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Agenda, regular meeting, second session

Highland City Council
August 13, 2024

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Agenda, regular meeting, second session
Meeting
August 13, 2024
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Highland City Council
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7
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Text extracted from the city's file for reading and search. Open the original on highlandca.api.civicclerk.com. That file is the official record.

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tCITY OF HIGHLAND

CITY COUNCIL AGENDA
Regular Meeting
August 13, 2024 at 6: 00 PM
City Hall Donahue Council Chambers
27215 Base Line, Highland CA 92346

COUNCILMEMBERS
Penny Lilburn, Mayor
District 3
Larry McCallon, Mayor Pro Tern
District 5
Jesse Chavez -Cordova, Councilmember
District 1
Anaeli Solano, Councilmember
District 2
John P. Timmer, Councilmember
District 4
STAFF
Carlos Zamano, City Manager
Lawrence Mainez, Community Development Director
Leticia Nava -Cruz, Director of Administrative Services/ City Treasurer Octavio Duran Jr., Public Works Director/ City Engineer Maricela Marroquin, City Attorney
Alondra Munoz, City Clerk

MISSION STATEMENT
Highland is dedicated to the betterment of the individual, the family, the neighborhood and the community.

The City Council and the staff of Highland are dedicated to providing the quality of public facilities and services that its citizens are willing to fund and will do so as efficiently as possible. 909) 864 6861 www. cityofhighland. org
1 City Council Regular Meeting Agenda August 13, 2024
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance, please contact the City Clerk' s office at ( 909) 864-6861, ext. 226, at least 72 hours prior to the meeting for any requests for reasonable accommodations, including interpreters.

Pursuant to Government Code Section 54957. 5, any disclosable public records related to an open session item on a regular meeting agenda and distributed by the City of Highland to all or a majority of the City Council less than 72 hours prior to that meeting are available for public inspection at City Hall, 27215 Base Line, Highland, CA 92346, during normal business hours.

Levine Act: Pursuant to Government Code Section 84308, any party to a City proceeding must disclose on the record any campaign contributions made to a member of the City Council ( or commission) in excess of $ 250 in the past 12 months. This disclosure requirement includes contributions by the party' s agent and aggregated contributions from persons or entities related to the party. Please make the disclosure as soon as possible, but no later than the beginning of the proceeding.

CITY COUNCIL REGULAR MEETING
AUGUST 13, 2024 - 6: 00 p. m.

AGENDA

CALL TO ORDER

INVOCATION

PLEDGE OF ALLEGIANCE

ROLL CALL

REPORT FROM CLOSED SESSION

PUBLIC COMMENT ( ITEMS NOT ON THE AGENDA)
To address the City Council, please complete a speaker form located at the entrance and give it to the City Clerk prior to the beginning of the meeting. Your name will be called when it is your turn to speak. State Law prohibits the City Council from acting on any item not on the agenda.

Individual speakers are limited to three ( 3) minutes each.

For those wishing to make public comments by email to be read aloud at the meeting, please submit your comments by 5: 00 p.m. on August 13, 2024, to the City Clerk at publiccommenta-cityofhighland. org. If you are submitting a public comment pertaining to an item on the August 13, 2024 agenda, please identify the agenda item number in the subject line.

Emailed comments submitted by a speaker that also appears in person to address the same matter will not be read into the record.

CITY COUNCIL CONSENT CALENDAR
Waive the Reading of All Ordinances
RECOMMENDATION: Waive the reading of all Ordinances in their entirety and read by title only.

2. Minutes - July 9 2024 City Council Regular Meeting
RECOMMENDATION: Approve the Minutes as submitted.

Page 1 of 4 ends

2 City Council Regular Meeting Agenda August 13, 2024

3. Warrant Register
RECOMMENDATION: Approve Warrant Register No. 768 for August 13, 2024, in the amount of $6, 509, 493. 39 and Payroll of $387,413. 55.

4. Treasurer's Report for June 2024
RECOMMENDATION: That the City Council receive and file Treasurer' s Report for June 2024.

5. Claim Consideration - Maria Vargas
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.

6. Claim Consideration - Anita Padilla
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.

7. Conflict of Interest Code Update
RECOMMENDATION: That the City Council:
1) Receive and file the 2024 Local Agency Biennial Notice; and 2) Adopt Resolution No. 2024- , amending the city' s Conflict of Interest Code and rescinding Resolution No. 2022- 046.

8. Renewal of the Joint Use of Facilities Agreement with the Redlands Unified School District to Utilize the Playing Fields of Highland Grove Elementary and Beattie Middle School, Located at the Southwest Corner of Webster Street and Eucalyptus Avenue as a Public Park
RECOMMENDATION: The Finance/ Personnel Subcommittee recommends the City Council approve the renewal of the Joint Use of Facilities Agreement with the Redlands Unified School District ( District) to use the playing fields of Highland Grove Elementary and Beattie Middle School as a public park.

9. Upgrading the City' s Current Financial Management Software (Work Program HP+) RECOMMENDATION: The Finance/Personnel Subcommittee recommends the City Council approve the Financial Management Software contract with Tyler Technologies.

10. Contract Maintenance Agreements with San Bernardino County ( Public Works - Transportation) and San Bernardino County Flood Control District RECOMMENDATION: That the City Council:
1) Approve the Contract Maintenance Agreements for a term up to five years with San Bernardino County ( Public Works -Transportation) and San Bernardino County Flood Control;
2) Authorize the Public Works Director/City Engineer to approve contract work projects up to $ 60,000 per roadway project and $ 45, 000 per drainage project, subject to overall annual maximum amount of $100, 000; and 3) Authorize the Mayor to execute both agreements.

11. Tract 18893- 1 Grant Deed Transfer Ownership of Lot " C" WQMP Basin from City of Highland to D. R. Horton ( Developer)
RECOMMENDATION: That the City Council:
1) Accept the Grant Deed to D. R. Horton; and
2) Direct the City Clerk to record the Grant Deed.

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3 City Council Regular Meeting Agenda August 13, 2024

CITY COUNCIL PUBLIC HEARING
The order of business for Public Hearings shall be:
1) Mayor opens Public Hearing;
2) Staff presentation;
3) Applicant/ Representative presentation;
4) Speakers in favor of proposal;
5) Speakers in opposition to proposal;
6) Applicant rebuttal;
7) Mayor closes Public Hearing,
8) Council discussion, motion and vote.

ONCE THE PUBLIC HEARING IS CLOSED NO FURTHER TESTIMONY IS TAKEN.

12. Introduction and First Reading of an Ordinance to Amend Title 5 Chapter 5. 04, Sections 5 04 160 and 5 04 240 of the City of Highland Municipal Code ( Business License) RECOMMENDATION: The Finance/ Personnel Subcommittee recommends the City Council:
1) Introduce and conduct the first reading of Ordinance No. amending sections

5. 04. 160 ( License Fee -Payment Due Dates) and 5. 04. 240 ( Penalty for Delinquency -Action to Collect) of Title 5 ( Business Licenses and Regulations) of the Highland Municipal Code establishing a single annual business license fee renewal date and amending penalties and procedures for collecting penalties for delinquent business license fees; and
2) Make a finding of exemption under the California Environmental Quality Act CEQA) and instruct staff to file a Notice of Exemption with the County Clerk of the Board.

CITY COUNCIL LEGISLATIVE

13. Measure 15-Year Capital Improvement Plan ( 2024/2025 — 2028/ 2029) RECOMMENDATION: That the City Council:
1) Approve the Measure I Capital Improvement Plan Expenditure Strategy 2024/ 2025 — 2028/ 2029); and
2) Approve Resolution No. 2024- adopting the Measure 15-Year Capital Improvement Plan ( 2024/ 2025 — 2028/ 20269).

14. Appoint One ( 1) Member of the Public to the Planning Commission RECOMMENDATION: That the City Council appoint one ( 1) member of the public to the Planning Commission.

15. Appoint One ( 1) Member of the Public to the Historic and Cultural Preservation Board RECOMMENDATION: That the City Council appoint one ( 1) member of the public to the Historic and Cultural Preservation Board.

16. Designation of Voting Delegate and Alternate for the League of California Cities ( Cal Cities) Annual Conference
RECOMMENDATION: That the City Council appoint a Voting Delegate and Alternate for the Annual Conference scheduled for October 16- 18, 2024, in Long Beach.

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4 City Council Regular Meeting Agenda August 13, 2024

17. City Manager Report and Comments (Work Program Regional/ Legislative/ Development Issues Subcommittees, etc.)
RECOMMENDATION: Discussion and possible action.

18. Council Member Comments (Agency/Committee/AB 1234 Reports District Updates, etc.) RECOMMENDATION: Discussion and possible action.

ANNOUNCEMENTS

CLOSED SESSION

CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code Section 54956. 9( d)( 2) and/ or ( d)( 3):

One case.

ADJOURN
Regular Meetings
Effective March 1, 2022, pursuant to Resolution No. 2022- 001, the regular City Council meetings will be held once a month on the second Tuesday of each month. The next regular meetings of the City Council for 2024 are as follows: September 10; October 8; November 12; December 10.

I, Alondra Munoz, City Clerk, certify I caused to be posted this Agenda on or before August 8, 2024, by 5: 30 p. m., on our website at www.citvofhighland. org and in the following designated areas:

Highland Branch Library
7863 Central Avenue
Date: August 8, 2024
Fire Station No. 1 City Hall
26974 Base Line 27215 Base Line
q"- -,
Alondra unoz
City Clerk 0

Page 4 of 4 ends

5 STAFF REPORT

TO THE CITY COUNCIL
DATE: August 13, 2024
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Waive the Reading of All Ordinances
RECOMMENDATION: Waive the reading of all Ordinances in their entirety and read by title only.

Approved
Denied
Continued
Tabled
Motion
Ayes _
Noes
Abstain
Absent
Second Agenda Item No.

File No.

City Manager
1 STAFF REPORT

TO THE CITY COUNCIL
DATE: August 13, 2024
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Minutes - July 9, 2024 Regular Meeting
RECOMMENDATION: Approve the Minutes as submitted.

Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No. 2.

File No.

Clerk Ci y Manager
1 City Council Regular Meeting Minutes July 9, 2024

CALL TO ORDER
The regular meeting of the City Council of the City of Highland was called to order at 6: 00 p. m. by Mayor Lilburn at the Donahue Council Chambers, 27215 Base Line, Highland, California.

The invocation was given by Pastor Tracy Johnson, Immanuel Baptist Church, and the Pledge of Allegiance was led by Councilmember Timmer.

ROLL CALL

Present: Chavez - Cordova, Lilburn, McCallon, Solano, Timmer

Absent: None

REPORT FROM CLOSED SESSION
None

SPECIAL PRESENTATIONS
None

PUBLIC COMMENT ( ITEMS NOT ON THE AGENDA)
Leonard Mayes stated his concerns about street vendors.

Chris Nielsen representing the Highland Chamber of Commerce spoke regarding upcoming events.

Erika Gomez thanked the Highland Sheriff' s Department for their prompt response to calls. She commended city staff for the Base Line Interchange sign.

CITY COUNCIL CONSENT CALENDAR
A MOTION was made by Mayor Pro Tem McCallon, seconded by Councilmember Solano, to approve the consent calendar as submitted with Councilmember Timmer abstaining from Item No. 2. Motion carried on a roll call vote, 5- 0.

Waive the Reading of All Ordinances
Waived the reading of all Ordinances in their entirety and read by title only.

2. Minutes - June 11, 2024 City Council Regular Meeting Approved the Minutes as submitted.

3. Warrant Reaister
Approved Warrant Register No. 767 for July 9, 2024, in the amount of 2, 453, 322.45 and Payroll of $217,250. 86.

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2 City Council Regular Meeting Minutes July 9, 2024

4. Treasurer' s Report for May 2024
Received and filed Treasurer' s Report for May 2024.

5. Claim Consideration - Kacee Gearone Cross
Rejected claim.

6. Staff Agency Appointment - California Intergovernmental Risk Authority (CIRA) Adopted Resolution No. 2024- 031 appointing Leticia Nava -Cruz, Director of Administrative Services/ City Treasurer, as the city' s Director to the Board of Directors of CIRA, and Carlos Zamano, City Manager as the Alternate Director.

RESOLUTION NO. 2024- 031

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,

CALIFORNIA, CONFIRMING THE APPOINTMENT OF THE DIRECTOR AND

ALTERNATE DIRECTOR TO THE CIRA BOARD OF DIRECTORS
RESCINDING RESOLUTION NO. 2023- 050)

7. Resolution No. 2024- 032 Authorizing Investment of the City of Highland Monies in the Local Agency Investment Fund ( LAIF)
Adopted Resolution No. 2024- 032 authorizing investment of the City of Highland monies in the Local Agency Investment Fund ( LAIF).

RESOLUTION NO. 2024- 032

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,

CALIFORNIA, AUTHORIZING INVESTMENT OF MONIES IN THE LOCAL

AGENCY INVESTMENT FUND ( LAIF) & REPEALING RESOLUTION
NO. 2024- 008

8. Resolution No. 2024- 033 Approving a Wildland Protection Agreement ( WPA) with the State of California for Fiscal Year 2024/ 2025
1) Adopted Resolution No. 2024- 033 approving the Department of Forestry and Fire Protection ( CalFire) Wildland Protection Agreement ( WPA) for July 1, 2024 through June 30, 2025; and
2) Approved the following budget adjustment for Fiscal Year 2024/ 2025; transfer $ 8, 195 from 029-2512 ( Fire Department - Fund Balance) to be expended from 029- 2100- 4568 ( Contract Services - Fire Services).

RESOLUTION NO. 2024- 033

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,

CALIFORNIA, APPROVING THE DEPARTMENT OF FORESTRY AND FIRE

PROTECTION ( CALFIRE) WILDLAND PROTECTION AGREEMENT (WPA) FOR JULY 1, 2024 TO JUNE 30, 2025

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3 City Council Regular Meeting Minutes July 9, 2024

9. Resolution Authorizing the City of Highland to Enter Into the Settlement Agreement with Kroger Co., Authorize Entry Into the Subdivision Participation Form, and Other Related Documents
1) Adopted Resolution No. 2024-034 authorizing the City of Highland to enter into the Settlement Agreement with Kroger Co., pertaining to National Opioid Litigation;
2) Authorized the City Manager to execute any necessary documents; and 3) Authorized that these funds be allocated to the County.

RESOLUTION NO. 2024- 034

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,

AUTHORIZING THE CITY TO ENTER INTO A SETTLEMENT AGREEMENT

WITH KROGER COMPANY AND OTHER RELATED DOCUMENTS

PERTAINING TO THE NATIONAL OPIOID LITIGATION

10. Household Hazardous Waste Used Oil Payment Program
Authorized the City Manager to execute the Authorization Letter for San Bernardino County ( County) to apply for the Used Oil Payment Program on behalf of the City of Highland ( City). This payment program funding supports the contracted mandatory Household Hazardous Waste ( HHW) Program.

11. Contract Renewal - Bid No. 2020- 01, " Facilities and Parks Landscape Maintenance"
1) Extended the Facilities and Parks Landscape Maintenance Agreement with RP Landscape and Irrigation, Inc. for one year; and
2) Approved a 15. 8% increase to the contract.

12. Contract Renewal - Bid No. 2023- 04, " City of Highland Landscape Maintenance Districts ( LIVID) Contract"
1) Extended the Landscape Maintenance Districts ( LIVID) Contract with RP Landscape and Irrigation, Inc. for one year; and
2) Approved a 13. 2% increase to the contract.

13. Notice of Completion - Bid No. 2023- 01, " Highland Community Park Perimeter Fence and Gates Project"
1) Accepted the Highland Community Park Perimeter Fence and Gates Project ( Bid No. 2023- 01) Project as complete;
2) Authorized the Mayor to sign the Notice of Completion; and 3) Directed the City Clerk to file the Notice of Completion.

Page 3 of 7 ends

4 City Council Regular Meeting Minutes July 9, 2024

14. Notice of Completion - Bid No. 2023- 05. " City Hall Roof TOD Coat and Cogina for Existing Polyurethane Foam Roof System Project"
1) Accepted the City Hall Roof Top Coat and Coping for Existing Polyurethane Foam Roof System Project ( Bid No. 2023- 05) as complete; 2) Authorized the Mayor to sign the Notice of Completion; and 3) Directed the City Clerk to file the Notice of Completion.

15. Proposed Revision to Building and Safety Contract Service Rates with Willdan Associates ( Addendum No. 4)
1) Approved the revised contract for specific service rates with Willdan Associates for Building and Safety Inspection and Plan Check Services; and 2) Directed the Mayor to execute Addendum No. 4 to the contract.

16. Proposed Revision to the Fire Prevention, Fire Plan Review, and Inspection Services Contract ( Fire Marshal Services) with Charles Abbott Associates, Inc.

CAA) ( Addendum No. 1)
1) Approved the revised contract service rates with Charles Abbott Associates, Inc. for Fire Prevention, Fire Plan Check, and Inspection Services ( Fire Marshal Services); and
2) Authorized the Mayor to execute Addendum No. 1 to the contract.

CITY COUNCIL PUBLIC HEARING

17. Consideration of a Resolution to Adiust the Business Tax on the Extraction and/ or Processing of Rock, Sand, and Gravel ( Aggregate) Pursuant to Title 5 ( Business Licenses and Regulations), Chapter 5. 17 ( Business License Tax on Extraction and/ or Processing of Rock, Sand, and Gravel fAg_gregatel, Section 5. 17. 040 Rock, Sand, and Gravel fAggregatel Extraction and Processing Tax) Mayor Lilburn opened the Public Hearing.

Mayor Lilburn introduced Director of Administrative Services Nava - Cruz.

Director of Administrative Services Nava -Cruz stated the Resolution pertains to the annual mining tax adjustment. The Consumer Price Index (CPI) for Riverside, San Bernardino, and Ontario areas was applied, showing a 4. 02% increase from May 2023 to May 2024 and staff suggests a mining tax adjustment of 4. 02%. If approved, the adjustment would be retroactive to July 1, 2024.

Mayor Lilburn asked if anyone from the public wanted to speak for or against the item.

Seeing none, Mayor Lilburn closed the public hearing and brought it back to the City Council for questions and action.

Page 4 of 7 ends

5 City Council Regular Meeting Minutes July 9, 2024
A MOTION was made by Mayor Pro Tern McCallon, seconded by Councilmember Timmer to adopt Resolution No. 2024- 035 fixing the Highland Business License Tax on the extraction and/ or processing of rock, sand, and gravel ( aggregate) for Fiscal Year 2024/ 2025. Motion carried, 5- 0.

RESOLUTION NO. 2024- 035

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,

CALIFORNIA, FIXING THE HIGHLAND BUSINESS LICENSE TAX ON THE

EXTRACTION AND/ OR PROCESSING OF ROCK SAND AND GRAVEL
AGGREGATE) FOR FISCAL YEAR 2024/ 2025

CITY COUNCIL LEGISLATIVE

18. Resolution Re -Authorizing the Levy of Special Tax in Community Facilities District No. 2022- 01 ( Mediterra), for Fiscal Year 2023/ 2024
City Manager Zamano gave a brief review of the staff report.

A MOTION was made by Councilmember Solano, seconded by Mayor Pro Tern McCallon to adopt Resolution No. 2024- 036 re -authorizing the levy of a special tax for Community Facilities District ( CFD) No. 2022- 01 ( Mediterra) for Fiscal Year 2023/ 2024. Motion carried, 5- 0.

RESOLUTION NO. 2024- 036

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,

CALIFORNIA, ACTING IN ITS CAPACITY AS THE LEGISLATIVE BODY OF COMMUNITY FACILITIES DISTRICT NO. 2022- 01 ( MEDITERRA), REAUTHORIZING THE LEVY OF A SPECIAL TAX IN COMMUNITY FACILITIES DISTRICT NO. 2022- 01 ( MEDITERRA) FOR FISCAL YEAR 2023/ 2024

19. Resolution No. 2024- 037 Establishing Employee Salaries City Manager Zamano gave a brief review of the staff report.

A MOTION was made by Mayor Pro Tern McCallon, seconded by Councilmember Solano to adopt Resolution No. 2024- 037 establishing employee salaries and adding the classification of Associate Engineer. Motion carried, 5- 0.

RESOLUTION NO. 2024- 037

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,

CALIFORNIA, ESTABLISHING EMPLOYEE SALARIES

20. City Manager Report and Comments ( Work Program, Regional/ Legislative/ Development Issues, Subcommittees, etc.)
City Manager Zamano stated the Highland Sheriff' s Department for the period of June 10 through July 7 received a total 3, 413 calls, made 356 reports, 116 arrests, 60 citations, 260 traffic enforcement stops, 49 traffic collisions, towed 31 vehicles, and received 28 transient calls.

Page 5 of 7 ends

6 City Council Regular Meeting Minutes July 9, 2024
The Highland Fire Department for the month of June received 608 calls for service, some of which included: 459 medical aids, 31 traffic collisions, 6 structure fires, 15 vegetation fires, and 9 vehicle fires.

The modernization and upgrade of the Emergency Operating Center ( EOC) is currently in progress, with an estimated completion of approximately two weeks.

The new EOC will be situated at the Highland Police Station.

The 3rd/ 5th Street Corridor Improvement Project is still underway, with the focus on three traffic signals near 5th Street and Palm Avenue, 5th Street and Church Avenue, and 3rd Street and Palm Avenue. These traffic signals are expected to resume normal operation on July 18, with cooperation from Southern California Edison ( SCE). The remaining tasks for this project include: slope paving on the southeast side of Palm Avenue and 3rd Street, constructing the northeast corner of Palm Avenue and 5th Street, rebuilding the median nose at Palm Avenue and 5th Street, laying conduit for streetlights, setting up pedestals for the streetlights and landscape median, and completing signing and striping. The entire project is set to be finished in August.

The Planning Commission has granted Cuca' s Mexican Restaurant an Alcohol Beverage Control ( ABC) license for the sale of alcoholic beverages.

TREH submitted a Design Review Application for a retail center located on the north side of Greenspot Road, east of SR- 210. Plans include a new vehicle fueling station with a drive-thru, a self-service car wash, and a Stater Bros grocery store.

Einstein Brothers Bagels submitted plans to the Building and Safety Department for tenant improvements to open a new shop where the former Jamba Juice used to be.

Costco has planned a pre -construction meeting for July 16. The meeting will take place on -site with city staff to address logistics concerning construction activities and city inspections. Costco expects to begin grading the week of July 22.

Human Resources has named Michelle Gomez as the Assistant Director of Administrative Services and Octavio Duran as the new Public Works Director/City Engineer. Public Works Director/ City Engineer Duran will begin on Monday, July

15. On Monday, July 29 from 12: 00 p. m. to 5: 00 p. m., a Blood Drive will be held at the Highland Police Station.

On Tuesday, August 6 from 6: 00 p. m. to 8: 00 p. m., the city will host its National Night Out event at the Highland Police Station.

On Thursday, August 29 at 5: 30 p. m., the city will host the State of the City Address at the Sterling Natural Resources Center.

On Saturday, August 10 from 9: 00 a. m. to 2: 00 p. m., Public Services will host a Used Oil Filter Exchange at the AutoZone located at 27292 Base Line.

Page 6 of 7 ends

7 City Council Regular Meeting Minutes July 9, 2024
For the month of June, Burrtec completed 235 illegal dumping work orders totaling 1, 179 in the first 6 months of 2024.

21. Councilmember Comments ( Agency/Committee/AB 1234 Reports, District Updates, etc.)
Councilmember Solano thanked city staff for organizing the Annual Fourth of July Parade.

Councilmember Timmer thanked city staff for the rapid response in correcting the traffic signal glitch on Boulder Avenue and Optum.

Mayor Lilburn thanked city staff for all their hard work at the Annual Fourth of July Parade.

ANNOUNCEMENTS
None

CLOSED SESSION
None

ADJOURN
There being no further business, Mayor Lilburn adjourned the meeting at 6: 33 p. m. in memory of Leola Gonzales, Angel Perez, and James F. Amrine.

Submitted By:

Alondra Munoz
City Clerk
Approved By:

Penny Lilburn
Mayor

Page 7 of 7 ends

8 STAFF REPORT

TO THE CITY COUNCIL
DATE: August 13, 2024
FROM: Carlos Zamano, City Manager
PREPARED BY: Leticia Nava -Cruz, Director of Administrative Services/ City Treasurer L-N G SUBJECT: Warrant Register # 768
RECOMMENDATION: City Council to approve Warrant Register# 768; Warrants in the amount of $6, 509, 493. 39 and Payroll in the amount of $387,413. 55 FISCAL IMPACT: The total of Cash and Expenditures is $ 6, 896, 906. 94 PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.

BACKGROUND: See Printouts Attached.

Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
t4_
Absent
ity Clerk
Second Agenda Item No. 3
File No.

City Manager
1 CITY OF HIGHLAND
WARRANT REGISTER # 768
August 13, 2024
Warrants:
6/ 28/ 2024 Payroll Wire # 913- 916 & Ck # 89648- 89649 65, 572. 90 6/ 28/ 2024 Payroll Wire # 917- 920 & Ck # 89650 65, 918. 79 7/ 2/ 2024 Ck# 89651- 89717 & Wire# 1002676222 & 1002676228 3, 840, 863. 46 7/ 9/ 2024 Ck# 89718- 89734 123, 674. 05
7/ 12/ 2024 Payroll Wire #921- 924 & Ck # 89735 72, 203. 78 7/ 16/ 2024 Ck# 89736- 89795 1, 448, 772. 98
7/ 23/ 2024 Ck# 89796- 89816 633, 160. 18
7/ 25/ 2024 Ck# 89818- 89819 7, 784.44
7/ 26/2024 Payroll Wire # 925- 928 & Ck # 89817 69, 659. 79 7/ 30/ 2024 Ck# 89820- 89858 181, 883. 02
Total Warrants 6, 509, 493. 39
Payroll:
6/ 28/2024 Direct Deposits # 14139- 14181 105, 940. 24
6/ 28/ 2024 Ck # 724 281. 90
6/ 28/ 2024 Direct Deposits # 14182 47, 350.21
7/ 12/ 2024 Direct Deposits # 14183- 14224 120, 491. 49 7/ 12/ 2024 Ck # 725 279. 98
7/ 26/ 2024 Direct Deposits # 14225- 14268 112, 789. 75 7/ 26/ 2024 Ck # 726 279. 98
Total Payroll 387, 413. 55
Total Warrants & Payroll 6, 896, 906. 94
APPROVED BY:

Larry McCallon
Finance Subcommittee
John Timmer
Finance Subcommittee
Carlos Zamano
City Manager
Leticia Nava - Cruz
Director of Administrative
Services/ City Treasurer
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DATE:

FROM:

PREPARED BY:

SUBJECT:

RECOMMENDATION
FISCAL IMPACT:

STAFF REPORT

TO THE CITY COUNCIL
August 13, 2024
Carlos Zamano, City Manager
Leticia Nava -Cruz, Director of Administrative Services/ City Treasurer Treasurer' s Report for June 2024
City Council to receive and file the Treasurer' s Report for June 2024 Cash and Investments:

General Fund
Special Revenue Funds
Internal Service Funds
Capital Projects Funds
Agency Funds
Housing Authority Fund
SARDA Funds
13, 773, 531. 90
41, 967, 273. 54
5, 696, 130. 20
28, 290, 082. 34
2, 478, 632. 46
3, 715, 868. 48
3, 496, 684. 93
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.

BACKGROUND: Increases in the checking account were due to revenues received plus funds wired from LAIF and CAMP. Decreases in the checking account were a result of payments to vendors, payroll and funds wired to LAIF, CAMP and U. S. Bank. Increases in the fiscal agent accounts ( US Bank) resulted from interest and bond payment receipt. Decreases resulted in vendor payments and debt service payments. Increases in the CAMP account were due to interest received. Decreases were a result of funds being wired to the city' s checking account primarily for payment of public works projects. The maximum limit on regular accounts is $ 75M.

Attachments: Treasurers Report, Treasurer's Report Graph, Cash and Investments Graph and General Fund Reserves Graph
Approved Motion Second Agenda Item No.

Denied Ayes
Continued Noes File No.

Tabled Abstain
Absent
1! T
lerk City Manager
1 CITY OF HIGHLAND
Treasurer' s R3port
as of Juno 30, 2024
CASH AND BANK ACCOUNTS:

Cash on Hand - Office Petty Cash & Change Fund Accounts Wells Fargo Checking Account ( reconciled book balance) 1, 150. 00
8, 594, 843. 08

MATURITY PAR ORIGINAL

DESCRIPTION PERIOD YIELD VALUE COST
INVESTMENTS: LOCAL GOVERNMENT INVESTMENT POOLS
California Treasurer' s Local Agency Investment Fund ( LAIF) n/ a 4. 480% General Fund 13, 823, 465. 24
Special Revenue Funds 26, 859, 904. 00
Internal Service Funds 5, 804, 427. 00
Capital Projects Funds 26, 385, 016. 00
Total City LAIF Funds 72, 872, 812. 24
Housing Authority Fund
Total Housing Authority LAIF Funds
Total LAIF Funds
1) Maximum limits on accounts are $ 75M City and $ 75M Housing Authority. 2) Market Value is based on the June 30, 2024 applicable percentage of 0. 996316042 3) Market Value is $ 76, 348, 077 ($ 76, 630, 380. 10 x 0. 996316042).

California Asset Management Program (CAMP) n/ a
General Fund
Special Revenue Funds
Capital Projects Funds
Total CAMP Funds
INVESTMENTS: FISCAL AGENT ACCOUNTS
US Bank Corporate Trust Services_ (Community Facilities Districts Community Facilities District (CFD) 90- 1
Administrative Expense Fund # 128262-011
US Bank Money Market Account CUSIP # 60934N872
Fire Protection Expense Fund # 128262- 012
US Bank Money Market Account CUSIP # 60934N872
Police Protection Expense Fund # 128262- 013
US Bank Money Market Account CUSIP # 60934N872
Community Facilities District ( CFD) 2001- 1
Special Tax Fund # 217795000
US Bank Money Market Account CUSIP # 60934N872
Interest Account # 217795001
US Bank Money Market Account CUSIP # 60934N872
Principal Account # 217795002
US Bank Money Market Account CUSIP # 60934N872
Administrative Expense Account #217795003
US Bank Money Market Account CUSIP # 60934N872
Surplus Fund # 217795004
US Bank Money Market Account CUSIP # 60934N872
Community Facilities District (CFD) 2007- 1
Administrative Expense Fund # 260722000
US Bank Money Market Account CUSIP # 60934N872
Fire Expense Fund # 260722001
US Bank Money Market Account CUSIP # 60934N872
Police Expense Fund # 260722002
US Bank Money Market Account CUSIP # 60934N872

TOTAL INVESTMENTS US BANK ( COMMUNITY FACILITIES DISTRICTS)

5. 430%
3, 757, 567. 86
3, 757, 567. 86
76, 630, 380. 10
3, 340, 238. 72
1, 873, 921. 00
6, 273, 844. 00
11, 488, 003. 72
n/ a 4. 95% 113, 904. 96 113, 904. 96
n/ a 4. 95% 519, 869. 24 519, 869. 24
n/ a 4. 95% 192, 280. 36 192, 280. 36
n/ a 4. 95% 343, 698. 10 343, 698. 10
n/ a 0. 00%
n/ a 0. 00%
n/ a 4. 95% 26, 875. 65 26, 875. 65
n/ a 4. 95% 30, 057. 01 30, 057. 01
n/ a 4. 95% 11, 065. 23 11, 065. 23
n/ a 4. 95% 26, 542. 83 26, 542. 83
n/ a 4. 95% 9, 817. 19 9, 817. 19
1, 274, 110. 57
0 2

DESCRIPTION
INVESTMENTS: FISCAL AGENT ACCOUNTS ( continued)
US Bank Corporate Trust Services ( SARDA)
2004B Tax Allocation Refunding Bonds
Special Fund 786709001
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 786709002
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 786709003
Federated Treasury Obligations CUSIP # 60934N872
Reserve Fund 786709004
Federated Treasury Obligations CUSIP # 60934N872
2015A Tax Allocation Refunding Bonds
Special Fund 268777000
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 268777001
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 268777002
Federated Treasury Obligations CUSIP # 60934N872
Reserve Fund 268777004
Federated Treasury Obligations CUSIP # 60934N872
Expense Account268777006
Federated Treasury Obligations CUSIP # 60934N872
2017 Tax Allocation Refunding Bonds
Debt Service Fund 259928000
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 259928001
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 259928002
Federated Treasury Obligations CUSIP # 60934N872
Reserve Fund 259928004
Assured Guaranty Municipal Bond Insurance

TOTAL INVESTMENTS US BANK ( SARDA)

TOTAL CASH AND INVESTMENTS

MATURITY PAR ORIGINAL

PERIOD YIELD VALUE COST
n/ a 4. 95% 1, 482. 80 1, 482. 80
n/ a 0. 00% - -
n/ a 0. 00% - -
n/ a 4. 95% 173, 205. 96 173, 205. 96
n/ a 4. 95% 491. 49 491. 49
n/ a 4. 95% 99. 23 99. 23
n/ a 0. 00%
n/ a 4. 95% 967, 343. 59 967, 343. 59
n/ a 4. 95% 14, 636. 32 14, 636. 32
n/ a 4. 95% 985. 04 985. 04
n/ a 4. 95% 389. 97 389. 97
n/ a 4. 95% 1, 081. 98 1, 081. 98
n/ a 0. 00%
1, 159, 716. 38
99, 148, 203. 85
All investments are placed in accordance with City of Highland' s Investment Policy and Guidelines. The above summary provides sufficient cash flow liquidity to meet the next six onth' s estimated expenditures. This report is in accordance with Government Code Section 53646.

SIGNED: SIGNED:_
Carlos Zamano Leticia Nava -Cruz

CITY MANAGER DIRECTOR OF ADMINISTRATIVE

SERVICES/ CITY TREASURER
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6 STAFF REPORT

TO THE CITY COUNCIL
DATE: August 13, 2024
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
REVIEWED BY: Dana Calkins, George Hills Company, Claims Adjuster SUBJECT: Claim Consideration - Maria Vargas
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.

BACKGROUND: The Claim was received in the City Clerk's Office on July 1, 2024. It was then sent to the City' s claim adjuster, George Hills Company, who is recommending the claim be rejected.

Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.

File No.

City Manager
1 GEORGE HILLS
Our minds over your matters.

July 19, 2024
Alondra Munoz
City Clerk
City of Highland
RE: Client:

Claim Number
Date of Loss:

Claimant:

Dear Ms. Munoz:

City of Highland
GHCO073908
06/ 13/ 2024
Vargas, Maria
We have reviewed the above captioned claims and request that you take the action indicated below:

Please issue a standard rejection to commence the statute of limitations.

Please provide us with a copy of the notices sent.

Should you have any questions, please feel free to contact the undersigned.

Kindest Regards,
George Hills Company, Inc.

Dana Calkins
Sr. Claims Adjuster
Direct Dial: ( 916) 333- 0575
Email: dana. calkins@georgehills. com
2 City of
IIIG14LAND
Inc. 1987
July 1, 2024
Patti Schneiders
Claims Processor
Rancho Cordova Office
PO Box 278
Rancho Cordova, CA 95741
Re: Claimant( s): Maria Vargas
Incident Date: June 13, 2024
Dear Patti:

Enclosed is a copy of a Claim received via mail at the Office of the City Clerk on July 1, 2024, by the above referenced claimant( s).

This item will be tentatively scheduled for the City Council regular meeting of Tuesday, August 13, 2024, pending your recommendation. All correspondence will be required from George Hills no later than Friday, August 2. Please review and advise this office on the appropriate action to be taken.

If you have any questions, please contact Leticia Nava -Cruz at (909) 864- 6861, ext. 208 or myself at ext. 226.

Sincerely,
l/` — -
Alondra Munoz
City Clerk
cc: Carlos Zamano, City Manager
Leticia Nava -Cruz, Director of Administrative Services Maricela Marroquin, City Attorney
Mayor Mayor Pro Tem City Council City Council City Council City Manager Penny Lilburn Larry McCallon Jesse Chavez - Cordova Anaeli Solano John P. Timmer Carlos Zamano 27215 Base Line • Highland, CA 92346
Tel: 909. 864. 6861 • Fax: 909. 862. 3180 • www.cityofhighland. org f:1 3 RECEIVED Do not write in this space.

For office use only:

Received:

CITY OF HIGHLAND
CITY CLERK By: of t I- ill M
E- Mail Mail Cl In person

CLAIM AGAINST THE CITY OF HIGHLAND
For damages to persons or personal property)
A claim must be filed with the City Clerk within 180 days after which the incident or event occurred. Be sure your claim is against the City of Highland and not another public entity. Where space is insufficient, please use additional paper and identify information by paragraph number. Completed claims must be mailed or delivered to:

CITY CLERK, CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND CA 92346
909) 864- 6861, ext. 226
WARNING: IT IS A CRIMINAL OFFENSE TO FILE A FALSE CLAIM, PENAL CODE S72; INSURANCE CODE S556. 1.

NOTICE: PER GOVERNMENT CODE SECTION 910.4, THIS FORM MUST BE USED IN ORDER TO COMPLY WITH SECTIONS 910 AND 910. 2 OF THE GOVERNMENT CODE.

TO THE HONORABLE MAYOR AND CITY COUNCIL OF THE CITY OF HIGHLAND:

The undersigned respectfully submits the following claim and information relative to damage to persons and/ or personal property:

1. Name of Claimant Maria Vargas
a. Complete Address of Claimant, including City, State and Zip Code:
26664 Bruce St, Highland, CA 92346
b. Phone Numbe
C. Date of Birth
4 d. Driver' s License/ State Identification Card Number:

Issued by which State:

Driver' s License Identification Card
Expiration Date:

2. Name, telephone and address to which claimant desires notices to be sent, if other than above:

Bauman Law 24003A Ventura Blvd, 2nd Floor
Calabasas,
818- 285-0299

3. Occurrence or event from which the claim arises:
a
lIZ
Date of occurrence 06/ 13/ 2024
Time of occurrence 09: 30 AM
C. Place of occurrence ( Exact and specific location)
H5gh1andA'; 0mmun__1t_y Park 77-93 Central --
Highland, CA 92346
d. How and under what circumstances did damage or injury occur? Specify the particular occurrence, event, act or omission you claim caused the injury or damage ( use additional paper if necessary).

Mrs. Vargas was sitting on a bench table with other people when the bench broke away from the table causing her fall and hurt her ankle.
e. What particular action by the City, or its employees, caused the alleged damage or injury?
The city is responsible for maintaining public areas in a safe manner and failed to do so leading to the failure of the bench.
5 4. A general description of the indebtedness, obligation, injury, damage or loss incurred so far as it may be known at the time of presentation of the claim. If there were no injuries, state " no injuries".

Mrs Vargas is hurt her ankle and is still treating.

5. Give the name( s) of the City employee(s) causing the damage or injury:

TBD

6. Name and address of any other person injured:

TBD

7. Name and address of the owner of any damaged property:

TBD

8. Damages Claimed:
a. Amount claimed as of this date: $ TBD
b. Estimate amount of future costs: $ 1, 000, 000. 00
C. Total amount claimed: $ 1. 000. 000. 00
d. Basis for computation of amounts claimed. Include copies of all bills, invoices, estimates, etc.:

TBD as Mrs Vargas is still treating for injuries
6 9. Names and addresses of all witnesses, hospitals, doctors, etc. a. TBD as Mrs. Vargas is still treating for injuries
b.

C.
d.
e.

10. Any additional information which might be helpful in considering this claim:

WARNING: IT IS A CRIMINAL OFFENSE TO FILE A FALSE CLAIM, PENAL CODE S72; INSURANCE CODE S556. 1.

I have read the matters and statements made in the above claim and I know the same to be true of my own knowledge, except as to those matters stated upon information or belief as to such matters I believe the same to be true. I certify under penalty of perjury that the foregoing is true and correct.

Signed at: Calabasas, CA 91302
City and State
Date: 06/ 26/ 2024 `
Signature of Claimant
Shaun Bauman
Printed name of person signing above
7 BAUMAN LAN', APLC
24003A VENTURA BLVD, 2NDFLOOR, CALABASAS CA 91302
TEL: ( 818) 285- 0222 t FAX: ( 818) 285- 0224 INFO(&, BAUMAN. LAW tune 26, 2024 SENT VIA FASCIMILF,:

City Of Highland
27215 Base Line
Highland, CA 92346
RE: LETTER OF REPRESENTATION & PRESERVATION OF EVIDENCE Our Client: Maria Vargas
Your Insured: Highland Community Park
7793 Central Ave, Highland, CA 92346
Claim Number:

Our File #: 12071725
Date of Loss: 6/ 13/ 2024
To Whom It May Concern,
This law office has been retained by the above -named individual in a claim for personal damages arising from injuries sustained 6/ 13/ 2024. Our investigation, thus far, concludes that our client' s injuries are a direct and approximate result of negligence on the part of Highland Community Park
Failing to maintain safe & proper conditions on said property and premises.

Through creating a dangerous condition.

Failing to warn of the unreasonably dangerous condition.

In having actual notice of the dangerous condition by virtue of creating it.

In having actual or constructive notice ofthe dangerous condition.

We would appreciate your cooperation in having a representative of your insurance company contact our office. All further communications and inquiries regarding this matter should be directed to this office rather than to our client.

We ask that you provide your insurance information at your earliest convenience.

PLEASE TAKE NOTICE that this office possesses a lien for Attorneys' fees and costs advanced in this matter. Therefore, you are requested to include Bauman Law APLC as payee, upon any draft or other negotiable instrument given or tendered in payment of any claim, verdict, judgment, award, or settlement arising out of the above -mentioned matter.

You Have 14 Days to respond or we will pursue with litigation. 8 It

BAUMAN LAW, APLC
24003A VENTURA BLVD, 2ND FLOOR, CALABASAS CA 91302
TEL: ( 818) 285- 0222 FAX: ( 818) 285- 0224 • INFO@BAUMAN. LAw Pursuant to Boicourt V. Amex Assurance Company, ( 78 Cal. App 41 1390; 93 Cal. Rptr. 2d 763 2000 Cal. App. Lexis 186), we hereby respectfully request that you provide our offices with your insureds policy limits and a copy of the declarations page evidencing said limits. Please provide our office with a written liability decision in this matter as soon as possible and lastly, we request for you to ask permission of your insured to disclose a current address to our office.

An authorization pursuant to section 2695. 2( c) ofthe Calijarnia Code of regulations, Title Ill Chapter 5, is enclosed herewith.

A second purpose of this letter is to advise you of the requirement of Penal Code Section 135 which reads as follows:

Destrovine evidence; Every person who, knowing that any book, paper, record, instrument in writing, or other matter or thing, is about to be produced in evidence upon any trial, inquiry or investigation whatever, authorized by law, willfully destroys or conceals same with intent thereby to prevent it from being produced, is guilty of a misdemeanor."
You are also advised that a tort action for intentional spoliation of evidence could subject your company to liability for intentionally destroying evidence.

Please make sure to save all video footage that captures the incident and video footage ofthe surrounding areas for a minimum of two hours prior to the slip in fall. Preserve all sweep sheets, cleaning reports, witness statements, and any other documents that would be discoverable when suit is filed.

Thank you very much for your anticipated cooperation in this matter.

Very Truly Yours,

BAUMAN LAW APLC
Robs
Legal Assistant
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Highland Community Park
Highland Community Park - Google Maps
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BAUMAN LAW, APLC
24003A VENTURA BLvD, 2ND FLOOR, CALABASAS, CA 91302
TEL: ( 818) 285- 0222 FAX: ( 818) 285- 0224 INFO( a,)BAUvtAN. LAW

DESIGNATION OF ATTORNEY
TO: Gij: I
Pursuant to Section 2695. 2( c) of the California Code of Regulations, Title 10, chapter 5 Subchapter 7. 5, I authorize Bauman Law APLC, to handle my bodily injury and property damage claim regarding my accident on 06/ 13/ 2024
Date: 06 / 25 / 2024
Signature ( Firma del Cliente)
Maria Vargas
Name (Hombre)
24003A VENTURA BLVD, 2ND FLOOR, CALABASAS, CA 91302
TEL: ( 818) 285- 0222 • FAX: ( 818) 285- 0224 INFO@BAUMAN. LAW 12 STAFF REPORT

TO THE CITY COUNCIL
DATE: August 13, 2024
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
REVIEWED BY: Dana Calkins, George Hills Company, Claims Adjuster SUBJECT: Claim Consideration - Anita Padilla
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.

BACKGROUND: The Claim was received in the City Clerk' s Office on July 9, 2024. It was then sent to the City' s claim adjuster, George Hills Company, who is recommending the claim be rejected.

Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No. (_
File No.

Ci anager
1 hi

GEORGE HILLS
Our minds over your matters.

July 22, 2024
Alondra Munoz
City Clerk
City of Highland
RE: Client:

Claim Number
Date of Loss:

Claimant:

Dear Ms. Munoz:

City of Highland
GHCO074137
03/ 20/ 2024
Anita Padilla
We have reviewed the above captioned claims and request that you take the action indicated below:

Please issue a standard rejection to commence the statute of limitations.

Please provide us with a copy of the notices sent.

Should you have any questions, please feel free to contact the undersigned.

Kindest Regards,
George Hills Company, Inc.

N. .

Dana Calkins
Sr. Claims Adjuster
Direct Dial: ( 916) 333- 0575
Email: dana. calkins@georgehills. com
2 City of
HIG11LAND 17, F
Inc. 1987
July 9, 2024
Patti Schneiders
Claims Processor
Rancho Cordova Office
PO Box 278
Rancho Cordova, CA 95741
Re: Claimant( s): Anita Padilla
Incident Date: March 20, 2024
Dear Patti:

Enclosed is a copy of a Claim received via mail at the Office of the City Clerk on July 9, 2024, by the above referenced claimant( s). Note: The location stated in the attachment indicates the incident occurred in the City of Highland but in the premises of 25318 5th Street, San Bernardino, CA 92410 referred to as the Sterling Natural Resource Center owned and operated by East Valley Water District.

This item will be tentatively scheduled for the City Council regular meeting of Tuesday, August 13, 2024, pending your recommendation. All correspondence will be required from George Hills no later than Friday, August 2. Please review and advise this office on the appropriate action to be taken.

If you have any questions, please contact Leticia Nava -Cruz at (909) 864- 6861, ext. 208 or myself at ext. 226.

Sincerely,
Alondra Munoz
City Clerk
cc: Carlos Zamano, City Manager
Leticia Nava - Cruz, Director of Administrative Services Maricela Marroquin, City Attorney
Mayor Mayor Pro Tern City Council City Council City Council City Manager Penny Lilburn Larry McCallon Jesse Chavez - Cordova Anaeli Solano John P. Timmer Carlos Zamano 27215 Base Line • Highland, CA 92346
Tel: 909. 864.6861 • Fax: 909. 862. 3180 • www. cityofhighland. org 3 Do not write in this space.

For office use only:

Received:

By: AuncL" MV10-pZ
E- Mail IS Mail In person

CLAIM AGAINST THE CITY OF HIGHLAND
For damages to persons or personal property)
A claim must be filed with the City Clerk within 180 days after which the incident or event occurred. Be sure your claim is against the City of Highland and not another public entity. Where space is insufficient, please use additional paper and identify information by paragraph number. Completed claims must be mailed or delivered to:

CITY CLERK, CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND CA 92346
909) 864- 6861, ext. 226
WARNING: IT IS A CRIMINAL OFFENSE TO FILE A FALSE CLAIM, PENAL CODE S72; INSURANCE CODE S556. 1.

NOTICE: PER GOVERNMENT CODE SECTION 910. 4, THIS FORM MUST BE USED IN ORDER TO COMPLY WITH SECTIONS 910 AND 910. 2 OF THE GOVERNMENT CODE.

TO THE HONORABLE MAYOR AND CITY COUNCIL OF THE CITY OF HIGHLAND:

The undersigned respectfully submits the following claim and information relative to damage to persons and/ or personal property:

1. Name of Claimant Anita Padilla
a. Complete Address of Claimant, including City, State and Zip Code:
6531 Merito PI San Bernardino, CA 92404
b. Phone Number ( )
C. Date of Birth
4 d. Driver' s License/ State Identification Card Number:

Issued by which State: California
X Driver' s License Identification Card
Expiration Date:_

2. Name, telephone and address to which claimant desires notices to be sent, if other than above:

Stephan Filip PC P: 323-303- 3533 E:
100 W Broadway Suite 1040 Glendale, CA 91210 Ph: 323 303 3533

3. Occurrence or event from which the claim arises:
a. Date of occurrence 03/ 20/ 2024
b. Time of occurrence approximately 11: 30 am
C. Place of occurrence ( Exact and specific location)
Sterling Natural Resource Center
25318 5th Street San Bernardino CA 92410
d. How and under what circumstances did damage or injury occur? Specify the particular occurrence, event, act or omission you claim caused the injury or damage ( use additional paper if necessary).

Ms. Padilla fell and injured herself when a chair, on the premises of Sterling Natural Resource Center was not properly secured, attached and/or improperly placed on the premises rolled away. e. What particular action by the City, or its employees, caused the alleged damage or injury?
The City of Highland failed to provide safe premises to their invitees. 5 4. A general description of the indebtedness, obligation, injury, damage or loss incurred so far as it may be known at the time of presentation of the claim. If there were no injuries, state " no injuries".

The full extent of the injuries will be provided upon receipt of medical records.

5. Give the name( s) of the City employee( s) causing the damage or injury:

Unknown

6. Name and address of any other person injured:
n/ a

7. Name and address of the owner of any damaged property:

8. Damages Claimed:
a. Amount claimed as of this date: $
b. Estimate amount of future costs: $
C. Total amount claimed: $ To be determined at trial.
d. Basis for computation of amounts claimed. Include copies of all bills, invoices, estimates, etc.:
6 9. Names and addresses of all witnesses, hospitals, doctors, etc. a.

L7
0 e

10. Any additional information which might be helpful in considering this claim:

WARNING: IT IS A CRIMINAL OFFENSE TO FILE A FALSE CLAIM, PENAL CODE S72; INSURANCE CODE S556. 1.
1 have read the matters and statements made in the above claim and I know the same to be true of my own knowledge, except as to those matters stated upon information or belief as to such matters I believe the same to be true. 1 certify under penalty of perjury that the foregoing is true and correct.

Signed at: Glendale, California
City and State
Date: 14--Z. y
Signature o laimant
Stephan Airapetian, Esq.

Printed name of person signing above
7 STAFF REPORT

TO THE CITY COUNCIL
DATE: August 13, 2024
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Conflict of Interest Code Update
RECOMMENDATION: That the City Council:
1) Receive and file the 2024 Local Agency Biennial Notice; and 2) Adopt Resolution No. 2024- , amending the City' s Conflict of Interest Code and rescinding Resolution No. 2022- 046.

FISCAL IMPACT: None
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City's website.

BACKGROUND: The Political Report Act ("Act") requires that public agencies adopt a Conflict of Interest Code ( code). A code designates positions required to file Statements of Economic Interests Form 700) and assigns disclosure categories specifying the types of interests to be reported. It is required that cities amend their code during even numbered years to reflect the creation of new positions, deletion of positions, changes in any titles, as well as any changes made to the Act.

Additionally, the city is required to complete and execute the 2024 Local Agency Biennial Notice review form and maintain the form on file with the City Clerk' s Office indicating that this review has been conducted for the city.

Pursuant to the Act, a designated employee is an officer, employee, member, or consultant of an agency whose position is designated in the code because the position entails the making or participation in the making of governmental decisions that may foreseeably have a material effect on his or her financial interest. Elected City Council Members, appointed Planning Commissioners, City Manager, City Attorney and Director of Administrative Services are not included on the List of Designated Positions as these individuals are governed under Government Code Section 87200 and have full disclosure requirements.

Staff has reviewed the code and has determined the following change has occurred in the city' s reporting schedules:

Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
C
Second Agenda Item No.

File No.

Z,
6 City Manager
1 Add the following Reporting Categories:

Assistant Administrative Services Manager
Assistant Engineer
Associate Engineer
Senior Civil Engineer
Attachments: Resolution No. 2024-
2 RESOLUTION NO. 2024-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,

CALIFORNIA, ADOPTING THE CITY' S CONFLICT OF INTEREST CODE AND RESCINDING RESOLUTION NO. 2022- 046
WHEREAS, the City of Highland City Council previously adopted Resolution No. 2022- 046 adopting the model Conflict of Interest Code set forth in Section 18730 of the California Code of Regulations; and
WHEREAS, by this resolution, the City is adopting a new updated Conflict of Interest Code; and
WHEREAS, the City Council desires to designate persons holding positions listed in Appendix A as bodies that are subject to this Code.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Highland does hereby find, determine and declares follows:

1. Resolution No. 2022- 046 is hereby rescinded.

2. The Political Reform Act, Government Code Section 81000 et seq., requires state and local government agencies to adopt and promulgate conflict of interest codes. The Fair Political Practices Commission has adopted a regulation, 2 Cal.

Code of Regs. Section 18730. It can be incorporated by reference in an agency' s code and may be amended by the Fair Political Practices Commission after public notice and hearing to conform to amendments in the Political Reform Act. Therefore, the terms of 2 Cal. Code of Regs. Section 18730, and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference, and along with the attached Appendices A, B and C, which identify the members, employees and consultants that are designated and the disclosure categories, constitute the Conflict of Interest Code for the City of Highland, which is considered the " agency" within the purview of this Code.

3. Designated employees shall file statement of economic interests with the City Clerk of the City of Highland. Statements for all designated employees will be retained by the City and will be available for inspection and reproduction pursuant to Government Code Section 81008.
3 APPENDIX A

DESIGNATED EMPLOYEE FILERS

DESIGNATED EMPLOYEE FILERS DISCLOSURE CATEGORIES
Administrative Analyst 3, 4, 5
Administrative Services Manager 3, 4, 5
Assistant Administrative Services Manager 3, 4, 5
Assistant City Manager 1
Assistant Community Development Director 1
Assistant Engineer 3, 4, 5
Assistant Public Works Director 1
Associate Engineer 3, 4, 5
Building Official 1
City Clerk 3, 4, 5
City Planner 1
Code Compliance Officer 2, 3, 4, 5
Committee/ Board Members 1
Community Development Director 1
Consultants See Appendix C
Deputy City Clerk 3, 4, 5
Economic Development Specialist 2, 3, 4, 5
Maintenance Superintendent 3, 4, 5
Public Services Manager 3, 4, 5
Public Works Manager 3, 4, 5
Public Works Director/City Engineer 1
Senior Code Compliance Officer 2, 3, 4, 5
Senior Civil Engineer 1
The Members of City Council and Planning Commission, City Manager, City Attorney, Director of Administrative Services/ City Treasurer and all other City Officials who manage public investments as defined by 2 Cal. Code of Regs. § 18701 ( b) are not subject to the City's Code but are subject to the disclosure requirements of the Act. ( Government Code Section 87200 et. seq.). [ Regs. § 18730( b)( 3)].
4 APPENDIX B

DISCLOSURE CATEGORIES
The disclosure categories listed below identify the types of investments, business entities, sources of income, or real property, which the Designated Employee must disclose for each disclosure category to which he or she is assigned.

Category 1. Full Disclosure — Interests in real property located within the City or within two miles of the boundaries of the City or within two miles of any land owned or used by the City, as well as investments, business positions and sources of income, including gifts, loans and travel payments.

Category 2. Reportable interests in real property in the jurisdiction. ( Form 700, Schedule B)
Category 3. Reportable income and business positions. ( Form 700, Schedule C) Category 4. Reportable investments. ( Form 700, Schedules A- 1 and A- 2) Category 5. Reportable gifts and travel gifts. ( Form 700, Schedules D and E) 5 APPENDIX C

CONSULTANT FILERS'

DESIGNATED CONSULTANTS DISCLOSURE CATEGORIES
Consultants who make ( not just recommend) 1
governmental decisions, such as whether to
approve a rate, rule, or regulation, whether to
issue, deny, suspend, or revoke any permit,
license, application, certificate or similar
authorization, adopt or grant City approval to a
plan, design, report, study, or adopt or grant City
approval of policies, standards, or guidelines for
the City or any subdivision thereof.

Consultants who serve in a staff capacity with the Disclosure required at the same level as a City, and in that capacity participate in making a comparable designated position in the same or governmental decision by providing information, similar City Department identified elsewhere in this an opinion, or a recommendation for the purpose Code.
of affecting the decision without significant
intervening substantive review.

Consultants who perform the same or Disclosure required at the same level as the substantially all the same duties for the City that comparable designated position identified would otherwise be performed by an individual elsewhere in this Code. holding a designated position in the City' s Conflict
of Interest Code.

Category 1
Designated consultants assigned to this category shall disclose:
a) All business entities or non- profit corporations in which they are a director, officer, partner, trustee, employee or hold a position of management; interests in real property, investments; and income, including gifts, loans and travel payments. z
b) When the consultant is a corporation or partnership, only individuals from the firm that fit into one of the three categories of designated consultants must file disclosure statements.

Only consultants who make a governmental decision or act in a staff capacity as defined in 2 Cal. Code Regs. Section 18701, as amended from time to time, shall be subject to economic disclosure requirements. 2 Consultants who make governmental decisions shall disclose pursuant to the broadest disclosure category in the Code subject to the following limitation:

The City Manager may determine in writing that a particular consultant, although a " designated position," is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements described in the section. Such written determination shall include a description of the consultant' s duties and, based upon that description, a statement of the extent of disclosure requirements. The City Manager' s determination is a public record and shall be retained for public inspection in the same manner and location as this Conflict of Interest Code. 6 STAFF REPORT

TO THE CITY COUNCIL
DATE: August 13, 2024
FROM: Carlos Zamano, City Manager
PREPARED BY: Melissa Morgan, Public Services Mana
SUBJECT: Renewal of the Joint Use of Facilities Agreement with the Redlands Unified School District to utilize the playing fields of Highland Grove Elementary and Beattie Middle School, located at the southwest corner of Webster Street and Eucalyptus Avenue, as a public park.

RECOMMENDATION: The Finance/Personnel Subcommittee recommends approval of the renewal of the Joint Use of Facilities Agreement with the Redlands Unified School District, (" District"), to use the playing fields of Highland Grove Elementary and Beattie Middle School as a public park.

FISCAL IMPACT: The current and proposed agreement, attached hereto, provides that in exchange for the school site to be utilized as a public park the City pays for all water usage for the park area as shown in Exhibit A to the current and proposed agreement. At the time of the initial adoption of the agreement it was estimated by the District that the annual water usage for the play fields would cost approximately $ 30, 000 annually.

The following table represents the last four years of water usage annual costs:

Approved Motion
Denied Ayes_
Continued Noes
Tabled Abstain
Absent
d " I -
City &

FISCAL YEAR AMOUNT
20/ 21 65, 771. 10
21/ 22 36, 284. 73
22/ 23 56, 002. 82
23/ 24 26, 920. 96
Second Agenda Item No.

File No.
nager
1 City Council Meeting of
August 13, 2024
Joint Use Agreement - RUSD

Page 2 ends

PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.

BACKGROUND: At its meeting of October 28, 2003, the City Council agreed in concept to enter into an agreement with the District designating the play fields of the then two new schools at Webster and Eucalyptus Streets as a public park. Such an agreement between a school district and a city is not unusual given the limited space for parks and schools. In addition, the cost of maintenance of a school or park as a single use site is expensive and therefore, combining facilities ( dual use) is good fiscal management. At its meeting of September 14, 2004, the City Council approved the current agreement with a term of twenty ( 20) years. The current agreement will expire on October 1, 2024.

The current agreement terms provided not only for the use of the playing area as a park but that the City would also provide financial assitance for upgrading the perimeter fencing material to tubular steeel fencing instead of the intended chain link fencing.

The terms of the proposed agreement are identical with the exception of the obligation of the financial assitance during the construction of the fencing. That section has been removed. The agreement has been reviewed by the City Attorney and is acceptable. A summary of the terms are as follows:

1. Term of twenty ( 20) years.

2. The use of the facilities for the mutual benefit by the District, City and their community members.

3. City may install equipment or facilities on District grounds with approval by the District.

4. District is responsible for maintaining District grounds, including but not limited to mowing the fields and removal of garbage and debris.

5. City shall supply and bear the cost of water necessary to maintain District grounds limited to the area shown on Exhibit A of the proposed agreement.

6. Both District and City are entitled to use of the athletic, playfields and adjacent parking lot for instructional and recreational porograms. The District reserves the right of prioroty during school hours of operation for school and school related activities.

7. City is responsible for the coordination of the use of the playfields by outside organizations.

8. District shall not charge any additonal fees to City for use of District grounds or facilities.

9. Either City or Districct may terminate the agreement, with or without cause, upon sixty ( 60) days written notice to the other party.

Redlands Unified School District Board of Education will consider the proposed Agreement at their Board meeting on August 20, 2024.
2 City Council Meeting of
August 13, 2024
Joint Use Agreement - RUSD

Page 3 ends

The continued use of the school facility as a public park enhances the community' s public places and provides a more pleasing aesthetic environment for those that take advantage of the joint facility. Finally, the additional park area would continue to add open space as outlined in the City' s General Plan.

Attachments:

1. Current Agreement for Joint Use of Facilities

2. Proposed Agreement frop Joint Use of Facilities
3 CURRENT AGREEMENT
4 AGREEMENT FOR JOINT USE OF FACILITIES
Between the
City of Highland
and the
Redlands Unified School District
THIS AGREEMENT is made and entered into this 1st day of October, 2004, by and between the CITY OF HIGHLAND, a Municipal Corporation, (hereinafter referred to as " City"), and the REDLANDS UNIFIED SCHOOL DISTRICT, a School District organized and existing under the laws ofthe State of California (hereinafter referred to as " District").

RECITALS
WHEREAS, the District owns certain property on Orange and Eucalyptus Streets in Highland, which is being developed as a School Site, to include School Buildings, School Grounds, and Playfield Areas for students K-8 ( hereinafter the " School Site"); and WHEREAS, the City and District have determined that it will be in the best public interest, both economically and practically, for the City and District to cooperate with each other in the use and operation of Joint Recreation and Community Facilities on the School Site; and WHEREAS, City and District desire to enter into an Agreement for Joint Use of certain parking and athletic field facilities for public school use and for public park and recreational use on the School Site under Education Code Section 10900, et. seq., and NOW, THEREFORE, in consideration for the covenants, conditions and provisions set forth herein, the City of Highland and the Redlands Unified School District agree as follows:

AGREEMENT

1. GENERAL PURPOSE
The purposes and intent of this Agreement are to provide for the shared development, use, and maintenance of the Athletic Fields, Parking Facilities and Community Facilities on the School Site, for the mutual benefit and use ofthe District and City and their community;
City of Highland/ RUSD Joint Use Agreement
n0%^ -,--
5 2. CONSTRUCTION
The City hereby agrees to reimburse and/ or provide assistance to the District for perimeter 6'- high steel tube fence, as per bid specifications contained in RUSD Bid No. 9- 03, dated September, 2003, in the amount of $110, 157

3. CITY EQUIPMENT / FACILITIES
City may install equipment or facilities on District grounds, upon approval by the District and in compliance with applicable Federal or State requirements. Any City equipment or facilities installed or constructed on District grounds shall remain property of the City.

City shall be solely responsible for maintaining City equipment on District grounds.

District shall use City equipment and facilities as provided herein. City shall be entitled to remove any City equipment and facilities on District grounds. The City shall repair any damage resulting from said equipment removal.

4. FIELD MAINTENANCE
The District shall be responsible for maintaining District grounds and facilities, including, but not limited to mowing fields, removal of garbage and debris, and landscape maintenance needed to operate District outdoor activities. City shall be responsible for maintenance of City facilities, preparation of facilities and grounds needed for City activities, and removal of garbage and debris resulting from City activities.

5. WATER
During the term of this Agreement, City shall supply and bear cost of water necessary to maintain District grounds, as shown on the attached Exhibit " A". District shall incur cost ofinstallation of the water meter and related construction costs necessary to comply with this provision. District shall be responsible for prompt repair and maintenance of irrigation lines and related equipment.

6. SCHEDULING AND PRIORITY USE
During the term of this Agreement, both the District and City shall be entitled to use the athletic and playfields and parking facilities for instructional and recreational programs.

It is the intent of the parties to secure the maximum use of the recreational and park facilities to benefit the students and citizens ofthe community.

A. The District shall reserve the right ofpriority over school facilities and grounds during school hours of operation and for school and school -related activities. The District facilities and grounds shall be available at all other times to the City, during established hours of operation, as agreed to by the City and District.

District and City Representatives shall communicate, as needed to coordinate City of Highland/ RUSD Joint Use Agreement 2
nnnn9e
6 scheduling of facilities and grounds.

B. City may schedule evening and weekend use for District Grounds, as mutually agreed to by the District and City For use of District buildings, City shall file a Use of District Facilities Application," in accordance with District' s established procedures.

C. Documents required by the City from outside organizations for use of School facilities and grounds for City -sponsored or City -scheduled activities shall include a waiver signed by the Applicant, indemnifying the District from any loss, liability or claim.
7 FEES
District shall not charge City any fees for use ofDistrict grounds and facilities. However, City shall pay to District all District -incurred direct personnel costs resulting from City' s use of District grounds and facilities. District shall notify City in advance of any direct personnel costs associated with scheduled activities.

S. SAFETY
The facilities and grounds shall be maintained and operated in accordance with established safety standards. City and District Representatives shall report any and all possible safety hazards that come to the attention of such Representatives of the appropriate Agency.

9. INSURANCE
City and District shall at all times maintain liability insurance for property damage and bodily injury arising out of their respective activities under this Agreement. Such liability and property damage insurance shall be maintained in full force and effect during the entire term of this Agreement, in the amount of not less than one million dollars 1, 000,000) combined single limit. District and City may alternatively satisfy the insurance requirements herein through a formal, self -insured program to which both parties agree as acceptable. District and City shall name each other as additional insured on any such policies and provide each other with Certificates of Insurance evidencing the same concurrent with the execution ofthis Agreement and each year thereafter.

10. HOLD HARMLESS
A. City shall defend, indemnify and hold District harmless from any and all damage, loss, liability, claim, suit or judgment resulting from work done by or on behalf of, or omitted by the City, in connection with this Agreement. Additionally, City shall defend, indemnify and hold District harmless from any loss, liability, claim, City of Highland/ RUSD Joint Use Agreement 3
000.025
7 suit or judgment arising out of public use of District Grounds and Facilities by members of the public when School is not in session, and such Grounds and Facilities are in use for City -sponsored events and activities.

B. District shall defend, indemnify and hold City harmless from any and all damage, loss, liability, claim, suit or judgment resulting from work or acts done by or on behalf of, or omitted by the District, in connections with this Agreement.

Additionally, District shall defend, indemnify and hold City harmless from any loss, liability, claim, suit or judgment arising out of use of the District Grounds and Facilities when School is in session or during District -sponsored events and activities.

C. These provisions are included, in accordance with Government Code Section 845. 4 and are applicable to all parties hereto to the extent authorized by law.

11. CIVIC CENTER ACT, DISTRICT POLICY AND REGULATIONS
Except as specifically set forth in this Agreement, the provisions of the Civic Center Act, Education Code 38130 et. seq. ( or any successor), and District Board Policy and Administrative Regulations 1330 pertaining to Use ofFacilities, shall apply to the City' s use of School Grounds and Facilities.

12. NON -ASSIGNABLE
The City and District agree not to assign any right or privilege connected with this Agreement. Any and all contractees ofthe City are subject to any and all Sections ofthis Agreement pertaining to the City

13. TERM OF AGREEMENT
Unless otherwise terminated pursuant to Section 14, or by mutual agreement of the parties, this Agreement shall be in full force and effect for a period of twenty (20) years from the date of approval by the last party to execute this Agreement. Upon expiration of the Initial Term, the Agreement may be extended upon approval by both parties. Ifthe Agreement is not extended beyond the Initial Term, it shall continue in full force and effect upon the same terms and conditions from year to year.

14. TERMINATION
Either the City or District may terminate this Agreement, with or without cause, upon sixty (60) days prior written notice of such termination to the other party Upon termination by either party, the parties shall negotiate in good faith consideration of any separation ofutility meters, connections, City -owned property on -site, or related matters.

City of Highland/ RUSD Joint Use Agreement
rl
000026
8 15. NOTICES
All notices to be given under this Agreement shall be in writing and delivered in person, or sent by First Class Mail, addressed as follows:

City ofHighland Redlands Unified School District
Community Development Department Facility & Community Services Office 27215 Base Line P. O. Box 3008
Highland, CA 92346 Redlands, CA 92373
IN WITNESS WHEREOF, the parties hereto have executed tl ' Bement on the following dates:

City ofHi Redlands Unified School DistrictB
By. Z:

KoM
President Ciiv
oiehl Board of Education Witness:

Witness: L
ltr City
Cllighland AJerk City
of Board of Education A1Ov'
September 28, 2004 Date:

Date: City
of Highland/ RUSD Joint Use Agreement 5
000027
9 Exhibit A
0 0
0 13
r
0 Mob
I MYC, IImn 4) 0 41KI 41 Mob 11
City Irrigated Field
111
10 PROPOSED RENEWAL AGREEMENT
11 AGREEMENT FOR JOINT USE OF FACILITIES
Between the City of Highland and the Redlands Unified School District This AGREEMENT is made and entered into this 1st day of October, 2024, by and between the CITY OF HIGHLAND, a Municipal Corporation, ( hereinafter referred to as " City"), and the REDLANDS UNIFIED SCHOOL DISTRICT, a School District organized and existing under the laws of the State of California hereinafter referred to as " District").

RFCITALS
WHEREAS, the City and District have determined that it will be in the best public interest, both economically and practically, for the City and District to cooperate with each other in the use and operation of Joint Recreation and Community Facilities on the School Site; and WHEREAS, City and District desire to enter into an Agreement for Joint Use of certain parking and athletic field facilities for public school use and for public park and recreational use on the School Site under Education Code Section 10900, et seq.; and
NOW, THEREFORE, in consideration for the covenants, conditions, and provisions set forth herein, the City of Highland and the Redlands Unified School District agree as follows:

AGREEMENT

1. GENERAL PURPOSE
The purposes and intent of this Agreement are to provide for the shared development, use, and maintenance of the Athletic Fields, Parking Facilities, and Community Facilities on the School Site, for the mutual benefit and use of the District and City and their community.

2. CITY EQUIPMENT/ FACILITIES
City may install equipment or facilities on District grounds, upon approval by the District and in compliance with applicable Federal or State requirements. Any City equipment or facilities installed or constructed on District grounds shall remain property of the City. City shall be solely responsible for maintaining City equipment on District grounds. District shall use City equipment and facilities as provided herein. City shall be entitled to remove any City equipment and facilities on District grounds.

The City shall repair any damage resulting from said equipment removal.

3. FIELD MAINTENANCE
The District shall be responsible for maintaining District grounds and facilities, including, but not limited to mowing fields, removal of garbage and debris, and landscape maintenance needed to operate District outdoor activities. City shall be responsible for maintenance of City facilities, preparation of facilities and grounds needed for City activities, and removal of garbage and debris resulting from City activities.
12 4. WATER
During the term of this Agreement, City shall supply and bear the cost of water necessary to maintain District grounds, as shown on the attached Exhibit " A". District shall be responsible for prompt repair and maintenance of irrigation lines and related equipment.

5. SCHEDULING AND PRIORITY USE
During the term of this Agreement, both the District and City shall be entitled to use the athletic and playfields and parking facilities for instructional and recreational programs. It is the intent of the parties to secure the maximum use of the recreational and park facilities to benefit the students and citizens of the community.

A. The District shall reserve the right of priority over school facilities and grounds during school hours of operation and for school and school -related activities. The District facilities and grounds shall be available at all other times to the City, during established hours of operation, as agreed to by the City and District. District and City Representatives shall communicate, as needed, to coordinate scheduling of facilities and grounds.

B. City may schedule evening and weekend use for District Grounds, as mutually agreed to by the District and City. For use of District buildings, City shall file a " Use of District Facilities Application," in accordance with District' s established procedures.

C. Documents required by the City from outside organizations for use of School facilities and grounds for City -sponsored or City -scheduled activities shall include a waiver signed by the Applicant, indemnifying the District from any loss, liability, or claim.

6. FEES
District shall not charge City any fees for use of District grounds and facilities. However, City shall pay to District all District -incurred direct personnel costs resulting from City' s use of District grounds and facilities. District shall notify City in advance of any direct personnel costs associated with scheduled activities.

7. SAFETY
City and District Representatives shall report any and all possible safety hazards that come to the attention of such Representatives of the appropriate Agency.

S. INSURANCE
City and District shall at all times maintain liability insurance for property damage and bodily injury arising out of their respective activities under this Agreement. Such liability and property damage insurance shall be maintained in full force and effect during the entire term of this Agreement, in the amount of not less than one million dollars ($ 1, 000, 000) combined single limit. District and City may alternatively satisfy the insurance requirements herein through a formal, self -insured program to which both parties agree as acceptable. District and City shall name each other as additional insured on any such policies and provide each other with Certificates of Insurance evidencing the same concurrent with the execution of this Agreement and each year thereafter.

9. HOLD HARMLESS
13 A. City shall defend, indemnify and hold District harmless from any and all damage, loss, liability, claim, suit or judgment resulting from work done by or on behalf of, or omitted by the City, in connection with this Agreement. Additionally, City shall defend, indemnify and hold District harmless from any loss, liability, claim, suit or judgment arising out of public use of District Grounds and Facilities by members of the public when School is not in session, and such Grounds and Facilities are in use for City -sponsored events and activities.

B. District shall defend, indemnify and hold City harmless from any and all damage, loss, liability, claim, suit or judgment resulting from work or acts done by or on behalf of, or omitted by the District, in connections with this Agreement. Additionally, District shall defend, indemnify and hold City harmless from any loss, liability, claim, suit or judgment arising out of use of the District Grounds and Facilities when School is in session or during District -sponsored events and activities.

C. These provisions are included in accordance with Government Code Section 895. 4 and are applicable to all parties hereto to the extent authorized by law.

10. CIVIC CENTER ACT, DISTRICT POLICY AND REGULATIONS
Except as specifically set forth in this Agreement, the provisions of the Civic Center Act, Education Code 38130 et seq. ( or any successor), and District Board Policy and Administrative Regulations 1330 pertaining to Use of Facilities, shall apply to the City' s use of School Grounds and Facilities.

11. NON - ASSIGNABLE
The City and District agree not to assign any right or privilege connected with this Agreement. Any and all contractees of the City are subject to any and all Sections of this Agreement pertaining to the City.

12. TERM OF AGREEMENT
Unless otherwise terminated pursuant to Section 13, or by mutual agreement of the parties, this Agreement shall be in full force and effect for a period of twenty ( 20) years from the date of approval by the last party to execute this Agreement. Upon expiration of the Initial Term, the Agreement may be extended upon approval by both parties. If the Agreement is not extended beyond the Initial Term, it shall continue in full force and effect upon the same terms and conditions from year to year.

13. TERMINATION
Either the City or District may terminate this Agreement, with or without cause, upon sixty ( 60) days prior written notice of such termination to the other party. Upon termination by either party, the parties shall negotiate in good faith consideration of any separation of utility meters, connections, City -owned property on -site, or related matters.
3 14

14. NOTICES
All notices to be given under this Agreement shall be in writing and delivered in person, or sent by First Class Mail, addressed as follows:

City of Highland
Community Development Department
27215 Base Line
Highland, CA 92346
Redlands Unified School District
Facilities Planning
P. O. Box 3008
Redlands, CA 92373
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the following dates:

City of Highland
By:

Mayor
City of Highland
Witness:

City Clerk
City of Highland
Date:

Redlands Unified School District
By:

President
Board of Education
Witness:

Clerk
Board of Education
Date:
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16 STAFF REPORT

TO THE CITY COUNCIL
DATE: August 13, 2024
FROM: Carlos Zamano, City Manager
1 PREPARED BY: Leticia Nava -Cruz, Director of Administrative Services/ City Treasurer .- SUBJECT: Upgrading the City' s current Financial Management Software (Work Program HP+).

RECOMMENDATION: The Finance/ Personnel Subcommittee recommends that the City Council approve the Financial Management Software contract with Tyler Technologies.

FISCAL IMPACT: None this fiscal year. In the Budget cycle 2025- 2027 there will be a onetime implementation cost of $ 245, 363 and an ongoing recurring fee of 84, 525. There are General Fund Technology reserves to cover implementation costs as we knew this was coming. The recurring fee will replace the current financial management software cost in our General Services Fund Budget.

PUBLIC NOTICE: The agenda for this item was posted at the three required locations per Resolution No. 2011- 047 and on the City' s website.

BACKGROUND: This item was presented to the Council as a 2023- 2024 Work Program item and received an HP+ rating. Our current Financial Management Software, Tyler Technologies Eden Inforum Gold will become obsolete on March 1, 2027. Tyler Technologies has extended the offer to migrate to another Tyler Technologies product named Enterprise ( Munis) at no relicensing cost to the City. As a member of Sourcewell, the City can also take advantage of competitive pricing. Staff have attended multiple demonstration sessions and surveyed surrounding cities' utilization of this product and determined that Enterprise ( Munis) is a good fit for the City. Since 1995, the City has had a longstanding relationship with Tyler Technologies and their products are very user friendly. This item is essential because the current product will become obsolete on March 1, 2027. Conversion and implementation will take approximately 1. 5 to 2 years.

In order to lock in the implementation and conversion date of July 1, 2025, the City is required to submit Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.

File No.
ager
1 a signed contract to Tyler Technologies. If approved by Council, Staff will begin working with Tyler Technologies on July 1, 2025, with an anticipated go live date of July 1, 2027. The City Attorney, our Risk Management JPA CIRA and Staff have reviewed the contract. The Finance/ Personnel Subcommittee reviewed this item on August 13, 2024 and recommend approval.

Attachments:

1. Proposed Tyler Technologies Contract
2 Attachment 1
Proposed Tyler Technologies Contract
3 ty er
technologies

SOFTWARE AS A SERVICE AGREEMENT
This Software as a Service Agreement (" Agreement") is made between Tyler Technologies, Inc. (" Tyler") and the City of Highland (" City' or " Client").

WHEREAS, Client selected Tyler to provide certain products and services set forth in the Investment Summary, including providing Client with access to Tyler' s proprietary software products, and Tyler desires to provide such products and services under the terms of this Agreement; WHEREAS, Client is a member of Sourcewell ( formerly known as National Joint Powers Alliance) Sourcewell") under member number 97402.

WHEREAS, Tyler participated in the competitive bid process in response to Sourcewell RFP # 090320 by submitting a proposal, on which Sourcewell awarded Tyler a Sourcewell contract, numbered 090320- TTI hereinafter, the " Sourcewell Contract");
WHEREAS, documentation of the Sourcewell competitive bid process, as well as Tyler' s contract with and pricing information for Sourcewell is available at https:// sourcewell- mn. gov/ cooperativepurchasing/; and WHEREAS, Client desires to purchase off the Sourcewell Contract to procure Enterprise Resource Planning software functionality from Tyler, which Tyler agrees to deliver pursuant to the Sourcewell Contract and under the terms and conditions set forth below; NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth in this Agreement, Tyler and Client agree as follows:

SECTION A — DEFINITIONS
Agreement" means this Software as a Service Agreement.

Business Travel Policy" means our business travel policy. A copy of our current Business Travel Policy is attached as Schedule 1 to Exhibit B.

Client" means City of Highland, California.

Data" means your data necessary to utilize the Tyler Software.

Data Storage Capacity" means the contracted amount of storage capacity for your Data identified in the Investment Summary.

Defect" means a failure of the Tyler Software to substantially conform to the functional descriptions set forth in our written proposal to you, or their functional equivalent. Future functionality may be updated, modified, or otherwise enhanced through our maintenance and support services, and the governing functional descriptions for such future functionality will be set forth in our then -current Documentation. For a period of three ( 3) years from the Effective Date, if a new release of the Tyler Software included within scope as of the Effective Date removes functionality that was provided to you as part of the original implementation, we will tyler
4 provide alternative means for performing the same function, at no additional cost to you beyond payment of the annual SaaS Fees.

Defined Users" means the number of users that are authorized to use the SaaS Services. The Defined Users for the Agreement are as identified in the Investment Summary. If Exhibit A contains Enterprise Permitting & Licensing labeled software, defined users mean the maximum number of named users that are authorized to use the Enterprise Permitting & Licensing labeled modules as indicated in the Investment Summary.

Developer" means a third party who owns the intellectual property rights to Third Party Software.

Documentation" means any online or written documentation related to the use or functionality of the Tyler Software that we provide or otherwise make available to you, including instructions, user guides, manuals and other training or self- help documentation.

Effective Date" means the date by which both your and our authorized representatives have signed the Agreement.

Force Majeure" means an event beyond the reasonable control of you or us, including, without limitation, governmental action, war, riot or civil commotion, fire, natural disaster, or any other cause that could not with reasonable diligence be foreseen or prevented by you or us.

Investment Summary" means the agreed upon cost proposal for the products and services attached as Exhibit A.

Invoicing and Payment Policy" means the invoicing and payment policy. A copy of our current Invoicing and Payment Policy is attached as Exhibit B.

Order Form" means an ordering document that includes a quote or investment summary and specifying the items to be provided by Tyler to Client, including any addenda and supplements thereto.

SaaS Fees" means the fees for the SaaS Services identified in the Investment Summary.

SaaS Services" means software as a service consisting of system administration, system management, and system monitoring activities that Tyler performs for the Tyler Software, and includes the right to access and use the Tyler Software, receive maintenance and support on the Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and archiving. SaaS Services do not include support of an operating system or hardware, support outside of our normal business hours, or training, consulting or other professional services.

SLA" means the service level agreement. A copy of our current SLA is attached hereto as Exhibit C.

Statement of Work" means the industry standard implementation plan describing how our professional services will be provided to implement the Tyler Software, and outlining your and our roles and responsibilities in connection with that implementation. The Statement of Work is attached as Exhibit E.

Support Call Process" means the support call process applicable to all of our customers who have licensed the Tyler Software. A copy of our current Support Call Process is attached as Schedule 1 to Exhibit C.

Third Party Hardware" means the third party hardware, if any, identified in the Investment Summary.

Third Party Products" means the Third Party Software and Third Party Hardware.

Third Party SaaS Services" means software as a service provided by a third party, if any, identified in the Investment Summary.

Third Party Services" means the third party services, if any, identified in the Investment Summary.
tyler
5 Third Party Software" means the third party software, if any, identified in the Investment Summary.

Third Party Terms" means, if any, the end user license agreement( s) or similar terms for the Third Party Products or other parties' products or services, as applicable, and attached or indicated at Exhibit D.

Tyler" means Tyler Technologies, Inc., a Delaware corporation.

Tyler Software" means our proprietary software, including any integrations, custom modifications, and/ or other related interfaces identified in the Investment Summary and licensed by us to you through this Agreement.
we", " us", " our" and similar terms mean Tyler.
you", " your" and similar terms mean Client.

SECTION B — SAAS SERVICES

1. Rights Granted.

1. 1 We grant to you the non- exclusive, non -assignable limited right to use the SaaS Services solely for your internal business purposes for the number of Defined Users only. The Tyler Software will be made available to you according to the terms of the SLA. You acknowledge that we have no delivery obligations and we will not ship copies of the Tyler Software as part of the SaaS Services. You may use the SaaS Services to access updates and enhancements to the Tyler Software, as further described in Section C( 9). The foregoing notwithstanding, to the extent we have sold you perpetual licenses for Tyler Software, if and listed in the Investment Summary, for which you are receiving SaaS Services, your rights to use such Tyler Software are perpetual, subject to the terms and conditions of this Agreement including, without limitation, Section B( 4). We will make any such software available to you for download.

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

3. Ownership.

3. 1 We retain all ownership and intellectual property rights to the SaaS Services, the Tyler Software, and anything developed by us under this Agreement. You do not acquire under this Agreement any license to use the Tyler Software in excess of the scope and/ or duration of the SaaS Services.

3. 2 The Documentation is licensed to you and may be used and copied by your employees for internal, non- commercial reference purposes only.

3. 3 You retain all ownership and intellectual property rights to the Data. You expressly recognize that except to the extent necessary to carry out our obligations contained in this Agreement, we do not create or endorse any Data used in connection with the SaaS Services. In the event Client gives Tyler written notice of a " litigation hold" or request under the California Public Records tyler s•
6 Act, then as to all Data identified in such notice or request, Tyler shall, at no additional cost to Client, isolate and preserve all such Data pending receipt of further direction from the Client.

Upon reasonable advance notice, Tyler shall promptly make all Data available to you in the format of the database or other such format as may be mutually agreed upon, provided through Tyler' s FTP server or such other secure method reasonably selected by Tyler. Such Data will be provided at no additional cost.

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

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

6. SaaS Services.

6. 1 Our SaaS Services are audited at least yearly in accordance with the AICPA' s Statement on Standards for Attestation Engagements (" SSAE") No. 21. We have attained, and will maintain, SOC 1 and SOC 2 compliance, or its equivalent, for so long as you are timely paying for SaaS Services. The scope of audit coverage varies for some Tyler Software solutions. Upon execution of a mutually agreeable Non - Disclosure Agreement (" NDA"), we will provide you with a summary of our compliance report( s) or its equivalent. Every year thereafter, for so long as the NDA is in effect and in which you make a written request, we will provide that same information. If our SaaS Services are provided using a 3rd party data center, we will provide available compliance reports for that data center.

6. 2 You will be hosted on shared hardware in a Tyler data center or in a third - party data center within the United States.. In either event, databases containing your Data shall be dedicated to you and inaccessible to our other customers.

6. 3 Our Tyler data centers have fully -redundant telecommunications access, electrical power, and the required hardware to provide access to the Tyler Software in the event of a disaster or component failure. In the event of a data center failure, we reserve the right to employ our disaster recovery plan for resumption of the SaaS Services. In that event, we commit to a Recovery Point Objective (" RPO") of 24 hours and a Recovery Time Objective (" RTO") of 24 hours. RPO represents the maximum duration of time between the most recent recoverable copy of your hosted Data and subsequent data center failure. RTO represents the maximum duration of time following data center failure within which your access to the Tyler Software must be restored.
7 6. 4 We conduct annual penetration testing of either the production network and/ or web application to be performed. We will maintain industry standard intrusion detection and prevention systems to monitor malicious activity in the network and to log and block any such activity. We will provide you with a written or electronic record of the actions taken by us in the event that any unauthorized access to your database( s) is detected as a result of our security protocols. We will undertake an additional security audit, on terms and timing to be mutually agreed to by the parties, at your written request. You may not attempt to bypass or subvert security restrictions in the SaaS Services or environments related to the Tyler Software.

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

6. 5 We test our disaster recovery plan on an annual basis. Our standard test is not client -specific.

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

6. 6 We will be responsible for importing back- up and verifying that you can log -in. You will be responsible for running reports and testing critical processes to verify the returned Data.

6. 7 We provide secure Data transmission paths between each of your workstations and our servers.

6. 8 Tyler data centers are accessible only by authorized personnel with a unique key entry. All other visitors to Tyler data centers must be signed in and accompanied by authorized personnel.

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

Where applicable with respect to our applications that take or process card payment data, we are responsible for the security of cardholder data that we possess, including functions relating to storing, processing, and transmitting of the cardholder data and affirm that, as of the Effective Date, we comply with applicable requirements to be considered PCI DSS compliant and have performed the necessary steps to validate compliance with the PCI DSS. We agree to supply the current status of our PCI DSS compliance program in the form of an official Attestation of Compliance, which can be found at https:// www. tylertech. com/ aboutus/ compliance, and in the event of any change in our status, will comply with applicable notice requirements. In the event of any confirmed unauthorized access to or breach of your Data, Tyler will follow the California Data Breach Notification law, and any other applicable state or federal law and make commercially reasonable efforts to cooperate with you and assist in your compliance with any applicable state or federal law.

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

SECTION C — PROFESSIONAL SERVICES
tyler
8 1. Professional Services. We will provide you the various implementation -related services itemized in the Investment Summary and described in the Statement of Work.

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

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

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

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

6. Site Access and Requirements. At no cost to us, you agree to provide us with full and free access to your personnel, facilities, and equipment as may be reasonably necessary for us to provide implementation services, subject to any reasonable security protocols or other written policies provided to us.

7. Background Checks. For at least the past twelve ( 12) years, all of our employees have undergone criminal background checks prior to hire. All employees sign our confidentiality agreement and security policies.

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

9. Maintenance and Support. For so long as you timely pay your SaaS Fees according to the Invoicing tyler
9 and Payment Policy, then in addition to the terms set forth in the SLA and the Support Call Process, we will:

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

9. 2 provide support during our established support hours;

9. 3 maintain personnel that are sufficiently trained to be familiar with the Tyler Software and Third Party Software, if any, in order to provide maintenance and support services;

9. 4 make available to you all releases to the Tyler Software ( including updates and enhancements) that we make generally available without additional charge to customers who have a maintenance and support agreement in effect; and

9. 5 provide non -Defect resolution support of prior releases of the Tyler Software in accordance with any applicable release life cycle policy.

We will use all reasonable efforts to perform support services remotely. Currently, we use a third - party secure unattended connectivity tool called Bomgar, as well as GotoAssist by Citrix. Therefore, you agree to maintain a high- speed internet connection capable of connecting us to your PCs and server(s). You agree to provide us with a login account and local administrative privileges as we may reasonably require to perform remote services. We will, at our option, use the secure connection to assist with proper diagnosis and resolution, subject to any reasonably applicable security protocols.

If we cannot resolve a support issue remotely, we may be required to provide onsite services. In such event, we will be responsible for our travel expenses, unless it is determined that the reason onsite support was required was a reason outside our control. Either way, you agree to provide us with reasonably necessary access to the Tyler Software, working space, adequate facilities within a reasonable distance from the equipment, and use of machines, attachments, features, or other equipment reasonably necessary for us to provide the maintenance and support services, all at no charge to us. We strongly recommend that you also maintain your VPN for backup connectivity purposes.

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

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

11. Tyler Personnel. After the Effective Date, and in coordination with the project kick- off activities tyler
10 identified in the Statement of Work, we will make our project staffing assignments. Upon request, we will provide you with project resumes, demonstrating relevant past project experience, for project team members that are allocated for onsite services on the project. You agree that those resumes are for your information and planning purposes only.

Once our project team is assembled and your counterparts have been identified, both parties agree that, except for reasons outside of their control, they will not remove staff and personnel from their assigned project roles without reasonable advance notice and good cause, and that they will work together to mitigate project impacts after any such removal. The parties will also work together to manage the project impact resulting from the temporary unavailability of project staff from either party. We agree to use commercially reasonable efforts to maintain consistency of project personnel and commit to replacement resources having sufficient project knowledge, without additional cost to you, in order to render services in accordance with contractual requirements.

In the event our personnel is/ are not providing services consistent with our services warranty or are otherwise negatively impacting the project, you will notify us of that deficiency and give us a reasonable opportunity to correct it. If the deficiency persists, we will replace that project member, upon written request and demonstration of good cause. Replacement staff will be assigned following the same processes set forth above and shall have reasonably sufficient experience and project knowledge to fulfill applicable obligations under the Agreement. The foregoing notwithstanding, if the replacement personnel is providing services onsite, you shall remain liable for travel expenses incurred by such personnel, to be invoiced in accordance with the Business Travel Policy.

SECTION D — THIRD PARTY PRODUCTS

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

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

3. Third Party Products Warranties.

3. 1 We are authorized by each Developer to grant access to the Third Party Software.

3. 2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive free and clear title to the Third Party Hardware.

3. 3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not warrant or guarantee the performance of the Third Party Products. However, we grant and pass through to you any warranty that we may receive from the Developer or supplier of the Third Party Products.

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

SECTION E - INVOICING AND PAYMENT; INVOICE DISPUTES

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

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

You may withhold payment of the amount( s) actually in dispute, and only those amounts, until we complete the action items outlined in the plan. If we are unable to complete the action items outlined in the action plan because of your failure to complete the items agreed to be done by you, then you will remit full payment of the invoice. We reserve the right to suspend delivery of all SaaS Services, including maintenance and support services, if you fail to pay an invoice not disputed as described above within fifteen ( 15) days of notice of our intent to do so.

Records. Tyler shall maintain accurate records of all fees billable to, and payments made by, Client in a format that will permit audit by Client for a period of no less than three ( 3) years from when a fee was incurred or a payment was made. The foregoing obligation of Tyler shall survive the termination of this Agreement.

SECTION F — TERM AND TERMINATION

1. Term. The initial term of this Agreement equal to the number of years indicated for SaaS Services in Exhibit A, commencing on July 1, 2025, unless earlier terminated as set forth below. If no duration is indicated in Exhibit A, the initial term is one ( 1) year. Upon expiration of the initial term, this Agreement will renew automatically for additional one ( 1) year renewal terms at our then -current SaaS Fees unless terminated in writing by either party at least sixty ( 60) days prior to the end of the then -current renewal term. Your right to access or use the Tyler Software and the SaaS Services will terminate at the end of this Agreement.

Termination. This Agreement may be terminated as set forth below. In the event of termination, you will pay us for all undisputed fees and expenses related to the software, products, and/ or services you have received, or we have incurred or delivered, prior to the effective date of termination. Disputed fees and expenses in all terminations other than your termination for cause must have been submitted as invoice disputes in accordance with Section E( 2).

2. 1 Failure to Pay SaaS Fees. You acknowledge that continued access to the SaaS Services is contingent upon your timely payment of SaaS Fees. If you fail to timely pay the SaaS Fees, we may discontinue the SaaS Services and deny your access to the Tyler Software. We may also terminate this Agreement if you don' t cure such failure to pay within forty- five ( 45) days of receiving written notice of our intent to terminate. tyler
e
12 2_2 For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute Resolution clause set forth in Section H( 3). You may terminate this Agreement for cause in the event we do not cure, or create a mutually agreeable action plan to address, a material breach of this Agreement within the thirty ( 30) day window set forth in Section H( 3).
2_3 Force Majeure. Either party has the right to terminate this Agreement if a Force Majeure event suspends performance of the SaaS Services for a period of forty- five ( 45) days or more.

2. 4 Lack of Appropriations. If you should not appropriate or otherwise make available funds sufficient to utilize the SaaS Services, you may unilaterally terminate this Agreement upon thirty ( 30) days written notice to us. You will not be entitled to a refund or offset of previously paid, but unused SaaS Fees. You agree not to use termination for lack of appropriations as a substitute for termination for convenience.

2. 5 Disentanglement Services. In connection with the termination of this Agreement for any reason, and only upon the execution of a mutually agreed change order or addendum, Tyler shall use commercially reasonable efforts to accomplish an adequate and timely transition from Tyler to the Client, or to any replacement providers designated by the Client ( a Disentanglement"). The parties shall reasonably cooperate during Disentanglement. Client shall reimburse Tyler for Disentanglement services provided by Tyler at Tyler' s then -current rates, plus reasonable costs, and expenses, as set forth in the parties' executed change order or addendum. Notwithstanding the above, Client shall not be charged an additional fee for any services that are included in the SaaS Services, including, but not limited to, return of Client Data.

SECTION G — INDEMNIFICATION, LIMITATION OF LIABILITY, INSURANCE AND REPRESENTATIONS

1. Intellectual Propertv Infringement Indemnification.

1. 1 We will defend Client and its elected officials, officers, directors, agents, attorneys and employees ( each, an " Indemnitee") against any third party claim( s) that the Tyler Software or Documentation infringes that third party' s patent, copyright, or trademark, or misappropriates its trade secrets, and will pay the amount of any resulting adverse final judgment ( or settlement to which we consent). You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense.

1. 2 Our obligations under this Section G( 1) will not apply to the extent the claim or adverse final judgment is based on your use of the Tyler Software in contradiction of this Agreement, including with non -licensed third parties, or your willful infringement.

1. 3 If we receive information concerning an infringement or misappropriation claim related to the Tyler Software, we may, at our expense and without obligation to do so, either: ( a) procure for you the right to continue its use; ( b) modify it to make it non -infringing; or ( c) replace it with a functional equivalent, in which case you will stop running the allegedly infringing Tyler Software tyler
10 13
immediately. Alternatively, we may decide to litigate the claim to judgment, in which case you may continue to use the Tyler Software consistent with the terms of this Agreement.

1. 4 If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software is enjoined by a court of competent jurisdiction, in addition to paying any adverse final judgment (or settlement to which we consent), we will, at our option, either: (a) procure the right to continue its use; ( b) modify it to make it non -infringing; or (c) replace it with a functional equivalent. This section provides your exclusive remedy for third party copyright, patent, or trademark infringement and trade secret misappropriation claims.

2. General Indemnification.

2. 1 We will indemnify, defend and hold harmless Indemnitees from and against any and all third - party claims, losses, liabilities, damages, costs, and expenses ( including reasonable attorney' s fees and costs) for ( a) personal injury or property damage to the extent caused by the negligence or willful misconduct of Tyler, its officers, directors, agents, employees, or subcontractors (" Tyler Parties"); or ( b) our violation of PC]- DSS requirements or a law applicable to Tyler Parties' performance under this Agreement. You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense.

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

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

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

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

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

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

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

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

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

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

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

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

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

OR CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF THE PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

6. Insurance. During the course of performing services under this Agreement, we agree to maintain the following levels of insurance: ( a) Commercial General Liability of at least $ 1, 000, 000; ( b) Automobile Liability of at least $ 1, 000, 000; ( c) Professional Liability of at least $ 2, 000, 000 ( with a tyler
e
11 14
Cyber Protection sublimit of $ 1, 000, 000); ( d) Workers Compensation complying with applicable statutory requirements and Employers' Liability of at least $1, 000, 000; ( e) Excess/ Umbrella Liability of at least $ 5, 000, 000. Tyler will add the Client, its officers, officials, employees, and volunteers, as an additional insured to Tyler' s Commercial General Liability and Automobile Liability policies, which will automatically add Client as an additional insured to Tyler' s Excess/ Umbrella Liability policy as well. Commercial General Liability coverage can be provided in the form of a blanket endorsement to Tyler' s insurance at least as broad as one of the following ISO ongoing operations Forms or its substantial equivalent: CG 20 10 or CG 20 26 or CG 20 33 ( not allowed from subcontractors), or CG 20 38. Tyler' s insurance is primary for claims under Tyler' s Commercial General Liability or Automobile Liability policies and non- contributory to any insurance or self- insurance program maintained by the Client. Tyler waives subrogation on claims under its Commercial General Liability, Automobile Liability, and Workers' Compensation policies that arise out of or relate to this Agreement, except to the extent the damage or injury is caused by you. Client shall be given no less than thirty ( 30) calendar days prior written notice of any cancellation or reduction in Tyler' s insurance coverages below the minimum requirements set forth in this Agreement. Upon Client' s written request, Tyler shall provide Client with certificates of insurance and blanket endorsements, evidencing all of the above coverage, including all special requirements specifically noted above, and shall provide Client with certificates of insurance evidencing renewal or substitution of such insurance within thirty (30) calendar days of the effective date of such renewal or substitution.

7. Compliance with Law. Tyler shall keep itself informed of all applicable federal and state laws, ordinances, codes, regulations and requirements which may, in any manner, affect those employed by it or in any way affect the performance of its services pursuant to this Agreement. Tyler shall, at all times, observe and comply with all such laws and regulations, including, but not limited to the Americans with Disabilities Act, the Stored Communications Act, 18 U. S. C. Section 2701, et seq., California Civil Code Sections 1798. 80 through 1798. 84, and the California Consumer Privacy Act, Civil Code Section 1798. 100, et seq. Client, and its officers and employees, shall not be liable at law or in equity by reason of the failure of Tyler to comply with this paragraph.

Representations and Warranties. Tyler represents and warrants that: ( a) it has all requisite corporate power, financial capacity, and authority to execute, deliver, and perform its obligations under this Agreement; ( b) the execution, delivery, and performance of this Agreement has been duly authorized by it and this Agreement constitutes the legal, valid, and binding agreement of it and is enforceable against it in accordance with its terms, except as the enforceability thereof may be limited by bankruptcy, insolvency, reorganizations, moratoriums, and similar laws affecting creditors' rights generally and by general equitable principles; ( c) it shall obtain all applicable permits and licenses required of it in connection with its obligations under this Agreement; ( d) there is no outstanding litigation, arbitrated matter or other dispute to which it is a party which, if decided unfavorably to it, would reasonably be expected to have a potential or actual material adverse effect on its ability to fulfill its obligations under this Agreement; ( e) it is the lawful licensee or owner of the SaaS Services ( excluding any Client Data therein) and has all the necessary rights in the SaaS Services to grant the use of the SaaS Services to Client; and ( f) the Tyler Software and Documentation shall not infringe upon any United States or foreign copyright, patent, trade secret, or other proprietary right, or misappropriate any trade secret, of any third -party, and that it has neither assigned nor otherwise entered into an agreement by which it purports to assign or transfer any right, title, or interest to any technology or intellectual property right that would conflict with its obligations under this Agreement. In the event of a breach of the warranty section forth in Section G( 8)( f), Tyler' s intellectual property infringement obligations, set forth in Section G( 1), shall apply. tyler
12 15
SECTION H — GENERAL TERMS AND CONDITIONS
Additional Products and Services. You may purchase additional products and services at the rates set forth in the Investment Summary for twelve ( 12) months from the Effective Date by executing a mutually agreed addendum. If no rate is provided in the Investment Summary, or those twelve ( 12) months have expired, you may purchase additional products and services at our then -current list price, also by executing a mutually agreed addendum. The terms of this Agreement will control any such additional purchase( s), unless otherwise specifically provided in the addendum.

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

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

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

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

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

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

7. Subcontractors. We will not subcontract any services under this Agreement without your prior written consent, not to be unreasonably withheld, but may be conditioned. tyler
13 16

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

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

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

11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and us with respect to the subject matter hereof, and supersedes any prior agreements, understandings, and representations, whether written, oral, expressed, implied, or statutory. Purchase orders submitted by you, if any, are for your internal administrative purposes only, and the terms and conditions contained in those purchase orders will have no force or effect. Where a Defined User is required to " click through" or otherwise accept or made subject to any online terms and conditions in accessing or using the SaaS Services, such terms and conditions are not binding and shall have no force or effect as to the SaaS Services or this Agreement. This Agreement may only be modified by a written amendment signed by an authorized representative of each party.

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

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

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

Tyler represents and warrants that it is an independent contractor with no authority to contract for Client or in any way to bind or to commit Client to any agreement of any kind or to assume any liabilities of any nature in the name of or on behalf of Client. Under no circumstances shall Tyler, or any of its staff, if any, hold itself out as or be considered an agent employee, joint venture, or partner of Client. In recognition of Tyler' s status as an independent contractor, Client shall carry no Workers' Compensation insurance or any health or accident insurance to cover Tyler or Tyler' s agents or staff, if any. Client shall not pay any contributions to Social Security, unemployment insurance, federal or state withholding taxes, any other applicable taxes whether federal, state, or local, nor provide any other contributions or benefits which might be expected in an employertyler 14 17
employee relationship. Neither Tyler nor its staff, if any, shall be eligible for, participate in, or accrue any direct or indirect benefit under any other compensation, benefit, or pension plan of Client.

15. Conflict Of Interest. Tyler warrants that it, its officers, employees, associates and subcontractors, presently have no interest, and will not acquire any interest, direct or indirect, financial or otherwise, that would conflict in any way with the performance of this Agreement, and that it, its officers, employees, associates and subcontractors, will not employ any person having such an interest. Tyler and its officers, employees, associates and subcontractors, if any, shall comply with all conflict of interest statutes of the State of California applicable to Tyler' s services under this Agreement, including the Political Reform Act (Gov. Code § 81000, et seq.) and Government Code Section 1090.

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

17. Client Lists. Tyler shall not refer to Client directly or indirectly in any advertisement, news release, or publication, or use any Client logo, seal or mark, without prior written approval from Client, except that you agree that we may identify you by name in client lists.

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

Confidential information is nonpublic information that a reasonable person would believe to be confidential and includes, without limitation, personal identifying information ( e. g., social security numbers) and trade secrets, each as defined by applicable state law. For purposes of this Agreement, in all cases and for all matters, Client Data shall be deemed to be confidential Information. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that:
a) is in the public domain, either at the time of disclosure or afterwards, except by breach of this Agreement by a party or its employees or agents;
b) a party can establish by reasonable proof was in that party' s possession at the time of initial disclosure;
c) a party receives from a third party who has a right to disclose it to the receiving party; or d) is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing this Agreement; provided, however, that in the tyler
15 18
event you receive an open records or other similar applicable request, you will give us prompt notice and otherwise perform the functions required by applicable law. It is understood that Client is subject to the California Public Records Act . If a request under the California Public Records Act is made to view Tyler' s confidential information, Client shall notify Tyler of the request and the date that such records will be released to the requester unless Tyler obtains a court order enjoining that disclosure. If Tyler fails to obtain a court order enjoining that disclosure, Client will release the requested information on the date specified.

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

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

21. Governing Law. This Agreement will be governed by and construed in accordance with the laws of your state of domicile, without regard to its rules on conflicts of law, with venue in San Bernardino County.

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

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

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

24. Client' s Rights to Employ Other Consultants. Client reserves the right to employ other consultants in connection with the subject matter of the SaaS Services.

25. Inserted Provisions. Each provision and clause required by law to be inserted into the Agreement shall be deemed to be enacted herein, and the Agreement shall be read and enforced as though tyI er
16 19
each were included herein. If through mistake or otherwise, any such provision is not inserted or is not correctly inserted, the Agreement shall be amended to make such insertion on application by either party.

26. Captions and Terms. The captions in this Agreement are for convenience only, are not a part of the Agreement and in no way affect, limit or amplify the terms or provisions of this Agreement.

27. Contract Documents. This Agreement includes the following exhibits, which are attached hereto and incorporated herein by this reference as though set forth in full in the Agreement. If any inconsistency exists or arises between a provision of this Agreement and a provision of any exhibit, the provisions of this Agreement shall control.

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

Tyler Technologies, Inc.

By:

Name:

Title:

Date:

Address for Notices:

Tyler Technologies, Inc.

One Tyler Drive
Yarmouth, ME 04096
Attention: Chief Legal Officer
17 City of Highland, California
By:_
Name:

Title:

Date:

Address for Notices:

City of Highland
27215 Base Line Street
Highland, CA 92346- 3113
Attention:
vn tyler
20 Exhibit A
tyIer
technologies
Exhibit A
Investment Summary
The following Investment Summary details the software and services to be delivered by us to you under the Agreement. This Investment Summary is effective as of the Effective Date, despite any expiration date in the Investment Summary that may have lapsed as of the Effective Date.

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28 tyler
technologies
Exhibit A
Schedule 1
Migration Modules
Data Dictionaries
Cash Register Interface

G L/ AP
Menu
Purchasing
Payroll
Fixed Assets
Requisitions
Project Accounting
Position Budgeting
Budget Preparation
Exhibit A
Schedule 1
tyler
29 Exhibit B
i
tyIer Exhibit
BInvoicing
and Payment Policy We
will provide you with the software andservices setforth inthe Investment Summaryofthe Agreement.

Capitalized terms not otherwise defined will have the meaning assigned tosuch terms in the Agreement. Invoicing:

We will invoice you forthe applicable software and services inthe Investment Summary as set forth below. Your rights todispute any invoice are set forth in the Agreement. 1.

SaaS Fees. SaaS Fees are invoiced on an annual basis, beginning on the commencement ofthe initial term as set forth in Section F (1) of this Agreement. Your annual SaaS fees for the initial term are set forth in the Investment Summary. Upon expiration ofthe initial term, your annual SaaS fees will be at our then -current rates. Beginning on the commencement ofthe initial term, Client shall no longer be required topay annual support fees for the Migration Modules. 2.

Other Tyler Software and Services. 2.
1 VPN Device: The fee for the VPN device will be invoiced upon installation ofthe VPN. 2. 2 Implementation and Other Professional Services (including training): Implementation and other professional services (including training) are billed and invoiced as delivered, atthe rates set forth in the Investment Summary. 2.
3 Consulting Services: If you have purchased any Business Process Consulting services, ifthey have been quoted as fixed - fee services, they will be invoiced 50% upon your acceptance ofthe best practice recommendations, by module, and 50% upon your acceptance of custom desktop procedures, by module. If you have purchased any Business Process Consulting services and they are quoted as an estimate, then we will bill you the actual services delivered on a time and materials basis. 2.
4 Conversions: Fixed -fee conversions are invoiced 50% upon initial delivery of the converted Data, by conversion option, and 50% upon Client acceptance toload the converted Data into Live/ Production environment, by conversion option. Where conversions are quoted as estimated, we will bill you the actual services delivered on a time and materials basis. 2. 5 Requested Modifications tothe Tyler Software: Requested modifications tothe Tyler Software are invoiced 50% upon delivery of specifications and 50% upon delivery of the applicable modification. You must report any failure ofthe modification toconform tothe specifications within thirty (30) days of delivery; otherwise, the modification will be deemed to be in compliance with the specifications afterthe 30-day window has passed. You may still report Defects to us as set forth in this Agreement. tyIer 30 Exhibit B

2. 6 Other Fixed Price Services: Other fixed price services are invoiced as delivered, at the rates set forth in the Investment Summary. For the avoidance of doubt, where " Project Planning Services" are provided, payment will be due upon delivery of the Implementation Planning document.

2. 7 Annual Services: Unless otherwise indicated in this Exhibit B, fees for annual services are due annually, in advance, commencing on the availability of the service. Your annual fees for the initial term are set forth in the Investment Summary. Upon expiration of the initial term, your annual fees will be at our then -current rates.

3. Third Party Products and Hardware.

3. 1 Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced when we make it available to you for downloading.

3. 2 Third Party Software Maintenance: The first year maintenance fee for the Third Party Software is invoiced when we make it available to you for downloading. Subsequent annual maintenance fees for Third Party Software are invoiced annually, in advance, at then - current rates, upon each anniversary thereof.

3. 3 Hardware: Third Party Hardware costs, if any, are invoiced upon delivery.

3. 4 Hardware Maintenance: The first year maintenance fee for Hardware is invoiced upon delivery of the hardware. Subsequent annual maintenance fees for hardware are invoiced annually, in advance, at then -current rates, upon each anniversary thereof.

3. 5 Third Party Services: Fees for Third Party Services, if any, are invoiced as delivered, along with applicable expenses, at the rates set forth in the Investment Summary. For the avoidance of doubt, Finite Matters will invoice Client directly for any services fees for Pattern Stream.

3. 6 Third Party SaaS: Third Party SaaS Services fees, if any, are invoiced annually, in advance, commencing with availability of the respective Third Party SaaS Services. Pricing for the first year of Third Party SaaS Services is indicated in the Investment Summary. Pricing for subsequent years will be at the respective third party' s then -current rates.

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

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

Expenses for Tyler delivered services will be billed as incurred and only in accordance with our then - current Business Travel Policy, plus a 10% travel agency processing fee. Our current Business Travel Policy is attached to this Exhibit B as Schedule 1. Copies of receipts will be provided upon request. Receipts for miscellaneous items less than twenty- five dollars and mileage logs are not available.
tyler
31 Exhibit B

6. Credit for Prepaid Maintenance and Support Fees for Migration Modules. Client will receive a credit for the maintenance and support fees prepaid for the Migration Modules for the time period commencing on the first day of the initial term, as set forth in Section F ( 1) of this Agreement. Migration Modules are listed at Exhibit A, Schedule 1.

Payment. Payment for undisputed invoices is due within forty-five ( 45) days of the invoice date. We prefer to receive payments electronically. Our electronic payment information is available by contacting AR@tvlertech. com.
tyler
32 tyler
10 Exhibit B
Schedule 1
Business Travel Policy

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

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

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

B. Baggage Fees
Reimbursement of personal baggage charges are based on trip duration as follows:

Up to five ( 5) days = one ( 1) checked bag
Six ( 6) or more days = two ( 2) checked bags
Baggage fees for sports equipment are not reimbursable. tyler
33 Exhibit B
Schedule 1

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

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

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

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

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

3. Lodging
Tyler' s TMC will select hotel chains that are well established, reasonable in price, and conveniently located in relation to the traveler' s work assignment. Typical hotel chains include Courtyard, Fairfield Inn, Hampton Inn, and Holiday Inn Express. If the employee has a discount rate with a local hotel, the hotel reservation should note that discount and the employee should confirm the lower rate with the hotel upon arrival. Employee memberships in travel clubs such as AAA should be noted in their travel profiles so that the employee can take advantage of any lower club rates.

No shows" or cancellation fees are not reimbursable if the employee does not comply with the hotel' s cancellation policy.

Tips for maids and other hotel staff are included in the per diem rate and are not reimbursed separately.
tyler
34 Exhibit B
Schedule 1
Employees are not authorized to reserve non- traditional short-term lodging, such as Airbnb, VRBO, and HomeAway. Employees who elect to make such reservations shall not be reimbursed.

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

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

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

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

Departure Day
Depart before 12: 00 noon
Depart after 12: 00 noon
Return Day
Return before 12: 00 noon
Return between 12: 00 noon & 7: 00 p. m.

Return after 7: 00 p. m.*
Lunch and dinner
Dinner
Breakfast
Breakfast and lunch
Breakfast, lunch and dinner
7: 00 p. m. is defined as direct travel time and does not include time taken to stop for dinner.

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

Breakfast 15%
Lunch 25%
Dinner 60%
B. Same Day Travel
Employees traveling at least 100 miles to a site and returning in the same day are eligible to claim lunch on an expense report. Employees on same day travel status are eligible to claim dinner in the event they return home after 7: 00 p. m.*
7: 00 p. m. is defined as direct travel time and does not include time taken to stop for dinner. e.. ty ler
3 35
Exhibit B
Schedule 1

5. Internet Access— Hotels and Airports
Employees who travel may need to access their e- mail at night. Many hotels provide free high speed internet access and Tyler employees are encouraged to use such hotels whenever possible. If an employee' s hotel charges for internet access it is reimbursable up to $10. 00 per day. Charges for internet access at airports are not reimbursable.

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

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

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

Section 4, Meals & Incidental Expenses, and Section 2. b., Rental Car, shall apply to this section. s e tyle
36 Exhibit C
tyler•
technologies
Exhibit C

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

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

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

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

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

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

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

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

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

III. Service Availability
a. Your Responsibilities
Whenever you experience Downtime, you must make a support call according to the procedures outlined in the Support Call Process. You will receive a support case number. b. Our Responsibilities
1 tyler
37 Exhibit C
When our support team receives a call from you that Downtime has occurred or is occurring, we will work with you to identify the cause of the Downtime ( including whether it may be the result of Planned Downtime, a Client Error Incident, denial of service attack or Force Majeure). We will also work with you to resume normal operations.

C. Client Relief
Our targeted Attainment Goal is 100%. You may be entitled to credits as indicated in the Client Relief Schedule found below. Your relief credit is calculated as a percentage of the SaaS Fees paid for the calendar month.

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

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

Credits are only payable when Actual Attainment results in eligibility for credits in consecutive months and only for such consecutive months.

Client Relief Schedule
Actual Attainment Client Relief

99. 99% - 98. 00% Remedial action will be taken

97. 99% - 95. 00% 4%
Below 95. 00% 5%
IV. Maintenance Notifications
We perform Standard Maintenance during limited windows that are historically known to be reliably low -traffic times. If and when maintenance is predicted to occur during periods of higher traffic, we will provide advance notice of those windows and will coordinate to the greatest extent possible with you.

Not all maintenance activities will cause application unavailability. However, if Tyler anticipates that activities during a Standard or Emergency Maintenance window may make the Tyler Software unavailable, we will provide advance notice, as reasonably practicable, that the Tyler Software will be unavailable during the maintenance window.
tyler
38 0*
tyler
technologies
Exhibit C
Schedule 1
Support Call Process
Support Channels
Exhibit C
Schedule 1
Tyler Technologies, Inc. provides the following channels of software support for authorized users*:
1) On- line submission ( portal) — for less urgent and functionality - based questions, users may create support incidents through the Tyler Customer Portal available at the Tyler Technologies website.

A built- in Answer Panel provides users with resolutions to most " how-to" and configuration - based questions through a simplified search interface with machine learning, potentially eliminating the need to submit the support case.
2) Email —for less urgent situations, users may submit emails directly to the software support group.
3) Telephone — for urgent or complex questions, users receive toll -free, telephone software support.

Channel availability may be limited for certain applications.

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

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

New Year' s Day Labor Day
Martin Luther King, Jr. Day Thanksgiving Day
Memorial Day Day after Thanksgiving
Independence Day Christmas Day
For support teams that provide after- hours service, we will provide you with procedures for contacting support staff after normal business hours for reporting Priority Level 1 Defects only. Upon receipt of tyler
39 Exhibit C
Schedule 1
such a Defect notification, we will use commercially reasonable efforts to meet the resolution targets set forth below.

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

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

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

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

Priority
Level
Characteristics of Support Incident Resolution Targets* Support incident that causes ( a) Tyler shall provide an initial response to Priority Level complete application failure or 1 incidents within one ( 1) business hour of receipt of application unavailability; ( b) the incident. Once the incident has been confirmed, application failure or unavailability in Tyler shall use commercially reasonable efforts to 1 Critical
one or more of the client' s remote resolve such support incidents or provide a location; or ( c) systemic loss of circumvention procedure within one ( 1) business multiple essential system functions. day. For non -hosted customers, Tyler' s responsibility for lost or corrupted data is limited to assisting the
Client in restoring its last available database.
tyler
40 Exhibit C
Schedule 1
Priority Characteristics of Support Incident Resolution Targets' Level
Support incident that causes ( a) Tyler shall provide an initial response to Priority Level repeated, consistent failure of 2 incidents within four ( 4) business hours of receipt of essential functionality affecting more the incident. Once the incident has been confirmed, than one user or ( b) loss or corruption Tyler shall use commercially reasonable efforts to 2 of data. resolve such support incidents or provide a
High circumvention procedure within ten ( 10) business
days. For non -hosted customers, Tyler' s
responsibility for loss or corrupted data is limited to assisting the Client in restoring its last available
database.

Priority Level 1 incident with an Tyler shall provide an initial response to Priority Level existing circumvention procedure, or 3 incidents within one ( 1) business day of receipt of a Priority Level 2 incident that affects the incident. Once the incident has been confirmed, only one user or for which there is an Tyler shall use commercially reasonable efforts to existing circumvention procedure. resolve such support incidents without the need for a 3 circumvention procedure with the next published
Medium
maintenance update or service pack, which shall
occur at least quarterly. For non - hosted customers,
Tyler' s responsibility for lost or corrupted data is
limited to assisting the Client in restoring its last
available database.

Support incident that causes failure of Tyler shall provide an initial response to Priority Level non -essential functionality or a 4 incidents within two ( 2) business days of receipt of 4 cosmetic or other issue that does not the incident. Once the incident has been confirmed, Nonqualify as any other Priority Level. Tyler shall use commercially reasonable efforts to critical
resolve such support incidents, as well as cosmetic
issues, with a future version release.

Response and Resolution Targets may differ by product or business need Incident Escalation
If Tyler is unable to resolve any priority level 1 or 2 defect as listed above or the priority of an issue has elevated since initiation, you may escalate the incident to the appropriate resource, as outlined by each product support team. The corresponding resource will meet with you and any Tyler staff to establish a mutually agreeable plan for addressing the defect.

Remote Support Tool
Some support calls may require further analysis of the Client' s database, processes or setup to diagnose a problem or to assist with a question. Tyler will, at its discretion, use an industry -standard remote support tool. Tyler' s support team must have the ability to quickly connect to the Client' s system and view the site' s setup, diagnose problems, or assist with screen navigation. More information about the remote support tool Tyler uses is available upon request. tyler
41 Exhibit D
tyler
Exhibit D
Third Party Terms
DocOrigin Terms. Your use of Tyler Forms software and forms is subject to the DocOrigin End User License Agreement available for download here: https:// eclipsecorp. us/ eula/. By signing a Tyler Agreement or Order Form including Tyler forms software or forms, or accessing, installing, or using Tyler Forms software or forms, you agree that you have read, understood, and agree to such terms.

ThinPrint Terms. Your use of Tyler Forms software and forms is subject to the End User License Agreement terms for ThinPrint Engine, ThinPrint License Server, and Connected Gateway found here: https:// www. thinprint. com/ en/ legal- notes/ eula/. By signing a Tyler Agreement or Order Form, or accessing, installing, or using Tyler Forms software or forms, you agree that you have read, understood, and agree to such terms.
tyler
42 0*
tyler
technologies
Exhibit E
Statement of Work

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
Exhibit E
tyler
43 tyler
Highland CA
SOW from Tyler Technologies, Inc.
7/ 16/ 2024
Presented to:

City of Highland
27215 Baseline St, Highland, CA 92346
Contact:

Rich Boven
Email: richard. boven@tylertech. com
1 Tyler Drive, Yarmouth, ME 04096
44 Table of Contents
PART1: EXECUTIVE SUMMARY............................................................................................................... 1

1. Project Overview............................................................................................................................. 1

1. 1 Introduction........................................................................................................................................ 1

1. 2 Project Goals....................................................................................................................................... 1

1. 3 Methodology....................................................................................................................................... 1 PART2: PROJECT FOUNDATION............................................................................................................. 3

2. Project Governance......................................................................................................................... 3

3. Project Scope Control...................................................................................................................... 4

3. 1 Managing Scope and Project Change................................................................................................. 4

3. 2 Change Control................................................................................................................................... 4

3. 3 Change Request Management............................................................................................................ 4

4. Acceptance Process......................................................................................................................... 6

5. Roles and Responsibilities................................................................................................................ 6

5. 1 Tyler Roles & Responsibilities............................................................................................................. 6

5. 1. 1 Tyler Executive Manager............................................................................................................. 7

5. 1. 2 Tyler Implementation Manager.................................................................................................. 7

5. 1. 3 Tyler Project Manager................................................................................................................. 7

5. 1. 4 Tyler Implementation Consultant............................................................................................... 8

5. 1. 5 Tyler Sales................................................................................................................................... 8

5. 1. 6 Tyler Technical Services.............................................................................................................. 8

5. 2 City Roles & Responsibilities............................................................................................................... 9

5. 2. 1 City Executive Sponsor................................................................................................................ 9

5. 2. 2 City Steering Committee............................................................................................................. 9

5. 2. 3 City Project Manager.................................................................................................................. 9

5. 2. 4 City Functional Leads................................................................................................................ 11

5. 2. 5 City Power Users....................................................................................................................... 11

5. 2. 6 City End Users........................................................................................................................... 12

5. 2. 7 City Technical Lead.................................................................................................................... 12

5. 2. 8 City Change Management Lead................................................................................................ 12 PART3: PROJECT PLAN........................................................................................................................... 13

6. Project Stages................................................................................................................................. 13

6. 1 Initiate and Plan................................................................................................................................ 14

6. 1. 1 Initial Coordination................................................................................................................... 14

6. 1. 2 Project/ Phase Planning............................................................................................................. 15

6. 1. 3 Infrastructure Planning............................................................................................................. 16 45 6. 1. 4 Stakeholder Meeting................................................................................................................. 17

6. 1. 5 This work package is not applicable.......................................................................................... 18

6. 1. 6 Control Point 1: Initiate & Plan Stage Acceptance... ................................................................. 18

6. 2 Assess Define................................................................................................................................. 18

6. 2. 1 Solution Orientation...... ............................................................................................................ 18

6. 2. 2 Current & Future State Analysis................................................................................................ 19

6. 2. 3 Conversion Assessment............................................................................................................ 20

6. 2. 4 This work package is not applicable.......................................................................................... 21

6. 2. 5 This work package is not applicable.......................................................................................... 21

6. 2. 6 Control Point 2: Assess & Define Stage Acceptance................................................................. 21

6. 3 Prepare Solution............................................................................................................................... 22

6. 3. 1 Initial System Deployment........................................................................................................ 22

6. 3. 2 Configuration............................................................................................................................ 23

6. 3. 3 Process Refinement.................................................................................................................. 24

6. 3. 4 Conversion Delivery.................................................................................................................. 25

6. 3. 5 This work package is not applicable.......................................................................................... 27

6. 3. 6 This work package is not applicable.......................................................................................... 27

6. 3. 7 Control Point 3: Prepare Solution Stage Acceptance................................................................ 27

6. 4 Production Readiness....................................................................................................................... 27

6. 4. 1 Solution Validation.................................................................................................................... 28

6. 4. 2 Go -Live Readiness..................................................................................................................... 28

6. 4. 3 End User Training...................................................................................................................... 29

6. 4. 4 Control Point 4: Production Readiness Stage Acceptance........................................................ 31

6. 5 Production......................................................................................................................................... 31

6. 5. 1 Go- Live...................................................................................................................................... 31

6. 5. 2 Transition to Client Services...................................................................................................... 32

6. 5. 3 Post Go -Live Activities............................................................................................................... 33

6. 5. 4 Control Point 5: Production Stage Acceptance......................................................................... 34

6. 6 Close.................................................................................................................................................. 34

6. 6. 1 Phase Closeout.......................................................................................................................... 35

6. 6. 2 Project Closeout........................................................................................................................ 36

6. 6. 3 Control Point 6: Close Stage Acceptance.................................................................................. 37

7. General Assumptions .......................................

7. 1 Project..........................................................

7. 2 Organizational Change Management ..........

7. 3 Resources and Scheduling ...........................

7. 4 Data..............................................................

7. 5 Facilities........................................................ 37 37
37 38
I...... 38
39 8. Glossary......................................................................................................................................... 40 PART4: APPENDICES............................................................................................................................... 43

9. Conversion..................................................................................................................................... 43

9. 1 Enterprise ERP Conversion Summary............................................................................................... 43 Highland CA
Tyler Technok
46 9. 1. 1 Accounting................................................................................................................................ 43

9. 1. 2 Accounts Payable...................................................................................................................... 43

9. 1. 3 Purchase Orders........................................................................................................................ 43

9. 1. 4 General Billing........................................................................................................................... 44

9. 1. 5 Human Resources Management............................................................................................... 44

10. Additional Appendices................................................................................................................ 46

10. 1 This work package is not applicable.................................................................................................. 46

11. Project Timeline.......................................................................................................................... 47

11. 1 ERP Project Timeline ......................................................................................................................... 47

11. 2 This work package is not applicable.................................................................................................. 47 Highland CA
Tyler Technologi,
47 Part 1: Executive Summary

1. Project Overview

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

1. 2 Project Goals
This Statement of Work (" SOW") documents the methodology, implementation stages, activities, and roles and responsibilities, and project scope listed in the Investment Summary of the Agreement between Tyler and the City ( collectively the " Project").

The overall goals of the project are to:

Successfully implement the contracted scope on time and on budget Increase operational efficiencies and empower users to be more productive Improve accessibility and responsiveness to external and internal customer needs Overcome current challenges and meet future goals

1. 3 Methodology
This is accomplished by the City and Tyler working as a partnership and Tyler utilizing its depth of implementation experience. While each Project is unique, all will follow Tyler' s six -stage methodology. Each of the six stages is comprised of multiple work packages, and each work package includes a narrative description, objectives, tasks, inputs, outputs/ deliverables, assumptions, and a responsibility matrix.

Tailored specifically for Tyler' s public sector clients, the project methodology contains Stage Acceptance Control Points throughout each Phase to ensure adherence to scope, budget, timeline controls, effective communications, and quality standards. Clearly defined, the project methodology repeats consistently across Phases, and is scaled to meet the City' s complexity and organizational needs. 48 Tyler' s Six Stage Project Methodology
07ErrRrm
Impr, mmsrd
The methodology adapts to both single- phase and multiple -phase projects.

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

Iterative Project Model
The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success. As illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to complete the Project efficiently and effectively.
49 Part 2: Project Foundation

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

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

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

Project Governance Relationships

EXECUTIVE SPONSOR
Champions the project, secures buy -in, provides
oversight and ultimate decision - making

STEERING COMMITTEE
Monitors progress. goals and objectives

PROJECT MANAGER
Oversees project schedule and tasks

EXECUTIVE SPONSOR
Provides oversight and ultimate decision - making

IMPLEMENTATION MANAGER
Monitors progress

PROJECT MANAGER
Oversees project schedule and tasks
50 3. Project Scope Control

3. 1 Managing Scope and Project Change
Project Management governance principles contend that there are three connected constraints on a Project:
budget, timeline, and scope. These constraints, known as the " triple constraints' or project management triangle, define budget in terms of financial cost, labor costs, and other resource costs. Scope is defined as the work performed to deliver a product, service or result with the specified features and functions, while time is simply defined as the schedule. The Triple Constraint theory states that if you change one side of the triangle, the other two sides must be correspondingly adjusted. For example, if the scope of the Project is increased, cost and time to complete will also need to increase. The Project and executive teams will need to remain cognizant of these constraints when making impactful decisions to the Project. A simple illustration of this triangle is included here, showing the connection of each item and their relational impact to the overall Scope.

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

3. 2 Change Control
It may become necessary to change the scope of this Project due to unforeseeable circumstances ( e. g., new constraints or opportunities are discovered). This Project is being undertaken with the understanding that Project scope, schedule, and/ or cost may need to change to produce optimal results for stakeholders.

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

3. 3 Change Request Management
Should the need for a change to Project scope, schedule, and/ or cost be identified during the Project, the change will be brought to the attention of the Steering Committee and an assessment of the change will occur. While such changes may result in additional costs and delays relative to the schedule, some changes may result in less cost to the City; for example, the City may decide it no longer needs a deliverable originally defined in the Project. The Change Request will include the following information:
51 The nature of the change.

A good faith estimate of the additional cost or associated savings to the City, if any.

The timetable for implementing the change.

The effect on and/ or risk to the schedule, resource needs or resource responsibilities.

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

Change Request Process

NEED SCOPE DETAILS REQUEST CHANGES SCHEDULE
CLIENT IDENTIFIES TYLER ASSESSES I CLIENT DETAILS If TYLER AGREES CLIENT AUTHORIZES SCHEDULE ADJUSTED TO NEED! DESIRE FOR DETERMINES OUT NEED IN CHANGE WITH THE REQUEST OR DECLINES THE ACCOMMODATE THE CHANGE OF SCOPE REQUEST FORM _ __ CHANGE CHANGE IF NECESSARY h Tyler Apes wtM Request
Estrnate proimW to chord lode ng adow of new Tasks
othermse reason for dental DW result from the change
proyod
52 4. Acceptance Process
The implementation of a Project involves many decisions to be made throughout its lifecycle. Decisions will vary from higher level strategy decisions to smaller, detailed Project level decisions. It is critical to the success of the Project that each City office or department designates specific individuals for making decisions on behalf of their offices or departments.

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

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

The following process will be used for accepting Deliverables and Control Points:

The City shall have five ( 5) business days from the date of delivery, or as otherwise mutually agreed upon by the parties in writing, to accept each Deliverable or Control Point. If the City does not provide acceptance or acknowledgement within five ( 5) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.

If the City does not agree the Deliverable or Control Point meets requirements, the City shall notify Tyler project manager(s), in writing, with reasoning within five ( 5) business days, or the otherwise agreed -upon timeframe, not to be unreasonably withheld, of receipt of the Deliverable.

Tyler shall address any deficiencies and redeliver the Deliverable or Control Point. The City shall then have two ( 2) business days from receipt of the redelivered Deliverable or Control Point to accept or again submit written notification of reasons for rejecting the milestone. If the City does not provide acceptance within two ( 2) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.

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

5. 1 Tyler Roles & Responsibilities
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be one Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise. 53 5. 1. 1 Tyler Executive Manager
Tyler executive management has indirect involvement with the Project and is part of the Tyler escalation process. This team member offers additional support to the Project team and collaborates with other Tyler department managers as needed to escalate and facilitate implementation Project tasks and decisions.

Provides clear direction for Tyler staff on executing on the Project Deliverables to align with satisfying the City' s overall organizational strategy.

Authorizes required Project resources.

Resolves all decisions and/ or issues not resolved at the implementation management level as part of the escalation process.

Acts as the counterpart to the City' s executive sponsor.

5. 1. 2 Tyler Implementation Manager
Tyler implementation management has indirect involvement with the Project and is part of the Tyler escalation process. The Tyler project managers consult implementation management on issues and outstanding decisions critical to the Project. Implementation management works toward a solution with the Tyler Project Manager or with City management as appropriate. Tyler executive management is the escalation point for any issues not resolved at this level.

Assigns Tyler Project personnel.

Provides support for the Project team.

Provides management support for the Project to ensure it is staffed appropriately and staff have necessary resources.

Monitors Project progress including progress towards agreed upon goals and objectives.

5. 1. 3 Tyler Project Manager
The Tyler project manager(s) provides oversight of the Project, coordination of Tyler resources between departments, management of the Project budget and schedule, effective risk, and issue management, and is the primary point of contact for all Project related items. As requested by the City, the Tyler Project Manager provides regular updates to the City Steering Committee and other Tyler governance members. Tyler Project Manager' s role includes responsibilities in the following areas:

5. 1. 3. 1 Contract Management
Validates contract compliance throughout the Project.

Ensures Deliverables meet contract requirements.

Acts as primary point of contact for all contract and invoicing questions.

Prepares and presents contract milestone sign -offs for acceptance by the City project manager( s).

Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.

5. 1. 3. 2 Planning
Delivers project planning documents.

Defines Project tasks and resource requirements.

Develops initial Project schedule and Project Management Plan.

Collaborates with the City project manager( s) to plan and schedule Project timelines to achieve on - time implementation.

Highland C
Tyler Techr
54 5. 1. 3. 3 Implementation Management
Tightly manages Scope and budget of Project to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently.

Establishes and manages a schedule and Tyler resources that properly support the Project Schedule and are also in balance with Scope/ budget.

Establishes risk/ issue tracking/ reporting process between the City and Tyler and takes all necessary steps to proactively mitigate these items or communicate with transparency to the City any items that may impact the outcomes of the Project.

Collaborates with the City' s project manager( s) to establish key business drivers and success indicators that will help to govern Project activities and key decisions to ensure a quality outcome of the project.

Collaborates with the City' s project manager( s) to set a routine communication plan that will aide all Project team members, of both the City and Tyler, in understanding the goals, objectives, status, and health of the Project.

5. 1. 3. 4 Resource Management
Acts as liaison between Project team and Tyler manager( s).

Identifies and coordinates all Tyler resources across all applications, Phases, and activities including development, forms, installation, reports, implementation, and billing.

Provides direction and support to Project team.

Manages the appropriate assignment and timely completion of tasks as defined in the Project Schedule, task list, and Go -Live Checklist.

Assesses team performance and adjusts as necessary.

Consulted on in Scope 3rd party providers to align activities with ongoing Project tasks.

5. 1. 4 Tyler Implementation Consultant
Completes tasks as assigned by the Tyler project manager( s).

Documents activities for services performed by Tyler.

Guides the City through software validation process following configuration.

Assists during Go -Live process and provides support until the City transitions to Client Services.

Facilitates training sessions and discussions with the City and Tyler staff to ensure adequate discussion of the appropriate agenda topics during the allotted time.

May provide conversion review and error resolution assistance.

5. 1. 5 Tyler Sales
Supports Sales to Implementation knowledge transfer during Initiate & Plan.

Provides historical information, as needed, throughout implementation.

Participates in pricing activities if additional licensing and/ or services are needed.

5. 1. 6 Tyler Technical Services
Maintains Tyler infrastructure requirements and design document( s).

Involved in system infrastructure planning/ review( s).

Provides first installation of licensed software with initial database on servers.

Supports and assists the project team with technical/ environmental issues/ needs.

Deploys Tyler products.
55 5. 2 City Roles & Responsibilities
City resources will be assigned prior to the start of each Phase of the Project. One person may be assigned to multiple Project roles.

5. 2. 1 City Executive Sponsor
The City executive sponsor provides support to the Project by providing strategic direction and communicating key issues about the Project and its overall importance to the organization. When called upon, the executive sponsor also acts as the final authority on all escalated Project issues. The executive sponsor engages in the Project, as needed, to provide necessary support, oversight, guidance, and escalation, but does not participate in day-to- day Project activities. The executive sponsor empowers the City steering committee, project manager( s), and functional leads to make critical business decisions for the City.

Champions the project at the executive level to secure buy -in.

Authorizes required project resources.

Actively participates in organizational change communications.

5. 2. 2 City Steering Committee
The City steering committee understands and supports the cultural change necessary for the Project and fosters an appreciation for the Project' s value throughout the organization. The steering committee oversees the City project manager and Project through participation in regular internal meetings. The City steering committee remains updated on all Project progress, Project decisions, and achievement of Project milestones. The City steering committee also serves as primary level of issue resolution for the Project.

Works to resolve all decisions and/ or issues not resolved at the project manager level as part of the escalation process.

Attends all scheduled steering committee meetings.

Provides support for the project team.

Assists with communicating key project messages throughout the organization.

Prioritizes the project within the organization.

Ensures the project staffed appropriately and that staff have necessary resources.

Monitors project progress including progress towards agreed upon goals and objectives.

Has the authority to approve or deny changes impacting the following areas:
o Cost
o Scope
o Schedule
o Project Goals
o City Policies
o Needs of other client projects

5. 2. 3 City Project Manager
The City shall assign project manager( s) prior to the start of this project with overall responsibility and authority to make decisions related to Project Scope, scheduling, and task assignment. The City Project Manager should communicate decisions and commitments to the Tyler project manager( s) in a timely and efficient manner. When the City project manager( s) do not have the knowledge or authority to make decisions, he or she engages the necessary resources to participate in discussions and make decisions in a 56 timely fashion to avoid Project delays. The City project manager( s) are responsible for reporting to the City steering committee and determining appropriate escalation points.

5. 2. 3. 1 Contract Management
Validates contract compliance throughout the project.

Ensures that invoicing and Deliverables meet contract requirements.

Acts as primary point of contact for all contract and invoicing questions. Collaborates on and approves Change Requests, if needed, to ensure proper scope and budgetary compliance.

5. 2. 3. 2 Planning
Reviews and accepts project planning documents.

Defines project tasks and resource requirements for the City project team.

Collaborates in the development and approval of the project schedule.

Collaborates with Tyler project manager( s) to plan and schedule project timelines to achieve on -time implementation.

5. 2. 3. 3 Implementation Management
Tightly manages project budget and scope.

Collaborates with Tyler project manager( s) to establish a process and approval matrix to ensure that scope changes and budget ( planned versus actual) are transparent and handled effectively and efficiently.

Collaborates with Tyler project manager to establish and manage a schedule and resource plan that properly supports the project schedule as a whole and is also in balance with scope and budget.

Collaborates with Tyler project manager(s) to establish risk and issue tracking and reporting process between the City and Tyler and takes all necessary steps to proactively mitigate these items or communicate with transparency to Tyler any items that may impact the outcomes of the project.

Collaborates with Tyler project manager( s) to establish key business drivers and success indicators that will help to govern project activities and key decisions to ensure a quality outcome of the project.

Routinely communicates with both the City staff and Tyler, aiding in the understanding of goals, objectives, current status, and health of the project by all team members.

Manages the requirements gathering process and ensure timely and quality business requirements are being provided to Tyler.

5. 2. 3. 4 Resource Management
Acts as liaison between project team and stakeholders.

Identifies and coordinates all City resources across all modules, phases, and activities including data conversions, forms design, hardware and software installation, reports building, and satisfying invoices.

Provides direction and support to project team.

Builds partnerships among the various stakeholders, negotiating authority to move the project fo rwa rd .

Manages the appropriate assignment and timely completion of tasks as defined.

Assesses team performance and takes corrective action, if needed.

Provides guidance to City technical teams to ensure appropriate response and collaboration with Tyler Technical Support Teams to ensure timely response and appropriate resolution.

Owns the relationship with in -Scope 3rd party providers and aligns activities with ongoing project tasks.
57 Ensures that users have appropriate access to Tyler project toolsets as required.

Conducts training on proper use of toolsets.

Validates completion of required assignments using toolsets.

5. 2. 4 City Functional Leads
Makes business process change decisions under time sensitive conditions.

Communicates existing business processes and procedures to Tyler consultants.

Assists in identifying business process changes that may require escalation.

Contributes business process expertise for Current & Future State Analysis.

Identifies and includes additional subject matter experts to participate in Current & Future State Analysis.

Validates that necessary skills have been retained by end users.

Provides End Users with dedicated time to complete required homework tasks.

Acts as an ambassador/ champion of change for the new process and provide business process change support.

Identifies and communicates any additional training needs or scheduling conflicts to the City project manager.

Actively participates in all aspects of the implementation, including, but not limited to, the following key activities:
o Task completion
o Stakeholder Meeting
o Project Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with Tyler project team
o Coordination of City resources
o Attendance at scheduled sessions
o Change management activities
o Modification specification, demonstrations, testing and approval assistance o Data analysis assistance
o Decentralized end user training
o Process testing
o Solution Validation

5. 2. 5 City Power Users
Participate in project activities as required by the project team and project manager( s).

Provide subject matter expertise on the City business processes and requirements.

Act as subject matter experts and attend Current & Future State Analysis sessions as needed.

Attend all scheduled training sessions.

Participate in all required post -training processes as needed throughout project.

Test all application configuration to ensure it satisfies business process requirements.

Become application experts.

Participate in Solution Validation.

Adopt and support changed procedures.

Complete all deliverables by the due dates defined in the project schedule.

Demonstrate competency with Tyler products processing prior to Go -live.

Provide knowledge transfer to the City staff during and after implementation. 58 Participate in conversion review and validation.

5. 2. 6 City End Users
Attend all scheduled training sessions.

Become proficient in application functions related to job duties.

Adopt and utilize changed procedures.

Complete all deliverables by the due dates defined in the project schedule.

Utilize software to perform job functions at and beyond Go -live.

5. 2. 7 City Technical Lead
Coordinates updates and releases with Tyler as needed.

Coordinates the copying of source databases to training/ testing databases as needed for training days.

Coordinates and adds new users, printers and other peripherals as needed.

Validates that all users understand log -on process and have necessary permission for all training sessions.

Coordinates interface development for City third party interfaces.

Develops or assists in creating reports as needed.

Ensures on -site system meets specifications provided by Tyler.

Assists with software installation as needed.

Extracts and transmits conversion data and control reports from the City' s legacy system per the conversion schedule set forth in the project schedule.

5. 2. 7. 1 City Upgrade Coordination
Becomes familiar with the software upgrade process and required steps.

Becomes familiar with Tyler' s releases and updates.

Utilizes Tyler resources to stay abreast of the latest Tyler releases and updates, as well as the latest helpful tools to manage the City' s software upgrade process.

Assists with the software upgrade process during implementation.

Manages software upgrade activities post -implementation.

Manages software upgrade plan activities.

Coordinates software upgrade plan activities with City and Tyler resources.

Communicates changes affecting users and department stakeholders. obtains department stakeholder acceptance to upgrade production environment.

5. 2. 8 City Change Management Lead
Validates that users receive timely and thorough communication regarding process changes.

Provides coaching to supervisors to prepare them to support users through the project changes.

Identifies the impact areas resulting from project activities and develops a plan to address them proactively.

Identifies areas of resistance and develops a plan to reinforce the change.

Monitors post -production performance and new process adherence. 59 Part 3: Project Plan

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

Work Breakdown Structure ( WBS)

1. 1 Initial 2. 1 Solution 3. 1 Initial System 4. 1 Solution

5. 1 Go Live

6. 1 Phase Close
Coordination Orientation Deployment Validation Out

1. 2 Project/ Phase 2. 2 Current & Future

3. 2 Configuration

4. 2 Go Live 5. 2 Transition to 6. 2 Project Close
Planning State Analysis Readiness Client Services Out
23 Modification 3. 3 Process 4.3 End User 5. 3 Post Go Live

1. 3 GIs Planning* Analysis Refinement Training Activities

1.4 Infrastructure 2. 4 Conversion 3. 4 Conversion
Planning Assessment Delivery

1. 5 Stakeholder

2. 5 Data Assessment 3. 5 Data Delivery
Meeting

3. 6 Modifications*
Items noted with an asterisk in the graphic above relate to specific products and services. If those products and services are not included in the scope of the contract these specific work packages will be noted as ' This work package is not applicable" in Section 6 of the Statement of Work.

Highland CA
Tyler Technolog
60 6. 1 Initiate and Plan
The Initiate and Plan stage involves Project initiation, infrastructure, and planning. This stage creates a foundation for the Project by identifying and establishing sequence and timing for each Phase as well as verifying scope for the Project. This stage will be conducted at the onset of the Project, with a few unique items being repeated for the additional Phases as needed.

6. 1. 1 Initial Coordination
Prior to Project commencement, Tyler management assigns project manager( s). Additional Project resources will be assigned later in the Project as a Project schedule is developed. Tyler provides the City with initial Project documents used to gather names of key personnel, their functional role as it pertains to the Project, as well as any blackout dates to consider for future planning. the City gathers the information requested by the provided deadline ensuring preliminary planning and scheduling can be conducted moving the Project forward in a timely fashion. Internally, the Tyler Project Manager( s) coordinate with sales to ensure transfer of vital information from the sales process prior to scheduling a Project Planning Meeting with the City' s team. During this step, Tyler will work with the City to establish the dates) for the Project and Phase Planning session.

Objectives:

Formally launch the project.

Establish project governance.

Define and communicate governance for Tyler.

Identify City project team.

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Highland CA
Tyler Technologi
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Work package assumptions:

Project activities begin after the agreement has been fully executed.

6. 1. 2 Project/ Phase Planning
Project and Phase planning provides an opportunity to review the contract, software, data conversions and services purchased, identify applications to implement in each Phase ( if applicable), and discuss implementation timeframes.

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

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

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

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Project Operational Plan Delivery of document
Initial Project Schedule City provides acceptance of schedule based on resource availability, project budget, and
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Work package assumptions:

City has reviewed and completed the Guide to Starting Your Project document.

6. 1. 3 Infrastructure Planning
Procuring required hardware and setting it up properly is a critical part of a successful implementation. Tyler will be responsible for building the environments for a hosted/ SaaS deployment, unless otherwise identified in the Agreement. The City is responsible for the installation, setup, and maintenance of all peripheral devices.

Objectives:

Ensure the City' s infrastructure meets Tyler' s application requirements.

Ensure the City' s infrastructure is scheduled to be in place and available for use on time.

STAGE 1 Infrastructure Planning
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6. 1. 4 Stakeholder Meeting
Communication of the Project planning outcomes to the City Project team, executives and other key stakeholders is vital to Project success. The Stakeholder meeting is a strategic activity to inform, engage, gain commitment, and instill confidence in the City team. During the meeting, the goals and objectives of the Project will be reviewed along with detail on Project scope, implementation methodology, roles and responsibilities, Project timeline and schedule, and keys to Project success.

Objectives:

Formally present and communicate the project activities and timeline.

Communicate project expectations.

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64 None

6. 1. 5 This work package is not applicable.

6. 1. 6 Control Point 1: Initiate & Plan Stage Acceptance Acceptance criteria for this stage includes completion of all criteria listed below.

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

Initiate & Plan Stage Deliverables:

Project Management Plan
Initial Project Schedule
Initiate & Plan stage acceptance criteria:

All stage deliverables accepted based on acceptance criteria previously defined Project governance defined
Project portal made available to the City
Stakeholder meeting complete

6. 2 Assess & Define
The Assess & Define stage will provide an opportunity to gather information related to current City business processes. This information will be used to identify and define business processes utilized with Tyler software The City collaborates with Tyler providing complete and accurate information to Tyler staff and assisting in analysis, understanding current workflows and business processes.

6. 2. 1 Solution Orientation
The Solution Orientation provides the Project stakeholders a high- level understanding of the solution functionality prior to beginning the current and future state analysis. The primary goal is to establish a foundation for upcoming conversations regarding the design and configuration of the solution.

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

Objectives:

Provide a basic understanding of system functionality.

Prepare the City for current and future state analysis.

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6. 2. 2 Current & Future State Analysis
The Current & Future State Analysis provides the Project stakeholders and Tyler an understanding of process changes that will be achieved with the new system.

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

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

The following guidelines will be followed when evaluating if a modification to the product is required:

A reasonable business process change is available.

Functionality exists which satisfies the requirement.

Configuration of the application satisfies the requirement.

An in -scope modification satisfies the requirement.

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

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LC
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Jd LL Lr) r W
Current State process A R I I I C C C C C
review
Discuss future - state

A R C C C C C C C C
options
Make future - state

C C C C C A R I C C
decisions ( non -COTS)
Document anticipated
configuration options

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

Work package assumptions:

City attendees possess sufficient knowledge and authority to make future state decisions.

The City is responsible for any documentation of current state business processes.

The City can effectively communicate current state processes.

6. 2. 3 Conversion Assessment
Data Conversions are a major effort in any software implementation. Tyler' s conversion tools facilitate the predictable, repeatable conversion process that is necessary to support a successful transition to the Tyler system. The first step in this process is to perform an assessment of the existing (" legacy') system( s), to better understand the source data, risks, and options available. Once the data has been analyzed, the plan for data conversion is completed and communicated to the appropriate stakeholders.

Objectives:

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

Ensure complete and accurate source data is available for review/ transfer.

If source data is a Tyler legacy system, Tyler performs the data mappings. If source data is from a third -party, client is responsible for mapping the data from the source to the Tyler system.

Document the data conversion/ loading approach.
67 STAGE 2 Data Conversion Assessment
Tyler City
RACI MATRIX KEY: iv
R = Responsible 0o
3 0
A = Accountable a
C = Consulted
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Extract Data from

I C A R
Source Systems
Review and Scrub

I I I A R C I
Source Data
Build/ Update Data

R C C C I I I I
Conversion Plan
Inputs City Source data
City Source data Documentation ( if available)
outputs / Acceptance Criteria [ only] for Deliverables
Deliverables
Data Conversion Plan built/ updated City Acceptance of Data Conversion Plan, if Applicable
Work package assumptions:

If the source data is a Tyler system Tyler' s Conversion Engineers extract and map the data into the standard Enterprise ERP conversion format. If the source data is from a third -party the client will provide Tyler with the data in a mutually agreed upon format.

Tyler will work with the City representatives to identify business rules before writing the conversion.

City subject matter experts and resources most familiar with the current data will be involved in the data conversion planning effort.

6. 2. 4 This work package is not applicable.

6. 2. 5 This work package is not applicable.

6. 2. 6 Control Point 2: Assess & Define Stage Acceptance Acceptance criteria for this Stage includes completion of all criteria listed below.

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

Assess & Define Stage Deliverables:

Highland
Tyler Tecr
68 Documentation of future state decisions and configuration options to support future state decisions.

Modification specification document.

Assess & Define Stage Acceptance Criteria:

All stage deliverables accepted based on criteria previously defined.

Solution Orientation is delivered.

Conversion data extracts are received by Tyler.

Data conversion plan built.

6. 3 Prepare Solution
During the Prepare Solution stage, information gathered during the Initiate & Plan and Assess & Define stages will be used to install and configure the Tyler software solution. Software configuration will be validated by the City against future state decisions defined in previous stages and processes refined as needed to ensure business requirements are met.

6. 3. 1 Initial System Deployment
The timely availability of the Tyler Solution is important to a successful Project implementation. The success and timeliness of subsequent work packages are contingent upon the initial system deployment of Tyler Licensed Software on an approved network and infrastructure. Delays in executing this work package can affect the project schedule.

Objectives:

All licensed software is installed and operational.

The City can access the software.

STAGE 3 Initial System Deployment ( Hosted/ SaaS)*
Tyler City
RACI MATRIX KEY: v
R = Responsible o 0
A = Accountable J
C = Consulted 6 N YC
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Prepare hosted

A R I C
environment
Install Licensed
Software for

A R I C
Included
Environments
Install Licensed
Software on City

I C A R
Devices ( if
applicable)
Highland CA
Tyler Technolc
69 Tyler System
Administration
A R C
Training ( if
applicable)
outputs /
Deliverables
Acceptance Criteria [ only) for Deliverables
Licensed Software is Installed on the Server( s) Software is accessible Licensed Software is Installed on City Devices
if applicable)
Software is accessible
Installation Checklist/ System Document
Work package assumptions:

The most current available version of the Tyler Licensed Software will be installed.

The City will provide network access for Tyler modules, printers, and Internet access to all applicable City and Tyler Project staff.

The City has technical infrastructure in place that meets Tyler requirements to ensure sufficient speed and operability of Tyler Licensed Software. Tyler will not support the user of Licensed Software if the City does not meet the minimum standards of Tylers' s published specifications.

6. 3. 2 Configuration
The purpose of Configuration is to prepare the software product for validation.

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

Objectives:

Software is ready for validation.

Educate the City Power User how to configure and maintain software.

Prepare standard interfaces for process validation ( if applicable).

STAGE 3 Configuration
Tyler City
RACI MATRIX KEY: CU
R = Responsible a o
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Conduct configuration

A R I C C
training
70 Complete Tyler
configuration tasks A R I
where applicable)
Complete City
configuration tasks I C A R C
where applicable)
Standard interfaces
configuration and A R C I C C C
training ( if applicable)
Updates to Solution

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

Outputs /
Deliverables
Acceptance Criteria [ only) for Deliverables
Configured System
Work package assumptions:

Tyler provides guidance for configuration options available within the Tyler software. The City is responsible for making decisions when multiple options are available.

6. 3. 3 Process Refinement
Tyler will educate the City users on how to execute processes in the system to prepare them for the validation of the software. The City collaborates with Tyler staff iteratively to validate software configuration options to support future state.

Objectives:

Ensure that the City understands future state processes and how to execute the processes in the softwa re.

Refine each process to meet the business requirements.

Validate standard interfaces, where applicable.

Validate forms and reports, where applicable.

STAGE 3 Process Refinement
Tyler City
RACI MATRIX KEY: a
R = Responsible a
3 o
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C = Consulted C C tti
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Highland CA
Tyler Technoloc
71 Conduct process A R I C I C
training
Confirm process I C A R C I C
decisions
Test configuration I C A R C
Refine
configuration ( City I C A R C
Responsible)
Refine
configuration ( Tyler A R I
Responsible)
Validate interface

I C C A R C C
process and results
Update City -
specific process

I C A R C
documentation ( if
applicable)
Updates to
Solution Validation C C A R C C
testing plan
Inputs Initial Configuration
Documentation that describes future state decisions and configuration options to support future state decisions.

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

None

6. 3. 4 Conversion Delivery
The purpose of this task is to transition the City' s data from their source (" legacy") system( s) to the Tyler system( s). The data will need to be mapped from the legacy system into the new Tyler system format. A well - executed data conversion is key to a successful cutover to the new system( s).

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

Highland CA
Tyler Techno
e:
n 72
Pull Data & Write & Run
Conversion Map Conversion
Balancing Conversion
Program
Load Data
for Testing
Conversion
Validate
Reviews
Final
Data Completed
Conversion
RL rtS
Report &
Correct
Errors
Objectives:

Data is ready for production ( Conversion).

STAGE 3 Data Delivery & Conversion
Tyler City
RACI MATRIX a`
KEY:
a
3 o
R = Responsible° J
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data crosswalks/
code A C R I I mapping
tool Populate
data crosswalks/
code I C C A R C mapping
tool Iterations:

Conversion
A C R I Development
Iterations:

Deliver
A R I I converted data Iterations:

Proof/
Review data
and C C C A R C C reconcile
tosource
system Highland
CA Tyler
Technolo,
73 Inputs
Data Conversion Plan
Configuration
outputs / Acceptance Criteria [ only] for Deliverables
Deliverables
Code Mapping Complete / Validated
Conversion Iterations / Reviews Complete Conversion complete, verified, and ready for final pass
Work package assumptions:

The City will provide a single file layout per source system as identified in the investment summary.

The City subject matter experts and resources most familiar with the current data will be involved in the data conversion effort.

The City project team will be responsible for completing the code mapping activity, with assistance from Tyler.

6. 3. 5 This work package is not applicable.

6. 3. 6 This work package is not applicable.

6. 3. 7 Control Point 3: Prepare Solution Stage Acceptance Acceptance criteria for this Stage includes all criteria listed below in each Work Package.

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

Prepare Solution Stage Deliverables:

Licensed software is installed.

Installation checklist/ system document.

Conversion iterations and reviews complete.

Prepare Solution Stage Acceptance Criteria:

All stage deliverables accepted based on criteria previously defined.

Software is configured.

Solution validation test plan has been reviewed and updated if needed.

6. 4 Production Readiness
Activities in the Production Readiness stage will prepare the City team for go -live through solution validation, the development of a detailed go -live plan and end user training. A readiness assessment will be conducted with the City to review the status of the project and the organizations readiness for go -live. 74 6. 4. 1 Solution Validation
Solution Validation is the end -to -end software testing activity to ensure that the City verifies all aspects of the Project ( hardware, configuration, business processes, etc.) are functioning properly, and validates that all features and functions per the contract have been deployed for system use.

Objectives:

Validate that the solution performs as indicated in the solution validation plan.

Ensure the City organization is ready to move forward with go -live and training ( if applicable).

STAGE 4 Solution Validation
Tyler City
RACI MATRIX KEY:

R = Responsible 6 0
A = Accountable
OA
v
J n
C = Consulted c C
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N
I= Informed a,
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Update Solution

A R C C C C
Validation plan
Update test scripts (as

C C C A R C
applicable)
Perform testing C C C A R C
Document issues from

C C C A R C
testing
Perform required followA R C C C C
up on issues
Inputs Solution Validation plan
Completed work product from prior stages ( configuration, business process, etc.) outputs /
Deliverables
Acceptance Criteria [ only] for Deliverables
Solution Validation Report City updates report with testing results Work package assumptions:

Designated testing environment has been established.

Testing includes current phase activities or deliverables only.

6.4. 2 Go -Live Readiness
Tyler and the City will ensure that all requirements defined in Project planning have been completed and the Go -Live event can occur, as planned. A go -live readiness assessment will be completed identifying risks or actions items to be addressed to ensure the City has considered its ability to successfully Go -Live. Issues and 75 concerns will be discussed, and mitigation options documented. Tyler and the City will jointly agree to move forward with transition to production. Expectations for final preparation and critical dates for the weeks leading into and during the Go -Live week will be planned in detail and communicated to Project teams.

Objectives:

Action plan for go -live established.

Assess go -live readiness.

Stakeholders informed of go -live activities.

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

R = Responsible 0 -o
3 0
A = Accountable a
C = Consulted
a QJ a,
I = Informed a
tiD
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Perform Readiness

I A R C C I C I I I I I I
Assessment
Conduct Go -Live planning A R C C C C C C C
session
Order peripheral I A R C
hardware ( if applicable)
Confirm procedures for
Go -Live issue reporting & A R I I I I C C I I I I I
resolution
Develop Go -Live checklist A R C C C C I C C
Final system
infrastructure review A R J_ C C
where applicable)
Inputs Future state decisions
Go - live checklist
Outputs / Acceptance Criteria [ only] for Deliverables
Deliverables
Updated go -live checklist Updated Action plan and Checklist for go -live delivered to the City
Work package assumptions:

None

6. 4. 3 End User Training
End User Training is a critical part of any successful software implementation. Using a training plan previously reviewed and approved, the Project team will organize and initiate the training activities. 76 Train the Trainer: Tyler provides one occurrence of each scheduled training or implementation topic. City users who attended the Tyler sessions may train additional users. Additional Tyler led sessions may be contracted at the applicable rates for training.

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

Objectives:

End users are trained on how to use the software prior to go -live.

The City is prepared for on -going training and support of the application.

STAGE 4 End User Training
Tyler City
RACI MATRIX KEY: v
R = Responsible Na
3 o
A = Accountable Y v
J N
C = Consulted cu N
Na)
Y
a)
I = informed a) Uo
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N
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a)
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w E a U w Cn I I v) w
Update training plan A R C C I C
End User training ( TylerA R C C C I C C C
led)
Train -the trainer A C C C I C
End User training ( City- Ec' C A R I C C C
led)
Inputs Training Plan
List of End Users and their Roles / Job Duties
Configured Tyler System
Outputs /
Deliverables
Acceptance Criteria [ only] for Deliverables
End User Training City signoff that training was delivered Work package assumptions:

The City project team will work with Tyler to jointly develop a training curriculum that identifies the size, makeup, and subject -area of each of the training classes.

Tyler will work with the City as much as possible to provide end -user training in a manner that minimizes the impact to the daily operations of City departments.

The City will be responsible for training new users after go -live ( exception —previously planned or regular training offerings by Tyler).
77 6. 4. 4 Control Point 4: Production Readiness Stage Acceptance Acceptance criteria for this stage includes all criteria listed below. Advancement to the Production stage is dependent upon Tyler' s receipt of the stage acceptance.

Production Readiness stage deliverables:

Solution Validation Report.

Update go -live action plan and/ or checklist.

End user training.

Production Readiness stage acceptance criteria:

All stage deliverables accepted based on criteria previously defined.

Go -Live planning session conducted.

6. 5 Production
Following end user training the production system will be fully enabled and made ready for daily operational use as of the scheduled date. Tyler and the City will follow the comprehensive action plan laid out during Go - Live Readiness to support go -live activities and minimize risk to the Project during go -live. Following go -live, Tyler will work with the City to verify that implementation work is concluded, post go -live activities are scheduled, and the transition to Client Services is complete for long- term operations and maintenance of the Tyler software.

6. 5. 1 Go - Live
Following the action plan for Go -Live, defined in the Production Readiness stage, the City and Tyler will complete work assigned to prepare for Go -Live.

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

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

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

Objectives:

Execute day to day processing in Tyler software.

City data available in Production environment.

STAGE 5 Go - Live
Tyler City
78 RACI MATRIX KEY: v
R = Responsible II o
A = Accountable
C = Consulted c
N
I = Informed v
O U
Y_ L N
a) Q
E Wx NoM
C CO M
CO
Q5
v'I N
CO
E
Op to tO
N
N
N
Om
@c c a
O
a
N n
v
UO
co_
J
m M c
v
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v
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w
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co U
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vN
C
D Q
N
O
U
O_ p UO
QJ NU
v
O UCzi C0 OC dN OC Ud
W
E cE 0 U W d LL U W
Provide final source data

C C A R
extract, if applicable
Final source data pushed
into production A C R I C C C
environment, if
applicable
Proof final converted

C C C A R C
data, if applicable
Complete Go -Live
activities as defined in C C C A R C I C
the Go -Live action plan
Provide Go -Live
A R C C I C C C fcl
assistance
Inputs Comprehensive Action Plan for Go -Live
Final source data ( if applicable)
Outputs / Acceptance Criteria [ only] for Deliverables
Deliverables
Data is available in production environment City confirms data is available in production environment
Work package assumptions:

The City will complete activities documented in the action plan for Go -Live as scheduled.

External stakeholders will be available to assist in supporting the interfaces associated with the Go - Live live process.

The City business processes required for Go -Live are fully documented and tested.

The City Project team and subject matter experts are the primary point of contact for the end users when reporting issues during Go -Live.

The City Project Team and Power User' s provide business process context to the end users during Go - Live.

6. 5. 2 Transition to Client Services
This work package signals the conclusion of implementation activities for the Phase or Project with the exception of agreed - upon post Go -Live activities. The Tyler project manager( s) schedules a formal transition of the City onto the Tyler Client Services team, who provides the City with assistance following Go -Live, officially transitioning the City to operations and maintenance.

Objectives:
79 Ensure no critical issues remain for the project teams to resolve.

Confirm proper knowledge transfer to the City teams for key processes and subject areas.

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

R = Responsible o
A = Accountable
C = Consulted C a)
I = Informed 5 O
n
w
a
CO
v
hD CO
i3
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Z)
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U
w
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Transfer City to Client
Services and review

I I A I I R I I C C C
issue reporting and
resolution processes
Review long term
maintenance and

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

6. 53 Post Go -Live Activities
Some implementation activities are provided post -production due to the timing of business processes, the requirement of actual production data to complete the activities, or the requirement of the system being used in a live production state.

Objectives:

Schedule activities that are planned for after Go -Live.

Ensure issues have been resolved or are planned for resolution before phase or project close.

STAGE 5 Post Go - Live Activities
Tyler City
80 RACI MATRIX KEY: v
R = Responsible o
A = Accountable U
C = Consulted c
1= Informed
C U
L a
N
Y
U
E
Q
w
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CLOU 0
C cO ti0 N
i OC
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I U- 0a
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j
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LLX
c6
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CU
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iy d
ccO G
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41 Schedule contracted
activities that are

A R C C C C I C C I C C
planned for delivery
after go -live
Determine resolution
plan in preparation for A R C C C I C C I C
phase or project close
out
Inputs I List of post Go -Live activities
Outputs /
Deliverables
Acceptance Criteria [ only) for
Deliverables
Updated issues log
Work package assumptions:

System is being used in a live production state.

6. 5. 4 Control Point 5: Production Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below:

Advancement to the Close stage is not dependent upon Tyler' s receipt of this Stage Acceptance.

Converted data is available in production environment.

Production Stage Acceptance Criteria:

All stage deliverables accepted based on criteria previously defined.

Go -Live activities defined in the Go -Live action plan completed.

Client services support document is provided.

6. 6 Close
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or Project. The City transitions to the next cycle of their relationship with Tyler ( next Phase of implementation or long-term relationship with Tyler Client Services).
81 6. 6. 1 Phase Closeout
This work package represents Phase completion and signals the conclusion of implementation activities for the Phase. The Tyler Client Services team will assume ongoing support of the City for systems implemented in the Phase.

Objectives:

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

STAGE 6 Phase Close Out
Tyler City
RACI MATRIX KEY: a
R = Responsible 0 o
A = Accountable
6 J
C = Consulted
OA
3 c aa)
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I= Informed U0
U 0-
a)
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a1
Reconcile project budget
and status of contract I A R I I C
Deliverables
Hold post phase review A R C C C C C C C C C
meeting
Release phase -
dependent Tyler project A R I I
resources
Participants Tyler City
Project Leadership Project Manager
Project Manager Project Sponsor( s)
Implementation Consultants Functional Leads, Power Users, Technical Leads
Technical Consultants ( Conversion, Deployment,
Development)
Client Services
Inputs Contract
Statement of Work
Project artifacts
Outputs / Acceptance Criteria [ only] for Deliverables
Deliverables
Final action plan ( for outstanding items)
Reconciliation Report
Post Phase Review
Highland CA
Tyler Techno
82 Work package assumptions:

Tyler deliverables for the phase have been completed.

6. 6. 2 Project Closeout
Completion of this work package signifies final acceptance and formal closing of the Project.

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

Objectives:

Confirm no critical issues remain for the project teams to resolve.

Determine proper knowledge transfer to the City teams for key processes and subject areas has occurred.

Verify all deliverables included in the Agreement are delivered.

STAGE 6 Project Close Out
Tyler City
RACI MATRIX KEY:

R = Responsible a o
A = Accountable 13 o
C = Consulted 0C
a)
N
C N
I= Informed
O
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U
41 0 E x 0
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n
N
Ln 0
@
O c0
E:

Tyler
Highland
Technolog
Work
Outputs /
Deliverables
resources
Inputs
CA
review
Deliver
report
leadership
Release
Conduct
package
to
All
post
Tyler
post
City
project
project
project
and
Statement
project
assumptions:

Contract
Post
Tyler
implementation
Project
of
A
I
U
Report
Work
1 A
A
R
Q
E
activities
I
R
R
d
C
Q.
have
C
W
been
C
y=
Q
U
83 completed
C
C
U
l) v
Acceptance
City
all
been
U
C
T
project
acceptance;
I
completed
and
W
w
Deliverables
approved.

I
L—
OD0
Criteria [
n
C
I
C
Completed
d
N
only]
C C C
Ll
and
for
milestones
U
a) tl0
report
Deliverables
indicating
have
W
N
C
J
No critical project issues remain that have not been documented and assigned.

Final project budget has been reconciled and invoiced.

All Tyler deliverables have been completed.

6. 6. 3 Control Point 6: Close Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.

Close Stage Deliverables:

Post Project Report.

Close Stage Acceptance Criteria:

Completed report indicating all Project deliverables and milestones have been completed.

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

7. 1. Project
Project activities will begin after the Agreement has been fully executed.

The City Project Team will complete their necessary assignments in a mutually agreed upon timeframe to meet the scheduled go -live date, as outlined in the Project Schedule.

Sessions will be scheduled and conducted at a mutually agreeable time.

Additional services, software modules and modifications not described in the SOW or Agreement will be considered a change to this Project and will require a Change Request Form as previously referenced in the definition of the Change Control Process.

Tyler will provide a written agenda and notice of any prerequisites to the City project manager( s) ten 10) business days or as otherwise mutually agreed upon time frame prior to any scheduled on -site or remote sessions, as applicable.

Tyler will provide guidance for configuration and processing options available within the Tyler software. If multiple options are presented by Tyler, the City is responsible for making decisions based on the options available.

Implementation of new software may require changes to existing processes, both business and technical, requiring the City to make process changes.

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

7. 2 Organizational Change Management
Unless otherwise contracted by Tyler, City is responsible for managing Organizational Change. Impacted City resources will need consistent coaching and reassurance from their leadership team to embrace and accept the changes being imposed by the move to new software. An important part of change is ensuring that impacted City resources understand the value of the change, and why they are being asked to change. 84 7. 3 Resources and Scheduling
City resources will participate in scheduled activities as assigned in the Project Schedule.

The City team will complete prerequisites prior to applicable scheduled activities. Failure to do so may affect the schedule.

Tyler and the City will provide resources to support the efforts to complete the Project as scheduled and within the constraints of the Project budget.

Abbreviated timelines and overlapped Phases require sufficient resources to complete all required work as scheduled.

Changes to the Project Schedule, availability of resources or changes in Scope will be requested through a Change Request. Impacts to the triple constraints ( scope, budget, and schedule) will be assessed and documented as part of the change control process.

The City will ensure assigned resources will follow the change control process and possess the required business knowledge to complete their assigned tasks successfully. Should there be a change in resources, the replacement resource should have a comparable level of availability, change control process buy -in, and knowledge.

The City makes timely Project related decisions to achieve scheduled due dates on tasks and prepare for subsequent training sessions. Failure to do so may affect the schedule, as each analysis and implementation session is dependent on the decisions made in prior sessions.

The City will respond to information requests in a comprehensive and timely manner, in accordance with the Project Schedule.

The City will provide adequate meeting space or facilities, including appropriate system connectivity, to the project teams including Tyler team members.

For on -site visits, Tyler will identify a travel schedule that balances the needs of the project and the employee.

7. 4 Data
Data will be converted as provided and Tyler will not create data that does not exist.

The City is responsible for the quality of legacy data and for cleaning or scrubbing erroneous legacy data.

Tyler will work closely with the City representatives to identify business rules before writing the conversion. The City must confirm that all known data mapping from source to target have been identified and documented before Tyler writes the conversion.

All in -scope source data is in data extract( s).

Each legacy system data file submitted for conversion includes all associated records in a single approved file layout.

The City will provide the legacy system data extract in the same format for each iteration unless changes are mutually agreed upon in advance. If not, negative impacts to the schedule, budget and resource availability may occur and/ or data in the new system may be incorrect.

The City Project Team is responsible for reviewing the converted data and reporting issues during each iteration, with assistance from Tyler.

The City is responsible for providing or entering test data (e. g., data for training, testing interfaces, etc.)
85 7. 5 Facilities
The City will provide dedicated space for Tyler staff to work with City resources for both on -site and remote sessions. If Phases overlap, City will provide multiple training facilities to allow for independent sessions scheduling without conflict.

The City will provide staff with a location to practice what they have learned without distraction. 86 8. Glossary
Acceptance Confirming that the output or deliverable is suitable and conforms to the agreed upon criteria.

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

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

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

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

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

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

Consulted Those whose opinions are sought, typically subject matter experts, and with whom there is two- way communication. [ Also see RACI]--
Control Point This activity occurs at the end of each stage and serves as a 1 formal and intentional opportunity to review stage deliverables and required acceptance criteria for the stage have been met.

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

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

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

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

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

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

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

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

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

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

Peripheral devices
Phase
Project
RACI
Remote
An auxiliary device that connects to and works with the computer in some way. Some examples: scanner, digital camera, printer. i
A portion of the Project in which specific set of related applications are typically implemented. Phases each have an independent start, Go -Live and closure dates but use the same Implementation Plans as other Phases of the Project. Phases may overlap or be sequential and may have different Tyler resources assigned.

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

A matrix describing the level of participation by various roles in completing tasks or Deliverables for a Project or process.

Individuals or groups are assigned one and only one of the following roles for a given task: Responsible ( R), Accountable ( A), Consulted ( C), or Informed ( 1).

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

Responsible Those who ensure a task is completed, either by themselves or delegating to another resource [ Also see RACI]
Scope Products and services that are included in the Agreement. 88 Solution The implementation of the contracted software product( s) resulting in the connected system allowing users to meet Project goals and gain anticipated efficiencies.

Stage The top- level components of the WBS. Each Stage is repeated for individual Phases of the Project. —
Standard Software functionality that is included in the base software ( off - the -shelf) package; is not customized or modified.

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

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

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

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

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

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

Work Package A group of related tasks within a project. 89 Part 4: Appendices

9. Conversion

9. 1 Enterprise ERP Conversion Summary

9. 1. 1 Accounting

9. 1. 1. 1 Accounting - ActuaIs
Summary account balances
Up to 5 years
9, 1. 1. 2 Accounting - Budgets
Original budget, budget adjustments, revised budget summaries for accounts Up to 5 years

9. 1, 2 Accounts Payable

9. 1. 2. 1 Vendors
Vendor Master file including names, addresses, SSN/ FID, contacts, phone numbers Multiple remittance addresses
Year- to- date 1099 amounts

9. 1. 2. 2 Accounts Payable - Checks
Check header data including vendor, warrant, check number, check date, overall check amount, GL cash account and clearing information
Check detail data including related document and invoice numbers for each check Up to 5 years

9. 1. 2. 3 Accounts Payable - Invoices
Invoice header data containing general information for the invoice Invoice detail data containing line -specific information for the invoice Up to 5 years

9. 1. 3 Purchase Orders
Open purchase orders header data including vendor, buyer, date, accounting information, etc.

Open purchase orders detail data including line -item descriptions, quantities, amounts, etc.

Closed purchase orders detail data, up to 5 years, including line -item descriptions, quantities, amounts, etc.
90 9. 1. 4 General Billing

9. 1. 4. 1 Customer Master Files
Customer information

9. 1. 4. 2 General Billing — Recurring Invoices
General Billing Invoices that are sent on a regular basis Header records with general information about the invoice Detail records with line -specific information

9. 1. 4. 3 General Billing — Bills
5 years of open and closed invoices
General Ledger information so open invoices can be processed in Enterprise ERP

9. 1. 5 Human Resources Management

9. 1. 5. 1 HRM Employee Master Information
Payroll Employee Master data including data such as name, address, SSN, legacy employee ID, date of birth, hire date, activity status ( such as active/ inactive), leave/ termination code and date, phone( s), eaddress, marital status, gender, race, personnel status ( such as full- time, part- time, etc.), highest degree, advice -delivery (print/ email/ both) and check location, plus primary group, job, location, and account information

9. 1. 5. 2 Accumulators
YTD, QTD, MTD amounts for employee pay and deductions
Needed for mid -calendar - year go -live
May not be needed if converting earnings/ deductions history Up to 5 years
Accumulators are converted with check history and earning/ deduction history as a default. No accumulator files are necessary to submit when converting history.

9. 1. 5. 3 Check History
Up to 5 years, additional years must be quoted. We convert amounts for earnings and deductions in employee check history, check number and date.

9. 1. 5. 4 Earning/ Deduction Hist.

Up to 5 years, additional years must be quoted. Earning and deduction history broken down my individual codes ( earnings and deduction) and amounts per pay period, the detail of these lines, sums the check history in opt 4.

9. 1. 5. 5 Personnel Action History
A variety of Personnel actions, such as job or salary changes and dates these events occurred.

Up to 5 years
91 9. 1. 5. 6 Certifications
Certification area and certification type codes, certification number and effective date, expiration date, and required -by date, codes for certification level and subjects

9. 1. 5. 7 Education
Codes, for institution, type of degree, and area( s) of study 92 10. Additional Appendices

10. 1 This work package is not applicable.
93 11. Project Timeline

11. 1 ERP Project Timeline
The Project Timeline establishes a target duration for each phase of the project. The timeline needs to account for resource availability, business goals, size and complexity of the project, and task duration requirements. These will be reviewed and adjusted, if needed, during the Initiate and Plan Stage. Refer to the Project Stages section of this SOW for information on work packages associated with each stage of the implementation. Durations may be revised when the Agreement is signed and further refined during the project.

Eden to Enterprise ERP project start dates are dependent on wave availability. Waves are a common implementation start month for a group of Eden clients. Each wave has a designated number of slots available for clients to sign up — once those slots are full you must choose an alternate wave with availability.

A signed agreement is required to reserve your spot in a specific wave. 1 Financials Accounting
Accounts Payable
Budgeting
Capital Assets
Cash Management
Contract Management
eProcurement
Project & Grant Accounting
Purchasing
Accounts Receivable
General Billing
System Wide Analytics & Reporting w Executive
Insights
Enterprise Forms
Content Manager Core includes
Onboarding
2 Human Resources Payroll with Employee Access
Management 0 Human Resources & Talent
Management
Time & Attendance w Mobile
Access

11. 2 This work package is not applicable.
12 Months
or as defined in the Project
Plan and mutually agreed upon
Average Days/ Month: 6
12 Months
or as defined in the Project
Plan and mutually agreed upon
Average Days/ Month: 3
94 STAFF REPORT

TO THE CITY COUNCIL
DATE: August 13, 2024
FROM: Carlos Zamano, City Manager
PREPARED BY: Octavio Duran Jr., Public Works Director/ City Engineer 0-b SUBJECT: Contract Maintenance Agreements with San Bernardino County (Public Works -Transportation) and San Bernardino County Flood Control District
RECOMMENDATION: It is recommended that the City Council ( 1) Approve the Contract Maintenance Agreements for a term up to five years with San Bernardino County ( Public Works - Transportation) and San Bernardino County Flood Control District, ( 2) Authorize the Public Works Director/ City Engineer to approve contract work projects up to $ 60, 000 per roadway project and 45, 000 per drainage project, subject to the overall annual maximum amount of $100, 000 and (3) Authorize the Mayor to execute both agreements.

FISCAL IMPACT: The agreements have a not -to -exceed amount of $ 100, 000 per year for Transportation and Flood Control related work, to be expended on an as -needed basis. Funding is available in the current City budget for Public Works "Contract Maintenance".

PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.

BACKGROUND: On January 22, 2019, the City Council approved contract maintenance agreements with San Bernardino County ( Public Works -Transportation) and San Bernardino County Flood Control District. These agreements expired on June 30, 2024.

On March 12, 2024, and May 14, 2024, City Council approved amendments to the mutual aid agreements with San Bernardino County Flood Control District and San Bernardino County (Public Works -Transportation), respectively. The intent was to extend the term of the original agreements for an additional five years prior to June 30, 2024.

However, San Bernardino County staff was not able to obtain approval of the amendments from the County Board prior to June 30, 2024. It is therefore necessary to process new agreements.

Approved Motion Second
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Agenda Item No.

File No.

Clerk City Manager
1 The two agreements recommended for approval will formalize this cooperative arrangement between both agencies through September 30, 2029. Work authorized underthe agreements will not exceed $ 100, 000 per year, or $ 60, 000 per roadway projects and $ 45,000 per drainage projects. Work will be performed on an as -needed basis. The agreements also provide for reciprocal arrangement forthe City to perform maintenance on County facilities as requested and reimbursed by the County or the County Flood Control District. Both agreements have been reviewed by the City Attorney. The County Board of Supervisors will be presented these agreements at either the September loth or 24th Board meeting for approval.

Attachments:

Mutual Aid Contract Maintenance Agreement with San Bernardino County Mutual Aid Contract Maintenance Agreement with San Bernardino County Flood Control District M:\ Agreements\ SB County\ Cooperative Agreements\ Mutual Aid Agreements Stf Rpt 08. 13. 24. doc 2 THE INFORMATION IN THIS BOX IS NOT A PART OF THE CONTRACT AND IS FOR COUNTY USE ONLY

SAN BERNARDINO
COUNTY
Contract Number
SAP Number
Public Works
Department Contract Representative Johnny D. Gayman, P. E.

Engineering Manager
Telephone Number ( 909) 387- 7997
Contractor
Contractor Representative
Telephone Number
Contract Term
Original Contract Amount
Amendment Amount
Total Contract Amount
Cost Center
Grant Number ( if applicable)
IT IS HEREBY AGREED AS FOLLOWS:

City of Highland
Octavio Duran Jr., P. E.
909) 864- 6861
Approximately 5 years ending
September 30, 2029
Not to exceed $ 60, 000 per project
and $ 100, 000 for each party per
fiscal vear
100, 000 annually
6650002000
WHEREAS, City of Highland ( CITY) has observed that many of its street facilities and related appurtenances within its jurisdictional area need occasional maintenance and repair; and WHEREAS, Streets and Highways Code sections 1685 and 1803 authorize CITY to contract with San Bernardino County ( COUNTY) for the maintenance, construction or repair of CITY streets, if the legislative body of CITY determines that it is necessary for the more efficient maintenance, construction, or repair of said streets; and
WHEREAS, COUNTY and CITY are sometimes individually referred to in this Agreement as PARTY and collectively referred to as PARTIES; and
WHEREAS, the legislative body of CITY determines that it is necessary for the more efficient maintenance and repair of its street facilities and related appurtenances within CITY to contract with COUNTY for COUNTY to sometimes perform said work, including emergency work, on CITY street facilities and related appurtenances located within the incorporated area of CITY ( hereinafter referred to as " CONTRACT WORK"); and Standard Contract
3

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