CITY OF MONTCLAIR
CITY COUNCIL
SUCCESSOR REDEVELOPMENT AGENCY,
MONTCLAIR HOUSING CORPORATION, MONTCLAIR
HOUSING AUTHORITY, AND MONTCLAIR COMMUNITY
FOUNDATION MEETINGS
AGENDA PACKET
Monday, November 18, 2024
7:00 p.m.
Montclair City Council Chambers
5111 Benito Street
Montclair, CA 91763
Mayor
Javier “John” Dutrey
Mayor Pro Tem
Tenice Johnson
Council Members
Bill Ruh
Corysa Martinez
Benjamin “Ben” Lopez
City Manager
Edward C. Starr
City Attorney
Diane E. Robbins
City Clerk
Andrea M. Myrick
REGULAR JOINT MEETING OF THE
CITY COUNCIL, SUCCESSOR AGENCY, MONTCLAIR HOUSING CORPORATION,
MONTCLAIR HOUSING AUTHORITY, AND MONTCLAIR COMMUNITY FOUNDATION to be held in the Council Chambers
5111 Benito Street, Montclair, California
Monday, November 18, 2024
7:00 p.m.
If you want to provide comments on an agenda item, including public hearing and closed session items, please complete a Speaker Card located in the Council Chambers. The Mayor/Chair (or the meeting’s Presiding Officer) will call on those who submitted requests to speak at the appropriate times during the meeting. Written comments (200–word limit per agenda item, and 200–word limit for all non–agenda items combined) can also be emailed to [email protected] at least one hour before the meeting begins.
Watch Council meetings live on the City’s official YouTube Channel at https://www.youtube.com/@cityofmontclair, or via Zoom using the following information: Zoom Link: https://zoom.us/j/93717150550 / Dial Number: 1 (669) 900–6833 / Meeting ID: 937–1715–0550.
Video recordings of Council meetings are available on the City’s website and can be accessed by the end of the business day following the meeting at https://www.cityofmontclair.org/council–meetings/.
AGENDA
I. CALL TO ORDER City Council [CC], Successor Agency Board [SA], Montclair Housing Corporation Board [MHC],
Montclair Housing Authority Commission [MHA],
Montclair Community Foundation Board [MCF]
II. INVOCATION
In keeping with our long–standing tradition of opening our Council meetings with an invocation, this meeting may include a nonsectarian invocation. Such invocations are not intended to proselytize or advance any faith or belief or to disparage any faith or belief. Neither the City nor the City Council endorses any particular religious belief or form of invocation.
III. PLEDGE OF ALLEGIANCE
IV. ROLL CALL
V. PRESENTATIONS — None
VI. PUBLIC COMMENT
During Public Comment, you may comment on any subject that does not appear on this agenda. Each speaker has up to five minutes. The meeting’s presiding officer may provide more or less time to accommodate speakers with special needs or a large number of speakers waiting in line. (Government Code Section 54954.3).
Under the provisions of the Brown Act, the meeting bodies are prohibited from participating in substantial discussion of or taking action on items not listed on the agenda.
VII. PUBLIC HEARINGS — None Page No.
VIII. CONSENT CALENDAR
A. Approval of Minutes — None
B. Administrative Reports
1. Consider Receiving and Filing of Treasurer’s Report [CC] 3
2. Consider Approval of Warrant Register & Payroll Documentation [CC] 4
3. Consider Receiving and Filing of Treasurer’s Report [SA] 5
4. Consider Approval of Warrant Register [SA] 6
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MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 1 of 18 Page No.
5. Consider Receiving and Filing of Treasurer’s Report [MHC] 7
6. Consider Approval of Warrant Register [MHC] 8
7. Consider Receiving and Filing of Treasurer’s Report [MHA] 9
8. Consider Approval of Warrant Register [MHA] 10
C. Agreements
1. Consider Approval of Agreement No. 24–88 with the San Bernardino County Office of Emergency Services Authorizing the Receipt of $15,665 from the FY 2023 Emergency Management Performance Grant and Authorizing Police Chief Reed to Sign Said Agreement [CC] Consider Authorizing a $15,665 Appropriation from the Public Safety Grant Fund for the Purchase of Mobile Data Computers for the Emergency Operations Center [CC]
Consider Authorizing Appropriations from the Contingency Fund in the Amounts of $15,665 as a Dollar-for-Dollar Match to Receive the Grant Funds and $4,514 to Cover the Remaining Balance of the Mobile Data Computers [CC] 11
2. Consider Approval of Agreement No. 24–89 with CivicPlus for Continued Use of the NextRequest Platform to Manage Public Records Requests [CC] 14 D. Resolutions — None
IX. PULLED CONSENT CALENDAR ITEMS
X. COMMUNICATIONS
A. Department Reports
1. Human Services Department — Upcoming Activities
B. City Attorney
C. City Manager/Executive Director
D. Mayor/Chairperson
E. Council Members/Directors
F. Committee Meeting Minutes (for informational purposes only)
1. Personnel Committee Meeting – November 4, 2024 [CC] 18 XI. ADJOURNMENT
The next regular joint meeting of the City Council, Successor Agency Board, Montclair Housing Corporation Board, Montclair Housing Authority Commission, and Montclair Community Foundation Board will be held on Monday, December 2, 2024, at 7:00 p.m.
Reports, backup materials, and additional materials related to any item on this Agenda distributed to the meeting bodies after publication of the Agenda packet are available for public inspection in the Office of the City Clerk between 7:00 a.m. and 6:00 p.m., Monday through Thursday. Please call the City Clerk’s Office at (909) 625–9416 or send an e–mail to [email protected] to request documents via e–mail.
If you need special assistance to participate in this meeting, call the City Clerk’s Office at (909) 625–9416 or e–mail [email protected].
Notification prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 35.102–
35.104 ADA Title II)
I, Andrea M. Myrick, City Clerk, hereby certify that I posted, or caused to be posted, a copy of this Agenda not less than 72 hours prior to this meeting on the City’s website at https://www.cityofmontclair.org/agendas/ and on the bulletin board adjacent to the north door of Montclair City Hall at 5111 Benito Street, Montclair, CA 91763 on Thursday, November 14, 2024.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 2 of 18
CITY COUNCIL
AGENDA REPORT
DATE: NOVEMBER 18, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 1
FILE I.D.: FIN520
DEPT.: FINANCE
PREPARER: J. KULBECK
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The City Council is requested to consider receiving and filing the City of Montclair Treasurer's Report for the month ending October 31, 2024.
BACKGROUND: Included in the City Council’s agenda packet is a copy of the Treasurer's Report for the period ending October 31, 2024.
FISCAL IMPACT: Routine—report of City's cash and investments.
RECOMMENDATION: Staff recommends the City Council receive and file the Treasurer's Report for the month ending October 31, 2024.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 3 of 18
CITY COUNCIL
AGENDA REPORT
DATE: NOVEMBER 18, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 2
FILE I.D.: FIN540
DEPT.: FINANCE
PREPARER: A. VONG/V. FLORES
SUBJECT: CONSIDER APPROVAL OF WARRANT REGISTER AND PAYROLL DOCUMENTATION REASON FOR CONSIDERATION: The City Council is requested to consider approval of the Warrant Register and Payroll Documentation.
BACKGROUND: Mayor Pro Tem Johnson has examined the Warrant Register dated November 18, 2024, and the Payroll Documentation dated November 3, 2024, and recommends their approval.
FISCAL IMPACT: The Warrant Register dated November 18, 2024, totals $2,728,197.86.
The Payroll Documentation dated November 3, 2024, totals $896,259.82 gross, with $624,851.85 net being the total cash disbursement.
RECOMMENDATION: Staff recommends the City Council approve the above–referenced Warrant Register and Payroll Documentation.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 4 of 18
CITY COUNCIL
AGENDA REPORT
DATE: NOVEMBER 18, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 3
FILE I.D.: FIN510
DEPT.: SA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The City Council acting as Successor to the Redevelopment Agency Board of Directors (Successor Agency Board) is requested to consider receiving and filing the Successor to the Redevelopment Agency Treasurer's Report for the month ending October 31, 2024, pursuant to state law.
BACKGROUND: Included in the Successor Agency Board’s agenda packet is a copy of the Successor to the Redevelopment Agency Treasurer's Report for the period ending October 31, 2024.
FISCAL IMPACT: Routine—report of the Successor Agency's cash.
RECOMMENDATION: Staff recommends the Successor Agency Board receive and file the Successor to the Redevelopment Agency Treasurer's Report for the month ending October 31, 2024.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 5 of 18
CITY COUNCIL
AGENDA REPORT
DATE: NOVEMBER 18, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 4
FILE I.D.: FIN530
DEPT.: SA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER APPROVAL OF WARRANT REGISTER
REASON FOR CONSIDERATION: The City Council acting as Successor to the Redevelopment Agency Board of Directors is requested to consider receiving and filing the Successor to the Redevelopment Agency Warrant Register for the month ending October 31, 2024, pursuant to state law.
BACKGROUND: Vice Chair Johnson has examined the Successor to the Redevelopment Agency Warrant Register dated 10.01.24-10.31.24 in the amounts of $6,567.74 for the Combined Operating Fund and $0.00 for the Redevelopment Obligation Retirement Funds, and finds it to be in order.
FISCAL IMPACT: Routine—report of Agency's obligations.
RECOMMENDATION: Vice Chair Johnson recommends the City Council as Successor to the Redevelopment Agency Board of Directors approve the Successor to the Redevelopment Agency Warrant Register for the period ending October 31, 2024.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 6 of 18
CITY COUNCIL
AGENDA REPORT
DATE: NOVEMBER 18, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 5
FILE I.D.: FIN525
DEPT.: MHC
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The Montclair Housing Corporation Board of Directors is requested to receive and file the Montclair Housing Corporation Treasurer's Report for the month ending October 31, 2024, pursuant to state law.
BACKGROUND: Included in the Montclair Housing Corporation Board agenda packet is a copy of the Treasurer's Report for the period ending October 31, 2024.
FISCAL IMPACT: Routine—report of the Montclair Housing Corporation's cash and investments.
RECOMMENDATION: Staff recommends the Montclair Housing Corporation Board of Directors receive and file the Treasurer's Report for the month ending October 31, 2024.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 7 of 18
CITY COUNCIL
AGENDA REPORT
DATE: NOVEMBER 18, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 6
FILE I.D.: FIN545
DEPT.: MHC
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER APPROVAL OF WARRANT REGISTER
REASON FOR CONSIDERATION: The Montclair Housing Corporation Board of Directors is requested to consider receiving and filing the Warrant Register for the month ending October 31, 2024, pursuant to state law.
BACKGROUND: Vice Chair Johnson has examined the Warrant Register dated 10.01.24–
10.31.24 in the amount of $118,786.06 for the Montclair Housing Corporation and finds it to be in order.
FISCAL IMPACT: Routine—report of Montclair Housing Corporation's obligations.
RECOMMENDATION: Vice Chair Johnson recommends the Montclair Housing Corporation Board of Directors approve the Warrant Register for the period ending October 31, 2024.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 8 of 18
CITY COUNCIL
AGENDA REPORT
DATE: NOVEMBER 18, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 7
FILE I.D.: FIN525
DEPT.: MHA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The Montclair Housing Authority Commission is requested to receive and file the Montclair Housing Authority Treasurer's Report for the month ending October 31, 2024, pursuant to state law.
BACKGROUND: Included in the Montclair Housing Authority Commission’s agenda packet is a copy of the Treasurer's Report for the period ending October 31, 2024.
FISCAL IMPACT: Routine—report of Montclair Housing Authority's obligations.
RECOMMENDATION: Staff recommends the Montclair Housing Authority Commission receive and file the Treasurer's Report for the month ending October 31, 2024.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 9 of 18
CITY COUNCIL
AGENDA REPORT
DATE: NOVEMBER 18, 2024
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 8
FILE I.D.: FIN545
DEPT.: MHA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER APPROVAL OF WARRANT REGISTER
REASON FOR CONSIDERATION: The Montclair Housing Authority Commission is requested to consider receiving and filing the Warrant Register for the month ending October 31, 2024, pursuant to state law.
BACKGROUND: Vice Chair Johnson has examined the Warrant Register dated 10.01.24–
10.31.24 in the amount of $0.00 for the Montclair Housing Authority and finds it to be in order.
FISCAL IMPACT: Routine—report of Montclair Housing Authority's obligations.
RECOMMENDATION: Vice Chair Johnson recommends the Montclair Housing Authority Commission approve the Warrant Register for the period ending October 31, 2024.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 10 of 18
CITY COUNCIL
AGENDA REPORT
DATE: NOVEMBER 18, 2024
SECTION: CONSENT - AGREEMENTS
ITEM NO.: 1
FILE I.D.: PDT362
DEPT.: POLICE
PREPARER: M. BUTLER
SUBJECT: CONSIDER APPROVAL OF AGREEMENT NO. 24–88 WITH THE SAN BERNARDINO COUNTY OFFICE OF EMERGENCY SERVICES AUTHORIZING THE RECEIPT OF $15,665 FROM THE FY 2023 EMERGENCY MANAGEMENT PERFORMANCE GRANT AND
AUTHORIZING POLICE CHIEF REED TO SIGN SAID AGREEMENT
CONSIDER AUTHORIZING A $15,665 APPROPRIATION FROM THE PUBLIC SAFETY
GRANT FUND FOR THE PURCHASE OF MOBILE DATA COMPUTERS FOR THE
EMERGENCY OPERATIONS CENTER
CONSIDER AUTHORIZING APPROPRIATIONS FROM THE CONTINGENCY FUND IN THE AMOUNTS OF $15,665 AS A DOLLAR–FOR–DOLLAR MATCH TO RECEIVE THE GRANT FUNDS, AND $4,514 TO COVER THE REMAINING BALANCE OF THE MOBILE DATA
COMPUTERS
REASON FOR CONSIDERATION: The City Council is requested to consider approval of Agreement No. 24–88 with the San Bernardino County Office of Emergency Services (County OES) authorizing the receipt of $15,665 from the FY 2023 Emergency Management Performance Grant (EMPG) Program; authorize a $15,665 appropriation from the Public Safety Grant Fund to purchase mobile data computers (MDCs) for the Emergency Operations Center (EOC); and authorize additional appropriations from the Contingency Fund in the amounts of $15,665 as a dollar–for–dollar match to receive the grant funding, and $4,514 to complete the purchase of the MDCs.
The agreement had to be signed when it was submitted in December 2023 to the County as part of the grant application process, and authorization is sought to authorize Chief Reed’s signature authority for the grant.
A copy of proposed Agreement No. 24–88 is attached for the City Council’s review and consideration.
BACKGROUND: The U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) issues the EMPG Program focusing on all–hazards emergency preparedness, including the evolving threats and risks associated with climate change, and the goals of addressing the increasing range and complexity of disasters, supporting the diversity of communities, and complementing the nation’s growing expectations of the emergency management community. The primary objective of the FY 2023 EMPG Program is to provide funds to assist state, local, tribal, and territorial emergency management agencies to implement the National Preparedness System and to support the National Preparedness Goal of a secure and resilient nation.
The City of Montclair is an active signatory on the County’s Operational Area Coordinating Council (OACC) Agreement and is a subrecipient of the EMPG. Each subrecipient is allocated a $13,000 base with the remainder of the grant distributed on a per capita basis — the City’s total allocation is $15,665.
As a subrecipient of the EMPG, staff submitted an application in December 2023 to MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 11 of 18 County OES requesting grant funding to purchase MDCs for the EOC. The EMPG application included a subrecipient agreement with the County, match certification (this grant requires a dollar–for–dollar match in order to receive grant funds), budget, narrative, and work plan. The City Council must agree to the following terms as defined in the proposed Agreement under the Proof of Authority:
Provide all matching funds required for the grant project and that any cash match will be appropriated as required;
Any liability arising out of the performance of this agreement shall be the responsibility of the Applicant and the city council, governing board, or authorized body;
Grant funds shall not be used to supplant expenditures controlled by the city council, governing board, or authorized body;
The Applicant is authorized by the city council, governing board, or authorized body to apply for federal assistance, and the institutional, managerial and financial capability (including funds sufficient to pay the non–federal share of the project cost, if any) to ensure proper planning, management and completion of the project described in this application; and
Official executing this agreement is authorized by the Applicant.
EMPG 2021 and 2022 grant funds were used to upgrade equipment in the EOC — with funds from the EMPG 2023, staff would be able to continue its efforts of updating the EOC to effectively manage, organize, and effect crucial emergency responses in times of crisis. The computers in the EOC are over ten years old, making the hardware and software no longer sufficient to handle the operations of a functioning EOC, which hinders our ability to prepare for and respond to emergencies and disasters.
Grant funding would be used to procure four ruggedized Getac laptops with the latest hardware specification, current software operating systems, and warranty that will keep them running for the next ten years. Four additional laptops would be purchased from the City’s Contingency Fund. Having functioning computers in the event of an emergency is crucial in order to collect, analyze, and share information while coordinating efforts and dispatching resources. With this Phase 3 of updating our EOC, the City would be able to effectively support emergency response, business continuity, and crisis communication activities during an activation of the EOC, which would improve our ability to respond quickly to save lives, protect property and the environment, and meet basic human needs in the aftermath of a catastrophic incident.
In June 2024, staff received authorization from County OES to proceed with the submitted project of purchasing new and improved, ruggedized Getac laptops for the EOC that feature up–to–date specifications with a 13–inch display. Staff has selected Code–3 Technology for the purchase of these Getac laptops. The primary justification for this sole–source selection is based on Getac’s business model, which restricts its distribution through a limited number of authorized resellers. Code–3 Technology is the only authorized reseller in our region permitted to engage with and provide proposals to the City of Montclair. Getac does not allow competitive quotes from other vendors, thus eliminating the possibility of acquiring multiple bids for this purchase.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 12 of 18 The Getac ruggedized laptops provided by Code–3 Technology are specifically designed to meet the demanding needs of law enforcement. These laptops are built to withstand extreme conditions, including drops, shocks, vibrations, rain, and extreme temperatures, which makes them an ideal choice for emergency response situations.
These Getac laptops offer advanced security features, such as biometric access and encrypted storage, ensuring sensitive information is protected. With long battery life, customizable configurations, and superior connectivity options, the Getac laptops enable EOC responders to maintain uninterrupted communication and access to vital data whether in the field or in the EOC, enhancing operational efficiency.
In addition, Code–3 Technology has a proven track record of successful collaboration with the City, specifically in supporting the Montclair Police Department. Over the years, Code–3 Technology has demonstrated reliability, responsiveness, and consistent technical support, making this vendor an invaluable partner in maintaining the Police Department's operational capabilities. For these reasons, staff recommends Code–3 Technology be approved as the sole–source vendor for the purchase of the Getac ruggedized laptops. Staff has already received approval from County OES to purchase the MDCs from Code–3 Technology through a Request for Noncompetitive Procurement Authorization.
FISCAL IMPACT: Code–3 Technology provided a quote of $35,843.28 for eight Getac laptops. If approved by the City Council, the purchase of these computers for the EOC would result in an appropriation from the Public Safety Grant Fund (1163) in the amount of $15,665. The City would receive full reimbursement from the FY 2023 EMPG. The funding match of $15,665 and the remaining balance of $4,514 would result in an appropriation from the Contingency Fund.
RECOMMENDATION: Staff recommends the City Council take the following actions:
1. Approve Agreement No. 24–88 with the San Bernardino County Office of Emergency Services authorizing the receipt of $15,665 from the FY 2023 Emergency Management Performance Grant and authorize Police Chief Reed to sign said agreement;
2. Authorize a $15,665 appropriation from the Public Safety Grant Fund for the purchase of Mobile Data Computers for the Emergency Operations Center; and
3. Authorize appropriations from the Contingency Fund in the amounts of $15,665 as a dollar–for–dollar match to receive the grant funds, and $4,514 to cover the remaining balance of the Mobile Data Computers.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 13 of 18
CITY COUNCIL
AGENDA REPORT
DATE: NOVEMBER 18, 2024
SECTION: CONSENT - AGREEMENTS
ITEM NO.: 2
FILE I.D.: CCK080
DEPT.: ADMIN. SVCS.
PREPARER: A. MYRICK
SUBJECT: CONSIDER APPROVAL OF AGREEMENT NO. 24–89 WITH CIVICPLUS FOR CONTINUED
USE OF THE NEXTREQUEST PLATFORM TO MANAGE PUBLIC RECORDS REQUESTS REASON FOR CONSIDERATION: The City Council is requested to consider approval of Agreement No. 24–89 with CivicPlus for continued use of the NextRequest platform to manage public records requests.
BACKGROUND: NextRequest is an online platform designed to help organizations manage public records requests more effectively. It improves collaboration among different departments within the City, making it easier to collect the information needed to meet these requests. The platform automates several steps in the process, from when a request is submitted to when it is completed, keeping all actions and communications in one place and reducing the workload for the City Clerk's Office. Both requesters and staff can track the status of requests in real time.
On December 18, 2023, the City Council approved a one–year contract with NextRequest, owned by CivicPlus, for training, set–up, and use of the NextRequest platform. After several months of training, the system went live in May of 2024. Since going live, staff has assessed how well the platform works and how easy it is to use.
Feedback from staff has been positive, highlighting that the platform is easy to use, improves communication among everyone involved, and keeps requesters updated throughout the process. CivicPlus is always working to make NextRequest better by listening to user feedback, and have made a number of improvements thanks to suggestions from staff that were shared with CivicPlus's product development team.
The platform includes an Admin Dashboard, which provides an overview of all requests submitted in the system. This includes the current open requests, closed requests, the average time it takes to complete and close out a request, and the number of documents downloaded from the platform by those who made the requests.
The Dashboard also features a graph that illustrates how many requests have been MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 14 of 18 received in the current. The information below shows the number of requests received from when the system went live in May to November 2024, broken down by department.
The prior contract, Agreement No. 23–95, was entered into with NextRequest; however, NextRequest is no longer a separate company owned by CivicPlus, as it has recently been incorporated as a division of CivicPlus; therefore, the new contract is with CivicPlus for use of the NextRequest platform.
FISCAL IMPACT: Due to staff’s positive experience with the platform and the enhanced efficiency in responding to requests, a three–year contract term is recommended.
The total cost for a three-year contract with CivicPlus for a license to use the NextRequest platform is $11,327.40 for the first year, $11,893.77 for the second year, and $12,488.46 for the final year. The first-year cost reflects a five percent increase from the contract price offered in 2023, excluding the setup fee and the promotional discount for new customers. Each subsequent year's fee increase through 2027 will be capped at five percent.
If the City Council elects to not approve Agreement No. 24–89 with CivicPlus, staff could continue using NextRequest under the provisions of Agreement No. 23-95 on a year-toyear basis until cancelled or replaced by a new contract; however, annual increases could exceed five percent and may potentially include new fees. Moreover, establishing a multiyear contract allows the City Clerk’s Office to effectively budget for the required funds at the guaranteed rates for the upcoming years.
The City Council’s approval of Agreement No. 24–89 would result in an immediate expenditure of $11,327.40 from the Special Contract Services Fund within the Fiscal Year 2024–25 City Clerk’s Office budget (Account No. 1001–4314–52450–400–00000), which has adequate funds allocated to cover this contract. The costs for the second and third years will be included in future budget plans within the same account.
RECOMMENDATION: Staff recommends the City Council approve Agreement No. 24–89 with CivicPlus for continued use of the NextRequest platform to manage public records requests.
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 15 of 18 V. PD 06.01.2015-0048
CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502 US
Client: City of Montclair, CA
Bill To: City of Montclair, CA
CA – City of Montclair – NextRequest- Statement of Work QTY Product Description PRODUCT TYPE
1 NextRequest Standard with up to 10 Admin-Publisher
Users and 2TB of Storage Renewal
Renewable
Annual Recurring Services (1/1/2025-12/31/2025) USD 11,327.40 Annual Recurring Services (1/1/2026-12/31/2026) USD 11,893.77 Annual Recurring Services (1/1/2027-12/31/2027) USD 12,488.46
1. This renewal Statement of Work ("SOW") is between City of Montclair, CA (“Customer”) and CivicPlus, LLC and shall be subject to the terms and conditions of the Master Services Agreement (“MSA”) and the applicable Solutions and Products terms found at: www.civicplus.help/hc/p/legal-stuff (collectively, the “Terms and Conditions”). By signing this SOW, Customer expressly agrees to the Terms and Conditions throughout the Term of this SOW. The Terms and Conditions form the entire agreement between Customer and CivicPlus (collectively, referred to as the “Agreement”). The Parties agree the Agreement shall supersede and replace all prior agreements between the Parties with respect to the services provided by CivicPlus herein (the “Services”).
2. This SOW shall remain in effect for an initial term from January 1, 2025 through December 31, 2027 (“Initial Term”). This SOW shall renew for an additional twelve month renewal term (“Renewal Term”) upon mutual agreement of the parties. The Initial Term and all Renewal Terms are collectively referred to as the “Term”.
3. Annual Recurring Services shall be invoiced on January 1 of each calendar year thereafter and be subject to a 5% uplift for each Renewal Term. Client will pay all invoices within 30 days of the date of such invoice.
Signature Page to Follow.
Agreement No. 24–89
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 16 of 18 V. PD 06.01.2015-0048
Acceptance
By signing below, the parties are agreeing to be bound by Terms and Conditions found at: www.civicplus.help/hc/p/legalstuff.
IN WITNESS WHEREOF, the parties have caused this SOW to be executed by their duly authorized representatives as of the dates below.
Client CivicPlus
By: By:
Name: Name:
Title: Title:
Date: Date:
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 17 of 18 Personnel Committee Minutes – November 4, 2024 Page 1 of 1
MINUTES OF THE MEETING OF THE MONTCLAIR
PERSONNEL COMMITTEE HELD ON MONDAY,
NOVEMBER 4, 2024, AT 6:03 P.M. IN THE CITY
ADMINISTRATIVE OFFICES, 5111 BENITO STREET,
MONTCLAIR, CALIFORNIA
I. CALL TO ORDER
Mayor Pro Tem Johnson called the meeting to order at 6:03 p.m.
II. ROLL CALL
Present: Mayor Pro Tem Johnson, Council Member Ruh, City Manager Starr, and Assistant City Manager/Director of
Human Services Richter
III. APPROVAL OF MINUTES
A. Minutes of the Regular Personnel Committee Meeting of October 21, 2024.
Moved by Council Member Ruh, seconded by Mayor Pro Tem
Johnson, and carried unanimously to approve the minutes of the Personnel Committee meeting on October 21, 2024.
IV. PUBLIC COMMENT – None
V. CLOSED SESSION
At 6:04 p.m., the Personnel Committee went into Closed Session regarding personnel matters related to appointments, resignations/ terminations, and evaluations of employee performance.
At 6:32 p.m., the Personnel Committee returned from Closed Session.
Mayor Pro Tem Johnson stated that no announcements would be made at this time.
VI. ADJOURNMENT
At 6:32 p.m., Mayor Pro Tem Johnson adjourned the Personnel Committee.
Submitted for Personnel Committee approval,
Edward C. Starr
City Manager
MONTCLAIR CITY COUNCIL MEETING – 11/18/2024 Page 18 of 18