Maywood City Council
July 22, 2026

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 18 of 97

IVR SYSTEM
Our automated Interactive Voice Response (IVR) System provides real-time responses, in English and Spanish. Additional languages may be added at the request of the CITY to include Korean and Vietnamese. The system provides after-hours assistance to callers inquiring about citations, citation status, bill amount due, payment information, final date to contest a citation, and many other inquiries. The system is currently handling over 20,000 calls per month. The system also has the capability to increase lines as needed.

Our IVR software was designed to provide our customers with a unique toll-free telephone number to allow our system to be customized for the CITY. Callers will be greeted by, “Welcome to the City of Maywood Citation Information Line.” Calls are typically handled within eight seconds of the initial ring. The software was designed to also recognize the type of violation in order to add additional information for equipment or registration sign-off citations. IVR phone scripts can easily be changed to provide any specific information the CITY wishes to provide. This could include, but is not limited to, the Franchise Tax Board intercept process, contesting instructions, and payment instructions. All major credit card issuers are accepted through the IVR system. The IVR system also automatically updates WINCITEX with real-time payment information immediately.

Our customer service department is accessible by multiple toll-free numbers. Should the caller choose to speak with a real person, they will be transferred immediately to one of our professional customer service representatives, all of whom are bilingual. All calls are recorded for quality assurance. Occasionally, Phoenix Group does need to conduct system maintenance or upgrade a feature. Should downtime be required, it will occur between midnight and 4 A.M.

TELEPHONE SYSTEM
To monitor call center customer service, reports will be provided as requested by CITY to include:
• Total number of incoming calls.
• Total number of calls processed, including total number of calls handled by the IVR. • Total number of calls disconnected due to system failure or public hang-up. • Total number of busy calls.
• Percentage of incoming calls completed.
• Average wait time per call.
• Average time per call, with high and low amounts.

PHONE NOTES & RECORDINGS
WINCITEX will keep track of all calls through the use of the unique Phone Note. The phone call is entered into WINCITEX and logged to the account. In the event the CITY requires any investigation into the phone call, call notes, call conversation, or the personnel who took the call, that information will be recorded within WINCITEX. The CITY also has the ability to enter phone notes.

This data is available for viewing by Phoenix Group personnel.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 19 of 97

CITATION PROCESSING

HANDWRITTEN CITATIONS
Phoenix Group provides a complete solution for handwritten parking and administrative citations, which may be fully customizable to meet the CITY’s needs. Handwritten
citations can be carbon-copied for duplicates for the
offender, the officer, the CITY department, courts, and Phoenix Group. Our handwritten citations can come
complete with ready-to-mail envelopes for easy collection of fines.

DATA ENTRY FROM HANDWRITTEN CITATIONS
All data entry is performed on site; no citation or payment data is provided to any third party for data entry. Phoenix Group procedures have been established to control and
manage citation processing received at our headquarters. All hard copy citations received by Phoenix Group are
processed daily by our staff. Manual citations are verified that they are received, batched, and recorded into the
database within 24-48 hours. The database system,
WINCITEX, gives edit capabilities to correcting dates,
duplicate citations, violation codes, and fine amounts.

Phoenix Groups’ system for filing and storing citations is easily retrievable for a minimum of five years.

MOBILE ELECTRONIC CITATION SOLUTIONS
Phoenix Group brings more than 30 years of experience
delivering and supporting handheld enforcement devices and related services for our clients. Phoenix Group will provide automated, real-time import of electronic citations into our processing system, WINCITEX, through mobile citation issuance devices equipped with ruggedized mobile printers. Our platform offers two mobile application configurations to meet varying agency needs: a comprehensive all-in-one application capable of issuing parking citations, administrative citations, traffic citations, and traffic collision reports on Apple iOS® devices (MagCite™), or an alternative two-application Android®-based solution that utilizes separate applications for parking and administrative citation issuance (WINCITE Mobile Pro™ and WINCITE ACE™). The two-application option is designed for agencies focused specifically on parking and administrative enforcement activities and does not include traffic citation or collision reporting functionality.

Sample handwritten administrative citation.

Handwritten citations are completely
customizable to meet COUNTY’s needs.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 20 of 97 Our system supports immediate transmission of citation data, including photographs, through cellular networks or Wi-Fi directly to the WINCITEX processing system. In situations where connectivity is unavailable, citation data may be securely stored and synchronized for upload at a later time. The solution also provides real-time online access for public safety and parking enforcement officers, as well as public access through the CITY’s website, where citizens may view citations, make payments, or contest citations online. In addition, Phoenix Group will maintain and update daily scofflaw (“hot sheet”) files containing current and historical vehicle information used to expedite towing and booting activities and to identify vehicles with five or more unpaid citations.

This information is available both in report format and in real time on handheld devices for immediate field access by enforcement personnel.

NEXT-GENERATION MOBILE ENFORCEMENT SOLUTION
Phoenix Group’s MagCite™ software is a comprehensive electronic citation and revenue workflow platform designed specifically for the Apple® iOS system. Our freshly developed, next-generation electronic citation solution designed to modernize enforcement workflows, improve data accuracy, and accelerate revenue processing for courts and municipalities. Built specifically for public safety agencies, MagCite replaces outdated paper-based systems with a secure, mobile-first digital platform that enhances operational efficiency from citation issuance through court and records integration.

By implementing MagCite, the CITY can:
• Reduce administrative workload and paperwork
• Increase citation accuracy and compliance
• Improve officer productivity and field efficiency
• Accelerate court processing and revenue recognition
• Enhance transparency and reporting capabilities
• Maintain CJIS-compliant, enterprise-grade data security 1900+
Total active users
18k+
App downloads

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 21 of 97

SYSTEM OVERVIEW
MagCite is a mobile-enabled electronic citation and digital reporting platform designed for seamless integration with agencies’ records management systems, any judicial court system, and back-office applications. MagCite’s core capabilities include:
• Electronic Citation Issuance
• Collision & Incident Reporting
• Secure Data Transmission
• Court & Back-Office Integration
• Administrative Dashboard & Reporting
OPERATIONAL BENEFITS:

1. Increased Officer Efficiency:

MagCite allows officers to complete citations quickly and accurately using an intuitive mobile interface. Built-in validation rules reduce errors and eliminate illegible handwriting, minimizing citation dismissals due to clerical mistakes.

2. Reduced Administrative Burden:

Automatic data synchronization eliminates manual re-entry by records staff and court clerks, freeing personnel to focus on higher-value tasks.

3. Faster Revenue Processing:

By transmitting citation data electronically in real time, agencies accelerate court intake and fine processing, improving overall revenue cycle efficiency.

4. Improved Accuracy & Compliance:

Pre-configured ordinance libraries and automated checks ensure citations meet statutory requirements, reducing risk and improving court acceptance rates.

5. Enhanced Transparency & Reporting:

Supervisors and administrators gain access to real-time dashboards and detailed reporting tools for operational oversight and strategic decision-making.

6. Live Mapping & GPS Location:

Handheld devices and laptops send GPS coordinates, displaying the exact location of, and citations issued by, other officers.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
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7. Supervisor Dashboards:

Instant, one-click reports that show tickets issued by
specific officers, locations, and statute types.

8. Safety & Coordination:

Provides awareness of nearby enforcement activity,
allowing officers to identify trends, hotspots, or previously issued warnings within the same area.

9. Real-Time Data Sharing for Tire Chalking:

Information captured by one officer is instantly available to all others online in the system, preventing errors and
ensuring accurate enforcement.

10. System Integration:

Connects with Computer-Aided Dispatch and Records
Management Systems to share critical, real-time data
across units.

PUBLIC SAFETY CODE ENFORCEMENT FOR ADMINISTRATIVE CITATIONS:

Phoenix Group’s MagCite platform is an ideal solution for modernizing public safety code enforcement operations by replacing paper-based processes with a secure, mobile electronic citation and reporting system. Code enforcement officers can quickly issue administrative citations, notices of violation, warnings, and incident reports in the field for violations such as property maintenance issues, illegal dumping, overgrown vegetation, zoning violations, abandoned vehicles, substandard housing conditions, sign ordinance violations, noise complaints, and failure to comply with municipal codes and safety regulations. Built-in municipal code libraries and automated validation checks help ensure citations are accurate, complete, and compliant with local ordinances and administrative enforcement procedures, reducing clerical errors and minimizing contested case dismissals. Real-time electronic submission of citation data also streamlines administrative processing, improves hearing and case management efficiency, and accelerates fee and fine collection for the CITY.

The Heat Map function shows
enforcement officers with a pin, as
well as heatmapping showing areas
with high citation issuance rates.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 23 of 97

VIRTUAL PARKING PERMIT ENFORCEMENT WITH LICENSE PLATE RECOGNITION:

With the MagCite platform, the License Plate Recognition (LPR) Permit Survey function provides a powerful and efficient solution for virtual parking permit enforcement. Virtual permits are linked directly to a vehicle’s license plate within the WINCITEX permit management system, eliminating the need for physical permits, decals, or hangtags. During enforcement patrols, officers utilize handheld or vehicle-mounted LPR technology to automatically scan license plates and compare them against active permit records in real time. Vehicles with valid permits are immediately verified, while vehicles lacking a valid permit, displaying an expired permit, exceeding permit restrictions, or parked in unauthorized permit zones are quickly identified for enforcement action.

When a violation is detected, MagCite enables officers to efficiently issue parking citations directly from the field, ensuring accurate and consistent enforcement. This automated process reduces manual permit checks, increases officer productivity, minimizes permit misuse and fraud, improves citation accuracy, and supports the effective administration of residential, employee, visitor, and temporary parking permit programs within a fully digital enforcement environment.

TECHNOLOGY & SECURITY:

MagCite is built on a secure, modern architecture that ensures reliability and compliance:
• End-to-end encryption
• CJIS-compliant security standards
Parking Permit Survey within
the MagCite application.

Permit status is displayed
with citation options.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 24 of 97 • Role-based access controls
• Secure cloud or on-premises deployment options
• Automated audit trails and system logs
The platform is designed to eliminate the need for complex VPN configurations while maintaining the highest levels of data protection.

IMPLEMENTATION APPROACH:

MagCite follows a structured implementation process to ensure seamless deployment:
• Discovery & Configuration – Review of agency workflows, ordinance codes, citation formats, and integration requirements.
• System Customization – Configuration of forms, statute libraries, and data exchange interfaces.
• Integration & Testing – RMS and court system integration testing to ensure accurate data flow.
• Training & Go-Live Support – On-site or virtual training for officers and administrative personnel.
• Ongoing Support & Maintenance – Continuous technical support, system updates, and performance optimization.

EXPERIENCE & PROVEN PERFORMANCE:

Phoenix Group’s software is trusted by more than 100 law enforcement agencies and is backed by over 25 years of experience in law enforcement software development. The system is designed to scale for municipalities of all sizes, from small departments to large multi-agency environments.

VALUE PROPOSITION:

MagCite provides measurable return on investment through:
• Reduced processing time per citation
• Decreased administrative overhead
• Lower dismissal rates due to data errors
• Faster court submissions and improved collection
timelines
• Improved officer productivity and field efficiency

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 25 of 97 By modernizing citation issuance and digital reporting, MagCite positions agencies to operate more efficiently, securely, and transparently. MagCite represents a comprehensive, secure, and scalable solution for agencies seeking to modernize citation and reporting processes. Through streamlined workflows, automated data transmission, and enterprise-grade security, MagCite enhances operational performance while improving accuracy, compliance, and revenue efficiency.

GPS location interface in the
MagCite application.

ID barcode scanning in the
MagCite application.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 26 of 97

ALTERNATIVE CITATION SOFTWARE SOLUTIONS
As an alternative to the single MagCite application, our citation platform also offers a twoapplication solution designed specifically for agencies that prefer separate workflows for parking and administrative enforcement activities. Under this option, parking citations are issued through one dedicated mobile application, WINCITE Mobile Pro™, while administrative citations are managed through our WINCITE ACE™ application. This approach allows agencies to deploy specialized tools tailored to each enforcement function while maintaining integration with the overall citation management system. The two-application solution is currently available exclusively on Android® devices and does not include functionality for traffic citation issuance or traffic collision reporting. However, it remains a reliable and efficient alternative for agencies whose operational needs are focused primarily on parking and administrative citation enforcement.

WINCITE MOBILE PRO CITATION SOFTWARE
The WINCITE Mobile Pro software was established to
specifically work with our proprietary database, WINCITEX, to provide quick and automated updating. The software for the handheld technology was designed to be menu-driven to help the ease of operation. In the event the officer is unfamiliar with the options, the officer may scroll through the choices prior to making a decision. Prior to the officer issuing a citation, there is a setup verification to include the time, date, name, badge number, and default state abbreviation.

WINCITE ACE CITATION SOFTWARE
The WINCITE Administrative Citation Enforcement (ACE™)
solution provides state of the art functionality in the form of a two-piece system with a paired smartphone and mobile
printer. WINCITE ACE was designed for rugged, water-resistant Android® devices with 5G technology. Data plans are available through all major carriers, as well as Wi-Fi, to provide the best coverage for the CITY. WINCITE ACE provides full services to process and track administrative citations and perform services related to the collection of current and past-due citations.

The WINCITE ACE and WINCITE Mobile Pro applications can both be loaded onto the same device, removing the need to carry two separate devices! WINCITE Mobile Pro LPR Permit Survey

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 27 of 97

ELECTRONIC CITATION SOFTWARE COMPARISONS
The CITY has the option to select from two electronic citation platform solutions, depending on their device and solution requirements. The benefits and options of each solution are described in the table below.
iOS Android
MagCite WINCITE Mobile Pro WINCITE ACE
Android Devices Q R R
Apple Devices R Q Q One-Piece Handheld Q R R Parking Citations R R Q Administrative Citations R Q R Traffic Citations R Q Q
Collision Reporting R Q Q
Heatmapping R Q Q
LPR Capability R R Q
Real-Time Data Sharing R R R Citation Search R R R Auditing and Reports R R R Wi-Fi & Cellular R R R Citation Sign-Offs R R R High-Res Photos R R R GPS Location R R R Real-Time Permits R R Q Tire Chalking R R Q 3rd Party Integrations R R R Live Remote Support R R R

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
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HANDHELD TICKET WRITING EQUIPMENT
Phoenix Group uses mobile devices with either the iOS or Android operating system for handheld citation writing. These devices pair well with a separate thermal printer for citation printing.

HANDHELD TICKET PRINTING EQUIPMENT
Phoenix Group recommends TSC® Alpha-30R Portable Bluetooth® Printers for citation printing:
• An advanced processor and improved memory ensure a
smooth operation every time.
• 5.45” (9:18), 500nits, 1440x720 (HD+) Display.
• Bigger display but keeps the same holding size.
• Android devices support dual applications ran at the same time in one screen (5.0” 16:9 display vs 5.45”18:9 display). • Samsung: 6” smartphone with a screen-to-body ratio of over 80%.
• iPhone: 6.1” smartphone with an all-screen front with over 86% screen-to-body ratio.
• Advanced barcode engine to support DPM (optional), multireading, picklist, & OCR function. • Rugged, multi-touch capacitive touch panel, optically bonded for extra IP Rating: durability and better sunlight visibility.
• Operation with wet resistance and gloves.
• WWAN: 5G (Sub-6 mmWave), increase 1.8M.
• Wi-Fi™ 6E with roaming protocols (k, r, v supported)
• Battery with cover in one piece design.
• 3.8V 4000mAh(TYP) or 3.8V 6000mAh (TYP)
• Drop protection 1.8M with bumper, 1.5M w/o bumper
• IP rating: IP68
• Rugged palm-size design: lightweight and portable.
• IP54-rated protective case to resist dust and water.
• Plastic design with rubber over-mold construction that withstands

2.1m drop and tumbles from 1.0m.
• Dual-band Wi-Fi™ with fast roaming & MFi Bluetooth 5.0™ with NFC tap-to-pair setup.
• High-capacity 7.4V DC, 3080mAh Li-ion rechargeable battery. • Lasts more than 12 hours of printing citations on a single battery charge.
• Large paper capacity to reduce the frequency of changing paper roll.
• High-speed processor and extensive memory for fast print speeds of up to 177mm (5”) per second.
• Supports TSPL-EZC (EPL2, ZPL2, & CPCL emulations) or ESC-POS emulation.
• 2-year warranty included free of charge.
• Environmental all-weather protective case. Complete with versatile mounting options: belt system and cross-body strap included.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
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ELECTRONIC CITATION PAPER
Phoenix Group uses industry-leading products for durable and weather resistant parking citation paper. The citation paper will meet or exceed the specifications and requirements of the CITY. With custom printing capabilities, we can custom print your citations or ticketing materials with up to ten colors. Citations can be pre-printed to include identifying marks or wording, such as the CITY logo, seal, and payment directions, or they can incorporate sequential numbering and security features. The CITY will be confident that citations will resist discoloration and fading even when placed in direct sunlight and on the hot dashboard of a car.

Sample printed custom parking citation.

The back of the printed parking citation
includes a customized QR code, which
allows citizens the ability to scan and
access PAYMYCITE.com quickly and
easily for payment or contest options.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
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ELECTRONIC CITATION PHOTO CAPABILITIES
All citation devices are equipped with high-resolution cameras, and our software will automatically attach photographs to the citation record upon syncing. The photographs are uploaded to the citation management database and easily retrievable and printed from any desktop (internet required). Photographs are electronically stamped with location, date, and time information.

Additionally, an image of the original printed citation will also upload to WINCITEX.

REAL-TIME PERMIT LOOKUP. Permit information from the CITY can be integrated into the system and used during issuance for lookups and validation. The information from the permit data itself can be used to pre-populate fields including vehicle license plate, make, model, and color, should a citation need to be issued.

REAL-TIME DATA SHARING. All units can share citation data information between themselves, even if issued within minutes by another handheld. This is essential for agencies who have multiple enforcers working in the same area.

EZ TICKET & STREET SWEEPING PROGRAM. The EZ Ticket Program was designed to add speed in the issuance of the citation. The similar fields are pre-entered to avoid additional selections by the officer. Through this type of programming, the citation can be input and printed in less than 25 seconds. This will allow the officer enforce parking and leave the location quicker. A street sweeping enforcement detail is an excellent example of how this program can assist the officer with repeat fields, using the same street and enforcing the same violation.

WINCITEX user interface showing citation images preview.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 31 of 97 SCOFFLAW FILE IMPORT / EXPORT AND VIP ALERTS. The scofflaw and other types of notifications/lists are uploaded in real-time into the handhelds. The license number is checked against a table list to see if the vehicle has any special circumstances, such as tow or boot, do not cite, previously cited that same day, or previously warned. Units are capable of storing and displaying information, including a listing of habitual offenders, previously warned plates, and additional license plates with information pertaining to them.

DIGITAL CHALKING. The Tire Marking Program was designed to include a time limit marking feature that will automatically record marked time once the officer inputs a license number and location.

The locations and license plates can be easily selected from a searchable list that will show the elapsed time. This feature will provide the ability to track vehicle movement. The software allows tracking of vehicles by time, zone, location, or photograph. Chalk alerts and maps show expired vehicles and locations. The application will also allow the user to set the program to 'remember' previously selected locations in order to save time and effort. Marked times, elapsed times, and locations will automatically print if the officer elects to issue a citation.

DIGITAL CHALKING WITH LPR. Rather than physically chalking each tire, LPR completes this process digitally, coining the term “digital tire chalking.” LPR also makes the enforcement process contactless, which is extremely fitting given the current environment. LPR technology allows enforcement officers to track and monitor vehicles from their handheld or mobile device. Officers simply scan the license plate, which then logs the vehicle into a database for future reference. If the same license plate is scanned more than once beyond the time limit, the officer will then be prompted to issue a violation to the offender.

WARNINGS. An enforcement officer can issue warnings and tickets for different violations at the same time, resulting in more efficient enforcement.

SPEED. The citation writing process is much faster using our mobile app than writing by hand. The ability to quickly select items from lists (e.g., vehicles, colors, violation codes, courts, streets, etc.), along with barcode reading of driver’s licenses, registration cards, and vehicle VINs abbreviates the process substantially.

FIELD-LEVEL VALIDATION. Many boxes (such as dates, times, violation codes, and other items) are checked for validity as the items are entered and are validated for accuracy and completeness before printing a citation.

BARCODE READING. Drives licenses, vehicles, and many registration documents have barcoded information. The device camera or barcode reader is used to read the barcodes, and the electronic citation application translates that information into the appropriate sections.

OFFICER NOTES. Pre-formatted notes are set up with checkboxes and lists for common note items like location, lanes, conditions, and violator behavior, among others. Sections for violator statements and officer freeform notes with speech-to-text provide everything needed to document the event.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 32 of 97 WIRELESS SYNCHRONIZATION. The mobile application uses a wireless ‘sync’ to transfer citations to the online system (and backend database). Devices can use Wi-Fi or SIM cards for syncing. On sync, the device configuration items are updated, cites are moved to the back end, ticket books are refreshed, and a check is made for any new program updates. Syncing is accomplished in just a few seconds. The citations are immediately available in the system for the public or CITY to view.

ELECTRONIC EXPORTS AND UPLOADS TO OTHER SYSTEM. Phoenix Group provides applications for exporting citations in a variety of formats to external systems, including courts, records management systems, document imaging, and analytics systems.

DRIVE-AWAY NOTIFICATION. Phoenix Group ensures full compliance with California Vehicle Code Section 40202(d) by providing fled vehicle notifications for parking citations. When a vehicle is driven away before a citation can be affixed, our system automatically logs the violation. A formal letter is then mailed to the registered owner within 15 calendar days, ensuring proper notification and adherence to legal requirements.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 33 of 97

SAMPLE DRIVE-AWAY NOTIFICATION LETTER

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Santa Ana, CA 92705
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HANDHELD LICENSE PLATE RECOGNITION TECHNOLOGY
Phoenix Group’s license plate recognition (LPR) technology automates enforcement, lot utilization, and citation issuance. LPR is integrated into our mobile enforcement application, WINCITE Mobile Pro, which uses the device’s camera to read license plates in order to increase efficiency in enforcement. With a direct connection to Phoenix Groups’ database, the camera automatically captures vehicles in violation based upon your custom rules and locations. There is no need to manually type in vehicle license plate, make, or color. Enforcement simply snaps a photograph, verifies the image, and the information is filled into the citation.

PARKING METER INTEGRATION WITH LPR
Phoenix Group’s systems can integrate with parking meters, such as Mackay Meters™, T2 Systems®, and ParkMobile®, to identify vehicles in violation of parking regulations and rules. Our integration can communicate seamlessly between those vendors’ parking meters and our WINCITE Mobile Pro application to send information to parking enforcement officers. Parking enforcers can receive alerts of vehicles parked in violation of the rules and regulations on and off streets.

LPR technology can integrate with third-party parking meters to provide a more efficient and convenient parking experience for customers. By integrating LPR with parking meters, businesses can automate the process of tracking and charging for parking, reducing the need for manual enforcement, and allowing for real-time monitoring of parking usage. Additionally, LPR integration can enable businesses to offer customers the ability to pay for parking using their license plate number, eliminating the need for physical parking tickets or payment at a central kiosk. This integration can also provide valuable data on parking usage patterns, which can be used to optimize parking operations and increase revenue. Overall, LPR integration with third-party parking meters can provide a cost-effective and user-friendly solution for businesses looking to improve their parking operations.

VEHICLE LICENSE PLATE RECOGNITION CAMERAS
Phoenix Group offers a vehicle-mounted License Plate Recognition (LPR) System, in collaboration with Motorola Vigilant® and Ventek®
. A vehicle mounted LPR camera system is capable of replacing many hours each week of handheld enforcement time from officers needing to walk around and inspect each vehicle. One vehicle-mounted LPR unit can replace manual enforcement searches with drive-by automatic flagging of unpaid plates, paying for itself within a short time. Phoenix Group’s WINCITEX database communicates with permit dispensing machines in real-time to ensure quick and accurate enforcement.

We are offering our mobile LPR systems with license plate reading only or, if preferred, with additional wheel-imaging capabilities. Ventek proposes the use of leading-edge LPR technology manufactured by Genetec™
, however, Phoenix Group is capable of integrating with other LPR vendors, such as Motorola Vigilant.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 35 of 97 Our LPR technology has the highest plate recognition rates in the industry, benefiting on-street and off-street parking operations by:
• Improving Customer Service.
• Increasing Safety of Enforcement Staff.
• Increasing Productivity and Accuracy.

Our vehicle LPR systems use a SharpX camera with the AutoVu™ camera software and a Panasonic® Toughbook laptop with Patroller™ software, and the Genetec Security software. The camera impressively captures plates across three lanes of traffic at a rate of 5,000 plates per minute. It can record plates of vehicles traveling over 120 MPH in any environmental conditions. The system can be used for time limit enforcement, permit enforcement, and finding wanted vehicles.

The camera is securely mounted on top of the vehicle, the Toughbook with Patroller software is mounted in-between the vehicle’s front seats, and the SharpX processing unit mounts into the trunk of the vehicle. These systems communicate with the Ventek Hosted Security Center through the Enforcement Cloud Module to alert enforcement officers to vehicles with unpaid fines, expired time limits, and noncompliant permits.

Installation is typically undemanding, as LPR technology easily integrates with third-party ticketing systems, pay stations, and pay-by-phone applications. It is easy to use, with multi-touch enabled features, GPS mapping, and violation alerts. Whether it is enforcing parking bylaws or replacing costly permit sticker systems, Ventek’s vehicle LPR solution generates monetary results and quickly covers its costs.

LPR systems have the following limitations and may require fine-tuning after installation:
• Systems are setup for reflective or non-reflective plates depending on your state. Systems are unable to capture both.
• Plates obstructed by trailer hitches or bike racks may not be readable. • Damaged, dirty, or snow-covered plates may not be readable. • Personalized plates with less than four characters will not be readable, however the system has Fuzzy Logic, which will try to read these plates regardless.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 36 of 97 Vehicle with SharpX LPR cameras affixed to the exterior.

Patrol vehicle cabin with LPR computer hardware installed.

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Santa Ana, CA 92705
Prepared for the City of Maywood
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REMOTE ACCESS
Remote access is available using only the internet and our WINCITEX program to obtain full real-time information.

Online inquiry is provided to the CITY via a webpage using a secure logon procedure. Each operator is set up in our system with a unique password for security and tracking purposes. Individual user authentication (user ID and
password) with various degrees of security is in place and can be changed as necessary. Real-time access to all
citation information including registered owner
information, payment information, and administrative
adjudication correspondence history, citation, and
adjudication images.

Data entry and status screens are easy to follow and use.

Onscreen help is available. Phoenix Group will provide
immediate technical support during normal business
hours for any communication or logon problems, as well as any issues regarding uploading, downloading, and transferring of files. WINCITEX will allow for a CITY staff member to be an “administrator” that can change user access rights for other CITY staff members. • PHX’s online inquiry system allows access to the data management system by designated CITY employees.
• The online inquiry system provides real time access to all hearing information including citizen information, payment information, and administrative adjudication history.

Login Screen
WINCITEX.com database citation information webpage.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 38 of 97 Access to the data is accessible by citation number, vehicle license plate number or VIN, or the registered owner name, and can provide:
• All citation information.
• Status of the citation, including due date(s).
• DMV inquiry date, hold, and release information and dates. • Delinquent notice information, registered owner, due date, mailing date, and make of vehicle as provided by DMV.
• Administrative review, hearing court appeals and dispositions information, • Payment information includes all dates and amounts, type of payment (cash, credit card, check, DMV, FTB).
• Credit card information: last four digits of credit card, contact information, and expiration date of credit card.
• Registered owner information, including the VIN and any additional names if previously owned and cited.

The CITY will have the ability to enter remotely:
• Voids with reason codes and notes/comments capability. • Dismissals with reason codes and notes/comments capability. • Letter data and ability to add custom notes or edit.
• Extensions with extension date and notes capability.
• Promissory notes with extension dates and notes capability. • Review and hearing updates, including notes or comments. • Review and hearing dispositions, including notes or comments. • Citation data corrections.
• Phone notes (to be shared with the CITY and PHX).
• License plate corrections.
• Payments, including partial payments, non-sufficient funds, and refunds. • Violation changes.
• View and reproduce a printed delinquent notice.
• View and reproduce a printed letter (if generated by PHX). • Search all citations using the citation number, vehicle license plate or VIN, registered owner, and a Disabled Person Placard permit number (if applicable).

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CUSTOM LETTERS & RENEWAL LETTERS
Custom letters may be generated for the CITY for various reasons. This may be added as an option and implemented or discontinued at any time. Our letters can be customized to fit the particular needs of the CITY. Such letters would be generated from WINCITEX.

Example special letters for the CITY could be:
• Review Result Letters.
• Hearing Scheduling.
• Hearing Result Letters.
• Habitual Offender Warnings.
• Citations Cleared Without Bail / Penalty by the DMV.
• Drive Away Letters.
• Warning of a DMV Hold Pending (Custom).
• Bank Returned Checks and Credit Card Rejections.

DISPOSITION OF CITATIONS
Phoenix Group will not void or dismiss CITY citations unless notified in writing to do so by an authorized CITY employee. If required, Phoenix Group can void and/or dismiss based on written CITY guidelines. Phoenix Group’s WINCITEX allows the CITY to void or dismiss right into the system via internet access. Information is updated in real time to both Phoenix Group and the Department of Motor Vehicles.

Access rights to data, including the ability to void and dismiss citations, is set up by Phoenix Group during the initial client implementation meeting. Since access to the system is by user and is password protected, all transactions are tracked by each individual user. Reason codes are used for voids and dismissals. In addition, the CITY will be able to add custom comments or phone notes.

Phoenix Group will provide a “Void/Dismissed by System” report when requested. However, WINCITEX provides many reports that CITY staff can run at any time to better manage their parking program.

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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 41 of 97 AB 503 COMPLIANCE
EXISTING LAW. Assembly Bill (AB) 503 requires an agency that processes notices of parking violations and notices of delinquent parking violations to proceed under specified options in order to collect an unpaid parking penalty, including filing an itemization of unpaid parking penalties and service fees with the Department of Motor Vehicles for collection with the registration of the vehicle. This bill authorizes a processing agency, or Phoenix Group, to proceed under specified options with regard to the option involving an itemization of penalties and fees. The bill authorizes Phoenix Group to file that itemization only after the CITY provides a payment plan option for indigent persons, as specified. Phoenix Group will provide notice of the payment plan, and the processes related to indigency determination in a specified manner.

PAYMENT PLANS. WINCITEX, Phoenix Group’s processing program, will monitor and maintain payment plans to completion. Standard notice templates will be sent to applicant (application incomplete, payment not received, plan cancellation warning, and plan completed). The CITY will have full access to payment plans with full detailed reports of all indigency application statuses.

DEDICATED PHONE LINE. Phoenix Group will offer a dedicated AB 503 inquiry line with access to a live operator during normal business hours (Monday – Friday, 8:00 A.M. to 5:30 P.M.). A custom automated message will be available during off hours.

NOTICE REQUIREMENTS. Phoenix Group will ensure compliance is met with all appropriate information presented on citations and the website. Clear language will display on PAYMYCITE.com with how to request the determination and what it will involve. Phoenix Group will work with the CITY to fulfill notice requirements on citations, including displaying webpage link and phone number for more information on the program.

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ACCESSIBILITY COMPLIANCE
Accessibility is the practice of making a website usable by as many people as possible. We traditionally think of this as being about people with disabilities, but the practice of making sites accessible also benefits other groups, such as those using mobile devices or those with slow network connections.

When it comes to Federal Law, Section 508 (ADA Section 508 Accessibility), companies may have been given clearer guidance by the U.S. Access Board, the federal Agency devoted to accessibility issues. In a final rule that came into force at the beginning of 2018, the U.S. Access Board decided the Web Content Accessibility Guidelines (WCAG) 2.0 of the World Wide Web Consortium (W3C) would be the standard by which organizations abide by the law. Most federal organizations are required to meet Level AA compliance laid out in the latest WCAG. The same applies to government-funded groups, or any company seeking to contract with the government in any substantial way.

Our public-facing website, PAYMYCITE.com, showing accessibility compliance options.

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Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 43 of 97 Phoenix Group Information Systems offers a
solution that not only does so according to
the standard but also achieves a lot more
than that with solutions to problems that
arose from the field — from people with
disabilities who use the product themselves
— on a daily basis.

Our systems achieve the following:

1. Provide an effective and real solution
for people with different disabilities.

2. Meet international standards and
laws (WCAG 2 - AA level, ADA Section
508, & EN 301549).

3. Offer the CITY a compliant
application to assist in the prevention
of possible litigation.

The accessibility adjustments available on
PAYMYCITE.com allow users with various
disabilities to easily navigate the website.

Users can select a variety of accessibility
profiles, such as the Seizure Safe Profile, the
Vision Impaired Profile, the ADHD-Friendly
Profile, or the Blind Users profile, among
many others. Furthermore, users can easily
adjust content size, highlight titles and links,
and adjust colors and contrast.

WEBSITE LANGUAGE TRANSLATION
Phoenix Group provides the capability for the PAYMYCITE.com website to have a translation option for uses in multiple languages.

Accessibility Adjustments interface available on
PAYMYCITE.com.

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PARKING PERMIT MANAGEMENT SYSTEM
The parking permit management solution from Phoenix Group puts your entire parking permit network within reach from anywhere, at any time, with one powerful web-based system. With the Phoenix Group solution, permit seekers purchase and renew parking permits entirely online. Your customers’ information updates in real-time, so you can be sure that you have constant access to the latest and most accurate information from any stage of the permit lifecycle including design, order status, and fulfillment.

The proprietary Phoenix Group permit system simplifies your permitting operation with robust functionality. Unlimited permit types and rates can be created and managed with our easy-to-use system, allowing the capability to purchase, issue, track, and modify parking permits and includes the option for issuing temporary, guest, and daily parking permits. The program may be setup to meet custom specifics required by the CITY.

Client access to the permit system is through a web-based system. Access to the permit program is achieved by using the Internet. This allows all CITY operators to access the system from any workstation. Each operator is set up in our system with a unique password for security and tracking purposes. Each operator would then be set up for permit access with a password at a specified security level, which is COMPLETELY customizable. It is possible for all the functions to be set as view-only. It is recommended that one user be set up as the system administrator, so the levels can be modified or set up to be a custom level.

Phoenix Group provides a complete parking permit system. This includes, but is not limited to, website design and implementation, mailing notification letters, receiving, and processing applications by mail and online, ability to upload verification documents, and fulfilling permits. The system will be fully customizable, establish and adjust districts, include layout, controls on a variety of permit types, pull-down menus, requested reporting on all data with permitting system, and fee charges.

SELL PERMITS ONLINE. Our permits solution makes it easy for your consumers to purchase and renew their permits online, thus eliminating administrative burden. • PHX will supply licenses for back-office staff to use the Online Permit Management Solution.
• Ability to issue multiple parking permit types.
• Print temporary permits while fulfillment is in process. • Issue daily permits online with printing capability and delivered via email.

EMAIL NOTIFICATION. Once the permit purchase has been completed, a receipt email will automatically be generated and sent to the individual who has purchased the permit. This email will serve as a receipt of proof of purchase.

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ACCESSIBLE | Individuals can purchase permits online.

INTUITIVE | Easy-to-use interface.

SIMPLE | A single point of purchase and management.

ROBUST | Reporting and permit management capabilities.

CUSTOMIZABLE | Embed into any website.

FLEXIBLE | Virtual permits and/or paper permits available.

SECURE | PCI-TLS compliant payment gateway.

EFFICIENT | Increase credit card payments and efficiently manage revenue.

SYSTEM FEATURES:
• Online Permit Registration: Streamlined digital process for permit applications. • Customizable Permit Types & Restrictions: Tailor permit categories, conditions, and associated fees to meet specific needs.
• Real-Time Permit Assignments: Instant allocation and management of permits. • Flexible & Adaptive: Easily adjusts to evolving operational requirements. • Secure, Reliable Infrastructure: Robust and dependable system architecture. • Seamless Integration: Smooth connection with various systems and payment solutions. • User-Friendly Portals: Intuitive interfaces for both customers and administrators, ensuring ease of use.
• Event Parking Reservations: Centralized platform for seamless event parking bookings. • Interdepartmental Billing: Simplified billing process for interdepartmental permit charges.

ONLINE PERMIT PURCHASING. Phoenix Group will establish a custom website for public use when purchasing a permit. The data is available in real-time with the highest level of security. All credit card payments are posted and updated to the system immediately. The Internet credit card program is established and in a productive mode. Optionally, a convenience fee or a pertransaction fee may be charged to the public. The customer can make credit card payments over the phone with operator assistance.

Phoenix Group’s proven web-based citizen self-service portal can be integrated with the CITY’s existing website, striving to create a safe, transparent, and risk-free environment to the community.

The citizen portal is designed to make the permit application process easy and accurate. The application module is designed to capture all relevant citizen data proven to be necessary to

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Santa Ana, CA 92705
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The online parking permit application webpage on PAYMYCITE.com is fully customizable. Phoenix Group will work with the CITY to create a unique permit purchasing page that meets the needs and requirements of the CITY.

Sample custom public website for purchasing parking permits.

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Santa Ana, CA 92705
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EXAMPLE OF FULLY CUSTOMIZABLE ONLINE PARKING PERMIT APPLICATION

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EXAMPLE OF FULLY CUSTOMIZABLE PARKING PERMIT RECEIPT

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TEMPORARY PARKING PERMITS
Phoenix Group’s parking permit management system provides printable temporary parking permits for various circumstances, for example overnight on-street parking, supplying a flexible and convenient solution for parking. This immediate access eliminates delays and streamlines the process, especially for last-minute parking needs or short-term visitors.

PHYSICAL PARKING PERMITS
Phoenix Group supports the fulfillment of physical parking permits, such as window static cling stickers, rear-view mirror hangtags, or any medium desired by the CITY. The CITY can manage every stage of the permit lifecycle, from design and order placement to status tracking and fulfillment.

Customers can apply and pay for physical permits online, while the CITY maintains real-time access to updated applicant information, ensuring accurate and efficient processing for permanent, temporary, guest, or daily permits. The CITY can fully customize permit types, rates, and configurations to fit specific program needs. Whether issuing single or multiple vehicle permits, Phoenix Group’s solution provides a secure, streamlined process for managing the production and distribution of physical parking permits.

Example of Temporary Parking Permit

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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 51 of 97 VIRTUAL PARKING PERMITS WITH LPR – NEW SYSTEM FOR MAYWOOD Phoenix Group offers a paperless virtual parking permit service that integrates seamlessly with WINCITE and the WINCITE Mobile Pro application for the ease and efficiency of enforcement. The digital parking permit management solution from Phoenix Group puts your entire parking permit network within reach from anywhere, at any time, with one powerful web-based system. With the Phoenix Group solution, permit seekers purchase and renew parking permits entirely online. Your customers’ information updates in real-time, so you can be sure that you have constant access to the latest and most accurate information from any stage of the permit lifecycle including design, order status, and fulfillment.

The proprietary Phoenix Group permit system simplifies your permitting operation with robust functionality. Unlimited permit types and rates can be created and managed with our easy-to-use system, allowing the capability to purchase, issue, track, and modify parking permits and includes the option for issuing temporary, guest, and daily parking permits. The program may be setup to meet custom specifics required by the CITY. The system allows residents and visitors to associate their digital parking permit with multiple vehicles; up to five can be associated.

Client access to the permit system is through our web-based system. Access to the permit program is achieved by using the Internet. This allows all CITY operators to access the system from any workstation. Each operator is set up in our system with a unique password for security and tracking purposes. Each operator would then be set up for permit access with a password at a specified security level, which is COMPLETELY customizable. It is possible for all the functions to be set as view-only. It is recommended that one user be set up as the system administrator, so the levels can be modified or set up to be a custom level.

Example of Virtual Parking Permit Issued.

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Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 52 of 97 With virtual parking permits, WINCITEX serves as the central system of record, providing a complete and auditable history of every permit transaction and activity throughout the permit lifecycle. All permit applications, supporting documentation, approvals, renewals, payments, receipts, refunds, and permit issuances are electronically stored and accessible within the system, creating a comprehensive record for both administrators and customer service personnel.

Because virtual permits are linked directly to vehicle license plates rather than physical credentials, all permit management functions, including application processing, payment collection, permit issuance, modifications, renewals, cancellations, and status updates, are performed entirely through WINCITEX. This centralized approach ensures data accuracy, simplifies administration, enhances customer service capabilities, and provides authorized staff with immediate access to detailed permit histories for reporting, auditing, dispute resolution, and enforcement support.

Virtual Parking Permit history in the WINCITEX database.

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With the MagCite platform, the License Plate Recognition (LPR) Permit Survey function provides a powerful and efficient solution for virtual parking permit enforcement. Virtual permits are linked directly to a vehicle’s license plate within the WINCITEX permit management system, eliminating the need for physical permits, decals, or hangtags. During enforcement patrols, officers utilize handheld or vehicle-mounted LPR technology to automatically scan license plates and compare them against active permit records in real time. Vehicles with valid permits are immediately verified, while vehicles lacking a valid permit, displaying an expired permit, exceeding permit restrictions, or parked in unauthorized permit zones are quickly identified for enforcement action.

When a violation is detected, MagCite enables officers to efficiently issue parking citations directly from the field, ensuring accurate and consistent enforcement. This automated process reduces manual permit checks, increases officer productivity, minimizes permit misuse and fraud, improves citation accuracy, and supports the effective administration of residential, employee, visitor, and temporary parking permit programs within a fully digital enforcement environment.

Parking Permit Survey within
the MagCite application.

Permit status is displayed
with citation options.

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VIRTUAL PERMIT VERIFICATION AND FULFILLMENT
Phoenix Group’s permit management system includes a comprehensive verification and fulfillment process for residential virtual parking permit applications, enabling the CITY or Phoenix Group to efficiently review, approve, issue, and manage permits through our centralized WINCITEX platform.

The system supports digital permit functionality that eliminates or significantly reduces the need for physical permits by utilizing electronic records, online verification workflows, and seamless enforcement integration. Through virtual and license plate-based permitting technology, permits are assigned directly to vehicle license plates upon successful verification of required documents, allowing enforcement personnel to instantly verify permit status using handheld devices, vehiclemounted LPR systems, or web-based administrative tools.

Phoenix Group’s Recommendation for Maywood:

Phoenix Group recommends a streamlined virtual residential parking permit verification and fulfillment process that provides a convenient customer experience while ensuring compliance with the CITY's permit eligibility requirements.

The recommended process consists of the following steps:
• Application Submission: Residents complete and submit a virtual residential parking permit application through the permit website and pay any applicable permit fees. • Document Verification: Residents upload supporting documentation (e.g., driver's license, vehicle registration, utility bill, etc.) through the permit website or submit documentation through other CITY-approved methods.
• Application Confirmation: Upon successful application and payment submission, PHX automatically sends a confirmation email acknowledging receipt of the application. If authorized by the CITY, a temporary permit is automatically generated and provided for the resident to print and display while the application is under review. • Application Review: PHX staff review the application and supporting documentation to verify residency and permit eligibility requirements.
• Permit Issuance: Upon verification, the virtual permit is issued and assigned directly to the approved vehicle license plate(s) within WINCITEX.
• Customer Notification: WINCITEX automatically sends a permit issuance confirmation email notifying the resident that the permit has been activated and is available for enforcement verification through LPR.

This process minimizes administrative burden, reduces permit processing times, improves customer service, and supports efficient license plate-based permit enforcement.

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EXAMPLE OF AUTOMATIC VIRTUAL PERMIT RECEIPT EMAIL

INFORMATIONAL MATERIALS
Phoenix Group specializes in crafting elegant, professional how-to documents designed to guide citizens seamlessly through the process of purchasing virtual parking permits. These documents are fully customizable to align with the CITY’s unique branding, regulations, and communication preferences, ensuring clarity and ease of use for students and staff. By simplifying the permit acquisition process, our tailored guides help reduce customer support inquiries and enhance user satisfaction, making the transition to virtual permitting smooth and efficient for both CITY officials and citizens alike. These informational materials can also be provided in a variety of languages.

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REGISTERED OWNER RETRIEVAL AND DMV SERVICES

REGISTERED OWNER NAME RETRIEVAL
Phoenix Group has an online real-time interface with the California Department of Motor Vehicles (DMV) for vehicle registration owner data and DMV registration holds and releases. Phoenix Group will continually attempt to obtain registered owner information until achieved. • Registered Owner Retrieval – REAL-TIME REQUESTS
• Validation of DMV vehicle make upon return of registered owner. • Daily holds and releases processing – average return in 30 minutes. • WINCITEX allows release of registration holds upon CITY’s request, payment, and/or disposition of citation.
• Phoenix Group will update and report monthly holds and payments made at the DMV. • Phoenix Group will track DMV “No Hit” List to ensure that vehicle license plates and state information have been correctly entered into the system. • DMV mismatch report and resolution features are available in WINCITEX.

REAL TIME DMV INQUIRY. Our system allows our users to access California registered owner information via license plate or VIN, with or without citation information attached at the time of inquiry. In addition, throughout the course of our relationship with the CITY, Phoenix Group has granted and provided free access to the CITY for all DMV inquiries. This is a service that no other vendor can accommodate free of charge.

OUT-OF-STATE REGISTERED OWNER RETRIEVAL FROM STATE DMV
Phoenix Group requests out-of-state license plate information automatically for all 50 states in connection with the National Law Enforcement Telecommunication System. Phoenix Group automatically retrieves registered owner information and updates citations in WINCITEX. Upon receipt of name and address, notices are automatically generated. Phoenix Group will supply any state DMV forms required and assist the CITY with completion. Phoenix Group will make best efforts to pursue and collect all open citations outside the United States. Phoenix Group has the ability to maintain successful communications with the transportation ministries in both Canada and Mexico.

CALIFORNIA DMV REGISTRATION HOLDS & RELEASES
Phoenix Group processes DMV holds and releases daily; confirmation of holds/releases will be received on a daily basis. DMV records are accessible online with the capability to release registration holds upon the CITY’s request. Payments and holds made at the DMV will be tracked and reported monthly. Database is immediate updated with payment information from the DMV.

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DAILY EMAIL ALERTS
Phoenix Group provides automated daily email notifications that includes a Citation Data Mismatch Report, identifying discrepancies between citation records and Department of Motor Vehicles registration data. These reports flag issues such as incorrect plate numbers, VIN inconsistencies, incomplete addresses, or formatting errors that may prevent proper notice delivery or delay processing.

By proactively identifying and resolving mismatches, the CITY can improve data accuracy, reduce returned mail, minimize dismissal risks, accelerate collections, and ensure that citations are properly adjudicated and enforceable. This daily monitoring tool supports operational efficiency, strengthens compliance, and protects revenue integrity.

Example Citation Data Mismatch Report.

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ADMINISTRATIVE REVIEWS AND HEARINGS
ONLINE CONTESTING CITATION TRACKING: PAPERLESS APPEALS
Citations can be contested online without the use of paper forms using the online public portal PAYMYCITE.com. Through this portal:
• A “Contest the Citation” button will display when viewing a citation but will not display if the timeline for contesting has expired.
• The system will indicate if a citation has been dismissed, provide the date of dismissal, or if citation has already been contested.
• Citizens receive an email confirmation and can view their contest form for up to 90 days after the decision has been rendered.
• An automatic daily notification of all pending reviews is sent to the CITY. • The number of pending reviews is available to the CITY using WINCITEX. • Photos may be included by the public (up to three photos) as part of the contest form and are available for viewing online by the CITY.
• The CITY will have the ability to attach any
PDF or image document to the citation,
such as a meter report or copy of a placard.
• The citizen receives a confirmation that
their online contest has been accepted.
• Phoenix Group will send the CITY an e-mail
notification of a pending review.

Our WINCITEX system allows the following
capabilities for citation adjudication by the CITY:

Appeal Submission & Intake:
• Individuals submit appeals online, via mail,
or in person within the designated appeal
period.
• WINCITEX collects citation details, reason
for appeal, supporting documents, and
applicant contact information.
• A unique Tracking I.D. is generated for each
appeal.

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• The system automatically checks for eligibility (e.g., within the appeal deadline, valid grounds for appeal, etc.).
• Incomplete or ineligible appeals trigger automated notifications requesting corrections. • Valid appeals proceed to the review phase.

Case Assignment & Processing:
• Cases are assigned to a designated appeals officer or review team based on workload and jurisdiction.
• The reviewer accesses digital citation records, officer notes, and any provided evidence. • The system tracks case progress and ensures decisions are made within the required timeframe.

Decision & Notification:
• The reviewing officer evaluates the appeal and determines whether to uphold, reduce, or dismiss the citation based on provided evidence and CITY ordinances. • The system generates automated decision letters that are sent via email, mail, or available through an online portal.
• If applicable, approved adjustments (e.g., fine reductions) are updated in the system.

Appeal Escalation (Secondary Review):
• If the appeal is denied, individuals may request a secondary review (if allowed by CITY policy).
• A senior reviewer or independent hearing officer conducts a secondary evaluation. • The final decision is recorded, and notifications are issued to the appellant.

Payment & Compliance:
• If the appeal is denied, the system provides instructions for payment and deadlines. • The system integrates with online payment processing for convenience. • Failure to comply may trigger late fees or referral to collections.

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• The system generates reports on appeal trends, processing times, and resolution rates. • Auditing tools ensure compliance with regulations and highlight any inconsistencies. • Historical appeal data is securely stored for future reference.

PAYMYCITE.com online citation contesting webpage.

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SAMPLE ONLINE CITATION CONTEST FORM

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SAMPLE CITIZEN EMAIL FOR ONLINE CONTEST

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SAMPLE CITY EMAIL FOR PENDING CONTEST REVIEWS

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SAMPLE ADMINISTRATIVE REVIEW RESULTS NOTICE

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ADMINISTRATIVE ADJUNCTION PROCESSING AND TRACKING FOR PARKING CITATIONS Phoenix Group meets all of the CITY requirements. WINCITEX has the ability to track and provide historical data for the entire “life” of a parking citation. Citations which meet the guidelines as directed by California Vehicle Code Section 40215 are eligible for contesting. The CITY will have the option to customize how the review is established. There is no additional charge for the program.

Mail-in requests are verified and updated within 48 hours and forwarded to the CITY. The documents are either scanned into WINCITEX or date stamped and attached to the request.

WINCITEX has a notification of pending reviews.

CITY staff and the adjudicator can simply log onto WINCITEX, click the “review” button, and see all pending administrative reviews. The ability to view the citation appeal and documents supplied by the citizen are available.

User interface of the administrative reviews within the WINCITEX database.

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ONLINE HEARINGS PROCESS AND TRACKING
Administrative hearings can be completed online or by mail. For the hearing request, citizens will post bail amounts as part of their request or apply for the waiver as applicable. Individuals submitting requests for hearings online will be able to select hearing dates and times. As an option, Phoenix Group will schedule the hearings once the violator has met all the established criteria for a hearing. The hearing may be scheduled for a telephonic hearing, in-person hearing, online via Zoom®, or a written hearing by declaration. The hearing officer will receive a Hearing Package of the hearings scheduled with the documentation provided by the violator. Optionally, the CITY or hearing examiner will be able to see all pending and past hearings scheduled by clicking the “hearing schedule” button. A full list of dates that have a calendar association for them will appear.

Clicking the date will display the calendar, including a list of unscheduled hearings. This will be data provided for upcoming hearings, unscheduled hearings, as well as completed hearing schedules. • PHX shall provide online tracking and correspondence for all administrative reviews. • PHX shall enter and maintain the database of all administrative reviews, showing the status of each request and ensuring results are received for each correspondence; results must be displayed online.
• PHX’s proprietary database management system can be integrated with the CITY’s citation processing software.
• PHX’s database management system must allow citizens to request an administrative review and administrative hearing online.
• PHX’s database management system allows citizens to submit supporting documentation online for reviews and hearings, so no documents are required to be submitted via the United States Postal Service.
• PHX shall receive and process all administrative review requests into the data management system within two business days from date of receipt. • PHX shall provide online inquiry capabilities for citations in the administrative review process.
• PHX shall print and mail (by First-Class Mail® and certified) all administrative review result letters using custom letterhead and envelopes; electronic copies of correspondence will be maintained as proof.
• PHX shall notify the CITY of citations that have been successfully dismissed through the review process and have had payments processed or are cancelled so the CITY can issue a refund.
• PHX shall file and store all source documents for ease of retrieval for a minimum of two years.
• PHX shall provide CITY staff with the ability to respond to telephone inquiries regarding how to contest a violation, determine outstanding penalty amounts or delinquent fees, and identify timeframes, and any other pertinent information in order to contest a citation.

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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 67 of 97 • PHX shall link the hearing tracking system to the citation processing software in real-time to obtain citation information, such as issue date, delinquent date, amount owed, and other citations open.
• PHX shall ensure that the data management system is capable of recording data and comments for historical background, suspending action while appeals are under investigation, sort citations by type of violation, address and/or defense, record case decisions, generate letters, and use customized liability reason codes.

The system will provide accountability and history for every citation within this process. Each occurrence of a suspended citation due to a review/hearing/trial, will be maintained with the status, date, and reason code for the outcome of each level. The tracking process is available for inquiry by the CITY online, reflecting the current stage of the citation. The tracking process will also indicate any previous administrative activity and provide complete historical information on the citation or license plate. The CITY will be provided with reason codes within the system to identify the disposition, track all the events, and finally identify the reason for the action. For example, if the status of a citation reflects through the administrative record that a hearing has been scheduled, the previous record would provide the details of the administrative review. The information will include, but not be limited to, dates, status, reason, and review personnel.

Phoenix Group will maintain these records and allow the CITY access through online inquiry. The administrative record will retain the following information:
• Level of Process – Review, Hearing, Trial de Novo.
• Level of Disposition – Upheld or Dismissed.
• Reason Code for Decision (includes custom code availability). • Date of Setup and Date of Determination.
• Time.
• Reactivation Date.
• I.D. number for the Review Officer (police, hearing, staff personnel). • Comments.

Phoenix Group accomplishes all the following:
• PHX shall provide online tracking and correspondence for all administrative hearing requests.
• PHX shall enter and maintain database of all administrative hearing requests, showing status of each request, ensuring a result is received for each correspondence; results must be displayed online.

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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 68 of 97 • PHX shall receive and process all administrative hearing requests, payments, and hardship requests into the data management system within two days for receipt. • PHX shall schedule administrative hearings online and forward a schedule to the CITY, viewable online for review.
• PHX shall print and mail (via First-Class Mail and certified) customized administrative hearing notification letters using custom letterhead and envelopes; electronic copies of correspondence will be maintained as proof.
• PHX shall respond to inquiries for the CITY and public regarding the date of the hearing, mailing date, location of the hearing, and directions to the hearing location. • PHX shall resend letters should location or date change, as necessary, using custom letterhead and envelopes; electronic copies of correspondence will be maintained as proof.
• PHX shall mail letters regarding the results of administrative hearings using custom letterhead and envelopes; electronic copies of correspondence will be maintained as proof.
• When a refund is appropriate, PHX shall provide information to the CITY so that CITY can issue the refund.
• PHX shall provide a monthly report of review results by citation number and/or case number.
• PHX has the ability to accept online payments.

ADMINISTRATIVE HEARING OFFICER PACKAGES
Our WINCITEX system provides a comprehensive, end-to-end adjudication solution designed to deliver complete electronic case packages directly to administrative hearing officers within our single unified platform. WINCITEX natively supports the capture, storage, indexing, retrieval, management, and transmission of all case-related records, including citations, notices, officer notes, images, supporting documents, correspondence, evidence files, and adjudication history.

Each document and evidentiary item is directly associated with the corresponding citation or case record, allowing hearing officers to securely access complete digital case files in real time through a centralized interface. Because these capabilities are built directly into WINCITEX, Phoenix Group does not rely on separate third-party systems or disconnected imaging platforms for core adjudication processing functions. This native approach ensures a seamless user experience, improved workflow efficiency, enhanced audit tracking, stronger security controls, and consistent end-to-end case management throughout the administrative hearing process.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 69 of 97 Sample image of Administrative Hearing schedule details in WINCITEX.

Sample image of Administrative Hearing schedule details in WINCITEX, including letter tracking history.

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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 70 of 97 WINCITEX user interface showing citation images preview in the Review Section of WINCITEX.

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SAMPLE ADMINISTRATIVE HEARING DATE NOTICE

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SAMPLE ADMINISTRATIVE HEARING REVIEW RESULTS NOTICE

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 73 of 97 Payment of the citation fine is required at the time of hearing entry. In the case of indigence, the system allows an override to accept the hearing request without payment of the fine. In-person hearings based on CITY specific dates and times are scheduled within the 90-day requirement pursuant to the California Vehicle Code. In-person hearing requests receive a hearing date and notification letter with detailed instructions for the scheduled hearing. If requested, one reschedule is allowed for the appellant. A new hearing date notification letter is mailed with the new date and time once the hearing is rescheduled. The hearing examiner receives a packet containing a cover sheet and all documentation required for each hearing.

The hearing examiner records the decision for each hearing. Phoenix Group then sends the hearing result letter out to the appellant. The Phoenix Group hearing result letter includes the reason the violator was found liable, the requirement based on AB 602 from January 2009. Hearing schedules are available online for CITY viewing. Reporting for the administrative hearing portion of the system includes a monthly report of hearing results by violation and a report of outstanding hearing requests.
• WINCITEX provides tracking and correspondence for all administrative hearing requests. • PHX maintains a database of all administrative hearing requests, showing the status of each request. The system is integrated with the parking citation system. • WINCITEX provides an administrative review schedule location, viewable by all users • PHX prints and mails (by First-Class Mail) customized hearing notification letters for the CITY.
• PHX responds to inquiries for the CITY and the public regarding the date of hearing, mailing date, location of hearing, and directions to hearing location. • Letters regarding the results of administrative hearings will be mailed by PHX. • If a refund is due, a daily refund report will be provided, and CITY will process refunds. • PHX will provide a monthly report (Microsoft® Excel® compatible) of review results by citation number, violation, or result.
• CITY staff can simply log into WINCITEX at any time, click the “review” button, and see the drop-down box of pending reviews, providing the ability to view the contest form and documents supplied by the citizen.

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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 74 of 97 Sample image of a citation showing the “Hearing Requested” status from WINCITEX on PAYMYCITE.com Sample image of a citation showing the “Request Hearing” button PAYMYCITE.com

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CUSTOM MAIL-IN CONTEST FORM

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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 76 of 97 User interface of the pending Administrative Reviews in WINCITEX.

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REVENUE COLLECTION SERVICES

REVENUE COLLECTION MANAGEMENT
A varying percentage of customers each year do not pay the citation fines issued to them for violations. Phoenix Group would strongly recommend participation in the Franchise Tax Board’s (FTB) Interagency Intercept Program. This program collects unpaid citations by a method similar to that of a collection agency, through state tax refunds. While the program will not eliminate all outstanding citations, it will have significant impact on collecting unpaid citations. Participation in FTB’s program will drastically increase CITY revenue.

In instances where recipients do not pay citations, additional letters of delinquency of payment are required. This effort requires added time to complete. By contracting services with Phoenix Group, the CITY will have a better opportunity to collect on past due citations for a nominal percentage of the collected amounts proposed in this agreement. Choosing Phoenix Group to perform this function is a cost-beneficial way to collect additional fines.

THIRD PARTY COLLECTIONS FOR OUT-OF-STATE
Phoenix Group partners with the Collection Bureau of America (CBA) to collect outstanding debt outside of California. The CBA is licensed in all fifty states and has over 100 years of experience in collecting an array of debt portfolios, including municipal. CBA’s methodology and work approach to debt recovery is to treat all debtors with dignity and respect and to operate within the code of ethics provided by the American Collectors Association (ACA). The current trend in debt collection recovery is to utilize an empathy-based approach in working with the customer/debtor to achieve a mutually beneficial outcome for the customer and our client. The approach with collection technologies is to utilize our systems as a tool to improve our performance and add value to the collection cycle.

CBA takes the time and effort to learn the nuances of the client portfolio to maximize recoveries and avoid using a “cookie-cutter” approach to collections. CBA works with each client to develop processes which work best for that client and do not force rigid guidelines on the clients. This is the key reason why CBA’s approach works, and the following will demonstrate how we tailor our recovery programs to the client’s portfolio to maximize recoveries while delivering world-class customer service. CBA uses all 30 collection representatives in the recovery of the CITY’s delinquent accounts. The collection representatives are the main drivers for success. Their tenure, experience, and training are what yields the best results for the CITY’s customers in delivering the best customer experience while being able to communicate effectively with the best tools used at the right cadence to maximize recoveries.

NOTICE OF VIOLATION & CORRESPONDENCE PROCESSING
The delinquent notice will be generated by Phoenix Group and include printing and sending daily, windowed envelopes, 8½” X 11” semi-custom notices, and return insert envelope for payment.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 78 of 97 The notice will include the information contained within the citation (i.e., citation number, violation number, violation description, and location) and consequences for non-payment, including any additional information required by the code section. The notice of violation is prepared in letter format with a remittance return portion for payment and return envelopes.

The delinquent notice complies with the California Vehicle Code (CVC) handbook, and any requirements that may be established through legislation. Phoenix Group will send at least three (3) additional delinquency notices to the violator, subsequent to the issuance of the Courtesy Notice / Delinquent Notice as required by the CITY. The Delinquent Notice form complies with the specifics required byCVC Section 40207. All citation information is included on the notice, with the exception of any “non-public comments” that may have been included on the citation. • The notice will be sent to the registered owner the DMV has on file at the time the citation was issued.
• SECOND NOTICES – Second notices may be sent for citations that remain unpaid after the first notification. The prior notice will provide the time required by law to respond with payment or a request for an administrative review or hearing. The second notice would provide the delinquent bail amount for the payment due and include any late fees. This is a program that the CITY may begin or discontinue at any time. • Mail in-state notices within 15 calendar days, no later than 21 calendar days after citation issuance.
• Mail out-of-state notices within seven business days of receipt of registered owner information from other states.

The time frames established by the CITY are based on the need to coordinate the due date with procedures for contesting the citation or payment instructions. This will assist with preventing overlapping time periods and may be adjusted at any time by the CITY. The information captured from the citation will be included on the notice, which are:
• Amount due for the violation issued.
• Applicable late fees.
• How to contest the citation.
• Warning of intent to notify a third-party collection agency for non-compliance.

CUSTOM VERBIAGE. A special message, such as payment or contesting procedures, which may be determined by the CITY, is available to change at any time or as needed.

LEASING AND RENTAL AGENCIES. Rental agencies have 30 days to inform Phoenix Group with the name and address of the lessee or renter. Phoenix Group updates the name and address information and sends a second notice to the renter.

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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 79 of 97 SOLD / STOLEN VEHICLE UPDATES. If the affidavit of non-liability is returned and indicates that the registered owner has made a bona fide sale or transfer of the vehicle prior to the date of the alleged violation, Phoenix Group will update the new owner information and resend notices to the registered owner at the time that the original citation was issued. For stolen vehicles, a copy of the police report will be requested from the violator and forwarded to the CITY for final decision.

FAILED DELIVERY. All notices that are returned as “undelivered” are entered into the system. The notice process is required prior to DMV notification to place a registration hold. However, in the event the notice is returned with a change in address, the new address information is entered into the system and another notice is mailed. Each entry is retained in the system for reference. This includes a notice undelivered with no change in address and a notice changed with a change in address with the date of the new notice mailed.

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SAMPLE DELINQUENT NOTICE

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Santa Ana, CA 92705
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FRANCHISE TAX BOARD PROCESSING
Citizens who still refuse to pay for their outstanding fines may have their fines sent to the State Controller’s office for annual intercept. The State will deduct any monies owed from the citizen’s tax refund or lottery winnings. While the program has not eliminated all outstanding citations, it has had a significant impact on collecting unpaid citations. Overall, the collection is significantly less than other vendors, allowing the CITY to maximize its cost recovery structure. Our Franchise Tax Board (FTB) Offset Program complies with all requirements set forth by the California State Controller’s Office. Any result in refunds will be intercepted, and revenue will be sent directly to the CITY. The FTB will send all intercepted funds and detailed reports directly to the CITY. The CITY must provide a copy of the check and a copy of the detailed reports to Phoenix Group immediately, so we can update our system to show the accounts and citations as closed. Phoenix Group will notify the FTB of any interim payments received on our end, so they can close the account in their system. • PHX will assist the CITY in completing the required annual Intent to Participate FTB form and assist the CITY with FTB and SWIFT account setup.
• PHX will create a file of qualified accounts as per business rules. • PHX will send Notice of Intercept 30 days prior to filing at the FTB, as required by the FTB. • PHX will mail the pre-intercept notice to each registered owner, no multiple notices are required.
• PHX will process the payments that are received from the pre-intercept payments. • PHX can retrieve Social Security Numbers.
• PHX can process the payments and enter FTB intercept payments. • PHX will handle all calls from the public.
• The public may also make payments with credit cards at PAYMYCITE.com • PHX will provide reporting for FTB notices mailed (pre-intercept warning letter), payments from notices (pre-intercept payments), and collected offset payment from the FTB. • PHX will send ongoing update files to FTB.
• PHX will handle all citizen inquiries regarding the FTB process from initial notice through actual intercept and refund requests.
• Monthly reconciliation of FTB payments.

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Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 82 of 97 SAMPLE NOTICE OF PRE-INTERCEPT LETTER FOR F.T.B.

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Santa Ana, CA 92705
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ACCOUNTING

PAYMENT AND DEPOSIT PROCESSING
Daily, weekly, and monthly procedures have been established to control and manage payments received at Phoenix Group. All payments received by Phoenix Group are processed daily by our staff. Payments are entered into our system within one business day. The data entry of payments is performed online and verified at the time of entry to include source and type of payment made. All payments made via credit card are updated to WINCITEX in real time. Phoenix Group meets PCI Compliance (see attached certificate). A receipt is generated for all online transactions to citizens with an easily recognizable record of proof of payment.

Mail is retrieved daily from Phoenix Group’s local post office box, to include payments, administrative review correspondence, and other documents. All incoming correspondence is sorted and batched by postmark date for payment posting and correspondence processing.

Envelopes are kept on file with all correspondence. Payments are received by one of the following methods:
• Payments by Telephone:
o Phoenix Group customer service, Monday – Friday 8:00 A.M. – 5:30 P.M., using a credit card; all major credit cards are accepted.
o Phoenix Group customized IVR – 24/7, using a credit card; all major credit cards are accepted.
• Internet: Using a credit card; all major credit cards are accepted. • Mail-in Payments: Checks and money orders.
• Pay-in-Person: At a location designated by the CITY.

PARTIAL PAYMENTS. Phoenix Group accepts partial payments and will mail partial payment notices to those who do not pay in full, including any penalties the CITY may require. The notices include the amount paid and the remaining amount still due. Phoenix Group also complies with all requirements of Assembly Bill 503.

BANK DEPOSITS. Phoenix Group will process payments and deposit funds directly to a bank account controlled by the CITY or as otherwise directed. Bank management services are available for shared accounts. Copies of the deposits and reconciliations are also available online daily. All deposits are made within one business day. Daily online reports and deposit slips will clarify the bank deposits made for each issuing CITY. Email notification is sent daily to the CITY confirming all deposit information and includes a copy of the deposit slip. Online reports will provide daily record, payment detail, and summary. Credit card payments will be provided to the CITY monthly in the form of a check or bank transfer, complete with all supporting reporting and documentation for reconciliation.

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Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 84 of 97 Credit Card Chargebacks:
• Payment is reversed and the invoice is reopened.
• Annotated details regarding payment information and related correspondence are entered into WINCITEX.
• Letter of Dispute regarding the charge is mailed to the credit card company. • Unpaid invoice letter is mailed to the citizen.
• All paperwork is retained by Phoenix Group for later retrieval, if necessary.

Bank-Returned Check / Non-Sufficient Funds:
• Payment is reversed in the system.
• NSF fee is automatically added without user intervention. • Letter is sent to the citizen automatically.

CITATION RECONCILIATION
Phoenix Group will process citations received from the CITY via hard copy or electronically created monthly citation reports. Monthly reports will include payment information, cancellations, dismissals, voids, corrections, and/or other relevant information pertaining to the citation(s) status for the CITY or otherwise as directed.

Bank Deposits Report available in WINCITEX.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 85 of 97 Phoenix Group will not void or dismiss CITY citations unless notified in writing to do so by an authorized CITY employee. If required, Phoenix Group can void and/or dismiss citations based on written CITY guidelines. Phoenix Group’s WINCITEX allows the CITY to void and dismiss right into the system (via internet access). Information will be updated in real-time to both Phoenix Group and the California Department of Motor Vehicles.

Access rights to data, including the ability to void and dismiss citations, is set up by Phoenix Group during the initial client implementation meeting. Since access to the system is by user and is password protected, all transactions are tracked by individual user. Reason codes are used for voids and dismissals. In addition, the CITY will be able to add custom comments or phone notes.

Phoenix Group will provide a “Void/Dismissed by System” report when requested. However, WINCITEX provides many reports that the CITY staff can run at any time to better manage their parking program.

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REPORTING
Phoenix Group provides a variety of reports that will support the needs of the CITY. The CITY will have access to all monthly reports via the same web-based system it uses for citation processing, WINCITEX. Reports are available by the seventh day of the following month and no later than the tenth day. All reports can be exported into Excel format. Additionally, WINCITEX allows the user to create their own custom reports (ad hoc reporting) based on selected criteria, such as location or violation.

Phoenix Group offers a comprehensive suite of reports to support the operational and analytical needs of the CITY. These reports are accessible online through our secure web-based system, WINCITEX, and are delivered in PDF format, viewable with Adobe® Reader. Most reports can also be exported to Excel, and users can take advantage of our ad hoc reporting tool to customize and save report formats for future use. Report data is stored on our servers for a minimum of two years.

We guarantee a response to any report-related inquiry within 24 hours at no cost.

Monthly reports are available via WINCITEX by the seventh and no later than the tenth day of the following month, and users can filter report data by location or violation to meet specific municipal needs.

Reports interface in WINCITEX.

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SAMPLE OF MONTHLY BILLING REPORT
Reports can be viewed in WINCITEX, printed, saved as a PDF, and/or exported to Microsoft Excel.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 88 of 97 The Citations Aging Report allows the users to view all unpaid citations that are overdue for 90 days, 120 days, and 180 days.

The Reports Dashboard allows users to easily view and analyze parking enforcement and permit data in one centralized location within WINCITEX.

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HEATMAP REPORTS
WINCITEX has the capability of producing heatmaps to visually display citation activity by geographic concentration, using color gradients to highlight areas with the highest frequency of violations. By mapping citations to specific streets or zones, such as in a street sweeping program, the CITY can quickly identify recurring problem areas, evaluate signage effectiveness, adjust enforcement deployment, and target public outreach efforts to improve compliance.

The Heatmap Dashboard provides a visual display of citation activity by geographic concentration, using color gradients, within WINCITEX.

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PARTIAL LIST OF AVAILABLE REPORTS
WINCITEX REPORT REPORT No.

Officer Summary and YTD Monthly Recap Reports 101, 102, 770 Non-PaidDisposition Report (VoidDismiss Report) 110D
Citation Status Report 201B
AgeCitation Receivables Report 215
Monthly Billing Activity Report 220
Review Disposition Report 340
Review and Hearing Pending Reports 350, 370
HearingDisposition Report 360
Billing Report 400A
D.M.V. Reports:Collections, A.S.F.,Cleared without Bail 401, 402, 403 Billing Report Details for Citations Issued and Notices Mailed 405, 406 Billing Report Detail for Special Letters Issued 407
Refund Report 430
Repeat Offender Report and Hot Sheet Reports 440, 660
Out-of-State Registration Owner 450
Out-of-State Revenue 470
RevenueCollectionDetail Report 480A
Cash at Agency Revenue Report 480B
Collection Agency Revenue Report 480C
F.T.B.Collections 480F
All Revenue Summary Report 480S
Revenue Distribution Summary and Detail 740A, 740B
Violation Statistics Report 750
Violation Statistics with Revenue 750P
Review/HearingDisposition Report 800
RevenueCollected by Agency Report 840A
CreditCard Revenue Batch Summary Report 840C
Monthly Deposit Report 840D
Citation Processing Summary and Payment Summary Reports 870, 880 Batch Summary Report 905
CitationData Entry Completion Report 955

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DATA MANAGEMENT, STORAGE, BACK-UP, AND SECURITY

SYSTEM DESIGN, SECURITY, & UPTIME
Phoenix Group’s processing system, WINCITEX, provides security measures that maintain citation and system confidentiality. WINCITEX provides multiple levels of security settings from “read-only” to full ability to add and delete users. Security is based on the “need-to-know” of the operator. The initial implementation plan includes determining and establishing security levels for all CITY staff.

Phoenix Group will advise the CITY in determining system access. Changes to security levels can be done immediately by the CITY’s administrator via WINCITEX. Phoenix Group is totally cognizant that data security regarding citizen data is of paramount concern. To this end we have implemented the following back up and security provisions:

WEBSITE SECURITY AND CREDIT CARD PROCESSING. Phoenix Group meets all industry approved standards. Phoenix Group implements McAfee® SECURE™ Certified Service. This site is tested and certified daily to pass the FBI/SANS Internet Security Test. The "live" McAfee SECURE seal appears only when a web site's security meets the highest security scanning standards of the United States government for Visa®, MasterCard®, American Express®, and Discover®. In addition, WINCITEX.net is secured using VeriSign’s premier SSL encryption. This means that the website can secure your private information using a VeriSign SSL Certificate.

SYSTEM ACCESS REQUIREMENTS. Phoenix Group’s processing system provides security measures that maintain citation and system confidentiality. WINCITEX provides multiple levels of security settings based on the “need-to-know” of the operator. The initial implementation plan includes determining and establishing security levels for all CITY staff. Phoenix Group will advise the CITY in determining system access. Changes to security levels can be done immediately by the CITY’s administrator via WINCITEX™.

SYSTEM AND DOCUMENT STORAGE. Phoenix Group will retain all citations, regardless of status, in our company database system, unless other arrangements are made with the CITY. Phoenix Group will store original citations, hard copies of payment documentation and correspondence, and books and records for seven years. Citations that are in "closed" status with a last transaction on the citation being two years or older will be moved from our primary database to an archive database system, to which our clients and staff will still have access. The data can be returned to the CITY if requested.

AUDITS. Upon the CITY’s request, Phoenix Group will hire an auditor to comply with California Vehicle Code Section 40200.3(b). The CITY shall pay the cost of the audit upon the written approval of cost.

SYSTEM BACKUP AND DATA PROTECTION. Data is copied in timed increments to protect from data corruption and allows for a quick restore.Daily backups are performed seven days a week with a one-week backup stored off-site, as well as one month of data maintained on-site. The backup is maintained on external media.

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Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 92 of 97 Backups:
• Every 15 minutes: Database transaction backup.
• Daily: Entire database backup.
• Daily handheld (WINCITE Mobile Pro) database backups to Phoenix Group’s servers. • Monthly: On-site database backup.
• Weekly: Off-site database backup.
• Database clustering and automatic failover service for critical applications.

Phoenix Group uses secure off-site data backup services from Iron Mountain® to ensure quick recovery of vital information in the event of a loss. Off-site media vaulting services to meet the diverse needs of data centers, distributed offices, and remote sites.

DISASTER RECOVERY. Phoenix Group can quickly handle any disaster recovery by restoring any of the services to another server in the event of failure. • Full and incremental backup processes.
• Cluster database server environment.
• Fail over and cloned server services.
• Off-site backup maintenance.
• Test servers for backup, restore, and data integrity testing. • Hot-swap replacement for key hardware components.
• Advanced file serving services to provide replication and full redundancy of server files for catastrophic loss and replacement.

SYSTEM SECURITY AND PASSWORD PROTECTION. Phoenix Group will maintain citation and system confidentiality by providing adequate security measures. Our programs provide for multiple and customizable levels of user privileges to ensure data access security. PCI Compliant. TLS 1.3 Compliant.

MCAFEE SECURE FOR WEBSITES. Hacker Safe is a third-party software service to secure a Safe Secure Certified Site. This service will test and certify daily that our security has passed the FBI/SANS Internet Security Test.

SECURED PAYMENT PROCESSING GATEWAY. Phoenix Group uses a secured payment gateway for all debit and credit cards for all online transactions. The integration guarantees that payments are processed successfully at the same time, and no information regarding the credit card is kept in the system. Information such as the credit card numbers, amount, and customer name are

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Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 93 of 97 encrypted and passed to the credit card processor, who then process the payment though the Visa / MasterCard network. All information is captured in real-time, and accounts are reconciled on an ongoing basis. All payments are made in compliance with PCI DSS. • Phoenix Group is in compliance with The Family Educational Rights and Privacy Act (FERPA).
• Data is not shared with third parties.

UPTIME / SLA. Since availability is the most commonly used key aspect of service-level agreements, Phoenix Group understands the importance of the target value for the system’s availability. We proudly achieve 99.9% uptime. A combination of local and cloud-based solutions allows for increased application availability.

NETWORK INFRASTRUCTURE. Phoenix Group takes every measure and precaution to ensure that the data is managed and properly protected. We incorporate high-industry standard security with SHA256 data encryption for all our web servers and online systems. • Advanced MPLS WAN via DSL, Fiber, Ethernet, and Wireless. • Dual Managed Firewalls with Intrusion Detection Service and Intrusion Prevention Service. • SHA 256, TLS 1.3, DSS Compliant.
• Fully Redundant, Data Grade Power.
• Private Virtual LANs to isolate a user from the rest of the broadcast domains. • Virtual Routing and Forwarding (VRF) technology to segment network traffic over multiple routing tables simultaneously on a single router.
• VPNs to securely extend a host/network by tunneling through public or private networks. • Multi-Factor Authentication.
• Managed Privileged Access.
• Managed Administrative Credentials.

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PROJECT TIMELINE
DETAILED IMPLEMENTATION – NO DOWN TIME, NO REVENUE LOSS As the incumbent provider, Phoenix Group ensures a seamless continuation of services with no implementation, conversion, downtime, or cost to the CITY. Since our systems are already in place, selecting us eliminates any disruption to operations or revenue. Our experienced team is already familiar with the CITY’s business rules and systems, enabling a smooth and immediate transition with no learning curve or delays.

Should formal contract execution be required, Phoenix Group commits to a streamlined process.

Within one week of signing, our project manager will confirm existing workflows, ensure all software and payment systems remain fully integrated, and provide any necessary refresher training. Public portals, handheld systems, and support structures are already operational. Our dedicated CITY support team offers rapid one-hour response times and real-time help desk support, ensuring uninterrupted service and full compliance with CITY requirements.

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Santa Ana, CA 92705
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FUNCTIONALITY CITY PERSONNEL

PERFORMS

PHOENIX GROUP

PERFORMS
Data Entry of Manually Written Citations R
Automated Electronic Transmission of Citations R
Real-Time Automated Registered Owner Retrieval R
Accept and process Payments for Citations R R
Generation, Printing, and Sending Notices R
View Photos, Videos, and Voice Recordings of Citations in the Format in Which They Are Sent R R
Automated Bail Escalation R
Automated Management of the FTB and Delinquent Process R Enter First-Level Review Dispositions R
Send Adjudication Letters R
Enter Notes to be Viewed by the CITY and PHX R R
Handle Customer Service, Including IVR and Live Bilingual Customer Service Lines R

TRAINING PLAN
Training shall be conducted in several sessions and on an as-needed basis. Onsite training shall include both handheld mobile training and system training. Phoenix Group will provide free training of our proprietary WINCITEX parking citation database management and processing system and WINCITE Mobile Pro for CITY staff. Both onsite and remote training will be provided free of charge.

Remote training sessions can be digitally recorded and given to the CITY for future use and reference. Training is customized to meet the CITY’s requirements.

HANDHELD DEVICE TRAINING. Using additional software to mirror the screen of one our handheld devices, we will conduct a live and detailed training to show each user how to use every aspect of our mobile enforcement application. A questions-and-answers session is held shortly after, to ensure all prospective users are comfortable and confident in using our equipment.

Remote training is conducted via Zoom or Microsoft Teams with screen sharing, voice, and video conferencing capabilities. Sessions can be recorded for future training purposes.

WINCITEX TRAINING. Phoenix Group’s web-based parking enforcement citation management system, WINCITEX, training. This class is held at the CITY but can be conducted remotely. Phoenix Group has conducted WINCITEX classes for over 15 attendees at a time without any problems.

Based on the group, training on WINCITEX takes approximately 1-2 hours for users that are

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 96 of 97 completely new to the system. WINCITEX training ensures that all users are proficient in the operation and navigation of the system.

MOBILE APPLICATION TRAINING. Phoenix Group will provide sufficient training on the mobile enforcement applications selected by the CITY. The provided training will be tailored to MagCite, WINCITE Mobile Pro, or WINCITE ACE, as required by the CITY. Training is taught by our specialists from the Phoenix Group. Training may take between two to four hours. Learning how to issue citations on ourhandhelds is extremely easy.

We also provide in-house training to all our customer service staff, allowing them to provide general information on each agency’s policies and procedures with the ability to research information and respond accordingly.

TECHNICAL INTEGRATIONS
Phoenix Group works collaboratively with clients and authorized third-party providers to design, implement, and maintain integration solutions that align with operational objectives, technical requirements, and governance standards. Whether connecting financial systems, permitting platforms, customer service applications, enforcement tools, payment processors, document management systems, or other enterprise technologies, we focus on creating a cohesive technology ecosystem that supports both current business needs and future growth.

With extensive experience integrating a wide range of public- and private-sector technology solutions, we understand the complexities associated with data sharing, process automation, system interoperability, and organizational change management. This experience helps accelerate implementation timelines, reduce deployment risk, and support a seamless user experience across connected platforms.

To support diverse technical environments, we offer multiple integration approaches tailored to each organization's requirements. Where available and appropriate, we support application programming interface (API)-based integrations to facilitate secure, automated, and real-time data exchange between systems. API connectivity often provides the most efficient and scalable longterm solution for synchronizing operational, financial, and administrative data. In situations where API connectivity is unavailable or not immediately feasible, we can also support alternative integration methods, including secure file-based data exchanges and other approved interoperability mechanisms.

Throughout the integration process, our team works closely with all stakeholders to ensure that connections are implemented securely, properly authorized, thoroughly tested, and aligned with established security, compliance, and data governance requirements. Our objective is to deliver reliable, maintainable integrations that enhance operational efficiency while supporting the organization's long-term technology strategy.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 97 of 97 Phoenix Group’s citation management database, WINCITEX, and our mobile enforcement applications are already designed to seamlessly integrate with many popular platforms, including enterprise and accounting systems:
• California Department of Motor
Vehicles
• California Association of Code
Enforcement Officers
• California Mobility and Parking
Association
• Collection Bureau of America
• National Law Enforcement
Telecommunications System (Nlets®)
• LexisNexis®
• ParkMobile®
• GOGov®
• Clariti® (partnered with GovPath®)
• Flowbird®
• Genetec, Inc.
• Genetec® AutoVu™ License Plate
Recognition
• Ventek International
• Route1, Inc.
• Elavon®
• SOMA Global®
• Sun Ridge Systems, Inc.
• Vigilant Solutions, Inc.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 1 of 7

COST PROPOSAL

PARKING CITATION PROCESSING AND COLLECTIONS
Item Description Cost
Monthly Fee
Parking citation cloud-based database access, custom website, live on-site bilingual customer service, reports, adjudication services, DMV Registered Owner Lookup, DMV holds and releases, payment plans, monthly revenue reconciliation, unlimited CITY user access, training (all sessions can be recorded).
$150.00
Citation Processing Cost per electronic and handwritten parking citation processed. $0.40 Out-of-State Citations
Out-of-State processing includes any costs charged by the state for the registered owner. The percentage is only for citations that are collected.
$0.25
Notice of Violation /
Delinquent Notice
A notice of violation (delinquent notice) is sent after an individual receives an initial citation as a courtesy reminder. If applicable, a second notice of delinquency is sent if the payment is not made by the initial due date.
$0.94
Payment Processing Cost per payment processed for all transactions – INCLUDED! FREE OF CHARGE
Postage Current First-Class Mail® rates will be charged for all correspondence mailed. CITY will be notified of any postal increase.

First-Class Mail®
rates vary
Special Custom Letter
Special letters are custom notices used as follow-ups for hearing dates, review results, hearing results, habitual violations (scofflaw), and preintercept letters.$1.55 Preliminary Collections Contingency fee only charged if bail amount is collected. 23% FTB Collections Activated based on age of collections. Percentage is based on bail amount collected.
15% + $2.75
Per SSN# Lookup
Hearing Officer Hourly consulting fee for third-party adjudication services. Optional Service AB 503 Compliance
Annual fee for the creation, processing, and monitoring of all payment plans in compliance with Assembly Bill (AB) 503 and online applications. Payment plan setup, letter to indigent applicants, monitoring of plans, late fees in abatement, removed from DMV hold. $5.00 per plan
OnlineContesting Monthly service charge – includes database storage – INCLUDED. FREE OF CHARGE
Training
Full training of WINCITEX™ software for CITY staff. All training sessions can be digitally recorded and given to the CITY for future use and reference. A video will be provided for future training purposes – INCLUDED.

FREE OF
CHARGE

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Santa Ana, CA 92705
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Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 2 of 7

ADMINISTRATIVE CITATION PROCESSING AND COLLECTIONS
Item Description Cost
Monthly Fee
Includes all the following: web access, custom website payments and contesting (www.paymycite.com), customized toll-free phone number for payments &customer service, reports, payment plan setups. online contesting, adjudication services: adjudication holds and scanning, disposition entry, payment processing, credit card payments (the credit card convenience fee is charged to the public), and customer service.

Phoenix Group has toll-free numbers for both technical support and client/customer service support. We have a Help-Desk Line so our clients can reach us immediately and all of their concerns can be addressed. Phoenix Group has a Live Chatin real-time accessible to the CITY through WINCITEX.
$150.00
Citation Processing Cost per electronic and handwritten administrative citation processed. $1.75 Notice of Violation
A notice of violation (delinquent notice) is sent after an individual receives an initial citation as a courtesy reminder. If applicable, a second notice of delinquency is sent if the payment is not made by the initial due date
$0.75
Payment Processing Cost per payment processed for all transactions. FREE OF CHARGE
Postage Current First-Class Mail® rates will be charged for all correspondence mailed. CITY will be notified of any postal increase.

First-Class Mail®
rates vary
Special Custom Letter
Special letters are custom notices used as follow-ups for hearing dates, review results, hearing results, habitual violations (scofflaw), and preintercept letters.$1.55 PreliminaryCollections Contingency fee only charged if bail amount is collected. 23% FTB Collections Activated based on age of collections. Percentage is based on bail amount collected.
15% + $2.75
Per SSN# Lookup
Hearing Officer Hourly consulting fee for third-party adjudication services. Optional Service

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Santa Ana, CA 92705
Prepared for the City of Maywood
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MOBILE ENFORCEMENT
Item Description Cost
Samsung®
Galaxy™ Device OR
Apple® iPhone 17e™
Smartphone device with Android® or iOS® operating system, with military-grade protective case. Five (5) units INCLUDED as a courtesy.

FREE OF
CHARGE
TSC® ALPHA-30R™
Bluetooth®enabled thermal citation printer with protective environmental case and included 2-year warranty. Five (5) units INCLUDED as a courtesy.

FREE OF
CHARGE
MagCite™ iOS® Software
Annual software license for MagCite™, the comprehensive nextgeneration electronic citation and revenue workflow platform designed specifically for the Apple® iOS system. $9,800 annual fee offered as a courtesy.

FREE OF
CHARGE
Software License Unlimited site license for device, one-time charge per unit. $695.00 Software Installation &
Configuration One-time charge per unit, per application. $100.00 Hardware & Software
Support Monthly charge per unit. Can be optionally charged annually. $120.00 LPR Real-Time
Accessibility Monthly charge per unit – INCLUDED. FREE OFCHARGE Training
Full training of WINCITE Mobile Pro™ software for CITY staff. All training sessions can be digitally recorded and given to the CITY for future use and reference. A video will be provided for future training purposes.

FREE OF
CHARGE

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Santa Ana, CA 92705
Prepared for the City of Maywood
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VIRTUAL PARKING PERMITS
Item Description Cost
One-Time Startup Cost
Database creation, system setup of tables, project management, client approval, website customization, and training. This service charge of $17,500 was waived and included at no cost.

FREE OF
CHARGE
Monthly Fee
Cloud database and storage, permit stock inventory control, custom website for online payment processing including CITY’s business rules, unlimited public website access, unlimited CITY website access, customer service for all individuals wanting to make payments with a live operator during business hours (Mon-Fri, 8 A.M. – 5 P.M.), permit lookup, toll-free numbers for both technical support and client/customer service support, Help Desk: clients can reach us immediately and all their concerns will be addressed, Live chat in realtime to the CITY through WINCITE, reports, revenue management, and bank management, including monthly reconciliation and check disbursement.
$350.00
Virtual Permits Cost per permit processed, includes verification. $1.50 Temporary Permits Cost per permit processed (if applicable). $0.75 Custom Development
Ability to modify or enhance program at the request of the CITY. Any additional programming outside the scope of the contract. Cost per hour. (Optional Service)
$150.00

SUMMARY OF SERVICES INCLUDED
Services for the above-mentioned items include:
ü Data entry of manually entered citations performed within 24 hours of receipt. ü Quality assurance verification of manually entered citations. ü Scanning of all manually written citations into our network for storage and ease of retrieval. ü Bi-monthly shredding of manually written citations.
ü Electronic transfer of all electronically written citations, recordings, videos, and photographs.

Delinquent Notice Cost:
ü Semi-custom notice that is printed on an 8½” x 11” piece of paper with a perforated tear-off payment stub provided in a windowed envelope.
ü All notices are attached to the citation online and are viewable via the web. ü All notices sent via First-Class Mail®, postage included. ü All notices include a return envelope in which the responsible party may submit payment.

Delinquent Collections:
ü This fee will be assessed, assuming a First Notice has been sent to the responsible party and the citation is not on hold for any reason.
ü All notices are sent via First-Class Mail and all notices are printed on an 8½” x 11” sheet of paper and folded into a windowed envelope; in addition, a windowed envelope is provided for the recipient to return payment.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 5 of 7 ü All notices are attached to the citation online and are viewable via the web. ü If PHX does not collect on a citation that is delinquent, the CITY does not owe this fee. ü Notices will be sent via First-Class Mail, and PHX will be responsible for the cost incurred and all customer service.

Franchise Tax Board Processing:
ü SSN Look-Up: This fee will be assessed to lookup a Social Security Number (SSN) associated with a particular responsible party and address. This charge is charged per unique SSN, not per citation. ü FTB Collections: This fee is charged if a citation is paid at the Franchise Tax Board. ü This charge is not combined with any other charge; for example, if a citation is rolled to delinquent status and paid at FTB, only the 15% of revenue collected will be charged.

Collections:
ü This fee is charged if a citation is paid at collections ü This charge is not combined with any other charge; for example, if a citation is rolled to delinquent status and paid at collections, only the 23% of revenue collected will be charged.

Adjudication Services:
ü Scanning and scheduling of hearing.
ü PHX will review all documentation received by the appellant and determine whether the request is received within the required timeframe.
ü If the request was received within the required timeframe, PHX’s Adjudication Department will place the citation on an Administrative Hearing Request Hold and scan all received documentation into the solution where it is displayed on the web for the CITY’s staff and the hearing officer. ü If the request is received outside the required timeframe, the CITY will have the option to proceed as though the request was received within the timeframe, or it may elect to have PHX send a “time expired letter” rejecting the appeal.
ü PHX will work with the designated hearing officer to schedule the hearing based on either a predetermined schedule or an ad hoc basis, depending on the CITY’s schedule.

Hearing Schedule & Disposition Letters: Services for the above-mentioned item include:
ü PHX will send a custom disposition letter to the appellant via First-Class Mail. ü All letters are attached to the citation online and are viewable via the web. ü Disposition letters will be sent Monday – Friday.

Online Access for the CITY’s customers/public: Services for the above-mentioned item include:
ü View real-time citation data.
ü Pay for a single citation or multiple citations.
ü Accept payment via VISA®, MasterCard®, Discover®, and American Express® credit/debit cards. ü Request a hearing online and attach up to three supporting documents. ü Print a receipt.
ü View pictures of the citation taken by the issuing officer (if the CITY allows).

Online Access for the CITY’s staff: Services for the above-mentioned item include:
ü Access to the CITY’s data based on unique usernames and passwords assigned to everyone who requires access to the system. PHX does not limit the number of individuals who have access to the system and the number and types of access can change at any point with a simple email request to PHX.

2677 N. Main Street, Suite 440
Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 6 of 7 ü Our solution is setup to maintain a complete audit trail for each transaction in the system so that the username is displayed next to every transaction in the system, indicating who performed the transaction and when. Dependent on the access rights provided to each CITY staff member, the following capabilities are available:
ü View real-time citation data, including pictures taken by the issuing officer. ü Accept payment via VISA, MasterCard, Discover, and American Express credit/debit cards. ü Accept payment via cash, check, or money order.
ü Process NSFs, chargebacks, and refunds.
ü Reduce or increase violation amounts, dismiss citations, void citations, and place a citation on hold.
ü Change citation data, including violations, date, time, location, comments, and others. ü Generate a time expired or letter of non-responsibility for a citation in the adjudication process.
ü View the complete reason for the hearing request and supporting documentation provided by the appellant directly online.
ü Edit appellant information.
ü Upload disposition documents sent to the CITY via the United States Postal Service (USPS). ü Add a note to a citation and see all comments added to the citation. ü View the reason for the Second-Level Administrative Hearing Request online and view the supporting documentation provided by the appellant, directly online. ü Print a receipt with or without responsible party information.

Reporting: Services for the above-mentioned item include:
ü PHX offers 24 reports online for our clients to generate, print, and re-print 24/7. We provide real-time reports that can be generated for any timeframe required and we provide pre-processed and monthend reports that reflect the month-end view of data. ü All reports are available online through our WINCITE software solution. ü All reports generated are available in both Portable Document Format (PDF) and MicrosoftExcel® format.

Manual Payment Processing: Services for the above-mentioned item include:
ü Manually received payments (checks, cash, money orders, and credit card payments sent via USPS) are received at our Post Office Box in Santa Ana, where a bonded and insured courier picks up the mail daily and delivers it to our Santa Ana office.
ü On-site Mail Department opens, sorts, and batches the payments before providing them to our onsite Data Entry Department. ü After double-blind entry of each payment, the citations are updated by our Quality Assurance Team. ü Payments are then provided to our Accounting Department where daily deposit slips are completed and provided to a bonded, insured courier who takes them to the bank.

Customer Service: Services for the above-mentioned item include:
ü PHX provides a live, bilingual, on-site Customer Service Department that is fully trained to answer questions related to citation issuance, payment, adjudication, FTB, and collections. ü All calls are recorded for quality assurance, and recordings can be sent to the CITY at any time for review.
ü PHX’s IVR is bilingual and accessible via several toll-free numbers; the IVR provides real-time information to the caller regarding current status, including the amount due. ü The IVR accepts VISA, MasterCard, Discover, and American Express.

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Santa Ana, CA 92705
Prepared for the City of Maywood
Copyright © 2026 Phoenix Group Information Systems. All rights reserved. Page 7 of 7 Web Presence: Services for the above-mentioned item include:
ü PHX Solution is 100% web-based: paymycite.com/Maywood; this is a custom website for the CITY for complete transparency. This website allows for the CITY and the CITY’s customers to access citations online.
ü PCI complaint with a TLS1.2 encryption level. McAfee® Secure™, Trustwave®. ü Web Content Accessibility Compliance: WCAG20- 20081211/ Level AA, Section 508.

Virtual Permit Management: Services for the above-mentioned item include:
ü Online permit registration.
ü Customizable permit types, restrictions, and fees.
ü Real-time permit assignments.
ü Flexible and adaptable to operational needs.
ü Reliable and secure infrastructure.
ü Seamless interface with other systems, payment gateways, and applications. ü User-friendly customer and administrative portal.
ü Event parking reservations using a single platform.
ü Invited guest event links that are quick and simple for users to complete. ü Simple setup and tracking of special permits.
ü Interdepartmental billing.

AGENDA REPORT

CITY OF MAYWOOD
AGENDA ITEM NO. 11.

DATE: July 22, 2026
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: GABRIEL GRAJEDA, ADMINISTRATIVE ANALYST
SUBJECT: CONSIDERATION OF APPROVING A MEMORANDUM OF UNDERSTANDING WITH

TREEPEOPLE FOR URBAN FORESTRY TREE PLANTING
RECOMMENDATION:

Staff recommends that the City Council:

1. Approve a Memorandum of Understanding (MOU) with TreePeople Inc. to provide pro bono urban forestry tree planting services in the form approved by the City Attorney.

2. Authorize the City Manager to execute the agreement and any related documents necessary to implement the project, subject to approval as to form by the City Attorney.

BACKGROUND:

On March 25, 2026, the City Council adopted by Resolution, the City’s Urban Forest Management Plan (UFMP). The UFMP established a comprehensive framework for the long-term management, protection, maintenance, and expansion of the City's urban forest and identified strategies to increase tree canopy coverage, improve environmental conditions, and promote public health and climate resilience.

The UFMP identifies tree planting, community engagement, and strategic partnerships as critical components for improving environmental conditions, public health, and climate resilience throughout the City. TreePeople is well-positioned to assist the City in implementing the goals of the Urban Forest Management Plan (UFMP), which establishes a long-term strategy to increase Maywood's tree canopy coverage from 11 percent to 13 percent by 2035 through the planting and stewardship of approximately 200 new trees per year.

The UFMP identifies the need to:
• Protect and enhance existing tree canopy;
• Increase shade coverage in underserved areas;
• Improve environmental and public health outcomes;
• Promote climate-resilient and drought-tolerant tree species; • Foster community engagement and stewardship.

As a 501(c)(3) non-profit organization TreePeople is a long serving Southern California institution with experience in urban forestry, community-based tree planting, environmental education, and climate resilience initiatives with experience serving southeast Los Angeles communities. Their expertise in engaging community

volunteers and supporting long-term urban forestry efforts makes them an ideal partner to help advance the City's canopy expansion objectives.

DISCUSSION:

The proposed agreement with TreePeople will enable the City to advance its urban forestry goals by providing professional expertise and implementation support related to the City's urban forest initiatives. Proposed services will be carried out in line with the guidance outlined in the City's Urban Forest Management Plan (UFMP).

The proposed TreePeople scope of work include the following:
• Identification of tree planting sites within the City; • Procurement of 150 to 200 15-gallon trees.
• In coordination with staff, organize and implement the planting of 150-200 trees; • Conduct community outreach and engagement to solicit the volunteer participation of local community members.
• Conduct three years of establishment and oversight care to promote the establishment of trees which will include a regular watering schedule.
• All work will be completed by March 31, 2029.

Direct community benefits include:
• Increased shade and reduction of urban heat island effects; • Improved air quality;
• Enhanced neighborhood beautification;
• Stormwater management benefits;
• Greater community engagement and environmental awareness.

The partnership with TreePeople will further the City's goals of expanding green infrastructure, increase shade coverage, and improve the quality of life for residents.

LEGAL REVIEW:

The City Attorney has reviewed this report.

FISCAL IMPACT:

There are no fiscal impacts associated with this action, as the City will not incur any expenditures or reimbursement obligations related to the proposed services.

Funding for the implementation of the program will be provided through federal financial assistance (Grant No. 24-DG-11052021-215) awarded by the United States Department of Agriculture (USDA) Forest Service to TreePeople for program administration.

The City's participation in this program does not require a local funding match; therefore, approval of this agreement will have no impact on the General Fund. The City, after the three years of maintenance by TreePeople, will be responsible for maintenance of all trees planted.

ATTACHMENT(S)

1. TreePeople Forest Service Tree Planting MOU 7.2026 (v4)

1 Memorandum of Understanding
City of Maywood Urban Forest Improvement Project
USDA Forest Service Urban and Community Forestry Program This Memorandum of Understanding (hereinafter “Agreement”) is made and entered into by and between TreePeople, Inc. (hereinafter “TREEPEOPLE”), a 501 (c) 3 non-profit corporation, and City of Maywood (hereinafter “PUBLIC AGENCY”), a local municipality, as of the Effective Date.

RECITALS
WHEREAS, TREEPEOPLE has entered into an agreement with the USDA Forest Service to implement a tree planting project within the City of Maywood through a community-based model, under USDA Forest Service Grant Agreement 24-DG-11052021-215 (hereinafter “GRANT”);
WHEREAS, PUBLIC AGENCY will be a beneficiary and partner of the GRANT; WHEREAS, PUBLIC AGENCY desires to serve in accordance with the terms and conditions of this Agreement;
NOW, THEREFORE, TREEPEOPLE and PUBLIC AGENCY hereby agree as follows:

AGREEMENT

1. SCOPE OF WORK

1.01. Engagement. PUBLIC AGENCY shall work in collaboration with TREEPEOPLE to implement the GRANT activities specified in Exhibit A.

1.02. Implementation. TREEPEOPLE will implement the Scope of Work, referred to in Exhibit A, with funding provided under Grant Agreement 24-DG-11052021-215.

1.03. Contract Compliance. PUBLIC AGENCY agrees that PUBLIC AGENCY shall at all times during the term of this Agreement be subject to, and in full compliance with, all terms and conditions set forth by the GRANT as specified in Exhibit B.

2. TERM OF AGREEMENT AND TERMINATION RIGHTS

2 2.01. Term. This Agreement shall begin on the Effective Date, as here in below set forth, and shall terminate on March 31, 2029, the final date by which all work under this Agreement shall be completed.

2.02. Right of Termination. Either party may terminate this Agreement at any time and for any reason, subject only to providing written notice to the non-terminating party at least thirty (30) days’ prior to the date upon which services by the terminating party shall cease.

2.02 (a). Termination by TREEPEOPLE. In the event of termination by TREEPEOPLE, PUBLIC AGENCY shall immediately take all reasonable measures to prevent further costs to TREEPEOPLE under this Agreement. TREEPEOPLE shall be responsible for any reasonable and non-cancelable obligations incurred by PUBLIC AGENCY in the performance of this Agreement prior to the date of TREEPEOPLE’s delivery of the Termination Notice.

2.02 (b). Termination by PUBLIC AGENCY. In the event of termination by PUBLIC AGENCY, TREEPEOPLE shall immediately take all reasonable measures to prevent further costs to PUBLIC AGENCY under this Agreement.

3. PROJECT REPRESENTATIVES
The Project Representatives during the term of this Agreement are as follows:

TREEPEOPLE City of Maywood
Authorized Signer Authorized Signer
Cassie Rauser Jennifer Vasquez
Chief Executive Officer City Manager
12601 Mulholland Drive 4319 E. Slauson Avenue
Beverly Hills, CA 90210 Maywood, CA 90270
[email protected] [email protected] 310-461-3118 323-562-5700
Project Contact Project Contact
Montserrat Plascencia Gabriel Grajeda
Regional Manager Analyst
12601 Mulholland Drive 4319 E. Slauson Avenue
Beverly Hills, CA 90210 Maywood, CA 90270
[email protected] [email protected] 310-621-3993 323-562-5747

3 4. INDEPENDENT ENTITY
PUBLIC AGENCY shall at all times and for all purposes under or in connection with this Agreement be and remain an independent entity. Nothing in this Agreement, or in the course of dealing between PUBLIC AGENCY and TREEPEOPLE under or in connection with this Agreement, shall be interpreted or construed as giving rise to, or conferring upon PUBLIC AGENCY, the status as an agent or employee of TREEPEOPLE.

5. INDEMNIFICATION
PUBLIC AGENCY agrees to indemnify, defend, and hold harmless TREEPEOPLE and all its officers, employees, agents or consultants from all third party claims, suits or actions of every name, kind and description brought forth under, including, but not limited to, tortious, contractual, inverse condemnation and other theories or assertions of liability occurring by reason of any wrongful or negligent act, or error by PUBLIC AGENCY under this Agreement, except to the extent attributable to TREEPEOPLE or its officers, employees, agents or consultants negligence or willful misconduct.

6. INSURANCE REQUIREMENTS
During the term of this Agreement, TREEPEOPLE shall maintain, at a minimum, the following insurance coverage:

6.01. Workers Compensation and Employer's Liability insurance with statutory limits for the state(s) in which the services are to be performed. TREEPEOPLE policy shall include (i) Employer’s Liability coverage of $1,000,000 each accident.

6.02. Commercial General Liability Insurance coverage of $1,000,000 per occurrence and naming the City of Maywood as an additional insured.

6.03. Commercial Auto Liability insurance coverage of $1,000,000 that covers all autos owned, hired, borrowed, or used by TREEPEOPLE or its personnel in performing any service.

6.04. Professional Liability Insurance (errors and omissions) with a limit of $1,000,000 each claim and in the aggregate covering claims of TreePeople and third parties arising out of TREEPEOPLE performance or nonperformance of the services. Such coverage shall commence on the date that services start and extend for two (2) years after the services are completed. Only applicable to those providing professional services.

4 7. COMPLIANCE WITH GRANT 24-DG-11052021-215
This project is funded through the USDA Forest Service’s Inflation Reduction Act funding for Urban and Community Forestry, and, by signing this Agreement, PUBLIC AGENCY certifies that they will comply with all applicable terms and conditions of such contract as provided by Exhibit B.

8. REPRESENTATIONS AND WARRANTIES BY PUBLIC AGENCY

8.01. Permits, Licenses, and Approvals. PUBLIC AGENCY represents and warrants to TREEPEOPLE that it has or shall provide all permits, licenses, and approvals necessary to accomplish the services in the Agreement, pay all charges and fees, and give all notices necessary.

PUBLIC AGENCY further represents and warrants that it shall keep in effect all such permits, licenses, and other approvals during the term of this Agreement.

8.02. Subcontractors. PUBLIC AGENCY warrants that any subcontractors required by PUBLIC AGENCY in connection with the services covered by this Agreement shall be limited to such individuals or firms as were specifically identified and agreed to during negotiations for this Agreement or as are specifically authorized by TREEPEOPLE during the performance of this Agreement. Any substitutions in, or additions to, such subcontractors shall be subject to the prior written approval by TREEPEOPLE.

8.02 (a). TREEPEOPLE acknowledges and agrees that PUBLIC AGENCY may, at its sole discretion, utilize the services of West Coast Arborists, Inc., Transtech Engineers, Inc., or both in connection with the services covered by this Agreement.

8.03 (b). The engagement or use of such firms by PUBLIC AGENCY shall not require the prior approval of TREEPEOPLE and shall not be deemed a substitution for, modification of, or reduction in TREEPEOPLE's duties, responsibilities, or scope of work under this Agreement.

8.03. Regulatory Compliance. PUBLIC AGENCY represents and warrants that it shall comply, and shall secure compliance by its employees, agents, contractors, and sub-contractors, with all applicable health and safety standards and regulations, including, without limitation, federal, state, and local regulations.

9. RECORDS, INSPECTION, AND AUDIT RIGHTS
PUBLIC AGENCY shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of thirty-six (36) months after the Completion Date.

5 TREEPEOPLE will provide a written notice to PUBLIC AGENCY at least ten (10) days prior to arranging a date to view the above-mentioned materials.

10. MEDIATION
The Parties hereto agree to attempt reconciliation prior to bringing legal action by submitting any dispute to mediation by a neutral third party under the laws of the State of California, the selection of such neutral third party agreed to by both parties to this Agreement. If any legal action is brought by any party to enforce any provision of this Agreement, the prevailing party shall be entitled to recover from the other party reasonable attorneys’ fees and court costs in such amount as shall be allowed by the court. For purposes of this provision, ‘prevailing party’ shall include a party that dismisses an action for recovery hereunder in exchange for payment of the sum allegedly due, the performance of the covenants allegedly breached, or consideration substantially equal to the relief sought in the action or proceeding.

11. GENERAL TERMS AND CONDITIONS

11.01. No Rights for Third Parties. No provision of this Agreement is intended to give rise to any right by any third party or entity not a party to this Agreement or any provision of this Agreement.

11.02. Modifications and Complete Agreement. No alteration or variation of the terms of this Agreement shall be valid unless made in writing and signed by the parties hereto, and no oral understanding or agreement not incorporated herein shall be binding on any of the parties hereto.

12. FISCAL IMPACT
There is no financial exchange between TREEPEOPLE and the PUBLIC AGENCY.

13. EFFECTIVE DATE
The Effective Date of this Agreement shall be the date last-below-signed.

This Agreement is deemed to be entered into in the County of Los Angeles and shall be governed by laws of the State of California.

TREEPEOPLE PUBLIC AGENCY
12601 Mulholland Drive 4319 E. Slauson Avenue
Beverly Hills, CA 90201 Maywood, CA 90270

6 __________________________________ __________________________________ Signature Signature
Name: Cassie Rauser Name: Jennifer Vasquez
Title: Chief Executive Officer Title: City Manager
Date: __________________ Date: ____________________

7 Exhibit A: Scope of Work
TREEPEOPLE, shall conduct the following activities to accomplish the GRANT:

Ɣ Identify potential tree planting sites within the City of Maywood in accordance with the USDA Forest Service’s requirements for “disadvantaged communities.” Ɣ Procure 150-200 15-gallon trees.

Ɣ Organize and implement the planting of 150-200 trees in coordination with PUBLIC AGENCY staff to abide by permitting and approval processes.

Ɣ Conduct community outreach and engagement to solicit the volunteer participation of local community members.

Ɣ Conduct three years of establishment and oversight care to promote the establishment of trees including providing water to trees as needed or requested by PUBLIC AGENCY as determined by a pre-agreed upon schedule.

In partnership with TREEPEOPLE, the PUBLIC AGENCY shall conduct the following activities:

Ɣ Where feasible, support the coordination of tree planting and care events with TREEPEOPLE.

Ɣ Provide verbal and/or written approval of tree species and locations.

Ɣ Provide temporary yard space for vehicles and supplies as needed for the duration of the GRANT.

Ɣ Conduct the creation of new tree wells as determined and if approved by the PUBLIC AGENCY. PUBLIC shall be responsible for all related costs to the creation of new tree wells.

Ɣ Provide access to water utility for TREEPEOPLE at no cost for the sole purpose of watering trees planted through this GRANT.

Ɣ Provide long-term care for trees planted through this project by incorporating the trees into existing tree management planning and pruning cycles.

Ɣ In the event TREEPEOPLE’s agreement with the USDA Forest Service is terminated before March 2029, the PUBLIC AGENCY will commit to providing establishment tree care services for public trees planted.

Volunteer events will primarily be conducted on Saturdays and Sundays. Volunteer recruitment will focus on the local community to promote a sense of ownership of the trees planted.

TREEPEOPLE will conduct volunteer organization, including volunteer recruitment, sign-in, training, and oversight. TREEPEOPLE will provide volunteers with adequate supplies and knowledge to successfully plant and care for trees during volunteer activities. Should the PUBLIC AGENCY request TREEPEOPLE’s participation in a PUBLIC AGENCY community

8 event, PUBLIC AGENCY should request TREEPEOPLE’s participation with a three-month advance notice to plan tree planting or tree distribution activities collaboratively and effectively.

All work completed by TREEPEOPLE and volunteers will be done according to the International Society of Arboriculture (ISA) standards for tree planting and tree care.

TREEPEOPLE will use non-mechanical tools to conduct all project activities. TREEPEOPLE will provide the necessary tools and supplies to ensure the successful planting and establishment of trees from this project.

9 Exhibit B: Grant Agreement
FEDERAL FINANCIAL ASSISTANCE AWARD OF DOMESTIC GRANT 24-DG11052021-215 Between TREEPEOPLE, INC. And The USDA, FOREST SERVICE REGION 5 STATE & PRIVATE FORESTRY:

Caring for the Land and Serving People Printed on Recycled Paper

FEDERAL FINANCIAL ASSISTANCE
AWARD OF DOMESTIC GRANT 24-DG-11052021-215
Between
TREEPEOPLE, INC.

And The

USDA, FOREST SERVICE
REGION 5

STATE & PRIVATE FORESTRY
Project Title: From Redlining to Greenlining
Upon execution of this document, an award to TreePeople, Inc., hereinafter referred to as “TreePeople,” in the amount of $8,000,000, is made under the authority of Cooperative Forestry Assistance Act, P.L. 95-313 as amended, 16 USC 2105 and Public Law 117-169, Subtitle D, Section 23003(a). The Federal Assistance Listing (formerly Catalog of Federal Domestic Assistance - CFDA) number and name are 10.727 IRA Urban & Community Forestry. TreePeople, Inc. accepts this award for the purpose described in the application narrative. Your application for Federal financial assistance, dated February 2, 2024, and the attached Forest Service provisions, ‘Forest Service Award Provisions,’ are incorporated into this letter and made a part of this award.

This authority requires a match of 1:1, however match has been waived under the provision of Public Law 117-169 (Inflation Reduction Act) and based on assurance from the Cooperator that 100% of the work and funding will benefit disadvantaged communities, which your organization has agreed to provide as shown in the attached application, financial plan and narrative.

As addressed in Provision E and F, the financial status and performance reports are due on a semi-annual basis for the periods ending June 30 and December 31. The final performance report is to be submitted no later than 120 days from the expiration date of the grant. The first reports will be due July 30, 2024, for the period ending June 30, 2024.

Send the financial status reports to Kathryn Williams at the address on page 2, and the performance reports to Alicia Sanchez-Scott at the address on page 2 of this award and as shown in the narrative.

This is an award of Federal financial assistance. Prime and sub-recipients to this award are subject to the OMB guidance in subparts A through F of 2 CFR Part 200 as adopted and supplemented by the USDA in 2 CFR Part 400. Adoption by USDA of the OMB guidance in 2 CFR 400 gives regulatory effect to the OMB guidance in 2 CFR 200 where full text may be found.

Electronic copies of the CFRs can be obtained at the following internet site: www.ecfr.gov. If you are unable to retrieve these regulations electronically, please contact your Grants and Agreements Office at (707) 980-3927.

OMB 0596-0217
Expiration Date: 11/30/2017
Rev. (12-13)

The following administrative provisions apply to this award:

A. LEGAL AUTHORITY. TreePeople shall have the legal authority to enter into this award, and the institutional, managerial, and financial capability to ensure proper planning, management, and completion of the project, which includes funds sufficient to pay the non-Federal share of project costs, when applicable.

B. PRINCIPAL CONTACTS. Individuals listed below are authorized to act in their respective areas for matters related to this award.

Principal Cooperator Contacts:

Cooperator Program Contact Cooperator Administrative Contact David Pineda
Director of Operations and Grants
12601 Mulholland Drive
Beverly Hills, CA 90210
Telephone:(626) 617-5471
FAX: (818) 753-4635
Email: [email protected]
Marylu Issaevitch
Grant Accountant
12601 Mulholland Drive
Beverly Hills, CA 90210
Telephone: (818) 681-7518
FAX: (818) 753-4635
Email: [email protected]
Principal Forest Service Contacts:

Forest Service Program Manager
Contact
Forest Service Administrative Contact
Alicia Sanchez-Scott
Urban & Community Forestry Assistant
Program Manager
State & Private Forestry
1323 Club Drive
Vallejo, CA 94592
Cell: 805-450-8369
Email: [email protected]
Kathryn Williams
Program Specialist
USDA Forest Service
State & Private Forestry
1323 Club Drive
Vallejo, CA 94592
Telephone: (707) 980-3927
Email: [email protected]
C. SYSTEM FOR AWARD MANAGEMENT REGISTRATION REQUIREMENT (SAM). TreePeople shall maintain current organizational information and the original Unique Entity Identifier (UEI) provided for this agreement in the System for Award Management (SAM) until receipt of final payment. This requires annual review and updates, when needed, of organizational information after the initial registration. More frequent review and updates may be required for changes in organizational information or agreement term(s). Any change to the original UEI provided in this agreement will result in termination of this agreement and de-obligation of any remaining funds. For purposes of this agreement, System for Award Management (SAM) means the Federal repository into which an entity must provide information required for the conduct of

Award Number: 24-DG-11052021-215

business as a Cooperative. Additional information about registration procedures may be found at the SAM Internet site at www.sam.gov.

D. ADVANCES AND REIMBURSABLE PAYMENTS – FINANCIAL ASSISTANCE.

Advances and reimbursable payments are approved under this award. Only costs for those project activities approved in (1) the initial award, or (2) modifications thereto, are allowable. Requests for payment must be submitted on Standard Form 270 (SF270), Request for Advance or Reimbursement, and must be submitted no more than monthly. In order to approve a Request for Advance Payment or Reimbursement, the Forest Service shall review such requests to ensure advances or payments for reimbursement are in compliance and otherwise consistent with OMB, USDA, and Forest Service regulations.

Advance payments must not exceed the minimum amount needed or no more than is needed for a 30-day period, whichever is less. If the Recipient receives an advance payment and subsequently requests an advance or reimbursement payment, then the request must clearly demonstrate that the previously advanced funds have been fully expended before the Forest Service can approve the request for payment. Any funds advanced, but not spent, upon expiration of this award must be returned to the Forest Service.

The Program Manager reserves the right to request additional information prior to approving a payment.

The invoice must be sent by one of three methods: Send a copy to:

EMAIL (preferred): [email protected]
FAX: 877-687-4894
POSTAL: USDA Forester Service
Budget & Finance - Grants and Agreements
4000 Masthead St, NE
Albuquerque, NM 87109
E. INDIRECT COST RATES. The approved indirect cost rate at the time of execution is

32.27% as shown in the NICRA provided by the Cooperator.

As new NICRAs are agreed to between TreePeople and their cognizant audit agency, the revised provisional or final rate(s) are automatically incorporated into this award, as appropriate, and must specify (1) the agreed upon rates, (2) the bases to which the rates apply, (3) the fiscal year for which the rates apply, and (4) the items treated as direct costs. The award obligation will not increase as a result of indirect cost rate increases.

Updates to NICRAs will not affect the total funds available for this award unless documented in a formally executed modification.

Award Number: 24-DG-11052021-215

If the NICRA is for a provisional rate, TreePeople shall be reimbursed at the established provisional rate(s), subject to appropriate adjustment when the final rate(s) for the fiscal year are established.

F. PRIOR WRITTEN APPROVAL. TreePeople shall obtain prior written approval pursuant to conditions set forth in 2 CFR 200.407.

G. MODIFICATIONS. Modifications within the scope of this award must be made by mutual consent of the parties, by the issuance of a written modification signed and dated by all properly authorized signatory officials, prior to any changes being performed. Requests for modification should be made, in writing, at least 45 days prior to implementation of the requested change. The Forest Service is not obligated to fund any changes not properly approved in advance.

H. PERIOD OF PERFORMANCE. This agreement is executed as of the date of the Forest Service signatory official signature. Pre-award costs will not be allowed except on a case-by-case basis through WO program approval at the WO level. Regional awards may make that decision at the regional level for awards at that level on a caseby-case basis.

I.

The end date, or expiration date is 03/31/2029. This instrument may be extended by a properly executed modification. See Modification Provision above.

J. AUTHORIZED REPRESENTATIVES. By signature below, each party certifies that the individuals listed in this document as representatives of the individual parties are authorized to act in their respective areas for matters related to this award. In witness whereof the parties hereto have executed this award.

DANIEL BERGER, Executive Director, Operations
TreePeople, Inc.

Date
SHERRY HAZELHURST, Director
USDA Forest Service, State & Private Forestry,
Region 5
Date
The authority and the format of this award have been reviewed and approved for signature.

April 4, 2024

Award Number: 24-DG-11052021-215

JASON BUCKNER
Forest Service Supervisory Grants Management
Specialist
Date

Award Number: 24-DG-11052021-215

ATTACHMENT A: FOREST SERVICE AWARD PROVISIONS
A. COLLABORATIVE ARRANGEMENTS. Where permitted by terms of the award and Federal law, TreePeople a may enter into collaborative arrangements with other organizations to jointly carry out activities with Forest Service funds available under this award.

B. FOREST SERVICE LIABILITY TO THE RECIPIENT. The United States shall not be liable to TreePeople for any costs, damages, claims, liabilities, and judgments that arise in connection with the performance of work under this award, including damage to any property owned by TreePeople or any third party.

C. NOTICES. Any notice given by the Forest Service or TreePeople will be sufficient only if in writing and delivered in person, mailed, or transmitted electronically by e-mail or fax, as follows:

To the Forest Service Program Manager, at the address specified in the award.

To TreePeople, at the address shown in the award or such other address designated within the award.

Notices will be effective when delivered in accordance with this provision, or on the effective date of the notice, whichever is later.

D. SUBAWARDS. Prior approval is required to issue subawards under this grant. The intent to subaward must be identified in the approved budget and scope of work and approved in the initial award or through subsequent modifications. Approval of each individual subaward is not required, however the cooperator must document that each sub-recipient does NOT have active exclusions in the System for Award Management (sam.gov).

The Cooperator must also ensure that they have evaluated each subrecipient’s risk in accordance with 2 CFR 200.332 (b).

Any subrecipient under this award must be notified that they are subject to the OMB guidance in subparts A through F of 2 CFR Part 200, as adopted and supplemented by the USDA in 2 CFR Part 400. Any sub-award must follow the regulations found in 2 CFR 200.331 through .333.

All subawards $30,000 or more must be reported at fsrs.gov in compliance with 2 CFR 170. See Attachment B for full text.

E. FINANCIAL STATUS REPORTING. A Federal Financial Report, Standard Form SF425 (and Federal Financial Report Attachment, SF-425A, if required for reporting multiple awards), must be submitted semi-annually. These reports are due 30 days after the reporting period ending June 30 and December 31. The final SF-425 (and SF-425A,

Award Number: 24-DG-11052021-215

if applicable) must be submitted either with the final payment request or no later than 120 days from the expiration date of the award. These forms may be found at https://www.grants.gov/web/grants/forms.html.

F. PROGRAM PERFORMANCE REPORTS. The recipient shall perform all actions identified and funded in application/modification narratives within the performance period identified in award.

In accordance with 2 CFR 200.301, reports must relate financial data to performance accomplishments of the federal award.

TreePeople shall submit semi-annual performance reports. These reports are due 30 days after the reporting period ending June 30 and December 31. The final performance report shall be submitted either with TreePeople’s final payment request, or separately, but not later than 120 days from the expiration date of the award. - Additional pertinent information: To support consistent and transparent public access to project outcomes funded through the Inflation Reduction Act, grantees are required to report quantitative and qualitative project accomplishments for reporting periods ending June 30 and December 31 to a public-facing Impact Reporting Platform. Grantees will be provided instructions for project impact reporting.

G. NOTIFICATION. TreePeople shall immediately notify the Forest Service of developments that have a significant impact on the activities supported under this award.

Also, notification must be given in case of problems, delays or adverse conditions that materially impair the ability to meet the objectives of the award. This notification must include a statement of the action taken or contemplated, and any assistance needed to resolve the situation.

H. CHANGES IN KEY PERSONNEL. Any revision to key personnel identified in this award requires notification of the Forest Service Program Manager by email or letter.

I. USE OF FOREST SERVICE INSIGNIA. In order for TreePeople to use the Forest Service insignia on any published media, such as a Web page, printed publication, or audiovisual production, permission must be granted by the Forest Service’s Office of Communications (Washington Office). A written request will be submitted by Forest Service, Program Manager, to the Office of Communications Assistant Director, Visual Information and Publishing Services prior to use of the insignia. The Forest Service Program Manager will notify TreePeople when permission is granted.

J. FUNDING EQUIPMENT. Federal funding under this award is not available for reimbursement of TreePeople’s purchase of equipment. Equipment is defined as having a fair market value of $5,000 or more per unit and a useful life of over one year. Supplies are those items that are not equipment.

Award Number: 24-DG-11052021-215

K. PUBLIC NOTICES. It is Forest Service's policy to inform the public as fully as possible of its programs and activities. TreePeople is encouraged to give public notice of the receipt of this award and, from time to time, to announce progress and accomplishments.

TreePeople may call on Forest Service's Office of Communication for advice regarding public notices. TreePeople is requested to provide copies of notices or announcements to the Forest Service Program Manager and to Forest Service's Office Communications as far in advance of release as possible.

L. FOREST SERVICE ACKNOWLEDGED IN PUBLICATIONS, AUDIOVISUALS, AND ELECTRONIC MEDIA. TreePeople shall acknowledge Forest Service support in any publications, audiovisuals, and electronic media developed as a result of this award.

Follow direction in USDA Supplemental 2 CFR 415.2.

M. COPYRIGHTING. TreePeople is/are granted sole and exclusive right to copyright any publications developed as a result of this award. This includes the right to publish and vend throughout the world in any language and in all media and forms, in whole or in part, for the full term of copyright and all renewals thereof in accordance with this award.

No original text or graphics produced and submitted by the Forest Service shall be copyrighted. The Forest Service reserves a royalty-free, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use the work for federal government purposes.

This right shall be transferred to any sub-awards or subcontracts.

This provision includes:

The copyright in any work developed by TreePeople under this award.

Any right of copyright to which TreePeople purchase(s) ownership with any federal contributions.

N. NONDISCRIMINATION STATEMENT – PRINTED, ELECTRONIC, OR AUDIOVISUAL MATERIAL. TreePeople shall include the following statement, in full, in any printed, audiovisual material, or electronic media for public distribution developed or printed with any Federal funding.

In accordance with Federal law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, disability, and reprisal or retaliation for prior civil rights activity. (Not all prohibited bases apply to all programs.)
Program information may be made available in languages other than English.

Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, and American Sign Language) should contact the responsible State or local Agency that administers

Award Number: 24-DG-11052021-215

the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form, which can be obtained online at https://www.ocio.usda.gov/document/ad-3027, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:
(1) Mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue SW, Washington, D.C. 20250-9410; o (2) Fax: (833) 256-1665 or (202) 690-7442; or
(3) Email: [email protected].

If the material is too small to permit the full Non-Discrimination Statement to be included, the material will, at a minimum, include the alternative statement:
“This institution is an equal opportunity provider.”
O. DISPUTES. In the event of any issue of controversy under this agreement, the parties may pursue Alternate Dispute Resolution (ADR) procedures to voluntarily resolve those issues. These procedures may include, but are not limited to conciliation, facilitation, mediation, and fact finding.

Should the parties be unable to resolve the issue of controversy through ADR, then the Signatory Official will make the decision. A written copy of the decision will be provided to the Cooperator.

Decisions of the Signatory Official shall be final unless, within 30 days of receipt of the decision of the Signatory Official, the Cooperator appeals the decision to the Forest Service's Deputy Chief, State, Private, and Tribal Forestry (SPTF). Any appeal made under this provision shall be in writing and addressed to the Deputy Chief, SPTF, USDA, Forest Service, Washington, DC 20024. A copy of the appeal shall be concurrently furnished to the Signatory Official.

A decision under this provision by the Deputy Chief, SPTF, is final. The final decision by the Deputy Chief, SPTF, does not preclude the Cooperator from pursuing remedies available under the law.

P. AWARD CLOSEOUT. TreePeople must submit, no later than 120 calendar days after the end date of the period of performance, all financial, performance, and other reports as required by the terms and conditions of the Federal award.

Any unobligated balance of cash advanced to TreePeople must be immediately refunded to the Forest Service, including any interest earned in accordance with 2 CFR

Award Number: 24-DG-11052021-215

200.344(d).

If this award is closed without audit, the Forest Service reserves the right to disallow and recover an appropriate amount after fully considering any recommended disallowances resulting from an audit which may be conducted later.

Q. TERMINATION. This award may be terminated, in whole or part pursuant to 2 CFR 200.340.

R. DEBARMENT AND SUSPENSION. TreePeople shall immediately inform the Forest Service if they or any of their principals are presently excluded, debarred, or suspended from entering into covered transactions with the federal government according to the terms of 2 CFR Part 180. Additionally, should TreePeople or any of their principals receive a transmittal letter or other official federal notice of debarment or suspension, then they shall notify the Forest Service without undue delay. This applies whether the exclusion, debarment, or suspension is voluntary or involuntary. The Recipient shall adhere to 2 CFR Part 180 Subpart C in regards to review of sub-recipients or contracts for debarment and suspension.

All subrecipients and contractors must complete the form AD-1048, Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion, Lower Tier Covered Transactions. Blank forms are available electronically. Completed forms must be kept on file with the primary recipient.

S. MEMBERS OF CONGRESS. Pursuant to 41 U.S.C. 22, no member of, or delegate to, Congress shall be admitted to any share or part of this award, or benefits that may arise therefrom, either directly or indirectly.

T. SCIENTIFIC INTEGRITY: USDA is committed to the highest levels of integrity in all of our scientific activities and decision making. This includes to performing, recording and reporting the results of scientific activities with honesty, objectivity, and transparency.

All persons performing under this agreement shall adhere to the principles of scientific integrity described in Departmental Regulation (DR) 1074-001.

U. GEOSPATIAL DATA. All data collected will meet the requirements of the Geospatial Data Act of 2018 where applicable. This will always include the documentation of all relevant metadata standards, use of standard data formats; description of quantitative measures of uncertainty and source of uncertainty and sources of uncertainty associated with the data. Additionally, the data must meet specific standards specified elsewhere to ensure the data is useful to support the USDA’s mission. The recipient/cooperator agrees to comply with USDA’s Department-wide enterprise geospatial data management policy implemented in Departmental Regulation 3465-001 which establishes the USDA policy for defining the strategic direction necessary to optimize the management of the USDA geospatial data and geospatial infrastructure, including all geospatial data created for, by, and enhanced by USDA.

Award Number: 24-DG-11052021-215

V. PUBLIC ACCESS TO SCHOLARLY PUBLICATIONS AND DIGITAL SCIENTIFIC RESEARCH DATA. The recipient agrees to comply with USDA’s Department-wide public access policy implemented in Departmental Regulation 1020-006 which establishes the USDA policy for public access to scholarly publications and digital scientific research data assets. The USDA will make all peer-reviewed, scholarly publications and digital scientific research data assets arising from unclassified scientific research supported wholly or in part by the USDA accessible to the public, to the extent practicable.

W. BUY AMERICA BUILD AMERICA. Recipients of an award of Federal financial assistance from a program for infrastructure are hereby notified that none of the funds provided under this award may be used for an infrastructure project unless:
(1) All iron and steel used in the project are produced in the United States—this means all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States; (2) All manufactured products used in the project are produced in the United States— this means the manufactured product was manufactured in the United States; and the cost of the components of the manufactured product that are mined, produced, or manufactured in the United States is greater than 55 percent of the total cost of all components of the manufactured product, unless another standard that meets or exceeds this standard has been established under applicable law or regulation for determining the minimum amount of domestic content of the manufactured product; and
(3) All construction materials are manufactured in the United States—this means that all manufacturing processes for the construction material occurred in the United States. The construction material standards are listed below.

Incorporation into an infrastructure project. The Buy America Preference only applies to articles, materials, and supplies that are consumed in, incorporated into, or affixed to an infrastructure project. As such, it does not apply to tools, equipment, and supplies, such as temporary scaffolding, brought to the construction site and removed at or before the completion of the infrastructure project. Nor does a Buy America Preference apply to equipment and furnishings, such as movable chairs, desks, and portable computer equipment, that are used at or within the finished infrastructure project, but are not an integral part of the structure or permanently affixed to the infrastructure project.

Categorization of articles, materials, and supplies. An article, material, or supply should only be classified into one of the following categories: (i) Iron or steel products; (ii)

Award Number: 24-DG-11052021-215

Manufactured products; (iii) Construction materials; or (iv) Section 70917(c) materials.

An article, material, or supply should not be considered to fall into multiple categories. In some cases, an article, material, or supply may not fall under any of the categories listed in this paragraph. The classification of an article, material, or supply as falling into one of the categories listed in this paragraph must be made based on its status at the time it is brought to the work site for incorporation into an infrastructure project. In general, the work site is the location of the infrastructure project at which the iron, steel, manufactured products, and construction materials will be incorporated.

Application of the Buy America Preference by category. An article, material, or supply incorporated into an infrastructure project must meet the Buy America Preference for only the single category in which it is classified.

Determining the cost of components for manufactured products. In determining whether the cost of components for manufactured products is greater than 55 percent of the total cost of all components, use the following instructions:
(a) For components purchased by the manufacturer, the acquisition cost, including transportation costs to the place of incorporation into the manufactured product (whether or not such costs are paid to a domestic firm), and any applicable duty (whether or not a duty-free entry certificate is issued); or (b) For components manufactured by the manufacturer, all costs associated with the manufacture of the component, including transportation costs as described in paragraph (a), plus allocable overhead costs, but excluding profit. Cost of components does not include any costs associated with the manufacture of the manufactured product.

Construction material standards. The Buy America Preference applies to the following construction materials incorporated into infrastructure projects. Each construction material is followed by a standard for the material to be considered “produced in the United States.” Except as specifically provided, only a single standard should be applied to a single construction material.
(1) Non-ferrous metals. All manufacturing processes, from initial smelting or melting through final shaping, coating, and assembly, occurred in the United States. (2) Plastic and polymer-based products. All manufacturing processes, from initial combination of constituent plastic or polymer-based inputs, or, where applicable, constituent composite materials, until the item is in its final form, occurred in the United States.

Award Number: 24-DG-11052021-215

(3) Glass. All manufacturing processes, from initial batching and melting of raw materials through annealing, cooling, and cutting, occurred in the United States. (4) Fiber optic cable (including drop cable). All manufacturing processes, from the initial ribboning (if applicable), through buffering, fiber stranding and jacketing, occurred in the United States. All manufacturing processes also include the standards for glass and optical fiber, but not for non-ferrous metals, plastic and polymer-based products, or any others.
(5) Optical fiber. All manufacturing processes, from the initial preform fabrication stage through the completion of the draw, occurred in the United States. (6) Lumber. All manufacturing processes, from initial debarking through treatment and planning, occurred in the United States.
(7) Drywall. All manufacturing processes, from initial blending of mined or synthetic gypsum plaster and additives through cutting and drying of sandwiched panels, occurred in the United States.
(8) Engineered wood. All manufacturing processes from the initial combination of constituent materials until the wood product is in its final form, occurred in the United States.

Waivers. When necessary, recipients may apply for, and the agency may grant, a waiver from these requirements. The agency should notify the recipient for information on the process for requesting a waiver from these requirements.

When the Federal agency has made a determination that one of the following exceptions applies, the awarding official may waive the application of the Buy America Preference in any case in which the agency determines that:
(1) applying the Buy America Preference would be inconsistent with the public interest;
(2) the types of iron, steel, manufactured products, or construction materials are not produced in the United States in sufficient and reasonably available quantities or of a satisfactory quality; or

Award Number: 24-DG-11052021-215

(3) the inclusion of iron, steel, manufactured products, or construction materials produced in the United States will increase the cost of the overall project by more than 25 percent.

A request to waive the application of the Buy America Preference must be in writing. The agency will provide instructions on the format, contents, and supporting materials required for any waiver request. Waiver requests are subject to public comment periods of no less than 15 days and must be reviewed by the Made in America Office.

There may be instances where an award qualifies, in whole or in part, for an existing waiver described at USDA Buy America Waivers for Federal Financial Assistance | USDA.

Definitions
“Buy America Preference” means the “domestic content procurement preference” set forth in section 70914 of the Build America, Buy America Act, which requires the head of each Federal agency to ensure that none of the funds made available for a Federal award for an infrastructure project may be obligated unless all of the iron, steel, manufactured products, and construction materials incorporated into the project are produced in the United States.
“Construction materials” means articles, materials, or supplies that consist of only one of the items listed in paragraph (1) of this definition, except as provided in paragraph (2) of this definition. To the extent one of the items listed in paragraph (1) contains as inputs other items listed in paragraph (1), it is nonetheless a construction material. (1) The listed items are:
(i) Non-ferrous metals;
(ii) Plastic and polymer-based products (including polyvinylchloride, composite building materials, and polymers used in fiber optic cables); (iii) Glass (including optic glass);
(iv) Fiber optic cable (including drop cable);
(v) Optical fiber;
(vi) Lumber;
(vii) Engineered wood; and
(viii) Drywall.
(2) Minor additions of articles, materials, supplies, or binding agents to a construction material do not change the categorization of the construction material.

Award Number: 24-DG-11052021-215

“Infrastructure” means public infrastructure projects in the United States, which includes, at a minimum, the structures, facilities, and equipment for roads, highways, and bridges; public transportation; dams, ports, harbors, and other maritime facilities; intercity passenger and freight railroads; freight and intermodal facilities; airports; water systems, including drinking water and wastewater systems; electrical transmission facilities and systems; utilities; broadband infrastructure; and buildings and real property; and structures, facilities, and equipment that generate, transport, and distribute energy including electric vehicle (EV) charging.
“Infrastructure project” means any activity related to the construction, alteration, maintenance, or repair of infrastructure in the United States regardless of whether infrastructure is the primary purpose of the project. See also paragraphs (c) and (d) of 2 CFR 184.4.
“Iron or steel products” means articles, materials, or supplies that consist wholly or predominantly of iron or steel or a combination of both.

X. TRAFFICKING IN PERSONS.

1. Provisions applicable to a Recipient that is a private entity. a. You as the Recipient, your employees, Subrecipients under this award, and Subrecipients’ employees may not:
(1) Engage in severe forms of trafficking in persons during the period of time that the award is in effect;
(2) Procure a commercial sex act during the period of time that the award is in effect; or
(3) Use forced labor in the performance of the award or subawards under the award.
b. We as the Federal awarding agency may unilaterally terminate this award, without penalty, if you or a Subrecipient that is a private entity:
(1) Is determined to have violated a prohibition in paragraph a.1 of this award term; or
(2) Has an employee who is determined by the agency official authorized to terminate the award to have violated a prohibition in paragraph a.1 of this award term through conduct that is either:
i. Associated with performance under this award; or
ii. Imputed to you or the subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR part 180, ‘‘OMB Guidelines to Agencies on Government wide Debarment and Suspension
(Nonprocurement),’’.

2. Provision applicable to a Recipient other than a private entity. We as the Federal

Award Number: 24-DG-11052021-215

awarding agency may unilaterally terminate this award, without penalty, if a subrecipient that is a private entity:
a. Is determined to have violated an applicable prohibition in paragraph a.1 of this award term; or
b. Has an employee who is determined by the agency official authorized to terminate the award to have violated an applicable prohibition in paragraph a.1 of this award term through conduct that is either—
(1) Associated with performance under this award; or
(2) Imputed to the subrecipient using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR part 180, ‘‘OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement),’’

3. Provisions applicable to any recipient.
a. You must inform us immediately of any information you receive from any source alleging a violation of a prohibition in paragraph a.1 of this award term. b. Our right to terminate unilaterally that is described in paragraph a.2 or b of this section:
(1) Implements section 106(g) of the Trafficking Victims Protection Act of 2000 (TVPA), as amended (22 U.S.C. 7104(g)), and
(2) Is in addition to all other remedies for noncompliance that are available to us under this award.
c. You must include the requirements of paragraph a.1 of this award term in any subaward you make to a private entity.

4. Definitions. For purposes of this award term:
a. ‘‘Employee’’ means either:
(1) An individual employed by you or a subrecipient who is engaged in the performance of the project or program under this award; or (2) Another person engaged in the performance of the project or program under this award and not compensated by you including, but not limited to, a volunteer or individual whose services are contributed by a third party as an in-kind contribution toward cost sharing or matching requirements. b. ‘‘Forced labor’’ means labor obtained by any of the following methods: the recruitment, harboring, transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery. c. ‘‘Private entity’’:
(1) Means any entity other than a State, local government, Indian tribe, or foreign public entity, as those terms are defined in 2 CFR 175.25. (2) Includes:
i. A nonprofit organization, including any nonprofit institution of higher education, hospital, or tribal organization other than one included in the definition of Indian tribe at 2 CFR 175.25(b). ii. A for-profit organization.
d. ‘‘Severe forms of trafficking in persons,’’ ‘‘commercial sex act,’’ and

Award Number: 24-DG-11052021-215

‘‘coercion’’ have the meanings given at section 103 of the TVPA, as amended (22 U.S.C. 7102).

Y. DRUG-FREE WORKPLACE.

1. TreePeople agree(s) that it will publish a drug-free workplace statement and provide a copy to each employee who will be engaged in the performance of any project/program that receives federal funding. The statement must a. Tell the employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in its workplace; b. Specify the actions TreePeople will take against employees for violating that prohibition; and
c. Let each employee know that, as a condition of employment under any award, the employee:
(1) Shall abide by the terms of the statement, and
(2) Shall notify TreePeople in writing if they are convicted for a violation of a criminal drug statute occurring in the workplace, and shall do so no more than 5 calendar days after the conviction.

2. TreePeople agree(s) that it will establish an ongoing drug-free awareness program to inform employees about
a. The dangers of drug abuse in the workplace;
b. The established policy of maintaining a drug-free workplace; c. Any available drug counseling, rehabilitation and employee assistance programs; and
d. The penalties that you may impose upon them for drug abuse violations occurring in the workplace.

3. Without the Program Manager’s expressed written approval, the policy statement and program must be in place as soon as possible, no later than the 30 days after the effective date of this instrument, or the completion date of this award, whichever occurs first.

4. TreePeople agrees to immediately notify the Program Manager if an employee is convicted of a drug violation in the workplace. The notification must be in writing, identify the employee’s position title, the award number of each award on which the employee worked. The notification must be sent to the Program Manager within 10 calendar days after TreePeople learns of the conviction.

5. Within 30 calendar days of learning about an employee’s conviction, TreePeople must either
a. Take appropriate personnel action against the employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973 (29 USC 794), as amended, or
b. Require the employee to participate satisfactorily in a drug abuse assistance or

Award Number: 24-DG-11052021-215

rehabilitation program approved for these purposes by a Federal, State or local health, law enforcement, or other appropriate agency.

Z. PROHIBITION AGAINST USING FUNDS WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS.

1. The recipient may not require its employees, contractors, or subrecipients seeking to report fraud, waste, or abuse to sign or comply with internal confidentiality agreements or statements prohibiting or otherwise restricting them from lawfully reporting that waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information.

2. The recipient must notify its employees, contractors, or subrecipients that the prohibitions and restrictions of any internal confidentiality agreements inconsistent with paragraph (1) of this award provision are no longer in effect.

3. The prohibition in paragraph (1) of this award provision does not contravene requirements applicable to any other form issued by a Federal department or agency governing the nondisclosure of classified information.

4. If the Government determines that the recipient is not in compliance with this award provision, it;
a. Will prohibit the recipient’s use of funds under this award in accordance with sections 743, 744 of Division E of the Consolidated Appropriations Act, 2016, (Pub. L. 114-113) or any successor provision of law; and b. May pursue other remedies available for the recipient’s material failure to comply with award terms and conditions.

AA. ELIGIBLE WORKERS. TreePeople shall ensure that all employees complete the I-9 form to certify that they are eligible for lawful employment under the Immigration and Nationality Act (8 U.S.C. 1324(a)). TreePeople shall comply with regulations regarding certification and retention of the completed forms. These requirements also apply to any contract or supplemental instruments awarded under this award.

BB. FREEDOM OF INFORMATION ACT (FOIA). Public access to award or agreement records must not be limited, except when such records must be kept confidential and would have been exempted from disclosure pursuant to Freedom of Information regulations (5 U.S.C. 552). Requests for research data are subject to 2 CFR 315(e).

Public access to culturally sensitive data and information of Federally-recognized Tribes may also be explicitly limited by P.L. 110-234, Title VIII Subtitle B §8106 (2009 Farm Bill).

CC. TEXT MESSAGING WHILE DRIVING. In accordance with Executive Order (EO) 13513, “Federal Leadership on Reducing Text Messaging While Driving,” any and all text messaging by Federal employees is banned: a) while driving a Government owned vehicle (GOV) or driving a privately owned vehicle (POV) while on official Government business; or b) using any electronic equipment supplied by the Government when driving

Award Number: 24-DG-11052021-215

any vehicle at any time. All Cooperators, their Employees, Volunteers, and Contractors are encouraged to adopt and enforce policies that ban text messaging when driving company owned, leased or rented vehicles, POVs or GOVs when driving while on official Government business or when performing any work for or on behalf of the Government.

DD. PROMOTING FREE SPEECH AND RELIGIOUS FREEDOM. As a recipient of USDA financial assistance, you will comply with the following:

1. Do not discriminate against applicants for sub-grants on the basis of their religious character.

2. 7 Code of Federal Regulations (CFR) part 16.3(a), Rights of Religious Organizations.

3. Statutory and National policy requirements, including those prohibiting discrimination and those described in Executive Order 13798 promoting free speech and religious freedom, 2 CFR 200.300.

EE. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. The cooperator (including subrecipients) is responsible for compliance with the prohibition on certain telecommunications and video surveillance services or equipment identified in 2 CFR 200.216. See Public Law 115-232, Section 889 for additional information.

In accordance with 2 CFR 200.216, the grantee (including subrecipients) is prohibited from obligating or expending loan or grant funds for covered telecommunications equipment or services to:
(1) procure or obtain, extend or renew a contract to procure or obtain; (2) enter into a contract (or extend or renew a contract) to procure; or (3) obtain the equipment, services or systems.

FF. DAVIS BACON WAGES FOR CONSTRUCTION. Following the requirement in Section 41101 of the Bipartisan Infrastructure Law, P.L. 117-58, Davis-Bacon wage rates must be applied for all laborers and mechanics employed by contractors or subcontractors in the performance of construction, alteration, or repair work on a project assisted in whole or in part by funding made available under this Act. Laborers and mechanics shall be paid wages at rates not less than those prevailing on similar projects in the locality, as determined by the Secretary of Labor in accordance with subchapter IV of chapter 31 of title 40, United States Code (commonly referred to as the ‘‘Davis-Bacon Act’’).

GG. INVESTING IN AMERICA SIGNAGE. For any Bipartisan Infrastructure Law or Inflation Reduction Act funded public construction project in the amount of $250,000 or more, the Cooperator shall visibly post clear and prominent signs acknowledging the source of funding. See Office of Management and Budget Memorandum CA-23-6.

For any construction project less than $250,000 or a non-construction project, the Cooperator is encouraged to display a poster or utilize other appropriate Investing in America media. Specific sign and poster design criteria may be found in the USDA Style

Award Number: 24-DG-11052021-215

Guide. Production costs of Investing in America signs shall be reasonable. To maintain reasonable costs, the Cooperator is encouraged to use recycled or recovered materials when producing signs. In the event production of such signs and/or posters will result in unreasonable costs, expenses or burden to the Cooperator, production will not be required, and the Forest Service should be notified.

Award Number: 24-DG-11052021-215

ATTACHMENT B: 2 CFR PART 170
Appendix A to Part 170—Award Term
I. Reporting Subawards and Executive Compensation
a. Reporting of first-tier subawards.

1. Applicability. Unless you are exempt as provided in paragraph d. of this award term, you must report each action that equals or exceeds $30,000 in Federal funds for a subaward to a non-Federal entity or Federal agency (see definitions in paragraph e. of this award term).

2. Where and when to report.
i. The non-Federal entity or Federal agency must report each obligating action described in paragraph a.1. of this award term to http://www.fsrs.gov. ii. For subaward information, report no later than the end of the month following the month in which the obligation was made. (For example, if the obligation was made on November 7, 2010, the obligation must be reported by no later than December 31, 2010.)

3. What to report. You must report the information about each obligating action that the submission instructions posted at http://www.fsrs.gov specify. b. Reporting total compensation of recipient executives for non-Federal entities.

1. Applicability and what to report. You must report total compensation for each of your five most highly compensated executives for the preceding completed fiscal year, if— i. The total Federal funding authorized to date under this Federal award equals or exceeds $30,000 as defined in 2 CFR 170.320;
ii. in the preceding fiscal year, you received—
(A) 80 percent or more of your annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards), and (B) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and, iii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.)

2. Where and when to report. You must report executive total compensation described in paragraph b.1. of this award term:
i. As part of your registration profile at https://www.sam.gov. ii. By the end of the month following the month in which this award is made, and annually thereafter.
c. Reporting of Total Compensation of Subrecipient Executives.

1. Applicability and what to report. Unless you are exempt as provided in paragraph d. of this award term, for each first-tier non-Federal entity subrecipient under this award, you shall report the names and total compensation of each of the subrecipient’s five most

Award Number: 24-DG-11052021-215

highly compensated executives for the subrecipient’s preceding completed fiscal year, if—
i. in the subrecipient’s preceding fiscal year, the subrecipient received— (A) 80 percent or more of its annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards) and, (B) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to the Transparency Act (and subawards); and
ii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.)

2. Where and when to report. You must report subrecipient executive total compensation described in paragraph c.1. of this award term:
i. To the recipient.
ii. By the end of the month following the month during which you make the subaward.

For example, if a subaward is obligated on any date during the month of October of a given year (i.e., between October 1 and 31), you must report any required compensation information of the subrecipient by November 30 of that year. d. Exemptions.

If, in the previous tax year, you had gross income, from all sources, under $300,000, you are exempt from the requirements to report:
i. Subawards, and
ii. The total compensation of the five most highly compensated executives of any subrecipient.
e. Definitions. For purposes of this award term:

1. Federal Agency means a Federal agency as defined at 5 U.S.C. 551(1) and further clarified by 5 U.S.C. 552(f).

2. Non-Federal entity means all of the following, as defined in 2 CFR part 25:
i. A Governmental organization, which is a State, local government, or Indian tribe; ii. A foreign public entity;
iii. A domestic or foreign nonprofit organization; and, iv. A domestic or foreign for-profit organization

3. Executive means officers, managing partners, or any other employees in management positions.

4. Subaward:
i. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. ii. The term does not include your procurement of property and services needed to carry out the project or program (for further explanation, see 2 CFR 200.331). iii. A subaward may be provided through any legal agreement, including an agreement that you or a subrecipient considers a contract.

Award Number: 24-DG-11052021-215

5. Subrecipient means a non-Federal entity or Federal agency that:
i. Receives a subaward from you (the recipient) under this award; and ii. Is accountable to you for the use of the Federal funds provided by the subaward.

6. Total compensation means the cash and noncash dollar value earned by the executive during the recipient’s or subrecipient’s preceding fiscal year and includes the following (for more information see 17 CFR 229.402(c)(2)).

END OF ATTACHMENT B: 2 CFR PART 170

Award Number: 24-DG-11052021-215

ATTACHMENT C: WHISTLEBLOWER NOTICE
Whistleblowers perform an important service to USDA and the public when they come forward with what they reasonably believe to be evidence of wrongdoing. They should never be subject to reprisal for doing so. Federal law protects federal employees as well as personal services contractors and employees of Federal contractors, subcontractors, grantees, and subgrantees against reprisal for whistleblowing. USDA bears the responsibility to ensure that nothing in a non-disclosure agreement which a contractor, subcontractor, grantee, or subgrantee requires their employees to sign should be interpreted as limiting their ability to provide information to the Office of Inspector General (OIG). 41 U.S.C. § 4712 requires the head of each executive agency to ensure that its contractors inform their workers in writing of the rights and remedies under the statute.

Accordingly, it is illegal for a personal services contractor or an employee of a Federal contractor, subcontractor, grantee, or subgrantee to be discharged, demoted, or otherwise discriminated against for making a protected whistleblower disclosure. In this context, these categories of individuals are whistleblowers who disclose information that the individual reasonably believes is evidence of one of the following:
• Gross mismanagement of a Federal contract or grant;
• A gross waste of Federal funds;
• An abuse of authority relating to a Federal contract or grant; • A substantial and specific danger to public health or safety; or • A violation of law, rule, or regulation related to a Federal contract (including the competition for or negotiation of a contract) or grant.

To be protected under 41 U.S.C. § 4712, the disclosure must be made to one of the following:
• A Member of Congress, or a representative of a committee of Congress; • The OIG;
• The Government Accountability Office (GAO);
• A Federal employee responsible for contract or grant oversight or management at USDA;
• An otherwise authorized official at USDA or other law enforcement agency; • A court or grand jury; or
• A management official or other employee of the contractor, subcontractor, or grantee who has the responsibility to investigate, discover, or address misconduct.

Under 41 U.S.C. § 4712, personal services contractors as well as employees of contractors, subcontractors, grantees, or subgrantees may file a complaint with OIG, who will investigate the matter unless they determine that the complaint is frivolous, fails to allege a violation of the prohibition against whistleblower reprisal, or has been addressed in another proceeding.

OIG’s investigation is then presented to the head of the executive agency who evaluates the facts of the investigation and can order the contractor, subcontractor, grantee, or subgrantee

Award Number: 24-DG-11052021-215

to take remedial action, such as reinstatement or back pay.

Federal Acquisition Regulation (FAR) Subpart 3.903, Whistleblower Protections for Contractor Employees, Policy, prohibits government contractors from retaliating against a contract worker for making a protected disclosure related to the contract. FAR Subpart

3.909-1 prohibits the Government from using funds for a contract with an entity that requires its employees or subcontractors to sign internal confidentiality statements prohibiting or restricting disclosures of fraud, waste, or abuse to designated persons. This prohibition does not contravene agreements pertaining to classified information. The regulation also requires contracting officers to insert FAR clause 52.203-17, Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights, in all solicitations and contracts that exceed the Simplified Acquisition Threshold as defined in FAR Subpart 3.908.

This clause requires notification to contractor employees that they are subject to the whistleblower rights and remedies referenced in 41 U.S.C. § 4712.

In order to make a complaint alleging any of the violations mentioned above, one should complete the OIG Hotline form located at: https://www.usda.gov/oig/hotline. For additional information, they may also visit the WPC’s webpage at: https://www.usda.gov/oig/wpc or they may directly contact the WPC at [email protected].

ATTACHMENT D: SUPPLEMENTAL PROVISIONS
JUSTICE 40 INITIATIVE. Executive Order (EO) 14008, Tackling the Climate Crisis at Home and Abroad, was signed on January 27, 2021. This EO commits federal agencies to providing 40% of federal benefits to disadvantaged communities. When the cooperator is considering a sub-award or contract to be executed under this agreement, the cooperator shall consider the requirements of EO 14008, section 223, OMB M-21-28 and OMB-23-09.

AGENDA REPORT

CITY OF MAYWOOD
AGENDA ITEM NO. 12.

DATE: July 22, 2026
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: NANCY RODRIGUEZ, HR/RISK MANAGER
SUBJECT: ADOPT RESOLUTION NO. 6478 SUPERSEDING RESOLUTION NO. 6437 AND

APPROVING AN UPDATED COMPENSATION AND BENEFIT PROVISIONS FOR

EXEMPT, NON-REPRESENTED EMPLOYEES
RECOMMENDATION:

Staff recommends that the City Council adopt Resolution No. 6478 superseding Resolution No. 6437 and approving updated compensation and benefit provisions for exempt, non-represented employees consistent with the compensation provisions approved in the AFSCME District Council 36, Local 4319 Successor Memorandum of Understanding (MOU).

BACKGROUND:

On November 19, 2025, the City Council adopted Resolution No. 6437 approving a four percent (4%) Cost-ofLiving Adjustment (COLA) and a one-day-per-week remote work option for exempt, non-represented employees. Resolution No. 6437 further provided that the remote work option would be discontinued upon implementation of a Citywide 4/10 alternative work schedule.

On January 21, 2026, the City Council approved Resolution No. 6444 adopting the Successor Memorandum of Understanding (MOU) between the City of Maywood and AFSCME District Council 36, Local 4319, effective July 1, 2025 through June 30, 2028. The successor MOU includes various compensation and benefit enhancements designed to support employee recruitment, retention, and operational efficiency.

Historically, the City has extended selected compensation and benefit provisions negotiated with represented employees to exempt, non-represented employees in order to maintain internal equity and remain competitive in attracting and retaining qualified management and professional employees.

Accordingly, staff recommends superseding Resolution No. 6437 with a new resolution that incorporates the applicable economic provisions approved under the successor MOU for exempt, non-represented employees.

DISCUSSION:

The proposed resolution updates compensation and benefits for exempt, non-represented employees to maintain consistency with the recently approved successor MOU while recognizing that exempt employees are not members of a bargaining unit and remain governed by City Council resolutions, employment agreements, Personnel Rules and Regulations, and applicable law.

The proposed updates include:

1. Maintaining the previously approved four percent (4%) Cost-of-Living Adjustment effective July 2025 and approving the additional three percent (3%) Cost-of-Living Adjustments effective July 2026 and July 2027.

2. Replacing the previously approved one-day-per-week remote work option with eligibility to participate in the City's approved four-day, ten-hour (4/10) alternative work schedule, subject to operational needs and approval by the City Manager.

3. Providing eligibility for the City's Education Reimbursement Program under the same eligibility requirements approved by the City Council.

These updates continue the City's longstanding practice of maintaining consistency between represented and exempt employee groups while preserving the City's authority to establish compensation and benefits for exempt, non-represented employees.

LEGAL REVIEW:

The City Attorney has reviewed this staff report.

FISCAL IMPACT:

The fiscal impact associated with these adjustments has been incorporated into the adopted Fiscal Year 2026- 27 budget.

ATTACHMENT(S)

1. Reso No. 6478 - July 2026

2. Resolution No. 6437

RESOLUTION NO. 6478

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF MAYWOOD, CALIFORNIA, SUPERSEDING
RESOLUTION NO. 6437 AND APPROVING UPDATED
COMPENSATION AND BENEFITS FOR EXEMPT, NONREPRESENTED EMPLOYEES WHEREAS, exempt, non-represented employees are not represented by a recognized employee organization and serve under terms and conditions established by the City Council; and WHEREAS, on November 19, 2025, the City Council adopted Resolution No. 6437 approving compensation adjustments and a remote work option for exempt, non-represented employees; and
WHEREAS, on January 21, 2026, the City Council approved Resolution No. 6444 adopting the Successor Memorandum of Understanding (MOU) between the City of Maywood and AFSCME District Council 36, Local 4319, effective July 1, 2025, through June 30, 2028; and WHEREAS, the successor MOU includes various compensation and benefit enhancements intended to support employee recruitment, retention, and organizational effectiveness; and
WHEREAS, to continue its longstanding practice of maintaining internal equity by extending selected economic and benefit provisions approved for represented employees to the City's exempt, non-represented employees, while recognizing that exempt employees remain governed by City Council resolutions, employment agreements, personnel rules, and applicable law rather than a Memorandum of Understanding; and
WHEREAS, the City to supersede Resolution No. 6437 with one comprehensive resolution governing compensation and benefits for exempt, non-represented employees.

NOW, THEREFORE, THE CITY COUNCIL FOR THE CITY OF MAYWOOD DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. Resolution No. 6437 is hereby superseded in its entirety.

SECTION 2. The following cost-of-living adjustments (“COLA”) for exempt, nonrepresented employees is hereby approved as follows:
a. A three percent (3%) COLA effective the first full pay period following July 1, 2026. b. A three percent (3%) (COLA) effective the first full pay period following July 1, 2027.

SECTION 3. Eligible exempt, non-represented employees may participate in the City's four-day, ten-hour (4/10) alternative work schedule subject to operational needs and approval by the City Manager.

SECTION 4. Exempt, non-represented employees shall be eligible to participate in the City's Education Reimbursement Program under the same eligibility requirements and annual reimbursement limits approved for represented employees as set forth in the applicable memorandum of understanding.

SECTION 5. Nothing contained in this Resolution shall be construed as creating a Memorandum of Understanding or collective bargaining rights for exempt, non-represented employees. The compensation and benefits provided herein are established solely by action of the City Council and may be amended by future resolution, consistent with applicable law.

SECTION 6. The City Manager is authorized to implement and administer the provisions of this Resolution.

SECTION 7. This Resolution shall become effective immediately upon adoption.

PASSED, APPROVED AND ADOPTED, this 22nd day of July 2026. ____________________________________
Heber Marquez, Mayor
ATTEST:
________________________________
Miguel Leon, Deputy City Clerk

APPROVED AS TO FORM
______________________________
Roxanne Diaz, City Attorney

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:

CITY OF MAYWOOD )
I, Miguel Leon, Deputy City Clerk of the City Council of the City of Maywood, do hereby certify that foregoing Resolution No. 6478 was duly passed and adopted by the City Council of the City of Maywood, at a regular meeting of the City Council held on the 22nd day of July 2026, by the following roll call vote, to wit:

AYES:

NAYS:

ABSENT:

ABSTAINED:

Miguel Leon, Deputy City Clerk

AGENDA REPORT

CITY OF MAYWOOD
AGENDA ITEM NO. 13.

DATE: July 22, 2026
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: NANCY RODRIGUEZ, HR/RISK MANAGER
SUBJECT: CONSIDERATION OF RESOLUTION NO. 6479 AMENDING THE CITY’S

CLASSIFICATION PLAN TO ADD PART-TIME COMMUNICATIONS SPECIALIST AND

ADOPT THE SALARY RANGE FOR THE POSITION
RECOMMENDATION:

Staff recommends that the City Council adopt Resolution No. 6479 amending the City's Employee Classification Plan to add Part-Time Communications Specialist and adopt the corresponding salary range.

BACKGROUND:

The City currently does not have a dedicated position for communications, including social media, website content, public information, and community outreach. As the City's communication needs have continued to grow, these responsibilities have been assigned to existing staff in addition to their regular duties.

To better support these functions, staff has developed a Part-Time Communications Specialist classification that will provide dedicated assistance while offering flexibility to evaluate the City's long-term operational needs.

DISCUSSION:

During the May budget study session, the City Council directed staff to include funds in this fiscal year budget for a position to assist with communications. The proposed Part-Time Communications Specialist will assist with the City's public communication efforts, including social media management, website updates, graphic design, public information, community outreach, and other communication-related activities.

Staff reviewed comparable classifications from other public agencies when developing the proposed job specification to ensure the position reflects neighboring cities' compensation while meeting the City's operational needs.

Although many agencies maintain this position as a full-time classification due to the breadth of responsibilities, staff believes establishing the position as part-time provides the City with flexibility while addressing the immediate need to support existing staff and improve communication efforts. The City may evaluate the need for a full-time position in the future as operational needs evolve.

The proposed salary schedule is consistent with comparable classifications and is included for City Council consideration.

LEGAL REVIEW:

The City Attorney has reviewed this report.

FISCAL IMPACT:

The annual range for Communications Specialist - Part-Time is proposed to be $21/hr to $26.25/hr. This range is comparable to the range established for this position in the City and is competitive within the surrounding area.

In total, staff recommends that the City Council appropriate $26,250 from the available General Fund balance to fund the salary for this new part-time position.

ATTACHMENT(S)

1. Reso No. 6479 and Exhibit A - July 2026

2. PT Communication Specialist Classification

RESOLUTION NO. 6479

A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF MAYWOOD AMENDING THE CITY’S

CLASSIFICATION PLAN TO ADD COMMUNICATIONS
SPECIALIST – PART-TIME AND ADOPT THE SALARY

RANGE FOR THE POSITION
WHEREAS, the City Manager is appointed as the Personnel Officer and per the City’s Personnel Rules and Regulations, shall prepare and maintain the classification plan; and WHEREAS, the City Manager has reviewed the City's current staffing needs and determined that the addition of a Communications Specialist – Part-Time classification would support the operational needs of the Administration Department; and WHEREAS, the proposed Communications Specialist – Part-Time classification will be responsible for managing City communications, including social media, website content, public information, graphic design, photography, community outreach, and related communications activities; and
WHEREAS, the annual salary range for the Communications Specialist – Part-Time classification is proposed to be $21.00 per hour to $26.25 per hour, which is comparable to similar positions within the City and competitive with surrounding agencies; and WHEREAS, staff recommends that the City Council appropriate $26,250 from the available General Fund balance to fund the salary costs associated with this new part-time position; and
WHEREAS, the City Council, pursuant to the City's Personnel Rules and Regulations, shall approve any additions or deletions to the Classification Plan and establish the applicable salary range.

NOW, THEREFORE, THE CITY COUNCIL FOR THE CITY OF MAYWOOD DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The recitals set forth above are true and correct and incorporated herein by this reference as though set forth in full.

SECTION 2. The City Council hereby approves an amendment to the City's Classification Plan by adding the Communications Specialist – Part-Time classification, as set forth in Exhibit A.

SECTION 3. The City Council hereby establishes and approves the salary range for the Communications Specialist – Part-Time classification:

Classification Hourly Salary Range
Communications Specialist – Part-Time $21.00 - $26.25 per hour

SECTION 4. The City Council hereby appropriates $26,250 from the available General Fund balance to fund the salary costs associated with the Communications Specialist – Part-Time position.

SECTION 5. The City Council authorizes the City Manager to take all necessary steps to implement this Resolution, including updating the Classification Plan and completing any required labor relations processes.

SECTION 6. This Resolution shall become effective immediately upon its passage and adoption.

SECTION 7. The City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original resolutions.

PASSED, APPROVED AND ADOPTED, this 22nd day of July 2026. ____________________________________
Heber Marquez, Mayor
ATTEST:
________________________________
Deputy City Clerk, Miguel Leon

APPROVED AS TO FORM
______________________________
Roxanne Diaz, City Attorney

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:

CITY OF MAYWOOD )
I, Miguel Leon, Deputy City Clerk of the City Council of the City of Maywood, do hereby certify that foregoing Resolution No. 6479 was duly passed and adopted by the City Council of the City of Maywood, at a regular meeting of the City Council held on the 22nd day of July 2026, by the following roll call vote, to wit:

AYES:

NAYES:

ABSENT:

ABSTAINED:
________________________________
Deputy City Clerk, Miguel Leon

Exhibit A

CLASSIFICATION PLAN
Accounting Specialist I
Accounting Specialist II
Administrative Analyst
Administrative Assistance
Assistant Planner
Associate Planner
Building Inspection/Code Compliance Supervisor
City Manager
Code Compliance Officer I
Communication Specialist – Part-Time
Community Development Analyst
Community Service Officer
Community Services Coordinator
Community Services Liaison
Community Services Supervisor
Customer Service Rep I
Customer Service Rep II
Director of Building and Planning
Deputy City Clerk/ Assistant to the City Manager
Deputy Director of Building and Planning
Director of Finance
Executive Assistant
Finance Specialist
Housing Specialist
Human Resources/ Risk Manager
Parking Enforcement Officer I
Parking Enforcement Officer II
Public Works Coordinator
Public Works Maintenance Worker
Public Works Lead Maintenance Worker
Public Works Superintendent
Recreational Leader (PT)
Secretary of Building and Planning
Senior Accountant**
Senior Parking Enforcement Officer
**Formerly labeled as Fund Accountant As of City Council Meeting July 22, 2026

City of Maywood, CA
4319 East Slauson Ave.

Maywood, CA 90270
Communication Specialist - Part-Time
Hourly Range $21 - $26.25

Definition:

Under the general direction of the City Manager or designee, the Communications Specialist assists in implementing internal and external communications, social media, marketing, public information, and community outreach efforts for the City of Maywood. This position supports content creation, website management, community engagement, event promotion, branding, graphic design, photography, videography, and digital media coordination to effectively inform and engage residents, businesses, visitors, and community stakeholders.

This part-time classification is responsible for assisting with a broad range of communications-related assignments supporting the City Manager's Office and all City departments. Incumbents in this position are expected to exercise sound judgment, demonstrate strong written and verbal communication skills, maintain confidentiality, and show initiative while representing the City in a professional manner. Assignments are performed under general supervision with opportunities for increased responsibility as proficiency is demonstrated.

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by the incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

Essential Job Duties:

As defined under the Americans with Disabilities Act, essential functions may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodation will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

Essential and other important responsibilities and duties may include, but are not limited to the following:

Examples of Duties
The duties and responsibilities listed below are intended to provide a representative list of the various types of work that may be performed. Specifications are not intended to reflect all duties performed within the job class, and incumbents may expect to perform other related duties as assigned. • Assists in preparing and distributing a variety of communications materials, including newsletters, press releases, flyers, brochures, advertisements, public notices, fact sheets, and social media content. • Supports updates and content scheduling for the City's website, social media accounts, digital signage, and other public communication platforms.
• Creates written and visual content to promote City programs, services, initiatives, meetings, and special events.
• Assists with public outreach activities, including community events, workshops, press conferences, grand openings, ribbon cuttings, and City-sponsored activities. • Maintains the City's branding standards across all communication and marketing materials. • Designs flyers, banners, brochures, newsletters, signs, presentations, certificates, advertisements, and other promotional materials using graphic design software.

• Takes photographs and videos of City Council meetings, commission meetings, community events, recreation programs, and other City activities.
• Assists with editing photographs and video content for use on the City's website, social media platforms, newsletters, and promotional materials.
• Maintains digital and physical archives of photographs, videos, publications, and other media. • Assists in developing and maintaining the City's social media content calendar. • Tracks and monitors website traffic, social media engagement, and communication performance metrics and assists in preparing reports.
• Assists with drafting speeches, talking points, proclamations, presentations, and other communication materials for City officials and staff.
• Supports internal communication efforts including staff announcements, newsletters, and organizational communications.
• Responds to general public inquiries and provides accurate information in a professional and courteous manner.
• Assists with coordinating translation of communication materials as needed; bilingual English/Spanish is highly desirable.
• Collaborates with City departments to promote programs, services, projects, and special events. • Assists with media inquiries and helps maintain positive working relationships with local media representatives.
• Supports emergency public information efforts as directed. • Attends and supports community engagement efforts outside regular business hours, including evenings, weekends, and holidays as needed.
• Performs other related duties as assigned.

Typical Qualifications
Knowledge of
• Principles and practices of public information, marketing, public relations, and community outreach. • Digital communication strategies and social media management. • Website content management systems.
• Graphic design principles and desktop publishing software. • Basic photography, videography, and media editing techniques. • English grammar, spelling, punctuation, and business writing. • Modern office procedures, practices, and equipment.
• Microsoft Office Suite, Adobe Creative Suite, Canva, and related software applications. • Customer service principles and effective public communication techniques.

Ability to
• Communicate effectively, both orally and in writing.
• Organize and prioritize multiple projects while meeting deadlines. • Create clear, engaging, and professional communication materials. • Design attractive marketing and promotional materials. • Maintain and update website and social media content. • Photograph and document City events and activities.
• Establish and maintain effective working relationships with City staff, elected officials, community members, media representatives, and partner organizations.
• Exercise sound judgment and maintain confidentiality. • Represent the City professionally in public settings. • Work flexible hours, including evenings, weekends, and holidays. • Operate standard office equipment, cameras, computers, and multimedia equipment.

Education and Experience
Any combination of education and experience that would provide the required knowledge and abilities is qualifying.

A typical way to obtain the required qualifications would be:
• Associate's degree from an accredited college or university in Communications, Journalism, Public Relations, Marketing, Graphic Design, Digital Media, Public Administration, or a closely related field; and • One (1) year of professional experience in communications, public information, marketing, journalism, social media management, graphic design, or a closely related field.

Desirable Qualifications
• Bachelor's degree in a related field.
• Experience working in local government or a public agency. • Bilingual in English and Spanish.
• Experience using Adobe Creative Suite, Canva, website content management systems, and social media management platforms.

Necessary Special Requirements
• Possession of a valid California Class C Driver License. • Satisfactory driving record.
• Availability to work evenings, weekends, and holidays as needed.

Other Qualifications
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. • Regularly sit, stand, walk, bend, stoop, kneel, crouch, twist, and reach. • Lift, carry, push, and pull materials weighing up to 25 pounds. • Operate computers, cameras, audiovisual equipment, printers, and other office equipment. • Read printed materials and computer screens.
• Work indoors and outdoors in varying weather conditions. • Travel throughout the City to meetings, programs, and community events. • Occasionally work evenings, weekends, and holidays to support City operations and special events.

All offers of employment are contingent upon the candidate providing proof of authorization to work in the United States and successfully completing any post-offer, pre-employment requirements applicable to the position, which may include a medical examination, fingerprinting, and/or a criminal history background check conducted in accordance with applicable laws.

The City of Maywood is an Equal Opportunity Employer and is committed to fostering a diverse and inclusive workplace.

The provisions of this job bulletin do not constitute an expressed or implied contract of employment. The information contained herein is subject to change without notice.

The City of Maywood is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable state law. If you require an accommodation to participate in the recruitment process, please contact the Human Resources Department to discuss your needs.

AGENDA REPORT

CITY OF MAYWOOD
AGENDA ITEM NO. 14.

DATE: July 22, 2026
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: MOHAMMAD MOSTAHKAMI, PE
SUBJECT: CONSIDERATION OF RESOLUTION NO. 6480 AMENDING RESOLUTION NO. 6278

AUTHORIZING CERTAIN SOUTHERN CALIFORNIA EDISON (SCE) POLES TO REMAIN WITHIN THE UNDERGROUND UTILITY DISTRICT NO. 22-1 RECOMMENDATION:

It is recommended that the City Council, adopt the attached Resolution No. 6480 amending Resolution No. 6278 authorizing certain Southern California Edison (SCE) poles to remain within the Underground Utility District NO. 22-1.

BACKGROUND:

The California Public Utilities Commission (CPUC) has authorized electric and telecommunication utilities to convert overhead utility lines and facilities to underground pursuant to Electric Rule 20. Section 7-2.04 of the City Municipal Code authorizes the City Council to establish and designate, by resolution, an Underground Utility District (District) within the City when determined necessary for public necessity, health, safety, or welfare.

On December 14, 2022, the City Council adopted Resolution No. 6278 establishing Underground Utility District No. 22-1 on Maywood Avenue from 54th Street to Slauson Avenue. The Resolution ordered the removal of existing overhead utility poles, wires, and associated structures and the underground installation of electric, communication, and related utility facilities within the District.

Following adoption of Resolution No. 6278, Southern California Edison (SCE) proceeded with the underground utility conversion project, including an assessment of the existing overhead utility facilities and the required improvements necessary to complete the underground conversion.

DISCUSSION:

During the design phase, SCE informed the City that permanent utility easements from private property owners were required at certain locations to construct the underground utility facilities necessary for removal of fifteen (15) of the thirty-six (36) existing SCE poles within Underground Utility District No. 22-1.

Through coordination with the City, SCE prepared and transmitted the required easement documents to the affected property owners for review and execution. Despite multiple efforts, neither property owners executed or returned the easement documents. As a result, the City was unable to obtain the necessary property rights

required for the underground facilities at those locations and complete removal of the associated SCE poles.

Based on SCE’s letter dated July 13, 2026 (copy attached), and their inability to obtain the required easements, fifteen (15) SCE poles are proposed to remain in place, while the remaining twenty (20) poles will be removed as part of the underground conversion project.

In order to remove the pole adjacent to Benito Juárez Pocket Park, a utility easement document in favor of SCE needs to be executed by the City. During the underground conversion, the park will need to be closed for the safety of the community. The affected area of the project will be along the area of the existing gazebo and tables. All landscaping and affected structures will be replaced through the Rule 20A budget.

Resolution No. 6278 established Underground Utility District No. 22-1 and ordered the underground conversion of utility facilities but did not identify individual poles that may remain due to site-specific property constraints.

Therefore, staff recommends adopting Resolution No. 6481 amending Resolution No. 6278 to authorize certain SCE poles to remain within Underground Utility District No. 22-1.

The proposed Resolution does not modify the geographic boundaries of Underground Utility District No. 22-1.

It only addresses the disposition of specific SCE poles based on the inability to obtain the required private utility easements.

Approval will allow SCE to proceed with the underground utility conversion project to the maximum extent feasible while avoiding additional project delays and maintaining eligibility for the available SCE Rule 20A funding.

Staff recommends that the City Council adopt Resolution No. 6481 amending Resolution No. 6278 authorizing certain Southern California Edison (SCE) poles to remain within Underground Utility District No. 22-1 which will also authorize City Manager to execute the required easement at Benito Juárez Pocket Park in favor of SCE.

ENVIRONMENTAL IMPACT
The proposed Resolution is exempt from the California Environmental Quality Act (CEQA) because it involves a minor modification to an existing public utility improvement project and does not result in an expansion of the project or an increase in environmental impacts.

LEGAL REVIEW:

The City Attorney has reviewed this report.

FISCAL IMPACT:

There is no impact to the General Fund. The underground utility conversion project will continue to be funded through the City's Southern California Edison Rule 20A allocation. Approval of the proposed Resolution will not increase the project budget.

ATTACHMENT(S)

1. Resolution No. 6480

2. SCE Letter “Exhibit A”

RESOLUTION NO. 6480

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MAYWOOD RESOLUTION AMENDING RESOLUTION NO. 6278 AUTHORIZING CERTAIN

SOUTHERN CALIFORNIA EDISON (SCE) POLES TO REMAIN WITHIN THE UNDERGROUND UTILITY DISTRICT NO. 22-1
WHEREAS, the California Public Utilities Commission (CPUC) regulates Southern California Edison (SCE) and approved Rule 20 in 1968 that formed policies and procedures for the removal of overhead utilities and related equipment for the purposes of underground installation; and
WHEREAS, on December 14, 2022, the City Council adopted Resolution No. 6278, repealing Resolution No. 6268 and establishing Underground Utility District No. 22-1, and ordering the removal of poles, overhead wires and associated structures, and the underground installation of wires and facilities for supplying electric, communication, or similar associated services, on Maywood Avenue from 54th Street to Slauson Avenue; and
WHEREAS, following adoption of Resolution No. 6278, Southern California Edison (SCE) conducted a detailed assessment that included a pole-by-pole field review of the District corridor between Slauson Avenue and 54th Street; and WHEREAS, the assessment determined that fifteen (15) existing utility poles within Underground Utility District No. 22-1 must remain in place because it required permanent utility easements from private property owners in order to construct the underground utility facilities which were not attainable despite multiple efforts; and WHEREAS, due to SCE’s inability to obtain the required easements, SCE requested in a letter dated July 13, 2026, attached herein as Exhibit A, an amendment to Resolution No. 6278 to authorize fifteen (15) existing utility poles within Underground Utility District No. 22-1 to remain in place; and
WHEREAS, a utility easement document in favor of SCE affecting the property at Benito Juarez Pocket Park is necessary for the removal of Pole No. 602468H; and WHEREAS, this amendment does not expand or otherwise alter the outer geographic boundary of Underground Utility District No. 22-1 established by Resolution No. 6278.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MAYWOOD DOES HEREBY RESOLVE, DECLARE AND DETERMINE AS FOLLOWS:

Section 1: The recitals stated above are true and correct.

Section 2: The City Council finds and determines that the public necessity, health, safety, and welfare requires the removal of poles, overhead wires, and associated structures in Underground Utility District No. 22-1, except for the fifteen (15) poles proposed to remain, for supplying electric, communication, or similar associated services.

Section 3: The City Manager is hereby authorized to execute any utility easement document in favor of SCE affecting the property at Benito Juarez Pocket Park, as necessary for the removal of Pole No. 602468H.

Section 4: The City Council finds and determines that this amendment is Categorically Exempt from the California Environmental Quality Act pursuant to CEQA Guidelines Section 15301(b) (Class 1 – Existing Facilities), which consists of the operation, repair, and maintenance of existing investor- and publicly-owned utilities used to provide electric power.

Section 5: Except as expressly amended herein, all other findings, terms, and conditions of Resolution No. 6278 shall remain in full force and effect.

Section 6: The Mayor is authorized to execute this resolution for and on behalf of the City of Maywood.

PASSED, APPROVED, and ADOPTED this 22nd day of July 2026. ______________________
Heber Marquez, Mayor
ATTEST:
________________________
Miguel Leon, Deputy City Clerk

APPROVED AS TO FORM
______________________________
Roxanne Diaz, City Attorney

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:

CITY OF MAYWOOD )
I, Miguel Leon, Deputy City Clerk of the City Council of the City of Maywood, do hereby certify that foregoing Resolution No. 6480 was duly passed and adopted by the City Council of the City of Maywood, at a regular meeting of the City Council held on the 22nd day of July 2026, by the following roll call vote, to wit:

AYES:

NAYES:

ABSENT:

ABSTAINED:

Miguel Leon, Deputy City Clerk

1 July 13, 2026
Jennifer E. Vasquez
City Manager

CITY OF MAYWOOD
4319 E. Slauson Avenue
Maywood, CA 90270
Subject: Maywood Rule 20A Undergrounding Project Scope Change Maywood Avenue – Slauson Avenue to 58th Street
Dear Ms. Vasquez,
Based on our recent meetings, the current Rule 20A project for Resolution No. 6278 contains a number of poles which cannot be removed due to easement issues. The City and SCE have made contact with some of the residents, but others have failed to reply. The ones that SCE did communicate with still have not agreed to the easement request in writing.

As a result, the City and SCE have determined that excluding a number of poles is needed to continue with the project and convert as many overhead facilities to underground as possible. To continue with the project, SCE requests an amendment to the resolution identifying the pole numbers of the poles to remain.

Based on Torrey’s assessment, the table below indicates the pole numbers and quantity of poles to remain as well as poles to be removed. As we also discussed, the City will provide an easement for the property at Benito Juarez Pocket Park which will allow the removal of pole 602468H (Note 1 below). The easement documents will be sent to you shortly. Once the easement documents have been signed and returned to our contractor, please proceed with amending the resolution so that SCE may continue with the design process.

Street Segment Poles to Remain Poles to be Removed New Poles Slauson Ave → 58th St
3 1040514E (RISER)
1028278E (RISER)
4795043E (RISER)
4 1028273E
1028279E
1028280E
4039343E
NONE
58th St. → 57th St.
3 274590E (TRANSMISSION)
274589E (TRANSMISSION)
500012H
4 2035367E
1028274E
2624803E
500013H
NONE
57th St. → 56th St. 3
1028277E (TRANSMISSION)
4 1522006E NONE

2 1003111E
1978928E
4378602E
4378601E
1522005E
56th St. → 55th St.
4 940924E
602468H (*Note 1)
780101E
123014E
3 4943677E
500017H
1522004E
NONE
55th St. → 54th St. 1
4843572E
3 4916658E
4840451E
4074747E
NONE
54th St. → 53rd St. 2
1522003E (RISER)
2 4943676E
820738H
NONE
Note 1. Removal of pole 602468H requires easement from City at Benito Juarez Pocket Park.

Thank you for your assistance in this matter and should you have any questions please feel free to call me directly.

Sincerely,
Owen Yano
Owen Yano
Electrical Transmission and/or Distribution
Rule 20 Project Manager
Metro West Region

AGENDA REPORT

CITY OF MAYWOOD
AGENDA ITEM NO. 15.

DATE: July 22, 2026
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: DAISY GUERRERO, DIRECTOR OF BUILDING AND PLANNING
SUBJECT: DISCUSSION AND DIRECTION OF RENTAL REGISTRATION FEES AND POLICIES

FOR OWNER-OCCUPIED REGISTRATION AS REQUIRED IN THE CITY'S RENT

STABILIZATION ORDINANCE
RECOMMENDATION:

Staff recommends that the City Council:

1. Discuss the policy options presented in this report related to the City's Rent Stabilization Ordinance's Rental Registration Fees and policies for owner-occupied registration; and

2. Provide policy direction regarding any desired amendments BACKGROUND:

Since adoption of the Rent Stabilization Ordinance (Ordinance No. 23-07) in 2023, the City has successfully implemented the Rental Registry Program to promote housing stability, protect tenants, establish annual allowable rent increases, and maintain a comprehensive inventory of rental housing throughout the community.

Staff has worked closely with rental property owners, tenants, the City's consultant, and legal counsel to administer the program. Through annual registration cycles, owner listening sessions, public outreach, and daily program administration, staff has identified several recurring policy questions regarding registration fees, owner-occupied properties, immediate family occupancy, registration procedures, and the relationship between the City's local program and State law.

To assist the Council in evaluating potential amendments and policy questions, staff conducted a comparison of fourteen California jurisdictions (Attachment B) with local rent stabilization programs. The comparison evaluates registration fees, annual rent increase limits, exemptions, registration. In addition, Attachment A contains a comparison of just the rental registry programs for cities adjacent to the City of Maywood.

Should the City Council direct staff to pursue any of the policy options discussed herein, staff will return at a future meeting with the appropriate ordinance amendments, supporting resolutions, administrative updates, and fiscal analysis for formal consideration.

DISCUSSION:

Rental Registry Program Overview
The City's Rent Stabilization Ordinance establishes local tenant protections, annual allowable rent increases, covered rental units, exemptions, and property owner responsibilities.

The Rental Registry Program serves as the administrative mechanism necessary to implement those protections. Beyond annual registration, the program allows the City to maintain an accurate inventory of rental housing, administer allowable rent increases, monitor exempt units, provide education and outreach to property owners and tenants, maintain compliance with local housing requirements, and support future housing planning efforts.

Relationship to State Law
California's Tenant Protection Act of 2019 (AB 1482) establishes statewide rent increase limitations and just cause eviction protections for many residential rental properties. The City's Rent Stabilization Ordinance supplements State law by establishing local registration requirements, administrative procedures, and tenant protections specific to the City of Maywood. The Rental Registry Program also provides the City with the ability to administer annual rent increase calculations, maintain accurate rental housing records, and implement local housing policies.

Guiding Principles
In evaluating potential amendments for owner-occupied registration, staff considered the following guiding principles:
• Preserve the City's commitment to housing stability and tenant protection. • Maintain an accurate and comprehensive Rental Registry Program. • Reduce unnecessary administrative burdens on property owners where appropriate. • Promote equitable treatment of similarly situated property owners. • Maintain the long-term financial sustainability of the Rental Registry Program. • Align, where practical, with regional best practices while recognizing Maywood's unique housing stock and community needs.

Program Implementation Experience
Through implementation of the Rental Registry Program, property owner listening sessions, public workshops, and daily administration of the program, staff has consistently received questions regarding several provisions of the ordinance that may warrant further policy discussion. The most common topics include:
• Registration fees for owner-occupied properties.
• Registration fees for units occupied exclusively by immediate family members where no rent is collected.
• Whether exempt units should continue to register annually. • Distinctions between Business License requirements and Rental Registry requirements. • Annual registration procedures.
• Additional customer service options.
• Rent adjustments for long-term tenants paying substantially below current market rents. • Documentation required to establish exemptions.

These comments have remained generally consistent since implementation and were also reflected during the City's Property Owner Listening Session.

Program Comparison
Staff reviewed thirteen California jurisdictions that administer local rent stabilization programs. Overall, the

comparison demonstrates that Maywood's program is generally consistent with regional practices.

Key observations include:
• Maywood's annual registration fee remains among the lowest of the jurisdictions reviewed. • Nearly every jurisdiction maintains a rental registry or annual registration program. • Most jurisdictions continue to require registration of exempt properties while waiving or reducing associated fees.
• Many jurisdictions provide owner-occupied exemptions while maintaining registration requirements. • Annual allowable rent increases generally range between approximately two percent and four percent depending upon local ordinances and CPI adjustments.

Policy Options and Considerations
Option 1 — No Changes
Maintain the existing Rent Stabilization Ordinance and Rental Registry Program.

Option 2 — Immediate Family Occupancy
Waive registration fees for owner-occupied properties containing four units or fewer when an additional unit is occupied exclusively by an immediate family member and no rent is collected. Registration would continue to be required. Staff also recommends defining "Immediate Family" within the ordinance to ensure consistent administration.

Option 3 — Single- Family Occupancy
Waive registration fees for single-family residences occupied exclusively by immediate family members while continuing annual registration. Staff also recommends defining "Immediate Family" within the ordinance to ensure consistent administration.

Option 4 — Flat Registration Fee
Replace the existing per-unit registration fee with a flat annual registration fee for qualifying owner-occupied properties containing four or fewer units. Below is an example. If this option is selected, staff will return with a fiscal analysis.

Property Size Fee
Duplex $75/property
Triplex $100/property
Fourplex $125/property
5+ units Continue per-unit fee
Option 5 — Senior Citizen or Financial Hardship Fee Reduction Consider establishing a reduced Residential Rental Registry registration fee or hardship waiver for qualifying

property owners experiencing documented financial hardship. If the City elects to pursue this option, objective eligibility criteria, documentation requirements, and annual recertification would need to be established to ensure fair and consistent administration. Staff notes that implementation would require additional administrative resources to review applications, verify eligibility, safeguard confidential financial information, and process annual renewals.

Option 6 — Continue Registration While Waiving Fees
Continue requiring exempt properties to register annually while waiving annual registration fees for qualifying exempt units.

Several jurisdictions utilize this approach to maintain accurate housing records while reducing financial impacts on qualifying property owners.

Conclusion
After nearly three years of administering the City's Rent Stabilization Ordinance and Rental Registry Program, staff believes the program has successfully advanced the City's housing objectives while providing meaningful tenant protections and improving administration of the City's rental housing inventory.

The policy considerations presented in this report are intended to provide the City Council with an opportunity to evaluate targeted refinements that may improve administrative efficiency, customer service, and equity for property owners while preserving the ordinance's fundamental purpose of promoting housing stability and protecting tenants.

Rather than recommending any specific amendment at this time, staff respectfully requests policy direction regarding the options presented in this report. Based on the City Council's direction, staff will return with any requested ordinance amendments, and supporting fiscal analysis for formal consideration.

LEGAL REVIEW:

The City Attorney has reviewed this report.

FISCAL IMPACT:

The fiscal impact will depend on the direction provided by the City Council. For Fiscal Year 2026–27, the City budget includes $179,279 for the salaries and benefits of two staff positions, $48,621 for application software, and $9,500 for miscellaneous supplies, training, and membership dues, for a total budget of $237,400. This amount represents the direct costs of the Housing Division. In addition, to this direct cost, there are indirect costs associated with running the Rental Registry program. This would include oversight by the Director of Building and Planning, Finance Department support, and Code Enforcement. The City also budgeted $310,000 in rental stabilization revenues for Fiscal Year 2026-27, which captures the City's costs.

ATTACHMENT(S)

1. Attachment A - SELA Rent Stabilization Overview

2. Attachment B - California Rent Stabilization Overview

City Ordinance Coverage
(RSO?)
What Is Exempt
from RSO
Rental
Registry
Deadline
Rent Board / Registry Fee Current Allowable
Annual Rent Increase
Huntington
Park
✔ Yes (active RSO)
Adopted November 18, 2024;
effective December 19, 2024
SFRs, condos,
townhomes, post-1995
units, and some small
owner-occupied
properties.

December 30
annually.
✔ Yes — $167 annual per-unit
registration fee
≤2 units owner-occupied $0 (fee
waived)
Tenant Pass-Through Not
permitted under ordinance
~CPI-based cap; generally
~3%–4% range locally for
covered units (varies
annually) (Huntington
Park) Currently 3%
Cudahy ✔ Yes (active RSO)
Adopted June 6, 2023; effective
July 7, 2023
Rent Stabilization (Chapter

5.13): No amendment found since
its July 7, 2023, effective date.

Tenant Protections (Chapter

5.14): Yes, amended by Ordinance
No. 763 effective November 20,
2025.

SFRs, condos,
townhomes, post2/1/1995 units,
owner-occupied
≤2-unit
properties.

July 1
annually.
✔ Yes — $126 annual per-unit
registration fee
≤4 units, owner occupied $91 for
all
≤3 units, owner occupied, $91 for
all, 5%+CPI allowable rent
increase
>4 units, only owner-occupied
unit fee is waived
3% max (or CPI,
whichever is lower) for
covered units (2025–2026
= 3%) (City of Cudahy)
Currently 3%
Bell
Gardens
✔ Yes (RSTEP ordinance)
Adopted September 12,
2022; effective October 12,
2022.

SFRs, condos,
townhomes, post1995 units,
owner-occupied
≤3 units.

September 30
annually.
✔ Yes — $156 annual perunit registration fee
Section 8 / subsidized unit $78
per unit
Owner-occupied property with
4 or fewer units $0 (fee
waived)
Lower of 50% CPI or
~4% cap (often ~1–3%
in practice depending on
inflation)
Currently 1.5%
Maywood ✔ Yes (Ordinance 23-07)
Adopted August 23, 2023,
effective September 22, 2023
SFRs, condos, townhomes,
post-1995 units, and exempt
categories defined in
ordinance
January 31
annually.
✔ Yes — $90 annual per-unit registration
fee
Exempt unit $63
rental registry / program fee required (amount
varies by unit/program year)
Lower of 4% or CPI;
currently ~3% for 2025–
2026 cycle
Currently 3%

Bell No (Bell follows California's
AB 1482)
N/A N/A N/A AB 1482: 5% + local
CPI, not to exceed 10%
in any 12-month period.

Inglewood Yes (Housing Protection
Ordinance 21-09)
Adopted May 2021, Effective
June 10, 2021
Jan 3-March
31 Annually
$184 a unit
Owner-occupied multi-unit
properties (2+ units) meeting
ordinance requirements
Owner/manager-occupied unit
(only the occupied unit is fee
exempt)
Condominiums meeting
ordinance requirements
New construction exempt
under State law
Affordable and governmentregulated housing
Units rented below 70% of
Fair Market Rent (FMR)
Note: All rental units must still
be registered, even if exempt
from fees.
4 units or less: 8.7%
(5% + 3.7% CPI)
5 units or more: 3.7%
(3% or CPI, whichever
is greater)

Pasadena ✔ Yes (Measure H –
Pasadena Rent Control
Charter Amendment).

Approved November 8,
2022; effective December 22,
2022.

Units that are exempt
from the Charter
Article XVIII (i.e.
owner-occupied
units, units
unavailable for rent)
will not be charged
the Rental Housing
Fee.

September 1,
2025-
October 31,
2025
Annually
Fee Exemptions (Registration Still Required)
Units must still be registered, and a
unit exemption must be requested:

Fully owner-occupied units
Vacant units unavailable for rent for
the entire fiscal year
Rent-free units (e.g., qualifying relatives) that do not meet the rental unit definition
Owner’s primary residence where
owner shares a kitchen or bathroom
with tenant
Temporary tenancies in owner-occupied single-family homes (under 12 months, with required notice)
Affordable housing units operated
through qualified nonprofit tax credit
programs
Government-subsidized units exempt
from local rent control under
state/federal law
Property Registration Exemptions
A property exemption may be
claimed:

Owner-occupied single-family
homes and condominiums
College/university dormitories
Qualified affordable housing properties
Government-owned or regulated
properties exempt from local rent
control
Hospitals, convents, monasteries, extended medical care facilities, treatment/recovery facilities, asylums, and nonprofit homes for the aged
Note: Some exemptions apply only
to fees, while others exempt the
property from registration requirements.

2.25% through sept
2026

Santa
Monica
Yes (Rent Control Charter
Amendment).

Adopted April 10, 1979;
administered by the Santa
Monica Rent Control Board.

Single-family homes,
condominiums, most
units first rented after
April 10, 1979,
certain owneroccupied properties,
deed-restricted
affordable housing,
and other exemptions
established under the
City Charter.

Annual bills
for each
property are
sent in June
and usually
must be paid
by August 1
Rent Control charges
property owners an annual
registration fee for each
controlled unit that has not
been granted a waiver.

Owners may pass up to 50
percent of the annual
registration fee through to
each tenant in equal monthly
installments. For the
2026/2027 fiscal year, the
annual registration fee is
$240 per unit. This equates
to $20.00 per unit per month,
half of which ($10.00) may be
passed through to tenants as
a monthly fee with proper
notice.

The Rent Control Board
announced a September
2026 General Adjustment
(GA) of 2.6% for eligible
units, with a maximum
$70 increase for units
with current maximum
allowable rents of $2,674
and above. Both the
general adjustment (GA)
and the maximum
increase (ceiling) that the
Board may apply are
determined by formulas
in the Santa Monica rent
control law.

Berkeley Yes (Rent Stabilization and
Eviction for Good Cause
Ordinance).

Originally adopted in 1980;
administered by the Berkeley
Rent Stabilization Board.

Single-family homes,
condominiums, most
units constructed after
June 30, 1980, owneroccupied properties
meeting ordinance
requirements,
affordable housing,
and other exempt
categories.

Annual
registration
required.

Registration
fees are due
annually (FY
2026–2027
fees were due
July 2, 2026).

Fully covered rental units:
$397 per unit (FY 2026–
2027). Penalties apply for late
payment
Units that are owner-occupied,
for the owners use only, or
occupied rent free are exempt
from the registration
requirements. Some owneroccupied duplexes or tenancies on properties containing one
single family home and one
Annual General
Adjustment (AGA)
established each year by
the Berkeley Rent Board
based on the Consumer
Price Index (CPI).

accessory dwelling unit may
also exempt (Fully Covered
units- Units where rent control,
registration, security deposit
interest, and good cause for
eviction requirements apply)
FY 2026-2027 Registration
Fees were due July 2,
2026. The FY 2026-2027
annual registration fee for fully
covered units at $244 per
unit.

Single-family homes or
condominiums rented for up to
two years if the property
owner: (1) owns no more than
one residential unit in
Berkeley;(2) live in that unit as
their primary residence for at
least 365 consecutive days
immediately prior to rental; (3)
will reoccupy the unit as their
primary residence when the
rental ends; and (4) specifies
the rental term, not to exceed
24 months, in the lease
Units that are occupied rent
free, owner occupied, or for
owner’s use only (Partially
Covered units-Most rental
units that are partially covered
by Berkeley’s rent ordinance

(not rent controlled, but
covered by the just cause for
eviction and security deposit
interest provisions) must be
register with the rent board
Oakland
✔ Yes (Rent Adjustment
Program).

Rent Adjustment Ordinance
adopted in 1980;
administered by the City of
Oakland Rent Adjustment
Program.

Single-family homes,
condominiums,
owner-occupied
duplexes and
triplexes (in certain
circumstances),
newly constructed
units exempt under
state law, deedrestricted affordable
housing, hotels,
hospitals, and other
exempt categories.

March 1
Annually $137 a unit
Units in multifamily (2+ units) properties
built prior to April 1, 2016. A multifamily
property is any property with 2 or more
dwelling units. Includes single-family
homes that also have an Accessory
Dwelling Unit (ADU), junior ADU, "inlaw" unit, cottage unit, or any other additional residential dwelling unit(s).

Units created from existing residential
space in a dwelling built before April 1,
2016.

Ground-up new construction that
received a Certificate of Occupancy
before April 1, 2016 (provide C.O. year).

Units without a Certificate of Occupancy.

Condominium units built before April 1,
2016.

Single-family homes built before April 1,
2016.

Individually rented rooms in a singlefamily home under separate lease agreements, including owner-occupied
homes where the owner shares
kitchen/bath with tenants (if rented for
more than 30 days).

The annual CPI rate for
rent increases effective
August 1, 2026, through
July 31, 2027, is 2.3%.

The rate cannot
be applied to rent
increases that take effect
earlier than August 1,
2026..

Single-room occupancy (SRO), boarding,
or rooming houses built before April 1,
2016, with tenancies longer than 30 days.

Vehicular residential facilities (VRFs) or
tiny homes on wheels where rent is
charged for the unit and/or the space
where it is located.

Units can be exempt
Owner Occupied: Units that are fully
owner-occupied; no room in the unit is
rented in exchange for occupancy. Proof
of residency, such as a utility bill, photo
ID, voter ID, or medical record, is
required.

Hotel: An accommodation in a motel,
hotel, inn, tourist house, rooming house
or boarding house, that is not occupied by
the same tenant for thirty (30) or more
consecutive days.

Unavailable for Rent: Units that are
vacant and unavailable for rent for the
entire fiscal year (July 1-June 30). A
written explanation is required.

Hospital/Treatment: Hospitals and
healthcare facilities. Includes nonprofitowned treatment facilities where the occupancy is contingent on the tenant's
participation in a residential treatment
program.

Units provided to assist homeless
individuals transitioning to permanent
housing; occupancy cannot be more than
24 months, and the tenant must be
informed of the temporary nature of the
housing.

Any unit or property which is ground-up
new construction and has received a
Certificate of Occupancy on or after April
1, 2016. To qualify for this exemption,

owner must submit copy of Certificate of
Occupancy issued on or after April 1,
2016, or a Certificate of Exemption
issued by RAP on or after December 31,
2022, certifying that the property is
exempt from both the Rent Adjustment
Ordinance and the Just Cause Ordinance.

Note: Certificate of Occupancy must be
for ground-up new construction, and not
for a unit created from existing space.

Any property owned/operated by the City
of Oakland
West
Hollywood
Yes (Rent Stabilization
Ordinance – RSO)
Adopted in 1979;
administered by the West
Hollywood Rent Stabilization
Division.

Single-family homes
Condominiums
New construction
(generally after July
1, 1979, unless otherwise covered)
Government-subsidized housing
Certain owner-occupied properties
Other exemptions
established under the
ordinance
Registration
begins: April
5, 2023
Landlords
must
complete the
registration
process
within thirty
(30) days of
that date
(May 5,
2023)
Annual
Registration
Fees are due:

July 1, 2023
current registration fee is
$144.00 per registered rental
unit
Single-family residence and
condominium owners who
currently occupy their
property, even if they rent
out portions of the property
to boarders at this time, are
not subject to the new
requirements but will have
an ongoing obligation to alert
the City to any change in the
rental status of their
property.

Annual allowable
increase is established by
the West Hollywood Rent
Stabilization Commission
based on CPI and
ordinance requirements.
(Current annual increase
varies by year.)
Hollywood Yes (Los Angeles Rent
Stabilization Ordinance –
RSO)
Administered by the Los
Angeles Housing Department
Single-family homes
Condominiums
Duplexes where the
owner occupies one
unit February 28,
2026 (last
Annual bill for rental properties
that rent or intend to rent unit(s)
and are subject to the annual RSO
fees. $38.75 (Per Unit)

(LAHD). The RSO applies
citywide, including
Hollywood neighborhoods.

Units built after October 1, 1978
Certain affordable
housing units
Government-regulated housing
Other exemptions
under state and local
law
day of
February
annually)
Just Cause Ordinance (JCO)
Annual bill for rental properties
that rent or intend to rent unit(s)
and are subject to the annual JCO
fees. $31.05 (Per Unit)
Systematic Code Enforcement
Program (SCEP) Annual bill for
rental properties that rent or
intend to rent unit(s) and are
subject to the annual SCEP fees.
$67.94 (Per Unit)
For Los Angeles RSO
units, annual allowable
increases are determined
by LAHD based on CPI.

The allowable increase is
currently 4% (August
2025–July 2026 period).

Richmond ✔ Yes (Richmond Rent
Program / Fair Rent, Just
Cause for Eviction, and
Homeowner Protection
Ordinance)
Adopted in 2016;
administered by the
Richmond Rent Board.
a unit/property is no longer
applicable to the Rent
Ordinance because the
unit/property is no longer
rented and is instead
occupied by the property
owner as their primary
residence
a unit/property is not offered
for rent, or the occupant
does not pay any rent or
perform any services in lieu
of rent
Certain temporary tenancies
in owner-occupied singlefamily homes.

Rental units where the
tenant shares a bathroom or
kitchen with the
homeowner.

Rental units owned,
operated, or managed by a
governmental entity, or
certain governmentsubsidized units where
federal or state law
preempts local rent control.
2026-2027
(Applicable
to Rental
Units rented
or available
for rent at
any point
between July
1, 2026 -
June 30,
2027)
$267 for Fully Covered
Rental Units and $151 for
Partially Covered Rental
Units which includes
Governmentally Subsidized
Rental Units.

Annual rent increase is
based on the Consumer
Price Index (CPI) and
established by the
Richmond Rent Board.
(Current allowable
increase varies annually.)

Rental units exempt under
the Costa-Hawkins Rental
Housing Act (such as many
single-family homes,
condominiums, and
qualifying newer
construction).

Permitted small second units
(ADUs) that meet the City's
exemption requirements.

San Jose ✔ Yes (Apartment Rent
Ordinance – ARO)
Administered by the City of
San Jose Housing
Department.

None Changes
every year
(based on
code
enforcement)
Housing Fee 77 per unit
Tenant protection 23 per unit
Exemptions
A project-based governmentsubsidized or government owned building
Affordable rental units
Hotels, motels, guesthouse where
units are rented for less than 30
days
Owner occupied
Housing owned and operated by
an educational institution
Convenst and monasteries
Housing accommodation and care
facilities
For Apartment Rent
Ordinance units:
5% maximum annual rent
increase (or the amount
established under the City’s
ordinance, whichever
applies).

AGENDA REPORT

CITY OF MAYWOOD
AGENDA ITEM NO. 16.

DATE: July 22, 2026
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: JOHN THORNTON, COMMUNITY SERVICES SUPERVISOR
SUBJECT: CONSIDERATION OF A COMMUNITY BENEFIT FUND GRANT APPLICATION

SUBMITTED BY THE NIGHTHAWK EXPANSION FOUNDATION IN THE AMOUNT OF $10,000 FOR THE MAYWOOD ACADEMY HIGH SCHOOL SURF EDUCATION

PROGRAM
RECOMMENDATION:

Staff recommends that the City Council consider a Community Benefit Fund grant in the amount of $10,000 to the NightHawk Expansion Foundation (NHEF) to support its Surf Education Program benefiting students from Maywood Academy High School.

BACKGROUND:

The City of Maywood Community Benefit Fund was established to provide financial assistance to nonprofit organizations that deliver programs and services that improve the quality of life for Maywood residents. Eligible organizations must demonstrate a direct community benefit through educational, recreational, cultural, or social service programs.

The NightHawk Expansion Foundation (NHEF) submitted an application requesting $10,000 to provide educational surf experiences for students attending Maywood Academy High School. According to the application, the Foundation was established to expand learning opportunities beyond the traditional classroom by exposing students to experiences that encourage leadership, environmental awareness, personal growth, and healthy lifestyles. Although the organization has supported Maywood Academy High School since 2018, it officially became a registered nonprofit organization in February 2026, making this its first request for Community Benefit Fund assistance from the City. The Foundation's mission is to connect students with educational opportunities that many families cannot otherwise afford, while encouraging students to learn through hands-on experiences outside the classroom.

DISCUSSION:

The Foundation proposes to provide two educational surf excursions beginning in October 2026, serving approximately 40 students from Maywood Academy High School. The program combines physical recreation with environmental education and water safety instruction. Students participating in the program will receive instruction in:
• Water safety and ocean awareness

• Basic swimming techniques
• Surfing fundamentals
• Bodyboarding
• Environmental stewardship and marine conservation
• Team building and leadership development
The applicant states that many Maywood Academy students have never visited the beach despite living within Los Angeles County. The Foundation believes providing students with access to the ocean creates unique educational opportunities while improving confidence, teamwork, communication skills, and overall wellness.

The program is intended to eliminate financial barriers that prevent students from participating in these types of educational experiences.

The application also explains that surfing provides an opportunity for students to experience personal growth by overcoming challenges, building resilience, and developing confidence in unfamiliar environments. Students learn to respect nature, understand ocean ecosystems, and gain valuable life skills through supervised instruction. In addition to recreational activities, instructors incorporate discussions regarding environmental conservation, water quality, and the importance of protecting California's coastal resources. These lessons reinforce classroom learning while encouraging students to become responsible environmental stewards.

The Foundation further notes that participation in outdoor recreation has positive impacts on both physical and mental health by reducing stress, increasing physical activity, and improving students' confidence and selfesteem.

PROGRAM BUDGET
The applicant submitted supporting documentation identifying estimated project expenses that include:

Expense Estimated Cost
Transportation (school bus) $2,200
YMCA Camp Surf Program Fees $3,225
Teacher and Aide Chaperones $3,219
Total Estimated Project Cost $8,644
Supporting documentation also includes transportation quotes, YMCA Camp Surf invoices, nonprofit documentation, educational articles regarding water safety, and photographs from previous surf education trips involving Maywood Academy High School students.

Although the estimated expenses submitted total approximately $8,644, the Foundation has requested $10,000 to ensure adequate funding for the program and related educational costs associated with providing two surf excursions.

The proposed program provides significant community benefits by expanding educational opportunities for Maywood youth through experiential learning. Specific community benefits include:

• Providing approximately 40 Maywood Academy High School students with access to educational experiences outside the traditional classroom.
• Increasing awareness of water safety, swimming skills, and ocean safety. • Promoting healthy lifestyles through outdoor recreation and physical activity. • Building student confidence, teamwork, leadership, and communication skills. • Introducing students to environmental conservation and stewardship of California's coastal resources. • Providing equitable access to recreational opportunities for students who may otherwise never have the opportunity to participate due to financial barriers.
• Supporting students' mental health by encouraging outdoor activity, social interaction, and positive personal development.

The Foundation also cites national research emphasizing that swimming and water safety education are important life skills and that many underserved communities continue to experience limited access to aquatic education. Through this program, students receive instruction that can contribute to lifelong safety while creating meaningful educational experiences.

This is the Foundation's first Community Benefit Fund application submitted to the City of Maywood. While the organization has been serving Maywood Academy High School students since 2018, it officially received its nonprofit designation from the Internal Revenue Service in February 2026. The requested funding will assist with transportation, surf instruction, water safety education, and educational programming for approximately 40 students during the 2026-2027 school year.

Funding, if approved, shall be distributed on a reimbursement basis in accordance with the City's Community Benefit Fund Guidelines upon submission of paid invoices, receipts, participant documentation, and a final report.

LEGAL REVIEW:

The City Attorney has reviewed this report.

FISCAL IMPACT:

The Fiscal Year 2026–2027 Community Benefit Fund budget was approved by the City Council in the amount of $75,000 to provide financial assistance to nonprofit organizations and community programs that directly benefit Maywood residents.

On June 24, 2026, the City Council approved a Community Benefit Fund award in the amount of $9,850 leaving an available Community Benefit Fund balance of $65,150. If this item is approved, the Community Benefit Fund balance will decrease to $55,150.

F.Y. 26-27 Impact: $10,000 Current F.Y. Budget: 75,000
Fund Impacted: 100-General Fund Budget adjustment requested: $0 Source of Funds: 302-Community Services Remaining Budget: $55,150 Account Number: 100.302. 6301.9999 For Fiscal Year: 2026/2027

ATTACHMENT(S)

1. CBF_Guidelines_Revised 2025 Final PDF

2. NHEF grant application 2026