Town Council Agenda
Wednesday, September 17, 2025, 4:00 p.m.
437 Old Mammoth Road, Suite Z, Mammoth Lakes
Members of the Town Council:
Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Bill Sauser, Councilmember Brent Truax, Councilmember John Wentworth NOTE: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (760) 965-3602. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 13.102-35.104 ADA Title II)
NOTE: Materials related to an item on this agenda submitted after distribution of the agenda packet are available for public inspection in the Town Offices located at 437 Old Mammoth Road, Suite 230 during normal business hours. Such documents are also available on the Town of Mammoth Lakes website at www.townofmammothlakes.ca.gov subject to staff’s ability to post the documents before the meeting.
NOTE: You may attend the Town Council meetings in person or watch them on the Town of Mammoth Lakes' website at www.townofmammothlakes.ca.gov , on the local government cable channel 18, or via Zoom. Public comments can be submitted to the Town Clerk at [email protected]. before and during the meeting, or may be made in person or via Zoom.
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1. CALL TO ORDER AND ROLL CALL
Councilmember Truax will be attending the meeting remotely from 158 Buckwheat Street Ferrisburg Vt 05456.
2. PLEDGE OF ALLEGIANCE
3. PUBLIC COMMENTS
The Public Comment portion of the agenda provides the public with an opportunity to address the Town Council on matters not otherwise listed on the agenda. Under California law the Town Council is prohibited from generally discussing or taking action on items not included in the agenda; however, the Town Council may briefly respond to comments or questions from members of the public. Therefore, the Town Council will listen to all public comment, but will not generally discuss the matter or take action on it. Requests for service from the Town may also be made at the Town offices during regular business hours.
Members of the public desiring to speak on a matter appearing on the agenda should ask the Mayor for the opportunity to be heard when the item comes up for Council consideration.
4. ADDITIONS TO THE AGENDA
Opportunity to add urgency items pursuant to Government Code Section 54954.2(b)2, if necessary.
5. INTRODUCTIONS
5.1 Introduce new Building Inspector/Plans Examiner Jerry "Joseph" Risenhoover.
6. TOWN COUNCIL PRESENTATIONS
6.1 Recognize promotion of Code Compliance Officer Ryan Tanaka to Police Services Technician.
7. REPORTS FROM COMMISSIONS AND/OR DEPARTMENTS (AS NEEDED)
8. CONSENT AGENDA
8.1 Approve the minutes of the regular meeting of September 3, 2025.
8.2 Accept the Project Closeout Report for Whitmore Pool Roof Replacement.
8.3 Update and Approval to Continue Emergency Installation of Aboveground Waste Oil Tank at 299 Commerce Drive.
8.4 Accept Check Register 9/28/25 in the amount of $3,427,673.11. Accept Check Register 9/4/25 in the amount of $961,564.78.
9. POLICY MATTERS
9.1 Accept the 2024 Community Indicators Report and consider a pause on the compilation of future Community Indicator Reports.
9.2 Authorize the Town Manager to execute a contract with SyTech Solutions for records archiving services.
10. COUNCILMEMBER REPORTS
Informational reports from Councilmember representatives on committees, commissions, and organizations; general reports on Councilmember activities.
11. ADJOURNMENT
The Town Council will adjourn to a regular meeting to be held on Wednesday, October 15, 2025 at 4:00 p.m.
Town Council of Mammoth Lakes
Minutes of Regular Meeting
September 3, 2025, 4:00 p.m.
437 Old Mammoth Road, Suite Z, Mammoth Lakes
Members Present: Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, Councilmember John Wentworth Members Absent: Councilmember Bill Sauser
_____________________________________________________________________
1. CALL TO ORDER AND ROLL CALL
Councilmember Wentworth attended the meeting remotely from Home2 Suites by Hilton Redlands Loma Linda, 1342 Industrial Park Ave, Room 402, Redlands, CA 92374.
The Mayor called the meeting to order at 4:01 p.m. in the Council Chamber, 437 Old Mammoth Road, Suite Z, Mammoth Lakes.
2. PLEDGE OF ALLEGIANCE
Office of Outdoor Recreation Manager Lawson Reif led the flag salute.
3. PUBLIC COMMENTS
Brianna Goico, President & CEO of the Mammoth Lakes Chamber of Commerce, gave an update regarding current Chamber activities.
Town Council Minutes
September 3, 2025
4. ADDITIONS TO THE AGENDA
There were no additions to the agenda.
5. REPORTS FROM COMMISSIONS AND/OR DEPARTMENTS (AS NEEDED) Police Chief Dan Casabian gave an update regarding Mammoth Lakes Police Department (MLPD) bear statistics. There was discussion among members of Council and staff.
Office of Outdoor Recreation Manager Lawson Reif gave an update regarding current outdoor recreation activities. There was discussion among members of Council and staff.
Parks and Recreation Director Stuart Brown gave an update regarding current parks and recreation activities.
Town Manager Rob Patterson gave an update regarding information received from Southern California Edison regarding the recent power outages. There was discussion among members of Council and staff.
6. STAFF PRESENTATIONS
6.1 Flock Safety Update 2025.
Police Chief Dan Casabian and Police Sergeant Jason Heilman gave a presentation regarding the Flock Safety Update. There was discussion among members of Council and staff.
7. CONSENT AGENDA
Councilmember Wentworth requested that Agenda Item 7.4 be removed from the consent agenda for separate discussion.
Moved by Mayor Pro Tem Amanda Rice
Seconded by Councilmember Brent Truax
Approve the Consent Agenda.
For (4): Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, and Councilmember John Wentworth
Absent (1): Councilmember Bill Sauser
Carried (4 to 0)
7.1 Approve the minutes of the regular meeting of August 20, 2025.
Town Council Minutes
September 3, 2025
7.2 Update and End Emergency Work Authorization Provided for in Resolution 25-47 for the Replacement of the Whitmore Pool Roof.
7.3 Approve findings to continue the authorized emergency installation of an aboveground waste oil tank as provided for in Resolution No. 25-48.
7.4 Approve the resolution authorizing the Town Manager to accept the California Department of Transportation (Caltrans) Sustainable Transportation Planning Grant award for development of a Climate Action and Adaptation Plan.
This item was removed from the consent agenda for separate discussion.
Councilmember Wentworth spoke about previous reports related to this effort.
Assistant to the Town Manager Pam Kobylarz responded to Councilmember Wentworth's suggestions.
Moved by Councilmember John Wentworth
Seconded by Mayor Pro Tem Amanda Rice
Approve the resolution authorizing the Town Manager to accept the California Department of Transportation (Caltrans) Sustainable Transportation Planning Grant Award for development of a Climate Action and Adaptation Plan.
For (4): Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, and Councilmember John Wentworth Absent (1): Councilmember Bill Sauser
Carried (4 to 0)
7.5 Waive the Reading and Adopt by Title Only the Ordinance Renewing the Town’s Military Equipment Use Policy for 2025.
7.6 Accept Check Register 8/14/25 in the amount of $383,031.07. Accept Check Register 8/15/25 in the amount of $251,106.37. Accept Check Register 8/21/25 in the amount of $2,222,191.09.
Town Council Minutes
September 3, 2025
8. POLICY MATTERS
8.1 Comprehensive Town-wide planning effort and Parks and Recreation Master Planning Process Update.
Parks and Recreation Director Stuart Brown and Public Works Director Haislip Hayes outlined the information in the staff report. There was discussion among members of Council and staff.
Moved by Councilmember Brent Truax
Seconded by Mayor Pro Tem Amanda Rice
Authorize the Town Manager to finalize and execute a Professional Services Agreement with the selected consultant to develop a Parks and Recreation Master Plan in the amount of $299,981 and authorize the Town Manager to permit extra work by the consultant with a not to exceed amount of $60,000.
For (4): Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, and Councilmember John Wentworth Absent (1): Councilmember Bill Sauser
Carried (4 to 0)
8.2 Approve the Town of Mammoth Lakes Fiscal Year 2025-26 5-Year Capital Improvement Plan (CIP).
Public Works Director Haislip Hayes outlined the information in the staff report. There was discussion among members of Council and staff.
The Town Council had consensus to direct staff to move forward with the Davison Gate and Signage project and the Real Time Transit Information project.
PUBLIC COMMENT:
John Urdi, President & CEO of Mammoth Lakes Tourism, spoke in support of the Real Time Transit Information project.
The Town Council directed that Restrooms would not be a new CIP project added at this time.
Mr. Urdi spoke in support of renovating the restrooms at the Welcome Center. There was discussion among members of Council and Mr. Urdi.
Town Council Minutes
September 3, 2025
Soibian Spring said that more public bathrooms would help the community.
There was discussion among members of Council and staff regarding potential infrastructure projects.
The Town Council had consensus that Safety Projects were the highest priority, followed by Bus Shelters, and then the South Main MUP.
Moved by Councilmember Brent Truax
Seconded by Mayor Pro Tem Amanda Rice
Approve the 5-year Capital Improvement Plan.
For (4): Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, and Councilmember John Wentworth Absent (1): Councilmember Bill Sauser
Carried (4 to 0)
The Mayor called a recess at 7:16 p.m. and the Council reconvened at 7:23 p.m.
8.3 Town of Mammoth Lakes priorities for the Fiscal Year 2025/26 Inyo National Forest Program of Work.
Office of Outdoor Recreation Manager Lawson Reif outlined the information in the staff report. There was discussion among members of Council and staff.
Moved by Mayor Pro Tem Amanda Rice
Seconded by Councilmember Brent Truax
Approve the Town of Mammoth Lakes (TOML) priorities for the FY25/26 Inyo National Forest Program of Work.
For (4): Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, and Councilmember John Wentworth Absent (1): Councilmember Bill Sauser
Carried (4 to 0)
Town Council Minutes
September 3, 2025
9. COUNCILMEMBER REPORTS
Councilmember Truax spoke about Deena Kastor.
Councilmember Wentworth attended the Integrated Climate Adaptation Resiliency Program (ICARP) Technical Advisory Committee (TAC) meeting in Sacramento and the Eastern Sierra Council of Governments (ESCOG) meeting.
Mayor Pro Tem Rice attended the Whitmore Pool Party for season passholders.
Mayor Bubser attended the ESCOG meeting, the Eastern Sierra Transit Authority (ESTA) Board meeting, Eastern Sierra Wildfire Alliance subcommittee meetings, and the Wildfire Task Force community barbeque held in Old Mammoth.
10. CLOSED SESSION
At 7:39 p.m. the Mayor announced that the Council would be entering into closed session for the purposes as stated in the agenda.
10.1 Pursuant to Government Code Section 54957.6.(a), Conference with Labor Negotiators, the Town Council will meet with its
representatives, Town Manager Rob Patterson, Community and Economic Development Director Nolan Bobroff, Human Resources Manager Amanda Pelham, and Jack Hughes, Partner with Liebert Cassidy Whitmore, with respect to the following Employee Organizations: Mammoth Lakes Police Officers Association.
10.2 CONFERENCE WITH LEGAL COUNSEL--EXISTING LITIGATION (Paragraph 1 of subdivision (d) of Section 54956.9) Name of case:
Successors to Jesus Uribe Corona v. Mammoth Lakes Police Department (Case No: 25UCM62)
11. ANNOUNCEMENT OF ACTION TAKEN AFTER CLOSED SESSION
The Council reconvened from closed session at 8:35 p.m. and announced that there was no reportable action taken.
Town Council Minutes
September 3, 2025
12. ADJOURNMENT
The Council adjourned the meeting at 8:35 p.m.
Jamie Gray, Town Clerk
1 TOWN COUNCIL STAFF REPORT
Title: Accept the Project Closeout Report for Whitmore Pool Roof Replacement.
Meeting Date: September 17, 2025
Prepared by: Riley Griesenbeck, Facilities and Asset Manager Megan Chapman, Finance Director
RECOMMENDATION:
Staff recommends:
Town Council accept the project closeout report for the Whitmore Pool Roof replacement. Authorize the Town Manager to make the necessary budget adjustments to close out the project.
BACKGROUND:
The Whitmore Pool roof was damaged on May 13th, 2025, by a severe wind event. On July 16th, 2025, the Council adopted Resolution 25-47 authorizing the emergency replacement of this roof through the procurement of the necessary materials, equipment, and services for the repair without a competitive bidding process. On July 17th, 2025, the Contractor’s contract was executed and the materials needed for this replacement were ordered.
Materials were delivered to the Contractor on August 8th, 2025. The Contractor began the work of removing and replacing the existing roof on Monday, August 18th, 2025 and completed the replacement on Wednesday, August 20th, 2025. The need for the work authorized by Resolution 25-47 is no longer necessary and the emergency work authorization was ended by Town Council during its September 3rd, 2025 meeting. This work was done to improve the lifespan of the Whitmore Pool facility, and the recently installed metal roof will be more durable and resilient against the strong winds and heavy snow experienced at this location than the asphalt tile roof that was damaged by wind.
FINANCIAL CONSIDERATIONS:
This work was completed in FY 2025-26. Total cost to the Town was $10,000 insurance deductible for the $41,250 roof repair. The predicted useful life of the new roof is 30 years.
2 PRE-CONSTRUCTION PHOTOS:
CONSTRUCTION PHOTOS:
3 POST-CONSTRUCTION PHOTOS:
4
RESOLUTION 25- 47
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF MAMMOTH
LAKES, STATE OF CALIFORNIA, FINDING THAT EMERGENCY
CIRCUMSTANCES JUSTIFY AWARDING A CONTRACT FOR REPAIR OF
THE WIND -DAMAGED WHITMORE POOL ROOF
WITHOUT COMPETITIVE BIDDING
WHEREAS, California law generally requires the Town to award contracts for public projects" in excess of $1, 000 to the lowest bidder after the completion of a competitive bidding process; and
WHEREAS, Public Contract Code Section 20168 provides that in case of emergency the Town Council may pass a resolution by a four -fifths vote declaring that the public interest and necessity demand the immediate expenditure of Town funds to safeguard life, health, or property, and that if such a resolution is adopted the Town may expend any sum required in the emergency without complying with competitive bidding requirements; and
WHEREAS, Public Contract Code Section 22050 authorizes the Town Council, with a four -fifths vote, to " repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes, without giving notice for bids to let contracts" ifthe Town Council finds, based upon substantial evidence, that the emergency will not permit a delay resulting from a competitive solicitation for bids, and that the action is necessary to respond to the emergency; and
WHEREAS, the Mammoth Lakes Whitmore Pool experienced extreme and unexpected damage due to a wind event on May 131h, 2025; and WHEREAS, the wind event caused significant damage to Town facilities and infrastructure including asphalt shingles, drip edge, fascia and other building components; and
WHEREAS, the Town Council finds that as a result ofthe wind -caused damage to the Mammoth Lakes Whitmore Pool and pursuant to Public Contract Code Section 20168 the public interest and necessity demand the immediate expenditure of public money to safeguard life, health, safety, and property in the Town of Mammoth Lakes; and
WHEREAS, the Town Council finds that based on substantial evidence, including without limitation the staff report presented to the Town Council on July 16, 2025, pursuant to Public Contract Code Section 22050, the emergency will not permit a delay resulting from a competitive solicitation for bids, and that responding to the emergency requires repair of public facilities and infrastructure, other directly related and immediate actions, and procurement of the necessary equipment, services, and supplies for those purposes, without a competitive bidding process.
Resolution No. 25- 47
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Mammoth Lakes as follows:
Section 1. The foregoing recitals are true and correct and incorporated herein by reference.
Section 2. The Town Council hereby directs and authorizes the Town Manager and Public Works Director to contract for repairs to the Mammoth Lakes Whitmore Pool damaged by a wind event on May 13th, 2025, to take any directly related action, and to procure the necessary equipment, services, and supplies for the repairs, without a competitive bidding process.
Section 3. Pursuant to Public Contract Code Section 22050, the Town Council shall review the emergency action authorized by this resolution at its next regular meeting and at each regular meeting thereafter until the emergency repair work is complete, to determine, by a four -fifths vote, that there is a need to continue the action.
Section 4. The Town Clerk shall certify as to the adoption of this resolution.
APPROVED AND ADOPTED this 16th day c
ATTEST:
Q>
JANOE GRAY, Town C rk
STATE OF CALIFORNIA )
COUNTY OF MONO ) ss.
TOWN OF MAMMOTH LAKES)
I, JAMIE GRAY, Town Clerk of the Town of Mammoth Lakes, DO HEREBY CERTIFY under penalty of perjury that the foregoing is a true and correct copy of Resolution No. 25- 47 adopted by the Town Council of the Town of Mammoth Lakes, California, at a meeting thereof held on the 161h day of July 2025, by the following vote:
AYES: Councilmembers Sauser, Truax, Wentworth, Mayor Pro Tem Rice, and Mayor Bubser
NOES: None
ABSENT: None
ABSTAIN: None
DISQUALIFICATION: None
IE GRAY,
Mammoth Lakes Town Council
Agenda Action Sheet
Title: Update and Approval to Continue Emergency Installation of Aboveground Waste Oil Tank at 299 Commerce Drive.
Council Meeting Date: 9/17/2025
Prepared by: Riley Griesenbeck, Facilities and Asset Manager Recommended Motion: Approve findings to continue the authorized emergency installation of an aboveground waste oil tank as provided for in Resolution No. 25-48. This action requires a 4/5ths vote.
Summary: At the Town Yard, located at 299 Commerce Drive, the Town operates an underground waste oil storage tank. This tank is currently out of compliance with numerous sections of the California State Health and Safety Code. Staff were notified about these violations by the Mono County Office of Environmental Health on December 9th, 2024, which listed a total of 6 class 2 violations associated with this tank. The Town, in discussions with Mono County Office of Environmental Health and contractors, determined that the best solution to remedy the violations and maintain the high level of service at the mechanic yard is to install an indoor, above-ground waste oil storage tank and decommission the existing underground tank. On July 16th, 2025, the Council adopted Resolution No. 25-48 authorizing the emergency installation of this aboveground waste oil tank and temporary decommissioning of the current, out of compliance, underground waste oil storage tank through the procurement of the necessary materials, equipment, and services for the scope of work without a competitive bidding process. On July 17th, 2025, the Contractor’s contract was executed and the materials needed for this replacement were ordered. Estimated delivery of these materials is by September 19th, 2025, with site preparation work to occur prior to equipment delivery and installation and commissioning to occur directly after delivery. The Mono County Office of Environmental Health issued an approved permit for this work on August 20th, 2025. The need for the work authorized by Resolution No. 25-48 continues to be necessary. A copy of the resolution is attached here for reference.
RESOLUTION 25- 48
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF MAMMOTH
LAKES, STATE OF CALIFORNIA, FINDING THAT EMERGENCY
CIRCUMSTANCES JUSTIFY AWARDING A CONTRACT FOR
INSTALLATION OF AN ABOVE - GROUND WASTE OIL STORAGE TANK
AND DECOMMISSIONING OF EXISTING, NONCOMPLIANT
UNDERGROUND STORAGE TANK
WHEREAS, California law generally requires the Town to award contracts for public projects" in excess of $1, 000 to the lowest bidder after the completion of a competitive bidding process; and
WHEREAS, Public Contract Code Section 20168 provides that in case of emergency the Town Council may pass a resolution by a four -fifths vote declaring that the public interest and necessity demand the immediate expenditure of Town funds to safeguard life, health, or property, and that if such a resolution is adopted the Town may expend any sum required in the emergency without complying with competitive bidding requirements; and
WHEREAS, Public Contract Code Section 22050 authorizes the Town Council, with a four -fifths vote, to " repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes, without giving notice for bids to let contracts" ifthe Town Council finds, based upon substantial evidence, that the emergency will not permit a delay resulting from a competitive solicitation for bids, and that the action is necessary to respond to the emergency; and
WHEREAS, the existing underground waste oil storage tank at the Mammoth Lakes Town Yard is out of compliance with state and county health and safety codes; and WHEREAS, the existing storage tank must be removed and replaced with an aboveground storage tank to bring the Town of Mammoth Lakes into compliance with state and county health and safety codes; and
WHEREAS, the Town Council finds that due to the current noncompliance of the waste oil storage tank and pursuant to Public Contract Code Section 20168 the public interest and necessity demand the immediate expenditure of public money to safeguard life, health, safety, and property in the Town of Mammoth Lakes; and WHEREAS, the Town Council finds that based on substantial evidence, including without limitation the staff report presented to the Town Council on July 16, 2025, pursuant to Public Contract Code Section 22050, the emergency will not permit a delay resulting from a competitive solicitation for bids, and that responding to the emergency requires repair of public facilities and infrastructure, other directly related and immediate actions, and procurement of the necessary equipment, services, and supplies for those purposes, without a competitive bidding process.
Resolution No. 25- 48
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Mammoth Lakes as follows:
Section 1. The foregoing recitals are true and correct and incorporated herein by reference.
Section 2. The Town Council hereby directs and authorizes the Town Manager and Public Works Director to contract for installation of an aboveground waste oil storage tank and appurtenant fixtures, to take any directly related action, and to procure the necessary equipment, services, and supplies for the repairs, without a competitive bidding process.
Section 3. Pursuant to Public Contract Code Section 22050, the Town Council shall review the emergency action authorized by this resolution at its next regular meeting and at each regular meeting thereafter until the emergency repair work is complete, to determine, by a four -fifths vote, that there is a need to continue the action.
Section 4. The Town Clerk shall certify as to the adoption of this resolution.
APPROVED AND ADOPTED this 161h day of
ATTEST:
JA E GRAY, Town Cl Ark
STATE OF CALIFORNIA )
COUNTY OF MONO ) ss.
TOWN OF MAMMOTH LAKES)
I, JAMIE GRAY, Town Clerk of the Town of Mammoth Lakes, DO HEREBY CERTIFY under penalty of perjury that the foregoing is a true and correct copy of Resolution No. 25- 48 adopted by the Town Council of the Town of Mammoth Lakes, California, at a meeting thereof held on the 161h day of July 2025, by the following vote:
AYES: Councilmembers Sauser, Truax, Wentworth, Mayor Pro Tem Rice, and Mayor Bubser
NOES: None
ABSENT: None
ABSTAIN: None
DISQUALIFICATION: None
JA IE GRAY, Town C rk
Mammoth Lakes Town Council
Agenda Action Sheet
Title: Accept the 2024 Community Indicators Report and consider a pause on the compilation of future Community Indicator Reports.
Council Meeting Date: 9/17/2025
Prepared by: Nolan Bobroff, Community & Economic Development Director; Michael Peterka, Associate Planner
Recommended Motion: Accept the 2024 Community Indicators Report and approve a one-year pause on the compilation of the Community Indicators Report.
Summary:
2024 Community Indicators Report
This item was continued from the August 20, 2025 Town Council meeting due to there being an error in the data for the Waste indicator. That error has since been corrected.
The 2024 Community Indicators Reports uses indicators to report performance related to the “triple bottom line” sustainability goals of the community of Mammoth Lakes. These goals and indicator results reflect the interplay between the social, environmental, and economic factors affecting the community’s well-being. The purpose of this report is to educate local residents, inform planning and other public resource allocation decisions, and attract new private capital to the community. The indicators in this report are influenced by sustainability actions taken by the Town of Mammoth Lakes (Mammoth Lakes), other public agencies, non-governmental organizations, private sector businesses, and local residents.
Preparation of the Annual Community Indicators Report is intended to implement General Plan Action Item L.1.A.2 which read “Prepare an Annual Community Indicators Report to monitor pace of growth and to plan for changing conditions.”
Pause on Future Community Indicator Reports
Development of the Community Indicators Report began in 2010 as a part of the comprehensive update to the Zoning Code and was intended to analyze the success (or otherwise) of sustainability measures adopted by the community in the areas of social, environmental, and economic factors (“triple bottom line”). The initial report was published in 2013 and has maintained the same format and analyzed the same indicators since that time, with the 2024 report being the twelfth edition. 1 Due to this prolonged period with no revisions or enhancements to the report structure or content, its usefulness and relevance has declined over time, and has become something that staff completes annually just to do it, but is not used for any decision-making processes.
To improve the usefulness of the report, staff is proposing to skip the 2025 calendar year report to provide time to review and revise the format of the report, consider additional and/or revised indicators, and establish better metrics that incorporate quantitative performance targets to provide a better understanding of how the indicator is doing in relation to a specific goal. The goal would be to have a revised report published in April 2027 that reports on the 2026 calendar year. Going forward, the format and indicators would be reviewed annually during the 3rd quarter of each year, with the revisions incorporated into the subsequent year’s report.
1 Community Indicator Reports 2013 – Present: https://www.townofmammothlakes.ca.gov/808
Town of Mammoth Lakes
Town of Mammoth Lakes:
2024 Community Indicators Report
Mammoth Lakes Community Goals
The 2024 Community Indicators Report uses indicators to report performance related to the “triple bottom line”
sustainability goals of the community of Mammoth Lakes.
These goals and indicator results reflect the interplay between the social, environmental, and economic factors affecting the community’s well-being.
The purpose of this report is to educate local residents, inform planning and other public resource allocation decisions, and attract new private capital to the community. The indicators in this report are influenced by sustainability actions taken by the Town of Mammoth Lakes (Mammoth Lakes), other public
agencies, non-governmental organizations, private sector businesses, and local residents.
Community Vision
Surrounded by uniquely spectacular scenery and diverse four-season recreational opportunities, the community of Mammoth Lakes is committed to providing the very highest quality of life for our residents and the highest quality of experience for our visitors.
About the 2024 Mammoth Lakes
Community Indicators Report
This report ties on-the-ground actions to previous visioning, planning, and high-level policy development that resulted in the 2007 General Plan and associated Neighborhood District Plans. Reporting progress towards achieving the goals defined through these efforts is an important component of Mammoth Lakes’ overall strategy of being prepared for reinvestment.
Tourism
Prosperity
Poverty
Housing
Crime Health
Education
Transit
Air
Water
Waste
2
ECONOMY
ENVIRONMENT 1 The 5-year trend for median home prices can be viewed as a positive since it means home values
remained high; but can be viewed as a negative since it indicates that homes in Mammoth Lakes are not
affordable for the local workforce since a single-family home at the current median home price would require
an annual income of over $265,000.
Disclaimer: All indicators are influenced by a wide
range of factors that need to be understood to
effectively use indicators in decision-making processes.
This report is not meant to be a comprehensive analysis of the topics and indicators presented in this report, but rather provide a high-level understanding of how the
community is doing in relation to its goals.
Tourism
Transient Occupancy
Tax (TOT) Revenue
(26.32% increase)
Poverty
Subsidized School
Lunch Eligibility
(0.04% decrease)
Prosperity
Sales Tax Revenue
(16% increase)
Waste
Recycling Rate
(2.69% decrease)
Air
Particulate Air
Pollution
(18.21% decrease)
Water
Water
Consumption
(2.62% decrease)
COMMUNITY
Housing
Median Home Price1
(11.96% increase)
Education
Graduation Rates
(1.35% decrease)
Crime
Law Enforcement
Arrests
(2.74% Increase)
Health
Student Obesity
Rates
(2024 data not available)
Positive Trend
(> +3% change)
Neutral Trend
(0% - +/-3% change)
Negative Trend
(> -%3 change)
Executive Summary
Is the community of Mammoth Lakes becoming more sustainable? Transit
Local Transit
Participation
(26.90% Increase)
(page 5) (page 6) (page 10) (page 11)
(page 12) (page 13)
(page 14)
(page 16) (page 17)
(page 18)
5-Year Trend Categories
(page 7)
3
Participation in the federally subsidized school lunch program requires children to come from families with incomes at or below 130 percent of the federal poverty level. Subsidized school lunch program eligibility, therefore, is a direct measure of family poverty levels and is a proxy for household income in Mammoth Lakes.
POVERTY
Sales Tax Revenue
Taxable sales are a measure of consumer activity in Mammoth Lakes. Trends in sales tax revenue reveal the economic health of residents and local businesses. Further, sales tax revenue funds government expenses such as police and road maintenance.
PROSPERITY
Transient Occupancy Tax (TOT) Revenue
Mammoth Lakes’ economy is tourism-based. High altitude outdoor activities are the major economic and employment generator in the community, and the seasonal ebb and flow of visitors causes economic and employment fluctuation. Transient Occupancy Tax (TOT) revenues are a measure of visitor bed occupancy, as such, reflecting the health of the tourism sector in Mammoth Lakes.
TOURISM
Economy
Subsidized School Lunch Eligibility
“Achieve sustainable
tourism by building on the
area’s natural beauty,
recreational, cultural, and
historic assets”
General Plan: Goal E.2
“Being a great place to live
and work”
General Plan: Vision #2
4
For additional information:
Mono County Office of Education, Website: http://www.monocoe.org/ Time Frame: School Year (September to June)
Data source: California Department of Education, Student Health & Support program Subsidized school lunch eligibility measures the percentage of students in Mammoth Unified School District (District) schools eligible for free and reduced priced meals through the National School Lunch Program. Free and Reduced Priced Meals (FRPM) are provided to low-income children before school, during school, after school and over the summer. Individuals from households earning less than 130% of the poverty level are eligible for free meals, while those from households earning 130-185% of the poverty level are eligible for reduced-price meals. The FRPM program is funded by the U.S. Department of Agriculture.
The 5-year trend in the FPRM eligibility districtwide has decreased by 0.04% annually over the past five years. In the 2023-2024 school year, the districtwide eligibility decreased for Mammoth Middle School, High School, and Sierra High and remained the same for Mammoth Elementary. When compared to the previous school year, the overall district population decreased by 6 students, while the number of eligible students decreased by 64 students. When compared to the 10-year average, the 2023-2024 student population was 52 students below the average (1112 vs 1164), and the number of eligible students was 66 students lower than the average (555 vs. 621).
Economy: Poverty
Subsidized School Lunch Eligibility
5 0.00%
10.00%
20.00%
30.00%
40.00%
50.00%
60.00%
70.00%
80.00%
90.00%
100.00%
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
% Eligibility
Mammoth Elementary
Mammoth Middle
Mammoth High
Sierra High
10-Yr. District Wide Avg.
Time Frame: Fiscal Year (July 1 – June 30)
Data source: California Board of Equalization
Sales tax revenue measures the sum of taxes collected by Mammoth Lakes for the sales of goods and services throughout the Fiscal Year (FY). The current the sales tax rate in Mammoth Lakes is 7.75%.
Total sales tax revenue decrease by ≈4% in FY 2023-24 from the record high the previous year. The 5-year trend shows a ≈16% increase annually over the past 5 years. The FY 2023-24 sales tax revenue was ≈25% higher than the 10-year average (≈$908k higher). In FY 2023-24, TBID generated from retail sales decreased slightly from last years all time high.
Economy: Prosperity
Sales Tax Revenue
For additional information:
Town of Mammoth Finance Department, Website: http://www.townofmammothlakes.ca.gov/index.aspx?nid=181 6 $-
$500,000.00
$1,000,000.00
$1,500,000.00
$2,000,000.00
$2,500,000.00
$3,000,000.00
$3,500,000.00
$4,000,000.00
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
Total Sales Tax Revenue
Total Sales Tax Revenue 10-Yr. Avg. TBID - Retail Sales
Time Frame: Calendar Year (January 1 - December 31)
Data source: Town of Mammoth Finance Department, TOT Revenue Collection Tracking Report TOT revenue measures the sum of the taxes
collected by Mammoth Lakes on rental properties
and hotel room rentals. The TOT rate through the
end of 2024 in Mammoth Lakes was 13% and was
increased to 15% effective January 1, 2025.
TOT revenue decreased ≈2% from 2023 to 2024,
which was a decrease of approximately $669k.
However, TOT revenue remained strong in 2024
with the collection of $27.7 million being the
second highest amount on record for the Town
(2023 remains as the highest TOT year).
The five-year trend indicates an increase of
≈26.32% annually, which still takes into account
the lower TOT in 2020 due to COVID-19
restrictions. 2024 saw record breaking monthly
TOT revenue in January, February, March, April,
and August.
Economy: Tourism
Tourist Occupancy Tax (TOT) Revenue
7 TOT Enforcement Program
In 2024, the Town continued to use Rentalscape to assist the Revenue Team in TOT enforcement . Rentalscape utilizes the latest data engineering technologies like machine learning, data analytics, computer science, and statistical modeling to provide high level insights and rental activity reports, while also allowing staff to drill down on specific properties. Partnering with Rentalscape provides the ability to monitor, discover, triage, and inspect local short-term rentals with a higher-level of accuracy, precision, and usability. In 2024, there were 43 TOT citations issued that resulted in an additional $297,106 in revenue.
For additional information:
Town of Mammoth Finance Department, Website: http://www.townofmammothlakes.ca.gov/index.aspx?nid=181 $-
$5,000,000.00
$10,000,000.00
$15,000,000.00
$20,000,000.00
$25,000,000.00
$30,000,000.00
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
TOT Revenue
Dec
Nov
Oct
Sep
Aug
Jul
Jun
May
Apr
Mar
Feb
Jan
10 Yr. Avg.
Home prices determine if local residents can afford to own their own home. Median home prices are used by real estate agents, buyers and sellers to inform home pricing and buying decisions, including potential buyers weighing the trade-offs of living outside of and commuting to jobs in Mammoth Lakes.
HOUSING
Graduation Rates
Graduation provides students with the opportunity to continue on to postsecondary education, access to higher lifetime earnings and more stable employment prospects. Higher graduation rates are a proxy for a more skilled workforce which makes Mammoth Lakes a more attractive place for business investment.
EDUCATION
Student Obesity Rates
Children who are overweight or obese have an increased risk of health problems. In addition, children with health problems contribute to high costs on the local health care system and thereby the local economy. Promoting policies and creating environments that support physical activity and eating a healthy diet can help reduce rates of overweight and obese children, in turn making Mammoth Lakes a healthier community.
Student overweight/obesity data has not been available since the 2018-19 school year.
HEALTH
Community
Median Home Price
“Support high quality
health care and child care
for Mammoth Lakes’
residents and visitors”
General Plan: Goal S.1
“Support high quality
educational services and
life-long learning resources
within the community”
General Plan: Goal S.5
“Substantially increase
housing supply available to
the workforce”
General Plan: Goal L.2
8
A safe community encourages residents and visitors to Mammoth Lakes to be more active and engaged in the community. Crime can cause physical and emotional harm to victims, impacting an entire community and weakening morale and civic engagement of local residents.
CRIME
Local Transit Participation
A well-functioning public transportation system that fulfills the needs of local residents and visitors is one of the primary tools for reducing dependence on automobile travel. Automobiles are expected to be a primary source of Greenhouse Gas (GHG) emissions in the community.
Furthermore, alternative transportation reduces the overall cost of transportation upkeep, reduces traffic congestion and reduces the number of traffic-related accidents.
TRANSIT
Community cont.
Law Enforcement Arrests
“Provide a year-round
local public transit system
that is convenient and
efficient”
General Plan: Goal M.5
“Keep Mammoth Lakes a
safe place to live, work
and play”
General Plan: Goal S.2
9
Price Range of SFRs Sold, 2023 and 2024
Community: Housing
Median Home Price
Median home price measures the annual median home
sales price of homes sold in Mammoth Lakes. Median
home price is the middle price in a series of sales, where half of the sales are of lower value and half are of higher value. The median is used instead of average to avoid the skew of outliers.
The 5-year trend indicates that the median SFR home price has increased $93,900 annually (≈12% change) over the
past five years. The total number of SFRs sold in 2024
decreased from the number sold in 2023 (57 vs. 63) with the majority selling for more than $1 million. The 5-year trend for the median condo price shows an annual
increase of $85,000 (≈14% change) over the past five
years. The 2024 median condo price saw a slight decrease from the record high in 2023. ($727,500 vs $759,000).
Data source: Mammoth Lakes Board of Relators’ Multiple Listings Service (MLS) For additional information:
Mammoth Lakes Housing, Inc., Website: http://mammothlakeshousing.com/ Income Levels Necessary for Home Purchase
Purchase Price $600,000 $800,000 $1,000,000
Down Payment
(20%)
$120,000 $160,000 $200,000
Income for
Affordability
$130,000 $175,000 $220,000
Assumes a 6.5% interest rate across all loans, no HOA payment, no personal debt service, and 35% of income towards housing costs
Time Frame: Calendar Year (January 1 – December 31)
Data source: Mammoth Lakes Multiple Listings Service (MLS) Note: The SFR sales price data excludes mobile homes and Forest Service cabins. 10 $0.00
$200,000.00
$400,000.00
$600,000.00
$800,000.00
$1,000,000.00
$1,200,000.00
$1,400,000.00
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
Median Sales Price
Median SFR Sales Price
0 2
4 6
8 10
12 14
Price Range
2023
2024
For additional information:
Mono County Office of Education, Website: http://www.monocoe.org/ Time Frame: School Year (September to June)
Data source: California Department of Education, DataQuest Program Community: Education
Graduation rates are a measure of the
annual percentage of a group of students
(cohort) from Mammoth Unified School
District (District) high schools who enter
high school and graduate within four
years.
The 5-year trend indicates a decrease in
the graduation rate by ≈1.42% each year.
The 2023-2024 school year saw a 7.4
percentage point increase from the
previous year’s graduation rate. The
2023-24 graduation rate was 1.0
percentage point below the 10-year
average of 93.5% for Mammoth Unified.
The 2023-24 Graduation rate from
District high schools was 2.3 percentage
points lower than the statewide
graduation rate (92.5% vs. 90.2%). While
the statewide graduation rates have
increased over the last 10 years, there
has been variability in the Mammoth
Unified School District graduation rates,
which have ranged from 100% to 85%.
This can be attributed to the small
student population in the district, and the
substantial effect that a change of a few
students can have on the overall
percentage of graduates.
Graduation Rates
11 50%
75%
100%
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
Graduation Rate
Mammoth Unified Total
State Total
10-Yr. Mammoth Avg.
Community: Health
Student Overweight/Obesity Rates
Student overweight/obesity data has not been
available since the 2018-19 school year.
Student overweight/obesity rates measure the
percentage of all 5th, 7th and 9th grade students in
the Mammoth Unified School District that are
determined to be overweight or obese based on
California Physical Fitness Testing. This test
establishes a “healthy weight zone” based on
statewide performance.
For additional information:
Mono County Health Department, Website: http://monohealth.com/public-health Time Frame: School Year (September to June)
Data source: California Department of Education, Physical Fitness Testing Results 12 Overweight is defined as students whose Body-Mass Index (BMI) is 85% or higher and Obese is defined as students whose BMI is 95% or higher.
0%
5%
10%
15%
20%
25%
30%
35%
40%
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
% of Student Overweight/Obesity
5th Gr. 7th Gr. 9th Gr.
5th Gr. 10-Yr. Avg. 7th Gr. 10-Yr. Avg. 9th Gr. 10-Yr. Avg.
For additional information:
Mammoth Lakes Police Department, Website: http://www.j.mammothlakespd.org/ Time Frame: Calendar Year (January 1 – December 31)
Data source: TOML Police Department
Law enforcement arrests measure the annual number of
criminal arrests and referrals by law enforcement agencies for prosecution in Mammoth Lakes. Crime data is categorized as Violent Crime, crimes that generally include a weapon, bodily injury, or robbery; and Property Crime, crimes that generally result in damage to property including theft, burglary, or forced entry.
The 5-year trend for law enforcement arrests indicates that crime has increased slightly over the past five years. Crime rates over the past 10 years have been consistently lower than they were pre-2012. 2024 experienced an increase in the number of violent crimes from the previous year (38 vs 32) but a decrease in property crimes (82 vs 86).
Community: Crime
Law Enforcement Arrests
13 0
100
200
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
Property Crime Violent Crime 10-Yr. Total Crime Average
For additional information:
Eastern Sierra Transit Authority, Website: http://www.estransit.com/CMS/ Time Frame: Calendar Year (January 1 – December 31)
Data source: Eastern Sierra Transit Authority, Ridership Counts Community: Transit
Local Transit Participation
Local transit participation measures the total number of riders on all Mammoth Fixed Routes served by the Eastern Sierra Transit System, which operates regionally and within town limits.
Local transit participation decreased dramatically in 2020 as a result of the COVID-19 pandemic but has been rebounding back in the subsequent years. 2024 saw continued
improvement in local transit participation; however, ridership remains ≈21% below 2019 levels. The 5-year trend for transit ridership shows a decrease of ≈26.90% annually over the past five years, which still takes into account the low 2020 ridership during the Covid-19 pandemic. 2024 transit ridership was ≈5% below the 10-year average.
14 0
50,000
100,000
150,000
200,000
250,000
300,000
350,000
400,000
450,000
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
Total Participation
Total Transit Participation 10-Yr. Avg.
Particulate air pollution impacts the health of community residents, aggravating respiratory conditions such as asthma and bronchitis. Furthermore, air pollution generated in Mammoth Lakes and throughout California from human activities such as the burning of fossil fuels and deforestation harm the ecosystems that support community residents as well as other terrestrial and aquatic species.
AIR
Water Consumption
Freshwater supplies are a limited resource in Mammoth Lakes. Efficient use of freshwater supplies is needed to meet the needs of local residents and to support local industry.
Increased demand for water has negative impacts on aquatic ecosystems, and imposes a financial burden on Mammoth Lakes to create new water supplies and/or additional treatments.
WATER
Recycling Rate
Solid waste disposal in landfills or incineration generates Greenhouse Gas (GHG) emissions, increases the risk of soil and groundwater contamination, and consumes non-renewable resources. Recycling minimizes these impacts and creates local jobs.
WASTE
Environment
Particulate Air Pollution
“Reduce volume of solid waste”
General Plan: Goal R.9
“Conserve and enhance the quality
and quantity of Mammoth Lakes’
water resources”
General Plan: Goal R.4
“Protect the health of community
residents by assuring that the Town
of Mammoth Lakes remains in
compliance with or improving
compliance with air quality
standards”
General Plan: Goal R.10
15
Particulate air pollution measures the total number of
days Mammoth Lakes exceeds the California Air Quality
Standard for Particulate Matter (PM10) each
year. PM10 includes particles with a diameter of 10
microns or less. The California Air Quality Standard for PM10 is 50 µg/m3, measured as a 24-hour average.
The Federal Standard for PM10 is a less stringent 150
µg/m3, measured as a 24-hour average.
The 5-year trend for air quality has seen an ≈18%
decrease annually in the number of exceedances of the
State air quality standard. In 2024, Mammoth Lakes
exceeded the California Air Quality Standard for PM10
on 5 days, which was below the 10-year average of 14
days. All 5 exceedances in 2024 were during the winter
season and were determined to be the result of
residential woodburning. None of the exceedances in
2024 were related to wildfire smoke.
There has not been an exceedance of the Federal PM10
standard that was not later determined to be an
exceptional event since 1993. An exceptional event is
defined by the US EPA as an unusual or naturally
occurring event that affects air quality, but are not
reasonably controllable (e.g., wildfire smoke).
Environment: Air
Particulate Air Pollution
Note: The breakdown of Summer vs. Winter exceedances is only available from 2010 to the present Time Frame: Calendar Year (January 1 – December 31)
Data source: California Environmental Protection Agency, Air Resource Board For additional information:
Town of Mammoth Lakes Planning Department, Website: http://www.townofmammothlakes.ca.gov/ 16 0
5 10
15 20
25 30
35 40
45 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
Number of State Exceedances
Winter Summer 10-Yr. Avg.
For additional information:
Mammoth Community Water District, Website: http://www.mcwd.dst.ca.us/ Time Frame: Calendar Year (January 1 – December 31)
Data source: Mammoth Community Water District, Urban Water Management Plan Water consumption measures the total acre-feet of water supplied by the Mammoth Community Water District for use by residential, commercial, and institutional customers. Water consumption numbers include water used by hotels and vacation homes in Mammoth Lakes, as well as for irrigation by Sierra Star and Snowcreek golf courses. Sierra Star golf course uses reclaimed water, and Snowcreek is scheduled to begin using reclaimed water in the near future.
The 5-year trend for water consumption shows a ≈2.62% decrease annually. In 2024, water consumption increased from the previous year (15% increase) but remained much lower than the pre-2014 years. The increase in 2024 was likely due to more irrigation taking place after a decrease in 2023 due to historic snowfall. The 2024 water consumption represents a 43% reduction from 2002, which was the highest water consumption year on record.
Environment: Water
Water Consumption
2024/2025 Snowpack
The most recent winter began with a below average snowpack but continued to improve as the season progressed. The April 1st snow water equivalent at Mammoth Pass was 37.2 inches, which is 87% of normal. The snowpack decrease slightly after the previous winter, which saw an April 1st snow water equivalent of 42.6 inches at Mammoth Pass, which was 100% of normal.
17 0
500
1,000
1,500
2,000
2,500
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
Acre-Feet
Gross Water Use (acre-feet) 10-Yr. Avg.
For additional information:
Waste Connections Inc., Website: http://www.wasteconnections.com/ Time Frame: Calendar Year (January 1 – December 31)
Data source: Waste Connections, Inc.
Recycling rates measure the percentage of waste
disposal that is diverted to a recycling facility. This diversion rate is calculated by dividing the tonnage of recycled material by the tonnage of total waste disposal in Mammoth Lakes.
The 5-year trend for recycling rates has seen a ≈8.7%
increase annually in the Town’s diversion rate. In 2024, recycling rates experienced a nearly 4 percentage point increase from the previous year. 2024 was 3.3
percentage points higher than the 10-year average.
Environment: Waste
Recycling Rates
Town Clean Up Day 2024
The 2024 Town of Mammoth Lakes Clean Up Day was
held Friday May 17th and Saturday May 18th. The Town
provided a drop off station for large bulky items, metal objects, green waste, food waste, hazardous household
waste, and recyclable materials.
18 0%
2%
4%
6%
8%
10%
12%
14%
16%
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
Diversion Rate
Annual Diversion Rate 10-Yr. Avg.
Acknowledgements
Daniel Earls, Town of Mammoth Lakes Finance Department Ben Manning, Town of Mammoth Lakes Finance Department Krystle Stewart, Mammoth Lakes Police Department
Mike Draper, Mammoth Community Water District
Ann Logan, Great Basin Unified Air Pollution Control District Michelle Erwin, Mammoth Disposal
Michael Peterka, Town of Mammoth Lakes, Community and Economic Development Department
Dawn Vidal, Eastern Sierra Transit Authority
Thank you to the following for providing the indicator data used to compile this report:
19
The Community Indicators Report was developed in 2013 with assistance from the consultant group Environmental Incentives, and required significant effort to select a targeted set of relevant and feasible indicators, collect historical data for each indicator, and develop the structure and content of this report. In order to leverage this significant effort, a reporting plan was developed to efficiently and consistently update the annual Community Indicator Report in the future. The reporting plan ensures consistent and accurate annual reporting of indicators, and reduces the administrative burden of reporting. The Community Indicators Report is an annual report and the 2024 report is the 12th edition of this report.
Disclosure
The work upon which this publication is based was funded in whole or in part through a grant awarded by the California Department of Conservation (Department), Strategic Growth Council (SGC). The statements and conclusions of this report are those of the GRANTEE and/or Subcontractor and not necessarily those of the SGC or of the Department, or its employees. The SGC and the Department make no warranties, express or implied, and assume no liability for the information contained in the succeeding text.
About the 2024 Community Indicators Report
20
1 TOWN COUNCIL STAFF REPORT
Title: Authorize the Town Manager to execute a contract with SyTech Solutions for records archiving services.
Meeting Date: September 17, 2025
Prepared by: Haislip Hayes, PE Public Works Director
Nolan Bobroff, Community & Economic Development Director Rob Patterson, Town Manager
RECOMMENDATION:
Authorize the Town Manager to:
Execute a contract with SyTech Solutions for records archiving. Make the necessary budget adjustments.
BACKGROUND:
The Town of Mammoth Lakes administrative offices have been in their current location for nearly 40 years. In this time the Town has accumulated decades worth of files. Staff have in recent years transitioned to electronically archiving project files once the project has been completed; however, older paper files are still being stored on-site in the various storage rooms within the administrative offices. Over the past several years, staff have been slowly archiving the older files and have significantly reduced the amount of paper stored and used by the Town, but the process is time and staff intensive. Before moving to the new Town Hall, the Town would like to digitize the remaining older files to make them more accessible and to reduce overall storage space. The files include historical building and grading permits, improvements plans, as-built drawings, tract maps, use permits and similar planning project files, financial records, and other important documents.1 To facilitate and streamline the process, Staff met with representatives of Mono County IT who coordinated a meeting and on-site review of the files with a third-party archiving specialist. The proposed contractor, SyTech Solutions, reviewed and cataloged the subject files and are proposing to scan and electronically organize the records into a methodical, manageable database and upload them to the Town’s document management system (i.e., Laserfiche). The company has significant experience and has worked with over 500 public agencies.
The contractor is proposing a turnkey solution in which they will manage the chain of custody from the time the files leave the Town offices until the electronic files are provided to the Town. The files will be scanned in such a way that the text is recognizable and searchable (OCR – optical character recognition). This will allow for more detailed records
1 Archiving files in an electronic format is consistent with the Town’s Records Retention policy, provided that the electronic storage repository meets the legal requirements for access and security.
2 management in the future. SyTech will pick up the files at the Town offices and then transport the files to their facility. Once the documents arrive, they will:
1. Batch and label the documents to standardize an electronic workflow process that organizes groups and tracks each set of records.
2. Prepare the documents for scanning. This includes removing staples and otherwise preparing the documents for scanning. Canary Bar-coded separator sheets and index sheets are inserted between documents.
3. The prepped batches of documents are scanned into the pre-defined batch classes. The total image count is automatically generated. If images are scanned in duplex, blank pages are automatically removed electronically. The images undergo quality control scrutiny, and any rejected images are re-scanned.
4. Use automatic tools to enhance any poor-quality images through recognition server/image enhancement. They use dithering and other technology to de-speckle, deskew, and de-shade the images, providing the best image quality output available.
5. The images are indexed according to predefined fields. Index information is manually keyed from the documents or index sheets, and critical fields can be double-checked to ensure greater accuracy.
6. Final images are released to optical storage in PDF format unless otherwise specified.
The resulting files are uploaded.
7. After Town staff have verified the scanned records, SyTech can store or destroy the original hard copies using certified destruction.
The Contractor will provide a thorough quality control program that includes multiple layers of verification and inspection.
FINANCIAL CONSIDERATIONS:
The Town collects an archiving fee as part of the cost of a building permit and that fee is intended to cover the cost for archiving the project files for all components of a project from concept to completion (Planning, Engineering, and Building). A large portion of the files to be archived meet these criteria and can be paid for using the archiving funds collected. The quote for completing the archiving work is $135,621. $100,000 will be covered by the archiving fee and the remaining balance of just over $35,000 will be covered by one-time general fund dollars through a budget amendment in October.
Attachments
SyTech Solutions Records Management Services Proposal
Records Management Services Proposal
Prepared For: The Town of Mammoth Lakes
Attn: Mike Martinez
August 28, 2025
Bryan Skelton
SyTech Solutions, Inc.
8930 Big Horn Blvd, Elk Grove, CA 95758
[email protected]
Office: (916) 381-3010 x237
Cell: (209) 917-0729
Experts in Records and Data
1 TABLE OF CONTENTS
OVERVIEW.........................................................................................................................2 ABOUT SYTECH SOLUTIONS...............................................................................................2 PROPOSED APPROACH......................................................................................................3 SECURITY ..........................................................................................................................8 PRICING ..........................................................................................................................10 CONCLUSION..................................................................................................................13 APPENDIX – OPTIONAL FUTURE SERVICES .......................................................................14
Experts in Records and Data
2 OVERVIEW
The Town of Mammoth Lakes (Mammoth Lakes) seeks document management services, including records conversion and data management services. Mammoth Lakes aims to protect its physical records from disasters while taking back valuable real estate and making records easily accessible to authorized personnel.
This document formally describes the proposed approach by SyTech Solutions (SyTech) to scan and electronically organize these records into a methodical, manageable database and upload them to your chosen records management system. This process will save valuable storage space, provide a backup copy of vital information, and allow staff to access records efficiently.
A cloud-based records management system will allow Mammoth Lakes to standardize indexing and metadata to organize its backlog of records and provide an organized way to capture ongoing records electronically.
Databases will be structured so that only those employees who are authorized to access them will have access. For example, only those employees in the HR department will have access to personnel records, etc.
SyTech Solutions (SyTech) is a leading document management solutions provider with over 25 years of experience completing conversion projects for public and private agencies statewide. SyTech utilizes a streamlined conversion process that maximizes image quality and batch management, ensuring the success of this records conversion project. Ultimately, our mission is to forge a long-term partnership with the Town of Mammoth Lakes by delivering the most significant comprehensive value. This proposal outlines our conversion process and explains how SyTech’s services will exceed expectations and provide a successful project outcome.
ABOUT SYTECH SOLUTIONS
Since 2000, SyTech has been a trusted digital transformation vendor for California organizations. We have assisted over 500 California public agencies in transitioning from inefficient paper-based systems to more efficient electronic data and document management solutions. Over our history, we have scanned hundreds of millions of documents, deployed hundreds of document management solutions, supported thousands of end-users, and migrated terabytes of data to cloud-based document management applications. Our clients include the California Natural Resources Agency (CNRA), California Department of Water Resources (DWR), Stanislaus County, Tulare County, the City of Rocklin, the Town of Carmel-by-the-Sea, the City of Lancaster, and Los Angeles County.
Several essential characteristics set us apart from and above the competition:
• We have a solid legal background and understanding of how to maintain a “Trusted System.” Two founding SyTech partners have Juris Doctorate Degrees. For more than two decades, we have provided records and data management solutions that follow best records management practices and procedures. We have extensive experience working with municipal and county governments.
This background enables us to recommend the right solution at the best possible cost. • SyTech holds a California Multiple Award Schedule (CMAS # 3-24-10-1074), a Federal General Service Agreement (GSA), and a Software Licensing Program (SLP) agreement. These awards allow public
Experts in Records and Data
3 agencies to streamline contracting processes and independently attest to SyTech’s competency and competitive low prices.
• We have received multiple “Best Solution” Awards from the Government Technology Conference (GTC) in recognition of our web development and data capture projects across California. The "Best Solution" award recognizes companies implementing innovative and successful technology solutions that significantly improve government business. GTC is the nation's largest and most respected technology conference for state and local government, holding annual conferences nationwide.
• SyTech Solutions is a California-certified small Business, yet we operate one of the most extensive facilities in Northern California. We are the optimal size: large enough to handle high volume yet small enough to value each customer. SyTech’s reputation for efficiency results from our people, methodologies, technology, and experience.
• SyTech has deployed the best physical security practices, hardware, and network technology to ensure success. We use biometric doors, security cameras, and 256-bit AES encryption on all network connections. In addition, our employees must all sign confidentiality agreements and understand the sensitive nature of the documents we process. • SyTech has extensive experience with public record-keeping practices and retention guidelines. We have helped over 500 public agencies securely scan their records in compliance with records retention mandates and legal requirements. Our familiarity with public records allows us to provide unparalleled customer service and serve more as a partner than a contractor. We stay informed on current public sector information technology issues and employ cutting-edge solutions.
In addition to scanning services, SyTech has a team of developers specializing in low-code development for public agencies in the Microsoft 365 environment. Our Microsoft technology projects include line-of-business applications for some of California’s most prominent public agencies, such as the California Department of Child Support Services (DCSS), the California Natural Resources Agency (CNRA), and the California Department of General Services (DGS). We actively support over 40,000 end users on Microsoft Azure and SharePoint Online.
PROPOSED APPROACH
SyTech has extensive experience with records and data management. We have helped numerous agencies efficiently manage records and comply with record retention guidelines. Our expertise in this matter will be crucial to the success of the Town of Mammoth Lakes document management project. The following outlines our approach.
SyTech’s conversion services involve complex processes and quality control steps. No other company provides the same level of quality control and data validation. Combined with the utilization of leading
Experts in Records and Data
4 software and accurate scanning equipment, this unsurpassed quality assurance process makes our production system highly efficient and precise.
SyTech uses Kofax Ascent Capture
software, the industry’s leading
production-level software. Ascent
Capture is designed to support
document and data capture and highend production scanning. It boasts the fastest, most flexible scanning and
indexing solution. It processes large
numbers of documents and forms with
high throughput. The system features a resilient and robust architecture based on ubiquitous technology.
Kofax software is indispensable for high-volume scanning and is crucial in SyTech’s production process. Kofax tracks each “batch,” typically a banker’s box of records, through the entire conversion process. It monitors documents from the initial scan to the optical release of the final image. Batches are routed through processing queues, which can be altered depending on the conditions of the batch. Kofax can enhance scanned images through its “Recognition” process. Poor-quality images are automatically enhanced using dithering and other technology. Kofax allows many repetitive processes to be automated, running in the background and eliminating the chance of operator error. Kofax uses these automatic tools to despeckle, deskew, and rotate images on the fly, providing the best possible image output.
Additionally, Kofax VirtualReScan (VRS) technology provides another level of quality control. It acts as an intelligent monitoring agent and checks image quality as records are scanned. Unacceptable images are flagged and sent to the Quality Control module for virtual rescan without interrupting the scanning process. VRS automatically recovers and restores images from common scanning problems that adversely affect quality, such as scanner misfeeds and paper jams. It also automatically enhances lighter images so that they are easier to read. The advanced clarity feature reduces file size while maximizing scan time. It can eliminate visual noise and allow for greater document integrity.
Original Color Without VRS With VRS
While Kofax is more costly than other capture systems, it is the best production scanning environment for data accuracy and image quality. Some vendors use Kofax VRS because it may be included as OEM software on some new scanners. However, they do not use Kofax Ascent software as their production scanning
Experts in Records and Data
5 platform. Instead, they develop their internal code or use cheaper alternatives to decrease annual software license costs. This is a mistake for several reasons. First, to gain the full benefit of VRS, it is necessary to use the Kofax Ascent platform for production scanning. In addition, other production scanning platforms do not provide equal batch tracking, image enhancement, and security, which are essential for tracking images, establishing data integrity, and chain of custody.
Scanning Process
Utilizing indispensable Kofax tools, SyTech’s production team follows a proven process for conversion projects. Following is our proposed conversion process for the Town of Mammoth Lakes records:
1. Project Specifications and Pickup – Our Project Manager reviews the specifications outlined in this proposal with the Town of Mammoth Lakes staff, including document preparation instructions and image standards. This ensures correct project set-up and that the resulting images and indexes meet the town's standards. We provide pickup and transportation of the documents to our production facility. Upon arrival, each box of documents, or “batch,” will be given a label that tracks the customer, pickup, document type, and box number: for example, MAMLA.0001.0103_11. This standardizes an electronic workflow process that organizes, groups, and tracks each set of records through the various steps of the process.
Experts in Records and Data
6 2. Document Preparation—SyTech staff prepares the documents for scanning according to the project specifications. This includes removing staples and otherwise preparing the documents for scanning.
Canary Bar-coded separator sheets and index sheets are inserted between documents.
The tracking label on each batch of documents must be signed by the individual prepper and his/her quality control supervisor at each stage of the conversion process (prep, scan, restore). Note that the files will be scanned in file order. They will be restored to the original folder but not re-prepped or re-stapled.
3. Document Scan—The prepped batches of documents are scanned into the pre-defined Kofax batch classes. The total image count is automatically generated. If images are scanned in duplex, blank pages are automatically removed electronically. The images undergo quality control scrutiny, and any rejected images are rescanned. Letter/legal-size records are typically scanned at 200 DPI. All documents will be scanned in black and white unless otherwise specified.
4. Recognition Server/Image Enhancement—During this stage of the conversion process, automatic Kofax tools enhance any poor-quality images. They use dithering and other technology to de-speckle, de-skew, and de-shade the images, providing the best image quality output available.
5. Indexing & Verification – The images are indexed according to predefined fields. Index information is manually keyed from the documents or index sheets, and critical fields can be double-checked to ensure greater accuracy. Two index operators can perform double-key verification as an added quality control measure.
6. Release – Final images are released to optical storage in PDF format unless otherwise specified. The resulting files are uploaded into 1DocStop.
7. Storage/Destruction—After Town staff have verified the scanned records, SyTech can store or destroy the original hard copies using certified destruction.
Document Requests
SyTech can satisfy any document request during the conversion process. We consistently access and retrieve files for many of our current clients. Consequently, the staff is already in place and subscribes to internal policies and procedures to ensure the timely retrieval and response to document requests. Copies of documents can be provided via email, fax, or overnight delivery to authorized parties requesting records in our possession within 24 hours of receipt of the request.
Confidentiality
SyTech staff adhere to strict confidentiality standards. We consistently work with confidential information and have the proper security and standards. All SyTech’s employees have executed confidentiality agreements that protect third parties' documents.
Support
SyTech’s experience has defined our industry-leading two-fold approach to support. It assigns a Project Manager and a Technical Support lead to oversee Customer Support and ensure successful project
Experts in Records and Data
7 deployment. This systematic approach defines specifications before commencing the project and later works to guarantee successful application at the implementation phase once the project is complete. We recognize that success requires both technical know-how and sound project management skills. Our support team will provide you with the required support for your project. SyTech customer support covers any problems or defects associated with the converted electronic images provided by SyTech Solutions. It does not include any issues related to or that arise from software, hardware, or network system(s) installed by the Town of Mammoth Lakes.
Quality Control
Accuracy is always our number one goal and quality control steps are tightly integrated into our process. As previously discussed, Kofax software has several built-in quality control processes. In addition, SyTech production staff is carefully trained to monitor batches, images, and project outcomes. Below is a description of the quality control steps SyTech utilizes during our conversion process:
1. Process Check-In/Document Verification. SyTech’s internal tracking system tracks the project and verifies every step of the production process. It allows the authorized Project Manager or Technical Director to view and verify the ongoing progress of conversion work. The Town may contact us at any time to check on the progress of their project.
2. Document Preparation Inspection. After documents are prepared for scanning, a supervisor inspects each box to ensure task accuracy and proper document preparation. The scanning operator checks preparation accuracy twice before the conversion process begins. While SyTech's attention to preparation detail may seem strange, preparation is a common area for error and data loss if not carefully performed.
3. Scanning/Image Inspection. Critical quality control steps ensure that scanned images are accurately captured. First, the operator visually inspects the images as they are scanned to ensure the highest image quality. Second, our scanner hardware notifies the operator every time there is a double feed.
4. Electronic Quality Control Rescan. As a final processing step, Kofax software systematically ensures that all scanned images are readable. Poor-quality images are electronically tagged for rescanning.
A note field allows the operator to associate notes with the image, stating the reason for rejection and outlining any correction processes.
5. Recognition Inspection. Another SyTech step, Recognition Inspection, enhances image quality and creates automatically grouped documents. Here, software processes recognize separator barcodes (or patch codes) to automate document separation. In addition, image cleanup is performed. This step produces images of the highest possible quality.
6. Final Audit. After the images are released, the technical staff performs an audit. This involves two steps. First, a technical supervisor reviews the index and image files to audit for accuracy. Second, a quality control supervisor randomly inspects the imaged files against the original documents. In addition, the supervisor certifies that the project met the material specifications of the project requirements.
Experts in Records and Data
8 SECURITY
Chain of Custody
SyTech views its role when performing scanning services for our public clients as that of a “Custodian of Records.” While often overlooked by our competition, SyTech understands legal custodians of record issues:
chain of custody, civil procedure, the rules of evidence, and data compliance. Two of SyTech's founders and principals, Jonathan Pritt, Esquire, and Bryan Golden, hold Juris Doctorate degrees. Unlike other document scanning companies, SyTech founders have a unique understanding of legal issues, regulatory compliance, and best practices associated with records management. Consequently, SyTech’s core business culture understands that the role of a document services company when maintaining or processing records is more than a mere storage facility. SyTech will preserve, protect, and safely maintain all records that are a part of, or result from, our operations under this contract throughout the life of the contract.
Transportation
SyTech uses closed, air-conditioned vehicles to transport documents to and from our secure production facility. SyTech drivers have a flawless track record of pickups and deliveries for countless state and local agencies for over 24 years. This is primarily due to our internal security and transportation procedures. For security and confidentiality purposes, we utilize our uniformed employees and will provide a copy of our Document Pickup Form (signed by both the Town of Mammoth Lakes and SyTech staff) indicating the boxes picked up and removed/returned per event. We have backup drivers to ensure pick-ups are handled at the specified time. In addition, our vehicles are equipped with hidden GPS tracking devices to monitor their location.
SyTech’s Storage Facility
The Town of Mammoth Lakes documents will be stored and processed in a highly secure, stand-alone, gated environment. SyTech’s 16,000-square-foot facility has a camera video surveillance system, controlled keycard access with doors (and throughout secured areas within the building), and an independently monitored robust fire and security protection system. Our facility is monitored 24 hours a day, 365 days a year. In addition, SyTech employs keycard security measures, and only SyTech personnel have access to the facility.
Any visitors must be pre-approved, provide ID, and sign in at the front desk. They must then be accompanied by an escort during their site visit.
It is important to note that various agencies in California have inspected our facility and verified our procedures before awarding us high-level sensitive projects. We perform several ongoing projects that entail processing mission-critical and very sensitive records. As a result, we successfully employ high-level security measures and internal processes that meet the standards set forth by the State. Further, we have had inspections by the California Information Security Operator (CA ISO), all resulting in positive validations of our security environment.
Secure Computer File Storage, Handling, and Privacy
SyTech will ensure mission-critical records receive the highest possible protection while processing and storing them on our network. Our processes ensure the security of records to prevent damage or destruction. and ensure confidentiality. In doing so, we have identified the most significant threat and the best solution
Experts in Records and Data
9 to mitigate that risk. In addition to carrying general and professional liability policies, SyTech carries an additional $2 million in cyber liability insurance.
Disaster Recovery
SyTech manages three distinct Windows Server networks that store data for redundancy purposes. A custom client replicates data from each network during low bandwidth usage times to the other two networks. Our network's maximum synchronization window is 36 hours, while sync windows closer to 12 hours are more common. This ensures that all records we scan are backed up quickly.
Following is a summary of SyTech’s security processes and parameters:
Secure
Transport
• Vehicles equipped with hidden GPS tracking devices.
• Drivers are SyTech employees.
• Records are transported in unmarked vehicles.
• Flawless track record of pickups.
Secure Facility
• The stand-alone building is not shared with other tenants. • Key card security prevents access to unauthorized individuals. Visitors must be signed in and accompanied by an employee.
• Independent monitoring of fire and alarm systems.
• Camera video surveillance 24/7 throughout the entire premises. • Comprehensive closing checklist signed off by the swing shift supervisor nightly.
Scanning &
Backup of
Data
• SyTech will utilize leading software and hardware to ensure the best possible image quality of the record is obtained during the scanning process. • The SyTech OPS system logs and tracks all image operator processes, establishing a legal chain of custody.
• SyTech manages three distinct Windows Server networks that store data for redundancy purposes. A custom client replicates data from each network during low bandwidth usage times to the other two networks. Our network's maximum synchronization window is 36 hours, while sync windows of less than 12 hours are more common.
"Chain-OfCustody"
• Chain of Custody managed by Project Manager Jonathan Pritt, a licensed California Attorney.
• Records are securely stored and tracked using SyTech’s Inventory Control System.
Employee
Screening &
Best Practice
Training
• SyTech employees have extensive experience working with highly sensitive confidential records. SyTech does not allow access to non-employees beyond the reception area (keycard access).
• SyTech’s employees all undergo background checks.
Experts in Records and Data
10 • SyTech provides continual best practice training to its employees to protect sensitive records it processes for its clients.
PRICING
SyTech will work closely with each Department to determine the priority of records. We can pickup up to 320 boxes per trip and complete multiple trips as needed.
Town of Mammoth Lakes Public Works
Bankers Boxes Approximately 30ea.
Quantity Units Service or Product Price
0 Box Box Service $0.00
1 Instance Courier Service $250.00
120 Hour Prep/QC $2,400.00
78,000 Image Scanning $4,212.00
36,400 Keystroke Indexing $236.60
78,000 Image OCR $390.00
0 Hour Document Specialist $0.00
0 Hour Pro IT Service $0.00
Total $7,488.60
Large-format: Approximately 15,000 large-format plans.
Quantity Units Service or Product Price
0 Box Box Service $0.00
1 Instance Courier Service $250.00
53 Hour Prep/QC $1,060.00
15,000 Image Scanning $22,500.00
990,000 Keystroke Indexing $7,920.00
15,000 Image OCR $300.00
10 Hour Document Specialist $495.00
5 Hour Pro IT Service $475.00
Total $33,000.00
Town of Mammoth Lakes Public Works Total $40,488.60
Experts in Records and Data
11 Town of Mammoth Lakes Building
Bankers Boxes Approximately 25ea.
Quantity Units Service or Product Price
0 Box Box Service $0.00
1 Instance Courier Service $250.00
100 Hour Prep/QC $2,000.00
65,000 Image Scanning $3,510.00
30,333 Keystroke Indexing $197.17
65,000 Image OCR $325.00
0 Hour Document Specialist $0.00
0 Hour Pro IT Service $0.00
Total $6,282.17
Large-format: Approximately 10,000 large-format plans.
Quantity Units Service or Product Price
0 Box Box Service $0.00
1 Instance Courier Service $250.00
35 Hour Prep/QC $700.00
10,000 Image Scanning $15,000.00
660,000 Keystroke Indexing $5,280.00
10,000 Image OCR $200.00
7 Hour Document Specialist $346.50
3 Hour Pro IT Service $285.00
Total $22,061.50
Town of Mammoth Lakes Building Total $28,343.67
Town of Mammoth Lakes Planning
Bankers Boxes Approximately 67ea.
Quantity Units Service or Product Price
0 Box Box Service $0.00
1 Instance Courier Service $250.00
268 Hour Prep/QC $5,360.00
174,200 Image Scanning $9,406.80
81,293 Keystroke Indexing $528.41
174,200 Image OCR $871.00
0 Hour Document Specialist $0.00
0 Hour Pro IT Service $0.00
Total $16,416.21
Experts in Records and Data
12 Large-format Approximately 20,083 large-format plans.
Quantity Units Service or Product Price
0 Box Box Service $0.00
2 Instance Courier Service $500.00
374 Hour Prep/QC $7,480.00
20,083 Image Scanning $30,124.50
1,325,478 Keystroke Indexing $10,603.82
20,083 Image OCR $401.66
14 Hour Document Specialist $693.00
6 Hour Pro IT Service $570.00
Total $50,372.98
Town of Mammoth Lakes Planning Total $66,789.19
The pricing specified above is based on the quantity estimated. Should the actual quantities change, pricing will be adjusted accordingly. SyTech offers additional technical services and support. Pricing does not include any applicable taxes.
Project Total $ 135,621.46
Additional Services
Units Service or Product Unit Price
Boxes Document Destruction $6.75
Boxes Storage (no cost for 60 days post-scanning) per month $1.00 Instance Return Service $250.00
The pricing specified is based on the quantity estimated. Should the actual quantities change, pricing will be adjusted accordingly. SyTech agrees to allow the Town of Mammoth Lakes, at its option, to utilize any of our existing or forthcoming purchasing vehicles, including CMAS, GSA, and SLP agreements. These can be integrated into subsequent agreements between SyTech and the Town of Mammoth Lakes. Pricing does not include any applicable taxes.
Experts in Records and Data
13 CONCLUSION
Thank you for considering SyTech as your document management partner. We believe that we are the best choice for your document management needs. Our expertise in document conversion services and cuttingedge technology makes us the most comprehensive solution. Our approach is cost-effective and provides numerous benefits, including:
• Preventing further degradation of paper files
• Providing electronic backup for disaster recovery purposes • Freeing up precious real estate space
• Saving valuable staff time
• Improving efficiency
• Eliminating the need to purchase a more expensive scanning and retrieval system and providing an open solution that can be leveraged to achieve even greater business efficiencies without proprietary limits.
At SyTech, we are committed to building long-term partnerships with our customers, where our success is connected to theirs. We prioritize our customers' best interests and continuously search for the most effective alternatives to reduce costs and optimize resources, leading to the best outcomes.
We are grateful for your consideration and eagerly anticipate a fruitful and successful partnership with the Town of Mammoth Lakes.
Best regards,
The SyTech Team
Experts in Records and Data
14 APPENDIX – OPTIONAL FUTURE SERVICES
This Appendix outlines our technology services and future technical capabilities in greater detail, including leveraging the Town of Mammoth Lakes' existing Microsoft licenses to build out SharePoint.
Managed SharePoint Services
SyTech will provide managed services to build a scalable digital document management environment using the Town of Mammoth Lakes' existing Microsoft 365 and SharePoint licenses. SyTech will work with the Town of Mammoth Lakes to incrementally build electronic forms (E-forms) and workflow processes to replace current manual paper processes. This approach will centralize records and data processes into the Town of Mammoth Lakes' existing Microsoft environment instead of adding more layers of proprietary software. It will enable the Town of Mammoth Lakes to save significant costs, reduce complexity, and streamline operations. SyTech will help the Town of Mammoth Lakes incrementally replace outdated paper processes with scalable technology. This approach will leverage the nearly unlimited technology capabilities of the Microsoft ecosystem.
The first step will be to build a common records and data management interface using the Town of Mammoth Lakes' existing Microsoft licenses, which include SharePoint. SharePoint is an ideal platform for managing scanned records with electronic data content—especially where there are active templates and workflow processes. SharePoint has common workflow content types to manage information about documents, including metadata, document templates, and workflow processes. SyTech will work with the Town of Mammoth Lakes to organize content and enforce consistency across the organization.
Basic SharePoint Elements
• SharePoint requires only a browser to access 100% of its functionality.
• SharePoint limitations are beyond those needed for any reasonable records management platform.
• SharePoint is agnostic to the source of documents and data it stores.
One Common Interface and Data Source
One of SharePoint's primary advantages is that it has the same familiar interface used by the rest of the Microsoft 365 platform. This will dramatically improve end-user adoption. SharePoint simplifies security and unifies all electronic content into one digital workspace. Most importantly, it avoids complexity and the common mistake of purchasing multiple proprietary software platforms. Instead, all the Town of Mammoth Lakes users and data can be centralized in a shared data source, and specific functionality can be designed incrementally based on business processes.
2M Site Collections
25TB per Site Collection
500K Users per Tenant
2K Libraries per Site Collection
250GB per File
Experts in Records and Data
15 • The SharePoint UI is the same familiar interface used by the rest of the Microsoft 365 platform, reducing training and other related costs.
• Using our streamlined hub-spoke design, users can seamlessly search or browse for documents from a common URL.
• Search can begin with simple natural language queries but supports more advanced syntax for more targeted requests.
SharePoint will allow the Town of Mammoth Lakes to control and track how documents move from one team member to another within the organization as each participant collaborates in a document's life cycle.
SharePoint also includes workflows for common team tasks such as reviewing and approving documents.
SyTech configures standard SharePoint site collections after meeting with departmental Subject Matter experts to determine specific document types and basic SharePoint configurations. SyTech will follow the same basic process to evaluate each need.
• Identify the Need - We work with the town's Subject Matter Experts to build a map of your document landscape.
• Understand the Technology - Our experience has taught us repository designs that work in practice. • Apply the Design - We’ve built a series of tools that help us manage large SharePoint deployments and can streamline the provisioning and configuration processes. Where available, tools are deployed to minimize cost and complexity and shorten transaction cycles. • Solution Commencement—A solution should evolve with your organization to ensure it continues offering the best possible answer to your needs while maintaining future scalability.
Identify Need Understand
Technology Design Solution Solution Commencement
Management &
Support
Experts in Records and Data
16 • Management and Support—The Town of Mammoth Lakes will determine Ongoing management and support. If needed, SyTech can assist at multiple levels, including backend database/deep technical support or front-end end-user support and maintenance.
Since data will be centralized in Microsoft 365, new functionality can be incrementally deployed as needed, leveraging the nearly unlimited capabilities of the Microsoft Power Platform and Marketplaces. One of the essential advantages of SyTech’s Managed Services approach is that it allows the Town of Mammoth Lakes to design (and scale) new capabilities at an incremental pace. It reduces costs by only rolling out capabilities as they are defined and helpful to users. Productivity and adoption are dramatically increased because our development/design processes are built around the Town of Mammoth Lakes' specific “user-driven” objectives.
Why Using Microsoft SharePoint Online Makes Sense for the Town of Mammoth Lakes • Open—It can be accessed from anywhere using a browser. All data is centralized in your existing Azure platforms with common data structures.
• Extensible – Limitless functionality and future flexibility. You don’t pay for proprietary software licenses, APIs, and features not used by the Town of Mammoth Lakes. • Easy – Friendly, familiar Microsoft interface. Canvas or Model-driven applications can be built in Microsoft Dataverse based on the way you work. Includes single sign-on security options. • If You Have Microsoft 365, You Already Own the Licenses – If the Town of Mammoth Lakes already uses Microsoft 365, you are paying for SharePoint licenses. • SyTech’s Expertise Will Enable the Town of Mammoth Lakes to Quickly and Affordably Build Records Management. SyTech has extensive experience designing and scaling SharePoint and the Microsoft Power Platform. Notably, SyTech wrote the statewide standard for using SharePoint as an electronic records management platform for the State of California (DGS). We actively support over 40,000 end users on Microsoft platforms. SyTech understands how to build, scale, and support record/data management in the SharePoint platform.
Electronic Forms and Workflow Automation
After setting up records management in SharePoint, SyTech will work with the Town of Mammoth Lakes to incrementally build electronic forms (E-Forms) and workflow processes to automate your current manual paper-based forms processes.
Again, the town’s existing Microsoft 365 and SharePoint licenses will be used to centralize digitally generated forms and data processes. In addition, SyTech will use OneForm plug-ins to simplify and shorten the creation and management of the Town’s electronic forms (E-Forms) processes. SyTech uses OneForm to quickly scale electronic forms (E-forms) and eliminate future paper form processes.
OneForm by SyTech Solutions is an E-Forms automation solution that automates electronic form delivery in the SharePoint Online environment. OneForm is included in SyTech’s Enterprise Managed Cloud Application Support Services.
OneForm includes data storage, E-Forms design, configuration, platform, and
Experts in Records and Data
17 support. Users can create, view, retrieve, and route forms without installing software. It replaces outdated paper form processes in an open and scalable environment. Workflow designs allow for the efficient and accurate tracking and storage of electronic forms data.
Forms Assessment
Since the purpose of OneForm is to transition the Town of Mammoth Lakes' manual form processes/workflow to digital processes, SyTech will work closely with town staff to review each paper form. We will analyze the form's purpose (s), the data it contains, how the form is routed for approval(s), and any other key details.
This will help us correctly set up the electronic version of the form (E-Form) and ensure an accurate means of capturing, storing, routing, and securing data for the Town of Mammoth Lakes' business purposes.
The following are specific criteria that SyTech will establish with the Town of Mammoth Lakes subject matter experts for each form:
• Purpose(s) of the form (to help identify potential future needs). • Key fields that need to be captured.
• Required fields versus optional fields.
• Data Type of each field (text, number, date, choice, etc.) • Special formatting of data type (i.e., must contain two digits, then a hyphen, then six numbers, such as CR-123456)
• Use of any checkboxes or option fields.
• Character limitations for each field.
• Form layout.
We will create the electronic form once SyTech has the information regarding the form and its purposes. The layout will be consistent with the paper form to replicate the current process in a digital environment. SyTech will solicit feedback from the Subject Matter Expert to ensure that all data is included and in the proper location.
Experts in Records and Data
18 Workflow
Once the E-Form is created and ready, SyTech will set up the workflow and/or approval process for each EForm. This will be established with the Town of Mammoth Lakes during the assessment phase and before the E-Form creation.
This information will include:
• Development of approval workflow process.
• Routing of E-Form to approver(s), including establishing the number and order of approvers and their email addresses.
• Routing of E-Form for approved and rejected forms by approver(s). • Digital signature requirements, if any.
• Backend storage location of approved (final) documents in SharePoint or 1DocStop.
The Town of Mammoth Lakes will be able to test the workflow process with actual or sample forms. Each time a form is created that requires approval, the approver will be notified via email with a link to the E-form requiring authorization. Once the link is clicked, the approver will be brought to the OneForm site and prompted to log in. The approver can review the E-Form and either (1) approve or (2) reject the document.
The approver must enter the reason into the comment section if the document is rejected. The original submitter will be notified of the document rejection and can see the approver's notes. They will then be able to make the necessary changes to the document and resubmit for approval. This process will be repeated for any additional levels of approval required (i.e., managers, department heads, etc.). Once the document has completed all approvals, the final document will reside in SharePoint or 1DocStop and be accessible by authorized Town staff.
Experts in Records and Data
19 Signatures
Should E-Forms require digital signatures, OneForm can integrate signatures generated from Dropbox Sign.
This is true for documents that require multiple signatures. Once all approvals have been made and digital signatures have been applied, the final signed document will reside in the Town’s SharePoint for access and retrieval by authorized Town staff. Signatures are billed by Dropbox Sign and sold in packets.
SyTech will provide the Town of Mammoth Lakes with managed cloud services to build a scalable digital document management environment using the Town’s Microsoft 365 licenses. SyTech will work with the Town of Mammoth Lakes to incrementally build records management, electronic forms (E-forms), and workflow processes in SharePoint to replace current manual paper processes. This approach will centralize records and data processes in the Town of Mammoth Lakes' existing Microsoft environment instead of adding more layers of proprietary software. This approach will save significant costs and complexity and streamline operations.
SyTech M365 Managed Cloud Services Pricing
Option A: Managed Cloud Services Enterprise – Use the Town of Mammoth Lakes Microsoft 365 Licenses to Create Automated Workflows to Streamline Business Processes.
OPTION A: SYTECH M365 MANAGED CLOUD – ENTERPRISE LEVEL
(WITH $200 DISCOUNT)
MONTHLY
RATE
SYTECH M365 MANAGED CLOUD – ENTERPRISE LEVEL INCLUDES THE FOLLOWING:
CONFIGURATION OF MICROSOFT SHAREPOINT COLLECTION(S), INCLUDING
PLANNING, DESIGN, AND DOCUMENTATION SUPPORT UP TO THE FOLLOWING CAPACITIES:
• UP TO 12 HOURS OF CONFIGURATION AND DEVELOPMENT UPDATES MONTHLY.
• SUPPORT FOR STANDARD RETENTION TASKS AND CLOUD WORKFLOWS (POWER AUTOMATE).
• DOCUMENTATION INCLUDES DATA MODEL COMPONENTS, INVENTORY, AND AN ADMINISTRATION GUIDE.
• E-FORMS FOR SHAREPOINT TRANSACTIONS INCLUDED WITH M365 MANAGED CLOUD SERVICES.
$3,500.00
Experts in Records and Data
20 Option B: Managed Cloud Services Premium – Use the Town of Mammoth Lakes Microsoft 365 Licenses to Create Automated Workflows to Streamline Business Processes.
Option C: Managed Cloud Services Standard – Use the Town of Mammoth Lakes Microsoft 365 Licenses to Create Automated Workflows to Streamline Business Processes.
OPTION B: SYTECH M365 MANAGED CLOUD – PREMIUM LEVEL MONTHLY RATE SYTECH M365 MANAGED CLOUD – PREMIUM LEVEL INCLUDES THE FOLLOWING:
CONFIGURATION OF MICROSOFT SHAREPOINT COLLECTION(S), INCLUDING
PLANNING, DESIGN, AND DOCUMENTATION SUPPORT UP TO THE FOLLOWING CAPACITIES:
• UP TO 8 HOURS OF CONFIGURATION AND DEVELOPMENT UPDATES MONTHLY.
• SUPPORT FOR STANDARD RETENTION TASKS AND CLOUD WORKFLOWS (POWER AUTOMATE).
• DOCUMENTATION INCLUDES DATA MODEL COMPONENTS INVENTORY AND ADMINISTRATION GUIDE.
• E-FORMS FOR SHAREPOINT TRANSACTIONS INCLUDED WITH M365 MANAGED CLOUD SERVICES.
$2,900.00
OPTION C: SYTECH M365 MANAGED CLOUD – STANDARD LEVEL
MONTHLY
RATE
SYTECH M365 MANAGED CLOUD – STANDARD LEVEL INCLUDES THE FOLLOWING:
CONFIGURATION OF MICROSOFT SHAREPOINT COLLECTION(S), INCLUDING
PLANNING, DESIGN, AND DOCUMENTATION SUPPORT UP TO THE FOLLOWING CAPACITIES:
• UP TO 4 HOURS OF CONFIGURATION AND DEVELOPMENT UPDATES MONTHLY.
• SUPPORT FOR STANDARD RETENTION TASKS AND CLOUD WORKFLOWS (POWER AUTOMATE).
• DOCUMENTATION INCLUDES DATA MODEL COMPONENTS INVENTORY AND ADMINISTRATION GUIDE.
• E-FORMS FOR SHAREPOINT TRANSACTIONS INCLUDED WITH M365 MANAGED CLOUD SERVICES.
$1,700.00
Experts in Records and Data
21 1DocStop is a complete cloud-based document management solution designed to help public and private organizations manage enormous quantities of documents without spending a fortune by leveraging cloud resources and only paying for needed features. It gives authorized users instant access to documents via the web using a login username and password. Users can search, view, retrieve, and route documents without installing software. This forward-thinking approach requires minimal up-front investment and enables future flexibility. It provides a secure repository for different document types and multiple departments. Compared to traditional client-server applications, 1DocStop provides three significant advantages.
1. A Completely Extensible API allows organizations to extend applications, create workflows, and develop specific line of business applications.
2. There are no upfront software costs or user licenses. You can grant user access to your entire office team for a simple monthly fee.
3. A Mobile Platform -- Take your documents with you. Designed with the mobile platform in mind, 1DocStop scales to any device: computer, laptop, tablet, or smartphone. It is a true thin client solution.
ADDITIONAL SERVICES COST
ASSUMING THE TOWN OF MAMMOTH LAKES IS ALREADY PAYING FOR A5 MICROSOFT 365 LICENSES. SHAREPOINT ONLINE IS INCLUDED IN THE MICROSOFT 365 SUBSCRIPTION.
INCLUDED
MICROSOFT POWER APPS. AVAILABLE DIRECTLY THROUGH MICROSOFT. $20.00 PER
USER/MONTH
(NOT ANTICIPATED) ADD-ON DOCUMATIC ADVISORY SERVICES CREDITS WILL BE CHARGED AT $250/PER HOUR IN BLOCKS OF 5 HOURS PER MONTH.
NOT
ANTICIPATED
LEGALLY BINDING, ELECTRONIC SIGNATURES (IF THE TOWN OF MAMMOTH LAKES
DOES NOT ALREADY HAVE A DROPBOX SIGN OR DOCUSIGN AGREEMENT) - WILL BE CHARGED ON A SIGNATURE PACKET BASIS OF $4.00 PER SIGNATURE PACKET. THIS IS A LICENSE PROVIDED BY DROPBOX SIGN.
$4.00 PER
SIGNATURE
PACKET
Experts in Records and Data
22 The proposed solution will save substantial costs and minimize risk. There are no up-front costs or license fees, and it is set up as a month-to-month subscription (SAAS) model. Explicitly written for Azure Cloud Services, 1DocStop utilizes SQL Azure, Cloud, and Storage Services (Blob, Table, and Queue). It is easy to deploy and support, addressing the Town of Mammoth Lakes' existing technology requirements.
The 1DocStop solution includes the following features:
• Token Based Authentication
• Multi-tenancy service
• Native file storage full utilization of blob snapshots to manage document versions • Design and manage document schemas at runtime
• Azure Search Service advanced search functions
• Desktop companion client for bulk uploads (ExpressLink) • REST Web API for service integration with other applications • Includes access to all software updates
In addition, SyTech Professional Services provides the following:
• Configuration support with Azure portal and publishing • User Training
• Scanning Support and Configuration
• Professional Services
All documents managed by 1DocStop are stored on Microsoft’s Azure Cloud infrastructure, which leads the performance, availability, and reliability benchmarks that define the evolution of modern cloud. 1DocStop runs as a service on top of Microsoft’s proven network of servers whose individual management is abstracted away, allowing us to focus on our customers’ needs.
For most users, 1DocStop is a web portal. The web portal provides a browser-based interface to 1DocStop’s backend services for managing documents. Logging in to 1DocStop is as simple as giving the user’s email address and password.
Because of the nature of the types of documents we are responsible for, 1DocStop practices all industry standards for securing confidential data online, including 1-way password encryption, current transport layer security protocols, intrusion detection, geographic analysis, and automatic response algorithms.
All documents in 1DocStop are assigned a document schema which provides instructions on how the document is classified and searched. Document exploration can begin with a simple keyword search for any word or term in the metadata or, in the case of full-text indexed document types, the content.
Experts in Records and Data
23 The result of this type of search will be a list of the document types containing the search terms and the number of hits per type. Clicking on a line will return the list of matches for that type. Alternatively, you specify the document type you are looking for and will be prompted to enter the search terms for the specific fields that define that type. Once a document of interest is found, clicking on that document in the list will open the file viewer dialog.
Experts in Records and Data
24 The benefits of 1DocStop include the following:
• Access Anywhere Technology – Users can access any workstation using their username and password.
This capability improves efficiency for telecommuters and field personnel. • Simple Client Management—1DocStop was designed as a thin client application that allows users to access the system without installing non-standard ActiveX controls or plug-ins. • Cross-Platform Uniformity – 1DocStop is accessible from most Operating System/Browser combinations.
The experience is consistent, regardless of the workstation used to access the system. • Remote Capture and Upload—Records can be uploaded to 1DocStop by scanning to a specified folder on your network using existing scanners/MFP devices. ExpressLink, a locally installed program that monitors the folder and uploads new records automatically, makes synchronization possible. In addition, users can upload electronic documents such as Microsoft Office files and PDFs. • No per-user License Requirements—Add more users to the system without adding cost. SyTech Solutions or the Town of Mammoth Lakes Information Technology Department can provide user management.
• Expandability – Additional capabilities can be added without coding or application software. • Ease of Use – The web interface is familiar to most end users, and SyTech will provide administrator and end-user training.
Experts in Records and Data
25 Backups
SyTech will back up the documents and all related data. Related data includes the original index fields used to locate the records in the repository, user account information (passwords omitted), access logs, and document contents. Backup copies will be provided upon a defined schedule or request.
Security
SyTech's 1DocStop platform runs exclusively on Microsoft's Windows Azure Cloud. Files are stored and colocated in Microsoft's ultra-secure Tier-1 Data Centers. 1DocStop's data layer comprises native Azure storage technology, including Table, Queue, and Blob storage. The data layer is accessed exclusively through userauthenticated ASP.NET WCF web services. The system complies with California Ed Code Section 49073.1 and FERPA provisions of the “General Educational Provisions Act.” Access to 1DocStop and its respective services is secured using industry-standard protocols to protect HIPAAclass document storage. All communication between services and client browser/application/mobile device(s) is protected by 256-bit transport layer security secured using verified SSL certificates.
All requests to 1DocStop.com require a valid authentication token or a valid set of credentials. Credentials consist of an email address and a user-defined password. All password information is hashed and encrypted using one-way strong encryption before storage. Passwords cannot be recovered from the database and require a complete reset should a user forget their password.
All 1DocStop service communications are secured using Transport Layer Security. This is the go-to standard practice for all sensitive services available online. It involves both the browser and the server encrypting the packets before they are transported over the Internet. These packets are only readable once their authorized recipients have received them. Any communication intercepted between the browser and the service is encrypted using 256-bit keys and, therefore, useless to an unauthorized party.
Authorized users are managed by adding them to Groups within 1DocStop. Each group can be customized to specify the document types that are accessible and the permissions granted to the document type. Permission levels include Read (view), Write (modify), Create, and Delete. The number of user groups that can be created in 1DocStop is unlimited.
SyTech monitors its hosting network daily to ensure uptime and identify security issues. Current security management includes monitoring application and IIS access logs, server-to-client communications encryption using secure server certificates (256-bit), and user password encryption.
Support
SyTech’s experience has defined our industry-leading two-fold approach to support. It assigns a project manager and a technical support lead to oversee customer support and ensure successful project deployment. This systematic approach defines specifications before commencing the project and then works later to guarantee successful application at the implementation phase once the project is complete. We recognize that success requires both technical know-how and sound project management skills. Our support team will provide the Town of Mammoth Lakes with the required support for the project. SyTech customer support covers any problems or issues associated with 1DocStop and other services offered by SyTech. It
Experts in Records and Data
26 does not include any issues related to or that arise from software, hardware, or network system(s) installed by the Town of Mammoth Lakes staff.
SyTech provides ongoing support for 1DocStop. Contrary to many other document management systems, ongoing support costs are included in the monthly price for 1DocStop. SyTech’s expert technicians are available from 8 a.m. to 5 p.m. PST, Monday through Friday.
Technical Support is tracked and handled via SyTech’s internal ticket system. Tickets can be generated by visiting http://support.1docstop.com/helpdesk/Tickets/New or via email sent to [email protected].
Also, support is available via phone at (916) 381-3010.
Departments may designate one (or more) person per department to be a 1DocStop Administrator.
Alternatively, there could be one Administrator for the entire agency. Local Administrators of 1DocStop can create and modify document types, user groups, and user accounts. Often, that capability is all the technical support required.
1DocStop Pricing
1DocStop - Document Management System Unit Price
1st Department $500.00/month
Additional Departments $300.00/month
Agenda Item ________
File No. ____________
AGENDA BILL
Subject: Councilmember Reports
Initiated by: Jamie Gray
______________________________________________________________________ BACKGROUND:
Each member of the Town Council is appointed to serve as a Town representative to a number of committees, commissions, and organizations.
These groups meet infrequently and from time to time the representatives will report to the rest of the Council at a regularly scheduled meeting.
In addition, Councilmembers on occasion participate in meetings, conferences and seminars, and their reports on these educational opportunities are of benefit to the rest of the Council.
ANALYSIS/DISCUSSION:
California Government Code requirements pertaining to the open meeting act stipulate that all items for discussion must be listed on the agenda before the matter can be discussed and/or acted upon. To meet this requirement, and the intent of the Brown Act, Councilmember Reports are listed on each agenda to allow representatives to report to the rest of the Council at these meetings.
The following is a list of the commission/committees on which members of the Council serve:
Land Use:
Local Agency Formation Commission (LAFCO) – Rice, Truax, and Bubser as alternate
Airport Land Use Commission – Rice, Truax, and Bubser as the alternate Mono County Collaborative Planning Team (CPT) – Senior Planner Kim Cooke and Bubser and Truax as alternates
Intergovernmental Relations:
Town and County Liaison Committee – Bubser, Rice, and Town Manager and Sauser as alternate
Desert Mountain Division of the League of California Cities – Sauser and Town Manager as alternate
Eastern Sierra Council of Governments (ESCOG) – Bubser, Wentworth, and Sauser as alternate
Great Basin Unified Air Pollution Control District – Wentworth and Bubser as alternate
League of California Cities City Voting Delegate – Bubser and the Town Manager as the alternate
California Joint Powers Insurance Authority Board – Truax and Assistant to the Town Manager as alternate
Transportation:
Local Transportation Commission (LTC) – Bubser, Sauser, and Truax; Town Manager as alternate
Eastern Sierra Transit Authority (ESTA) Board – Bubser and Sauser Local Issues:
Mammoth Lakes Tourism (MLT) Board – Wentworth
Mammoth Lakes Recreation (MLR) Board – Truax
Eastern Sierra Community Housing Board – Rice
Treasury Oversight Committee – Finance Director; Town Manager as alternate Parks and Recreation Master Plan Advisory Committee – Rice; Bubser as the alternate
LEGAL CONSIDERATIONS:
According to the California Open Meeting Act, commonly referred to as the Brown Act, the agenda must reflect every matter to be discussed by a governing body.
RECOMMENDATION(S):
This agenda bill is submitted for information only.