Escalon City Council
August 17, 2026

Attachment 1

PART # DESCRIPTION QTY MSRP UNIT PRICE EXTENDED
OG-TWJM-B2040MOT-0YPermitting and Licensing Implementation Services Package - Basic - Between $20-40 Million - 0Y

1.00 26,087.00 $24,782.17 $24,782.17
Group1 TOTAL: $39,915.18
Group2 7/1/2027 - 6/30/2028
PART # DESCRIPTION QTY MSRP UNIT PRICE EXTENDED
OG-SWCU-B2040MAR-3YContractor License Verification - Between $20-40 Million - 3Y

1.00 2,757.00 $1,603.20 $1,603.20
OG-TWIH-B2040MAR-3YPermitting and Licensing - Building Essentials Without Fire Bundle - Between $20-40 Million -
3Y

1.00 33,708.00 $19,605.99 $19,605.99
OG-TWER-B2040MAR-3YPermitting and Licensing - Business Licenses Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $12,364.58 $12,364.58
OG-TWET-B2040MAR-3YPermitting and Licensing - Public Works Permits Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $12,364.58 $12,364.58
Group2 TOTAL: $45,938.35
Group3 7/1/2028 - 6/30/2029
PART # DESCRIPTION QTY MSRP UNIT PRICE EXTENDED
OG-SWCU-B2040MAR-3YContractor License Verification - Between $20-40 Million - 3Y

1.00 2,757.00 $1,683.37 $1,683.37
OG-TWIH-B2040MAR-3YPermitting and Licensing - Building Essentials Without Fire Bundle - Between $20-40 Million -
3Y

1.00 33,708.00 $20,586.24 $20,586.24
OG-TWER-B2040MAR-3YPermitting and Licensing - Business Licenses Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $12,982.81 $12,982.81
OG-TWET-B2040MAR-3YPermitting and Licensing - Public Works Permits Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $12,982.81 $12,982.81
Group3 TOTAL: $48,235.23
Group4 7/1/2029 - 6/30/2030
PART # DESCRIPTION QTY MSRP UNIT PRICE EXTENDED
OG-SWCU-B2040MAR-3YContractor License Verification - Between $20-40 Million - 3Y

1.00 2,757.00 $1,767.54 $1,767.54
OG-TWIH-B2040MAR-3YPermitting and Licensing - Building Essentials Without Fire Bundle - Between $20-40 Million -
3Y

1.00 33,708.00 $21,615.56 $21,615.56

PART # DESCRIPTION QTY MSRP UNIT PRICE EXTENDED
OG-TWER-B2040MAR-3YPermitting and Licensing - Business Licenses Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $13,631.95 $13,631.95
OG-TWET-B2040MAR-3YPermitting and Licensing - Public Works Permits Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $13,631.95 $13,631.95
Group4 TOTAL: $50,647.00
Group5 7/1/2030 - 6/30/2031
PART # DESCRIPTION QTY MSRP UNIT PRICE EXTENDED
OG-SWCU-B2040MAR-3YContractor License Verification - Between $20-40 Million - 3Y

1.00 2,757.00 $1,855.91 $1,855.91
OG-TWIH-B2040MAR-3YPermitting and Licensing - Building Essentials Without Fire Bundle - Between $20-40 Million -
3Y

1.00 33,708.00 $22,696.38 $22,696.38
OG-TWER-B2040MAR-3YPermitting and Licensing - Business Licenses Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $14,313.55 $14,313.55
OG-TWET-B2040MAR-3YPermitting and Licensing - Public Works Permits Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $14,313.55 $14,313.55
Group5 TOTAL: $53,179.39
Group6 7/1/2031 - 6/30/2032
PART # DESCRIPTION QTY MSRP UNIT PRICE EXTENDED
OG-SWCU-B2040MAR-3YContractor License Verification - Between $20-40 Million - 3Y

1.00 2,757.00 $1,948.71 $1,948.71
OG-TWIH-B2040MAR-3YPermitting and Licensing - Building Essentials Without Fire Bundle - Between $20-40 Million -
3Y

1.00 33,708.00 $23,831.19 $23,831.19
OG-TWER-B2040MAR-3YPermitting and Licensing - Business Licenses Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $15,029.23 $15,029.23
OG-TWET-B2040MAR-3YPermitting and Licensing - Public Works Permits Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $15,029.23 $15,029.23
Group6 TOTAL: $55,838.36
Group7 7/1/2032 - 6/30/2033
PART # DESCRIPTION QTY MSRP UNIT PRICE EXTENDED
OG-SWCU-B2040MAR-3YContractor License Verification - Between $20-40 Million - 3Y

1.00 2,757.00 $2,046.14 $2,046.14

PART # DESCRIPTION QTY MSRP UNIT PRICE EXTENDED
OG-TWIH-B2040MAR-3YPermitting and Licensing - Building Essentials Without Fire Bundle - Between $20-40 Million -
3Y

1.00 33,708.00 $25,022.75 $25,022.75
OG-TWER-B2040MAR-3YPermitting and Licensing - Business Licenses Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $15,780.68 $15,780.68
OG-TWET-B2040MAR-3YPermitting and Licensing - Public Works Permits Additional Service Area - Between $20-40 Million
- 3Y

1.00 21,258.00 $15,780.68 $15,780.68
Group7 TOTAL: $58,630.25
Annual invoices will be delivered by the start of each consecutive annual period. Payment of invoices shall be annually in advance. Any Professional Services shall be performed pursuant to the attached Statement of Work, if any.

Quote Terms
By purchasing the products and services described in this order form, the Customer is expressly agreeing to the End User Agreement published at https://www.vertosoft.com/terms-and-conditions-opengov Taxes: Sales tax shall be added at the time of an invoice, unless a copy of a valid tax exemption or resale certificate is provided.

Credit Card Orders: Additional fees may apply if paying by credit card.

All Purchase Orders must include: End User Name, Phone Number, Email Address, Purchase Order Number, Government Contract Number or Our Quote Number, Bill-To and Ship-To Address (Cannot ship to a PO Box), Period of Performance (if applicable), and a Signature of a duly Authorized Representative.

City of Escalon, CA
Project Deliverables + Final Investment Summary
July 31st, 2026
Attachment 2

The
Public
Service
Platform
Capital
Budget &
Project
Management
Procurement
& Contract
Management
Enterprise
Asset
Management
Budgeting &
Performance
Permitting &
Licensing
Financial
Management
Payroll
Grants
Management
Disaster
Preparedness &
Recovery
Tax &
Revenue
Collection
Human Capital
Management
311 & CRM
Utility Billing
Proposed Solution

Deliverables
Overview

4 Project Deliverables Overview
Key Deliverables: Please refer to SOW for complete overview Service Areas: (4)
● Building & Inspections
● Planning & Zoning
● Business Licensing
● Public Works
Record Types: (3)
● Building Permit Application
● Land Use Application
● Business License Application
Supplemental Integrations:
● State Contractor License Verification
Standard Integrations and Migrations:
● Master Address Table (MAT)
● GIS & Flag Integration
● Mobile App
● Finance & Accounting Export
● SSO
● Autofill Interface
Reporting:
● Records
● Inspections
● Payments
● Approval
● Documents
● Projects
Training:
● Administrator Training
● Record Type Configuration Training
● Reporting & Transparency Training
○ Reports and Dashboards

Final Investment
Summary

6 Investment Summary
OpenGov Proposal Includes:
● Services Areas: (4)
○ Building & Inspections, Planning & Zoning, Public Works, Business Licenses ● Record Types: (3)
○ Building Permit Application, Land Use Application, Business License Application ● Integrations/Supplements:
○ Autofill Interface, Mobile App, Accounting & Finance Export, State Contractor Integration, Master Address Table, GIS, SSO Annual Software Subscription, Professional Services Implementation, Ongoing Support & Maintenance, Future Software Enhancements, Fixes, and Updates
Expiration: Proposal based on a completed agreement on or before August 31st, 2026 OpenGov Investment Summary
Subscription Term Months Software Professional Services Term Total September 1, 2026 - June 30, 2027 10 $15,133 $24,782 $39,915 July 1, 2027 - June 30, 2028 12 $45,938 $0 $45,938
July 1, 2028 - June 30, 2029 12 $48,235 $0 $48,235
July 1, 2029 - June 30, 2030 12 $50,647 $0 $50,647
July 1, 2030 - June 30, 2031 12 $53,179 $0 $53,179
July 1, 2031 - June 30, 2032 12 $55,838 $0 $55,838
July 1, 2032 - June 30, 2033 12 $58,630 $0 $58,630
Term 1 Software Discount: 75%
Recurring Software Discount: 40%

Appendix

● Over 500+ Years of
Government
Experience
● 8 Stevie Awards
for Customer
Service Excellence
● Tried and True -
Thousands of
Successful
Implementations
A Team of Experts in Your Corner

Validate
understanding and
process across
government teams
Focus on Short-term
and long-term goals,
not just replicating
processes
Balance change
management with
culture, goals and
vision
Professional Services
Implementation for Long-term Success
Expediting
time-to-value by
tailoring to your
unique needs

10 Point of Contact
We schedule regular
communications to build
a strong partnership
Product Updates
Workshops, webinars,
user groups, and 1:1
support all available to
ensure your success
Long-Term Success
Best practices and
training resources to help
drive adoption and value
Expand Your Capabilities
Connect you to the services
and and products to
increase your impact and
effectiveness
Customer Success
Your Advocate within OpenGov

Thank You!

OPENGOV | PROFESSIONAL SERVICES

STATEMENT OF WORK
City of Escalon, CA

PREPARED FOR
City of Escalon, CA
Permitting & Licensing Solutions: Building Permits & Inspections, Planning & Zoning Approvals, Business Licensing

PREPARED BY
OpenGov, Inc.

Professional Services
Document Number PS-12655.1
Issue Date 7/31/2026
Valid Through 10/31/2026
Author Dean Simpson, Staff Solution Consultant
This document contains proprietary and confidential information of OpenGov, Inc.

Attachment 3

City of Escalon, CA | Statement of Work PS-12655.1
Table of Contents

1. Project Summary.........................................................................................................................3

1.1 Project Scope and Understanding.........................................................................................3

1.2 Exhibits............................................................................................................................... 3

1.3 OpenGov Responsibilities.....................................................................................................3

1.4 Customer Responsibilities................................................................................................... 3

1.5 Estimated Schedule.............................................................................................................4

1.6 Acceptance Procedure........................................................................................................ 4

1.7 Modifications....................................................................................................................... 4

1.8 Communication and Escalation Procedure...........................................................................5

2. Implementation Methodology......................................................................................................6

2.1 Implementation Methodology...............................................................................................6

2.2 Delivery Model.....................................................................................................................6 Exhibit 1: Implementation Activities................................................................................................ 7 Permitting & Licensing............................................................................................................. 7 Use Cases........................................................................................................................... 7 Estimated Project Duration................................................................................................. 7 Implementation Requirements and Configuration............................................................... 7 Exhibit 2: Technical Requirements................................................................................................ 13 General....................................................................................................................................13 Permitting & Licensing............................................................................................................ 13 OpenGov, Inc. Page 2

City of Escalon, CA | Statement of Work PS-12655.1

1. Project Summary

1.1 Project Scope and Understanding
This Statement of Work (“SOW”) outlines the Professional Services OpenGov will provide to City of Escalon, CA (“Customer”) under the applicable Order Form. Professional Services or technical requirements not explicitly listed in this SOW are considered out of scope. Any changes to scope will follow the Change Order procedures defined in Section 1.7 Modifications.

1.2 Exhibits
The following exhibits are incorporated by reference and are part of this SOW:
● Exhibit 1: Implementation Activities
● Exhibit 2: Technical Requirements

1.3 OpenGov Responsibilities
OpenGov will provide a framework for planning, communication, progress tracking, and coordination for activities in Exhibit 1. In collaboration with Customer, OpenGov will develop and maintain the Project Plan. The “Project Plan” is a detailed, living document that defines how the project will be executed, including tasks, timelines, milestones, and team assignments. OpenGov will monitor progress against the Project Plan, coordinate adjustments to tasks and schedules as needed, and conduct status meetings as agreed to by the parties. OpenGov will provide weekly status reports, a Project Charter, and a RAID register (Risks, Actions, Issues, and Decisions). The “Project Charter” is a high-level document outlining the project’s purpose, goals, key stakeholders, success criteria, and major milestones.

1.4 Customer Responsibilities
The Customer will appoint a primary point of contact with authority to make binding decisions (“Customer’s Project Manager”). This person will coordinate internal resources, assign subject matter experts (“SMEs”), and oversee implementation. Responsibilities include attending status meetings, making timely decisions, providing requested information, escalating issues internally, and collaborating on the Project Plan and Change Order process, if applicable.

Customer acknowledges that the success of this project is contingent on its full participation.

Customer must provide data within ten (10) business days of the project kick off meeting, and as requested throughout the project, maintain consistent data formats and access throughout the project, and allocate the necessary Customer resources and time to support deliverables and meet agreed-upon timelines.

Any failure by Customer to meet its responsibilities under this SOW (each, a “Customer Delay”) will automatically suspend the affected obligations of OpenGov for the duration of the Customer Delay and for a reasonable restart period thereafter. All affected milestones, delivery dates, and service-level commitments will be extended on a day-for-day basis (or as otherwise reasonably OpenGov, Inc. Page 3

City of Escalon, CA | Statement of Work PS-12655.1
necessary) to account for the Customer Delay, and may result in an adjustment of the fees if OpenGov incurs additional time, materials, or other costs as a result. Under no circumstances will any consequence of a Customer Delay constitute a breach by OpenGov of this SOW or of the Agreement, nor will OpenGov be liable for any failure to meet a performance obligation that is caused, in whole or in part, by a Customer Delay.

As part of this project, the Customer is responsible for testing all applicable workflows, automations, integrations, and configurations as part of this Statement of Work.

1.5 Estimated Schedule
The estimated project duration by phase is provided in Exhibit 1: Implementation Activities. The specific timeline, including order of delivery of the product(s), will be determined during the project planning activities in the Initiate Phase.

Services are estimated to begin within two (2) weeks and no later than four (4) weeks from contract signature. OpenGov reserves the right to adjust the schedule based on the availability of Customer or OpenGov resources, and the timeliness of deliverables provided by the Customer.

1.6 Acceptance Procedure
OpenGov will submit completed deliverables to the Customer’s Project Manager for review. Within five (5) business days of receipt, the Customer’s Project Manager will either provide written acceptance or a list of requested revisions. In the event there are requested revisions, the subsequent review period for acceptance will follow the same timeline until final acceptance. If Customer does not respond within this period, the deliverable will be deemed accepted. Once a deliverable is accepted, any requested changes will require a paid Change Order as outlined in Section 1.7 Modifications.

Acceptance milestones and review timelines will be tracked in the Project Plan. Both parties acknowledge that delays in task completion or unresolved issues may impact the project timeline.

If OpenGov determines in good faith that Customer is not fulfilling its responsibilities under this SOW, OpenGov may place services on hold following a minimum of five (5) business days’ written notice. The notice will specify the actions needed to progress the project. During the hold period, OpenGov may reallocate resources without penalty and will not be responsible for resulting delays.

1.7 Modifications
The fees and estimated timeline are based on the scope and assumptions in this SOW. If either party determines that a change to the scope is necessary, the parties will collaborate to define the required modification, which may result in fee adjustments based on OpenGov’s standard rates. All modifications must be documented in a written Change Order and signed by both parties (“Change OpenGov, Inc. Page 4

City of Escalon, CA | Statement of Work PS-12655.1
Order”) . Examples of changes include revisions to the project timeline, deliverables, or resource allocation.

1.8 Communication and Escalation Procedure
OpenGov and Customer agree to maintain regular communication in alignment with the Project Plan to ensure progress, resolve questions promptly, and minimize risk. Both parties will raise any issues or concerns in a timely manner. If challenges are not resolved through standard project discussions, Customer and OpenGov Project Managers will escalate to their respective executive leadership teams to jointly determine a resolution and align on a path to successful implementation.

OpenGov, Inc. Page 5

City of Escalon, CA | Statement of Work PS-12655.1

2. Implementation Methodology

2.1 Implementation Methodology
Each implementation is structured around these phases. Deliverables, sign-offs, and completion criteria are aligned to the relevant phase. The specific timeline, including order of delivery of the product(s), will be determined during the project planning activities in the Initiate Phase.

Phase Activities Completion Criteria
Initiate OpenGov provisions access and
performs initial system set
● Project Plan delivered
● Project Charter delivered
Validate OpenGov works with the Customer to
confirm requirements and review initial
configurations.
● Validation Workshops
completed
● Solution Blueprint drafted
Configure OpenGov completes system
configuration as outlined in this SOW.
● Configuration Sign off
Train OpenGov provides training to system
administrators and/or end users, as
applicable.
● Training plan executed
● User Acceptance Testing
completed
Launch OpenGov provides post-go-live support
and transitions the Customer to
OpenGov’s Customer Success Team.
● Go-Live completed
● Customer Success hand-off
● Project Closure

2.2 Delivery Model
OpenGov will perform services under this SOW remotely.

OpenGov may use a combination of OpenGov personnel and OpenGov-trained implementation partners to deliver the services described in this SOW.

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City of Escalon, CA | Statement of Work PS-12655.1
Exhibit 1: Implementation Activities
Permitting & Licensing
Use Cases
The following Permitting & Licensing use cases provides a high-level overview of how this solution is intended to be used:
● Building Permits & Inspections, Planning & Zoning Approvals, Business Licensing Estimated Project Duration
The estimated duration of this Permitting & Licensing project is 6-11 months including the following assumptions:
● Initiate 2-4 weeks
● Validate: 4-8 weeks
● Configure: 8-16 Weeks
● Train: 4-8 Weeks
● Launch: 2 Weeks
Implementation Requirements and Configuration
The following Implementation Requirements and Configuration section of the SOW provides a description of how the solution will be configured by OpenGov. Any items listed as “no” are outside of the scope of this implementation.

Permitting & Licensing Professional Services Package
Deliverable
Name
Description In Scope Assumptions
Project
Initiation
OpenGov will:
● Conduct a Project Kick-Off Session to
verify project deliverables, required
customer data formats, and desired
business outcomes.
● Prepare the Project Plan and Project
Charter following the Project Kick-off
session.

Yes Customer will:
● Attend sessions
● Deliver applicable data and
documentation required for the
Validate Phase in accordance with
timeliness established under
Customer Responsibilities.
● Review and confirm the Project Plan
and Project Charter.

Completion Criteria:
● Customer sign-off on the receipt of
the Project Plan and Project Charter.

OpenGov, Inc. Page 7

City of Escalon, CA | Statement of Work PS-12655.1
● Customer has provided all required
data in a format defined by Exhibit 2:

Technical Requirements.

Validation
Workshops
OpenGov will:
● Conduct remote validation workshops
focused on:
○ Validating functional
requirements for all modules in
scope.
○ Recommending best practice
configuration to align to
Customer's business objectives.
○ Identifying risks and proposing
mitigation strategies.
● Draft the Solution Blueprint
document, reflective of information
gathered during workshops, to guide
the Configure Phase.

Yes Customer will:
● Identify functional business owners
and SMEs to attend sessions.

Completion Criteria:
● Completion of the Validation
Workshops.

Master
Address
Table
OpenGov will:
● Provide a mapping template of
available fields to be utilized by the
Customer to map MAT information.
● Provide technical requirements.
● Import the customer provided MAT
file.

Yes Customer will:
● Provide the MAT file and complete
the mapping template.
● Validate the imported locations in
Permitting & Licensing User
Interface.

Completion Criteria:
● Customer Sign-off that the Master
Address Table has been configured.

Record Types
Configuration
OpenGov will:
● Configure up to three (3) Standard
Record Types (listed below) including:
○ Up to 100 form fields per Record
Type
○ Up to 10 workflow steps per
Record Type
○ Up to 100 fees per Record Type
○ Up to five documents per Record
Type.

Building & Inspection Services
Record Types:

1. Building Permit Application
Yes Customer will:
● Review configuration and workflows
during the scheduled Configuration
workshop(s) and identify any
misalignment with business
objectives to be corrected.

Assumptions:
● Record types with additional fields,
steps, fees, or documents will
require additional configuration
services and will be subject to
additional cost based on assessed
complexity through the Change
OpenGov, Inc. Page 8

City of Escalon, CA | Statement of Work PS-12655.1
Planning and Zoning Record Types:

2. Land Use Application
Business Licensing Record Types:

3. Business License Application
● Facilitate a Configuration Review
session to evaluate the initial
configuration and identify any
misalignment with business
objectives to be corrected.
● Complete one (1) round of revisions
for each template based on changes
identified by the Customer during the
Configuration Review.
● Update the Solution Blueprint to
reflect the decisions made in the
Configuration Phase
Order process.

Completion Criteria:
● Customer sign-off on the system
readiness to move into the train
phase.

ESRI ArcGIS
Server
Integration
OpenGov will:
● Integrate with the Customer’s ArcGIS
public API endpoint.

Yes Customer will:
● Provide public API endpoint.

Completion Criteria:
● Customer sign-off on the Esri
Integration
GIS Flag
Integration
OpenGov will:
● Provide a template file to be utilized
by the Customer to populate GIS Flag
information.
● Import the populated template file
after acceptance.
● Enable the GIS Flag Integration.

Yes Customer will:
● Populate and validate the flag
template file.
● Provide a publicly accessible GIS
REST Service of the desired GIS Flag
polygon layers and parcel layer that
includes a linking field.

Completion Criteria:
● Customer sign-off on the GIS flag
Integration
Accounting
and Finance
Export
OpenGov will:
● Provide an export of financial data,
based on the Customer’s provided
format, to the Customer’s FTPS as
often as nightly.

Yes Customer will:
● Provide designated email
address(es) where the nightly export
will be sent
● Agree upon all required OpenGov
specifications prior to export.

OpenGov, Inc. Page 9

City of Escalon, CA | Statement of Work PS-12655.1
Completion Criteria:
● Customer sign-off on the accounting
and finance Integration
Autofill
Integration
OpenGov will:
● Provide up to two (2) Autofills using
source data from OpenGov, CA State
Contractor Database, or provided by
the Customer.

Yes Customer will:
● Provide the source data, if
applicable, and agree upon
specifications prior to upload.

Completion Criteria:
● Customer sign-off on the autofill
Integration
Stripe
Payment
Processing
Set-Up
OpenGov will:
● Provide instructions and guidance to
set up a Stripe Connected Account
and validate connection via native
Stripe payment processing
integration.
● Provide Stripe payment testing
instructions and guidance.

Yes Customer will:
● Create Stripe Connected Account
according to OpenGov instructions
and complete all required setup.
● Test Stripe credit card payments in
advance of the Launch phase.

Assumptions:
● Stripe is the only native payment
processor supported by OpenGov.

Any other payment-processing
needs that involve third-party
processors, gateways, or custom
payment integrations are out of
scope. Any such requirements will
require a separate feasibility
evaluation and may be handled as a
future enhancement or separate
project.

Completion Criteria:
● Customer sign-off on the Integration
Single Sign
On (SSO)
OpenGov will:
● Implement identity provider initiated
SSO for Microsoft ADFS, Microsoft
Azure AD, or Okta.

Yes Customer will:
● Complete the SSO enablement form.
● Provide the information from the
identity provided required to
establish SAML or HTTPS
certification.
● Add OpenGov as a new application in
Customer’s identity provider.

Completion Criteria:

OpenGov, Inc. Page 10

City of Escalon, CA | Statement of Work PS-12655.1
● Customer sign-off on the Integration
Training ● Provide up to eighteen (18) hours of
Train the Trainer . The training agenda
will be agreed upon between Project
Managers before the training dates.

Topics may include:
○ Public Portal
○ Employee App Settings
○ Create/Edit record Types
○ Manage inboxes/tasks
○ Take payments
○ Conduct inspections
○ Create records
Yes Customer will:
● Identify the relevant participants to
attend each training session.

Completion Criteria
● Training has been conducted.

User
Acceptance
Testing
OpenGov will:
● Provide up to a two week (2-week)
test period following training for the
customer to review all configurations
and workflows.
● Provide a weekly meeting to review
executed scenarios, pass/fail
findings, and any documented issues.
● Support re-testing of resolved issues
and regression testing of resolved
issues to ensure fixes do not
negatively impact existing workflows.
● Update Solution Blueprint to reflect
the decisions made in the Train
Phase.

Yes Customer will:
● Execute testing within the two-week
test period.
● Record pass/fail and document
issues with sufficient detail for
resolution.
● Re-test resolved issues to confirm
resolution and perform regression
testing to confirm existing
workflows continue to function as
expected.

Completion Criteria:
● Testing period signed off by the
customer.

Launch Event OpenGov will :
● Share a Launch Readiness
Planning checklist two (2) weeks
before the Launch event.
● Move into hyperadopt after the
completion of the checklist.

Yes Customer will:
● Ensure the Launch Readiness
Checklist is complete prior to one (1)
week before Hyperadopt.

Completion Criteria:
● Competition of the launch
readiness checklist.

Hyperadopt OpenGov will:
● Deliver up to eight (8) hours over two
(2) weeks of Hyperadopt post-launch
remote sessions to provide
Yes Customer will:
● Attend sessions
● Resolve issues with OpenGov
guidance.

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City of Escalon, CA | Statement of Work PS-12655.1
assistance as needed, reinforce
workflows, and encourage adoption
across the solution.

Completion Criteria:
● Hyperadopt sessions are completed
according to the project plan.

Project
Transition
OpenGov will:
● Prior to project closure, OpenGov will:
○ Facilitate a transition meeting
with Customer Success.
○ Deliver the final Solution Blueprint
document.
○ Provide a Post Deployment Score
Survey link.
○ Provide Project closure sign off
form.

Yes Customer will:
● Attend sessions
● Complete the Post Deployment
Score Survey prior to project
closure.
● Sign off on project closure.

Completion Criteria:
● Project sign off is completed.

OpenGov, Inc. Page 12

City of Escalon, CA | Statement of Work PS-12655.1
Exhibit 2: Technical Requirements
General
Hardware/Solution Technical Requirements
Computers, tablets or other
user devices
● Access to the internet; Google Chrome is the recommended browser for optimal performance.

General Requirement ● The Customer is responsible for providing clean data. OpenGov will not cleanse, clean up, or correct Customer data for import.

SSO ● SAML or HTTPS certificate, Whitelist OpenGov in Customer VPN or firewall
Permitting & Licensing
Hardware/Solution Technical Requirements
Address data ● All addresses must have a unique ID
● Flat file, .csv, .xls, .xlsx, .txt with headers
● Parcels and address points recommended
● Recommended source data: Esri GIS, Alternative source options include: Assessor’s database, E911
ESRI ArcGIS ● A single publicly-accessible secure ESRI REST API URL ArcGIS Flags ● Polygon Layer(s) via ESRI REST API URL, Polylines and points are not supported
● Flags will be populated via the same Publicly-accessible secure ESRI REST API URL as provided for the ESRI ArcGIS integration.

Exports ● Required format (columns) and sample document Autofill ● External source data: flat file, .csv, .xls, .xlsx, .txt with headers Permits/Applications ● Forms, workflows, fee structures and output documents must be provided in PDF, Word, .csv, .xls, .xlsx with headers
OpenGov, Inc. Page 13

ITEM NO. 9

COUNCIL AGENDA ITEM
FOR AUGUST 17, 2026
Prepared By: Trevin W. Barber, Development & Community Services Manager Date: August 3, 2026
Subject: Introduce and Council Consider Becoming a Goldback, Inc. Distributor Recommendation:

Provide direction to staff on whether to pursue a distributor agreement with Goldback, Inc.

Strategic Plan Priority:

Becoming a Goldback distributor does not align directly with the City Council’s 2025–2026 Strategic Plan. This item is a follow up to an Agenda Item Request by Mayor Hagan, supported by Councilmember Kay, from October 2025. At that time, the Council desired to share the benefits of physical monetary assets, and generally emphasized strengthening local commerce, supporting small businesses, and encouraging innovative tools that enhance community resilience.

Background:

In late 2025, federal banking regulators updated capital standards to classify physical gold bullion as a Tier I Asset, placing it in the same highest‑quality category as cash and U.S. Treasuries for institutional balance‑sheet purposes. This change signaled a significant shift in how gold is treated within the financial system. While this reclassification applies primarily to banks and regulated financial institutions, it prompted broader discussion nationwide about the role of physical gold in local economic resilience, household financial stability, and small‑business liquidity.

Following the federal reclassification, the Escalon City Council held a discussion in early 2026 regarding whether the City should notify local businesses about the benefits of maintaining physical gold as part of their financial strategy. Council direction at that time was not to create a formal program, but to continue monitoring developments and explore ways to help local businesses understand emerging tools that support financial resilience.

Taken together, the federal reclassification and the Council’s earlier interest in educating local businesses created a natural foundation for continued exploration of gold‑based financial tools. As the City sought ways to strengthen small‑business resilience and provide informational resources—not financial advice—the emergence of Goldback as a voluntary, spendable gold medium offered a timely opportunity to revisit those discussions. This context is what led staff to coordinate presentations with the Goldback executive team ensuring decision‑makers had a clear understanding of how Goldbacks function, how they circulate locally, and whether they align with the City’s broader economic

development goals.

Goldbacks are a voluntary, physical gold-infused medium of exchange designed for local commerce.

Each Goldback contains a precise fractional amount of 24k gold laminated between polymer sheets, forming a durable, spendable gold currency. Goldbacks are actual, physical, fractional gold using patented technology. Each Goldback One (1) contains 1/1000th of a troy ounce of 24k gold.

On March 24, 2026, the Economic Development Committee received a presentation from Goldback Executive Kim Coleman, providing an overview of:
· The emergence of Goldback as a local, voluntary gold tradable note · Community-driven adoption models
· Merchant engagement strategies
· Anti-counterfeiting and verification features
· Regional series and circulation growth
The City Council previously heard a presentation from Kim Coleman, consistent with the EDC briefing, outlining Goldback’s ecosystem, merchant network, and the potential role of local jurisdictions in supporting education and awareness.

This staff report continues that trajectory by evaluating whether Escalon should take a more active role — specifically, whether becoming a Goldback distributor is feasible, appropriate, and aligned with Council’s prior interest in supporting local businesses through gold‑related education.

Discussion:

Goldback’s emergence in Escalon has accelerated meaningfully since the Council’s initial presentation earlier this year. Following the Economic Development Committee’s March briefing and the subsequent Council presentation from Kim Coleman, Goldback staff participated in Park Fete as a community outreach effort. Their presence resulted in more than twenty local merchants signing up to accept Goldbacks, creating immediate circulation and establishing the early velocity needed for a stable local Goldback market. This level of merchant engagement demonstrates that local businesses are receptive to alternative, inflation‑resistant mediums of exchange, particularly those that support local trade and community‑based economic activity.

During this same period, regional adoption has expanded. New Goldback distributors have launched in Turlock and Lathrop, strengthening the broader ecosystem and improving access for both merchants and consumers. The emergence of nearby distributors helps create the infrastructure necessary for sustained circulation, reducing barriers to entry and supporting a more predictable supply chain for Goldbacks within the region.

These developments align with the City Council’s earlier discussion about the benefits of maintaining physical gold and the potential value of educating local businesses on emerging financial resilience tools. The federal reclassification of physical gold as a Tier I Asset prompted the Council to consider how Escalon might help businesses understand the role of gold as a stable store of value. While the City did not pursue a formal program at that time, Council direction emphasized continued monitoring of gold‑related developments and exploring opportunities for merchant education. The recent growth

of Goldback activity in Escalon provides a natural continuation of that conversation, offering a practical example of how gold‑based instruments are beginning to circulate in local commerce.

Distributor
After what appeared to be strong interest in Goldbacks by the residents and business community at Park Fete, City staff explored becoming a Goldback distributor. Distributor participation would allow the City to serve as a centralized access point for Goldbacks, support merchant adoption, and help stabilize circulation within Escalon. It would also align with the City Council’s interest to encourage local trade and support small-business liquidity.

The Goldback Distributor Agreement outlines operational, financial, and compliance obligations.

Distributors should purchase Goldbacks at posted wholesale rates and sell them at or above the Minimum Allowable Price, maintain interchangeability across denominations, comply with federal Know Your Customer requirements, and meet minimum purchase thresholds of $2,500 per order and $25,000 annually. Participation would require the City to manage inventory, conduct exchanges with the public, maintain secure storage, and implement administrative procedures typically associated with commodity‑based transactions.

Staff’s preliminary assessment indicates that Goldback circulation may grow locally through merchant-driven adoption and regional distributors. The City’s direct involvement as a distributor could accelerate that growth, provide structure to the emerging market, and position Escalon as a regional leader. Council direction is needed to determine whether the City should pursue further analysis of distributor participation—including legal, fiscal, and operational considerations—or whether the City’s role should remain limited to education, facilitation, and support for local businesses exploring Goldback independently.

Fiscal Impact:

Entering into the Goldback Distributor Agreement would create both financial opportunities and obligations for the City. The agreement encourages a minimum annual purchase of $25,000, which represents the City’s baseline cost for maintaining inventory. This inventory would be held as a commodity asset whose value fluctuates with the spot price of gold. While this introduces exposure to market volatility, it also provides the City with the potential benefit of appreciation if gold prices rise.

Gold has historically demonstrated strong long-term performance, and even modest increases in value could offset inventory costs over time.

Distributor participation also creates a potential revenue stream. Goldbacks are purchased at wholesale and exchanged at or above the Minimum Allowable Price, typically a 12.5% delta, allowing the City to recover costs and generate revenue through the spread between wholesale and MAP pricing.

Operationally, becoming a distributor would require staff time for inventory management, secure storage, compliance with Know Your Customer requirements, and reconciliation of exchanges. These responsibilities represent an ongoing administrative cost, but they are manageable within existing financial procedures and similar in scope to other physical-asset handling requirements already performed by the City.

Overall, the fiscal impact of becoming a distributor reflects a balance of potential benefits and

obligations. The City would incur annual inventory costs and assume limited commodity-based risk, but it would also gain the opportunity to participate directly in the local Goldback economy, support merchant adoption, and generate a return on investment that compares favorably to other asset types.

Council direction is needed to determine whether these fiscal considerations align with the City’s broader economic development goals and desired level of participation in the Goldback ecosystem.

Attachments:

1. Goldback Inc., Distributor Agreement

Distribution Agreement
It is the intention of the Parties to promote and use the Goldback® as a legal voluntary monetary instrument, or specie legal tender instrument. For good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, Goldback Inc. (the “Company”), a Utah Corporation, and the Distributor executing this document (collectively the “Parties”) hereby enter into this Distribution Agreement (the “Agreement”) effective on the date shown hereinbelow for the purpose of promoting the use and circulation of paper-thin, rectangular gold containing one 1,000th of one troy ounce of gold per denominational unit (the “Goldback®”), as follows:

1. Goldback® Acquisition Cost. The Company agrees to provide the Distributor with Goldbacks® as ordered at the, then current, posted wholesale rates found on www.Goldback.com/wholesale (the “Rate Page”, Password “Silverback”), subject to supply constraints.

2. Distribution. The Distributor shall sell Goldbacks® at such a rate and in such amounts as the Distributor may determine, under the following rules:
a. Minimum Rate. With the exception of special promotions, Distributor shall not offer to sell the Goldback® to the public for less than the Minimum Allowable Price (“MAP”) posted on the Rate Page. Distributors shall not, under any circumstances, publish a price lower than MAP for the Goldback®.
b. Interchangeability. The Distributor agrees to price the Goldbacks® interchangeably.

For example, the fifty denomination will cost 50x what the one denomination costs, the twenty five denomination will cost five times as much as the five denomination, etc. This interchangeability applies to all Goldback® denominations and series. It also means that the Distributor must freely make change for those within the Goldback® business network in their area, or from the public, by exchanging different denominations of Goldbacks® for the others at a true 1 to 1 rate. (This clause does not apply to the addition of any shipping and handling fees charged by the Distributor, numismatic items such as FDOI (First Day of Issue), or graded pieces.) In the absence of an acute shortage of one denomination of the Goldback® interchangeability in pricing and exchanges must be maintained, but in the presence of such a shortage Distributor may temporarily suspend interchangeability of the denomination for which they have an acute shortage until their next order can be filled.

Docusign Envelope ID: 36B220D4-7088-4F35-B51B-B4FD2D203D32

Attachment 1

3. Transaction fees / Exchange fees / Tariffs / Duties. The Distributor shall remit by wire transfer, or member to member transfer, the total cost of their orders, together with any transaction fees, taxes, tariffs, duties, or shipping costs advanced by the Company, for Replenishment of their stock upon making such a request.

4. Consignment Agreement. This is not a consignment agreement, and no part of this Agreement shall be interpreted to create one.

5. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Utah, without regard to conflict of laws principles, and of the United States of America. For purposes of construing the legal tender status, valuation and treatment of Paper, Gold and Silver Dollars, the following authorities shall be controlling: UCA §§ 59-1-1501 et seq.; 31 USCA §§ 5101, 5102, 5103, 5112(a)(7), (a)(11), (h), (i)(1) & (q), 5118(d)(2) & 5119(a); together with the following Utah and U.S. Supreme Court Decisions:

Baird v. County. Assessors, 779 P.2d 676, 680 (Utah 1989); orne & Wilson, Inc. v. Utah State Tax Commission, 681 P.2d 1237, 1238-1239 (Utah 1984); New York ex rel. Bank of New York v. Board of Supervisors, 74 U.S. 26 (1869); Lane County v. Oregon, 74 U.S. 71 (1869); Bronson v. Rodes, 74 U.S. 229 (1869); Butler v. Horowitz, 74 U.S. 258 (1869); Thompson v. Butler, 95 U.S. 694 (1878); and such other relevant authorities and precedents as the Parties to this Agreement may choose to invoke.

6. Adherence to Law. The Parties hereto warrant that all actions each may undertake from time to time in pursuit to the fulfillment of the terms of this Agreement shall at all times be in full compliance with applicable laws and regulations.

7. Venue. Any action at law or in equity instituted in connection with this Agreement shall be brought in the appropriate court located in Salt Lake County, Utah.

8. Attorney's Fees and Costs. If any legal action is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, costs, and necessary disbursements in addition to any other relief to which that party may be entitled.

9. Mediation. The Parties hereby agree to participate in good faith in at least eight (8) hours of non-binding mediation during the early stages of any dispute or controversy arising out of this Agreement, with each party bearing half the costs of such mediation proceedings.

10. Injunctive Relief. The Parties acknowledge that the violation of this Agreement will cause irreparable injury, and money damages will not provide an adequate remedy. Therefore, the Parties hereby consent to the issuance of provisional relief, including injunctive relief, without

Docusign Envelope ID: 36B220D4-7088-4F35-B51B-B4FD2D203D32

posting any bond or other security, compelling the offending party to comply with any and all provisions of this Agreement.

11. Entire Agreement. This Agreement sets forth the entire agreement and understanding between the Company and the Distributor relating to the subject matter hereof and supersedes all prior written and oral agreements and discussions regarding the subject matter hereof.

12. Amendment. No modification of or amendment to this Agreement, nor any waiver of any rights under this Agreement, will be effective unless in writing signed by the Company and the Distributor. The Company may modify its rates, pricing, qualifications for different rates, and programs at any time by sending notice to the Distributor.

13. Severability. If any provision of this Agreement is found to be unenforceable or invalid, such provision shall be severed from this Agreement and the remaining provisions will continue in full force and effect.

14. Successors and Assigns. This Agreement will be binding upon the Distributor’s heirs, executors, assigns, administrators and other legal representatives and will be for the benefit of the Company, its successors, and its assigns. There are no intended third party beneficiaries to this Agreement except as expressly stated.

15. Waiver. Waiver by the Company of a breach of any provision of this Agreement will not operate as a waiver of any other or subsequent breach.

16. Survival. Except as otherwise provided herein, the Parties’ obligations under this Agreement shall survive the termination of the Agreement and shall thereafter be enforceable in any event.

17. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be enforceable, and all of which together shall constitute one agreement. All signatures of the Parties to this Agreement may be transmitted by facsimile or email attaching a pdf copy, and such facsimile or emailed pdf document will, for all purposes, be deemed to be the original signature of such party whose signature it reproduces, and will be binding upon such party.

18. Voluntary Agreement. The Distributor has carefully read this Agreement and has asked any questions needed for the Distributor to understand the terms, consequences, and binding effect of this Agreement and fully understands them. The Distributor has had the opportunity to seek the advice of an attorney of the Distributor’s choosing and is executing this Agreement voluntarily and without any duress or undue influence by the Company or anyone else.

Docusign Envelope ID: 36B220D4-7088-4F35-B51B-B4FD2D203D32

19. Termination. This Agreement may be terminated in writing by either party upon 90 days written notice for cause, including felonious or notorious conduct as well as any breach of this Agreement, which remains uncured within the notice period.

20. Notices. Any notice or other communication required or permitted to be given under this Agreement by the Distributor to the Company or visa versa shall be considered as properly given in writing and (a) delivered against receipt therefor, or (b) mailed by registered or certified mail, return requested and postage prepaid, to 333 South Main Street, Alpine, UT 84004 directed to the Company, or if directed to the Distributor, the address set forth in the signature block set forth herein below or to such subsequent address to which the Distributor may give notice in compliance with the provisions hereof. Except as may be otherwise provided, delivery of any communication given in accordance herewith shall be effective only upon actual receipt thereof by the party or Parties to whom such communication is directed.

Any party may change the address to which communications hereunder are to be directed by giving written notice to the other party or Parties in the manner provided in this section.

21. Representations and Warranties. Each Party represents that it has all necessary powers, rights, and authority to enter into this Agreement and to make the disclosures contemplated by this Agreement. The Distributor hereby represents and warrants, after inquiry, that the information provided herein is true and correct and that the Distributor is not known to be:
a. listed on the Specially Designated Nationals and Blocked Persons List maintained by the Office of Foreign Asset Control, U.S. Department of the Treasury ("OFAC") pursuant to Executive Order number 13224, 66 Federal Register 49079 (September 25, 2001) (the "Order");
b. listed on any other list of terrorists or terrorist organizations maintained pursuant to the Order, the rules and regulations of OFAC or any other applicable requirement contained in any enabling legislation or other executive orders in respect to the Order (hereinafter collectively the "Orders");
c. engaged in activities prohibited in the Orders; or have been convicted, pleaded nolo contendere, indicted, arraigned or detained on charges involving money laundering or predicate crimes to money laundering.

22. Electronic Execution. Pursuant to the provisions of the Electronic Signatures in Global and National Commerce Act (ESIGN, 2000) 15 U.S.C.A. §§ 7001-7031 (Supp. 2001), and Utah's Uniform Electronic Transactions Act (UETA), Utah Code Ann. §§ 46 4-101 to -501 (2000), execution of this Agreement by electronic means provided on websites or mobile applications

Docusign Envelope ID: 36B220D4-7088-4F35-B51B-B4FD2D203D32

which may from time to time be maintained for that purpose carries the same weight and legal effect as traditional paper documents and handwritten signatures. The Parties further acknowledge and agree that transactions and/or signatures in records may not be denied legal effect solely because they are conducted, executed, or prepared in electronic form, and that if a law requires a record or signature to be in writing, an electronic record or signature satisfies that requirement.

23. Know Your Customer. The Company is required to collect information about your business in order to remain compliant with Federal Law. The Distributor Representative attests that, after inquiry, the following Distributor Information is true to the best knowledge of the Distributor Representative.

24. Payment Terms. Distributor shall remit full payment within five (5) business days from the date the order is placed. Failure to remit payment within this period shall render the order null and void, and a new order must be submitted to proceed.

25. Minimum Purchase Requirements. Distributor agrees to maintain a minimum purchase obligation of $2,500 per order and an aggregate minimum of $25,000 per calendar year.

IN WITNESS WHEREOF, executed effective the _______ day of ______________ , 20____ . .

Goldback Inc. Representative Distributor Representative .

Printed Name Printed Name
.

Company Name

Docusign Envelope ID: 36B220D4-7088-4F35-B51B-B4FD2D203D32

ITEM NO. 10

COUNCIL AGENDA ITEM
FOR AUGUST 17, 2026
Prepared By: Jaylen French, City Manager
Date: August 11, 2026
Subject: Introduce and Council Consider an Escalon City Councilmember Travel Policy
Recommendation:

Consider follow up item to Agenda Item Request from Councilmember Strohman, supported by Mayor Hagan, regarding Escalon City Council attendance at the California Cities 2026 Annual Conference and Expo in Anaheim, California. This item, as directed by City Council, introduces an Escalon City Councilmember Travel Policy.

Strategic Plan Priority:

This item is not directly applicable to a Strategic Priority of the adopted Escalon 2025-2026 Strategic Plan.

Background:

Councilmember Strohman, at the Monday, July 20, 2026 City Council meeting, sought support to bring an item forward, which was supported by Mayor Hagan, to discuss and approve Escalon City Council attendance at the California Cities 2026 Annual Conference and Expo in Anaheim.

Per the City’s adopted Agenda Item Request policy, “A consensus of two councilmembers are needed in order for a councilmember to have an item placed on the agenda. Once an item has been supported by at least one other Councilmember, the item will be placed on a future agenda.” The item heard on August 3, 2026 sought to determine Council’s support for one or more members attending the California Cities 2026 Annual Conference and Expo in Anaheim. City staff introduced at the time that they intended to bring a broader item forward which seeks council direction to outline all council travel events for the year. This broader item will: 1) help City staff budget for council travel, 2) increase Council’s awareness of the full year of travel, conference expectations, and responsibilities, and 3) provide the public with a detailed picture of the training and networking opportunities of the Council and the total expected expenditures.

On August 3, 2026, the Council did not reach consensus on sending one or more members attending the California Cities 2026 Annual Conference and Expo in Anaheim, and they directed staff to return with a

policy establishing conference attendance and expenditure guidelines. This item carries out that direction.

Discussion:

Attached for Council’s consideration is a draft Travel Policy. The policy establishes guidelines and parameters on authorization for travel, eligible expenses, lodging, transportation and meals norms and expectations, and reporting back to Council.

Staff further indicated that the discussion would provide information to the Council regarding the selection of all desired conferences/training opportunitiesfor the upcoming year. This will: 1) help City staff budget for council travel, 2) increase Council’s awareness of the full year of travel, conference expectations, and responsibilities, and 3) provide the public with a detailed picture of the training and networking opportunities of the Council and the total expected expenditures.

After research, City staff presents the following options for potential Councilmember travel. These conferences are provided by leading organizations in California regarding policy and Economic Development. Council could elect to identify the number of conferences, which conferences and how many councilmembers shall attend for the upcoming year, so that Council, staff and community are aware of potential travel plans.

CalCities
Annual Conference and Expo (Late September)
Mayors and Councilmember Academy (Late January, every odd year) City Leaders Summit (Late April)
CAFWD
California Economic Summit (Mid October)
CALED
Rural Economic Development Exchange (Late July)
Fiscal Impact:

There is a direct fiscal impact associated with attendance at a conference. City staff prepared an estimate of the total travel and conference costs per person, for the 2026 Annual Conference and Expo in Anaheim. This shall serve as a representative example for the cost of a typical conference with transportation in state. This includes travel (Flight: $549.50, Personal Vehicle: $514.75, Rental Vehicle:
$658.31), hotel ($436 for two nights, and $654 for three nights), conference registration ($725) and per diem ($225 for three days).

Total Costs

1. Flight Option
a. Flight $549.50
b. Hotel $654
c. Registration $725
d. Per Diem $225
TOTAL $2,153.50

2. Personal Vehicle Option
a. Personal Vehicle
b. Hotel $654
c. Registration $725
d. Per Diem $225
e. Parking $60
TOTAL $2,178.75

3. Rental Vehicle Option
a. Rental Car $658.31
b. Hotel $654
c. Registration $725
d. Per Diem $225
e. Parking $60
TOTAL $2,322.31
Staff performed an informal polling of three (3) nearby cities’ travel approach and budget.

Comparison Cities

1. The City of Hughson budgets approximately $11,000 per year for council travel. Between two (2) to three (3) councilmembers typical desire to travel to between two (2) to three (3) events per year.

2. The City of Ripon does not have a direct budget line item, and there Councilmembers rarely attend conferences or trainings.

3. The City of Riverbank allows and participates in significant staff and council travel and has a large combined budget for both staff and council.

Attachments:

1. Draft Escalon City Council Travel Policy

2. Council Training Options

City Council Travel and Training Policy
Policy Purpose / Statement
The Escalon City Council has determined that continuing education and networking opportunities for councilmembers are ______________, and therefore has developed this policy, which is intended to outline details regarding official Councilmember training events and the related travel.

This Policy further seeks to place parameters on travel costs and expectations of travel.

Councilmembers, as fiscal stewards of taxpayer funds are expected to use sound fiscal judgement when expending public funds, and to travel in the most logical and least expensive manner possible.

Authorization
The Escalon City Council endeavors to adopt a budget and approve a slate of training events for the upcoming fiscal year during the adoption of the annual budget each year.

Though approved at the beginning of the fiscal year, and it is the Council and community’s expectation that such events will be attended, the Council shall still approve all training events prior to attendance.

The Council recognizes that continuing education and networking opportunities are _______________, and therefore determined that travel is ______________ for councilmembers as part of their general role as an elected representative of the community, and as associated with any approved Committee roles they may be assigned.

Eligible Expenses
Registration. City staff will use a City issued credit card to pay for the registration(s) at the rates established by the sponsor of the event, for councilmembers as approved by the City Council.

Lodging. City staff will use, where practical, a City issued credit card to pay for the Councilmember’s lodging, at the event sponsor establishment. The use of the event sponsored lodging is required unless it is already full booked or some other legitimate reasons exist.

Overnight stays shall be discouraged for one-day events. More lodging days than necessary is also prohibited, unless exigencies (e.g., inclement weather or travel delays) or other business reason requires it. City staff will help secure lodging for a training event and will select the option that makes the most practical sense, but that prioritizes the lowest cost option. The City Councilmember is permitted to select another option based on Attachment 1

legitimate reasons, but must remember the commitment to be a strong fiscal steward of taxpayer dollars.

Transportation. Travel arrangements shall be made as far in advance as possible to obtain the best possible fares and rates. Councilmembers are expected to opt for the mode of transportation that is most logical and economical. The booking of premium travel is prohibited. City staff will help the Councilmember schedule and arrange transportation, and will compare costs of the four (4) travel options outlined below. And where practical, staff will use a city-issued credit card to purchase the selected travel option.

City Vehicle. Where practical and feasible, Councilmembers are encouraged to use a City owned vehicle.

Airfare. The City does not allow premium travel options for airfare. Further, options of time, location, and airline should not be unreasonably limited or constrained to ensure the lowest-cost possible can be selected.

Rental Vehicle. The City does not allow premium travel options for rental vehicles.

Further, options of time, location, and rental car establishment should not be unreasonably limited or constrained to ensure the lowest cost possible can be selected.

Personal Vehicle. If this option is selected as the most logical and least expensive option, Councilmembers shall be compensated for the use of their private vehicles at the current Internal Revenue Service (IRS) standard mileage rate.

Meals. The Councilmember should pay, and may seek reimbursement for their personal meals and incidental expenses (for purposes of this policy, ‘incidental’ means ‘fees and tips’) incurred in connection with and during their time at approved training. Meals and incidental expenses which exceed the daily amount for the location of the event as published by the U.S. General Services Administration (GSA) shall not be approved.

Councilmembers are encouraged to take advantage of the meals provided by the sponsored event.

Reimbursement. If reimbursement is required, all receipts must be provided to City staff for processing. Any missing receipt or proof of purchase may result in denial of the reimbursement. City staff will process and cut a check within 14 calendar days of receiving all travel receipts. Receipts shall be submitted to the City no more than 7 calendar days after the expense is incurred.

Prohibited Expenses. All expenses not directly related to the training opportunity as provided by the event sponsor, and as outlined above, shall be prohibited, and specifically including, but not limited to:

- Alcoholic beverages
- Hotel room service or mini-bar purchases
- Gifts
- Entertainment and recreation expenses
- Parking or moving violations while traveling
- Laundry or personal items needed for travel, or replacement of any personal items lost during travel
Report Back
Upon returning from an official event, the Councilmember shall provide a verbal report at the next scheduled Council meeting. Said report shall detail what was learned at the event and other information that may be of benefit to the City.

Audits
The Finance Department shall conduct periodic audits to ensure compliance with this policy. Audit results shall be submitted to the Mayor and City Manager.

Events for the Council’s Consideration
CalCities
Annual Conference and Expo (Late September)
Mayors and Councilmember Academy (Late January, every odd year) City Leaders Summit (Late April)
CAFWD
Calfornia Economic Summit (Mid October)
CALED
Rural Economic Development Exchange (Late July)

CAL CITIES
Annual Conference and Expo – Late September
Conference features inspiring keynote speakers and presentations on pertinent topics for local leaders, plus peer-to-peer sharing with fellow California city officials and provide opportunities to engage with organizations that provide essential services to cities.

Mayors and Councilmembers Academy – Late January, every odd year New or seasoned city council members academy which covers the legal, financial, and practical fundamentals of the role as an elected city official. Opportunities to foster relationships with your peers and to network. Sessions include an update on key legislative issues and an overview of your Cal Cities services.

City Leaders Summit – Late April
Three day advocacy, education and networking Summit. City officials meet with legislators to advocate for cities’ top priorities and participate in peer-to-peer discussions and in-depth sessions covering topics ranging from leadership to emerging issues facing cities.

CAFWD
California Economic Summit – Mid October
Annual summit convenes nearly 1,000 regional leaders from business, community, government, philanthropy, labor, and more. The Summit catalyzes action toward a New California Economy that is resilient, sustainable, and inclusive.

CALED
Rural Economic Development Exchange – late July
Exchange supports efforts to help rural economic developers connect, share resources, and engage in policy conversations/initiatives. Work with USDA Rural Development in California to identify ways CALED can support their priorities and promote their work/grants.

Attachment 2

ICMA
Mostly geared toward professional staff
ILG
ILG empowers local government leaders and delivers real-world expertise to help them navigate complex issues, increase their capacity, and build trust in their communities.

Mostly offer workshops

ITEM NO. 11

COUNCIL AGENDA ITEM
FOR AUGUST 17, 2026
Prepared By: Jaylen French, City Manager
Date: August 13, 2026
Subject: Agenda Item Request to Discuss Staff Direction for Future Use or Not of License Plate Readers and Surveillance Technologies
Recommendation:

Consider Agenda Item Request by Mayor Hagan, supported by Councilmember Kay, to discuss staff direction for future use or not of license plate readers and surveillance technologies.

Strategic Plan Priority:

This item is not directly applicable to a Strategic Priority of the adopted Escalon 2025-2026 Strategic Plan.

Background and Discussion:

Mayor Hagan, on August 12, 2026 submitted an Agenda Item Request, which was supported by Councilmember Kay, to discuss staff direction for future use or not of license plate readers and surveillance technologies.

Per the City’s adopted Agenda Item Request policy (attached), “A consensus of two councilmembers are needed in order for a councilmember to have an item placed on the agenda. Once an item has been supported by at least one other Councilmember, the item will be placed on a future agenda.” This item is to discuss and potentially provide direction to staff on the subject matter.

Fiscal Impact:

There is no direct fiscal impact associated with a discussion on license plate and surveillance technologies. Based on the direction received, staff will subsequently evaluate any fiscal impact Attachments:

1. Agenda Item Request Form

2. Adopted Agenda Item Request Policy

Attachment 1

1 of 3

CITY COUNCIL AGENDA POLICY
City of Escalon
The purpose of this policy is to improve the efficiency and effectiveness of creating the City Council agenda, and to provide clarity as to how a Councilmember and member of the public may add an item to the City Council agenda.

The City Council is a policy-making body and the staff is the operational part of the organization. Preparation of the City Council agenda involvesthe cooperation and teamwork of many individuals and departments. With that in mind, the following defines the roles and responsibility of each as part of creating the City Council agenda.

Staff: Roles & Responsibilities
City Manager
The role of the City Manager in the agenda process is to ensure that agenda item materials contain thorough policy analysis to present options for council consideration, and to include a recommendation, when appropriate. To fulfill this role, the City Manager has the following responsibility:
• Facilitate staff meetingsto review with Department Heads the upcoming agenda items; • Work with the Department Heads to review items that will come before the City Council;
• Delegate City Council requested items to the appropriate Department Head; • Review the final agenda.

City Clerk
The role of the City Clerk or his/her designee is to oversee, monitor, and coordinate the preparation of the printing of meeting agendas. To fulfill this role, the City Clerk or his/her designee has the following responsibility:
• Track items for future agendas and planning calendars as they proceed toward Council consideration;
• Compile and update the draft agenda for council meetings; • Identify appropriate placement of items on the agenda, including Consent Agenda; • Review the material submitted and edit them for clarity and format; • Ensure timely publication of notices before and after Council meetings; • Enforce deadlines and a written process for submitting agenda materials.

City Attorney
The City Attorney’s office reviews agenda material with regard to legal issues and has the following responsibility:
• Prepare the initial draft of an ordinance or resolution, and finalize the resolution or ordinance in consultation with the originating department; Attachment 2

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• Review or create proposed contracts;
• Review any staff reports related to legal items.

Department Heads
The Department Heads typically are the subject expert for items related to their department.

To fulfill this role, the Department Heads have the following responsibility:
• Submit an agenda item request to City Manager for approval. • Prepare the staff report that includes background information, policy discussion, fiscal impact, and recommendation (if appropriate);
• Work with the City Attorney and Finance Director on aspects of legal and fiscal issues; • Coordinate with the City Clerk to ensure sufficient time to adhere to public hearing notice requirements.

City Councilmember Request:

The City Council is the governing body of the City, which establishes policy and provides direction to staff. At times, City Council members may have items they request be included on a future agenda. It’s important the City Council members have the same information with which to make decisions and understand the issues related to policy. With this in mind, the following procedure is to be followed by City Council members requesting items to be placed on the agenda:

1. If a Councilmember wants to put an item on the agenda, they may submit a request in writing to the City Manager at least eight (8) days before the requested meeting using the attached form. The request will be shared with the other Councilmembers either via email or during the next regular council meeting to determine if there is support by at least one other Councilmember. Additionally, a Councilmember may verbally request an item be placed on a future agenda during a regular council meeting. If a request is presented during a council meeting no form shall be required, but additional information on the item may be requested by Staff of the Councilmember.

2. A consensus of two councilmembers are needed in order for a councilmember to have an item placed on the agenda. Once an item has been supported by at least one other Councilmember, the item will be placed on a future agenda. Councilmember may submit additional information as appropriate or requested by staff. Any electronic materials (Power Point or similar programs) must be submitted at least 6 days prior to the City Council meeting to allow staff to review and integrate these materials with the staff report. A Councilmember's written request becomes an attachment to the staff report.

3. Due to staffing, timing, or other exigent circumstances it may be necessary for the City Manager to move an item to a future Council Meeting. In such circumstances the City Manager will notify the requesting Councilmember that the item will be moved to a future meeting agenda. There may be some situations where the timing is tight and the City Manager will need to streamline the process.

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Request from the Public:

1. If a member of the public wishes to request an item be placed on the agenda they must do so in writing using the attached form. Their request is to be submitted to the City Manager. The request will be shared by the City Manager during a regular City Council meeting to determine if there is support by the majority of the City Council.

2. Once an item has been supported by the majority of the City Council the item will be placed on a future regular City Council meeting. Public member may submit additional information as appropriate, or as requested by staff. Any supporting documents and electronic materials (Power Point or similar programs) must be submitted at least 6 days prior to the City Council meeting to allow staff to review and integrate these materials with the staff report. The Public member's written request becomes an attachment to the staff report.

3. Due to staffing, timing, or other exigent circumstances it may be necessary for the City Manager to move an item to a future Council Meeting. In such circumstances the City Manager will use his or her best efforts to notify the requesting member of the public that the item will be moved to a future meeting agenda.