIZING THE CITY CLERK TO FILE THE NOTICE OF COMPLETION

WITH THE COUNTY CLERK, AND AUTHORIZING THE RELEASE OF
RETENTION AFTER THE 35 DAY NOTICING PERIOD WITH NO PROTESTS.

WHEREAS, the Cypress Sewer Replacement Project consisted of replacing or repairing sections of the existing sewer, including sewer laterals, in Cypress Avenue from Cotati Creek to the City limits; and
WHEREAS, the project was one of several repair projects identified in the Inflow and Infiltration Reduction Study in 2021; and
WHEREAS, in addition to having deficiencies including offset joints and leaking laterals, the Cypress sewer repairs were given priority over other areas because of the planned paving of Cypress Avenue in early 2024; and
WHEREAS, the construction contract was awarded on December 12, 2023, and field work began in early April; and
WHEREAS, final inspection was conducted on May 13, 2024, and the work was determined to be substantially completed in accordance with the Project requirements and the City Engineer is recommending the Project for acceptance by City Council; and WHEREAS, following City Council Acceptance, a Notice-of-Completion is to be filed with the County Recorder and, after thirty-five days, if no protests ae received, the City is to release the retention to the Contractor; and
WHEREAS, the City’s adopted Fiscal Year 23/24 Budget included $783,700, for the Project, and accounting for the design, construction contract, the Construction Management and Inspections agreement and a contingency of 15 percent, the total proposed Project budget at time of award was decreased to $562,654; and
WHEREAS, with the Project work complete, the total spent and encumbered funds for the Project from design through construction and CM is $525,184; and WHEREAS, the remaining unspent funds will be returned to the unappropriated Sewer Enterprise fund balance; and
WHEREAS, this action is found to qualify for a Class 1 Categorical Exemption under CEQA Section 15301 in that the project consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use.
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NOW THEREFORE BE IT RESOLVED, the City Council of the City of Cotati hereby takes the following actions:

1. Finds that the above recitals are true and correct and incorporated herein by reference; and

2. Accepts the contract work performed on the Cypress Avenue Sewer Repair Project; and

3. Directs the City Clerk to record the attached Notice of Completion for said contract work within 15 days of the date of resolution and provide a copy to the contractor (Cal. Civil Code §9204); and

4. Authorizes the City Manager to release any remaining contract retention to Corcus Construction thirty-five (35) days after the recordation of the Notice of Completion, provided that no liens or stop notices have been filed against the Project.

IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on May 28, 2024, by the following vote, to wit:

Kevin Patterson, Deputy City Clerk
City of Cotati
201 W. Sierra Avenue
Cotati, CA 94931-4217

NOTICE OF COMPLETION
(ACCEPTANCE OF IMPROVEMENTS)
NOTICE IS HEREBY GIVEN THAT:

1. The City Council of the City of Cotati has accepted the improvements at the City Council meeting of May 28, 2024 for the Cypress Avenue Sewer Repair Project.

The nature of the City of Cotati’s interest, as owner, of the property is as public right-of-way.

2. The improvements were completed and deemed complete by the Director of Public Works/City Engineer on May 13, 2024.

3. The name of the original contractor for the work of improvement was Corcus Construction, Inc. for a total constructed amount of $326,284.

4. The Contractor has provided the City with a maintenance bond and guaranty in the amount of 10 percent of the construction contract amount ($32,628.00) for a period of one (1) year from the date of City Council acceptance of the improvements.

5. This Notice of Completion constitutes the City’s acceptance of the improvements for this project.

I am the City Engineer/Public Works Director for the City of Cotati, a Municipal Corporation. I make this verification on behalf of the City of Cotati. I have read the Notice and know its contents. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Dated: _________________ ___________________________
Craig A Scott
City Engineer/Public Works Director
Document3

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Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: RESOLUTION OF INTENT TO APPROVE THE

PRELIMINARY ENGINEER'S REPORT FOR THE

LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT,

LEVY AND COLLECT ANNUAL ASSESSMENTS, AND SET

THE TIME AND DATE OF THE PUBLIC HEARING FOR THE

COTATI LANDSCAPING AND LIGHTING ASSESSMENT
DISTRICT FOR FISCAL YEAR 2024/25.

Date: May 28, 2024
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council of the City of Cotati adopt a resolution of intent to levy and collect annual assessments, approve the Preliminary Engineer's Report and set the time and date of the Public Hearing for the City of Cotati Landscaping and Lighting Assessment District for Fiscal Year 2024/25.

Background
The ten original Cotati Landscaping and Lighting Assessment Districts (“Districts”) were initially formed by the City from 1989 to 2003 in accordance with the Landscaping and Lighting Act of 1972 (“Landscaping and Lighting Act”) to pay for costs associated with maintaining landscaping and streetlights within developments. To simplify the process and reduce administration costs, the 2017 proceedings combined the ten Districts into one District with ten separate “Zones.” A Preliminary Engineer’s Report has been prepared for the District, detailing work done and individual budgets for each of the ten Zones. The Engineer’s Report is to be considered for acceptance and a date is to be set for the Public Hearing for the levying of the assessments.

Analysis/Discussion
The Landscaping and Lighting Act requires that the City undertake certain proceedings for any 148 of 280
fiscal year in which assessments are to be levied and collected. On January 23, 2024, the City Council began the required annual proceedings for the 2024-25 Fiscal Year by appointing the City Engineer as Engineer of Work and directed the preparation of the Engineer’s Report. The Engineer’s Report has been prepared and filed in accordance with the Landscape and Lighting Act and is being presented to the City Council for their consideration.

This is the second of three City Council meetings regarding annual review of the assessment district. Currently, the Council typically adopts a Resolution of Intent to levy and collect assessments and preliminary approval of the Engineer’s Report. At the third and final meeting, the Council will conduct a public hearing and may then authorize the levying and collection of assessments for FY 2024-25. At that time, the assessments cannot be increased above those stated in the Resolutions of Intent and the preliminary Engineer’s Report.

The date of the required public hearing is proposed to be July 9, 2024.

Preliminary Engineer’s Report
The Preliminary Engineer’s Report begins with a background and summary of the proposed assessments for FY 2024-25 and is followed by separate sections describing each Zone, what services are included for each Zone, including capital projects (i.e., major repairs, re-plantings, or other improvements), the estimated costs for FY 2024-25, the allocation of the assessment to the lots, and an estimate of each Zone’s reserve fund balance. Following these sections, the report has attachments; Attachment A describing the method of apportionment of the assessments, and Attachment B with a description of which properties are within each zone and the zone diagrams.

For this past year, all Zones received routine maintenance, there may be replanting and repairs in other zones once City staff has evaluated the landscaping conditions and priorities as well as budgets in each of the ten zones. Zones 2, 4 and 5 have annual per lot assessments of $40.00, $32.00, and $36.00 which are very low and cover utilities, minimal labor, and administrative cost. These zones continue to be a challenge financially as the City cannot increase the annual assessment without a majority approval of residents within the zone. However, without a significant improvement in the service, which is not possible, it is very unlikely that the residents would vote for an increase. Therefore, staff will inform the residents of the project completed by the city and the negative operating costs for their districts, but unless there is an unexpected groundswell of support for raising the assessment, staff considers these areas city-maintained streetscapes with a partial offset of costs by an assessment. While not ideal, it’s better than no cost offset.

Annual assessments are at a fixed maximum amount for all the zones except zones 7, 8, 9, and

10. The assessments for these zones can be raised up to the maximum assessment amount which is the Construction Cost Index (CCI) for the City of San Francisco from the date the LLAD was formed to January 1, 2024. An increase above this amount would require a Proposition 218 process. The determining factor in selecting the rate increases is to maintain a positive Zone reserve. Costs continue to increase and include contract services, utilities, and administration costs. The reserve is to be sufficient to cover unexpected costs and planned Capital Improvements. The proposed rate adjustments are 10 percent for Zones 7, 8, and 10 and 15 149 of 280
percent for Zone 9.

Financial Considerations
All costs associated with these annual proceedings and the annual operation, maintenance and administration of the Landscaping and Lighting Maintenance Assessment District are intended to be recovered from the annual assessments levied on the properties within the District. It may be necessary to have a loan from the City’s General Fund if improvements or repairs become necessary, but it is the intent that these borrowed funds be paid back through zone revenue over time.

For Zones 1, 2, 3, 4, 5, and 6,annual assessments are to remain at previous year’s levels ($158.00, $40.00, $290.00 [$435.00 for triplex], $32.00, $36.74, and $133.50, respectively).

Zone 7 assessment is proposed to increase from $253.05 to $278.35. The Zone 8 assessment is proposed to increase from $505.82 to $556.40. The Zone 9 assessment is proposed to increase from $205.60 to $236.40. The Zone 10 assessment is proposed to increase from $385.00 to $423.50.

Environmental Issues
The action of approving the preliminary annual engineer’s report, declaring the City’s intention to levy the annual assessment, and scheduling a public hearing for the levying and collection of assessments for the Cotati Landscape and Lighting Maintenance District does not constitute a project as defined by California Environmental Quality Act Guidelines Section 15378; therefore, no further environmental review is required
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RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI APPROVING THE PRELIMINARY ANNUAL ENGINEER’S REPORT FOR THE CITY OF COTATI LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT; DECLARING THE INTENTION OF THE CITY COUNCIL TO LEVY THE ANNUAL ASSESSMENT; AND

SETTING THE TIME AND DATE OF THE PUBLIC HEARING FOR THE PROPOSED LEVY AND COLLECTION OF ASSESSMENTS FOR FISCAL YEAR 2024/2025 WHEREAS, the original ten Landscape and Lighting Maintenance Assessment Districts within the City (“Districts”) were initially formed by the City from 1989 to 2003 in accordance with the Landscape and Lighting Act of 1972 (“Act”) to levy and collect assessments under the Act to pay for costs associated with maintaining landscaping and streetlights within developments; and
WHEREAS, in 2017, the City Council consolidated the ten Districts into one District, containing ten separate Benefit Zones, each of which match identically the original ten original Districts, to simplify the annual assessment process and subsequently reduce administration costs; and
WHEREAS, the revenues and expenses of each of the ten individual Benefit Zones will be kept separate and the individual annual budget of each separate Benefit Zone has been tracked, in the same manner as currently occurs for the separate Districts; and WHEREAS, pursuant to the Landscaping and Lighting Act of 1972, an annual Engineer’s Report is required to be prepared and filed outlining estimated costs, methods of spreading costs, a description of properties in the Assessment District and their proposed assessments to levy and collect assessments in any following fiscal year; and
WHEREAS, on January 23, 2024, the City Council adopted a resolution appointing Craig Scott, P.E. as the Engineer of Work, directing the preparation and filing of the annual FY 2024-25 Engineer’s Report, and describing the potential changes to the Assessment District; and WHEREAS, the annual operation, maintenance and other incidental costs associated with the entire Assessment District includes improvements in the following Zones 1 through 10:

1. Valparaiso Zone 1 ‐ Zone 1 includes the maintenance of 7,416 square feet of landscaping along Redwood Highway and Valparaiso Avenue and five streetlights within the development. The parcels within this zone receive a direct special benefit from these amenities that are an asset to the values of the homes.

2. Quail Hollow Zone 2 ‐ Zone 2 funds the annual costs associated with the operation and maintenance of Quail Hollow, and the back-on landscaping along portions of Myrtle Avenue.

Additionally, maintenance of the landscaping provides a direct benefit for the parcels as maintaining the landscaping adds to property values and provides beneficial landscape features specific to residents within this zone.
151 of 280

3. Sommers Zone 3 ‐ The Assessment District improvements in Zone 3 include six driveway lights on La Salle Avenue. Additionally, the lighting adds to property values and provides beneficial landscape features specific to residents within this zone.

4. Macklin Zone 4 ‐ The related improvements in Zone 4 includes 1,170 square feet of “back‐on” landscaping along Myrtle Avenue. Residents within this zone directly benefit from maintenance of the landscaping, as maintaining the landscaping adds to property values and provides beneficial landscape features specific to residents within this zone.

5. Sierra Meadow Zone 5 ‐ The improvements in Zone 5 include nine streetlights within the development on Oretsky Way. Residents within this zone directly benefit from the lighting, as maintaining the lighting adds to property values and provides beneficial lighting features specific to residents within this zone.

6. Oak Knoll Zone 6 ‐ The related improvements in Zone 6 include the island landscape maintenance on Christensen Court and five streetlights. Residents within this zone directly benefit from maintenance of the landscaping and lighting, as maintaining the landscaping and lighting adds to property values and provides beneficial landscape features specific to residents within this zone.
7 . Garden Gate Zone 7 ‐ The improvements in Zone 7 include 2,900 square feet of “back‐on” landscape along a portion of East Cotati Avenue at Dyquisto Way and five streetlights.

Residents within this zone directly benefit from maintenance of the landscaping and lighting, as maintaining the landscaping and lighting adds to property values and provides beneficial landscape features specific to residents within this zone. 9 . Santero Way Zone 9 ‐ The improvements in Zone 9 include a 31,000 square feet landscaped park and seventeen streetlights. Residents within this zone directly benefit from maintenance of the landscaping and lighting, as maintaining the landscaping and lighting adds to property values and provides beneficial landscape features specific to residents within this zone.
1 0 . Altman Acres Zone 10 ‐ The improvements in Zone 10 include a 11,750 square feet landscaped area along Old Redwood Hwy across from Clothier Lane and five street lights (two along Old Redwood Highway and three along John Roberts Drive). Residents within this zone directly benefit from maintenance of the landscaping and lighting, as maintaining the landscaping and lighting adds to property values and provides beneficial landscape features specific to residents within this zone; and WHEREAS, the Engineer of Work has prepared and filed with the City the annual Engineer’s Report for FY 2024-2025 as required by the Landscaping and Lighting Act of 1972; and 152 of 280
WHEREAS, all interested persons are referred to the Engineer’s Report, a copy of which is attached to the staff report for this item and is also on file with and available for inspection in the City Clerk’s Office; and
WHEREAS, the Engineer’s Report contains a full and detailed description of the improvements, the proposed operation and maintenance costs, the boundaries of the ten zones of the Assessment District and the proposed FY 2024-25 assessments upon assessable lots and parcels of land within the Assessment District; and
WHEREAS, for Zones 1, 2, 3, 4, 5, and 6, the proposed FY 2024-25 annual assessments to levy and collect are proposed to stay the same as that assessed FY 2023-24; and WHEREAS, for Zones 7, 8, 9 and 10 the FY 2024-25 maximum annual assessments will be adjusted up by the allowable Construction Cost Index for San Francisco extending back to the formation of the District; and
WHEREAS, for FY 2024-25 the annual assessments proposed to be levied and collected are: $158.00 per unit for all properties within Zone 1, $40.00 per unit for all properties within Zone 2, $290.00 per unit [$435.00 for triplex] for all properties within Zone 3, $32.00 per unit for all properties within Zone 4, $36.74 per unit for all properties within Zone 5, $133.50 per unit for all properties within Zone 6, $278.35 per unit for all properties within Zone 7, $556.40 per unit for all properties within Zone 8, $236.40 per unit for all properties within Zone 9, and $455.95 per ESD unit for all properties within Zone 10.

NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF COTATI DOES HEREBY RESOLVE:

1. Recitals. The foregoing recitals are true and correct and made a part of this Resolution; and

2. Proposal to Levy Assessments. The City Council intends to levy and collect assessments during Fiscal Year 2024-25 and preliminarily approves the filed FY 2024-25 Engineer’s Report with the estimate of the costs and expenses to operate and maintain the said improvements and their incidental expenses as it pertains to Zones 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 for the proposed Cotati Landscape & Lighting Assessment District and its component Benefit Zones for FY 2024-25; and

4. Inflation Adjustment. In order to take inflation into account, the City Council approves the allowance for an annual increase of up to the maximum assessments in accordance with the annual Construction Cost Index for the San Francisco Area for Zones 7, 8, 9 and 10; and

5. Public Hearing. A public protest hearing will be held on July 9, 2024, at 6:00 pm, or as soon thereafter as the matter can be heard, at that time, the City Council will conduct a public hearing on the levy and collection of annual assessments for FY 2024-25 for the District; and 153 of 280

6. This Resolution is adopted pursuant to Section 22620 et. seq. of the California Streets and Highway Code; and

7. The City Clerk is authorized and directed to publish the Notice of Hearing required by the Landscaping and Lighting Act of 1972 for said public hearing.

IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on May 28, 2024, by the following vote, to wit:

Approved:___________________________
Mayor
Attest:______________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:______________________________
City Attorney
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Annual Engineer's Report
City of Cotati Landscaping and Lighting Assessment District for Fiscal Year 2024-2025
Draft
May 2025
Prepared By:

Craig A. Scott, PE, Director of Public Works/City Engineer 155 of 280
FY 2024-25
City of Cotati Landscaping and Lighting Assessment District (Pursuant to the Landscaping and Lighting Act of 1972)
The undersigned respectfully submits, as directed by the City Council on January 22, 2024, the enclosed Engineer’s Report on the 22nd day of June, 2023.

By:__________________________________________
Craig A. Scott, PE
I HEREBY CERTIFY that the enclosed Engineer's Report, together with the Assessment Diagrams thereto attached was filed with the City on the 22nd day of June, 2024.

Damien O’Bid, City Manager, City of Cotati
Sonoma County, California
By:___________________________________________
I HEREBY CERTIFY that the enclosed Engineer's Report, together with the Assessment Diagrams thereto attached was approved and confirmed by the City Council of the City of Cotati, California, on the 22nd day of June, 2024.

Damien O’Bid, City Manager, City of Cotati
Sonoma County, California

By:___________________________________________
I HEREBY CERTIFY that the enclosed Engineer's Report, together with the Assessment Roll and the Assessment Diagram thereto attached, was filed with the County Auditor of the County of Sonoma on the ___day of _, 2024.

Damien O’Bid, City Manager, City of Cotati
Sonoma County, California

By:___________________________________________
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FY 2023-2024 ANNUAL ENGINEER'S REPORT

CITY OF COTATI LANDSCAPING & LIGHTING ASSESSMENT DISTRICT (Pursuant to the Landscaping & Lighting Act of 1972)
FY 2024-2025 Annual Assessment
Craig A. Scott, Engineer of Work for the City of Cotati Landscaping & Lighting Assessment District, City of Cotati, Sonoma County, California, prepares this annual Engineer’s Report, as directed by the City Council of the City of Cotati, pursuant to Section 22620 of the Streets & Highways Code (Landscaping & Lighting Act of 1972) for the Cotati Landscaping and Lighting Assessment District for Fiscal Year 2024-25.

Background
The ten Cotati Landscaping and Lighting Assessment Districts (“Districts”) were initially formed by the City from 1989 to 2003 in accordance with the Landscaping and Lighting Act of 1972 (“Landscaping and Lighting Act”) to pay for costs associated with maintaining landscaping and streetlights within developments. Fiscal Year 2017-18’s annual assessment process was combined with the action of consolidating the ten District’s into one District to simplify the process and reduce administration costs. The City now has a single District with ten individual “Zones” each having retained their identical and separate characteristics.

The ten zones consist of the following subdivisions: Valparaiso Vista (Zone 1), Quail Hollow IV (Zone 2), Sommers (Zone 3), Macklin I (Zone 4), Sierra Meadows (Zone 5), Oak Knolls (Zone 6), Garden Gate (Zone 7), Park Meadows (Zone 8), Santero Way Developments (Zone 9), and Altman Acres (Zone 10). Under California State law, the City is required to hold a public hearing annually to set the assessment rates for the following year for each assessment zone.

Pursuant to the provisions of the Landscaping & Lighting Act of 1972, an annual Engineer’s Report must be prepared and filed with the City in order to levy and collect assessments on any following fiscal year. Annually, the City Council directs the City Engineer to prepare and file the Engineer’s Report on the Landscape and Lighting Assessment District to establish assessment zone rates. Once the preliminary Engineer’s Report has been filed, the City Council can then adopt a Resolution of Intention to levy and collect annual assessments for FY 2024-25, then preliminarily approves the filed annual Engineer’s Report and sets the time and date of the public protest hearing. The Engineer’s Report outlines the proposed budgets, assessments, improvements, and changes to the zones within the Assessment District. These budgets/costs are updated with each subsequent annual Engineer’s Reports as required by the 1972 Act.

To take annual inflation into account, four of the assessment zones have an inflation adjuster (Zones 7, 8, 9 and 10). The annual assessment for these Zones is to be adjusted by the change in the San Francisco Construction Cost Index (CCI) over the previous twelve-month period. The SF CCI for January 2023, and January 2024, are 15498.78 and 15525.00, respectively. The adjustment for FY 24/25 is therefore 0.2 percent. Applying this rule to the initial assessment and the CCI at the time the Assessment Zone was formed results in the maximum assessment that can be charged without holding a protest vote. An annual CCI adjustment to the annual assessment is not mandatory. If the annual Engineer’s Report recommends any adjustment up to the sum of the previous year’s maximum assessment plus the allowable annual CCI increase, notices are not required to be sent nor shall a vote be required. If, however, the annual Engineer’s Report recommends any adjustment that exceeds the sum of the previous year’s maximum assessment plus the allowable annual CCI increase, noticing and/or voting shall be required in accordance with the 157 of 280

provisions applicable to the Landscaping and Lighting Act of 1972 and Proposition 218. Applying this rule to the initial assessment, the CCI at the time the Assessment Zone was formed, and the January 1, 2024, CCI for San Francisco of 15525.00 results in the maximum assessment that can be charged without holding a protest vote. The maximum assessments for the four zones that have CCI adjustments are shown in the following table.

Table 1
Zone Initiated CCI SF at Date Zone
was Initiated Multiplier
Initial
Assessment
per Unit
Maximum
Assessment
7 02/14/2001 7399.07 2.098 $148.00 $310.50
8 10/13/1999 6816.7 2.277 $354.43 $807.04
9 10/09/2002 7644.46 2.031 $154.82 $314.44
10 10/09/2002 7644.46 2.031 $333.78 $677.91
The table below summarizes the proposed FY 2024-2025 assessments to levy and collect for each of the ten zones.

Table 2
Zone Assessment Zone Name FY 23/24 Annual
Assessment
Current
Maximum Annual
Assessment*
Proposed
Assessment to
Levy Per ESD
1 Valparaiso Vista $158.00 $158.00 $158.00
2 Quail Hollow IV $40.00 $40.00 $40.00
3 Sommers $290.00 $290.00 $290.00
4 Macklin Phase 1 $32.00 $32.00 $32.00
5 Sierra Meadows $36.74 $36.74 $36.74
6 Oak Knoll $133.50 $133.50 $133.50
7 Garden Gate $253.00 $310.50 $278.30
8 Park Meadows $512.00 $807.04 $556.40
9 Santero Way $206.00 $314.44 $236.40
10 Altman Acres $385.00 $677.91 $455.95
*Only Assessment Zones 7, 8, 9, and 10 allow for inflationary adjustment (Consumer Price Index for San Francisco).

The original landscaping and lighting improvements within all 10 Zones of the Assessment District are completed and have been accepted by the City. The proposed changes, budgets and assessments for FY 2024-2025 are included in the description of each zone below. See ‘Attachment A, Method of Apportionment of Assessment’ of this report for a detailed description of the apportionment methodology for each zone. The FY 22/23 actuals are the actual revenues and expenses for the complete fiscal year. The FY 23/24 estimated values are derived by using actual expenses through the most current data available at the time this report was drafted, then extending the expenses to June 30 using a prorated estimate. FY 24/25 revenues and expenses are projected values based on prior years and expected cost increases due to inflation and planned maintenance and capital expenses.

Attachment A is a statement of the method used by the Engineer of work to determine the amount proposed to be assessed against each parcel within the assessment district. 158 of 280

Attachment B contains the assessment diagrams (maps) showing all the parcels of real property within the boundaries of the 10 assessment zones. The APNs are shown in the assessor’s maps available at the County of Sonoma Assessor’s Office.

Attachment C this attachment contains descriptions of any improvement plans that may be needed for the installation of any improvements identified in the report. If plans exist, they are filed with the City Clerk.

Although separately bound, the plans and specifications of this engineer’s report are included in it by reference.

Zone 1: Valparaiso Vista
Background
On June 12, 1991, the City Council adopted Resolution No. 91-35, approving the Engineer’s Report, and on June 26, 1991, adopted Resolution No. 91-38, ordering the formation of the City of Cotati Valparaiso Vista Landscape and Lighting Maintenance Assessment District confirming the diagram and assessment, and ordering the levy of an assessment.

This zone includes 7,416 square feet of landscape area and five LED, 120-volt, 100-watt lights.

The City provides landscape maintenance within the City Right-of-Way for this Zone. On a weekly basis the City performs general clean-up of the area and prunes and weeds on a monthly basis. The City fertilizes and structural prunes on a yearly basis. Streetlights are inspected once per month and repaired as needed. The high utility charge in FY22/23 was due to the irrigation system being left on following the annual backflow test and a leak caused excessive water loss. The Zone was eligible for a loss reduction and the actual water loss was shared with the City’s water utility enterprise fund, therefore reducing the cost to the Zone.

Projected Costs of Assessment Zone
The projected annual cost of maintaining the landscaping and lighting for the Fiscal Year 2024-2025 is $1,210.00.

Zone 1 Valparaiso Vista FY 22/23 Actuals FY 23/24 Estimated FY 24/25 Projected Utility Charges $175.30 $1,261.33 $190.00
Contract Services $378.00 $485.81 $490.00
Capital Projects $0.00 $0.00 $0.00
City Labor $0.00 $0.00 $0.00
Investment Expenses $69.26 $41.50 $40.00
Annual Zone Administration $621.73 $574.26 $490.00
General Fund Loan Repayment $0.00 $0.00 $0.00
Total Expenses $1,244.29 $2,362.90 $1,210.00
Zone Reserve Used $0.00 $0.00 $0.00
General Fund Loan $0.00 $0.00 $0.00
Total Assessment $2,370.00 $2,370.00 $2,370.00
Assessment Interest $60.17 $17.00 $20.00
Total Revenue $2,430.17 $2,387.00 $2,390.00
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Estimated Fund Balance FY 2023-24 (Est.) FY 2024-2025 (Proj.) Estimated Starting Reserve Fund Balance July 1 $8,406.02 $8,430.12 Estimated Assessment Revenue $2,387.00 $2,390.00
Estimated Expenses $2,362.90 $1,210.00
Estimated Ending Reserve Fund Balance June 30 $8,430.12 $9,610.12 The total proposed assessment for FY 2024-2025 is $2,370.00.

Method of Assessment Spread
The assessment shall be divided equally among all of the individual parcels within the assessment zone. A more detailed description of the method of apportionment is in Attachment A.

Assessment Spread
Fifteen (15) parcels in assessment area
Lot No. Assessor's Parcel Number Annual Charge
1 144-400-051 $158.00
2 144-400-052 $158.00
3 144-400-053 $158.00
4 144-400-054 $158.00
5 144-400-055 $158.00
6 144-400-056 $158.00
7 144-400-057 $158.00
8 144-400-058 $158.00
9 144-400-059 $158.00
10 144-400-060 $158.00
11 144-400-061 $158.00
12 144-400-062 $158.00
13 144-400-063 $158.00
14 144-400-064 $158.00
15 144-400-065 $158.00
Total Annual Assessment $2,370.00
Zone 2: Quail Hollow IV
Background
On February 28, 1989, the City Council adopted Ordinance No. 509 granting tentative approval for the Quail Hollow IV Subdivision. Condition No. 11 of said Ordinance requires that a source of maintenance funding shall be provided for the landscaping to be placed between the back of sidewalk and property line fence along Myrtle Avenue. Then, on December 12, 1989, the City Council adopted Resolution No. 89-62, ordering the formation of the City of Cotati Quail Hollow IV Subdivision Landscaping Maintenance Assessment Zone confirming the diagram and assessment and ordering the levy of an assessment.

The purpose of the assessment is to generate funds for the maintenance of landscaping within Myrtle Avenue Right-of-Way and the curve return portion of the intersection of Myrtle Avenue and Aguirre Way Right-ofWay of Quail Hollow IV Subdivision. The funds are to be used solely for maintenance of landscaping within the Quail Hollow IV Subdivision. There are no lights to be maintained within this Zone. 160 of 280

City crews and its landscape contractor provide landscape maintenance within the Right-of-Way for this Zone. On a weekly basis the contractor performs general clean-up of the area and prunes and weeds on a monthly basis. The City fertilizes the zone and structurally prunes on a yearly basis.

In FY 18/19, the City performed routine maintenance and replanted missing or damaged plants. In Fiscal Year 21/22 the City removed and replaced the sidewalk in two places which were damaged by tree roots. After consulting with the LLAD residents, the City removed the redwood trees that caused the damage The LLAD continues to have insufficient funds for capital projects as well as routine maintenance and, therefore, the work was completed from a loan to the LLAD from the City’s General Fund. The annual GF Loan amount is projected to increase again in FY24/25 due to increased water costs. The Zone’s revenues comprise less than half the projected expenses.

Projected Costs of Assessment Zone
The actual base maintenance cost for this Zone in FY 21/22 increased from prior years due to the need to irrigate the newly installed landscaping. This increased expense is reflected in the utilities line item below and is not sustainable. Therefore, an annual subsidy from the City’s General Fund will be needed to fill the revenue shortfall. In 22/23, the City cleared the prior General Fund loan balance of $45,951 with a one-time subsidy payment. Much of the amount was due to the Myrtle Avenue landscape project, completed in 2016, and the sidewalk repairs and tree removals completed in 2021/22. Contract services dropped in FY23/24 as the City noticed the area was not being maintained and stopped paying the landscape contractor until the maintenance was resumed. Staff met with the contractor who recognized this and committed to resuming maintenance.

The projected annual cost of maintaining the landscaping and lighting for the Fiscal Year 2024-2025 is $2,287.52.

Zone 2 Quail Hollow IV FY 22/23 Actuals FY 23/24 Estimated FY 24/25 Projected Utility Charges $1,018.38 $911.91 $960.00
Contract Services $302.40 $30.85 $317.52
Capital Projects $0.00 $0.00 $0.00
City Labor $0.00 $0.00 $0.00
Investment Expenses $0.00 $0.00 $0.00
Annual Zone Administration $1,284.90 $1,186.83 $1,010.00 General Fund Loan Repayment $0.00 $0.00 $0.00
Total Expenses $2,605.68 $2,129.58 $2,287.52
Zone Reserve Used $0.00 $0.00 $0.00
General Fund Subsidy $1,365.68 $872.58 $1,027.52
Total Assessment $1,240.00 $1,240.00 $1,240.00
Assessment Interest $0.00 $17.00 $20.00
Total Revenue $2,605.68 $2,129.58 $2,287.52
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Estimated Fund Balance FY 2023-24 (Est.) FY 2024-2025 (Proj.) Estimated Starting Reserve Fund Balance July 1 $0.00 $0.00 Estimated Assessment Revenue $1,257.00 $1,260.00
Estimated Expenses $2,129.58 $2,287.52
General Fund Subsidy $872.58 $1,027.52
Estimated Ending Reserve Fund Balance June 30 $0.00 $0.00 The total proposed assessment for FY 2024-2025 is $1,240.00.

Zone 2 has an annual need for a General Fund subsidy as the water irrigation, maintenance and LLAD administration expenses exceed the zone's assessment revenue.

At present, this zone is not expected to be self-sufficient without an increase in the annual assessment which requires approval by the majority of the owners of the assessed lots, or cessation of maintenance of the streetscape along Myrtle Avenue. Without an approved increase of the annual assessment, and with continued maintenance of the street-scape, this Zone will continue to receive a General Fund loan annually.

Assessment Spread
Thirty-one (31) parcels in assessment area
Lot No. Assessor's Parcel Number Annual Charge
1 046-610-017 $40.00
2 046-610-018 $40.00
3 046-610-019 $40.00
4 046-610-020 $40.00
5 046-610-021 $40.00
6 046-610-022 $40.00
7 046-610-023 $40.00
8 046-610-024 $40.00
9 046-610-025 $40.00
10 046-610-026 $40.00
11 046-610-027 $40.00
12 046-610-028 $40.00
13 046-610-029 $40.00
14 046-610-030 $40.00
15 046-610-031 $40.00
16 046-610-032 $40.00
17 046-610-033 $40.00
18 046-610-034 $40.00
19 046-610-035 $40.00
20 046-610-036 $40.00
21 046-610-037 $40.00
22 046-610-038 $40.00
23 046-610-039 $40.00
24 046-610-040 $40.00
162 of 280

25 046-610-041 $40.00
26 046-610-042 $40.00
27 046-610-043 $40.00
28 046-610-044 $40.00
29 046-610-045 $40.00
30 046-610-046 $40.00
31 046-610-047 $40.00
Total Annual Assessment $1,240.00
Zone 3: Sommers
Background
On March 28, 1989, the City Council adopted Resolution No. 89-11, approving the Engineer’s Report, and on March 28, 1989, adopted Resolution No. 89-11, ordering the formation of the City of Cotati Sommers Subdivision Landscape and Lighting Maintenance Assessment District confirming the diagram and assessment and ordering the levy of an assessment.

The purpose of the assessment is to generate funds for the maintenance of Landscaping and Lighting within the City Right-of-Way of the Sommers Subdivision. The funds are to be used solely for maintenance of landscaping and lighting within the City Right-of-Way of the Sommers Subdivision.

This Zone includes six driveway lights and 3,047 square feet of fronting La Salle Avenue landscaping. City crews and its landscape contractor provide landscape maintenance within the City Right-of-Way for this Zone. On a weekly basis the contractor performs general clean-up of the area and prunes and weeds on a monthly basis.

The City fertilizes and structurally prunes on a yearly basis as well as places mulch as needed in planter area.

Driveway lights are inspected once per month and repaired as needed. The City installed ADA compliant curb ramps on either side of the subdivision’s driveway in FY 19/20. The City plans to prune the street-trees in FY23/24.

Projected Costs of Assessment Zone
The projected annual cost of maintaining the landscaping and lighting for the Fiscal Year 2024-2025 is $1,280.00.
163 of 280

Zone 3: Sommers FY 22/23 Actuals FY 23/24 Estimated FY 24/25 Projected Utility Charges $705.75 $645.02 $680.00
Contract Services $315.00 $257.04 $260.00
Capital Projects $0.00 $0.00 $0.00
City Labor $0.00 $0.00 $0.00
Investment Expenses $146.96 $80.17 $80.00
Annual Zone Administration $331.56 $306.28 $260.00
General Fund Loan Repayment $0.00 $0.00 $0.00
Total Expenses $1,499.27 $1,288.51 $1,280.00
Zone Reserve Used $0.00 $0.00 $0.00
General Fund Loan $0.00 $0.00 $0.00
Total Assessment $2,465.00 $2,465.00 $2,465.00
Assessment Interest $120.77 $754.24 $790.00
Total Revenue $2,585.77 $3,219.24 $3,255.00
Estimated Fund Balance FY 2023-24 (Est.) FY 2024-2025 (Proj.) Estimated Starting Reserve Fund Balance July 1 $15,449.45 $17,380.17 Estimated Assessment Revenue $3,219.24 $3,255.00
Estimated Expenses $1,288.51 $1,280.00
General Fund Loan $0.00 $0.00
Estimated Ending Reserve Fund Balance June 30 $17,380.17 $19,355.17 The total proposed assessment for FY 2024-2025 is $2,465.00.

Method of Assessment Spread
The assessment shall be assessed at $290.00 per parcel with duplex per year and $435.00 per parcel with triplex per year. A more detailed description of the method of apportionment is in Attachment A.

Assessment Spread
Eight (8) parcels in assessment area
Lot No. Assessor's Parcel Number Annual Charge
1 144-282-020 $290.00
2 144-282-021 $290.00
3 144-282-022 $290.00
4 144-282-023 $290.00
5 - Triplex 144-282-024 $435.00
6 144-282-025 $290.00
7 144-282-026 $290.00
8 144-282-027 $290.00
Total Annual Assessment $2,465.00
Zone 4: Macklin
Background
On June 12, 1991, the City Council adopted Resolution No. 91-34 initiating proceedings to establish the 164 of 280

Macklin Subdivision Phase I Landscape Maintenance Assessment Zone, in accordance with the "Landscaping and Lighting Act of 1972", Streets and Highways Code, Section 22500, et seq. On June 12, 1991, the City Council adopted Resolution No. 91-34, approving the Engineer's Report, and on June 26, 1991, adopted Resolution No. 91-37, ordering the formation of the City of Cotati Macklin Subdivision Phase I Landscape Maintenance Assessment District confirming the diagram and assessment, and ordering the levy of an assessment.

The purpose of the assessment is to generate funds for landscape maintenance within the City Right-of-Way of the Macklin Subdivision Phase I. The funds are to be used solely for landscape maintenance within the City Right-of-Way of the Macklin Subdivision Phase I.

This zone includes 1,170 square feet of landscaping. City crews and its landscape contractor provide landscape maintenance for this zone within the City Right-of-Way. On a weekly basis the contractor performs general clean-up of the area and prunes and weeds on a monthly basis. The City fertilizes and structurally prunes on a yearly basis. Mulch was added in FY 16/17, but the area was not included in the Myrtle Landscaping project scope for soil amendments and plantings because the hedges and shrubs are in generally good health and appearance. The landscape contract services is lower in FY23/24 because the landscapes were not being maintained and the City stopped payment. Maintenance is to resume in FY24/25.

Projected Costs of Assessment Zone
The projected annual cost of maintaining the landscaping and lighting for the Fiscal Year 2024-2025 is $1,670.

Zone 4: Macklin FY 22/23 Actuals FY 23/24 Estimated FY 24/25 Projected Utility Charges $12.80 $13.44 $10.00
Contract Services $378.00 $38.56 $380.00
Capital Projects $0.00 $0.00 $0.00
City Labor $0.00 $0.00 $0.00
Investment Expenses $17.82 $5.15 $10.00
Annual Zone Administration $1,616.45 $1,493.12 $1,270.00 General Fund Loan Repayment $0.00 $0.00 $0.00
Total Expenses $2,025.07 $1,550.27 $1,670.00
Zone Reserve Used $762.91 $185.04 $0.00
General Fund Loan $0.00 $85.32 $392.00
Total Assessment $1,248.00 $1,248.00 $1,248.00
Assessment Interest $14.16 $31.91 $30.00
Total Revenue $2,025.07 $1,550.27 $1,670.00
Estimated Fund Balance FY 2023-24 (Est.) FY 2024-2025 (Proj.) Estimated Starting Reserve Fund Balance July 1 $185.04 $0.00 Estimated Assessment Revenue $1,279.91 $1,278.00
Estimated Expenses $1,550.27 $1,670.00
General Fund Loan $85.32 $392.00
Estimated Ending Reserve Fund Balance June 30 $0.00 $0.00 The total proposed assessment for FY 2024-2025 is $1,248.00.

Method of Assessment Spread
The assessment shall be divided equally among all of the individual parcels within the assessment zone. A 165 of 280

more detailed description of the method of apportionment is in Attachment A.

Assessment Spread
Thirty-nine (39) parcels in assessment area
Lot No. Assessor's Parcel Number Annual Charge
1 046-620-001 $32.00
2 046-620-002 $32.00
3 046-620-003 $32.00
4 046-620-004 $32.00
5 046-620-005 $32.00
6 046-620-006 $32.00
7 046-620-007 $32.00
8 046-620-008 $32.00
9 046-620-009 $32.00
10 046-620-010 $32.00
11 046-620-011 $32.00
12 046-620-012 $32.00
13 046-620-013 $32.00
14 046-620-014 $32.00
15 046-620-015 $32.00
16 046-620-016 $32.00
17 046-620-017 $32.00
18 046-620-018 $32.00
19 046-620-019 $32.00
20 046-620-020 $32.00
21 046-620-021 $32.00
22 046-620-022 $32.00
23 046-620-023 $32.00
24 046-620-024 $32.00
25 046-620-025 $32.00
26 046-620-026 $32.00
27 046-620-027 $32.00
28 046-620-028 $32.00
29 046-620-029 $32.00
30 046-620-030 $32.00
31 046-620-031 $32.00
32 046-620-032 $32.00
33 046-620-033 $32.00
34 046-620-034 $32.00
35 046-620-035 $32.00
36 046-620-036 $32.00
37 046-620-037 $32.00
38 046-620-038 $32.00
39 046-620-039 $32.00
Total Annual Assessment $1,248.00 166 of 280

Zone 5: Sierra Meadows Subdivision
Background
On September 11, 1996, the City Council adopted Resolution No. 96-66 approving the Engineer’s Report, ordering the formation of the City of Cotati Sierra Meadows Subdivision Lighting Assessment District confirming the diagram and assessment, and ordering the levy of an assessment.

The purpose of the assessment is to generate funds for the maintenance of lighting in the Sierra Meadows Subdivision City Right-of-Way. The funds are to be used for electrical costs and incidental expenses associated with street lighting within the Sierra Meadows Subdivision City Right-of-Way. There is no landscaping in this Zone.

This Zone includes six LED 120-volt, 700-watt lights and three LED, 120-volt, 100-watt lights. Streetlights are inspected once per month and repaired as needed.

The reserves were depleted in FY 17/18 and a General Fund loan of $308.00 was needed to keep the reserves from being negative. With minimal maintenance efforts and no emergency expenditures, the zone paid back the General Fund in FY 18/19.

Projected Costs of Assessment Zone
The estimated annual cost of maintaining the landscaping and lighting for the Fiscal Year 2024-2025 is $1,260.00.

Zone 5: Sierra Meadows FY 22/23 Actuals FY 23/24 Estimated FY 24/25 Projected Utility Charges $292.50 $260.26 $270.00
Contract Services $0.00 $0.00 $0.00
Capital Projects $0.00 $0.00 $0.00
City Labor $0.00 $0.00 $0.00
Investment Expenses $16.28 $5.87 $10.00
Annual Zone Administration $1,243.40 $1,148.53 $980.00
General Fund Loan Repayment $0.00 $0.00
Total Expenses $1,552.18 $1,414.66 $1,260.00
Zone Reserve Used $435.00 $123.64 $0.00
General Fund Loan $0.00 $0.00 $0.00
Total Assessment $1,102.20 $1,248.00 $1,248.00
Assessment Interest $15.09 $43.02 $50.00
Total Revenue $1,552.29 $1,414.66 $1,298.00
Estimated Fund Balance FY 2023-24 (Est.) FY 2024-2025 (Proj.) Estimated Starting Reserve Fund Balance July 1 $1,182.08 $1,058.44 Estimated Assessment Revenue $1,291.02 $1,298.00
Estimated Expenses $1,414.66 $1,260.00
Estimated Ending Reserve Fund Balance June 30 $1,058.44 $1,096.44 The total proposed assessment for FY 2024-2025 is $1,248.00. 167 of 280

Assessment Spread
Thirty (30) parcels in assessment area

Lot No. Assessor's Parcel Number Annual Charge
1 144-730-001 $36.74
2 144-730-002 $36.74
3 144-730-003 $36.74
4 144-730-004 $36.74
5 144-730-005 $36.74
6 144-730-006 $36.74
7 144-730-007 $36.74
8 144-730-008 $36.74
9 144-730-009 $36.74
10 144-730-010 $36.74
11 144-730-011 $36.74
12 144-730-012 $36.74
13 144-730-013 $36.74
14 144-730-014 $36.74
15 144-730-015 $36.74
16 144-730-016 $36.74
17 144-730-017 $36.74
18 144-730-018 $36.74
19 144-730-019 $36.74
20 144-730-020 $36.74
21 144-730-021 $36.74
22 144-730-022 $36.74
23 144-730-023 $36.74
24 144-730-024 $36.74
25 144-730-025 $36.74
26 144-730-026 $36.74
27 144-730-029 $36.74
28 144-730-031 $36.74
29 144-730-032 $36.74
30 144-730-033 $36.74
Total Annual Assessment $1,102.20
Zone 6: Oak Knoll Subdivision
Background
On March 11, 1998, the City Council of the City of Cotati, California, adopted Resolution No. 98-14 initiating proceedings to levy an annual assessment for the landscaping and lighting improvements of the City of Cotati Oak Knoll Subdivision Landscape and Street Light Maintenance Assessment District, Sonoma County, 168 of 280

California (“Assessment District”), pursuant to the provisions of the California Streets and Highways Code Section 22500 et seq., (the Landscape and Lighting Act of 1972). On June 23, 1999, the City Council adopted resolution 99-37 approving the Engineer’s Report, ordering the formation of the City of Cotati Oak Knoll Subdivision Landscape and Lighting Assessment District confirming the diagram and assessment and ordering the levy of an assessment.

On April 9, 1997, the City Council of the City of Cotati adopted Resolution No. 97-22 granting tentative approval for the Oak Knoll Subdivision. Condition No. 2 of the Resolution requires a landscape and street light maintenance assessment zone be formed to provide funds for the maintenance of landscaping and street lighting within the City Right-of-Way of the Oak Knoll Subdivision, in accordance with the provision of Streets and Highways Code, Section 22500, et seq. (the Landscape and Lighting Act of 1972). Then, on March 25, 1998, the City Council adopted Resolution No. 98-21 forming the Landscaping and Street Light Maintenance Assessment District for the Oak Knoll Subdivision.

All individual lots within the boundary of Oak Knoll Subdivision shall be included within the assessment zone, with the exception of all dedicated public streets and Parcel “A” as shown upon the recorded map of Oak Knoll Subdivision.

This Zone includes five streetlights, LED, 120-volt, 100-watt diffuser bulbs.

The City provides landscape maintenance within the City Right-of-Way for this Zone including weekly general clean-up of the area, monthly pruning and weed control, and annual fertilization and structural pruning. High pressure sodium streetlights were replaced with energy efficient LED’s in FY 15/16 and these expenses were charged to the zone in FY 16/17. Additionally, streetlights are inspected once per month and repaired as needed. The landscape contractor failed to maintain the area for much of FY23/24 and the City stopped payment. The City met with the contractor in the Spring of 2024, and was assured maintenance work would resume.

The City solicited quotes in 2023 for landscape remediation including weeding, removal of dead and diseased trees, pruning, and irrigation repair. However, the costs exceeded the fund balance. With an adequate fund balance, the City will revisit having the remediation work done.

Projected Costs of Assessment Zone
The projected annual cost of maintaining the landscaping and lighting for the Fiscal Year 2024-2025 is $2,860.00
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Zone 6: Oak Knoll FY 22/23 Actuals FY 23/24 Estimated FY 24/25 Projected Utility Charges $497.94 $448.64 $470.00
Contract Services $630.00 $64.26 $650.00
Capital Projects $0.00 $0.00 $0.00
City Labor $525.00 $0.00 $0.00
Investment Expenses $221.84 $114.08 $120.00
Annual Zone Administration $994.74 $1,900.78 $1,620.00
General Fund Loan Repayment $0.00 $0.00 $0.00
Total Expenses $2,869.52 $2,527.75 $2,860.00
Zone Reserve Used $0.00 $0.00 $0.00
General Fund Loan $0.00 $0.00 $0.00
Total Assessment $3,204.00 $2,912.00 $2,912.00
Assessment Interest $180.52 $1,074.49 $1,130.00
Total Revenue $3,384.52 $3,986.49 $4,042.00
Estimated Fund Balance FY 2023-24 (Est.) FY 2024-2025 (Proj.) Estimated Starting Reserve Fund Balance July 1 $22,229.12 $23,687.85 Estimated Assessment Revenue $3,986.49 $4,042.00
Estimated Expenses $2,527.75 $2,860.00
Estimated Ending Reserve Fund Balance June 30 $23,687.85 $24,869.85 The total proposed assessment for FY 2024-2025 is $2,912.00.

Method of Assessment Spread
The parcels within the Oak Knoll Subdivision receive special benefits of well-maintained public landscaped areas and streetlights. These special benefits include enhanced neighborhood identity and quality of life, as well as a sense of community along with increased property values. Based on the foregoing, each of the individual parcels within the assessment zone, will be assessed an amount equal to 1/24th of the total assessment since they receive equal share of the special benefits mentioned above. Parcel “A” is a driveway serving lots 7, 8, 9, and 10. As Parcel “A” does not receive any of the special benefits, it is not assessed.

Assessment Spread
Twenty-four (24) parcels in assessment area

Lot No. Assessor's Parcel Number Annual Charge
1 144-340-028 $133.50
2 144-340-029 $133.50
3 144-340-030 $133.50
4 144-340-031 $133.50
5 144-340-032 $133.50
6 144-340-033 $133.50
7 144-340-034 $133.50
8 144-340-035 $133.50
9 144-340-036 $133.50
10 144-340-037 $133.50
11 144-340-038 $133.50
12 144-340-039 $133.50
13 144-340-040 $133.50
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14 144-340-041 $133.50
15 144-340-042 $133.50
16 144-340-043 $133.50
17 144-340-044 $133.50
18 144-340-045 $133.50
19 144-340-046 $133.50
20 144-340-047 $133.50
21 144-340-048 $133.50
22 144-340-049 $133.50
23 144-340-050 $133.50
24 144-340-051 $133.50
Total Annual Assessment $3,204.00
Zone 7: Garden Gate
Background
On February 14, 2001, the City Council of the City of Cotati Adopted Resolution No. 01-10 initiating proceedings to establish the Garden Gate Subdivision Landscape and Lighting Assessment Zone, in accordance with the "Landscaping and Lighting Act of 1972", Streets and Highways Code, Section 22500, et seq. Then, on April 11, 2001, the City Council adopted Resolution No. 01-28 forming the Landscaping and Street Light Maintenance Assessment District for the Garden Gate Subdivision, confirming the diagram and assessment, and ordering the levy of an assessment.

The purpose of the assessment is to generate funds for the maintenance of landscape and lighting in the Garden Gate Subdivision Right-of-Way. The funds are to be used for electrical, landscape and incidental expenses associated with street lighting as well as Parcel A & B Landscape Maintenance within the Garden Gate Subdivision.

This Zone includes a total landscaping area for Parcel A & B of 2,900 square feet and five LED, 120 volt, 70 watt lights.

The City provides landscape maintenance within the City Right-of-Way for this Zone including general weekly clean-up of the area, monthly pruning and weed control, and annual fertilization and structural pruning.

Street lights are inspected once per month and repaired as needed. In FY21/22 one leaning tree was removed and two trees were topped for safety as they were close to a house. New mulch was applied, trees trimmed, and a blanket for the backflow device were completed in FY23/24.

Projected Costs of Assessment Zone
The projected annual cost of maintaining the lighting and Parcels A & B landscaping for the Fiscal Year 2024-2025 is $3,889.95
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Zone 7: Garden Gate FY 22/23 Actuals FY 23/24 Estimated FY 24/25 Projected Utility Charges $605.88 $550.30 $580.00
Contract Services $553.30 $2,619.00 $580.97
Capital Projects $0.00 $0.00 $0.00
City Labor $0.00 $6,398.50 $0.00
Investment Expenses $173.74 $68.31 $70.00
Annual Zone Administration $621.70 $574.28 $490.00
General Fund Loan Repayment $0.00 $0.00 $0.00
Total Expenses $1,954.62 $10,210.39 $1,720.97
Zone Reserve Used $0.00 $5,442.29 $0.00
General Fund Loan $0.00 $0.00 $0.00
Total Assessment $3,795.00 $3,795.00 $4,174.50
Assessment Interest $147.39 $783.35 $820.00
Total Revenue $3,942.39 $10,020.64 $4,994.50
Estimated Fund Balance FY 2023-24 (Est.) FY 2024-2025 (Proj.) Estimated Starting Reserve Fund Balance July 1 $19,247.66 $13,615.61 Estimated Assessment Revenue $4,578.35 $4,994.50
Estimated Expenses $10,210.39 $1,720.97
Estimated Ending Reserve Fund Balance June 30 $13,615.61 $16,889.15 The total proposed assessment for FY 24-25 is $4,174.50. Which is a 10% increase over FY 23-24.

Method of Assessment Spread
The assessment shall be divided equally among all of the individual parcels within the Assessment Zone. A more detailed description of the method of apportionment is in Attachment A.

Assessment Spread
Fifteen (15) parcels in assessment area
Lot No. Assessor's Parcel Number Annual Charge
1 144-720-042 $278.30
2 144-720-043 $278.30
3 144-720-044 $278.30
4 144-720-045 $278.30
5 144-720-046 $278.30
6 144-720-047 $278.30
7 144-720-048 $278.30
8 144-720-049 $278.30
9 144-720-050 $278.30
10 144-720-051 $278.30
11 144-720-052 $278.30
12 144-720-053 $278.30
13 144-720-058 $278.30
14 144-720-059 $278.30
15 144-720-060 $278.30
Total Annual Assessment $4,174.50 172 of 280

Zone 8: Park Meadows
Background
On October 13, 1999, the City Council of the City of Cotati adopted Resolution No. 99-72 granting tentative approval for the Park Meadows Subdivision. Condition No. 43 of said Resolution requires that a landscape and street light maintenance assessment zone be formed to provide funds for the maintenance of landscaping and street lighting within the City Right-of-Way of the Park Meadows Subdivision, in accordance with the provision of Streets and Highways Code, Section 22500, et seq. (the Landscape and Lighting Act of 1972). Then, on April 11, 2001, the City Council adopted Resolution No. 01-30 forming the landscaping and street light maintenance assessment district for the Park Meadows Subdivision, confirming the diagram and assessment, and ordering the levy of an assessment.

The Zone consists of landscaping and street lighting within the City Right-of-Way and Parcel "A" of the Park Meadows Subdivision.

This Zone includes 38,475 square feet of landscape area and sixteen 120-volt, 70-watt high pressure streetlights. Up until FY 18/19, this Zone had eleven lights, however five of the lights installed as part of the City-Wide Lighting Project are within this Zone and their installation and ongoing maintenance costs are charged to this Zone.

Streetlights are inspected once per month and repaired as needed. The City installed five lights along pathways in this zone in FY 18/19 for a total cost of $30,000. Capital Projects were completed in FY 21-22 consist of improving the pathway from McGinnis Circle to the Laguna De Santa Rosa bridge, the pathway to Marsh Way, and repairs to the split rail fence. This work extended into FY22-23. Work in FY23/24 included removal of 2 maple trees which were splitting and recommended for removal by an arborist. Other trees are in similar condition and the City expects to have them removed also. The landscaping and irrigation system is in need of remediation. However, the reserves are depleted and this work will be planned for several years out once the reserves are replenished.

Projected Costs of Assessment Zone
The projected annual cost of maintaining the landscaping and lighting for the fiscal year 2024-2025 is $17,036.60
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Zone 8: Park Meadows FY 22/23 Actuals FY 23/24 Estimated FY 24/25 Projected Utility Charges $4,545.33 $4,080.26 $4,280.00
Contract Services $4,410.00 $8,892.00 $9,336.60
Capital Projects $8,371.50 $4,819.54 $2,000.00
City Labor $0.00 $1,783.94 $0.00
Investment Expenses $161.95 $12.88 $10.00
Annual Zone Administration $1,616.45 $1,655.13 $1,410.00 General Fund Loan Repayment $0.00 $0.00 $0.00
Total Expenses $19,105.23 $21,243.76 $17,036.60
Zone Reserve Used $2,323.56 $865.57 $0.00
General Fund Loan $0.00 $3,137.84 $0.00
Total Assessment $16,694.00 $17,197.88 $18,917.60
Assessment Interest $87.67 $42.46 $40.00
Total Revenue $19,105.23 $21,243.76 $18,957.60
Estimated Fund Balance FY 2023-24 (Est.) FY 2024-2025 (Proj.) Estimated Starting Reserve Fund Balance July 1 $3,137.84 $0.00 Estimated Assessment Revenue $18,105.92 $18,957.60
Estimated Expenses $21,243.76 $17,036.60
General Fund Loan $3,137.84 $0.00
Estimated Ending Reserve Fund Balance June 30 $0.00 $1,921.00 The total proposed assessment for FY 24-25 is $18,917.60. Which is a 10% increase over FY 23-24.

Method of Assessment Spread
The parcels within the Park Meadow Subdivision will receive special benefits of well-maintained public landscaped areas and streetlights. These special benefits include enhanced neighborhood identity and quality of life, as well as a sense of community along with increased property values. Based on the foregoing, each of the individual parcels within the assessment zone will be assessed in an amount equal to 1/39th of the total assessment since they receive equal share of the special benefits mentioned above. Parcel "A" and Parcel "B" are open space areas; therefore, they are not assessed.

Assessment Spread
Thirty-nine (39) parcels in Assessment Area
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Lot No. Assessor's Parcel Number Annual Charge
1 144-740-001 $556.40
2 144-740-002 $556.40
3 144-740-003 $556.40
4 144-740-004 $556.40
5 144-740-005 $556.40
6 144-740-006 $556.40
7 144-740-007 $556.40
8 144-740-008 $556.40
9 144-740-009 $556.40
10 144-740-010 $556.40
11 144-740-011 $556.40
12 144-740-012 $556.40
13 144-740-013 $556.40
14 144-740-014 $556.40
20 144-740-020 $556.40
21 144-740-021 $556.40
22 144-740-022 $556.40
23 144-740-023 $556.40
24 144-740-024 $556.40
25 144-740-025 $556.40
26 144-740-026 $556.40
27 144-740-027 $556.40
28 144-740-028 $556.40
29 144-740-029 $556.40
30 144-740-030 $556.40
31 144-740-031 $556.40
32 144-740-032 $556.40
33 144-740-033 $556.40
34 144-740-034 $556.40
35 144-740-035 $556.40
36 144-740-036 $556.40
Lands of Dluzak
37 144-740-046 $556.40
38 144-740-047 $556.40
39 144-740-048 $556.40
Total Annual Assessment $18,917.60
Zone 9: Santero Way
Background
On October 9, 2002, the City Council of the City of Cotati adopted Resolution No. 02-91 granting tentative approval for the Santero Way Developments. Condition No. 59 of said Resolution requires that a landscape and street light maintenance assessment zone be formed to provide funds for the maintenance of landscaping and street lighting within the Cotati Station Phase I Subdivision, in accordance with the provision 175 of 280

of Streets and Highways Code, Section 22500, et seq. (the Landscape and Lighting Act of 1972). Then, on July 9, 2008, the City Council adopted Resolution No. 08-58 forming the landscaping and street light maintenance assessment district for the Santero Way Subdivision, confirming the diagram and assessment, and ordering the levy of an assessment.

The purpose of the assessment is to generate funds for the maintenance of landscape and lighting within the City Right-of-Way in the Santero Way Developments. The funds are to be used for electrical power, landscape maintenance, water, and park furniture maintenance. Additionally, the funds are used for incidental expenses associated with public street lighting and landscape maintenance of the public park within the Santero Way Developments.

This Zone includes 31,000 square feet of landscape area including the Santero Way Park and seventeen LED, 120 volt, 70 watt street lights.

The City provides landscape maintenance within the City Right-of-Way for this Zone including weekly lawn mowing, edging, and general clean-up of the area, monthly pruning and weed control, and annual fertilization and structural pruning. However, the Santero Way Homeowners Association (HOA) has been contracting and paying for the landscape expenses for this Zone from the beginning. City staff met with the HOA Board to discuss the City paying for these services retroactively in FY 17/18 and for future years under a services agreement. The discussions also included identifying potential capital projects to rehabilitate park features including tree replacement, irrigation repair, replacing the drinking fountain, repair and/or replacement of benches and tables, replacement of playground ground cover, completing a playground evaluation, and repair root damaged sidewalks for sidewalks within the Zone. The HOA Board heard this item at their May 24, 2018 Board meeting and approved these CIP items for FY 18/19, increasing the Capital Improvements budget to $20,000, invoicing the City retroactively for FY 17/18 maintenance expenses, and working on an agreement with the City to invoice the Zone for annual maintenance costs. On February 28, 2019 the HOA Board met and supported having the City contract directly with a landscaping company for maintaining the park and street landscaping strip. The City has negotiated an agreement with a landscaping company with the effecting start date of July 1, 2019. Cost tables below include the landscape maintenance expenses as Zone expenses. Park lights are inspected once per month and repaired as needed.

Contract services for routine maintenance totaled $9,336 in FY21/22 and is expected to increase with some measure of inflation. This leaves just under $4,000 for other expenses including utility charges, City labor and administration. These expenses totaled $6,585 in FY20/21. Therefore, there is a systemic operating deficit for this Zone. Adding to the deficit, expenses were incurred in FY20/21 and FY21/22 beyond routine maintenance and required drawing down reserves. The expenses beyond routine maintenance in FY20/21 consisted of 1) mulch replacement along the Santero Way Streetscape ($5,815), 2) Irrigation repairs and tune up and electrical repair and turf repair ($965). Additional repairs and replacements in FY21/22 through April 2022, consisted of 1) removing and replacing a tree that was damaged in a windstorm ($2,271), and 2) irrigation and leak repairs ($270). A 15 percent increase is proposed to avoid the reserves going negative in FY25/26.

The City will endeavor to keep added maintenance costs down until revenues are at a sustainable level.

Projected Costs of Assessment Zone
The projected annual cost of maintaining the landscaping and lighting for the Fiscal Year 2024-2025 is $18,650.00
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Zone 9: Santero Way FY 22/23 Actuals FY 23/24 Estimated FY 24/25 Projected Utility Charges $4,935.65 $4,726.29 $4,960.00
Contract Services $9,523.07 $10,551.58 $11,080.00
Capital Projects $109.92 $0.00 $0.00
City Labor $175.00 $1,343.78 $200.00
Investment Expenses $147.52 $34.28 $40.00
Annual Zone Administration $2,901.30 $2,792.39 $2,370.00 General Fund Loan Repayment $0.00 $0.00 $0.00
Total Expenses $17,792.46 $19,448.32 $18,650.00
Zone Reserve Used $3,687.58 $4,512.42 $2,334.80
General Fund Loan $0.00 $0.00 $0.00
Total Assessment $14,008.00 $13,979.44 $16,075.20
Assessment Interest $96.88 $227.50 $240.00
Total Revenue $17,792.46 $18,719.36 $18,650.00
Estimated Fund Balance FY 2023-24 (Est.) FY 2024-2025 (Proj.) Estimated Starting Reserve Fund Balance July 1 $9,835.14 $4,593.76 Estimated Assessment Revenue $14,206.94 $16,315.20
Estimated Expenses $19,448.32 $18,650.00
Estimated Ending Reserve Fund Balance June 30 $4,593.76 $2,258.96 The total proposed assessment for FY 24-25 is $16,075.20. Which is a 15% increase over FY 23-24.

Method of Assessment Spread
The assessment shall be equally divided among the seventy (70) dwelling units. A more detailed description of the method of apportionment is in Attachment A.

Assessment Spread
Seventy (70) parcels in assessment area
Lot No. Assessor's Parcel Number Annual
Charge
1 144-770-001 $236.40
2 144-770-002 $236.40
3 144-770-003 $236.40
4 144-770-004 $236.40
5 144-770-005 $236.40
6 144-770-006 $236.40
7 144-770-007 $236.40
8 144-770-008 $236.40
9 144-770-009 $236.40
10 144-770-010 $236.40
11 144-770-011 $236.40
12 144-770-012 $236.40
13 144-770-013 $236.40
14 144-770-014 $236.40
15 144-770-015 $236.40
16 144-770-016 $236.40
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17 144-770-017 $236.40
18 144-770-018 $236.40
19 144-770-019 $236.40
20 144-770-020 $236.40
21 144-770-021 $236.40
22 144-770-022 $236.40
23 144-770-023 $236.40
24 144-770-024 $236.40
25 144-770-025 $236.40
27 144-770-027 $236.40
28 144-770-028 $236.40
29 144-770-029 $236.40
30 144-770-030 $236.40
31 144-770-031 $236.40
32 144-770-032 $236.40
33 144-770-033 $236.40
34 144-770-034 $236.40
35 144-770-035 $236.40
36 144-770-036 $236.40
37 144-770-037 $236.40
38 144-770-038 $236.40
39 144-770-039 $236.40
40 144-770-040 $236.40
41 144-770-041 $236.40
42 144-770-042 $236.40
43 144-770-043 $236.40
44 144-770-044 $236.40
45 144-770-045 $236.40
46 144-770-046 $236.40
47 144-770-047 $236.40
48 144-770-048 $236.40
50 144-770-050 $236.40
CAP 1A 144-770-051 $236.40
CAP 1B 144-770-052 $236.40
CAP 2A 144-770-053 $236.40
CAP 2B 144-770-054 $236.40
CAP 3A 144-770-055 $236.40
CAP 3B 144-770-056 $236.40
CAP 4A 144-770-057 $236.40
CAP 4B 144-770-058 $236.40
CAP 5A 144-770-059 $236.40
CAP 5B 144-770-060 $236.40
CAP 6A 144-770-061 $236.40
CAP 6B 144-770-062 $236.40
CAP 7A 144-770-063 $236.40
CAP 7B 144-770-064 $236.40
CAP 8A 144-770-065 $236.40 178 of 280

CAP 8B 144-770-066 $236.40
CAP 9A 144-770-067 $236.40
CAP 9B 144-770-068 $236.40
CAP
10A 144-770-069 $236.40
CAP
10B 144-770-070 $236.40
Total Annual Assessment $16,075.20
Zone 10: Altman Acres
Background
On October 9, 2002, the City Council of the City of Cotati adopted Resolution No. 02-91 granting tentative approval for the Altman Acres Subdivision. Condition No. 59 of said Resolution requires that a landscape and street light maintenance assessment Zone be formed to provide funds for the maintenance of landscaping and street lighting within the Altman Acres Subdivision, in accordance with the provision of Streets and Highways Code, Section 22500, et seq. (the Landscape and Lighting Act of 1972). Then, on October 9, 2002, the City Council adopted Resolution No. 02-94 forming the Altman Acres Subdivision.

The Zone is maintaining landscaping and lighting in the Altman Acres Subdivision City Right-of-Way and along Old Redwood Highway Right-of-Way fronting Lots 1 through 7. All funds shall be used for electrical, landscape, and incidental expenses within the Altman Acres Subdivision.

This Zone includes 11,750 square feet of landscape area and five LED, 120-volt, 100 watt street lights.

Streetlights are inspected once per month and repaired as needed. Street landscape remediation improvements were completed in FY22/23. A 10 percent increase in the assessment is proposed for continued landscaping effort and building the reserve for plant replacement and irrigation repairs anticipated to be needed in the next several years.

Projected Costs of Assessment Zone
The projected annual cost of maintaining the landscaping and lighting for the Fiscal Year 2024-2025 is $4,470.00
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Zone 10: Altman Acres FY 22/23 Actuals FY 23/24 Estimated FY 24/25 Projected Utility Charges $2,390.60 $1,236.60 $1,300.00
Contract Services $441.00 $2,400.00 $2,520.00
Capital Projects $29,275.00 $100.39 $110.00
City Labor $2,275.00 $0.00 $0.00
Investment Expenses $365.76 $0.00 $0.00
Annual Zone Administration $580.27 $638.99 $540.00
General Fund Loan Repayment $0.00 $0.00 $0.00
Total Expenses $35,327.63 $4,375.99 $4,470.00
Zone Reserve Used $29,757.20 $0.00 $0.00
General Fund Loan $0.00 $0.00 $0.00
Total Assessment $5,390.00 $5,803.00 $6,383.30
Assessment Interest $180.43 $311.12 $330.00
Total Revenue $35,327.63 $6,114.12 $6,713.30
Estimated Fund Balance FY 2023-24 (Est.) FY 2024-2025 (Proj.) Estimated Starting Reserve Fund Balance July 1 $7,083.54 $8,821.68 Estimated Assessment Revenue $6,114.12 $6,713.30
Estimated Expenses $4,375.99 $4,470.00
Estimated Ending Reserve Fund Balance June 30 $8,821.68 $11,064.98 The total proposed assessment for FY 24-25 is $6,383.30. Which is a 10% increase over FY 23-24.

Method of Assessment Spread
The assessment shall be equally divided among the fourteen (14) dwelling units. A more detailed description of the method of apportionment is in Attachment A.

Assessment Spread
Fourteen (14) parcels in assessment area
Lot
No. Assessor's Parcel Number Annual Charge
1 046-640-001 $455.95
2 046-640-002 $455.95
3 046-640-003 $455.95
4 046-640-004 $455.95
5 046-640-005 $455.95
6 046-640-006 $455.95
7 046-640-007 $455.95
8 046-640-008 $455.95
9 046-640-009 $455.95
10 046-640-010 $455.95
11 046-640-011 $455.95
12 046-640-012 $455.95
13 046-640-013 $455.95
14 046-640-014 $455.95
Total Annual Assessment $6,383.30 180 of 280

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ENGINEER’S REPORT ATTACHMENTS
Attachment A - Method of Apportionment of Assessment - A statement of the method used by Engineer of Work to determine the amount proposed to be assessed against each parcel within the Assessment District.

Attachment B - Assessment Diagrams – An Assessment Diagram (maps) showing all of the parcels of real property within the boundaries of the ten Assessment Zones. The A.P.N.’s are shown in the Assessor’s Maps available at the County of Sonoma Assessor’s Office.

Attachment C - Improvement Plans – This portion of the Engineer’s Report describes any improvement plans that may be needed for the installation of the improvements. If plans exist, they are filed with the City Clerk. Although separately bound, the plans and specifications are part of this Engineer’s Report and are included in it by reference.
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ATTACHMENT A

METHOD OF APPORTIONMENT OF ASSESSMENT
The following is a brief description of the manner in which the annual assessment has been apportioned to each parcel within the Assessment Zones:

Each parcel within each of the zones of the Assessment District receives a direct special benefit from improvement covered by this assessment as follows:

Valparaiso Vista Zone 1 - Zone 1 includes the maintenance of 7,416 square feet of landscaping along Redwood Highway and Valparaiso Avenue and five street lights within the development. The parcels within this zone receive a direct special benefit from these amenities that are an asset to the values of the homes.

Quail Hollow IV Zone 2 - Zone 2 funds the annual costs associated with the operation and maintenance of Quail Hollow, the back-on landscaping along portions of Myrtle Avenue. Additionally, maintenance of the landscaping provides a direct benefit for the parcels as maintaining the landscaping adds to property values and provides beneficial landscape features specific to residents within this zone.

Sommers Zone 3 - The related Assessment Zone improvements in Zone 3 include six driveway lights. Additionally, the lighting adds to property values and provides beneficial landscape features specific to residents within this zone.

Macklin Zone 4 - The related improvements in Zone 4 includes 1,170 square feet of “back-on” landscaping along Myrtle Avenue. Residents within this zone directly benefit from maintenance of the landscaping, as maintaining the landscaping adds to property values and provides beneficial landscape features specific to residents within this zone.

Sierra Meadows Zone 5 - The related improvements in Zone 5 include nine street lights within the development. Residents within this zone directly benefit from the lighting, as maintaining the lighting adds to property values and provides beneficial lighting features specific to residents within this zone.

Oak Knoll Zone 6 - The related improvements in Zone 6 include the island landscape maintenance on Christensen Court and five street lights. Residents within this zone directly benefit from maintenance of the landscaping and lighting, as maintaining the landscaping and lighting adds to property values and provides beneficial landscape features specific to residents within this zone.

Garden Gate Zone 7 - The related improvements in Zone 7 include 2,900 square feet of “back-on” landscape along a portion of East Cotati Avenue and five street lights. Residents within this zone directly benefit from maintenance of the landscaping and lighting, as maintaining the landscaping and lighting adds to property values and provides beneficial landscape features 183 of 280
specific to residents within this zone.

Park Meadows Zone 8 - The improvements in Zone 8 include 38,475 square feet of “back-on” landscape along a portion of East Cotati Avenue and eleven street lights. Residents within this zone directly benefit from maintenance of the landscaping and lighting, as maintaining the landscaping and lighting adds to property values and provides beneficial landscape features specific to residents within this zone.

Santero Way Zone 9 - The improvements in Zone 9 include a 31,000 square feet landscaped park and seventeen street lights. Residents within this zone directly benefit from maintenance of the landscaping and lighting, as maintaining the landscaping and lighting adds to property values and provides beneficial landscape features specific to residents within this zone.

Altman Acres Zone 10 - The improvements in Zone 10 include a 11,750 square feet landscaped area along Old Redwood Hwy and five street lights. Residents within this zone directly benefit from maintenance of the landscaping and lighting, as maintaining the landscaping and lighting adds to property values and provides beneficial landscape features specific to residents within this zone.

The method of apportionment (spread) equates all parcels in Zones 1, 2, 3, 4, 5, 6 , 7, 8, 9 and 10 within the boundaries of the Assessment Zone to an Equivalent Single-Family Dwelling (ESD) unit use, or portion thereof. The following basic use units reflect the relative benefit accruing to parcels of land within a City of Cotati Landscaping and Lighting Assessment Zone:

1. Single dwelling parcel 1 unit

2. Multiple dwelling unit parcel 1 unit per dwelling

Once the total number of ESD units is determined for each of the Zones, the total number of ESD units within each Zone shall be divided into each respective Zone’s operation and maintenance expenses for the upcoming fiscal year (see Part B). This will result in the proposed annual assessment per ESD for the upcoming fiscal year. The annual assessment per ESD shall be multiplied by the total use units established for each parcel, or portion thereof, to determine the proposed total annual assessment for each parcel within each Zone 1, 2, 3, 4, 5, 6, 7, 8, 9 and 10.

Annual assessments are apportioned in this manner due to the relative benefit of the improvements to each of the parcels within each separate Zone. Since the improvements are easily accessible to all the parcels within each Zone, the level of benefit is equally spread to each parcel.

Although Section 22663 of the Streets and Highways Code typically requires that public property 184 of 280 not be assessed, Article XIII, Section 4(a) of Proposition 218 now requires that public agencies shall not be exempt from assessment. However, the creek area, wetlands and public rights-of-way and easements within various Zones preclude construction of structures for other uses that conflict with the allowable zoning of these areas. Therefore, these publicly owned areas without a dwelling and used exclusively for greenbelt, or open space, or the common area of any planned unit development, receive no special benefit and do not receive an annual assessment. 185 of 280

ATTACHMENT B

ASSESSMENT DIAGRAMS
Attached are the Assessment Diagrams (Maps) for the ten Assessment Zones. Please note the lines and dimensions of each parcel, as well as the distinctive Assessor’s Parcel Number, are shown on the Assessor's Maps for the City of Cotati available at the County of Sonoma Assessor's Office. The attached pages also provide the reference to the appropriate Assessor Books at the County of Sonoma Assessor’s Office for the respective subdivisions in each of the ten Zones. 186 of 280
Zone 1 - Valparaiso:

Lots 51 through 65 (15 total) and associated right-of –way street frontages lying within the Valparaiso Vista PUD Subdivision filed in the recorder’s office of the County of Sonoma in book 144 of Maps, Page 40.

Zone 2 - Quail Hollow:

Lots 17-47 (31 total) and associated right-of-way street frontages lying within the Quail Hollow IV Subdivision are filed in the recorder’s office of the County of Sonoma in book 46 of Maps, Page 61.

Zone 3 - Sommers:

Lots 20-27 (8 total) and associated right-of-way street frontages lying within The Sommer Subdivision are filed in the recorder’s office of the County of Sonoma in book 144 of Maps, Pages 28.

Zone 4 - Macklin:

Lots 1-39 (39 total) and associated right-of-way street frontages lying within Macklin Subdivision, filed in the recorder’s office of the County of Sonoma in Book 46 of Maps, Page 62.

Zone 5 - Sierra Meadows:

Lots 1-26, 29, and 31-33 (30 total) and associated right-of-way street frontages lying within the Sierra Meadow Subdivision, filed in the recorder’s office of the County of Sonoma in Book 144 of Maps, Page 73.

Zone 6 - Oak Knoll:

Lots 1-26, 29, and 31-33 (30 total) and associated right-of-way street frontages lying within the Oak Knoll Subdivision, filed in the recorder’s office of the County of Sonoma in Book 144 of Maps, Page34.

Zone 7 - Garden Gate:

Lots 42-53, 58-60 (15 total) and associated right-of-way street frontages lying within the Garden Gate Subdivision, filed in the recorder’s office of the County of Sonoma in Book 144 of Maps, Page72.

Zone 8 - Park Meadows:

All the land lying within the Park Meadows Subdivision, filed in the recorder’s office of the County of Sonoma in Book 144 of Maps, Page47.

Zone 9 - Santero Way:

The boundary of the Santero Way Developments Landscape and Lighting Assessment Zone coincides with the exterior boundaries of the Cotati Station Subdivision, Phase 1, recorded in Book 654 at Pages 44 through 49, Sonoma County Records. All individual Lots 1-50 and twenty (20) Condominium units 187 of 280
within the boundaries of the Cotati Station Subdivision, Phase 1 (for a total of 70 dwelling units) are included in the assessment Zone.

Zone 10 - Altman Acres:

Lots 1-14 (14 total) and associated right-of-way street frontages lying within the Altman Acres Subdivision are filed in the recorder’s office of the County of Sonoma in Book 46 of Maps, Pages 64.
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ATTACHMENT C

IMPROVEMENT PLANS
If improvement plans exist, they are filed with the City Clerk. Although separately bound, the improvement plans are part of this Engineer’s Report and are included in it by reference. 189 of 280
Cotati City Council
Agenda Staff Report
Item type: PUBLIC HEARINGS (ACTION)
To: City Council
Subject: CITY FEE SCHEDULE UPDATE
Date: May 28, 2024
Written by: Kevin Patterson, Deputy City Clerk
Recommendation
It is recommended that the City Council of the City of Cotati adopt a resolution updating the Master Fee Schedule and charges for City services and repealing previously adopted or conflicting fees and charges for such services.

Background
The City of Cotati has historically maintained a policy of recovering the cost of providing miscellaneous City services and regulatory activities so that the costs are borne by the direct beneficiaries of the services and regulatory activities, rather than by the City's General Fund.

Annually, City staff are directed to update the Fees in accordance with Cotati Municipal Code

3.42. Notice of the Council's consideration of the updated Master Fee Schedule and fee changes has been provided in compliance with applicable law. As also required by the Mitigation Fee Act, the City's information and cost data supporting the fee increases has been made available to the public at the City Clerk's office ten days in advance of this meeting.

Analysis/Discussion
Following the update to the fee schedule in 2023, in practice, staff have found some areas of the fee schedule need updates. Additionally, most of the fees in the schedule have been adjusted based on the San Francisco Bay Area CPI April index, in accordance with Cotati Municipal Code 3.42, which for 2024 was 2.4% and in some cases, the construction cost index (CCI). In certain cases, typically around document production and copying, the fees are set by statute and are not adjusted. These changes have been shown in the updated fee study, shown in tracked changes. In addition to the CPI and CCI adjustments, the following changes were made:
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• Affordable Housing Monitoring Fee (Community Development) • Business License Zoning Compliance Review (Administrative Services) • Dog/Cat Licenses (Public Safety)
• ID Cards (Public Safety)
• Cancellation/Late Payment Fees (Recreation)
• Recycle Contamination Fee (Recreation)
• Cotati Train Depot Rental Rates (Recreation)
• Non-Profit Vendor Fees for City-hosted events (Recreation) • Including the Business License Tax Fees for improved transparency (Administrative Services)
To facilitate understanding of the changes made to the previous fee schedule, a tracked changes version of the schedule is attached. When the updated fee schedule goes into effect 60 days from adoption, the changes to the document will be accepted and formatting cleaned up.

There are a few fees with highlighting, this is for editing to indicate that those fees do not increase with an inflation escalator, but rather are set by statute.

Financial Considerations
The fiscal impact from the proposed fee schedules is difficult to determine and will be driven by utilization of the related services. However, the proposed fee schedule is intended improve overall the City’s recovery of costs incurred providing it the ability to stretch other resources further for the benefit of the public at-large.

Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.
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RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI UPDATING THE

MASTER SCHEDULE OF FEES AND CHARGES FOR CITY SERVICES AND

REPEALING PREVIOUSLY ADOPTED AND CONFLICTING FEES AND CHARGES FOR SUCH SERVICES.

WHEREAS, the City Council of the City of Cotati (“City”) has maintained a policy of recovering up to the full cost of providing miscellaneous voluntary City services and regulatory activities from those persons utilizing them, so that such costs are borne by the direct beneficiaries of such services and regulatory activities rather than by the City General Fund, pursuant to applicable law; and
WHEREAS, the City Council adopted a comprehensive update of the City’s schedule of such services and regulatory activities by Resolution No. 2023-62 on the 22nd day of August 2023; and
WHEREAS, annually, City staff are directed to update the Fees contained in Exhibit “A” in accordance with Cotati Municipal Code 3.42
WHEREAS, in adopting the fees and charges for City services as set forth in this Resolution, the City Council is exercising its powers under Article XI, Section 7 of the California Constitution, Section 66014 of the California Government Code, and other applicable law; and
WHEREAS, none of the fees and charges set forth in the Fee Schedule adopted by this Resolution is a “tax” as defined in Section 1, paragraph (e) of Article XIIIC of the California Constitution because such fees and charges are imposed for a specific benefit conferred or privilege granted directly to the payer that is not provided to those not charged, and which does not exceed the reasonable cost to the local government of providing the service or product; such fees and charges are imposed for a specific government service or product provided directly to the payer that is not provided to those not charged, and which does not exceed the reasonable cost to the local government of providing the service or product; and/or such fees and charges are imposed for the reasonable regulatory costs to a local government for issuing licenses and permits, performing investigations, inspections and audits, enforcing agricultural marketing orders and the administrative enforcement and adjudication thereof; and/or such fees and charges are imposed as a condition of property development; and WHEREAS, in accordance with Government Code Section 50076, fees and charges that do not exceed the reasonable cost of providing the service or regulatory activity for which the fees are charged and which are not levied for general revenue purposes are not special taxes as defined in Article 3.5 of the Government Code; and
WHEREAS, in accordance with Government Code Section 65909.5, reasonable city fees for the processing of use permits, zone variances, or zone changes shall not exceed the amount 192 of 280
reasonably required to administer the processing of such permits, zone variances or changes; and WHEREAS, in accordance with the Government Code Section 66016, the fees contained in the Fee Schedule and the basis for calculating such fees constitute cost data supporting the fee increases and new fees and charges, and such cost data was available for public review and comment for ten days prior to the public hearing at which this Resolution was adopted; and WHEREAS, 10 days advance notice of the public hearing at which this Resolution was adopted was given by publication in accordance with Section 6062 of the Government Code; and WHEREAS, it is the intention of the City Council to adopt a schedule of fees and charges, which updates certain existing fees and charges, and/or establishes certain new fees and charges based on the City's budgeted and projected costs of providing such services; and WHEREAS, the schedule of fees and the total amounts thereof, described in Exhibit "A," which is attached to and made a part of this Resolution, are hereby determined to be reasonable in that the amounts thereof do not exceed the estimated reasonable costs of providing the services for which the charges and fees are made.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cotati as follows:

Section 1. Findings. The following findings are true and correct and adopted as the findings of the City Council:

A. The purpose of the fees and charges set forth in Exhibit "A" of this Resolution is to recover up to the full, lawfully recoverable costs incurred by the City in providing various City services, and such fees and charges are not levied for general revenue purposes.

B. After consideration of the data and information regarding the costs of providing services relating to all fees and charges subject to this Resolution, including the Fee Schedule, Staff Billing Rates, all testimony received orally or in writing at or before the noticed public hearing, the agenda report and the background documents to the agenda report and all correspondence received (together, “Record”), the City Council of the City of Cotati approves and adopts the methods and basis of calculations of the fees and charges identified in Exhibit “A” as establishing the reasonable estimated cost of providing such services or activities.

C. Adoption of the fees and charges set forth in Exhibit "A" of this Resolution is intended to recover costs necessary to maintain such services within the City within existing service areas and is not a “project” within the meaning of the California Environmental Quality Act ("CEQA") pursuant to 14 California Code of Regulations ("CEQA Guidelines") section 15378(b)(4) (the creation of government funding mechanisms or other government fiscal activities which do not involve any specific commitment to any specific project which may result in a potentially significant impact on the environment); and/or CEQA Guidelines section 15273 (statutory exemption for rates, tolls, fares and charges within an existing service area); and/or CEQA Guidelines section 15061(b)(3) (“common sense” general exemption where there is no possibility the activity in question may have a significant effect on the environment). 193 of 280 D. The Record establishes that the costs listed in the Fee Schedule and the staff rates applicable to those fees and charges which are to be increased and/or established as costs incurred by the City in providing City services are reasonable estimates of the cost of providing such services, and that the revisions recommended to existing fees for such services are necessary to recover the reasonable, estimated cost of providing such services.

Section 2. Fee Schedule Adoption. The fee amounts that result from the application of the methods and basis of calculation of the Fees identified in Exhibit “A” to current staff billing rates specified for services and activities subject to such fees are hereby imposed on the services or activities subject to such Fees at the time such services or activities are sought and/or performed by the City or its designated contractors.

Section 3. Separate Fee for Each Process. All fees set by this Resolution are for each identified process or service; additional fees shall be required for each additional process or service that is requested or required. Where fees are indicated on a per unit of measurement basis, the fee is for each identified unit or portion thereof within the indicated ranges of such units.

Section 4. Adoption of Fees.

A. Definitions.
(1) “Applicant” shall mean any person required by the Cotati Municipal Code or other applicable law to apply to the City seeking a permit or other approval or services or to file documents, including, but not limited to, maps, concerning proposed Development Projects within the City. “Applicant” shall also mean any person who: (i) is permitted by the Cotati Municipal Code or other applicable law to apply to the City seeking a permit or other approval or services or to file documents, including, but not limited to, maps, concerning proposed Development Projects within the City and who (ii) actually applies to the City seeking such permit or other approval or services or files such documents. (2) “Development Projects” shall mean the construction, alteration or addition, other than by the City, of any building or structure within the City, and any use of land, other than by the City, including, but not limited to, subdivision of land, within the City that is subject pursuant to the Cotati Municipal Code or other applicable law to first seeking and obtaining from the City a permit or other approval or services or to first filing documents, including, but not limited to, maps with the City.
(3) “Fees” shall mean the charge or charges imposed on members of the public or Applicants to recover the costs incurred by the City in providing City services to any member of the public and development related services to Applicants.

B. Services Fees Imposed.

Fees shall be imposed on and paid by members of the public and Applicants at the times, and in the amounts, and otherwise apply and be administered as prescribed in this Resolution.

The City shall accept for processing no applications or other filings that are subject to payment of Fees without the fee required pursuant to this Resolution.

C. Time for Payment of Fees.
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The estimated Fees applicable to members of the public and Applicants subject to payment of Fees shall be deposited and/or be paid, upon a member of the public or an Applicant seeking or being required to seek a permit or other approval or services or filing documents, including, but not limited to, maps, concerning or related to City services and/or proposed Development Projects within the City, and upon notice from the City that a deposit for future processing is required.

D. Fee Amounts.

The fee amounts shall be as specified in the Fee Schedule attached as Exhibit A to this Resolution. The total Fees applicable to any City services or Development Projects that require payment of multiple Fees shall be the sum of all such Fees.

E. Use of Fee Revenue.

The revenues raised by payment of the Fees shall be used to fund the estimated reasonable cost of providing the services for which the Fees are charged, and the fee revenues shall not be used for general revenue purposes. Fees shall be applied against the cost of providing the services for which the fees are charged. The City shall maintain a record of direct and indirect costs of providing services for City services and Development Projects subject to the deposit.

F. Deposit Maintenance.

Applicants subject to Fees in the form of a deposit must maintain minimum deposit balances in accordance with this resolution and any corresponding deposit agreement.

G. Refund of Unused Deposit Balances.

Fees other than deposit amounts are not subject to refund. If a fund balance remains in the deposit for a Development Project, and the City services for such Development Project are completed and all City service costs paid from such deposit, the remaining deposit balance shall be refunded, without interest, to the Applicant.

Section 5. Subsequent Analysis and Revision of the Fees. The fees and charges set forth herein are adopted and implemented by the City Council in reliance on the Record identified above. The City may continue to conduct further study and analysis to determine whether the fees and charges for City services should be revised. When additional information is available, the City Council may review the fees and charges to determine that the amounts do not exceed the estimated reasonable cost of providing the services for which the fees and charges are charged.

Section 6. Adjustment. Annually, City staff are directed to update the Fees contained in Exhibit “A” in accordance with Cotati Municipal Code 3.42. If the fees are no longer adequate to recover the reasonable estimated cost of providing such services and regulatory activities, staff are directed to return to the City Council with a new staff analysis and proposed Fee calculations for consideration and possible adoption by the City Council. 195 of 280
Section 7. Effective Date. This Resolution shall become effective 60 days following adoption. In accordance with Government Code Section 66017, all new and/or increased fees and charges upon a development project, as defined in Government Code Section 66000, which apply to the filing, accepting, reviewing, approving, or issuing of an application, permit, or entitlement to use shall be effective no sooner than 60 days following the effective date of this Resolution.

Section 8. Repealed. These Fees and charges shall supersede the fees previously established and adopted by the City Council. All previously adopted and conflicting fees and charges and all resolutions, including, but not limited to, Resolution No. 2022-60 and other actions of the City Council are hereby repealed to the extent they conflict with the contents of this Resolution.

Section 9. Severability. The individual fees and charges set forth in Exhibit "A" of this Resolution and all portions of this Resolution are severable. Should any of the fees or charges or any portion of this Resolution be adjudged to be invalid and unenforceable by a body of competent jurisdiction, then the remaining fees, charges and/or Resolution portions shall be and continue in full force and effect, except as to those fees, charges, and/or Resolution portions that have been adjudged invalid. The City Council of the City of Cotati hereby declares that it would have adopted each of the fees and charges set forth in Exhibit "A" of this Resolution, and this Resolution and each section, subsection, clause, sentence, phrase and other portion thereof, irrespective of the fact that one or more of the fees, charges, or sections, subsections, clauses, sentences, phrases or other portions of this Resolution may be held invalid or unconstitutional.

IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on May 28th, 2024, by the following vote, to wit:

Approved:________________________________
Mayor
Attest:____________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:
____________________________
City Attorney
Attachments:

Exhibit A Master Fee Schedule (DOCX)
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September 2022July 2024
Exhibit A
Master Fee Schedule
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September 2022July 2024 1
Contents
Administrative Services Fees.....................................................................................................................................................2 Building and Development Fees ................................................................................................................................................6 Cannabis Permit Fees ...............................................................................................................................................................18 Public Safety Fees ....................................................................................................................................................................22 Park, Recreation and Facilities Fees ........................................................................................................................................28 Document Version/Location:

C:\Users\dobid\Documents\Work Files\City Council Meetings\Fee Updates\Fees\Master Fee Schedule FINAL 11.2022.docx 198 of 280
September 2022July 2024 2
Administrative
Services Fees
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September 2022July 2024 3

ADMINISTRATIVE SERVICES
Fee Name Fee Unit /
Type Fee Deposit
Water Meter Test Charge
On-site each $106.00
3rd party
City Administrative Fee each $1064.00
Consultant Fee actual cost Actual Cost
New Water Account
Owner & Renter deposit $200
Renter deposit $200
Backflow Device
Annual Administration
Annual Monitoring Administrative Fee per year $810
City Tested Devices
City Staff Testing Administration per year $810
3rd party provider/contractor actual cost actual Cost
New Device
City Staff per device $3281
3rd party provider/contractor actual cost actual Cost

Water Test Fee
City Administrative Fee each $2194
Consultant Fee actual cost Actual Cost
Bill Delinquency Charge per bill $221.00
Delinquent Account Reconnection Charge Each $52
Inspection of Modification of Service
City Administrative Fee Per service $3655
Consultant Fee Actual cost Actual Cost
Fire Hydrant Meter/Water ATM/Temporary Meter
Deposit Deposit $1,250
Usage Deposit Deposit
Est. Cost of Temp
Service in Advance
City Administrative Fee Per month $52
Water Usage Actual cost
Actual Cost Charges at
Tier 3 Rates
After-Hours Service Fee each $156
Return Check Fee (California Civil Code section 1719(a)) First Returned Check per check $25.00
Each Additional Check per check $35.00
Void and Reissue Vendor Checks Per chack $25.00
Penalties
Greater of $15 or current
LAIF interest for
penalization period
Delinquent Account Reconnection Charge each $52.00
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September 2022July 2024 4

ADMINISTRATIVE SERVICES
Fee Name Fee Unit /
Type Fee Deposit
Inspection of Modification of Service
City Administrative Fee per service $365.00
Tampering FeeConsultant Fee actual cost Actual Cost
First occurrence each $160.00
Each subsequent occurrenceFire Hydrant Meter each $640.00 Meter Deposit deposit $1,250.00
For services requested of Administrative Services City staff which have no fee listed in this fee schedule, the City Manager of the City Manager's designee shall determine the appropriate fee based on the established hourly rates for this
department/division. Additionally, the City will pass-through to the applicant any discrete costs incurred from the use of external service providers if required to process the specific application.Usage Deposit
hourlydeposit $164.00 Est. Cost of Temp
Service in Advance
City Administrative Fee per month $52.00
Water Usage actual cost Actual Cost
After Hours Turn-On Fee each $156.00
Penalties
Greater of $15 or current
LAIF interest for
penalization period
Tampering Fee
First occurrence each $156.00
Each subsequent occurrence each $625.00
For services requested of Administrative Services City staff which have no fee listed in this fee schedule, the City Manager of the City Manager's designee shall determine the appropriate fee based on the established hourly rates for this
department/division. Additionally, the City will pass-through to the applicant any discrete costs incurred from the use of external service providers if required to process the specific application.
hourly $160.00
¹ When water service is discontinued for non-payment of bills, the City will apply the a $26 non-refundable Delinquent Account Reconnection Charge (above) fee to the delinquent account. The City may demand that the full amount of the delinquent bill, any subsequent bills, as well as any applied fees, be paid in full before service is restored. Additionally, a non-refundable After Hours Service Feeafter-hours fee of $156 is payable for service requests outside City Hall business hours as stated at footnote 2.
² For after-hours water service (turn-on/service), the After-Hours Service non-refundable a $156 non-refundable fee, plus any account balance due, as noted in footnote 1 above, is to be paid at the Cotati Police Department before the Public Works Department will be called out.
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September 2022July 2024 5

GENERAL ADMINISTRATIVE FEES
Fee Name Fee Unit / Type Deposit
Copy Fees

8.5" x 14" or smaller per page $0.10
Oversize documents, or documents requiring special processing each
Actual Cost
Electronic copy (readily available) each No Charge
Electronic Copy (requiring data compilation, extraction, or programming to produce the record) each
Actual Cost
CD Copy each Actual Cost
DVD Copy each Actual Cost
USB Drive Copy each Actual Cost
Solicitor Permit
501 (c) (3) each $33.002.00
All others - Blanket Permit each $33.002.00
Identification card each $33.002.00
Subpoena
Deposition Subpoena per day
$275 per day as deposit in
advance, plus actual cost.

GC §6809.1; §68097.2
Records Subpoena per request $15.00
For services requested of General Administrative City staff which have no fee listed in this fee schedule, the City Manager of the City Manager's designee shall determine the appropriate fee based on the established hourly rates for this department/division. Additionally, the City will pass-through to the applicant any discrete costs incurred from the use of external service providers if required to process the specific application. hourly $131.0028.00
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Building and Development Fees
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September 2022July 2024 7
Important Information on Fees
If you are submitting an application for building permit or review by planning or engineering, you will be required to pay various fees associated with review and processing of your application(s). The following information is provided as a guide, but the specific circumstances of your application may result in multiple fees being assessed. Please ensure that you have a complete understanding of the various fees that may apply to your application before you submit. Most building permit costs are onetime fees while planning and engineering reviews are completed on a full cost recovery basis with initial deposits. The time to review, and therefore the cost, varies by complexity of the project, completeness of the information provided and applicant responsiveness. Building fees based on the valuation and details of your project and are due at time of permit issuance with some deposits due at application if outside plan check or inspection services are required. The vast majority of amounts listed in the Planning and Engineering sections are deposits unless otherwise noted as a fee and are due at time of application. Applicants are responsible for actual costs incurred including consultant costs and staff costs at fully burdened rates. For requested services of City staff for which no fee is listed in the Fee Schedule, the Director or Directors of the department or departments whose services are requested shall determine the appropriate fee based on current hourly rates of staff.

Please also note that the Cotati-Rohnert Park Unified School District and the Rancho Adobe Fire Protection District may also levy fees on your project. Those fees are not included here. You should contact those agencies directly to determine if additional fees apply.

If you have questions about fees that may apply to your project, please feel free to contact the Community Development Department at 707-665-3637.

Adopting Ordinancces/Resolutions
Fee for services, Ordinance 692
Master Fee Schedule, eff. 07/27/2021 (Reso No. 2021-37) Traffic Impact Fees, eff. 10/27/15 (Ord. 858, Reso 2015-71) Water & Sewer connection fees – eff. 9/27/16 (Reso No. 2016-68) Water Conservation Fee – Reso. No. 93-83
Annual Impact Fee Inflationary Adjustments – CMC 4.20 (when adopted to supersede other inflationary indices) Affordable Housing In-Lieu (Ord. 782, Reso. 88-33A)
Commercial Linkage Fee April 12, 2006 (Ord. 782, Reso. 06-21) Growth Management April 24, 1991 (Ord. 548)
Penalties for Unpermitted Construction November 9, 2016 (Ord. 864) Park In Lieu 2004 (Ord. 766)
Bed Tax June 11, 1974 (Ord. 204)
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PLANNING DEPARTMENT
Fee Name Fee Unit / Type Fee Deposit
Affordable Housing Monitoring Fee annual $120
Annexation deposit $8,199007

Appeals flat $53421

Commercial Cannabis Permit
Application new application $7,409235
Renewal (Refer to cannabis permit section for detail) bi-annual $2,935866

Design Review
Administrative Review flat $2,127077
Preliminary Review deposit $6,402252
Final Review deposit $2,331276

Environmental Review
CEQA Exemption Determination hourly $1961
Initial Study / Negative Declaration / Mitigated Negative Declaration City Administrative Fee deposit $7,824641
Consultant Costs actual cost actual cost
Initial Study / Environmental Impact Report
City Administrative Fee deposit $7,824641
Consultant Costs actual cost actual cost

General Plan Amendment deposit $17,1476,745

Hillside Development Permit deposit $2,331276

Limited Term Permits deposit $1,06742

Pre-Application Reviews
Single Family Home (Owner Occupied) flat actual cost
Formal Conceptual Plan Review or Preliminary
(with written comments) flat $2,56707
Public Noticing / Re-Noticing flat actual cost

Signs
New Sign flat $2671
Replacement flat $1064
Master Sign Program / Planning Commission Review deposit $2,347292

Subdivisions
Parcel Map deposit $9,322104
Tentative Subdivision Map deposit $17,14716,745
Time Extension deposit $4,890775
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September 2022July 2024 9
Fee Name Fee Unit / Type Fee Deposit
Tree Removal
Standard Tree Removal Application Fee
First 5 Trees flat $532 each tree
Each Additional each $986
Removal Requiring Arborist
City Staff Review flat $78264
Consultant Review actual cost actual cost
Tree Replacement In-Lieu Fee each $1285
Penalty For Removal Without Permit 2 x removal application fee +2x in-lieu fee Use Determination hourly $1961

Use Permit
Minor Use Permit deposit $1,939894
Modification to previously approved Use Permit deposit $3,504422 Major Use Permit deposit $4,661552

Variance
Minor flat $1,56629
Major deposit $3,913821

Zoning Code /Zoning Map / PUD Amendment deposit $11,737462 Zoning Clearance or Research actual cost actual cost

Business License Zoning Compliance Review Flat-New
Business $10
Planning Plan Check (of Building Plans/Permits)* hourly $1961 For services requested of Building and Planning City staff which have no fee listed in this fee schedule, the City Manager of the City Manager's designee shall determine the appropriate fee based on the established hourly rates for this
department/division. Additionally, the City will pass-through to the applicant any discrete costs incurred from the use of external service providers if required to process the specific application.

Hourly
* 1/2 hour
minimum
$1961
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September 2022July 2024 10

BUILDING PERMIT AND PLAN CHECK FEES
Fee Name Fee Unit / Type Fee Deposit
Building Permit/Inspection - Single Family Residential
$500 base fee up to $500 $106.704.20
each additional $100 or fraction thereof each additional $100 $5.3621 $2,001 base fee @ 2,000 $186.732.35
each additional $1000 or fraction thereof each additional $1,000 $35.8905 $25,001 base fee @ $25,000 $1,012.59988.86
each additional $1000 or fraction thereof each additional $1,000 $17.316.90 $50,001 base fee @ $50,000 $1,444.7310.87
each additional $1000 or fraction thereof each additional $1,000 $9.5432 $100,001 base fee @ $100,000 $1,921.68876.64
each additional $1000 or fraction thereof each additional $1,000 $3.8576 $500,001 base fee @ $500,000 $3,462.44381.29
each additional $1000 or fraction thereof each additional $1,000 $5.7562 $1,000,001 base fee @ 1,000,000 $6,336.96188.44
each additional $1000 or fraction thereof each additional $1,000 $6.3419 Building Permit/Inspection - Commercial/Multi-Family/Industrial $500 base fee up to $500 $106.704.2
each additional $100 or fraction thereof each additional $100 $5.3421 $2,001 base fee @ 2,000 $186.732.35
each additional $1000 or fraction thereof each additional $1,000 $27.616.96 $25,001 base fee @ $25,000 $821.6002.34
each additional $1000 or fraction thereof each additional $1,000 $15.5418 $50,001 base fee @ $50,000 $1,209.98181.62
each additional $1000 or fraction thereof each additional $1,000 $13.3504 $100,001 base fee @ $100,000 $1,877.9333.92
each additional $1000 or fraction thereof each additional $1,000 $6.6045 $500,001 base fee @ $500,000 $4,518.78412.87
each additional $1000 or fraction thereof each additional $1,000 $11.5023 $1,000,001 base fee @ $1,000,000 $10,268.89028.21
each additional $1000 or fraction thereof each additional $1,000 $1.185 $5,000,001 base fee @ $5,000,000 $14,933.72613.01
each additional $1000 or fraction thereof each additional $1,000 $1.374 $10,000,001 base fee @ 10,000,000 $21,858.72346.41
each additional $1000 or fraction thereof each additional $1,000 $2.194 Building Plan Check
In-House Plan Check percentage 65% of building
permit fee
207 of 280
September 2022July 2024 11
Third Party Consultant actual costs actual cost

MISCELLANEOUS FEES - FLAT RATE PERMITS
Fee Name Fee Unit / Type Fee Deposit
Photovoltaic Systems (Solar Systems)
Residential Roof Mount (Up to 15 kW) flat $48069
Per kW over 15 kW flat $176
Commercial (Up to 50 kW) flat $1,06742
Per kW between 51kW - 250kW flat $87
Per kW above 250kW flat $65
Energy (T24/CALGREEN) each $1285
Re-roof
Residential each $48069
Commercial each $98360
Minor Repair each $55542
208 of 280
September 2022July 2024 12

MECHANICAL, ELECTRICAL, PLUMBING PERMIT (MEP) AND PLAN CHECK FEES Fee Name Fee Unit / Type Fee Deposit
Single Item Permit – Single Family Residential
Water Heater base* $19388
HVAC base* $19388
Panel Upgrade base* $2671
* Does not include required state fees.

Electric Vehicle Charging Station
Residential - Up to 50 Amps flat $21308
Commercial - Up to 50 Amps flat $52816
Commercial - Over 50 Amps flat $71902
Stand Alone MEP Permit - Single Family Residential
$500 base fee up to $500 $96.033. 78
each additional $100 or fraction thereof each additional $100 $22.431.91 $2,001 base fee @ 2,000 $433.2023.05
each additional $1000 or fraction thereof each additional $1,000 $7.3316 $25,001 base fee @ $25,000 $601.79587.69
each additional $1000 or fraction thereof each additional $1,000 $2.9487 $50,001 base fee @ $50,000 $674.3458.54
each additional $1000 or fraction thereof each additional $1,000 $5.2816 $100,001 base fee @ $100,000 $938.9716.96
each additional $1000 or fraction thereof each additional $1,000 $1.274 $500,001 base fee @ $500,000 $1,444.7310.87
each additional $1000 or fraction thereof each additional $1,000 $1.252 $1,000,001 base fee @ 1,000,000 $2,068.9320.44
each additional $1000 or fraction thereof each additional $1,000 $2.072 For MEP work as a part of larger Building
Permit percentage of permit 25% of building
permit fee
Stand Alone MEP Permit - Commercial/Multi-Family/Industrial (Includes T24 Energy / CalGreen) $500 base fee up to $500 $96.033.78
each additional $100 or fraction thereof each additional $100 $22.441.91 $2,001 base fee @ 2,000 $433.2023.05
each additional $1000 or fraction thereof each additional $1,000 $8.2910 $25,001 base fee @ $25,000 $623.1308.53
each additional $1000 or fraction thereof each additional $1,000 $6.7559 $50,001 base fee @ $50,000 $791.7273.16
each additional $1000 or fraction thereof each additional $1,000 $5.2816 $100,001 base fee @ $100,000 $1,056.3431.58
each additional $1000 or fraction thereof each additional $1,000 $2.6357 $500,001 base fee @ $500,000 $2,112.68063.16
each additional $1000 or fraction thereof each additional $1,000 $2.4034 $1,000,001 base fee @ 1,000,000 $3,315.19237.49
each additional $1000 or fraction thereof each additional $1,000 $0.697 $5,000,001 base fee @ 5,000,000 $6,044.605,902.93 209 of 280 September 2022July 2024 13
each additional $1000 or fraction thereof each additional $1,000 $0.797 $10,000,001 base fee @
10,000,000 $9,975.46741.66
each additional $1000 or fraction thereof each additional $1,000 $0.997 For MEP work as a part of a larger Building
Permit Percentage of Permit 25% of Building Permit Fee

ADDITIONAL SERVICES
Fee Name Fee Unit / Type Fee Deposit
hourly
Inspections outside of normal business hours
(2-hour min)
$305298
CASP Consultant hourly actual cost
City Processing hourly $305298
Re-inspection (1 hour min.) $305298
Growth Management Review per unit $1463
Additional plan review required by changes,
additions, or revisions to plans (1 hour min.) $305298
Technology Fee
.0010 times value $500 to $100,000 valuation each (min $6) .0008 times value $100,001 to $500,000 valuation each (min $80) .0006 times value
$500,001 and above valuation each (min $300, max
$500)
California Building Standards
$1 - $25,000 each $1
$25,001 - $50,000 each $2
$50,001 - $75,000 each $3
$75,001 - $100,000 each $4
Every $25,000 or fraction thereof above
$100,000 each $1
SMIP Fee
Single Family Residential/ADU each .00013% of
valuation
Commercial/Multi-Family/Industrial each .00028 % of
valuation
Penalty Fee - Working without a permit each 2 times building permit fee
Permit Renewal Hourly (1/2-hour min.) $305298
210 of 280
September 2022July 2024 14

DEVELOPMENT IMPACT
Fee Name Fee/Deposit Amount
AFFORDABLE HOUSING IN-LIEU Based on sales price of unit, calculated as follows:
$2,46500 first $125,000 of sales price +$2050 for each
$5,000 increment thereafter
As BED TAX (all new residential construction)
a. 2 bedrooms $3590

1. ADU-2 bedrooms $18075
b. 3 bedrooms $41100
c. 4 or more bedrooms $46250
DOWNTOWN SPECIFIC PLAN (DSP) RECOVERY $7870 per acre of property developed within the DSP Plan

LINKAGE
a. Commercial
b. Industrial
c. Retail
$2.570/sf
$2.7669/sf
$4.4432/sf
Please note that new construction less than 2,000 sf, and the first 2,000 sf of any commercial project is exempt. There are additional exemptions, please check with the Community Development Department.

PARK IN-LIEU
Calculated according to the following formula:
(DUs x Population/DU) x (5 acres/1000 population) x (Fair Market Value/Total Acres of Project Site) = Subtotal x 6/5 = In Lieu Fee TRAFFIC1
a. Residential $8,1787,974/ unit

1. 1 bedroom ADU $1,53800/unit

2. 2 beddroom ADU $3,07700/unit
b. Commercial $8,631416/ 1000 sf
c. Restaurant $13,12612,798/ 1000 sf
d. Industrial $4,748629/ 1000 sf
e. Office $5,822677/ 1000 sf
SEWER CONNECTIONS (based on meter size)
a. ¾-inch $19,0038,984
b. 1-inch $31,73705
c. 1.5-inch $63,28219
d. 2-inch $101,291190
e. 3-inch $169,1558,986
$323,0642,741
Applicable to all customer classes. Fees for multi-family projects will be f. 4-inch
charged on the size of the water meter.

WATER CONNECTIONS (based on meter size)
a. ¾-inch $10,61706
b. 1-inch $17,76446
c. 1.5-inch $35,35419
d. 2-inch $56,58831
e. 3-inch $106,165059
f. 4-inch $180,483303
g. 6-inch $350,34949,999
All customer classes based on meter size.
1 For land use designations not specifically included in the Traffic Impact Fee table above, the fee shall be calculated at a rate of $5,425.51 per p.m. peak hour trip as established by the project’s traffic impact analysis. For land use designations of Specific Plan, the fee shall be calculated by aggregating the proposed individual use types and paid in accordance with the adopting resolution. 2 ADU fees only apply to units over 750 square feet 211 of 280 September 2022July 2024 15
WATER CONSERVATION (Resolution 93-83)
a. New Residential
b. Industrial/Commercial/Mixed Use
$1,750/unit
$1,500/acre
FIRE SYSTEM CONNECTION Per resolution 2016-68, this fee is included in the water connection fee.

ENGINEERING DEPARTMENT
Fee Name Fee Unit / Type Fee Deposit
Certificate of Compliance each $53421

Encroachment Permits
Minor (no construction/no inspection) each $28174
Major (short duration/inspection required) each $1,123097 Major (long duration/consultant required)
City Staff deposit $5,991851
Consultant actual cost actual Cost

Engineering Review of Planning
Application
Simple each $56148
Complex
City Staff hourly $1862
Consultant actual cost actual Cost

Engineering Review of Building Application
Simple each $56148
Complex
City Staff hourly $1862
Consultant actual cost actual Cost

Flood Plain Certificate Review each $1862
Flood Plain Review deposit $74931

Grading Plan Check, Permit & Inspection
Plan Check
< 50 CY flat $74931
> 50 CY
City Staff flat $1,49863
Consultant actual cost actual Cost
Permit & Inspection
< 50 CY flat $1,49863
> 50 CY
212 of 280
September 2022July 2024 16

ENGINEERING DEPARTMENT
Fee Name Fee Unit / Type Fee Deposit
City Staff flat $2,99525
Consultant actual cost actual Cost

Improvement Plan Review
4 lots or less
City Staff deposit $3,744656
Consultant actual cost actual Cost
5 lots or more
City Staff deposit $7,449313
Consultant actual cost actual Cost

Real Property Document Review
City Staff deposit $5,991851
Consultant actual cost actual Cost

Maps
Parcel Map - 4 lots or less
City Staff deposit $5,991851
Consultant actual cost actual Cost
Final Map - 5 lots or more
City Staff deposit $7,449313
Consultant actual cost actual Cost

Lot Line Adjustment/Lot Merger each
City Staff deposit $3,744656
Consultant actual cost actual Cost

Public Improvement Inspections
4 lots or less
City Staff deposit $5,991851
Consultant actual cost actual Cost
5 lots or more fee specified by
agreement

Street or Right-of-Way Vacation
City Staff each $7,449313
Consultant each actual Cost

Temporary Water Meter Rental $80

Certificate of Correction per application $74931
213 of 280
September 2022July 2024 17

ENGINEERING DEPARTMENT
Fee Name Fee Unit / Type Fee Deposit

Water Meter Installation/Charge
Turn On Service
(City Administrative Processing) each $376
Installation
2" or less each $27468
3" or more each $35648
Meter Charge
3/4 inch each $Actual Cost
1 inch each $Actual Cost

1.5 inch each $Actual Cost
2 inch each $Actual Cost
3 inch each Actual Cost
4 inch each Actual Cost
Downsizing Meter Size each Actual Cost

Outside Utility Service Agreement
City Staff deposit $7,449313
Consultant actual cost actual Cost

Condominium Plats
City Staff deposit $7,449313
Consultant actual cost actual Cost
Reconciliation of Deposit billing annual $38,2797,382
For services requested of Engineering
and Public Works City staff which have no fee
listed in this fee schedule, the City Manager of
the City Manager's designee shall determine
the appropriate fee based on the established
hourly rates for this department/division.

Additionally, the City will pass-through to the
applicant any discrete costs incurred from the
use of external service providers if required to
process the specific application.
hourly $1862
214 of 280
September 2022July 2024 18
Cannabis Permit Fees
215 of 280

CANNABIS PERMIT SERVICES
Fee Type Amount of Fee Fee Authority
ANNUAL REGISTRATION FEE $100 CMC § 5.30.060.C

NEW CANNABIS
PERMIT
APPLICATION1
$7,409235 CMC § 5.30.320

CANNABIS PERMIT

ADMINISTRATIVE

RENEWAL
$2,935866 CMC § 5.30.320

CANNABIS PERMIT

NON- ADMINISTRATIVE

RENEWAL
$7,409235 CMC § 5.30.320

CASH BUSINESS TAX

PAYMENT SURCHARGE
$53421 per payment CMC § 5.30.320
ANNUAL FINANCIAL AUDIT Actual Cost + 10% CMC § 5.30.190.B

DELINQUENCY AND APPEALS
DELINQUENT REGISTRATION2 Registration Due + 25% (+25% each additional month)
CMC § 5.30.110

DELINQUENT BUSINESS

TAX PAYMENT
Tax Due + 25% (+25% each additional month) CMC § 5.30.110 BUSINESS TAX APPEAL $5,335210 CMC § 5.30.260
Footnotes
CMC=City of Cotati Municipal Code

1. Permit application fees do not include the cost of any required entitlement processes or building permitting.

2. See CMC §5.04.200 for additional details
21 October 2021
216 of 280
22 October 2021
Public Safety Fees
217 of 280
23 October
2021July

PUBLIC SAFETY SERVICES
Fee Type Amount of Fee
ANIMAL CONTROL RECOVERY a. $276 per animal
a. 1st incident b. $532 per animal
b. 2nd incident c. $1064 per animal
c. 3rd incident
d. Animal Trap Rental d. $532 security
ANIMAL CONTROL REGISTRATION deposit for trap
a. AlteredSpayed/neutered dog a. $206
i. Senior Owner Discounted Altered Dogs $6
b. UnalteredUnspayed/un-neutered dog b. $4036
c. Unlicensed dog found c. $532
d. Potentially dangerous dog (Each Year for 3 Years) Animal Trap Rental e. Dangerous dog (Annual for Life)
f. Voluntary Feline Registration Altered
d.g.Voluntary Feline Registration Unaltered
d. $502
e. $150
f. $27
g. $37
ANIMAL TRAP RENTALREPLACEMENT ANIMAL TAGS $1052 (deposit) ANIMAL IMPOUNDING OR QUARENTINE FEE (dogs and cats)
$15 per day a. On City Property
b. At Animal Shelter Actual Cost
DISPOSAL OF DECEASED ANIMALS Actual Cost

ANNUAL TAXI PERMIT
a. Initial Deposit for Application a. $53421
b. Initial owner or driver b. $6,1365,992
c. Annual owner renewal
d. Driver Renewal
c. $53421
d. $1064
e. Department of Justice Fee - Payable to DOJ e. Actual Cost BICYCLE REGISTRATION No Charge

CITATION SIGN-OFF (CITATION NOT ISSUED BY COTATI POLICE

DEPARTMENT)
No Charge

CONCEALED WEAPON PERMIT
a. Department of Justice Fee – Payable to the DOJ a. Actual Cost b. New Permit b. $38475
c. Renewal c. $19388

ID CARDS
a. Identification Card
b. Proximity Card
$5
$15
IMPOUNDED VEHICLE STORAGE FEE No Charge
IMPOUND/ABANDONMENT/ABATEMENT VEHICLE RELEASE Per Incident a. 72 Hour Impound a. $2050
b. Felony Offense b. $2050
c. Misdemeanor Offense c. $2050
d. Non-criminal based d. $1064

LIVESCAN FEE
a. City’s Processing Fee a. $964.00
b. Department of Justice Fee - Payable to DOJ b. Actual Cost 218 of 280
24 October
2021July

MANDATED FIREARM STORAGE
a. Intake, recordation, and return/disposal of first five firearms a. $2050 per request b. Intake, recordation, and return/disposal of additional firearms b. $1020 per firearm c. Storage c. $2050 per month

NOISE DISTURBANCE RESPONSE
a. First Response
b. Second Response
c. Third Response
d. Fourth Response and Thereafter
a. No Charge
b. $7068
c. $1385
$1983 per response
Fee Type Amount of Fee

PARTY ORDINANCE RESPONSE
a. First Violation a. $1064 flat
b. Second Violation b. $21308 flat
c. Each Additional Violation c. $53421 each
d. Posting on Premises d. $1064 flat
PHOTO REPRODUCTION $532 per request
POLICE CRIME VERIFICATION LETTER $276 per request

POLICE FALSE ALARM RESPONSE
a. First response (per year) a. No charge
b. Second response (per year) b. $532
c. Third response (per year) c. $8078
d. Fourth response and thereafter (per year) d. $1096 per response

POLICE REPORT COPY
a. Police crime report a. $221 each
b. Incident report/CAD printout b. $221 each
c. Vehicle Accident Investigation Report c. $221 each
Report fee waived for a “Victim of Violent Crime” as defined on the State of California Victim Compensation Website

POLICE SPECIAL SERVICES
a. Sworn a. $2172
b. Non-Sworn b. $19388

PRIVATE ALARM PERMIT
a. Residential alarm a. $176 per year
b. Commercial or industrial alarm b. $276 per year
RECORDS CHECK/CLEARANCE LETTER $26 per records check or clearance letter

STAFF TIME CHARGES
a. Sworn a. $2172
b. Non-Sworn b. $19388
SUBPOENA WITNESS – POLICE
$275
per day as deposit in advance
plus actual cost
TRANSPORTATION PERMIT (per application) $2080
VEHICLE EQUIPMENT CORRECTION INSPECTION No charge
219 of 280
25 October
2021July
VEHICLE REPOSSESSION RECEIPT $487.00

VIDEO/AUDIO TAPE REPRODUCTION
a. Dispatch Recording a. $487 per request
b. Body Worn Camera Video Reproduction b. $487 per request VIN VERIFICATION (per verification) $2083
220 of 280
September 2022July 2024 28
Park, Recreation and Facilities
Fees
221 of 280
September 2022July 2024 29
222 of 280
September 2022July 2024 30

RECREATION DEPARTMENT
Fee Name Fee Unit / Type Fee Deposit
Room Rentals (Per Hour)
Classrooms
Non-Profit/Community Service Org/Govt.

Agency Per Hour $176
Private (Resident) Per Hour $221
Private (Non-Resident) Per Hour $276
Cotati Room
Non-Profit/Community Service Org/Govt.

Agency Per Hour $532
Private (Resident) Per Hour $753
Private (Non-Resident) Per Hour $853
Room Security Deposits
Classrooms deposit $50
Cotati Room deposit $500400
Miscellaneous Room/Park Fees
Portable Stereo Rental (Room Rentals Only) each $276
Cleaning Fee (Contractor) each Actual Cost Rounded to
the Nearest Dollar
Cleaning (City Staff Provided) per hour $18604
Cancellation/Reschedule Fee Cotati Room/Train
Depot/Large Events (31 or more days prior to
reservation)
each $50
Cancellation/Reschedule Fee (8-30 days prior to
the reservation) each 50% of Fee2
Cancellation/Reschedule Fee (7 days or less prior
to reservation) each Actual Facility Rental Fee
Late Booking Fee Cotati Room/Train Depot (less
than 30 days to reservation) each $50
Late Payment Fee Cotati Room/Train
Depot/Large Events (less than 30 days to reservation) each $50 Damage to Facility each Actual Cost
Lost Key each $130
Recycle Contamination Fee each Actual Cost
Early Entry or Late Exit Fee each $1.5 x current rental hourly rate
Cancellation/Reschedule Fee
Classrooms/Small/Medium Events (31 or more days
from event)
each $15
City Program Cancellation Policy. The City will issue a refund less a 10% administration fee up to 10 calendar days prior to the start of the program. Between 4 and 9 calendar days of the start of the program, the City will refund 50% of the registration fee. The City will not issue a refund with less than 4 calendar days to the start of the program. Contracted programs may have a different cancellation policy.

Please contact Recreation Department for more details.2 Room/Park Cancellation Policy. The City will issue a full refund up to 10 calendar days prior to the start of the program. Between 4 and 9 calendar days of the start of the program, the City will refund 50% of the registration fee. The City will not issue a refund with less than 4 calendar days to the start of the program. Contracted programs may have a different cancellation policy. Please contact Recreation Department for more details. 223 of 280
September 2022July 2024 31

RECREATION DEPARTMENT
Fee Name Fee Unit / Type Fee Deposit
Cancellation/Reschedule Fee (8-30 days prior to the
reservation) each 50% of Fee3
Cancellation/Reschedule Fee (7 days or less prior to
reservation) each Actual Facility Rental Fee
Late Book Fee Classrooms/Small/Medium Events (less
than 30 days from event) each $10
(New Fee) Late Payment Fee
Classrooms/Small/Medium Events (less than 30 days
from event)
each $10
Cotati Train Depot
Hourly Rates
Government Agency Per Hour $ 40
Non-Profit Per Hour $ 50
Business Per Hour $60
Private (Resident) Per Hour $ 80
Private (Non-Resident) Per Hour $ 90
Daily Rates
Government Agency Per Day $ 400 Hourly rate x
10 Non-Profit Per Day $ 500
Business Per Day $ 600
Private (Resident) Per Day $ 800
Private (Non-Resident) Per Day $ 900
Weekly Rates (7 consecutive days)
Government Agency Per Week $ 1200 Daily rate x 3
Non-Profit Per Week $ 1500
Business Per Week $ 1800
Monthly Rates (per calendar month) Based on 2k
sq. ft.

Government Agency Per Month $1600 $ 9.60/ft
Non-Profit Per Month $1800 $ 10.80
Business Per Month $2000 $ 12.00
Train Depot Security Deposits
Hourly or Daily deposit $500
Weekly deposit $750
Monthly deposit $1500
Miscellaneous Train Depot Fees
Cleaning Fee (Contractor) each Actual Cost rounded to
the nearest dollar
Cleaning (City Staff Provided) per hour $186
City Program Cancellation Policy. The City will issue a refund less a 10% administration fee up to 10 calendar days prior to the start of the program. Between 4 and 9 calendar days of the start of the program, the City will refund 50% of the registration fee. The City will not issue a refund with less than 4 calendar days to the start of the program. Contracted programs may have a different cancellation policy.

Please contact Recreation Department for more details.. 224 of 280
September 2022July 2024 32

RECREATION DEPARTMENT
Fee Name Fee Unit / Type Fee Deposit
Non-City Sponsored Events
Fees for Outdoor Public Space Events, If
Applicable
Application Fee - Public Large Events each $532
Special Event Business License Fee as applicable $176
Street Closure Fee Small each $74931
Street Closure With Traffic Re-routing New $1,87329
Restroom Cleaning (Contractor) each Actual Cost
Restroom Cleaning (City Staff Provided) Per Hour $1862
Event Related Damage each Actual Cost
Special Events Not In Parks
Approved Permit Fee per day $1330
Security Deposit
Small Event - (1-49 Patrons) each $100
Medium Event - (50-249 Patrons) each $250
Large Event - (250+ Patrons) each $500
Free Events in City Parks
Permit Fees
Small Event - (1-49 Patrons)
Resident Permit Fee each $653
Non-Resident Permit Fee each $9088
Medium Event - (50-249 Patrons)
Resident Permit Fee each $16056
Non Resident Permit Fee each $21308
Large Event - (250+ Patrons)
Resident Permit Fee each $37465
Non Resident Permit Fee each $53421
Security Deposits
Small Event - (Less than 50 Patrons) each $100
Medium Event - (Less than 250 Patrons) each $250
Large Event - (More than 250 Patrons) each $500
Fee for Admission Events in City Parks
Permit Fees
Small Event - (1-4999 Patrons)
Resident Permit Fee each $2660
Non Resident Permit Fee each $37465
Medium Event - (50100-249 Patrons)
Resident Permit Fee each $37465
Non Resident Permit Fee each $58773
Large Event - (250+ Patrons)
Resident Permit Fee each $69377
Non Resident Permit Fee each $85434
Security Deposits
Small Event - (1-99 Patrons) each $100
Medium Event - (100-249 Patrons) each $250
Large Event - (250+ Patrons) each $500
225 of 280
September 2022July 2024 33

RECREATION DEPARTMENT
Fee Name Fee Unit / Type Fee Deposit
City Hosted Space Rental Fees
Vendor Fees
Small Event - (Less than 250 Patrons)
(New Fee) 10x10 Space – No Sales –
Government Agency each $0
10x10 Space - No Sales- Non-Profit each $260
10x10 Space - With Sales- Non-Profit each $4026
(New Fee) 10x20 Space – No Sales –
Government Agency each $0
10x20 Space - No Sales- Non-Profit each $5031
10x20 Space - With Sales- Non-Profit each $7542
10x10 -Other each $532
10X20 - Other each $10078
Electricity each $176
Large Event - (More than 250 Patrons)
10x10 Space – No Sales – Government
Agency each $0
10x10 Space - No Sales- Non-Profit each $260
10x10 Space - With Sales- Non-Profit each $5236
10x20 Space – No Sales – Government
Agency each $0
10x20 Space - No Sales- Non-Profit each $5231
10x20 Space - With Sales- Non-Profit each $8573
10x10 -Other each $8078
10X20 - Other each $15030
Electricity each $176
Contract Classes
Contracted Classes in City Facilities
Instructor uses the City Registration System per person 30% of Fees Instructor Manages Registration per person 20% of Fees
Contracted Classes for Licensees at Farm
Instructor uses the City Registration System per person 10% of Fees Instructor Manages Registration per person 10% of Fees
Cancellation Fees Each Per Instructor Policy
Instructor Fee for Non-Contract Classes, Programs,
Field, or Court Use held in City Parks
Resident $25/hr
Non-Resident $30/hr
Camps
One Day Drop In per person $46
Single Day Program/Class per person $46
Camp Registration by Week Per Day/Person $42
Late Fee per minute $1.0010
Other
226 of 280
September 2022July 2024 34

RECREATION DEPARTMENT
Fee Name Fee Unit / Type Fee Deposit
Cancellation Fees (All City Hosted Programs) each See Note4 For services requested of Recreation City staff, or other programing of events, which have no fee listed in this
fee schedule, the City Manager of the City Manager's
designee shall determine the appropriate fee based on
the established hourly rates for this
department/division.

Additionally, the City will pass-through to the
applicant any discrete costs incurred from the use of
external service providers if required to process the
specific application.

Full Time hourly $18606
Part Time hourly $40
4 City Program Cancellation Policy. The City will issue a refund less a 10% administration fee up to 10 calendar days prior to the start of the program. Between 4 and 9 calendar days of the start of the program, the City will refund 50% of the registration fee. The City will not issue a refund with less than 4 calendar days to the start of the program. Contracted programs may have a different cancellation policy.

Please contact Recreation Department for more details. The City will issue a full refund up to 7 calendar days prior to the start of the program. Within 7 calendar days of the start of the program, the City will refund 50% of the registration fee. The City will not issue a refund after the start of the program.
227 of 280
September 2022July 2024 35
Business License Tax Rates
228 of 280
September 2022July 2024 36
Important Information on Tax
A Business Tax Certificate also know as a Business License if proof of payment of the City’s business tax indicating tax period covered and applies to businesses that operate in the City limits. This includes all contractors who perform work in the City. Business Tax Certificates are charge based on calendar year. These taxes are established based on voter approval and adjusted according to City Code 5.04.440.

BUSINESS TAX LICENSE
Business Type and Related Tax Rate Basis Tax Amount
General in City (Base Rate) $ 90.18
FT Employee $ 12.90
FT Employee > 10 $ 6.44
PT Employee $ 6.44
Non-Profit Waiver $ -
Military Waiver $ -
In Home Occupation $ -
Annual Gross Receipts Less than $3000 $ 19.33
Annual Gross Receipts Less than $6000 $ 38.65
Annual Gross Receipts More than $6000 $ 77.30
Delivery of Goods $ 80.70
Vending Machine Operator $ -
Per Dollar of Gross Revenues 1.50%
Part-time Occupation $ 19.33
Landscaping Services $ 19.33
Cannabis $ 100.00
$ -
Outside City Businesses $ 115.95
Solicitor - Door to Door $ 128.83
Advertising Solicitor $ 75.79
General Contractor $ -
Gen Contractor Full Year $ 128.83
Gen Contractor Half Year $ 77.30
Sub Contractor $ -
Sub Contractor Full Year $ 64.42
Sub Contractor Half Year $ 45.10
Special Event $ 19.33
Rental Properties $ 12.90

ADD-ON TAXES
Vending Machines (Each) $ 19.33
Billiard / Gaming Tables
First Table $ 38.65
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Each Additional Table $ 12.90
Delivery of Goods $ 80.70
Storage Facilities ( Per Unit) $ 2.57
Entertainment +Tax $ -
- Beer and Wine Sales >5 Events $ 0.26
-Beer, Wine and Spirits > 5 Events $ 0.57
- Less than 5 Events $ 0.16
Initial License for Space with Bar $ 207.20
Under federal and state law, compliance with disability access laws is a serious and significant responsibility that applies to all California building owners and tenants with buildings open to the public. You may obtain information about your legal obligations and how to comply with disability access laws at the following agencies:

The Division of the State Architect at www.dgs.ca.gov/dsa/Home.aspx.

The Department of Rehabilitation at www.rehab.cahwnet.gov.

The California Commission on Disability Access at www.ccda.ca.gov. 230 of 280
Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: POLICE ADVISORY AND OVERSIGHT OPTIONS
Date: May 28, 2024
Written by: Chris Simmons, Chief of Police
Recommendation
It is recommended that the City Council receive and discuss the attached report regarding police transparency, accountability, and community partnerships, and provide direction on the elements of a potential advisory/oversight model for the Cotati Police Department.

Background
Cotati City Councilmembers have expressed an interest in exploring additional forms of community involvement and oversight for the Cotati Police Department. Most notably, the reincorporation of some form of the currently inactive Cotati Police Auxiliary Commission (Commission) has been previously mentioned at Council meetings. This Commission has been inactive for almost thirty years.

Local Police Oversight Models
As described in detail in the Analysis/Discussion section of this staff report, State law requires various levels of independent oversight over all police agencies in California. In addition, all municipal police agencies also have local oversight. While every agency has local nuances, municipal oversight models can be generally grouped into four (4) categories, as summarized below. For all municipalities, the City Council inherently begins with authority over all functions of the City. Any committees or commissions formed by the City Council can either have an advisory function or could have specified City Council authorities delegated to it.

1. City Manager-City Council Oversight. This is the most common form of oversight in California, where the day-to-day operations of the police department are directly 231 of 280
overseen by the City Manager. The City Council has both direct budgetary power and the ability to initiate investigations into any issue or incident deemed necessary. This model often includes some type of periodic public reporting of statistics to the City Council and includes all current State oversight laws, policies, and required trainings.

When needed, this model can include an independent investigator who is initiated by the Police Chief, City Manager or City Council.

2. Chief/Police Advisory Committee. These can vary widely in duties, but generally are advisory in nature only and the City Council does not delegate any investigatory or budgetary authority to the committee. In addition to regular public reporting of statistics, this model generally is used to provide a forum for direct citizen feedback with the Police Chief and senior City leadership on a variety of police programs and community concerns. On one end of the spectrum is a Chief’s Advisory Committee and the other end is a more formal City Council appointed advisory committee, but the differences are primarily in method of appointment and Brown Act meeting requirements, not committee functions. Some examples include the City of Walnut Creek, City of Cotati (inactive), City of Novato, City of Sausalito (inactive) and the currently forming Petaluma Public Safety Advisory Committee.

3. Independent Police Auditor. While this can be part of other models on an as needed basis, in some cases the City Council creates a separate city department staffed with permanent staff or hires contractors in an on-going basis under an “Office of Independent Review” or “Independent Police Auditor”. Larger police agencies often have their own internal affairs divisions, but this is distinguished by the addition of separate staff or contractors to do additional oversight, which is typically reported back to the City Council on an annual or periodic basis. This model can be expensive, depending on the breadth and frequency of audits. Some examples of this include the City of Fresno, City of San Jose, City of Palo Alto, City of Petaluma and City of Santa Rosa.

4. Police Oversight Commission. This is the least common type of police oversight and is typically the result of high-profile police issues. In a staff survey of cities in California, this model appeared in less than 5% of all cities. Under this model, the City Council generally delegates investigatory duties and grants a budget to these bodies to conduct investigations using authorized personnel. This model is typically very expensive in terms of direct costs of investigators and attorneys as well as the required support staff.

Some well-known examples are the City of Oakland, City and County of San Francisco and City of Los Angeles.

While similar models exist for the county sheriffs’, the sheriff departments are fundamentally different from municipal police agencies in their management structure. The Sheriff is an elected official and not subject to any oversight other than the voters. The Board of Supervisors typically has budgetary authority but no investigatory ability, so investigations are the purview of the Sherrif. However, both municipal police agencies and county sheriffs are subject to a variety of other investigatory requirements under State law, as described in more detail under the “Analysis/Discussion” portion of this staff report.
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Examples of Advisory/Oversight of Municipal Police Agencies in Marin and Sonoma County, with select other Bay Area agencies provided to illustrate other potential models.

1. City of Cotati, Population 7,500 (Police Auxiliary Commission) a. Created in 1975, revised in 1987 and again in 1995. NOT ACTIVE b. Stated Purpose: “To act as a liaison between the community, the Cotati police department, and the city council, To implement and maintain community based safety programs, such as neighborhood watch, bicycle safety and earthquake preparedness, To have the chairperson or another commission member participate in the oral board interview process for the position of police officer, To make recommendations relating to the implementation of programs and/or projects that affect public safety in the community.”
c. Membership: Five (5) members, “appointed” by the Mayor, subject to approval by majority vote of the City Council. One member can reside outside city limits, but must be within the sphere of influence, per the General Plan. Criminal screening required so that members don’t have criminal history or felony convictions.
d. Selection Process: Not defined, requires Mayor to put forward nominees for majority vote of the City Council.
e. Term: Two (2) years. No limit on terms.
f. Meeting Frequency: Regularly, no less than every two (2) months. g. Removal: By the Mayor, subject to majority vote of the City Council; or by a majority vote of the City Council. Automatic termination if absent for three (3) consecutive meetings or four (4) meetings during a 12 month period, unless absences are excused by a majority vote of the committee. h. Meeting Format: Brown Act meetings.

2. City of Sausalito, Population 7,100 (Citizens Advisory Review Board [CARB]). a. Created in 1998, NOT ACTIVE.
b. Stated purpose: “Enhance citizen understanding of the process of submitting, processing and responding to citizen complaints regarding police officers; Add a citizen perspective in developing or revising police policies or practices perceived to infringe on civil liberties and civil rights; Receive quarterly reports from the Police Department concerning the type, number and disposition of citizen complaints; Recommend alternatives for investigating complaints alleged to infringe upon civil liberties and civil rights; Make a report, at least annually, to the City Council on its work.”
c. Membership: Five (5) community members appointed by the City Council. Must be residents of Sausalito.
d. Selection Process: Interview by full City Council, Mayor or Councilmember can nominate and vote “yes” on one candidate, each nominee must get at least 3 votes to be selected.
e. Term: Two (2) year terms. No term limit.
f. Meeting Frequency: Quarterly.
g. Removal: By majority vote of the City Council, automatic removal if unexcused absence from three (3) consecutive meetings, or a breach of confidentiality. 233 of 280
h. Meeting Format: Abides by general procedures of City Council committees, Brown Act committee

3. City of San Rafeal, Population 60,000 (Police Advisory and Accountability Committee). a. Created by the City Council in June 2023 following a police incident in the Canal area of San Rafeal. CURRENTLY ACTIVE.
b. Stated purpose: “An advisory committee to the City Council to improve public transparency and accountability with respect to the San Rafael Police Department and provide greater community participation in making recommendations on police department policies, practices, and procedures.” c. Membership: Seven (7) community members appointed by the City Council; may include up to two (2) alternates. Endeavor to reflect community diversity. Must be San Rafeal residents, minimum age of 18, except one youth member, aged 17-

26. d. Selection Process: City Council subcommittee conducts initial interviews, finalists interviewed by full City Council.
e. Term: Four (4) year terms, no more than 2 consecutive terms allowed. f. Meeting Frequency: Monthly
g. Removal: Two (2) unexcused absences or six (6) absences in a term for any reason constitutes voluntary resignation.
h. Meeting Format: Abides by general procedures of City Council committees, Brown Act committee.

4. City of Pleasant Hill, Population 34,000 (Police Chiefs Advisory Panel) a. Created in 2024. CURRENTLY ACTIVE.
b. Stated Purpose: To provide a forum for discussions regarding community/ police concerns and allow for greater transparency and communication with the community. Established under the direction of the Chief of Police, the objective of the Panel will be to act as a resource for the Chief in working with the community to form strategies, develop community policing concepts, increase public awareness, bolster engagement, improve transparency, and identify best practices.
c. Membership: Maximum of fifteen (15) members. Must be residents, business owners/employees or individuals intimately involved in an organization that specifically serves the Pleasant Hill community. Looking for diverse backgrounds.
d. Selection Process: Application and staff interview panel. Ability to pass a background check that ensures no felony convictions or misdemeanor convictions within a year of application, no open litigation or claims against the City of Pleasant Hill, ability to be impartial and unbiased.
e. Term: Three (3) years. Term extensions will be considered on an individual basis based on community needs and at the discretion of the Chief of Police. f. Meeting Frequency: Quarterly, or more frequently as needed. g. Removal: Members may be removed for cause prior to the end of their term at the discretion of the Chief of Police. Additionally, members who fail to attend three regular Panel meetings in a year may be considered to have vacated their position 234 of 280
and may be replaced.
h. Meeting Format: Not a Brown Act body, advisory body established under the direction of the Police Chief.

5. City of Walnut Creek, Population 69,000 (Chiefs Community Advisory Board) a. CURRENTLY ACTIVE.
b. Stated Purpose: The Chief’s Community Advisory Board is a resource for the Chief to help with: Community policing strategy, Increasing public awareness, engagement and transparency, Identifying best practices. Our goal is to have a broad spectrum of view points represented.
c. Membership: Maximum of fifteen (15) members. Members must be Walnut Creek residents or Walnut Creek business owners. Looking for diverse backgrounds.
d. Selection Process: Selection from the pool of applicants by the Chief of Police, a community representative and the City’s Communications and Outreach Manager.
e. Term: Two (2) years. Term extensions will be considered on an individual basis based at the discretion of the Chief of Police.
f. Meeting Frequency: As needed.
g. Removal: Members may be removed prior to the end of their term at the discretion of the Chief of Police. Additionally, members who fail to attend three regular Panel meetings in a year are considered to have vacated their position and may be replaced.
h. Meeting Format: Not a Brown Act body, advisory body established under the direction of the Police Chief.

6. City of Novato, Population 52,000 (Police Advisory Review Board). a. Created in 1992. CURRENTLY ACTIVE.
b. Stated Purpose: The Board is to provide for community participation in Police Department policies, procedures and practices. Further, the Board may recommend the establishment of educational police/community relations programs. If authorized by the City Manager, including corresponding funding to hire an investigator, the Board may conduct investigations into citizens’ complaints.
c. Membership: Seven (7) community members appointed by the City Council.

Must be Novato residents except one (1) member, who can be from one of three zip codes designated for Novato. No officer or employee of the City is eligible. d. Selection Process: Applications reviewed twice per year, appears to be selected in a public meeting by a majority vote of the City Council. e. Term: Two (2) years. No limit on terms.
f. Meeting Frequency: Quarterly.
g. Removal: By majority vote of the City Council. Considered resignation if three (3) consecutive meetings are unexcused by the majority of the committee. h. Meeting Format: Brown Act meetings.

7. City of Petaluma, Population 59,000 (Public Safety Advisory Committee [PSAC]). 235 of 280
a. Created in 2024. CURRENTLY ACTIVE.
b. Stated purpose: To serve as an advisory body to the City Council and a community resource for the City of Petaluma in the formation of strategies, development of community policing concepts, increasing public awareness, and addressing police/community relations regarding the public safety of the entire community. The PSAC is intended to provide a forum for discussions of community public safety concerns and to represent a broad spectrum of viewpoints.
c. Membership: Six (6) community members, one (1) City Council member liaison.

Community members must be residents of Petaluma for 1 year, or business owner in Petaluma in good standing for 1 year. Current or former members of the Petaluma Police or household members are not eligible. Attorneys representing or witness for criminal/civil cases involving law enforcement are not eligible.

Persons who have active, pending criminal proceedings, are on parole, probation, or post-community release supervision, or who have prior criminal convictions for violent felonies or other crimes involving moral turpitude are ineligible. appointed by the City Council.
d. Selection Process: Application and appointment by the City Council. e. Term: Four (4) year terms. Two (2) term limit.
f. Meeting Frequency: Monthly or bi-monthly, as needed. g. Removal: By majority vote of the City Council, automatic removal if unexcused absence from three (3) consecutive meetings, or a breach of confidentiality. h. Meeting Format: Brown Act committee

8. City of Santa Rosa, Population 177,000. The city has hired an Independent Police Auditor (IPA) to review Police Department personnel complaint investigations and take personnel complaints about the Police Department. The IPA also conducts audits of policies, practices, and records, conducts community outreach, and annually prepares and presents a report to the Public Safety City Council Subcommittee and the City Council.

The three-councilmember Public Safety Subcommittee is charged with reviewing public safety issues, annual reports, and after-action reports for Police, Fire, and Emergency Services. However, this group has not met since 2020, so is effectively dormant.

Sausalito is the only municipality with a population comparable to Cotati that staff was able to find that had some type of advisory/oversight model. Like Cotati, it was also deactivated.

However, Sausalito varies from Cotati in that they have much greater financial resources, with a General Fund budget approximately two times larger than Cotati.

All other municipal police departments in Sonoma County, including the cities of Sebastopol, Rohnert Park, Healdsburg, and Cloverdale use the City Manager-City Council model of oversight without separate advisory or oversight bodies. The cities of Windsor and Sonoma are contract cities with the Sonoma County Sheriff, so are subject to the Independent Office of Law Enforcement Review and Outreach (IOLERO).

History of Cotati’s Police Auxiliary Commission
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On February 18, 1975, City Councilmembers ratified a separate commission to provide additional functional oversight over the Cotati Police Department. The commission consisted of five board members who were appointed by the Mayor, subject to approval by the City Council.

Board members served two-year terms (up to two consecutive terms max), with a Chairperson, Vice-Chairperson, and Secretary (elected by Commission board members for one-year terms).

Meetings were once a month and open to the public.

Specific duties included,
• “To act as a liaison between the community, the Cotati Police Department and the City Council.”
• “To have the Chairperson or her/his delegated Commission member be a member of the oral board(s) for all police officers, reserves, and Chief of Police.” • “To have the Chairperson or her/his delegated Commission member attend personnel sessions when they involve police disciplinary action.” • “To make recommendations concerning policies, practices, and procedures in relation to the Cotati Police Department and other law enforcement agencies within the City of Cotati.”
• “To receive complaints directed against the Police Department, make proper investigation, and then make recommendations to the Chief of Police regarding disciplinary procedures.”
On October 27, 1987, duties of the commission were redefined, presumably in part due to labor laws and privacy statutes related to the protection of employee personnel files and administrative investigations. The commission was then assigned the following duties, • “To act as a liaison between the community, the Cotati Police Department and the City Council.”
• “To make recommendations concerning policies, practices, and procedures in relation to the Cotati Police Department and other law enforcement agencies within the City of Cotati.”
• “To make recommendations regarding programs to encourage preservation of life and property such as neighborhood watch.”
• “To make recommendations regarding programs and/or projects that improve delivery of police services to the Cotati community.”
On May 24, 1995, the duties of the commission were again redefined, eliminating the duty of the commission to make recommendations concerning policies, practices, and procedures in relation to the Cotati Police Department and other law enforcement agencies within the City of Cotati. In 1995, the duties consisted of,
• “To act as a liaison between the community, the Cotati Police Department and the City Council.”
• “To implement and maintain community based safety programs, such as Neighborhood Watch, bicycle safety, and earthquake preparedness.” [exact verbiage modified from 237 of 280
1987]
• “To have the Chairperson or another Commission member participate in the oral board interview process for the position of Police Officer.” [verbiage added back from 1975] • “To make recommendations relating to the implementation of programs and/or projects that affect public safety in the community.” [exact verbiage modified from 1987] In 1995, the Advisory Commission was renamed the “Police Auxiliary Commission”. Records from that time indicated that meetings of the Commission were poorly attended by the public and that, “…several [Commissioners]…wanted to be involved with personnel complaints and investigations,” despite restrictions under state law. When Ordinance 638 was adopted, the intent was to clarify the mandate from City Council, conform with state laws, and encourage this citizen body to work with the Police Department as a liaison with the community. According to City records, several Commission members resigned at that time and the City Council decided not to appoint a new Commission. The Commission has been dormant since then.

In 2000, the concept of re-activating the Commission was again discussed at City Council. At that time, the primary citizen concerns appeared to be speeding downtown and updating the citizen complaint process. Those issues were addressed by staff and the City Council declined to re-activate the Commission after discussing the item at length. The existing ordinance, last modified in 1995, is attached to this staff report for reference.

Analysis/Discussion
Current Accountability Measures
There are numerous ways in which police agencies participate in and are subject to various laws, provisions, and efforts that increase transparency and accountability. Currently, some of the Cotati Police Department’s accountability measures include the following:
• Racial and Identity Profiling Act (RIPA) stop data collection and annual reporting • SB1421 + SB16 (amended PC 832.7). Requires police records relating to officer use-offorce incidents, sexual assault, and acts of dishonesty accessible under the California Public Records Act within the prescribed timeframes.
• SB2 (PC 13510). Established peace officer certifications, requires “serious misconduct” reporting to the State and potential peace officer decertification. • AB481/GC 7070. Mandates military equipment funding, acquisition and use authorization by governing boards (Less Lethal Shotgun + Command Vehicle) • Internal Affairs Investigations – Independent investigations by impartial outside investigator
• Annual Police Chief’s Report (presented to City Council and posted on City website) • Mid-Year report (presented to City Council)
• Police Policies posted on City website (Lexipol)
• Police Training Manuals posted on City website
• Police Weekly Event log posted on City website
• Police Monthly Statistics posted on social media
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• On-line complaint portal on website (goes to City Manager, Human Resources Director, and Chief of Police). Complaints are also taken by email, phone, in person, or via a physical complaint form.
• Peace Officer Standards and Training (POST) audits (specifically assigned regional coordinator site visits/audits)
• Periodic high risk policy review audit by independent police auditor (e.g.: Pursuits; Use of Force; Evidence)
• Civil Grand Jury (Sonoma County) - reviews all Officer Involved Shooting (OIS) report summaries submitted by the District Attorney to confirm proper protocol is followed • Sonoma County Law Enforcement Chief’s Association (SCLECA) County-wide Chief’s and DA Protocols for Critical Incidents and guidelines for release of camera footage per SB1421 and AB748.
• Sonoma County District Attorney (SCDA) involvement, oversight, and review of criminal matters and all protocol-related critical incidents • California Attorney General (AG CA) State Attorney General involvement and oversight of all officer-involved shootings resulting in the death of an unarmed civilian (AB1506). • Body-Worn Cameras (BWCs) and in-car cameras
• AB748 (GC 6254 (4)(A)(i)). BWC recordings of critical incidents released after 45 days • Budget/Strategic Projects & Priorities – public disclosure on how taxpayers’ dollars are spent
• City Council (as routine oversight and another conduit for community communication) • Community Policing surveys,
Cotati Police Training
Additionally, the Cotati Police Department focuses on enhanced training, policy development, and personnel hiring standards that are above and beyond minimum POST mandates. Sending Cotati peace officers to this additional training is a significant financial investment by the City, as it requires larger training and corresponding overtime budgets. However, this commitment results in staff that are among the best trained police officers and dispatchers in the United States. POST and additional training includes the following:

POST
• Principled Policing in the Community
• Professionalism and Ethics
• Cultural Diversity/Discrimination
• People with Disabilities
• De-Escalation and Use of Force
• Victimology/Crisis Intervention
• PREA Prison Rape Elimination Act
• Recruitment and Selection – Hiring, Background, and Psychological requirements (POST standards)
• POST Entry Level Law Enforcement Test battery (PELLET B) • POST Police Academy. 20 weeks (Santa Rosa Intensive Academy); 800+ hours; 42+ learning domains
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• Field Training Officer (FTO); POST regulated with standardized evaluation guidelines. +Probation (one year)
• Routine Employee Evaluations
• AB89 (coming 2025) – “Modern Policing” degree / education, or BA degree.

Additional Cotati Police Policies and Trainings
• Implicit Bias / Bias Based Policing
• De-Escalation
• Use of Force
• Discriminatory Harassment
• Mental Health & Crisis Intervention (SAFE partnership) • Unhoused Persons / Homelessness
• Communications with Persons with Disabilities
• Community Relations
• Standards of Conduct
• Off-Duty Law Enforcement Actions and Conduct
• Native American Graves Protection and Repatriation
Summary of Community Outreach Efforts
In addition to the many accountability efforts, laws and regulations, and training and policy developments the department abides by and performs, the Cotati Police Department also fosters community outreach efforts, and plans on adding to these endeavors over the coming years. A list of some of these efforts include the following:
• 6 Beat meetings #1 (February 2024)
• Thomas Page tour of PD (February 2024)
• Thomas Page non-profit campaign - 6th grade project (March 2024) • Thomas Page meet the Chief, with Officers + Dolly (April 4, 2024) • Thomas Page STEAM and Literacy Night – book reading (April 10, 2024) • SSU Community Partners Meetings (April 15, 2024)
• SSU Game Night (April 16, 2024)
• Butter & Eggs Day Parade – Petaluma (April 20, 2024)
• Drug Takeback #1 (April 27, 2024) = 41.23 lbs.
• Women in Public Safety Day (April 27, 2024)
• Apple Blossom Parade – Sebastopol (April 27/28, 2024) • Cinco de Mayo - Santa Rosa, Mitote/Roseland (May 5, 2024) • Cinco de Mayo - SOMO Village, Rohnert Park (May 5, 2024) • Healdsburg Future Farmers Twilight Parade (May 23, 2024) • Pride Parade Procession – Santa Rosa (June 1, 2024)
• Juneteenth (June 2024)
• Coffee with a Cop + Coffee with Dolly (June 2024)
• Camp Cotati (June 2024)
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• Kids Day Parade (July 2024)
• National Night Out (August 6, 2024)
• Hi-Lo Drill (September 2024)
• 6 Beat meetings #2 (September 2024)
• SSU Guest speaking CJA department (September/October 2024) • Drug Takeback #2 (October 2024)
• Rotary Holiday Toy Drive & Xmas escorting Santa (December 2024) • Warm Clothing Drive - SSU & RP PDs (December 2024)
• Social Media posting
Summary
Considering all the aforementioned transparency, accountability, and community partnership efforts the Cotati Police Department is currently involved in, the question staff was exploring was what role a separate citizen body could assume to further community partnerships and accountability in a constructive way. Staff studied numerous models of advisory/oversight around the state to determine practices that could conceivably be implemented given the limited staffing and resources of a small City.

As outlined in the Background section of this staff report and presentation, oversight models can vary in size and robustness, are often scalable, and require varying degrees of staffing and budgetary considerations that can reach hundreds of thousands, to upwards of millions of dollars.

For this reason, models that included delegated budgets and delegated powers were determined to be infeasible for a small city.

Staff primarily focused on models that were advisory, as staff believe these models are more likely to be feasible in the context of limited staffing and resources. The Chief’s advisory committees carry the least administrative burden and provide a forum for direct and frank discussions between committee members and the Police Chief. While this can accomplish the functions of direct community feedback/recommendations on policing, they are not required to be public meetings and the committee members are selected by City staff. This type of model relies on the ability of the City Council to take action to address crises when they arise.

By contrast, if the City established an advisory committee, it would carry more administrative burden to maintain. Similar “small city” committees (Cotati and Sausalito) are both inactive.

Based on experience with other committees, finding members to serve on the committee may be difficult. However, if the City Council desires to create a separate citizen body for this purpose, an advisory model would be run as a Brown Act meeting and is likely to be perceived as more transparent by the community. City Council involvement in member selection would also make it more likely to be trusted in times of crisis.

Based on prior City Council feedback and a review of the models that could work in Cotati, staff recommends that the City Council consider the following recommendations:

Community-Police Advisory Group
• Advisory only. No delegated investigatory or budget authority. 241 of 280
• Duties. Development of community policing concepts, increasing public awareness, and addressing police/community relations regarding the public safety of the entire community. Detailed discussions, as permitted by law, to consist of:
o Notable Crime Trends, enforcement initiatives
o Use of Force – Statistics, types, summaries, reasons
o Complaints – Statistics, allegations, summaries, findings/outcomes o Notable Community events & Engagements, receive input/suggestions on ways to better engage with the community and provide assistance. o Arrest & Crime Statistics – summaries of notable incidents/contacts o Trainings
o Participation in interview panels for the Police Chief • Membership
o 5 members. Required to be a Cotati resident or Cotati business owner in good standing. Encourage members to be diverse: business community, resident, faithbased community, gender, race. o Selection by application and interview panel. The interview panel could consist of one or two councilmembers, city manager and police chief. o 2-year terms, with staggered initial terms. Removal by majority vote of City Council. Include provision for automatic resignation if member is unexcused for a defined number of meetings as well as a number of consecutive meetings. o Minimum requirements and training for commission members: ‘ride along” after selection, cannot be city employees or household, disqualification for felony conviction, crimes/incidents of moral turpitude, attorney involved in cases with law enforcement, involvement in criminal/civil cases with the City of Cotati. • Recommended Meeting Frequency
o Quarterly, with special meetings more often as needed. • Brown Act vs. Not Brown Act
o Committees created by a formal action of the legislative body (e.g.:. City Council) is a Brown Act body, so this type of body is subject to the Brown Act. o Brown Act meetings are public and noticed , with meeting minutes taken.

However, it is anticipated that members will not be required to provide financial disclosures to the FPPC or enroll in mandated trainings.

It is recommended that this group report at least annually to the City Council on its activities.

If the City Council directs staff to create an advisory committee or modify the existing committee, staff will return with an ordinance that incorporates City Council feedback at a future meeting.

Financial Considerations
Depending on the next steps taken and what model or combination of models might ultimately be considered and utilized, the financial impact to the City of implementing, enhancing, and maintaining an advisory group or commission could be substantial. Independent oversight and auditing entities can cost hundreds of thousands of dollars, often topping millions of dollars, 242 of 280
depending on the size, scope, and authority of the commission.

If the City Council directs staff to develop an ordinance for a police advisory group substantially similar to the staff recommendation, staff believe that this can be accommodated within the existing staffing and budget. Nevertheless, even this advisory group will result in increased staff commitments that will not be available for other city operations or projects. Expected staff time commitments include managing the advisory group, running meetings, increased data extraction, analysis, formatting and reporting. Although the addition of the new records analyst position has greatly helped to streamline the process of mining and charting some limited data and information, the continuous mining of data and the analytics associated with providing enhanced details of such data, particularly if it expands over time, will have greater financial impacts in the future, potentially requiring additionally funded positions or designated funding streams to contract-out to those firms able to achieve more robust data reporting and analysis.

Attachments:

Cotati Police Department Advisory presentation
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Chapter 2.22

POLICE AUXILIARY COMMISSION
Sections:

2.22.010 Created – Defined.

2.22.020 Purpose and objectives.

2.22.030 Membership and term of office.

2.22.040 Officers – Selection.

2.22.060 Meetings.

2.22.070 Removal from office.

2.22.080 Powers and duties.

2.22.090 Staffing.

2.22.120 Qualifications.

2.22.010 Created – Defined.

The Cotati police auxiliary commission is created and established. The term “commission” shall refer to the Cotati police auxiliary commission. The police advisory commission is hereby dissolved. (Ord. 638 § 1(part), 1995: Ord. 475 § 1(part), 1987).

2.22.020 Purpose and objectives.

The general purpose of the commission is to implement and maintain community based safety programs as defined by the city council, city manager and the police department. (Ord. 638 § 1(part), 1995: Ord. 475 § 1(part), 1987).

2.22.030 Membership and term of office.

A. The commission shall consist of five members appointed by the mayor, subject to approval by a majority of the city council.

B. The term of each member shall be two years or until after his or her successor is appointed; provided, however, that of the members first appointed, two shall be for a term of one year and three shall be appointed for a term of two years.

C. All terms of office shall commence on January 1st of the year of appointment. Vacancies in the office of a member shall be filled for the unexpired term in the same manner in which regular appointments are otherwise The Cotati Municipal Code is current through Ordinance 921, passed August 22, 2023.

Cotati Municipal Code Chapter 2.22 POLICE AUXILIARY COMMISSION Page 1 of 3 244 of 280
made. (Ord. 638 § 1(part), 1995: Ord. 475 § 1(part), 1987).

2.22.040 Officers – Selection.

A. The chairperson of the commission shall be elected by a majority vote of commission members in February of each year. A vice-chairperson to serve in the absence of the chairperson shall likewise be elected.

B. The chairperson shall preside at all meetings and provide for periodic reports to the city council on all recommendations of the commission. (Ord. 638 § 1(part), 1995: Ord. 475 § 1(part), 1987).

2.22.060 Meetings.

A. The commission shall meet regularly no less than once every two months. Meetings shall be held at City Hall unless otherwise authorized by the city council. Special meetings of the commission may be called by the chairperson or three members of the commission.

B. A majority of appointed commissioners shall constitute a quorum for the transaction of business.

C. The time and place of all meetings shall be posted in advance, and the meetings shall be open to the public according to state law. (Ord. 638 § 1(part), 1995: Ord. 475 § 1(part), 1987).

2.22.070 Removal from office.

Any of the commission members may be removed at any time, either by the mayor subject to the approval of the city council, or by majority vote of the city council. If a member of the commission does not attend three regular consecutive meetings or does not attend four regular meetings in any twelve-month period, unless excused by a majority vote of the commission, his or her membership shall automatically be terminated, and his or her successor shall be appointed by the mayor, with the approval of the city council, to serve the unexpired term. (Ord. 638 § 1(part), 1995: Ord. 519 § 3, 1989: Ord. 475 § 1(part), 1987).

2.22.080 Powers and duties.

The powers and duties of the commission shall be as follows:

A. To act as a liaison between the community, the Cotati police department, and the city council; B. To implement and maintain community based safety programs, such as neighborhood watch, bicycle safety and earthquake preparedness;
C. To have the chairperson or another commission member participate in the oral board interview process for the position of police officer;
D. To make recommendations relating to the implementation of programs and/or projects that affect public safety in the community. (Ord. 638 § 1(part), 1995: Ord. 475 § 1(part), 1987).

The Cotati Municipal Code is current through Ordinance 921, passed August 22, 2023.

Cotati Municipal Code Chapter 2.22 POLICE AUXILIARY COMMISSION Page 2 of 3 245 of 280

2.22.090 Staffing.

A. All departments of the city, through the office of the city manager, shall furnish necessary existing public information, data and records and provide technical assistance and advice as required, within reason, as an aid to the commission in the performance of designated duties.

B. The city manager shall provide or cause to be provided adequate staff, clerical help and maintain files and records for the commission. (Ord. 638 § 1(part), 1995: Ord. 475 § 1(part), 1987).

2.22.120 Qualifications.

A. At all times, not more than one member of the commission can reside outside the city limits, in the sphere of influence area as shown on the general plan area.

B. Applicants for this commission will be required to submit to a criminal screening investigation conducted by the Cotati police department prior to appointment. The purpose of this investigation is to ensure that the applicant does not have a criminal history involving incidents involving moral turpitude or have been convicted of a felony.

Periodic inquiries into the commission members’ criminal history may be made after appointment to ensure the public’s safety. (Ord. 638 § 1(part), 1995: Ord. 460 § 2, 1987).

The Cotati Municipal Code is current through Ordinance 921, passed August 22, 2023.

Cotati Municipal Code Chapter 2.22 POLICE AUXILIARY COMMISSION Page 3 of 3 246 of 280
Cotati Police Department
Transparency, Accountability, & Community Partnerships
247 of 280

COTATI POLICE AUXILIARY COMMISSION (HISTORY)

TRANSPARENCY, ACCOUNTABILITY, AND COMMUNITY PARTNERSHIPS (CURRENT)

TRAINING, POLICY, AND PERSONNEL (CURRENT)
ADVISORY MODELS (4)

RECOMMENDATIONS
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(HISTORY)

February 18, 1975
Ordinance No. 214
October 27,1987
Ordinance No. 475
May 24, 1995
Ordinance No. 638

DISSOLVED
Chapter 2.22, Municipal Code
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COTATI POLICE AUXILIARY COMMISSION - CONTINUED
(HISTORY)

DUTIES
a) “To act as a liaison between the community, the Cotati Police Department and the City Council.”
b) “To have the Chairperson or her/his delegated Commission member be a member of the oral board(s) for all police officers, reserves, and Chief of Police.” c) “To have the Chairperson or her/his delegated Commission member attend personnel sessions when they involve police disciplinary action.”
d) “To make recommendations concerning policies, practices, and procedures in relation to the Cotati Police Department and other law enforcement agencies within the City of Cotati.” e) “To receive complaints directed against the Police Department, make proper investigation, and then make recommendations to the Chief of Police regarding disciplinary procedures.” 250 of 280

COTATI POLICE AUXILIARY COMMISSION - CONTINUED
(HISTORY)

CONFIGURATION

1. (5) Members

2. Appointed by Mayor, subject to approval by City Council

3. 2-year term (up to two consecutive terms max)

4. Chairperson, Vice-Chairperson, Secretary (elected by Commission) – 1-year term

5. Once a month meetings

6. Open to the public

7. Minutes recorded and provided to City Council
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COTATI POLICE AUXILIARY COMMISSION - CONTINUED
(HISTORY)

CONFIGURATION

1. (5) Members

2. Appointed by Mayor, subject to approval by City Council

3. 2-year term (up to two consecutive terms max)

4. Chairperson, Vice-Chairperson, Secretary (elected by Commission) – 1-year term

5. Once a month meetings

6. Open to the public

7. Minutes recorded and provided to City Council
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COTATI POLICE AUXILIARY COMMISSION - CONTINUED
(HISTORY)
1995 - DISSOLVED

DUTIES
a) “To act as a liaison between the community, the Cotati Police Department and the City Council.”
b) “To make recommendations concerning policies, practices, and procedures in relation to the Cotati Police Department and other law enforcement agencies within the City of Cotati.” b) “To implement and maintain community based safety programs, such as Neighborhood Watch, bicycle safety, and earthquake preparedness.” [exact verbiage modified from 1987] c) “To have the Chairperson or another Commission member participate in the oral board interview process for the position of Police Officer.” [verbiage added back from 1975] d) “To make recommendations relating to the implementation of programs and/or projects that affect public safety in the community.” [exact verbiage modified from 1987] 255 of 280

COTATI POLICE AUXILIARY COMMISSION - CONTINUED
(HISTORY)
1995 - DISSOLVED

CONFIGURATION

1. (5) Members

2. Appointed by Mayor, subject to approval by City Council

3. 2-year term (up to two consecutive terms max)

4. Chairperson, Vice-Chairperson, (elected by Commission) – 1-year term

5. Once every two months meetings Once a month meetings

6. Open to the public

OTHER ADDITIONS

1. No more than one member can reside outside the city limits

2. Applicants required to submit to criminal screening
a) No felony convictions or incidents involving moral turpitude b) Periodic inquiries into criminal history may be made after appointment 256 of 280
257 of 280

TRANSPARENCY, ACCOUNTABILITY, AND COMMUNITY PARTNERSHIPS

CURRENTLY UTILIZED BY COTATI PD
• Racial and Identity Profiling Act (RIPA) stop data collection and annual reporting • SB1421 + SB16 (amended PC 832.7). Requires police records relating to officer use-of-force incidents, sexual assault, and acts of dishonesty accessible under the California PRA • SB2 (PC 13510). Established peace officer certifications, “serious misconduct” reporting and potential decertification.
• AB481/GC 7070. Mandates military equipment funding, acquisition and use authorization by governing boards
• Internal Affairs Investigations – Independent investigations by impartial outside investigator • Annual Police Chief’s Report (presented to City Council and posted on City website) • Mid-Year report (presented to City Council)
• Police Policies, Training Manuals, and Event Logs posted on City website (Lexipol) • Police Monthly Statistics posted on social media
• On-line complaint portal on website (goes to City Manager, Human Resources Director, and Chief of Police). Complaints are also taken by email, phone, in person, or via a physical complaint form.
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TRANSPARENCY, ACCOUNTABILITY, AND COMMUNITY PARTNERSHIPS

CURRENTLY UTILIZED BY COTATI PD - CONTINUED
• Peace Officer Standards and Training (POST) audits (specifically assigned regional coordinator site visits/audits)
• Periodic high risk policy review audit by independent police auditor (e.g.: Pursuits; Use of Force; Evidence)
• Civil Grand Jury (Sonoma County) - reviews all Officer Involved Shooting (OIS) report summaries submitted by the District Attorney to confirm proper protocol is followed • Sonoma County Law Enforcement Chief’s Association (SCLECA) County-wide Chief’s and DA Protocols • Sonoma County District Attorney (SCDA ) - all criminal matters and protocol-related critical incidents • California Attorney General (AG) - all officer-involved shootings resulting in unarmed civilian death (AB1506)
• Body-Worn Cameras (BWCs) and in-car cameras
• AB748 (GC 6254 (4)(A)(i)) - BWC recordings of critical incidents released within 45 days • Budget/Strategic Projects & Priorities – public disclosure on how taxpayers’ dollars are spent • City Council (as routine oversight and another conduit for community communication) • Community Policing surveys
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TRAINING, POLICY, AND PERSONNEL - POST

CURRENTLY UTILIZED BY COTATI PD
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TRAINING, POLICY, AND PERSONNEL

CURRENTLY UTILIZED BY COTATI PD
261 of 280

COTATI PD COMMUNITY PARTNERSHIPS, OUTREACH, & EVENTS
• 6 Beat meetings #1 (February 2024)
• Thomas Page tour of PD (February 2024)
• Thomas Page non-profit campaign - 6th grade project (March 2024) • Thomas Page meet the Chief, with Officers + Dolly (April 4, 2024) • Thomas Page STEAM and Literacy Night – book reading (April 10, 2024) • SSU Community Partners Meetings (April 15, 2024)
• SSU Game Night (April 16, 2024)
• Butter & Eggs Day Parade – Petaluma (April 20, 2024)
• Drug Takeback #1 (April 27, 2024) = 41.23 lbs.
• Women in Public Safety Day (April 27, 2024)
• Apple Blossom Parade – Sebastopol (April 27/28, 2024) • Cinco de Mayo - Santa Rosa, Mitote/Roseland (May 5, 2024) • Cinco de Mayo - SOMO Village, Rohnert Park (May 5, 2024) • Healdsburg Future Farmers Twilight Parade (May 23, 2024) • Pride Parade Procession – Santa Rosa (June 1, 2024)
• Juneteenth (June 2024)
• Coffee with a Cop + Coffee with Dolly (June 2024)
• Camp Cotati (June 2024)
• Kids Day Parade (July 13, 2024)
• National Night Out (August 6, 2024)
• Hi-Lo Drill (September 2024)
• 6 Beat meetings #2 (September 2024)
• SSU Guest speaking CJA department (September/October 2024) • Drug Takeback #2 (October 2024)
• Rotary Holiday Toy Drive & Xmas escorting Santa (December 2024) • Warm Clothing Drive - SSU & RP PDs (December 2024)
• Social Media posting
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263 of 280

1. City Manager-City Council Oversight (Reporting Out, current + increased frequency; specific focus) + All current oversight laws, policies, trainings (e.g.: POST)

2. Chief/Police Advisory Committee (Routine & Ad Hoc)

3. Independent Police Auditor (Contracted, Routine & Ad Hoc)

4. Police Oversight Commission (e.g.: Independent Police Review Board & Independent Office of Law Enforcement Review and Outreach [IOLERO]) 264 of 280
City Manager-City Council
Oversight
Chief/Police
Advisory Committee
Independent
Police Auditor
Police Oversight
Commission
265 of 280
•Most/All CA agencies in some form
•Organized reporting and public
access to various operations,
policies, procedures, reports
•Laws, Training, Auditing (eg: POST)
•$
City Manager-City Council
Oversight
•Large, medium, and some smaller sized
agencies
•Advisory and feedback as primary duties
•Recommendations re: programs, projects,
community issues and concerns
•$$
Chief/Police Advisory
Committee
•Larger/Mid-Sized agencies and/or those with higher volume •Independent auditing and review of use of force,
complaints, arrests, etc. (can be Ad Hoc or specific focus) •$$$
Independent
Police Auditor
• Large Agencies (less common with majority of CA agencies) • Independent auditing of police misconduct and
administrative investigations + discipline recommendations • Subpoena and investigative power
• $$$$$
Police Oversight
Commission
266 of 280

CITY-MANAGER-CITY COUNCIL OVERSIGHT (CURRENTLY UTILIZED BY COTATI PD)

• Most common form of oversight in California. Day-to-day operations of the police department are directly overseen by the City Manager. The City Council has both direct budgetary power and the ability to initiate investigations into any issue or incident deemed necessary.
• Organized public reporting and public access to various operations, procedures, policies, data and statistics, complaints, uses of force, etc. Community outreach. Adherence to all laws and training requirements governed by POST and state/federal statutes. • When needed, this model can include an independent investigator who is initiated by the Police Chief, City Manager or City Council.
• Staff members: City Council (as oversight body and community liaison), City Manager, Police Chief, and City Staff.
• Cost: Varies. >$20,000-$100,000++ (Staff time, technology, data mining, etc.) 267 of 280

CITY MANAGER-CITY COUNCIL OVERSIGHT (NEIGHBORING SMALLER AGENCIES)

• Sebastopol PD
• Healdsburg PD
• Cloverdale PD
• SRJC PD
• Napa PD
• Calistoga PD
• St. Helena PD
• Ukiah PD
• Ross PD
• Sausalito PD*
• Benicia PD
* Not Active Citizens Advisory Review Board (CARB) – as outlined in Staff Report 268 of 280

CHIEF/POLICE ADVISORY COMMITTEE (AD HOC & ROUTINE)

• Generally only advisory in nature. City Council does not delegate any investigatory or budgetary authority to the committee. In addition to regular public reporting of statistics, this model often provides a forum for direct citizen feedback with the Police Chief and senior City leadership on a variety of police programs and community concerns. • Liaison between community, police, and city council through report-out by police (Chief) and feedback exchange; involvement in and recommend community programs and projects
• Chief’s Advisory Committee vs. City Council appointed advisory committee. Main difference is in the method of appointment and Brown Act meeting requirements, not committee functions.
• Staff members: Chief of Police and community members (residents), business owners, HOA members, faith-based and advocacy groups, etc.
• Cost: Varies. >$20,000-$100,000++ (Staff time, technology, data mining, etc.) • In addition to compounding costs of Model #1
269 of 280

MODEL CONTINUED

CHIEF/POLICE ADVISORY COMMITTEE

• Santa Rosa PD – Chief’s Community Advisory Team. Monthly (15-20 member group). (+Independent Police Auditor - INACTIVE since 2020)
• Petaluma PD. Monthly/Bi-Monthly as needed. (6 members [1 city council liaison], 4 year term).

Appointed by council. Formation of strategies, development of community policing concepts, increasing public awareness, and addressing police/community relations regarding the public safety of the community. Provides a forum for discussions of community public safety concerns and to represent a broad spectrum of view points. +Police Auditor • Novato PD – Quarterly (7 member, 2 year term). Appointed by council. Recommends only. Do not hold hearings or investigations or have access to citizen complains, nor dictate the course of an investigation.
• San Rafael PD, Walnut Creek PD, Pleasant Hill PD (as outlined in Staff Report) • Cotati & Sausalito - NOT ACTIVE
VARIATION: Sonoma State University – Public “listening sessions” to discuss experiences of community safety and community-centered approaches to improving and maintaining community safety. This Council does not serve as a police review or accountability council and does not formally review specific police personnel matters. President of SSU appoints members. AD HOC
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POLICE AUDITOR – INDEPENDENT / CONTRACTED

• Independent audit of personnel and administrative investigations, uses of force, citizen complaints, policy and procedures, data collection and analysis. • While this can be part of other models on an as needed basis, in some cases the City Council creates a separate city department staffed with permanent staff or hires contractors in an on-going basis under an “Office of Independent Review” or “Independent Police Auditor”.
• Larger police agencies often have their own internal affairs divisions, but this is distinguished by the addition of separate staff or contractors to do additional oversight, which is typically reported back to the City Council on an annual or periodic basis. This model can be expensive, depending on the breadth and frequency of audits. Some examples of this include the City of Fresno, City of San Jose, City of Palo Alto, City of Petaluma, and City of Santa Rosa. Cotati PD has utilized auditors as well. • Staff members: Independent auditors, attorneys, research organizations • Cost: >$50,000-100,000+ (ad hoc/as requested >$10,000+ per event/audit) 271 of 280

INDEPENDENT POLICE REVIEW BOARDS

• Independent review and audit of personnel and administrative investigations, to include officer involved fatal incidents.
• Least common type of police oversight (<5% cities) and is typically the result of high-profile police issues. City Council generally delegates investigatory duties and grants a budget to these bodies to conduct investigations using authorized personnel. This model is typically very expensive in terms of direct costs of investigators and attorneys as well as the required support staff. Some well-known examples are the City of Oakland, City and County of San Francisco and City of Los Angeles.
• Staff members: Directors/Managers and Executive Staff, Programs and Administrative Staff, auditors, attorneys
• Cost: >$1-2+ million
272 of 280

INDEPENDENT OFFICE OF LAW ENFORCEMENT REVIEW AND OUTREACH (IOLERO)

• Sonoma County Sheriff’s Office (+Windsor and Sonoma City) – The Independent Office of Law Enforcement Review and Outreach (IOLERO) was established by the Sonoma County Board of Supervisors in 2015 and is responsible for “providing objective, independent audit of the findings of administrative investigations conducted by the Sheriff’s Office internal affairs unit related to civilian complaints to ensure adherence to policies and procedures. IOLERO also directly investigates whistleblower complaints, in-custody deaths, and fatal uses of force. IOLERO also makes recommendations for discipline both in its audits and investigations and offers policy recommendations for institutional improvement...” • (6) permanent staff members
• Director, Community Engagement Manager, Programs Manager, Administrative Coordinator, Law Enforcement Auditors (2) • $2.1 million budget 273 of 280
Laws &
Regulations, POST
Oversight, Audits
and Standards
Criminal
Investigatory
Oversight AG/DA
(OIS)
Administrative
Investigatory
Oversight
(Independent IA)
Policies,
Procedures,
Training
Transparency,
Accessibility,
Accountability
Community
Engagement &
Outreach
Equipment (BWC) ?
274 of 280
Laws &
Regulations, POST
Oversight, Audits
and Standards
Criminal
Investigatory
Oversight AG/DA
(OIS)
Administrative
Investigatory
Oversight
(Independent IA)
Policies,
Procedures,
Training
Transparency,
Accessibility,
Accountability
Community
Engagement &
Outreach
Equipment (BWC)
CommunityPolice Advisory
Group
275 of 280
• COMMUNITY-POLICE ADVISORY GROUP
• ADVISORY ONLY. NO DELEGATED INVESTIGATORY OR BUDGET AUTHORITY • DUTIES. DETAILED DISCUSSIONS AS PERMITTED BY LAW. DEVELOPMENT OF COMMUNITY

POLICING CONCEPTS, INCREASING PUBLIC AWARENESS, AND ADDRESSING POLICE/COMMUNITY RELATIONS REGARDING THE PUBLIC SAFETY OF THE COMMUNITY. • 5 MEMBERS – SELECTION PROCESS BY INTERVIEW PANEL
• ENCOURAGE MEMBERS TO BE DIVERSE: BUSINESS COMMUNITY, RESIDENT, FAITH-BASED COMMUNITY, GENDER, RACE.
• INTERVIEW PANEL CONSISTING OF A 1-2 COUNCILMEMBERS, CITY MANAGER, POLICE CHIEF • MINIMUM REQUIREMENTS AND TRAINING FOR COMMISSION MEMBERS: RIDE ALONG AFTER

APPOINTMENT, NO CITY EMPLOYEES OR HOUSEHOLD, DISQUALIFICATION FOR FELONY

CONVICTION, CRIMES/INCIDENTS OF MORAL TURPITUDE, ATTORNEY INVOLVED IN CASES WITH LAW

ENFORCEMENT, OR CURRENT CRIMINAL/CIVIL CASES WITH THE CITY OF COTATI • 2-YEAR TERM. REMOVAL BY MAJORITY VOTE OF CITY COUNCIL 276 of 280
• QUARTERLY MEETINGS. SPECIAL MEETINGS CAN BE CALLED AS NEEDED • INCREASED DETAIL OF REPORTING TO GROUP (AS PERMITTED BY LAW) • USE OF FORCE – STATS, TYPES, SUMMARIES, REASONS
• COMPLAINTS – STATS, ALLEGATIONS, SUMMARIES, FINDINGS/OUTCOMES • NOTABLE COMMUNITY EVENTS & ENGAGEMENT
• ARREST/CRIME STATISTICS AND TRENDS – SUMMARIES OF NOTABLE INCIDENTS/CONTACTS

AND ENFORCEMENT INITIATIVES
• TRAININGS
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• BROWN ACT VS. NOT BROWN ACT
• COMMITTEES CREATED BY A FORMAL ACTION OF THE LEGISLATIVE BODY (E.G.:. CITY COUNCIL) IS A BROWN ACT BODY, SO THIS TYPE OF BODY IS SUBJECT TO THE BROWN ACT. • BROWN ACT MEETINGS ARE PUBLIC AND NOTICED , WITH MEETING MINUTES TAKEN.

HOWEVER, IT IS ANTICIPATED THAT MEMBERS WILL NOT BE REQUIRED TO PROVIDE FINANCIAL DISCLOSURES TO THE FPPC OR ENROLL IN MANDATED TRAININGS. • GROUP REPORTS AT LEAST ANNUALLY TO THE CITY COUNCIL ON ITS ACTIVITIES. • IF THE CITY COUNCIL DIRECTS STAFF TO CREATE AN ADVISORY COMMITTEE OR MODIFY THE

EXISTING COMMITTEE, STAFF WILL RETURN WITH AN ORDINANCE AT A FUTURE MEETING TO IMPLEMENT THIS DIRECTION.
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• FINANCIAL CONSIDERATIONS (AS OUTLINED IN STAFF REPORT) • TRANSPARENCY PORTAL ON WEBSITE – LEFT HAND BLUE BAR AND/OR HIGHLIGHTED EVEN MORE PROMINENTLY ON POLICE WEBSITE.
• ALL POLICIES, TRAINING, COMPLIANCE, STATS, RIPA, SURVEYS – ON WEBSITE/PORTAL 278 of 280 279 of 280
Cotati City Council
Agenda Staff Report
Item type: INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED To: City Council
Subject: INFORMATION RECEIVED AFTER THE AGENDA WAS
POSTED
Date: May 28, 2024
Written by: Kevin Patterson, Deputy City Clerk
Recommendation
Information or written comments pertaining to this meeting, and which was received after the agenda was posted, is attached below.

Pursuant to City Council Policy 2023-01: City Council Rules section IV A., written Communications, interested persons or their authorized representative may address the Council by written communication on any matters concerning the City’s business, or any matters over which the Council has control.

1. To be considered for inclusion in the agenda packet, such written communication shall be delivered to the Deputy City Clerk no later than 11:00 a.m. of the Wednesday the week preceding the regular Council meeting for which such written communication is intended.

2. If received after the above date and time, but no later than noon the day before the meeting, written communications received by the Deputy City Clerk shall be posted on the website by the end of that day and notification provided to the electronic Agenda mailing list by the end of the day. All written communications received by the Deputy City Clerk by 5 pm on the City Council meeting day shall be made available to the City Council and public at the City Council meeting.

City Council Policy 2023-01 is available at the online meeting portal at www.cotaticity.org or by request from the Deputy City Clerk at 707-665-3622 or [email protected]. 280 of 280

Cotati City CouncilMay 28, 2024

Cotati City Council
May 28, 2024