Sanger City Council
April 3, 2025

AVAILABLE FOR REVIEW 72 HOURS

PRIOR TO THE CITY COUNCIL MEETING
AT THE SANGER LIBRARY, CITY CLERK’S

OFFICE AND THE SANGER CITY HALL
LOBBY.

AGENDA

SANGER CITY COUNCIL REGULAR MEETING
THURSDAY, APRIL 3, 2025
6:00 PM

COUNCIL CHAMBER
1700 7TH Street, Sanger, California 93657
Levine Act Disclosure. Pursuant to the Levine Act (Govt Code Section 84308), any party to a permit, license, contract, or other entitlement before the City Council is required to disclose on the record any contribution, including aggregated contributions, of more than $250 made by the party or the party’s agents within the preceding 12 months to any City official. Participants and agents are requested to make this disclosure as well.

The disclosure should be made when the agenda item is called and must include the name of the party, participant, or agent, and any other person making the contribution, the name of the recipient, the amount of the contribution, and the date the contribution was made. Council Members are also required to make such disclosures and recuse themselves.

Conflicts of Interest. Council Members are required to disclose conflicts of interests and recuse themselves.

Prior to action by the Council on any item on this agenda, the public may comment on that item.

A. CALL TO ORDER
B. OPENING CEREMONIES
Invocation
Flag Salute
Roll Call
C. AGENDA APPROV AL, ADDITIONS AND/OR DELETIONS
D. CEREMONIAL MATTERS

1. Recognition of Jesse Vasquez

2. Woman of the Year Award
E. PRESENTATIONS

1. Sanger Chamber of Commerce Quarterly Report

2. RH Builders

3. Pedestrian Bridge at Academy & Church
1 City Council Agenda
April 3, 2025

F. PUBLIC FORUM
(This portion of the meeting is reserved for members of the public who wish to address the Council on any matter not listed on the agenda and within the subject matter jurisdiction of the City Council. Each speaker is limited to three minutes. Speakers shall address all comments to the Mayor and the Council as a body and not to any particular Council Member or member of the staff. Speakers are asked, but not required, to state their name and address. The Council is prohibited by law from taking action on items not on the agenda.)
G. CONSENT CALENDAR
(Matters listed under the consent calendar are considered routine and will be enacted by one motion and one vote. There will be no separate discussion of these items. If discussion is desired, a member of the audience or a Council Member may request an item be removed from the Consent Calendar and it will be considered separately.)

1. SUBJECT: Minutes of a Special and Regular City Council meeting held on March 6, 2025, and Special Sanger City Council meeting held on March 19, 2025.

RECOMMENDATION: That the City Council approve.

2. SUBJECT: Authorization for Out of State Travel – Fresno COG One V oice, Washington DC.

RECOMMENDATION: That the City Council authorize Out of State travel for Mayor Gonzalez to attend the Fresno COG One V oice D.C. trip from April 27- May 1, 2025.

3. SUBJECT: Approve a Resolution Initiating Proceedings to Levy the Annual Assessment for Sanger Landscaping and Lighting Maintenance District No. 1.

RECEOMMENDA TION: That the City Council approve Resolution No. 2025-22, a resolution initiating proceeding to levy the annual assessment for Sanger Landscaping and Lighting Maintenance District No. 1.

4. SUBJECT: Approve a Resolution Initiating Proceedings to Levy the Annual Assessment for Sanger Landscaping and Lighting Maintenance District No. 2.

RECEOMMENDA TION: That the City Council approve Resolution No. 2025-23, a resolution initiating proceeding to levy the annual assessment for Sanger Landscaping and Lighting Maintenance District No. 2.

5. SUBJECT: Accept Grant Funds from the San Joaquin V alley Air Pollution Control District.

RECEOMMENDA TION: Staff respectfully recommends that the City Council (1) authorize the City Manager to execute contract agreement accepting grant funds from San Joaquin V alley Air Pollution Control District (“SJV APCD”); (2) adopt Resolution No. 2025- 24 for a budget amendment to the FY 2024-2025 Budget to record the receipt and appropriation of $20,000 from SJV APCD.
2 City Council Agenda
April 3, 2025

6. SUBJECT: Approval of Lease Agreement between the City of Sanger and Delta Property Management for the lease of three (3) suites located at 1713, 1715, and 1717 N. 7th Street, Sanger.

RECEOMMENDA TION: That City Council approve the lease agreement between the City of Sanger and Delta Property Management for additional office space located across from City Hall.

H. DEPARTMENT REPORTS

1. SUBJECT: Approve Resolutions 2025-25 appointing Rebecca Padron, CalPERS Retired Annuitant, as Interim City Clerk/Executive Assistant and authorize the City Manager to execute the employment agreement.

RECOMMENDATION: That City Council approve Resolution 2025-25, appointing Rebecca Padron as Interim City Clerk/Executive Assistant and authorize the City Manager, or designee, to execute the employment agreement.

2. SUBJECT: Approve the agreement between Tyler Technologies, Inc. and the City of Sanger for Enterprise ERP (MUNIS) Software.

RECOMMENDATION: That City Council approve the agreement between the City of Sanger and Tyler Technologies, Inc. for Enterprise ERP.

3. SUBJECT: Approve Resolution 2025 -26, appointing Michael Salvador as Interim Police Chief and authorize the City Manager to execute the employment agreement.

RECOMMENDATION: That City Council approve Resolution 2025 -26, appointing Michael Salvador as Interim Police Chief and authorize the City Manager, or designee, to execute the employment agreement.

I. CITY MANAGER/STAFF COMMUNICATION
J. REPORTS AND MATTERS INITIATED BY CITY COUNCIL MEMBERS (This portion of the meeting is reserved for the Mayor and Council Members (i) to make brief reports on boards, committees, and other public agencies, and at public events, (ii) to initiate new matters and to request updates, and to initiate new agenda items. Under this section, the Council may take action only on any items specifically agendized and which meet other requirements for action.) K. ADJOURNMENT
I certify under the penalty of perjury, under the laws of the State of California that the foregoing agenda was posted in accordance with the applicable legal requirements. Dated thi s 28th day of March 2025.

Sierra Delgado, Deputy City Clerk
3 City Council Agenda
April 3, 2025

ADA COMPLIANCE AND REASONABLE ACCOMMODATIONS POLICY. The Council has adopted a Reasonable Accommodation Policy which is available on the City website at www.ci.sanger.ca.us or upon request by emailing the City Clerk at [email protected]. The Policy provides a procedure for receiving and resolving requests for accommodation to participate in this meeting. If you need assistance in order to attend this Council meeting or require auxiliary aids or services, e.g., hearing aids or signing services to make a presentation to the Council, please email the City Clerk or call by phone at (559) 876 -6300 extension 1350 so such aids or services can be arranged. Accommodations should be requested as early as possible as additional time may be required in order to provide the requested accommodation.

TRANSLATION SERVICES. Translation services in Spanish will be provided upon request.

NOTICE OF A V AILABILITY OF AGENDA DOCUMENTS . Writings related to the agenda are available at Sanger City Hall, 1700 7 th Street, Sanger, CA 93657 and are posted online at www.ci.sanger.ca.us. Writings provided to a majority of the City Council within 72 hours of the meeting regarding any item on this agenda will be made available for public inspection at the City Clerk’s Office located at Sanger City Hall, 1700 7 th Street, Sanger, CA 93567 and will be posted online at www.ci.sanger.ca.us.
4 Minutes of a Regular Meeting of the Sanger City Council THURSDAY , MARCH 6, 2025
6:00 PM

COUNCIL CHAMBER
1700 7TH Street, Sanger, California 93657
A. CALL TO ORDER
The Council called the regular meeting to order at 6:02 pm B. OPENING CEREMONIES
Pastor Paul Canaday offered the Invocation.

Mayor Frank Gonzalez led the flag salute.

Roll Call

Present: Mayor Gonzalez, Mayor Pro Tem Martinez, Council Member Hurtado, Council Member Montelongo, Council Member Melendez

Absent: None
C. AGENDA APPROV AL, ADDITIONS AND/OR DELETIONS
City Manager Olson moved item G-3 to the March 20, 2025 meeting.

Motion by Council Member Melendez, seconded by Mayor Pro Tem Martinez, to approve the agenda with the exception of item G-3.

AYES: GONZALEZ, MARTINEZ, HURTADO, MONTELONGO, MELENDEZ NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
D. CEREMONIAL MATTERS
Council Member Hurtado recommended a moment of silence for Hubert Hsu.

1. Women’s History Month: Council Member Hurtado read a proclamation on behalf of Sanger City Council, proclaiming March as “National Women’s History Month” in the City of Sanger.

2. Youth Council Quarterly Report. City staff member Joaquin Zamora presented CalFresh Environmental Assessment of Public Recreation Spaces report. Youth G-1
5 City Council Agenda
March 6, 2025

Council Recruitment for 25-26 school year will being in the spring. Council thanked staff for their work with Youth Council and the Blossom Trail events.

E. PUBLIC FORUM
George Barthel wanted to know if any discussions around crosswalks had occurred. Stated he was walking his dog near Cottle and 9th, near the school, and was nearly hit by a vehicle.

Concerned Citizen brought up concerns regarding crossing near Bethel and Almond, and also the lack of sidewalk at Bethel and Greenwood. States it is an unprotected crossing with no signal lights and a lack of lighting within 500 feet of high school. Cited two innocent youths were hurt and killed and devastated the driver. Referenced the CIP and the list of projects.

Blames the City for not acting sooner. Concerned about the number of lawsuits City of Sanger is involved in.

Osvaldo, founder of Sanger Boxing Club and community activist. States he talks to community members about tells them about the great job City Council is doing. He says many disagree, and they have complaints. City Council is a hard job. He commended Officer Diaz for a good response. Stated concerns about speeding vehicles in school zones.

Jacob Zailian, Set Free Church, discussed concerns regarding homelessness and wanted to know the Cities plans to address the issues. He wants the City of Sanger to be proactive. States the City needs to know what the rules are and the status of the homeless individuals. Stated we need to be able to provide them with their options. Stated concerns regarding the look of the town.

Kevin Carter echoed concerns regarding homeless encampments. Cited several locations around town and in downtown with homeless camps, individuals sleeping and creating messes in public locations. Stated he was bothered by all the incidents.

Rubio agreed with previous comments. Asked how did Council come to the conclusion of the speed limit by the high school? Stated concerns over Almond and Bethel crossing. Wants Council and community to be more vigilant.

F. CONSENT CALENDAR
Members of the public pulled items F-5 and F-6 for separate consideration.

Motion by Council Member Montelongo and seconded by Mayor Pro Tem Martinez, to approve the consent calendar with the exception of items 4-5 and 4-6.

AYES: GONZALEZ, MARTINEZ, HURTADO, MONTELONGO, MELENDEZ NOES: NONE
ABSTAIN: NONE
ABSENT: NONE

1. SUBJECT: APPROVED - Initiation of Proceedings for the Annexation of Property into Community Facilities District 2005-1, Annexation No. 6, Tract 6431, Phase.

1. Resolution No. 2025 -15 Adopting a Boundary Map Showing the Territory Proposed for Annexation to CFD No. 2005-1.

2. Resolution No. 2025-16 Declaring the City’s Intention to Annex certain territory 6 City Council Agenda
March 6, 2025

into City of Sanger Community Facilities District 2005 -1 (public services) and Setting a Time and Date for a Public Hearing Thereon (Annexation No. 6).

2. SUBJECT: APPROVED - Resolution Initiating Proceedings Pursuant to the Landscaping and Lighting Act of 1972 for the Annexation of Property into Sanger Landscaping and Lighting Maintenance District No. 2, Area 1, to Review the Improvements and Assessments for Fiscal Year 2024 -2025, and to Set a Public Hearing (Annexation No. 25-01).

3. SUBJECT: ACCEPTED - Blossom Trail Run Donations.

4. SUBJECT: ACCEPTED - Grant Acceptance from State Homeland Security Grant Program Grant.

5. SUBJECT: APPROVED -Contract with Bryant L. Jolley, CP A for Professional Auditing Services.

Assistant City Manager Speer presented on the item. Council discussed financial changes due to switching firms and requested list of contracts with auditing firms.

Public Comment:

Citizen echoed wish for a list of contracted auditors.

Motioned by Council Member Melendez and seconded by Council Member Montelongo to approve item F-5.

AYES: GONZALEZ, MARTINEZ, HURTADO, MONTELONGO, MELENDEZ NOES: NONE
ABSTAIN: NONE
ABSENT: NONE

6. SUBJECT: APPROVED - Purchase of a PipeHunter Jetter Trailer from Municipal Maintenance Equipment, Inc.

1. Approve Cooperative Purchasing Agreement with Municipal Maintenance Equipment, Inc. (MME) for the purchase of a new 5733 Tandem Axle PipeHunter Jetter Trailer; and

2. Authorize the City Manager to sign the purchase documents on behalf of the City.

Public Works Director Rosales presented on this item. Council commented on excitement for new equipment and are pleased that staff will have proper tools to do their jobs.

Public Comment:

Kevin Carter expressed concerns with purchasing process. Wanted to know if it would be better to buy direct than through a JP A.
7 City Council Agenda
March 6, 2025

Citizen expressed interest in machine and wanted to ensure City researched the machine, and wanted to know if it comes with a warranty. Wanted to know if staff needs to be trained and compensated for those skills.

Rubio wanted to know the price of the machine. Stated the City needs it.

Motioned by Council Member Hurtado and seconded by Council Member Montelongo to approved item F-6.

AYES: GONZALEZ, MARTINEZ, HURTADO, MONTELONGO, MELENDEZ NOES: NONE
ABSTAIN: NONE
ABSENT: NONE

G. DEPARTMENT REPORTS

1. SUBJECT: APPROVED - Receipt of Update on Emergency Repairs at Waste Water Treatment Plant Pursuant to Resolution No. 2025-03.

Public Works Director Rosales presented this item.

Public Comment: NONE

Motioned by Council Member Melendez and seconded by Mayor Pro Tem Martinez to approved item G-1.

AYES: GONZALEZ, MARTINEZ, HURTADO, MONTELONGO, MELENDEZ NOES: NONE
ABSTAIN: NONE
ABSENT: NONE

2. SUBJECT: APPROVED - Purchase of Self-Contained Breathing Apparatus Fill Station

Fire Chief Tarascou presented this item.

Public Comment: NONE

Motioned by Mayor Pro Tem Martinez and seconded by Council Member Melendez to approved item G-2.

AYES: GONZALEZ, MARTINEZ, HURTADO, MONTELONGO, MELENDEZ NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
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March 6, 2025

3. SUBJECT: ITEM MOVED to MARCH 20 MEETING Retail Strategies – Retail Recruitment Professional Services.

H. CITY MANAGER/STAFF COMMUNICATION

Fire Chief Tarascou spoke about the status of the fire station remodel. Stated that work is completed on admin side and staff has moved in to the admin side. Invited Council to tour the admin side. Tentative open house to occur mid-May.

City Manager Olson stated that speed limits are dictated by traffic studies. The City does not control the speed limits directly. Stated that Council Member Montelongo has contacted the City Manager about signals in his district. The City started working on the intersection at Almond and Bethel and that it often takes 18-24 months to get right of way acquisition. The City has started pot holing to expedite the process. Olson stated that he is impressed the City of Sangers project completion rate. Montelongo is quick to email and contact the City Manager about issues in the City.

I. REPORTS AND MATTERS INITIATED BY CITY COUNCIL MEMBERS Mayor Pro Tem:

1. Publically acknowledged companies that donated to the Blossom Trail Run and thanked city staff member Joaquin Zamora.

2. Expressed prayers and thoughts to the family members of the Hubert Hsu and to Bethany Ray. Expressed appreciation for the first responders and the chaplains.

Council Member Hurtado

1. Shared condolences to the Hsu family and to keep both families in prayers. Safety should be a priority. Shared appreciation for first responders.

2. Asked for consensus to bring back a new resolution declaring pedestrian safety to be a priority, and will direct city staff to enhance safety measures. Received consensus.

3. Invited all to Women’s Reception on 3-12-2025 at Sanger’s Women’s Club in honor of Women’s History Month.

4. Gave thanks to Joaquin Zamora on the success of Blossom Trail Run. Thanks to staff for set up of the event.

5. Wished sister Happy Birthday.

Council Member Montelongo

1. Expressed difficulty in discussing the events that occurred regarding the high school students. Stated his priority has been to make sure every school is safe. To build better crosswalks and streets. Stated that work being done is to the credit of the students that brought forth the concerns to Council’s attention. This was a tragic event. Listed additional events of students being involved in accidents at various locations. Agrees that a resolution should be brought forth but not limited to crosswalks. Understands that we must go through a process but if it was up to him they would get done a lot faster. If 9 City Council Agenda
March 6, 2025

anyone would like to help the Hsu family, the school has created a scholarship in his honor. Donations to the scholarship are a way of healing for the family.

Council Member Melendez

1. Condolences to the Hsu family and prayers to all involved. It is a community responsibility to drive safely.

2. Would like an update on the homeless issue. Want to ensure all the resources available are being presented to the homeless community.

Mayor Gonzalez

1. Will be speaking at Hsu’s memorial. These students are our community. Heart and prayers go out to all involved.

2. Walking trail on Acacia, the fence near is constantly damaged and repaired. Would like a more permanent fix. Park near end of Greenwood has a homeless encampment. Would like the City to continue making progress on the homeless ordinance.

3. Attended Council Government meeting last months. Would like consensus for out of state travel to Washington DC April 27-May 1 to attend One V oice trip to communicate regional projects. Received Consensus. Would be an honor to represent City of Sanger.

J. ADJOURNMENT
Being no further business, the Council adjourned their meeting at 7:35 pm.

Attest:

Amanda Champion, Deputy City Clerk

10 THURSDAY, MARCH 6, 2025
5:00 PM

COUNCIL CHAMBER
1700 7TH Street, Sanger, California 93657

A. CALL TO ORDER

The Council called the special meeting to order at 5:03 pm.

B. ROLL CALL

Present: Mayor Gonzalez, Mayor Pro Tem Martinez, Council Member Montelongo

Absent: Council Member Hurtado, Council Member Melendez

Council Member Hurtado and Council Member Melendez joined during closed session.

C. AGENDA APPROVAL

Motion by Council Member Montelongo, Seconded by Mayor Pro Tem Martinez

AYES: GONZALEZ, MARTINEZ, MONTELONGO
NOES: NONE
ABSTAIN: NONE
ABSENT: HURTADO, MELENDEZ

D. PUBLIC FORUM

NONE.

E. CLOSED SESSION

1. Pursuant to Government Code Section 54957.6

CONFERENCE WITH LABOR NEGOTIATORS
Agency designated representatives: City Manager, Assistant City Manager Employee Organizations: Sanger General Employees Organization, Sanger Firefighters Association, Unrepresented/Confidential Employees.

2. Pursuant to Government Code Section 54956.95

LIABILITY CLAIMS
Claimant: Destinee Gardeazabal
Agency Claimed Against: City of Sanger

3. Pursuant to Government Code Section 54957
Minutes of a Special Meeting of the Sanger City Council

11 City Council Special Meeting Agenda
March 6, 2025

01236.0101/1039351.1

PERFORMANCE EVALUATION
Title: City Manager

The Council adjourned to closed session at 5:04 pm.

Council Member Hurtado and Council Member Melendez joined the Council during closed session.

F. CITY ATTORNEY REPORT FROM CLOSED SESSION

City Council recessed their closed session at 6:00 pm.

City Attorney Hilda Cantu Montoy announced no reportable action was taken for item 1. The City Council rejected the claim for closed session item number two with a 4-0 vote with Melendez being absent. Melendez arrived at 5:40 pm

City Attorney Hilda Cantu Montoy announced City Council will continue their closed session meeting for item number 3 after regular session.

The Council recessed the special meeting at 6:02 pm.

The Council reconvened the special meeting and adjourned to closed session at 7:35 pm.

The Council reconvened from closed session at 8:28 pm and Mayor Gonzalez announced no reportable action.

G. ADJOURNMENT

Being no further business, the Council adjourned their special meeting at 8:28 pm.

ATTEST:

Amanda Champion, Deputy City Clerk
12 WEDNESDAY, MARCH 19, 2025
5:30 PM

COUNCIL CHAMBER
1700 7TH Street, Sanger, California 93657

A. CALL TO ORDER

The Council called their special meeting to order at 5:30 PM.

B. ROLL CALL

Present: Mayor Gonzalez, Council Member Hurtado, Council Member Melendez

Absent: Mayor Pro Tem Martinez, Council Member Montelongo

C. AGENDA APPROVAL

The Council by motion of Melendez approved the agenda as posted. The motion was seconded by Council Member Hurtado and approved by the following vote:

AYES: GONZALEZ, HURTADO, MELENDEZ
NOES: NONE
ABSTAIN: NONE
ABSENT: MARTINEZ, MONTELONGO

D. PUBLIC FORUM

Public comment: NONE

E. CLOSED SESSION

1. Pursuant to Government Code Section 54957.6

CONFERENCE WITH LABOR NEGOTIATORS
Agency designated representatives: Shelline Bennett, Lead Negotiator, Michelle Speer, Assistant City Manager, Amanda Champion, Human Resources Manager Employee Organizations: Sanger General Employees Organization, Sanger Middle Management Organization, Sanger Police Officers Association, Sanger Firefighters Association, Stationary Engineers, Local 39, Unrepresented/Confidential Employees and Executive Employees.

Council Member Montelongo arrived at 5:32 pm. Council adjourned to closed session at 5:33.

F. CITY ATTORNEY REPORT FROM CLOSED SESSION

Special City Council Meeting and Special Meeting Minutes

13 City Council Special Meeting Agenda
March 19, 2025

01236.0101/1039351.1

City Council reconvened from closed session at 7:23 pm.

City Manager announced nothing to report from closed session.

G. ADJOURNMENT

There being no further business, the meeting adjourned at 7:24 PM.

ATTEST:

Amanda Champion, Deputy City Clerk
14 Prepared by: _ Lina Martinez Approved by: _____________________

REVIEW: City Manager: _____ Finance: ___MS____ City Attorney: __HCM____ TYPE OF ITEM: COUNCIL ACTION:  APPROVED  DENIED  NO ACTION __X_ Consent
____ Info Item
_X__ Action Item
____ Department Report
____ Redevelopment Agency
____ Public Hearing
____ Matter Initiated by a Council Member
____ Other
____ Continued to: __________

For the Meeting of: April 3, 2025

Agenda Item No.: G-2

CITY OF SANGER

REPORT TO THE CITY COUNCIL

To: Mayor and Council Members
From: Nathan Olson, City Manager
Subject: Authorization for Out of State Travel

CONFLICT OF INTEREST:

None known.

RECOMMENDATION:

That the City Council authorize Out of State travel for Mayor Gonzalez to attend the Fresno COG One Voice D.C. trip from April 27-May 1, 2025.

EXECUTIVE SUMMARY:

The Annual Fresno COG One Voice trip to Washington D.C. for elected officials, business leaders and staff, provides an opportunity for the delegation of 17 public and private representatives to expand upon relationships with Congressional representatives and federal staff members established during previous efforts. The delegation will request legislative support from federal representatives for priorities chosen for their regional significance and their ability to bring economic prosperity to Fresno Count y while improving transportation choices and infrastructure.

BACKGROUND:

Since 2003, Fresno COG’s One Voice efforts have secured millions of dollars in federal appropriations, as well as needed policy changes for Fresno County. By advocating for policy and regulatory reform, Fresno COG One Voice has been responsible for legislation that today streamlines the way federal and state agencies work together. The program continues to help eliminate unnecessary procedures so that government agencies and the business community can work together seamlessly toward job creation for our communities.

15 \\nas1\shared\Forms & Templates

REASON FOR RECOMMENDATION:

Fresno COG’s “One Voice” unites Fresno County communities and regional interests in a voluntary and collaborative effort to seek federal and state funds annually for projects of regional significance that contribute significantly to an improved quality of life throughout Fresno County.

FISCAL IMPACT:

The total estimated fiscal impact related to this travel is $4,200 which covers the expense of food, lodging and travel. The City Council has a budget of $34,800 for annual meetings, travel and workshops. As of March 21, 2025, the balance remaining is $14,147.34.

ALTERNATIVES:

The Mayor not attend Fresno COG’s One Voice trip.

ACTIONS FOLLOWING APPROVAL:

Confirmation of travel arrangements and accommodations. 16 2025 One Voice D.C. Participant Information and Sign-Up Forms Fresno “One Voice” Trip – April 27 – May 1, 2024

Fresno COG is planning its annual One Voice Trip to Washington, D.C. and is holding 20 hotel rooms with three spots committed to COG staff and the Fresno COG Policy Board Chairperson, at $349 per night + 15.95% room tax.

Marriott Bonvoy members will receive complimentary, standard, in-room internet access during their stay. Non-members may sign up for Marriott Bonvoy any time prior to their stay or at check-in upon request to access this benefit.

Hotel Information:

The Mayflower Hotel, Autograph Collection
1127 Connecticut Avenue NW
Washington, DC 20036
(202) 347-3000
Hotel Website Link

Registration Fees: A non-refundable $300 registration fee is required for each participant attending the 2025 One Voice trip. The fee and delegate form are due no later than April 1, 2025. This fee covers all materials, meeting refreshments and ridesharing services. You will be billed for any remaining charges over $300 that Fresno COG may incur on your behalf. Fresno COG is not responsible for hotel charges, room incidentals, shuttle service to and from the airport, alcohol or meal purchases other than what is indicated. Any additional reimbursements owed to Fresno COG must be remitted no later than May 30, 2025. Registration fees apply to One Voice participants only.

Delegates’ guest(s): One Voice participants bringing spouses or guests to group tours, dinners or meetings should complete and submit the guest participation form and a trip deposit fee of $200. The fee covers mid-week transportation, refreshment costs, meeting materials and other essentials.

Metro Passes: Metro transit passes may be included with registration if it is deemed necessary and are good for seven days with unlimited trips.

Planned dinners requiring prior reservations: Delegates registering for a group dinner where prior reservations are required will be charged if they cancel after the announced deadline or if they fail to attend. Guests attending group dinners will also be charged unless otherwise specified.

Morning Meals and Meeting times: Participants will be responsible for their own breakfast each morning unless otherwise announced. Morning briefings may be held at set meeting locations. All participants must be ready to leave the hotel at designated times, allowing adequate time to travel to meeting locations, go through security checkpoints and be escorted to meeting rooms. Attending the Monday evening delegation dinner and morning briefings is required to properly prepare for delegate meetings.

Hotel Accommodations: All participants will be responsible for making, modifying, or canceling their own hotel reservations. Guests must make their own reservations online at https://book.passkey.com/go/FresnoCouncil. You may also call the following dedicated Group Reservations phone number to access special block rates: Reservations Toll Free #: 877-212-5752

When calling, indicate the event name and dates of your stay to secure a room in Fresno COG's One Vo
ice DC block. All reservations must be made on or before Sunday, April 6, 2025. Twenty rooms are available for One Voice delegates, but we can expand that room block if we are sure delegates will need them. All reservations must be guaranteed with a major credit card. 17 PLEASE NOTE: Char ges for room cancellations after April 6, 2025, become the delegate’s responsibility if the room nights are not rebooked by another Fresno COG delegate.

Transportation: Participants are responsible for booking their own transportation to and from Washington, D.C. Delegates arriving on the same flight with Fresno COG staff may opt to join Fresno COG’s travel reservations from the airport to the hotel.

Attending One Voice: To reserve your spot on the One Voice trip, please email or deliver by hard copy, a completed and signed copy of the attached 2025 Fresno COG One Voice Delegate Reservation Form Packet to Brenda Thomas at [email protected] Please mail or hand-deliver check or cash for your $300 deposit payment. Fresno COG does not accept credit cards.

Mail or deliver forms and payment to:

Brenda Thomas
Communications & Planning Services Manager
Fresno Council of Governments
2035 Tulare Street, Suite 201
Fresno, CA 93721

Updated trip information will be posted to COG’s website at the following link: Fresno COG Legislative Advocacy Trips - Fresno Council of Governments

PLEASE KEEP THIS PORTION OF THE INTENT TO TRAVEL FOR REFERENCE 18 2025 Fresno COG One Voice Delegate Reservation Form

Name: Title: _

Organization: Address:

City: State/Zip:

Phone: Email: _

Cell Phone:

Emergency Contact Information:

Name of contact:

Relationship to delegate:

Phone number(s): _
Email:

More Information, please check all that apply:

Yes, I am committed to participating and will pay for the cost of the trip. I will submit a $300 participation fee.

Yes, I am bringing a guest(s) with me on the 2024 One Voice trip. I will submit a $200 deposit for my guest, as well as the required Guest Participation Form.

Name of Guest(s):

One Voice Participant Signature
19 Participant Disclaimer
Advocacy
For legislative advocacy purposes, Fresno COG exclusively reserves the right to use the One Voice moniker. No delegate or agency will advocate separately on any issue other than those agreed upon by the Fresno Council Policy Board at any time while using the One Voice name.

While this admonition does not preclude delegates from extending their stay in Washington D.C. or from bringing additional staff or representatives during the One Voice trip timeframe, additional staff members or representatives may not use the One Voice name to advocate during non-sanctioned activities.

In addition, any person committed to attending the One Voice trip must participate in all scheduled appointments assigned and not hold separate meetings during One Voice DC meeting hours unless previously discussed and agreed upon by the One Voice delegates.

Expenses
A non-refundable $300 registration fee is required for each participant attending the 2025 One Voice trip. The fee and delegate form are due no later than April 1. This fee covers all materials, meeting refreshments and ridesharing services. You will be billed for any remaining charges over $300 that Fresno COG may incur on your behalf. Fresno COG is not responsible for hotel charges, room incidentals, shuttle service to and from the airport, alcohol or meal purchases other than what is indicated. Any additional reimbursements owed to Fresno COG must be remitted no later than May 30, 2025. Registration fees apply to One Voice participants only.

Delegates’ guests should complete and submit the guest participation form and a trip deposit fee of $200.

Charges for room cancellations after April 6, 2025, become the delegate’s responsibility if the room nights are not rebooked by another Fresno COG delegate.

The trip is scheduled for April 27 – May 1, 2025, including travel days.

I agree to cooperate with the policies listed above: (Please sign below)

Participant Signature

Date

20 2025 Fresno COG One Voice Guest Reservation Form
One Voice DC delegate’s guests attending group tours, dinners or meetings should complete and submit this guest participation form with a trip deposit fee of $200. The fee covers mid-week transportation, refreshment costs, meeting materials and other essentials.

Name:

Guest of: _
Address:

City: State/Zip:

Phone: Email: _
Cell Phone:

Emergency Contact Information:

Name of contact:

Relationship to delegate:

Phone number(s): _
Email:

One Voice Guest Signature
21 Prepared by: __Raymond Martin _ Approved by: __ _____________

REVIEW: ______ Finance: MS City Attorney: HCM
TYPE OF ITEM: COUNCIL ACTION:  APPROVED  DENIED  NO ACTION _X__ Consent
____ Info Item
_X__ Action Item
____ Department Report
____ Redevelopment Agency

____ Public Hearing
____ Matter Initiated by a Council Member
____ Other
____ Continued to: __________

For the Meeting of: April 3, 2025

Agenda Item No.: G-3

CITY OF SANGER

REPORT TO THE CITY COUNCIL

To: Mayor and Council Members
From: Raymond Martin, Management Analyst
Subject: Approve a Resolution Initiating Proceedings to Levy the Annual Assessment for Sanger Landscaping and Lighting Maintenance District No. 1 Attachments: 1) Resolution
2) Map

CONFLICT OF INTEREST:

None known.

RECOMMENDATION:

That the City Council a pprove Resolution No. 2025-22, a resolution initiating proceeding to levy the annual assessment for Sanger Landscaping and Lighting Maintenance District No. 1.

EXECUTIVE SUMMARY:

The City of Sanger has two established Landscaping and Lighting Districts that were established to maintain city parks, landscaped areas, block walls, and streetlight operation and maintenance. Sanger Landscaping and Lighting Maintenance District No.1 (LLMD No.1) was established in 1990 and was amended with the passage of Proposition 218 in 1997. The assessments collected in LLMD No.1 are now used primarily for street lighting purposes.

The annual assessment process begins with the attached resolution initiating the proceedings to levy the assessment in the established LLMD No.1 area. This resolution does not implement the assessment but rather initiates the process for further discussion and directs the City Engineer to prepare the appropriate required detailed report. After the Engineer’s report is submitted, a Public Hearing will be set for further discussion to levy the assessment.
22 BACKGROUND:

On June 29, 1990, the Sanger City Council established Sanger Landscaping and Lighting Maintenance District No. 1 (LLMD No. 1) for the purpose of maintaining city parks, landscaped areas and streetlights.

The Landscaping and Lighting Act of 1972, California Streets and Highways Code Section 22500 et. seq. was designed to allow local governments the ability to collect assessments to defray the cost of maintaining street lighting, and landscaped areas within the public right-of-way. These costs were recognized as costs which directly benefit property owners by increasing the value of their property.

Adequate street lighting increases safety and decreases crime. Well-kept landscaped areas enhance the quality of life in neighborhoods and directly affect the marketability and value of property.

With the passage of Proposition 218, the City of Sanger eliminated the assessment in LLMD No. 1 for maintaining city parks and landscaped areas. LLMD No. 1 assessments are used only for street lighting purposes.

The attached resolution initiating proceedings to levy an annual assessment, to defray the cost of maintaining the street lighting within the LLMD No. 1 City right-of-way, begins the process for the City to provide a public hearing, for the purpose of discussing the proposed collection of the annual assessment for LLMD No. 1. This resolution directs the City Engineer to prepare a report in accordance with Article 4, Chapter 1 of the Streets and Highway Code of the State of California. The engineer’s report and additional resolutions will come before the City Council for approval of the proposed assessments.

Approving this resolution does not implement the assessment; it only continues the process for further discussion.

REASON FOR RECOMMENDATION:

The LLMD No.1 assessment is utilized to offset the costs of streetlight and right of way maintenance and operations within the established LLMD No.1 area. Street lighting and well maintained landscaping increases safety and the quality of life and directly affects the actual property values of h omes and businesses located in the City of Sanger.

FISCAL IMPACT:

Total assessments for fiscal year 2025 2026 are estimated at $136,155.00. The engineers’ report will provide more detailed information regarding the potential revenue that may be collected if approved by the Council.

ALTERNATIVES:

The alternative is to eliminate the assessment and absorb the expenditures into the appropriate General Fund division budget.

ACTIONS FOLLOWING APPROVAL:

Direct the City Engineer to prepare the detailed LLMD No.1 report to be approved at a subsequent City Council meeting.

23 RESOLUTION NO. 2025-22

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANGER

INITIATING PROCEEDINGS

TO LEVY ANNUAL ASSESSMENT FOR
SANGER LANDSCAPING AND LIGHTING MAINTENANCE DISTRICT NO. 1 (PURSUANT TO THE LANDSCAPING AND LIGHTING ACT OF 1972)

WHEREAS, the City Council of the City of Sanger by Resolution No. 2581 on June 29, 1990 formed Sanger Landscaping and Lighting Maintenance District No. 1 pursuant to the Landscaping and Lighting Act of 1972, California Streets and Highways Code Section 22500 et. seq. for the purpose of collecting assessments to defray the cost of maintaining the street lighting, graffiti and vandalism abatement and City landscaping and parks in the City of Sanger; and
WHEREAS, the City Council wishes to initiate proceedings to levy annual assessments for the fiscal year 2025-2026 under such district which are allowed by the law; and
WHEREAS, the proposed assessment for fiscal year 2025-2026 will be imposed to collect for street lighting and maintenance of public right of ways; and WHEREAS, the imposition of an annual assessment for the maintenance of these facilities is categorically exempt under the provisions of the California Environmental Quality Act.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Sanger as follows:

The City Engineer of the City of Sanger is hereby ordered and directed to prepare and file with the City Council a report in accordance with Article 4, Chapter 1 of the 24 Streets and Highway Code of the State of California, beginning at section 22565, including the plans and specifications for improvements, an estimate of the costs of the improvements, a diagram of the assessment district, and an assessment of the costs of the improvements. The improvements shall consist of the maintenance of all the street lighting facilities and maintenance areas in the public right of way on City property located in the City of Sanger’s Landscaping and Lighting District No. 1. * * * * * * * * * * * * * * * *
The foregoing Resolution was considered by the City Council of the City of Sanger, California, at a regular meeting of said Council held on the 3rd day of April 2025, and approved by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST:

____________________________________
Sierra Delgado, Deputy City Clerk

25 5179
5448
50915307
5174
5365
5490
5404
5536 5323
5166
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5267
5240
5372
5201
5234 5199
5460
5069
5286
5426
5425
5383
LEGEND
LANDSCAPE AND LIGHTING DISTRICT - 2
(AREA 2)
LANDSCAPE AND LIGHTING DISTRICT - 2
(AREA 1)
NOTE: ALL OTHER PARCELS WITHIN CITY

LIMITS ARE LOCATED IN THE LANDSCAPE
AND LIGHTING DISTRICT 1
NOTE: ALL OTHER

PARCELS WITHIN CITY

LIMITS ARE LOCATED IN THE LANDSCAPE
AND LIGHTING DISTRICT 1

CITY OF SANGER
Landscape and Lighting District 1 and 2
26 Prepared by: __Raymond Martin _ Approved by: ____ __________

REVIEW: ______ Finance: __MS_____ City Attorney: HCM
TYPE OF ITEM: COUNCIL ACTION:  APPROVED  DENIED  NO ACTION __X_ Consent
____ Info Item
__X_ Action Item
____ Department Report
____ Redevelopment Agency

____ Public Hearing
____ Matter Initiated by a Council Member
____ Other
____ Continued to: __________

For the Meeting of: April 3, 2025

Agenda Item No.: G-4

CITY OF SANGER

REPORT TO THE CITY COUNCIL

To: Mayor and Council Members
From: Raymond Martin, Management Analyst
Subject: Approve a Resolution Initiating Proceedings to Levy the Annual Assessment for Sanger Landscaping and Lighting Maintenance District No. 2 Attachments: 1) Resolution
2) Map

CONFLICT OF INTEREST:

None known.

RECOMMENDATION:

That the City Council a pprove Resolution No. 2025-23, a resolution initiating proceeding to levy the annual assessment for Sanger Landscaping and Lighting Maintenance District No. 2.

EXECUTIVE SUMMARY:

The City of Sanger has two established Landscaping and Lighting Maintenance Districts that were established to maintain city parks, landscaped areas, block walls, and streetlight operation and maintenance. Sanger Landscaping and Lighting Maintenance District No. 2 (LLMD No. 2) was established in 2004 to levy and collect assessments to cover the cost of maintaining streetlights, landscaping, and irrigation systems within the LLMD No. 2 City public right -of-way, and to cover the cost of maintaining special amenities located within the LLMD No. 2 public right-of-way or easements, including, but not limited to, maintaining masonry walls, storm water holding ponds, and roundabouts.

The annual assessment process begins with the attached resolution initiating the proceedings to levy the assessment in the established LLMD No.2 areas. This resolution does not implement the assessment but rather initiates the process for further discussion and directs the City Engineer to prepare the appropriate 27 required detailed report. After the Engineer’s report is submitted and approved, a Public Hearing will be set for further discussion to levy and collect the assessment.

BACKGROUND:

On April 1, 2004, the Sanger City Council established Sanger Landscaping and Lighting Maintenance District No. 2 (LLMD No. 2) to levy and collect assessments to cover the cost of maintaining streetlights, landscaping, and irrigation systems within the LLMD No. 2 City public right-of-way, and to cover the cost of maintaining special amenities located within the LLMD No. 2 public right-of-way or easements, including, but not limited to, maintaining masonry walls, storm water holding ponds, and roundabouts.

The Landscaping and Lighting Act of 1972, California Streets and Highways Code Section 22500 et. seq. was designed to allow local governments the ability to collect assessments to defray the cost of maintaining street lighting, and landscaped areas within the public right-of-way. These costs directly benefit property owners by increasing the value of their property. Adequate street lighting increases safety and decreases crime. Well-kept landscaped areas enhance the quality of life in neighborhoods and directly affect the marketability and value of property.

The attached resolution initiating proceedings to levy an annual assessment, to defray the cost of maintaining the street lighting, and landscaping within the LLMD No. 2 City right-of-way, begins the process for the city to provide a public hearing, for the purpose of discussing the proposed collection of the annual assessment for LLMD No. 2. This resolution directs the City Engineer to prepare a report, which ensures that the annual assessment established for all properties within the proposed assessment district covers the City’s cost for maintenance, related services, and incidental expenses. Assessments may be increased each year using an inflation escalator based upon the Consumer Price Index. The engineer’s report and additional resolutions will come before the City Council for approval of the proposed assessments.

Approving this resolution does not implement the assessment; it only continues the process for further discussion.

REASON FOR RECOMMENDATION:

The LLMD No.2 assessment is utilized to offset the costs of streetlight and right of way maintenance and operations within the established LLMD No. 2 areas. Street lighting and well-maintained landscaping increases safety and the quality of life and directly affects the actual property values of homes and businesses located in the City of Sanger.

FISCAL IMPACT:

Total assessments are estimated at $200,404.00. The engineers’ report will provide more detailed information regarding the potential revenue that may be collected if approved by the City Council at a later date.

ALTERNATIVES:

The alternative is to eliminate the assessment and absorb the expenditures into the division budget.

ACTIONS FOLLOWING APPROVAL:

Direct the City Engineer to prepare the LLMD No.2 report to be approved by the City Council. 28 RESOLUTION NO. 2025-23

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANGER INITIATING

PROCEEDINGS

TO LEVY ANNUAL ASSESSMENT FOR
SANGER LANDSCAPING AND LIGHTING MAINTENANCE DISTRICT NO. 2 (PURSUANT TO THE LANDSCAPING AND LIGHTING ACT OF 1972)

WHEREAS, the City Council of the City of Sanger by Resolution No. 3604 on April 1, 2004 formed Sanger Landscaping and Lighting Maintenance District No. 2 to levy and collect assessments pursuant to the Landscaping and Lighting District Act of 1972, California Streets and Highways Code Section 22500 et. seq. for the purpose of collecting assessments to defray the cost of maintaining street lighting, landscaping, and irrigation systems within the City public right-of-way, the maintenance of any special amenities located within the public right-of-way or easements, including, but not limited to, maintenance of masonry walls, maintenance of storm water holding ponds, and maintenance of roundabouts; and WHEREAS, the City Council wishes to initiate proceedings to levy annual assessments for the fiscal year 2025-2026 under such district which are allowed by the law; and WHEREAS, the proposed assessment for fiscal year 2025-2026 will be imposed to collect for street lighting and maintenance of public right of ways; and WHEREAS, an assessment district to collect assessments for maintaining street lights, and City landscaping is categorically exempt under the provisions of the California Environmental Quality Act.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Sanger as follows:

The City Engineer of the City of Sanger is hereby ordered and directed to prepare and file with the City Council a report in accordance with Article 4, Chapter 1 of the Streets and 29 Highway Code of the State of California, beginning at section 22565, including the plans and specifications for improvements, an estimate of the costs of the improvements, a diagram of the assessment district, and an assessment of the costs of the improvements. The cost of the improvements shall consist of the utilities, depreciation, and maintenance of all the street lighting facilities and landscape maintenance areas in the public right-of-way as described above. The City Engineer is hereby ordered and directed to ensure that the annual assessment established for all properties within the assessment district covers the City’s cost for maintenance, related services, and incidental expenses. Assessments may be increased each year using an inflation escalator based upon the Consumer Price Index, California, All Urban Consumers, for each year. * * * * * * * * * * * * * * * *
The foregoing Resolution was considered by the City Council of the City of Sanger, California, at a regular meeting of said Council held on the 4th day of April 2024, and approved by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST:

____________________________________
Sierra Delgado, Deputy City Clerk

30 5179
5448
50915307
5174
5365
5490
5404
5536 5323
5166
5241
5267
5240
5372
5201
5234 5199
5460
5069
5286
5426
5425
5383
LEGEND
LANDSCAPE AND LIGHTING DISTRICT - 2
(AREA 2)
LANDSCAPE AND LIGHTING DISTRICT - 2
(AREA 1)
NOTE: ALL OTHER PARCELS WITHIN CITY

LIMITS ARE LOCATED IN THE LANDSCAPE
AND LIGHTING DISTRICT 1
NOTE: ALL OTHER

PARCELS WITHIN CITY

LIMITS ARE LOCATED IN THE LANDSCAPE
AND LIGHTING DISTRICT 1

CITY OF SANGER
Landscape and Lighting District 1 and 2
31 Prepared by: __Esperanza Rosales _ Approved by: ________________________

REVIEW: City Manager: ______ Finance: ____MS___ City Attorney: __HCM____ TYPE OF ITEM: COUNCIL ACTION:  APPROVED  DENIED  NO ACTION _X__ Consent
____ Info Item
_X__ Action Item
____ Department Report
____ Successor Agency

____ Public Hearing
____ Matter Initiated by a Council Member
____ Other
____ Continued to: __________

For the Meeting of: April 3, 2025

Agenda Item No.: G-5

CITY OF SANGER

REPORT TO THE CITY COUNCIL

To: Mayor and Council Members
From: Esperanza Rosales, Public Works Director
Subject: Accept Grant Funds from the San Joaquin Valley Air Pollution Control District

Attachments: 1) Resolution and Budget Adjustment Form
2) Grant Agreement

RECOMMENDATION:

Staff respectfully recommends that the City Council (1) authorize the City Manager to execute contract agreement accepting grant funds from San Joaquin Valley Air Pollution Control District (“SJVAPCD”); (2) adopt Resolution No. 2025-24 for a budget amendment to the FY 2024-2025 Budget to record the receipt and appropriation of $20,000 from SJVAPCD.

EXECUTIVE SUMMARY:

The SJVAPCD currently is offering a Public Benefits Grant Program that helps public agencies purchase new alternative fuel vehicles. The funding is for up to $20,000 per vehicle with a total annual amount not to exceed $100,000 per agency and it is a first -come first-serve basis. The City’s Public Works Department has identified the need for a vehicle to be utilized by the Environmental Compliance Inspector in the Sewer Division.

BACKGROUND:

City staff has identified a grant opportunity through the SJVAPCD that will fund up to $20,000 per acceptable new alternative fuel vehicle. The City can apply for a maximum of five grants or $100,000 total per year. Per Resolution No. 2019-54, the City Council authorized the City Manager to submit applications to this program. Public Works staff have identified a hybrid plug in vehicle that meets the criteria of the SJVAPCD Public Benefit Grants Program.
32 REASON FOR RECOMMENDATION:

The Public Works Department needs a vehicle to be utilized in the Sewer Division for the Environmental Compliance Inspector, responsible for implementation of the Industrial Pretreatment Program. The use of this alternative fuel vehicle will reduce the use of a gasoline powered vehicle thus reducing pollution. While the grant funding does not cover the vehicle’s entire cost, the remaining balance will be responsibly covered by the Sewer Enterprise Fund – Fleet Vehicle budget.

FISCAL IMPACT:

The immediate fiscal impact is a $20,000 increase in grant revenue and a corresponding $20,000 expenditure appropriation within the FY 2024-2025 budget. This grant directly offsets the total purchase price of a new alternative fuel vehicle. There is no negative fiscal impact to the City.

ALTERNATIVES:

The City Council could decide not to accept the grant funds; and the City would lose $20,000 in funding intended to offset the cost of a new alternative fuel vehicle.

ACTIONS FOLLOWING APPROVAL:

City staff will initiate the procurement of the alternative fuel vehicle according to the City's Purchasing Policy and will make the appropriate budgetary entries to reflect the acceptance of the funds and the expenditures.

33 RESOLUTION NO. 2025-24

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANGER APPROVING A 2024-2025 FISCAL YEAR BUDGET AMENDMENT FOR THE ACCEPTANCE OF

FUNDS FROM THE SAN JOAQUIN VALLEY AIR POLLUTION CONTROL

DISTRICT
WHERAS, the City of Sanger Annual budget requires amendments to adjust the estimated revenues and appropriations to reflect the City’s financial plan; and WHEREAS, the annual budget contains the estimated revenue and appropriations necessary to implement the City Council’s policies, goals and objectives; and WHEREAS, during the fiscal year, unforeseen circumstances, changed economic conditions or spending priorities may require budget adjustments; and WHEREAS, the City Council of the City of Sanger does hereby find that it would be in the best interest of the City to revise the estimated revenues and appropriations; and WHEREAS, a budget amendment appropriating funds in the amount $ 20,000 is necessary to record the receipt of the funds from the San Joaquin Valley Air Pollution Control District.

NOW THEREFORE, IT IS HERBY RESOLVED by the City Council of the City of Sanger as follows:

1. The foregoing recitals are true and correct and are incorporated by reference.

2. The Council approves the amendment to the Annual Budget as set forth in Exhibit “A” for Revenue Adjustments and Appropriation Adjustments which is attached hereto and incorporated herein by reference.

3. The Administrative Services Director or their designated staff are hereby authorized and directed to record the appropriate accounting entries.

4. This resolution is effective upon adoption.
* * * * * * * * * * * * * * *
The foregoing Resolution was considered by the City Council for the City of Sanger, California, at a regular meeting of said Council on the 3rd day of April 2025, and adopted by the following vote:

AYES:

NOES:

ABSTAIN (RECUSAL):

ABSENT:

ATTEST:

Sierra Delgado, Deputy City Clerk
34 EXHIBIT "A"
City of Sanger Accounting Use Only
Fiscal Impact of Proposed Resolution and Budget Adjustment Number:

Budget Adjustment approved by Council
Resolution Number: 2025 - ______
Date: April 3, 2025
Reason for change in appropriation: Accept funds from San Joaquin Valley Air Pollution Control District for Alternative Fuel Vehicle Purchase
Estimated Additional Appropriations:

Fund Dept. Prgm Object Appropriation
Fund Name No. No. No. No. Amount
Fleet Vehicle Purchases 275 070 501 7225 20,000.00$
Total Requested Appropriation: 20,000.00$
Current 2024-2025 Appropriation:

Adjusted Total Appropriation: 20,000.00$
Estimated Revenues Available:

Fund Dept. Prgm Object Est. Revenue
Fund Name No. No. No. No. Amount
Grant Revenue 275 070 501 4329 20,000.00$
Total Estimated Additional Revenue: 20,000.00$
Current 2024-2025 Estimated Revenue:

Adjusted Total Estimated Revenue: 20,000.00$
Signature ______________________________________________________________ Date: ___________________ Director's Signature ________________________________________________ Date: ___________________ Admin Svs Director's Signature ______________________________________________________________Date: ___________________ 35 G-252800-A1

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32 SJVUAPCD
1990 East
Gettysburg
Fresno, CA
93726
(559) 230-6000
Agreement No. G-252800-A1

SAN JOAQUIN VALLEY UNIFIED AIR POLLUTION CONTROL DISTRICT

PUBLIC BENEFIT GRANTS PROGRAM

FUNDING AGREEMENT
(New Alternative Fuel Vehicle Purchase)

This Agreement is made and entered into this _______ day of _____________, _______, by and between the SAN JOAQUIN VALLEY UNIFIED AIR POLLUTION CONTROL DISTRICT, a unified air pollution control district formed pursuant to California Health and Safety Code section 40150 et seq. (District), and City of Sanger (Participant).

WITNESSETH:

WHEREAS, the California Clean Air Act (CCAA) requires local air pollution control districts to reduce emissions from motor vehicles; WHEREAS, AB 2766, AB 923 , SB 709, and AB 2522 authorize districts to im pose fees upon certain registered motor vehicles within the district, and the governing board of the District has imposed said fees;
WHEREAS, said legislation requires District to use said funds for activities related to reduce air pollution from motor vehicles and for related planning, monitoring, enforcement, and technical studies necessary for the implementation of the California Clean Air Act of 1988; and
WHEREAS, the District has developed other funding mechanisms in order to provide grant monies for its incentive programs; and WHEREAS, on August 11, 2011, the District began accepting applications to approve for funding those projects deemed to be most suitable for vehicle license fees and other funding; and
WHEREAS, Participant has proposed a project that meets the eligibility criteria of the Public Benefit Grant s Program, New Alternative Fuel Vehicle Purchase Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 36 G-252800-A1

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32 SJVUAPCD
1990 East
Gettysburg
Fresno, CA
93726
(559) 230-6000
Component and has been approved by the District for funding; and WHEREAS, Participant represents that it is willing and able to perform the activities set forth herein.

NOW, THEREFORE, based on their mutual promises, covenants, and conditions, the parties hereby agree as follows:

1. PROJECT
The Participant agrees to purchase and place into service the specified new alternative fuel vehicle as set forth in Exhibit A attached hereto and incorporated herein. Participant agrees, that at the date of execution of this Agreement, Participant has not yet purchased or taken possession of said vehicle and agrees to furnish all labor, materials, equipment, licenses, permits, fees, and other incidentals necessary to perform and complete, per schedule, in a professional manner, the requirements described herein. Participant agrees and represents that purchase of the specified vehicle subject of this Agreement is not required by or to be used for compliance with any local, state, or federal rule or regulation, settlement agreement, mitigation agreement, memorandum of unde rstanding (MOU), memorandum of agreement (MOA), or other legal mandate currently in effect. Participant waives all rights to any emission reduction credits that may accrue as a result of purchase of the specified vehicle.

In the event of any conflict between or among the terms and conditions of this Agreement and the exhibit incorporated herein, such conflict shall be resolved by giving precedence in the following order of priority:

1. To the text of this Agreement

2. Exhibit to this Agreement

2. TIMETABLE/PERIOD OF PERFORMANCE
Participant shall purchase and place the new alternative fuel vehicle into service, and submit all final claims as outlined in Paragraph 3, no later than one (1) year from the execution date of this Agreement. If the Participant cannot meet the Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 37 G-252800-A1

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32 SJVUAPCD
1990 East
Gettysburg
Fresno, CA
93726
(559) 230-6000
project timetable as set forth herein, the Participant must notify the District in writing and request to amend the Agreement to provide the Participant additional time to meet all performance requirements under the Agreement. Such request is subject to review and approval by the District. Participant agrees to amend the Agreement as necessary, if requested by the District, to ensure the project is completed within the timetable approved by the District.

A. Agreement Period: The Participant shall own and operate the new alternative fuel vehicle purchased under this Agreement according to the terms of this Agreement for no less than three (3) years from the date in which the vehicle is first placed into service.

3. COMPENSATION
The total obligation of the District under this Agreement shall not exceed Twenty Thousand And 00/100 dollars ($20,000.00) for the purchase of the new alternative fuel vehicle identified in Exhibit A. The maximum funding provided for the vehicle is limited to the corresponding Eligible Amount identified in Exhibit A.

Participant shall obtain through other sources sufficient additional monies to fund the total cost of the vehicle. In the event funding from other sources for the total cost of the vehicle is not received by Participant, District reserves the right to terminate or re-negotiate this Agreement.

A. Payments: Advance payments shall not be permitted. The District shall issue payment to Participant upon receipt of a p roperly supported and verified claim for payment as specified in the Public Benefit Grants Program, New Alte rnative Fuel Vehicle Purchase Component payment procedures document . The payment procedures document shall be provided to Participant by the District.

Payment is for reimbursement to the Participant for the purchase of the new alternative fuel vehicle and funding shall only be allowed toward the purchase of the specific vehicle described in Exhibit A. Participant may choose to lease the vehicle with a minimum lease term of thirty-six (36) months. The District reserves the r ight to Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 38 G-252800-A1

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32 SJVUAPCD
1990 East
Gettysburg
Fresno, CA
93726
(559) 230-6000
reduce the funding paid to the Participant if it is determined that the actual invoiced costs paid by the Participant for the purchase of the new vehicle, or the total amount to be paid over the lease term, is less than the Total Eligible Amount specified in Exhibit A. The District also reserves the right to reduce the funding if the Participant receives or will receive co -funding from a third party that, in addition to the Distric t’s funding, exceeds the total invoiced cost of the new alternative fuel vehicle purchased under this Agreement. Participant is required to disclose all such information to the District prior to the execution date of this Agreement . The Participant will not be reimbursed by the District for the purchase of the new alter native fuel vehicle i f the Participant has purchased or taken possession of the said new vehicle prior to the execution date of this Agreement.

Concurrently with the submission of any claim for payment, Participant shall certify (through copies of invoices issued, sales or lease contract s, checks, receipts, and the like) that complete payment has been made or invoiced. Participant understands that any payment received from the District to fund the vehicle in this Agreement may be subject to taxation and the District will issue a form 1099 to the Participant. Any tax liability on the funds provided by the District shall be the sole responsibility of the Participant.

B. Surplus Funds: Any compensation, which is not expe nded by Participant pursuant to the terms and conditions of this Agreement by the project completion date, shall automatically revert to District. Only expenditures incurred by Participant in the direct performance of this Agreement will be reimbursed by District.

4. NON-ALLOCATION OF FUNDS
The terms of this Agreement are contingent on the approval and receipt of funds by the appropriating government agency. Should sufficient funds not be allocated, the services provided may be modified or this Agreement terminated at any time by giving Participant thirty (30) days’ prior written notice. ///
Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 39 G-252800-A1

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32 SJVUAPCD
1990 East
Gettysburg
Fresno, CA
93726
(559) 230-6000

5. ANNUAL REPORTING
Participant shall submit annual reports on the vehicle that include the following information:

1. Participant contact information;

2. Proof of current California registration for the new alternative fuel vehicle (on-road only);

3. Proof of insurance as required by paragraph 11.

4. Annual miles or hours traveled (including mileage/activity or hour/activity logs for documentation);

5. Summary of maintenance performed;

6. Any other pertinent information requested by the District on a form to be provided to the Participant by the District.

Annual reporting will be required for three (3) subsequent years following the purchase of the new alternative fuel vehicle. The first year annual report is due on the anniversary date of when the new alternative fuel vehicle was first placed into service and for each ensuing year thereafter. Noncompliance with the reporting requirements shall result in on-site monitoring by District personnel and will impact the Participant’s ability to receive funding from the District for future projects . Participants with annual reports more than six (6) months late will not be granted any additional grant funds from the District until all reports are satisfactorily submitted.

The District or representative designated by the District reserves the right to monitor the vehicle, enforce the terms of this Agreement at any time during the Agreement Period specified in subparagraph 2.A , and pursue repayment of funds for non-compliance within the terms and conditions of this Agreement or applicable s tate laws or regulations.

6. TERMINATION
A. Breach of Agreement: District may immediately suspend or terminate this Agreement, in whole or in part, where in the determination of District there Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 40 G-252800-A1

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is:

1. An illegal or improper use of funds;

2. A failure to comply with any term of this Agreement;

3. A substantially incorrect or incomplete annual report submitted to the District;
In no event shall any payment by District constitute a waiver by District of any breach of this Agreement or any default, which may then exist on t he part of Participant. Neither shall such payment impair or prejudice any remedy available to the District with respect to the breach or default. District shall have the right to demand of Participant the repayment to the District of any funds disbursed to Participant under this Agreement which in the judgment of District were not expended in accordance with the terms of this Agreement. Participant shall promptly refund any such funds upon demand.

In addition to immediate suspension or termination, District may impose any other remedies available at law, in equity, or otherwise specified in this Agreement.

The District may prohibit Participant from participating in all other District and State grant programs in the future.

B. Without Cause: Either party may terminate this Agreement at any time upon giving the other party at least thirty (30) days’ advance written notice of intention to terminate. The District shall have the right to demand prompt repayment of a portion or a ll monies expended under this Agreement as provided in paragraph 3 if the Participant does not meet all obligations under this Agreement upon such termination.

7. MODIFICATION
Any matters of this Agreement may be modified from time to time by the written consent of all the parties without in any way affecting the remainder.

8. INDEPENDENT CONTRACTOR
In performance of the work, duties, and obligations assumed by Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 41 G-252800-A1

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Fresno, CA
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Participant (also referred to in this section as ‘Contractor’) under this Agreement, it is mutually understood and agreed that Contractor, including any and all of Contractor’s officers, agents, and employees, will at all times be acting and performing as an independent contractor and shall act in an independent capacity and not as an officer, agent, servant, employee, joint venture, partner, or associate of District or ARB.

Furthermore, District shall have no right to control or supervise or direct the ma nner or method by which Contractor shall perform its work and function. However, District shall retain the right to administer this Agreement so as to verify that Contractor is performing its obligations in accordance to the terms and conditions thereof. Contractor and District shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof.

Because of its status as an independent contractor, Contractor shall have absolutely no right to employment rights and benefits available to District employees.

Contractor shall be solely liable and responsible for providing to, or on behalf of, itself all legally required employee benefits. In addition, Contractor shall be solely responsible and save District harmless from all matters relating to payment of Contractor’s employees, including compliance with social security, withholding, and all other regulations governing such matters. It is acknowledged that during the term of this Agreement, Contractor may be providing services to others unrelated to District or to this Agreement.

9. NON-ASSIGNMENT
Participant may not assign, sell, transfer, license, or subcontract any rights or obligations to a third party within or outside of the District’s boundaries without the express prior consent of the District for the duration of the Agreement Period specified in subparagraph 2.A. If the Participant sells or transfers ownership of the vehicle or any portion thereof for any reason, or is required to replace the vehicle with a cleaner vehicle prior to the end of the Agreement Period, the Participant must request and receive written consent from the District prior to selling or transferring ownership of the vehicle Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 42 G-252800-A1

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or any portion thereof.

Prior to completing the transaction, the Participant understands that it is responsible to inform the party purchasing the vehicle of the Agreement provisions and disclose the remaining Agreement term. The Participant shall be responsib le for establishing an agreement between the new owner and District in order to facilitate the transfer of the Agreement provisions and terms. The Participant shall provide the prospective new owner with valid contact information for the District so the new owner can assume legal responsibility under the original Agreement or enter into a new Agreement with the District, for the remainder of the Agreement Period. Participant understands that they shall not be relieved of their legal obligation to fulfill the conditions of this Agreement unless the new owner has assumed responsibility through an executed agreement with the District.

10. INDEMNIFICATION
Participant agrees to indemnify, save, hold harmless, and at District’s request, defend the District, its boards, committees, representatives, officers, agents, and employees from and against any and all costs and expenses (including reasonable attorneys’ fees and litigation costs), damages, liabilities, claims, and losses (whether in contract, tort, or strict liability, including, but not limited to, personal injury, death, and property damage) which arise or are alleged to arise directly or indirectly from any act or omission of Participant, its officers, agents, sub participants, or employees in their performance of this Agreement, or out of the operations of the Participant.

11. INSURANCE AND VEHICLE WARRANTY
Participant is responsible for securing warranty and maintaining replacement value insurance on the new alternative fuel vehicle for the duration of the Agreement Period specified in subparagraph 2.A . The new alternative fuel vehicle purchased through this Agreement must not be tampered with or modified in any such manner than would void the warranty of the vehicle . Insurance coverage must be sufficient to repay the District’s investment in case major damage to the new alternative Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 43 G-252800-A1

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Fresno, CA
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fuel vehicle occurs during the Agreement Period. A copy of the current insurance for the vehicle purchased under this Agreement is required to be submitted annual ly with the Participant’s annual report.

In the event that the new alternative fuel vehicle purchased under this Agreement is in an accident, stolen, destroyed, or otherwise rendered temporarily or permanently inoperable, the Participant must immediately inform the District of such damage(s) and repair or replace the vehicles within three (3) months from the date of the occurrence at the Participant’s expense and to the standards which meet all program requirements for the remainder of the Participant’s obligation under this Agreement.

If the Participant repairs a vehicle rendered temporarily inoperable, said repairs shall include any and all repairs necessary to restore the vehicle and any optional equipment purchased under this Agreement to a reasonable condition. If the Participant replaces a vehicle rendered permanently inoperable; said replacement shall include an equivalent vehicle that, at a minimum, meets all program eligibility requirements, including emission level, Gross Vehicle Weight Rating (GVWR), etcetera.

As the replacement of a vehicle may require an amendment to the existing Agreement, the Participant must receive prior authorization from the District in advance of any purchases, and must provide any and all replacement vehicle information to the District.

In the event the Participant does not repair or replace vehicle that becomes inoperable to fulfill the Agreement Period specified in subparagraph 2.A , the District may undertake actions pursuant to this Agreement, including recouping a portion or all incentive funds provided for the vehicle in question.

12. RECORD KEEPING
Participant shall maintain records sufficient to provide, on an annual basis, information regarding annual mileage, fuel usage, invoices, general maintenance details, correspondence associated with the application, award, agreement, monitoring, enforcement, and reporting requirements and any other available information that may Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 44 G-252800-A1

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be deemed pertinent to the evaluation of the program for at least two (2) years after the equipment project term or three (3) years after final payment, whichever is later.

Records shall be readily available and accessible to the District, or District designated representative, upon request for the purposes of ongoing evaluations or auditing.

13. NOTICES
The persons and their addresses having authority to give and receive notices under this Agreement are as follows:

PARTICIPANT

DISTRICT
Nathan Olson
City Manager
1700 7th St
Sanger, CA 93657

Samir Sheikh
Executive Director/APCO
1990 East Gettysburg Ave.

Fresno, CA 93726
Any and all notices between District and Participant provided for or permitted under this Agreement or by law shall be in writing and shall be deemed duly served when personally delivered to one of the parties, or in lieu of such personal service, when deposited in the United States mail, postage prepared, addressed to such party.

14. AUDITS AND INSPECTIONS
In addition to enforcement by the District or designated representative(s) of the District , the District reserves the right to perform audits of vehicle and documentation and enforce the terms of this Agreeme nt at any time during the Agreement term.

If, after audit, the District makes a determination that funds provided to the Participant pursuant to this Agreement were not spent in conformance with this Agreement or any other applicable provisions of law, the Participant agrees to immediately reimburse District all funds determined to have been expended not in conformance with said provisions.
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Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 45 G-252800-A1

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15. POLITICAL ACTIVITY PROHIBITED
None of the funds, materials, property, or services provided under this Agreement shall be used for any political activity, or to further the election or defeat of any candidate for public office contrary to federal or state laws, statutes, regulations, rules, or guidelines.

16. LOBBYING PROHIBITED
None of the funds provided under this Agre ement shall be used for publicity, lobbying, or propaganda purposes designed to support or defeat legislation before the Congress of the United States of America or the Legislature of the State of California.

17. CONFLICT OF INTEREST
No officer, employee, or a gent of District who exercises any function or responsibility for planning and carrying out the services provided under this Agreement shall have any direct or indirect personal financial interest in this Agreement. Participant shall comply with all federal and state conflict of interest laws, statutes, and regulations, which shall be applicable to all parties and beneficiaries under this Agreement and any officer, agent, or employee of District.

18. GOVERNING LAW
This Agreement shall be governed in all respects by the laws of the State of California. Venue for any action arising out of this Agreement shall only be in Fresno County, California.

19. COMPLIANCE WITH LAWS
The Participant shall comply with all federal and state laws, statutes, regulations, rules, and guidelines which apply to its performance under this Agreement, including California driving eligibility and financial liability laws.

20. BINDING ON SUCCESSORS
This Agreement, including all covenants and conditions contained herein, shall be binding upon and inure to the benefit of the parties, including their respective Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 46 G-252800-A1

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successors-in-interest, assigns, and legal representatives.

21. TIME IS OF THE ESSENCE
It is understood that for Participant's performance under this Agreement, time is of the essence. The parties reasonably anticipate that Participant will, to the reasonable satisfaction of District, complete all activities provided herein within the time schedule o utlined in this Agreement, provided that Participant is not caused unreasonable delay in such performance.

22. DATA OWNERSHIP
Upon termination or expiration of this Agreement, all data which is received, collected, produced, or developed by Participant under this Agreement shall become the exclusive property of District, provided, however, Participant shall be allowed to retain a copy of any non -confidential data received, collected, produced, or developed by Participant under this Agreement subject to District’s exclusive ownership rights stated herein. Accordingly, Participant shall, if requested, surrender to District all such data which is in its possession (including its sub participants or agents), without any reservation of right or title, not otherwise enumerated herein.

District shall have the right at reasonable times during the term of this Agreement to inspect and reproduce any data received, collected, produced, or developed by Participant under this Agreement. No reports, professional papers, information, inventions, improvements, discoveries, or data obtained, prepared, assembled, or developed by Participant, pursuant to this Agreement, shall be released or made available (except to District) without prior, express written approval of District while this Agreement is in force, and except as otherwise required under the California Public Records Act.

23. NO THIRD-PARTY BENEFICIARIES
Notwithstanding anything else stated to the contrary herein, it is understood that Participant's services and activities u nder this Agreement are being rendered only for the benefit of District, and no other person, firm, corporation, or entity Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 47 G-252800-A1

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shall be deemed an intended third-party beneficiary of this Agreement.

24. SEVERABILITY
In the event that any one or more of the provisi ons contained in this Agreement shall for any reason be held to be unenforceable in any respect by a court of competent jurisdiction, such holding shall not affect any other provisions of this Agreement, and the Agreement shall then be construed as if such unenforceable provisions are not a part hereof.

25. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between Participant and District with respect to the subject matter hereof and supersedes all previous negotiations, proposals, commitments, w ritings, advertisements, publications, and understandings of any nature whatsoever unless expressly included in this Agreement. ///
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Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 48 G-252800-A1

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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of the day and year first hereinabove written.

PARTICIPANT

DISTRICT
City of Sanger

________________________________
Nathan Olson
City Manager
San Joaquin Valley Air Pollution
Control District

________________________________
Samir Sheikh
Executive Director/APCO

Approved as to legal form:

San Joaquin Valley Unified Air Pollution
Control District

________________________________
Annette A. Ballatore
District Counsel

Approved as to accounting form:

San Joaquin Valley Unified Air Pollution
Control District

________________________________
Mario Orosco
Director of Administrative Services

For accounting use only:

Program:___________________
Account No.:________________

Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 49 Maximum Eligible Amount:

Vehicle Type:

Vehicle Make:

Vehicle Model:

Vehicle Model Year:

Toyota
Prius Prime
2024
Plug-In Hybrid
$20,000.00
City of Sanger

SAN JOAQUIN VALLEY AIR POLLUTION CONTROL DISTRICT
Public Benefit Grants Program
New Alternative Fuel Vehicle Purchase Component
Application Number: G-252800
Exhibit A
Docusign Envelope ID: A465F136-05C5-42A3-8145-ACBD3B27154A 50 Certificate Of Completion
Envelope Id: A465F136-05C5-42A3-8145-ACBD3B27154A Status: Sent Subject: Docusign: G-252800-A1 City of Sanger (PB)
Source Envelope:

Document Pages: 15 Signatures: 0 Envelope Originator:

Certificate Pages: 5 Initials: 0 Contracts Valley Air District AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
1990 E GETTYSBURG AVE
FRESNO, CA 93726
[email protected]
IP Address: 73.192.185.129
Record Tracking
Status: Original
3/20/2025 4:32:29 PM
Holder: Contracts Valley Air District
[email protected]
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: SJVAPCD Location: Docusign Signer Events Signature Timestamp
Esperanza Rosales
[email protected]
Security Level: Email, Account Authentication
(None)
Sent: 3/20/2025 10:17:22 PM
Resent: 3/20/2025 10:17:23 PM
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Annette Ballatore
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Accounting Technician
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Mario Orosco
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Sheraz Gill
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Misa Velasco / Lupe Reyes
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
51 In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Raymond Martin
[email protected]
Security Level: Email, Account Authentication
(None)
Sent: 3/20/2025 4:34:08 PM
Viewed: 3/20/2025 4:34:21 PM
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Nathan Olson
[email protected]
City Manager
Security Level: Email, Account Authentication
(None)
Sent: 3/20/2025 10:17:23 PM
Viewed: 3/20/2025 10:17:39 PM
Electronic Record and Signature Disclosure:

Accepted: 3/20/2025 4:49:34 PM
ID: 2ee2332d-6112-4368-b051-6ab308cf5e23
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 3/20/2025 4:34:08 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
52 ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, SJVAPCD (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.

Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $0.00 per-page fee. You may request delivery of such paper copies from us by following the procedure described below.

Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically is described below.

Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from us.

All notices and disclosures will be sent to you electronically Electronic Record and Signature Disclosure created on: 3/23/2020 2:54:26 PM Parties agreed to: Nathan Olson
53 Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us.

How to contact SJVAPCD:

You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows:

To contact us by email send messages to: [email protected]

To advise SJVAPCD of your new email address
To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at [email protected] and in the body of such request you must state: your previous email address, your new email address. We do not require any other information from you to change your email address.

If you created a DocuSign account, you may update it with your new email address through your account preferences.

To request paper copies from SJVAPCD
To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an email to [email protected] and in the body of such request you must state your email address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any.

To withdraw your consent with SJVAPCD
To inform us that you no longer wish to receive future notices and disclosures in electronic format you may:
54 i. decline to sign a document from within your signing session, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an email to [email protected] and in the body of such request you must state your email, full name, mailing address, and telephone number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process..

Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The current system requirements are found here: https://support.docusign.com/guides/signer-guide- signing-system-requirements.

Acknowledging your access and consent to receive and sign documents electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to an email address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.

By selecting the check-box next to ‘I agree to use electronic records and signatures’, you confirm that:
 You can access and read this Electronic Record and Signature Disclosure; and  You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and Disclosure to a location where you can print it, for future reference and access; and
 Until or unless you notify SJVAPCD as described above, you consent to receive exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you by SJVAPCD during the course of your relationship with SJVAPCD. 55 Prepared by: _Michelle Speer _ Approved by: ______________________________

REVIEW: City Manager: ________ Finance: ___MS____ City Attorney: ___HCM___ TYPE OF ITEM: COUNCIL ACTION:  APPROVED  DENIED  NO ACTION __X__ Consent
____ Info Item
____ Action Item
_X_ _ Department Report

____ Public Hearing
____ Matter Initiated by a Council Member
____ Other
____ Continued to: __________

For the Meeting of: April 3, 2025

Agenda Item No.: G-6

CITY OF SANGER

REPORT TO THE CITY COUNCIL

To: Mayor and Councilmembers
From: Nathan Olson, City Manager
Subject: Approval of Lease Agreement between the City of Sanger and Delta Property Management for the lease of three (3) suites located at 1713, 1715, and 1717 N. 7th Street, Sanger.

Attachments: (1) Lease Agreement

CONFLICT OF INTEREST:

None known.

RECOMMENDATION:

That City Council approve the lease agreement between the City of Sanger and Delta Property Management for additional office space located across from City Hall.

EXECUTIVE SUMMARY:

The City Hall location at 1700 7th Street has run out of room for expansion of personnel and city services.

Staff is recommending approval of a lease agreement with Delta Property Management for the lease of 3 office suite spaces directly across the street from City Hall.

REASON FOR RECOMMENDATION:

City Hall is compacted and no longer provides the necessary space for expansion of personnel and city services. As such, the request for the additional office space is to ensure that the City can continue to grow appropriately in future years without causing undue burden to residents and staff.

Leasing space directly across the street will allow for continued coordination between existing city services 56 and provide for convenient travel for residents should they require assistance from offices that will relocate.

In addition to relocating city services, the third office suite will be utilized to relocate the Sanger Chamber of Commerce. The current agreement between the City and the Chamber of Commerce requires that the City provide the Chamber with office space. The Chamber is currently located at the City Annex at 1789 Jensen. The City Annex is also used to house police personnel. The Sanger Police Department is also in need of additional space, and the relocation of the Sanger Chamber of Commerce will allow for po lice personnel expansion.

FISCAL IMPACT:

The lease agreement is for a five (5) year term, beginning April 4, 2025. The city will have the option to extend the lease in five-year increments. The total cost of the original 5-year term, ending April 3, 2030, is $286,692. The City will also be required to provide a security deposit in the amount of $4500. The cost of the lease in the current fiscal year (FY25) is covered with existing appropriations. Expenditures for future years will be included in future year budget for City Council approval.

In assessing the viability of the lease, it has been determined that a long-term lease where maintenance is covered by the property owner, is the most financially feasible option at the current time. Constructing a new building or adding on to an existing facility will be cost prohibitive.

COUNCIL OPTIONS:

City Council may choose to deny the lease agreement, at which time the City Manager may be required to make staffing decisions based on available space.

ACTIONS FOLLOWING APPROVAL:

Upon approval, the City Manager, or designee, will execute the agreement and the security deposit will be provided to the property manager.
57 58
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Prepared by: _Michelle Speer _ Approved by: ______________________________ REVIEW: City Manager: ________ Finance: ___MS____ City Attorney: HCM TYPE OF ITEM: COUNCIL ACTION:  APPROVED  DENIED  NO ACTION ____ Consent
____ Info Item
_X__ Action Item
_X_ _ Department Report
____ Public Hearing
____ Matter Initiated by a Council Member
____ Other
____ Continued to: __________
For the Meeting of: April 3, 2025
Agenda Item No.: H-1

CITY OF SANGER

REPORT TO THE CITY COUNCIL
To: Mayor and Councilmembers
From: Nathan Olson, City Manager
Subject: Approve Resolutions 2025-25 appointing Rebecca Padron, CalPERS Retired Annuitant, as Interim City Clerk/Executive Assistant and authorize the City Manager to execute the employment agreement.

Attachments: (1) Resolution 2025-25, Resolution Appointing Retired Annuitant (2) Retired Annuitant Employment Agreement
CONFLICT OF INTEREST:

None known.

RECOMMENDATION:

That City Council approve Resolution 2025-25, appointing Rebecca Padron as Interim City Clerk/Executive Assistant and authorize the City Manager, or designee, to execute the employment agreement.

EXECUTIVE SUMMARY:

The City of Sanger is currently recruiting for a full-time City Clerk/Executive Assistant. While the City is in the process of recruiting, the City Manager would like to appoint an interim City Clerk t o assist with official City Clerk functions for the City of Sanger.

REASON FOR RECOMMENDATION:

The City of Sanger began recruiting for a City Clerk/Executive Assistant on February 3, 2025. The initial recruitment was unsuccessful in finding a qualified candidate. The City posted a renewed recruitment on 65 April 1, 2025, in order to ensure that the City meets the legal requirements for appropriate tracking of all city documents, posting of public meetings, legal document records, and responses to public records requests, the City is seeking City Councils appointment of Rebecca Padron and Interim City Clerk. Ms.

Padron served the City for over 36 years, until her retirement in November 2024. She previously served as the City Clerk and is well versed in city processes, procedures and legal requirements.

CalPERS retired annuitants must be appointed via resolution, thus requiring City Council’s action on the matter. Ms. Padron can serve as the Interim C ity Clerk/Executive Assistant until a permanent City Clerk/Executive Assistant is hired, but not to exceed 960 hours in any fiscal year, as required by CalPERS.

BROWN ACT ANNOUNCEMENT:

The Brown Act requires that prior to taking final action, the legislative body shall orally report a summary of a recommendation for a final action on the salaries, salary schedules, or compensation paid in the form of fringe benefits of a local agency executive during the open meeting in which the final action is to be taken. See Government Code §54953 (c)(3) describing the process and Government Code §3511(d) defining local agency executive.

Following Announcement is to be read by Mayor or Other Designated Council Member –

If adopted, the proposed resolution will approve an Employment Agreement with Rebeca Padron for the position of Interim City Clerk/Executive Assistant as follows:

• Term of Contract: April 4, 2025, and ending December 31, 2025, or when permanent City Clerk/Executive Assistant is appointed whichever occurs first.

• Compensation: $41.30 per hour.

• The Interim City Clerk/Executive Assistant will not receive any fringe benefits.

FISCAL IMPACT:

The costs associated with hiring an Interim City Clerk/Executive Assistant are already included in the City’s budget, as a City Clerk/Executive Assistant was budgeted for the entire year. Operating budgets for future fiscal years will be developed based on staffing at that time.

COUNCIL OPTIONS:

City Council may choose to deny the resolution and agreement and direct the City Manager to continue operating without a City Clerk.

ACTIONS FOLLOWING APPROVAL:

Upon approval, the City Manager will execute the agreement and Human Resources will notify CalPERS. 66 RESOLUTION NO. 2025-25

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANGER

APPOINTING RETIRED ANNUITANT
UNDER GOVERNMENT CODE SECTIONS 21221(h) & 7522.56
WHEREAS, in compliance with Government Code section 7522.56, the City Council of the City of Sanger (“City”) must provide the California Public Employees’ Retirement System (“CalPERS”) this certification resolution when hiring a retiree before 180 days has passed since their retirement date; and
WHEREAS, Rebeca Padron retired from the City of Sanger, effective November 2, 2024; and
WHEREAS, Government Code section 7522.56 requires that post-retirement employment commence no earlier than 180 days after the retirement date, which is May 2, 2025, without this certification resolution; and
WHEREAS, Government Code section 7522.56 provides that this exception to the 180- day wait period shall not apply if the retiree accepts any retirement-related incentive; and WHEREAS, the City and Padron certify that Padron has not and will not receive a Golden Handshake or any other retirement-related incentive; and WHEREAS, an appointment under Government Code section 21221(h) requires the retiree is appointed into the interim appointment during recruitment for a permanent appointment; and
WHEREAS, the City Council has authorized the search for a permanent appointment on April 1, 2025; and
WHEREAS, the City hereby appoints Padron as an interim appointment retired annuitant to the vacant position of City Clerk/Executive Assistant for the City under Government Code section 21221(h), effective April 4, 2025; and
WHEREAS, this Government Code section 21221(h) appointment shall only be made once and therefore will end on December 31, 2025, or when the permanent City Clerk/Executive Assistant begins, whichever occurs first; and
WHEREAS, the entire employment agreement, contract or appointment document between Padron and the City has been reviewed by the City Council and is attached; and WHEREAS, no matters, issues, terms or conditions related to this employment and appointment have been or will be placed on a consent calendar; and WHEREAS, the employment shall be limited to 960 hours per fiscal year for all CalPERS employers; and
67 WHEREAS, the compensation paid to retirees cannot be less than the minimum nor exceed the maximum monthly base salary paid to other employees performing comparable duties, divided by 173.333 to equal the hourly rate; and WHEREAS, the maximum base salary for this position is $7158.00 and the hourly equivalent is $41.30 and the minimum base salary for this position is $5,888.00 and the hourly equivalent is $33.97;and
WHEREAS, the hourly rate paid to Padron will be $41.30; and WHEREAS, Padron has not and will not receive any other benefit, incentive, compensation in lieu of benefit or other form of compensation in addition to this hourly pay rate; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of Sanger hereby certifies the nature of the employment of Padron as described in this Resolution and detailed in the attached appointment document, and that this appointment is necessary to fill the critically needed position as an Interim City Clerk for the City because the City is need of someone to act as the City Clerk and oversee the day-to-day operations of the City until the City can appoint a qualified City Clerk
* * * * * * *
I, Sierra Delgado, Deputy City Clerk of the City of Sanger, do hereby certify that the City Council of the City of Sanger passed and adopted the foregoing Resolution at a regular meeting hereof held on the 3rd day of April 2025, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST:

Sierra Delgado, Deputy City Clerk

68 Prepared by: _Michelle Speer _ Approved by: ______________________________ REVIEW: City Manager: ________ Finance: ___MS____ City Attorney: __HCM___ TYPE OF ITEM: COUNCIL ACTION:  APPROVED  DENIED  NO ACTION ____ Consent
____ Info Item
_X__ Action Item
_X_ _ Department Report
____ Public Hearing
____ Matter Initiated by a Council Member
____ Other
____ Continued to: __________
For the Meeting of: April 3, 2025
Agenda Item No.: H-2

CITY OF SANGER

REPORT TO THE CITY COUNCIL
To: Mayor and Councilmembers
From: Michelle Speer, Assistant City Manager / Administrative Services Director Subject: Approve the agreement between Tyler Technologies, Inc. and the City of Sanger for Enterprise ERP (MUNIS) Software
Attachments: (1) Software as a Service (SaaS) Agreement (2) Exhibit A Investment Summary
(3) Exhibit A, Schedule 1, Migration Modules
(4) Exhibit B, Invoicing and Payment Policy
(5) Exhibit B, Schedule 1, Business Travel Policy
(6) Exhibit C, Service Level Agreement
(7) Exhibit C, Schedule 1, Support Call Process
(8) Exhibit D, Third Party Terms
(9) Exhibit E, Statement of Work
CONFLICT OF INTEREST:

None known.

RECOMMENDATION:

That City Council approve the agreement between the City of Sanger and Tyler Technologies, Inc. for Enterprise ERP.

EXECUTIVE SUMMARY:

The City of Sanger must change the software and technology utilized for all financial reporting no later than March 2027. The current software, Eden, will cease to be supported, as it has reached the end of its useful life.
69 REASON FOR RECOMMENDATION:

The City of Sanger has been utilizing Eden, a Tyler Technologies product, since 1995 for all financial tracking and reporting within the City. In 1999, the city began utilizing the payroll module within Eden, for the processing of all payroll records and reporting. The City of Sanger was notified last year that beginning March 2027, Tyler Technologies will no longer support the Eden platform, as it has reached the end of its useful life.

The City of Sanger relies on technology for nearly all the operational functions within the city. The software is utilized to track all accounts receivable, payables, journal entries, generate audit reports, process payroll, generate payroll reports, grant management, capital management, and other critical functions. The Eden system, although functional, can no longer keep up with the needs of the organization, and as technology has advanced, so too has the software utilized to conduct daily functions within an organization. As Eden will no longer be supported, the City must seek an enhanced software system that will provide the tools necessary to appropriately report and track all functions within the city.

Currently, the city utilizes multiple software programs to track functions within departments, Eden is used for all financial management and payroll functions. However other departments utilize software to track functions such as permitting, licensing, recreation registrations and facilities rentals. When utilizing third- party software, the transactions that are tracked and reported within the third-party software must then be hand keyed into Eden to ensure that all transactions hit the general ledger and result in proper accounting.

Newer software systems provide multiple modules that will assist in integrating the functionality between departments, reducing workload and reducing the risk of human error. Consolidating city functions within one platform will assist in capital project tracking, fixed asset reporting, and grant reporting, to name only a few. Human Resources still utilizes paper tracking of items that could be automated with the purchase of advanced software. Newer systems will provide the City of Sanger with an opportunity to become more efficient in our daily workflow, as well as providing more robust reporting to the residents of Sanger.

Staff reviewed several software options for the replacement of Eden. After demonstrations of software and discussions regarding implementation, staff have determined that implementation will be easier and less time-consuming if the city chooses to upgrade to another product offered by Tyler Technologies, Inc.

Implementations are often laborious and very technical. Transitioning to a platform that is outside of Tyler Technologies purview will result in a more difficult transition and would likely be more expensive based on the time it would take to transition data from a Tyler Technologies platform to an outside platform.

Tyler Technologies offers two comprehensive software options; Enterprise and ERP Pro. Select staff members were provided with the opportunity to demo and review both platforms. Although both platforms function well above the capabilities of Eden, the Enterprise software provides the best long-term option for the City. Enterprise provides for additional modules, such as a recreation module, that is unavailable in the ERP Pro version. As the city builds out the software’s modules, having the extra module resources will allow for more comprehensive integration and the ability to terminate other software subscriptions.

Enterprise also allows for more robust customization of the employee home screens and easier functionality with regard to assigning permissions within the software.

Staff is recommending the purchase and implementation of three primary functions under this contract; financial management (accounts payable, accounts receivable, grant management, capital assets, etc.), human resources functions (payroll, talent managemen t module, and time and attendance), and utility billing. Additional modules may be added later, through an amendment to this agreement, once the other modules have been implemented.
70 Implementation of the three requested functions will likely take 2-3 years depending on staffing levels. The first conversion and implementation will be the conversion of the chart of accounts and all financial management functions. Once the financial management function has been converted and implemented, payroll and other human resource functions will follow. It is possible that while HR staff are implementing the HR modules, that finance staff may coordinate the implementation and conversion of Utility Billing at the same time. The amount of time required for the implementation is largely dependent on city staffing levels and how well the staff adapts to operating within two systems (until such time that full implementation is achieved).

The city must begin implementing new software as soon as possible to avoid the risk of operating within a software that is no longer supported. Continuing to work within Eden, while unsupported, is not recommended as any issues that arise within the software will not be addressed by Tyler Technologies. The City runs the risk of having issues related to critical functions, such as payroll and accounts payable with no technological support.

The City’s Purchasing Ordinance allows for the use of cooperative purchasing agreements for the purchase of supplies, services, support and equipment. Tyler Technologies has provided pricing consistent with Sourcewell contract number 060624. Sourcewell has competitively bid the services contained within this contract and the City of Sanger is authorized to piggyback on the pricing provided through Sourcewell’s award.

FISCAL IMPACT:

The agreement is for approximately $4 96,000. The annual costs are approximately $114,000, and the implementation fees and equipment costs are approximately $ 342,000. The agreement also includes a contingency of $40,000, to be billed only if additional services are required.

The implementation and equipment costs are one-time costs that are billed out as the city implements the modules. As the implementation is likely to take several years, the costs will be spread over multiple fiscal years.

The annual maintenance fee is the annual fee for remote hosting of the server and annual maintenance and support of the modules. The fee is slightly more than that of the Eden software, which had a fee of $78,000- $92,000 depending on the year. Although the annual fee is higher with Enterprise, the capabilities of the software and remote hosting are significant benefits to the City.

The current City Council approved FY2025 Amended Operating Budget include s $175,000 for implementation of the new software. The consultant is unable to place the City of Sanger on an implementation scheduled without an executed agreement. At this time, the earliest that the City may be able to begin the implementation process is Fall of 2025. Staff will budget for the anticipated annual costs in the year in which the implementation is scheduled to begin, once and implementation schedule is provided by the consultant.

COUNCIL OPTIONS:

City Council may choose to deny the agreement and provide staff with a recommendation on how to move forward.

ACTIONS FOLLOWING APPROVAL:

Upon approval, the City Manager will execute the agreement and staff will coordinate with Tyler 71 Technologies to begin the implementation process.

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SOFTWARE AS A SERVICE AGREEMENT

This Software as a Service Agreement is made between Tyler Technologies, Inc. and Client.

WHEREAS, Client selected Tyler to provide certain products and services set forth in the Investment Summary, including providing Client with access to Tyler’s proprietary software products, and Tyler desires to provide such products and services under the terms of this Agreement;

WHEREAS, Client is a member of Sourcewell (formerly known as National Joint Powers Alliance) (“Sourcewell”) under member number 125304;

WHEREAS, Tyler participated in the competitive bid process in response to Sourcewell RFP #060624 by submitting a proposal, on which Sourcewell awarded Tyler a Sourcewell contract, numbered 060624-TTI (hereinafter, the “Sourcewell Contract”);

WHEREAS, documentation of the Sourcewell competitive bid process, as well as Tyler’s contract with and pricing information for Sourcewell is available at https://www.sourcewell-mn.gov/cooperative- purchasing/060624-TTI; and

WHEREAS, Client desires to purchase off the Sourcewell Contract to procure certain software functionality indicated in the Investment Summary from Tyler, which Tyler agrees to deliver pursuant to the Sourcewell Contract and under the terms and conditions set forth below.

NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth in this Agreement, Tyler and Client agree as follows:

SECTION A – DEFINITIONS

• “Agreement” means this Software as a Service Agreement. • “Business Travel Policy” means our business travel policy. A copy of our current Business Travel Policy is attached as Schedule 1 to Exhibit B.
• “Client” means the City of Sanger, California.
• “Data” means your data necessary to utilize the Tyler Software. • “Data Storage Capacity” means the contracted amount of storage capacity for your Data identified in the Investment Summary.
• “Defect” means a failure of the Tyler Software to substantially conform to the functional descriptions set forth in our written proposal to you, or their functional equivalent. Future functionality may be updated, modified, or otherwise enhanced through our maintenance and support services, and the governing functional descriptions for such future functionality will be set forth in our then-current Documentation.
• “Defined Users” means the number of users that are authorized to use the SaaS Services. The Defined Users for the Agreement are as identified in the Investment Summary. If Exhibit A 73 2
contains Enterprise Permitting & Licensing labeled software, defined users mean the maximum number of named users that are authorized to use the Enterprise Permitting & Licensing labeled modules as indicated in the Investment Summary.
• “Developer” means a third party who owns the intellectual property rights to Third Party Software.
• “Documentation” means any online or written documentation related to the use or functionality of the Tyler Software that we provide or otherwise make available to you, including instructions, user guides, manuals and other training or self-help documentation. • “Effective Date” means the date by which both your and our authorized representatives have signed the Agreement.
• “Force Majeure” means an event beyond the reasonable control of you or us, including, without limitation, governmental action, war, riot or civil commotion, fire, natural disaster, or any other cause that could not with reasonable diligence be foreseen or prevented by you or us. • “Investment Summary” means the agreed upon cost proposal for the products and services attached as Exhibit A.
• “Invoicing and Payment Policy” means the invoicing and payment policy. A copy of our current Invoicing and Payment Policy is attached as Exhibit B.
• “Order Form” means an ordering document that includes a quote or investment summary and specifying the items to be provided by Tyler to Client, including any addenda and supplements thereto.
• “SaaS Fees” means the fees for the SaaS Services identified in the Investment Summary. • “SaaS Services” means software as a service consisting of system administration, system management, and system monitoring activities that Tyler performs for the Tyler Software, and includes the right to access and use the Tyler Software, receive maintenance and support on the Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and archiving. SaaS Services do not include support of an operating system or hardware, support outside of our normal business hours, or training, consulting or other professional services. • “SLA” means the service level agreement. A copy of our current SLA is attached hereto as Exhibit C.
• “Statement of Work” means the industry standard implementation plan describing how our professional services will be provided to implement the Tyler Software, and outlining your and our roles and responsibilities in connection with that implementation. The Statement of Work is attached as Exhibit E.
• “Support Call Process” means the support call process applicable to all of our customers who have licensed the Tyler Software. A copy of our current Support Call Process is attached as Schedule 1 to Exhibit C.
• “Third Party Hardware” means the third party hardware, if any, identified in the Investment Summary.
• “Third Party Products” means the Third Party Software and Third Party Hardware. • “Third Party SaaS Services” means software as a service provided by a third party, if any, identified in the Investment Summary.
• “Third Party Services” means the third party services, if any, identified in the Investment Summary.
• “Third Party Software” means the third party software, if any, identified in the Investment Summary.
• “Third Party Terms” means, if any, the end user license agreement(s) or similar terms for the Third Party Products or other parties’ products or services, as applicable, and attached or 74 3
indicated at Exhibit D.
• “Tyler” means Tyler Technologies, Inc., a Delaware corporation. • “Tyler Software” means our proprietary software, including any integrations, custom modifications, and/or other related interfaces identified in the Investment Summary and licensed by us to you through this Agreement.
• “we”, “us”, “our” and similar terms mean Tyler.
• “you” and similar terms mean Client.

SECTION B – SAAS SERVICES

1. Rights Granted.

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

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

3. Ownership.

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

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

3.3 You retain all ownership and intellectual property rights to the Data. You expressly recognize that except to the extent necessary to carry out our obligations contained in this Agreement, we do not create or endorse any Data used in connection with the SaaS Services.

4. Restrictions. You may not: (a) make the Tyler Software or Documentation resulting from the SaaS Services available in any manner to any third party for use in the third party’s business operations; (b) modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of the SaaS Services; (c) access or use the SaaS Services in order to build or support, and/or assist a third party in building or supporting, products or services competitive to us; or (d) license, sell, rent, 75 4
lease, transfer, assign, distribute, display, host, outsource, disclose, permit timesharing or service bureau use, or otherwise commercially exploit or make the SaaS Services, Tyler Software, or Documentation available to any third party other than as expressly permitted by this Agreement.

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

6. SaaS Services.

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

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

6.3 Our Tyler data centers have fully-redundant telecommunications access, electrical power, and the required hardware to provide access to the Tyler Software in the event of a disaster or component failure. In the event of a data center failure, we reserve the right to employ our disaster recovery plan for resumption of the SaaS Services. In that event, we commit to a Recovery Point Objective (“RPO”) of 24 hours and a Recovery Time Objective (“RTO”) of 24 hours. RPO represents the maximum duration of time between the most recent recoverable copy of your hosted Data and subsequent data center failure. RTO represents the maximum duration of time following data center failure within which your access to the Tyler Software must be restored.

6.4 We conduct annual penetration testing of either the production network and/or web application to be performed. We will maintain industry standard intrusion detection and prevention systems to monitor malicious activity in the network and to log and block any such activity. We will provide you with a written or electronic record of the actions taken by us in the event that any unauthorized access to your database(s) is detected as a result of our security protocols. We will undertake an additional security audit, on terms and timing to be mutually agreed to by the parties, at your written request. You may not attempt to bypass or subvert security restrictions in the SaaS Services or environments related to the Tyler Software.

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

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

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

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

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

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

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

6.9 Where applicable with respect to our applications that take or process card payment data, we are responsible for the security of cardholder data that we possess, including functions relating to storing, processing, and transmitting of the cardholder data and affirm that, as of the Effective Date, we comply with applicable requirements to be considered PCI DSS compliant and have performed the necessary steps to validate compliance with the PCI DSS. We agree to supply the current status of our PCI DSS compliance program in the form of an official Attestation of Compliance, which can be found at https://www.tylertech.com/about- us/compliance, and in the event of any change in our status, will comply with applicable notice requirements.

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

SECTION C –PROFESSIONAL SERVICES

1. Professional Services. We will provide you the various implementation-related services itemized in the Investment Summary and described in the Statement of Work.

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

3. Additional Services. The Investment Summary contains, and the Statement of Work describes, the scope of services and related costs (including programming and/or interface estimates) required for the project based on our understanding of the specifications you supplied. If additional work is 77 6
required, or if you use or request additional services, we will provide you with an addendum or change order, as applicable, outlining the costs for the additional work. The price quotes in the addendum or change order will be valid for thirty (30) days from the date of the quote.

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

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

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

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

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

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

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

9.2 provide support during our established support hours;

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

9.4 make available to you all releases to the Tyler Software (including updates and enhancements) that we make generally available without additional charge to customers who have a maintenance and support agreement in effect; and
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9.5 provide non-Defect resolution support of prior releases of the Tyler Software in accordance with any applicable release life cycle policy.

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

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

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

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

SECTION D – THIRD PARTY PRODUCTS

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

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

3. Third Party Products Warranties.

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

3.2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive free and clear title to the Third Party Hardware.
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3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not warrant or guarantee the performance of the Third Party Products. However, we grant and pass through to you any warranty that we may receive from the Developer or supplier of the Third Party Products.

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

SECTION E - INVOICING AND PAYMENT; INVOICE DISPUTES

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

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

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

SECTION F – TERM AND TERMINATION

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

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

2.1 Failure to Pay SaaS Fees. You acknowledge that continued access to the SaaS Services is contingent upon your timely payment of SaaS Fees. If you fail to timely pay the SaaS Fees, we may discontinue the SaaS Services and deny your access to the Tyler Software. We may also 80 9
terminate this Agreement if you don’t cure such failure to pay within forty-five (45) days of receiving written notice of our intent to terminate.

2.2 For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute Resolution clause set forth in Section H(3). You may terminate this Agreement for cause in the event we do not cure, or create a mutually agreeable action plan to address, a material breach of this Agreement within the thirty (30) day window set forth in Section H(3).

2.3 Force Majeure. Either party has the right to terminate this Agreement if a Force Majeure event suspends performance of the SaaS Services for a period of forty-five (45) days or more.

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

SECTION G – INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE

1. Intellectual Property Infringement Indemnification.

1.1 We will defend you against any third party claim(s) that the Tyler Software or Documentation infringes that third party’s patent, copyright, or trademark, or misappropriates its trade secrets, and will pay the amount of any resulting adverse final judgment (or settlement to which we consent). You must notify us promptly in writing of the claim and give us sole control over its defense or settlement. You agree to provide us with reasonable assistance, cooperation, and information in defending the claim at our expense.

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

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

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

2. General Indemnification.

81 10

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

2.2 To the extent permitted by applicable law, you will indemnify and hold harmless us and our agents, officials, and employees from and against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for personal injury or property damage to the extent caused by your negligence or willful misconduct; or (b) your violation of a law applicable to your performance under this Agreement.

We will notify you promptly in writing of the claim and will give you sole control over its defense or settlement. We agree to provide you with reasonable assistance, cooperation, and information in defending the claim at your expense.

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

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

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

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

4. LIMITATION OF LIABILITY. NOTWITHSTANDING ANYTHING TO THE CONTRARY SET FORTH IN THIS

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

ON A THEORY OF CONTRACT OR TORT, INCLUDING NEGLIGENCE AND STRICT LIABILITY, SHALL BE

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

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

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

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

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

IN NO EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR

CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

6. Insurance. During the course of performing services under this Agreement, we agree to maintain the following levels of insurance: (a) Commercial General Liability of at least $1,000,000; (b) Automobile Liability of at least $1,000,000; (c) Professional Liability of at least $1,000,000; (d) Workers Compensation complying with applicable statutory requirements; and (e) Excess/Umbrella Liability of at least $5,000,000. We will add you as an additional insured to our Commercial General 82 11
Liability and Automobile Liability policies, which will automatically add you as an additional insured to our Excess/Umbrella Liability policy as well. We will provide you with copies of certificates of insurance upon your written request.

SECTION H – GENERAL TERMS AND CONDITIONS

1. Additional Products and Services. You may purchase additional products and services at the rates set forth in the Investment Summary for twelve (12) months from the Effective Date by executing a mutually agreed addendum. If no rate is provided in the Investment Summary, or those twelve (12) months have expired, you may purchase additional products and services at our then-current list price, also by executing a mutually agreed addendum. The terms of this Agreement will control any such additional purchase(s), unless otherwise specifically provided in the addendum.

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

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

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

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

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

Citizenship and Immigration Services Verification Division for all of our employees assigned to your project.
83 12

7. Subcontractors. We will not subcontract any services under this Agreement without your prior written consent, not to be unreasonably withheld.

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

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

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

11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and us with respect to the subject matter hereof, and supersedes any prior agreements, understandings, and representations, whether written, oral, expressed, implied, or statutory. Purchase orders submitted by you, if any, are for your internal administrative purposes only, and the terms and conditions contained in those purchase orders will have no force or effect. This Agreement may only be modified by a written amendment signed by an authorized representative of each party.

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

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

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

15. Notices. All notices or communications required or permitted as a part of this Agreement, such as notice of an alleged material breach for a termination for cause or a dispute that must be submitted to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the following: (a) actual receipt by the receiving party; (b) upon receipt by sender of a certified mail, return receipt signed by an employee or agent of the receiving party; (c) upon receipt by sender of proof of email delivery; or (d) if not actually received, five (5) days after deposit with the United States Postal Service authorized mail center with proper postage (certified mail, return receipt requested) affixed and addressed to the other party at the address set forth on the signature page 84 13
hereto or such other address as the party may have designated by proper notice. The consequences for the failure to receive a notice due to improper notification by the intended receiving party of a change in address will be borne by the intended receiving party.

16. Client Lists. You agree that we may identify you by name in client lists, marketing presentations, and promotional materials.

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

Confidential information is nonpublic information that a reasonable person would believe to be confidential and includes, without limitation, personal identifying information (e.g., social security numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. The confidentiality covenants contained herein will survive the termination or cancellation of this Agreement. This obligation of confidentiality will not apply to information that:
(a) is in the public domain, either at the time of disclosure or afterwards, except by breach of this Agreement by a party or its employees or agents;
(b) a party can establish by reasonable proof was in that party's possession at the time of initial disclosure;
(c) a party receives from a third party who has a right to disclose it to the receiving party; or (d) is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing this Agreement; provided, however, that in the event you receive an open records or other similar applicable request, you will give us prompt notice and otherwise perform the functions required by applicable law.

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

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

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

21. Multiple Originals and Authorized Signatures. This Agreement may be executed in multiple 85 14
originals, any of which will be independently treated as an original document. Any electronic, faxed, scanned, photocopied, or similarly reproduced signature on this Agreement or any amendment hereto will be deemed an original signature and will be fully enforceable as if an original signature.

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

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

23. Data & Insights Solution Terms. Your use of certain Tyler solutions includes Tyler’s Data & Insights data platform. Your rights, and the rights of any of your end users, to use Tyler’s Data & Insights data platform is subject to the Data & Insights SaaS Services Terms of Service, available at https://www.tylertech.com/terms/data-insights-saas-services-terms-of-service. By signing a Tyler Agreement or Order Form, or accessing, installing, or using any of the Tyler solutions listed at the linked terms, you certify that you have reviewed, understand, and agree to said terms.

24. Contract Documents. This Agreement includes the following exhibits:

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

Tyler Technologies, Inc. City of Sanger, California
By: By:

Name: Name:

Title: Title:

Date: Date:

Address for Notices: Address for Notices:

Tyler Technologies, Inc. City of Sanger
One Tyler Drive 1700 7th Street
Yarmouth, ME 04096 Sanger, CA 93657-2804
Attention: Chief Legal Officer Attention: ______________________________ 86 Exhibit A

1 Exhibit A
Investment Summary

The following Investment Summary details the software and services to be delivered by us to you under the Agreement. This Investment Summary is effective as of the Effective Date, despite any expiration date in the Investment Summary that may have lapsed as of the Effective Date.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
87 2024-482680-L2G3H1 CONFIDENTIAL Page 1

Quoted By: Jason Cloutier
Quote Expiration: 06/01/25
Quote Name: City of Sanger-ERP- Enterprise
ERP
Quote Description: Enterprise ERP (Munis) 1.30.25
Saas Term 1.00
Sales Quotation For: Shipping Address:

City of Sanger
1700 7th St
Sanger CA 93657-2804
Tyler SaaS and Related Services
Description Qty Imp. Hours Annual Fee
Financial Management
Accounting 1 112 $ 18,683.00
Accounts Payable 1 32 $ 5,331.00
Budgeting 1 48 $ 5,331.00
Capital Assets 1 40 $ 4,489.00
Cash Management 1 32 $ 3,072.00
Contract Management 1 24 $ 2,027.00
Project & Grant Accounting 1 32 $ 3,599.00
Purchasing 1 80 $ 7,759.00
Human Resources Management
Human Resources & Talent Management 1 108 $ 4,584.00
Payroll with Employee Access 1 168 $ 6,576.00
Time & Attendance w Mobile Access - Up to 150 Employees 1 96 $ 5,918.00 Revenue Management
Accounts Receivable 1 64 $ 3,922.00
88 2024-482680-L2G3H1 CONFIDENTIAL Page 2 Cashiering 1 40 $ 6,756.00
General Billing 1 32 $ 2,603.00
Resident Access 1 40 $ 3,800.00
Utility Billing CIS 1 188 $ 12,690.00
Utility Billing Meter Interface 1 32 $ 4,304.00
Content Management
Content Manager Core includes Onboarding 1 32 $ 10,284.00 Data Insights
Enterprise Analytics and Reporting w Executive Insights 1 80 $ 16,545.00 Additional
Enterprise Forms Processing Software (including Common Form Set) 1 0 $ 5,440.00 Sub-Total: $ 133,713.00
Less Discount: $ 20,058.00
TOTAL 1280 $ 113,655.00
Professional Services
Description Quantity Unit Price Ext Discount Extended Price Maintenance Additional Hours to be used as needed (Only billed if used) 228 $ 175.00 $ 0.00 $ 39,900.00 $ 0.00 Amazon Web Services Configuration Fee 1 $ 2,981.00 $ 2,981.00 $ 0.00 $ 0.00 Capital Assets Import Hours 12 $ 175.00 $ 0.00 $ 2,100.00 $ 0.00 COA Import Hours 12 $ 175.00 $ 0.00 $ 2,100.00 $ 0.00
Executive Insights Implementation 1 $ 4,800.00 $ 0.00 $ 4,800.00 $ 0.00 Payroll Accruals Import Hours 8 $ 175.00 $ 0.00 $ 1,400.00 $ 0.00 Payroll Deductions Import Hours 12 $ 175.00 $ 0.00 $ 2,100.00 $ 0.00 Payroll Employee Master Import Hours 12 $ 175.00 $ 0.00 $ 2,100.00 $ 0.00 Position Control Import Hours 8 $ 175.00 $ 0.00 $ 1,400.00 $ 0.00 Conversions – See Detailed Breakdown Below $ 37,090.00 $ 0.00 Project Management 192 $ 175.00 $ 0.00 $ 33,600.00 $ 0.00 Onsite Implementation 332 $ 200.00 $ 0.00 $ 66,400.00 $ 0.00 Remote Implementation 948 $ 175.00 $ 0.00 $ 165,900.00 $ 0.00 89 2024-482680-L2G3H1 CONFIDENTIAL Page 3 TOTAL $ 358,890.00 $ 0.00
Payments
Use Case
List
Price Service % Min
Basis
Points Rate Cap POS Online IVR
Payments - Payer Card Cost - Service Fees
Enterprise ERP
Enterprise ERP Payments General Billing 3.50% $ 2.50 X X Enterprise ERP Payments Utility Billing 3.50% $ 2.50 X X Payments - Other Fees
Enterprise ERP
Payer eCheck Cost $ 1.95
eCheck Rejects $ 5.00
Credit Card Chargebacks $ 15.00
Payer Card Cost Per card transaction with Visa, MasterCard, Discover, and American Express.

Payer eCheck Cost Per electronic check transaction.
eCheck Rejects When an eCheck transaction comes back as declined (e.g bounced check) Credit Card Chargebacks If a card payer disputes a transaction at the card issuing bank (e.g. stolen card) 3rd Party Hardware, Software and Services
Description Qty Unit Price
Unit
Discount Total Price
Unit
Maint/SaaS
Unit
Maint/SaaS
Discount
Total
Maint/SaaS
Cash Drawer 1 $ 260.00 $ 0.00 $ 260.00 $ 0.00 $ 0.00 $ 0.00 Hand Held Scanner - Model 1960GSR 1 $ 475.00 $ 0.00 $ 475.00 $ 0.00 $ 0.00 $ 0.00 Hand Held Scanner Stand 1 $ 30.00 $ 0.00 $ 30.00 $ 0.00 $ 0.00 $ 0.00 Payments Lane 7000 Terminal Purchase 1 $ 529.00 $ 0.00 $ 529.00 $ 0.00 $ 0.00 $ 0.00 Payments PCI Service Fee (Per Device) 1 $ 0.00 $ 0.00 $ 0.00 $ 180.00 $ 0.00 $ 180.00 Printer (TM-S9000II) 1 $ 1,623.00 $ 0.00 $ 1,623.00 $ 0.00 $ 0.00 $ 0.00 TOTAL $ 2,917.00 $ 180.00
90 2024-482680-L2G3H1 CONFIDENTIAL Page 4 Summary One Time Fees Recurring Fees
Total Tyler License Fees $ 0.00 $ 0.00
Total SaaS $ 0.00 $ 113,655.00
Total Tyler Services $ 358,890.00 $ 0.00
Total Third-Party Hardware, Software, Services $ 2,917.00 $ 180.00 Summary Total $ 361,807.00 $ 113,835.00
Estimated Travel Expenses excl in Contract
Total $ 19,180.00
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held For six (6) months from the Quote date or the Effective Date of the Contract, whichever is later.

Customer Approval: Date:

Print Name: P.O.#:

All Primary values quoted in US Dollars
Detailed Breakdown of Conversions (Included in Summary Total) Description Qty Unit Price Unit Discount Extended Price Financials
Accounting 1 $ 4,000.00 $ 2,000.00 $ 2,000.00
Accounts Payable 1 $ 6,200.00 $ 3,100.00 $ 3,100.00
Contracts 1 $ 3,000.00 $ 1,500.00 $ 1,500.00
Project Accounting 1 $ 4,000.00 $ 2,000.00 $ 2,000.00
Purchase Orders 1 $ 3,600.00 $ 1,800.00 $ 1,800.00
Human Resources Management
Human Resources Management 1 $ 14,300.00 $ 7,150.00 $ 7,150.00 Revenue Management
General Billing 1 $ 6,180.00 $ 3,090.00 $ 3,090.00
Utility Billing 1 $ 32,900.00 $ 16,450.00 $ 16,450.00
91 2024-482680-L2G3H1 CONFIDENTIAL Page 5 TOTAL $ 37,090.00
Optional Tyler SaaS and Related Services
Description Qty Imp. Hours Annual Fee
Civic Services
My Civic 1 44 $ 8,000.00
TOTAL: 44 $ 8,000.00
Optional Professional Services
Description Quantity Unit Price Ext. Discount Extended Price Maintenance Onsite Implementation 12 $ 200.00 $ 0.00 $ 2,400.00 $ 0.00 Remote Implementation 32 $ 175.00 $ 0.00 $ 5,600.00 $ 0.00 TOTAL $ 8,000.00 $ 0.00
Tyler Annual Discount Detail (Excludes Optional Products) Description Annual Fee
Annual Fee
Discount Annual Fee Net
Financial Management
Accounting $ 18,683.00 $ 2,802.00 $ 15,881.00
Accounts Payable $ 5,331.00 $ 800.00 $ 4,531.00
Budgeting $ 5,331.00 $ 800.00 $ 4,531.00
Capital Assets $ 4,489.00 $ 673.00 $ 3,816.00
Cash Management $ 3,072.00 $ 461.00 $ 2,611.00
Contract Management $ 2,027.00 $ 304.00 $ 1,723.00
92 2024-482680-L2G3H1 CONFIDENTIAL Page 6 Project & Grant Accounting $ 3,599.00 $ 540.00 $ 3,059.00 Purchasing $ 7,759.00 $ 1,164.00 $ 6,595.00
Human Resources Management
Human Resources & Talent Management $ 4,584.00 $ 688.00 $ 3,896.00 Payroll with Employee Access $ 6,576.00 $ 986.00 $ 5,590.00 Time & Attendance w Mobile Access - Up to 150 Employees $ 5,918.00 $ 888.00 $ 5,030.00 Revenue Management
Accounts Receivable $ 3,922.00 $ 588.00 $ 3,334.00
Cashiering $ 6,756.00 $ 1,013.00 $ 5,743.00
General Billing $ 2,603.00 $ 390.00 $ 2,213.00
Resident Access $ 3,800.00 $ 570.00 $ 3,230.00
Utility Billing CIS $ 12,690.00 $ 1,904.00 $ 10,786.00
Utility Billing Meter Interface $ 4,304.00 $ 646.00 $ 3,658.00 Content Management
Content Manager Core includes Onboarding $ 10,284.00 $ 1,543.00 $ 8,741.00 Data Insights
Enterprise Analytics and Reporting w Executive Insights $ 16,545.00 $ 2,482.00 $ 14,063.00 Additional
Enterprise Forms Processing Software (including Common
Form Set) $ 5,440.00 $ 816.00 $ 4,624.00
TOTAL $ 133,713.00 $ 20,058.00 $ 113,655.00
Comments
Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the scope, level of engagement, and timeline as defined in the Statement of Work (SOW) for your project. The actual amount of services required may vary, based on these factors.

Tyler's pricing is based on the scope of proposed products and services contracted from Tyler. Should portions of the scope of products or services be altered by the Client, Tyler reserves the right to adjust prices for the remaining scope accordingly.

Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.

Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and remitting. Installations are completed remotely but can be done onsite upon request at an additional cost. 93 2024-482680-L2G3H1 CONFIDENTIAL Page 7 In the event Client cancels services less than four (4) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii) daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.

The Implementation Hours included in this quote assume a work split effort of 70% Client and 30% Tyler.

Implementation Hours are scheduled and delivered in four (4) or eight (8) hour increments.

Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the- Trainer approach whereby the client designated attendees of the initial training can thereafter train the remaining users.

As a new Tyler client, you are entitled to a 14-day or a 30-day trial of the Managed Detection and Response cybersecurity service. Please reference https://www.tylertech.com/services/tyler-detect for more information on the service and contact [email protected] to initiate the trial.

Tyler currently supports the following identity providers (IdP's) for use with Tyler back-office solutions: Microsoft Active Directory through Azure AD, ADFS or Okta AD agent, Google Cloud Identity, Okta, and Identity Automation Rapid Identity. Any requirement by you to use an IdP not supported by Tyler will require additional costs, available upon request.

Content Manager Core includes up to 1TB of storage. Should additional storage be needed it may be purchased as needed at an annual fee of $5,000 per TB.

Amazon Web Services (AWS) has provided a credit in the amount of $2,981 in sponsorship of your project.

Financial library includes: standard A/P check, standard EFT/ACH, standard Purchase order, standard Contract, 1099M, 1099INT, 1099S, 1099NEC and 1099G.

General Billing library includes: standard invoice, standard statement, standard general billing receipt and standard miscellaneous receipt.

Personnel Actions Forms Library includes: standard Personnel Action form - New and standard Personnel Action Form - Change.

Standard Project Management responsibilities include project plan creation, initial stakeholder presentation, bi-weekly status calls, updating of project plan task statuses, and go-live planning activities.

Utility billing library includes: standard Utility bill, standard UB receipt, standard UB delinquent notice, standard door hanger and standard final utility bill.
94 2024-482680-L2G3H1 CONFIDENTIAL Page 8 Your rights, and the rights of any of your end users, to use Tyler’s Data & Insights SaaS Services, or certain Tyler solutions which include Tyler’s Data & Insights data platform, are subject to the Terms of Services, available at https://www.tylertech.com/terms/data-insights-saas-services- terms-of-service. By signing this sales quotation, or accessing, installing, or using any of the Tyler solutions listed at the linked terms, you certify that you have reviewed, understand, and agree to said terms.

Payroll library includes: standard PR check, standard direct deposit, standard vendor from payroll check, standard vendor from payroll direct deposit, W2, W2c, ACA 1095B, ACA 1095C and 1099 R.

Accounting conversion includes: Actuals (total balances only) up to 5 years, Budgets (total balances only) up to 5 years Accounts Payable conversion includes: Standard - Vendors, Remit Addresses, 1099 Amounts, Check History(Header, Detail) - up to 5 years, Invoices (Header, Detail) - up to 5 years
Contracts conversion includes: Standard
General Billing conversion includes: Standard - CID, Recurring Invoices, Bills(Header, Detail), Payment History, Invoices - up to 5 years Human Resources Management conversion includes: Standard - Employee Master, Address, Accumulators (Earnings & Deduction totals by period) - up to 5 years, Check History - up to 5 years, Earning/Deduction History - up to 5 years, PM Action History - up to 5 years, Certifications, Education
Project Accounting conversion includes: Standard, Actuals - up to 5 years, Budgets - up to 5 years Purchase Orders conversion includes: Standard - Open POs, Closed POs - up to 5 years Utility Billing conversion includes: Standard - UB Account, CID's, Services/Meter Inventory, Assessments, Consumption History - up to 5 years, Balance Forward AR, Service Orders, Backflow, Budget Billing, Flat Inventory/Containers In the event Client acquires from Tyler any edition of Content Manager software other than Enterprise Edition, the license for Content Manager is restricted to use with Tyler applications only. If Client wishes to use Content Manager software with non-Tyler applications, Client must purchase or upgrade to Content Manager Enterprise Edition.

Your use of Payments and any related items included on this order is subject to the terms found at: https://www.tylertech.com/terms/payment- card-processing-agreement. By signing this order or the agreement in which it is included, you agree you have read, understand, and agree to such terms. Please see attached Payments fee schedule.
95 2024-482680-L2G3H1 CONFIDENTIAL Page 9 Fees for year one of hardware maintenance will be invoiced as of the first day of the calendar month following the date the hardware is delivered and may be prorated to end coterminous with the Annual Support Maintenance term. Subsequent annual hardware maintenance fees shall be invoiced together with the Annual Support Maintenance term in accordance with the terms of the Agreement. 96 Exhibit A
Schedule 1

1 Exhibit A
Schedule 1
Migration Modules

GL/AP
Human Resources
Tyler Payments
Cash Register Interface
Accounts Receivable
Utility Billing Web
Payroll
Position Budgeting
Parcel Manager
Agency License
Requisitions
Utility Billing
Menu
Purchasing
Data Dictionaries
Handhelds
Budget Preparation
Tyler Cashiering

97 Exhibit B

1 Exhibit B
Invoicing and Payment Policy

We will provide you with the software and services set forth in the Investment Summary of the Agreement. Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Agreement.

Invoicing: We will invoice you for the applicable software and services in the Investment Summary as set forth below. Your rights to dispute any invoice are set forth in the Agreement.

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

2. Other Tyler Software and Services.

2.1 VPN Device: The fee for the VPN device will be invoiced upon installation of the VPN.

2.2 Implementation and Other Professional Services (including training): Implementation and other professional services (including training) are billed and invoiced as delivered, at the rates set forth in the Investment Summary.

2.3 Consulting Services: If you have purchased any Business Process Consulting services, if they have been quoted as fixed-fee services, they will be invoiced 50% upon your acceptance of the best practice recommendations, by module, and 50% upon your acceptance of custom desktop procedures, by module. If you have purchased any Business Process Consulting services and they are quoted as an estimate, then we will bill you the actual services delivered on a time and materials basis.

2.4 Conversions: Fixed-fee conversions are invoiced 50% upon initial delivery of the converted Data, by conversion option, and 50% upon Client acceptance to load the converted Data into Live/Production environment, by conversion option. Where conversions are quoted as estimated, we will bill you the actual services delivered on a time and materials basis.

2.5 Requested Modifications to the Tyler Software: Requested modifications to the Tyler Software are invoiced 50% upon delivery of specifications and 50% upon delivery of the applicable modification. You must report any failure of the modification to conform to the specifications within thirty (30) days of delivery; otherwise, the modification will be deemed to be in compliance with the specifications after the 30-day window has passed. You may still report Defects to us as set forth in this Agreement. 98 Exhibit B

2 2.6 Other Fixed Price Services: Other fixed price services are invoiced as delivered, at the rates set forth in the Investment Summary. For the avoidance of doubt, where “Project Planning Services” are provided, payment will be due upon delivery of the Implementation Planning document.

3. Third Party Products and Hardware.

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

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

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

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

3.5 Third Party Services: Fees for Third Party Services, if any, are invoiced as delivered, along with applicable expenses, at the rates set forth in the Investment Summary.

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

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

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

Expenses for Tyler delivered services will be billed as incurred and only in accordance with our then-current Business Travel Policy, plus a 10% travel agency processing fee. Our current Business Travel Policy is attached to this Exhibit B as Schedule 1. Copies of receipts will be provided upon request; we reserve the right to charge you an administrative fee depending on the extent of your requests. Receipts for miscellaneous items less than twenty-five dollars and mileage logs are not available.

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

Payment. Payment for undisputed invoices is due within forty-five (45) days of the invoice date. We 99 Exhibit B

3 prefer to receive payments electronically. Our electronic payment information is available by contacting [email protected].
100
Exhibit B
Schedule 1

1 Exhibit B
Schedule 1
Business Travel Policy

1. Air Travel

A. Reservations & Tickets

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

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

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

B. Baggage Fees

Reimbursement of personal baggage charges are based on trip duration as follows:

• Up to five (5) days = one (1) checked bag
• Six (6) or more days = two (2) checked bags

Baggage fees for sports equipment are not reimbursable.

101
Exhibit B
Schedule 1

2 2. Ground Transportation

A. Private Automobile

Mileage Allowance – Business use of an employee’s private automobile will be reimbursed at the current IRS allowable rate, plus out of pocket costs for tolls and parking. Mileage will be calculated by using the employee's office as the starting and ending point, in compliance with IRS regulations.

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

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

C. Public Transportation

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

D. Parking & Tolls

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

3. Lodging

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

“No shows” or cancellation fees are not reimbursable if the employee does not comply with the hotel’s cancellation policy.

Tips for maids and other hotel staff are included in the per diem rate and are not reimbursed separately.

102
Exhibit B
Schedule 1

3 Employees are not authorized to reserve non-traditional short-term lodging, such as Airbnb, VRBO, and HomeAway. Employees who elect to make such reservations shall not be reimbursed.

4. Meals and Incidental Expenses

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

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

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

A. Overnight Travel

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

Departure Day

Depart before 12:00 noon Lunch and dinner
Depart after 12:00 noon

Return Day

Dinner
Return before 12:00 noon Breakfast
Return between 12:00 noon & 7:00 p.m. Breakfast and lunch Return after 7:00 p.m.* Breakfast, lunch and dinner

*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner.

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

Breakfast 15%
Lunch 25%
Dinner 60%

B. Same Day Travel

Employees traveling at least 100 miles to a site and returning in the same day are eligible to claim lunch on an expense report. Employees on same day travel status are eligible to claim dinner in the event they return home after 7:00 p.m.*

*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner. 103
Exhibit B
Schedule 1

4 5. Internet Access – Hotels and Airports

Employees who travel may need to access their e-mail at night. Many hotels provide free high speed internet access and Tyler employees are encouraged to use such hotels whenever possible. If an employee’s hotel charges for internet access it is reimbursable up to $10.00 per day. Charges for internet access at airports are not reimbursable.

6. International Travel

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

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

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

Section 4, Meals & Incidental Expenses, and Section 2.b., Rental Car, shall apply to this section.

104
Exhibit C

1 Exhibit C

SERVICE LEVEL AGREEMENT

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

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

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

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

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

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

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

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

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

III. Service Availability

a. Your Responsibilities
Whenever you experience Downtime, you must make a support call according to the procedures outlined in the Support Call Process. You will receive a support case number. b. Our Responsibilities
105
Exhibit C

2 When our support team receives a call from you that Downtime has occurred or is occurring, we will work with you to identify the cause of the Downtime (including whether it may be the result of Planned Downtime, a Client Error Incident, denial of service attack or Force Majeure). We will also work with you to resume normal operations.
c. Client Relief
Our targeted Attainment Goal is 100%. You may be entitled to credits as indicated in the Client Relief Schedule found below. Your relief credit is calculated as a percentage of the SaaS Fees paid for the calendar month.

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

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

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

Client Relief Schedule
Actual Attainment Client Relief

99.99% - 98.00% Remedial action will be taken

97.99% - 95.00% 4%
Below 95.00% 5%

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

Not all maintenance activities will cause application unavailability. However, if Tyler anticipates that activities during a Standard or Emergency Maintenance window may make the Tyler Software unavailable, we will provide advance notice, as reasonably practicable, that the Tyler Software will be unavailable during the maintenance window.
106
Exhibit C
Schedule 1

1 Exhibit C
Schedule 1
Support Call Process

Support Channels

Tyler Technologies, Inc. provides the following channels of software support for authorized users*:
(1) On-line submission (portal) – for less urgent and functionality-based questions, users may create support incidents through the Tyler Customer Portal available at the Tyler Technologies website.

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

Support Resources

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

Support Availability

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

New Year’s Day Labor Day
Martin Luther King, Jr. Day Thanksgiving Day
Memorial Day Day after Thanksgiving
Independence Day Christmas Day

For support teams that provide after-hours service, we will provide you with procedures for contacting support staff after normal business hours for reporting Priority Level 1 Defects only. Upon receipt of 107
Exhibit C
Schedule 1

2 such a Defect notification, we will use commercially reasonable efforts to meet the resolution targets set forth below.

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

Incident Handling

Incident Tracking

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

Incident Priority

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

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

Priority
Level Characteristics of Support Incident Resolution Targets* 1 Critical
Support incident that causes (a)
complete application failure or
application unavailability; (b)
application failure or unavailability in
one or more of the client’s remote
location; or (c) systemic loss of
multiple essential system functions.

Tyler shall provide an initial response to Priority Level 1 incidents within one (1) business hour of receipt of
the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
resolve such support incidents or provide a
circumvention procedure within one (1) business
day. For non-hosted customers, Tyler’s responsibility
for lost or corrupted data is limited to assisting the
Client in restoring its last available database.
108
Exhibit C
Schedule 1

3 Priority
Level Characteristics of Support Incident Resolution Targets* 2 High
Support incident that causes (a)
repeated, consistent failure of
essential functionality affecting more
than one user or (b) loss or corruption
of data.

Tyler shall provide an initial response to Priority Level 2 incidents within four (4) business hours of receipt of the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
resolve such support incidents or provide a
circumvention procedure within ten (10) business
days. For non-hosted customers, Tyler’s
responsibility for loss or corrupted data is limited to assisting the Client in restoring its last available
database.
3 Medium
Priority Level 1 incident with an
existing circumvention procedure, or
a Priority Level 2 incident that affects
only one user or for which there is an
existing circumvention procedure.

Tyler shall provide an initial response to Priority Level 3 incidents within one (1) business day of receipt of
the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
resolve such support incidents without the need for a
circumvention procedure with the next published
maintenance update or service pack, which shall
occur at least quarterly. For non-hosted customers,
Tyler’s responsibility for lost or corrupted data is
limited to assisting the Client in restoring its last
available database.
4 Non-
critical
Support incident that causes failure of
non-essential functionality or a
cosmetic or other issue that does not
qualify as any other Priority Level.

Tyler shall provide an initial response to Priority Level 4 incidents within two (2) business days of receipt of
the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
resolve such support incidents, as well as cosmetic
issues, with a future version release.
*Response and Resolution Targets may differ by product or business need

Incident Escalation

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

Remote Support Tool

Some support calls may require further analysis of the Client’s database, processes or setup to diagnose a problem or to assist with a question. Tyler will, at its discretion, use an industry-standard remote support tool. Tyler’s support team must have the ability to quickly connect to the Client’s system and view the site’s setup, diagnose problems, or assist with screen navigation. More information about the remote support tool Tyler uses is available upon request. 109
Exhibit D

1 Exhibit D
Third Party Terms

DocOrigin Terms. Your use of Tyler Forms software and forms is subject to the DocOrigin End User License Agreement available for download here: https://eclipsecorp.us/eula/. By signing a Tyler Agreement or Order Form including Tyler forms software or forms, or accessing, installing, or using Tyler Forms software or forms, you agree that you have read, understood, and agree to such terms.

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

110
Exhibit E

1 Exhibit E
Statement of Work

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
111

City of Sanger, CA
SOW from Tyler Technologies, Inc.
10/1/2024

Presented to:

City of Sanger
1700 7th St
Sanger, CA 93657

Contact:

Rich Boven
Email: [email protected]
1 Tyler Drive, Yarmouth, Maine 04096
112

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Table of Contents
PART 1: EXECUTIVE SUMMARY ............................................................................................................... 1 Project Overview ................................................................................................................................ 1 Introduction ........................................................................................................................................ 1 Project Goals ....................................................................................................................................... 1 Methodology ....................................................................................................................................... 1 PART 2: PROJECT FOUNDATION ............................................................................................................. 3 Project Governance ............................................................................................................................ 3 Project Scope Control ......................................................................................................................... 4 Managing Scope and Project Change ................................................................................................. 4 Change Control ................................................................................................................................... 4 Change Request Management ............................................................................................................ 4 Acceptance Process ............................................................................................................................ 6 Roles and Responsibilities .................................................................................................................. 6 Tyler Roles & Responsibilities ............................................................................................................. 6 Tyler Executive Manager ............................................................................................................. 7 Tyler Implementation Manager .................................................................................................. 7 Tyler Project Manager ................................................................................................................. 7 Tyler Implementation Consultant ............................................................................................... 8 Tyler Sales ................................................................................................................................... 8 Tyler Technical Services .............................................................................................................. 8 Tyler Data Experts ....................................................................................................................... 9 Tyler API Services ........................................................................................................................ 9 City Roles & Responsibilities ............................................................................................................... 9 City Executive Sponsor ................................................................................................................ 9 City Steering Committee ............................................................................................................. 9 City Project Manager ................................................................................................................ 10 City Functional Leads ................................................................................................................ 11 City Power Users ....................................................................................................................... 12 City End Users ........................................................................................................................... 12 City Technical Lead .................................................................................................................... 12 City Change Management Lead ................................................................................................ 13 PART 3: PROJECT PLAN ........................................................................................................................... 14 Project Stages ................................................................................................................................... 14 Initiate and Plan ................................................................................................................................ 15 Initial Coordination ................................................................................................................... 15 113

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Project/Phase Planning ............................................................................................................. 16 Infrastructure Planning ............................................................................................................. 17 Stakeholder Meeting ................................................................................................................. 18 GIS Planning .............................................................................................................................. 19 Control Point 1: Initiate & Plan Stage Acceptance .................................................................... 19 Assess & Define ................................................................................................................................. 20 Solution Orientation.................................................................................................................. 20 Current & Future State Analysis ................................................................................................ 21 This work package is not applicable. ......................................................................................... 22 Data Assessment ....................................................................................................................... 22 Conversion Assessment ............................................................................................................ 24 This work package is not applicable. ......................................................................................... 25 Control Point 2: Assess & Define Stage Acceptance ................................................................. 25 Prepare Solution ............................................................................................................................... 25 Initial System Deployment ........................................................................................................ 25 Configuration ............................................................................................................................ 26 Process Refinement .................................................................................................................. 27 Conversion Delivery .................................................................................................................. 29 This work package is not applicable. ......................................................................................... 30 This work package is not applicable. ......................................................................................... 30 Control Point 3: Prepare Solution Stage Acceptance ................................................................ 30 Production Readiness ....................................................................................................................... 31 Solution Validation .................................................................................................................... 31 Go-Live Readiness ..................................................................................................................... 32 End User Training ...................................................................................................................... 33 Control Point 4: Production Readiness Stage Acceptance ........................................................ 34 Production ......................................................................................................................................... 34 Go-Live ...................................................................................................................................... 34 Transition to Client Services ...................................................................................................... 36 Post Go-Live Activities ............................................................................................................... 36 Control Point 5: Production Stage Acceptance ......................................................................... 37 Close .................................................................................................................................................. 38 Phase Closeout .......................................................................................................................... 38 Project Closeout ........................................................................................................................ 39 Control Point 6: Close Stage Acceptance .................................................................................. 40 General Assumptions ....................................................................................................................... 40 Project ............................................................................................................................................... 40 Organizational Change Management ............................................................................................... 41 Resources and Scheduling................................................................................................................. 41 Data ................................................................................................................................................... 41 Facilities ............................................................................................................................................. 42 Glossary ........................................................................................................................................... 43 PART 4: APPENDICES ............................................................................................................................... 46 114

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Conversion ....................................................................................................................................... 46 Enterprise ERP Conversion Summary ............................................................................................... 46 Accounting ................................................................................................................................ 46 Accounts Payable ...................................................................................................................... 46 Contracts ................................................................................................................................... 46 Human Resources Management ............................................................................................... 47 General Billing ........................................................................................................................... 47 Project Accounting .................................................................................................................... 48 Purchase Orders ........................................................................................................................ 48 Utility Billing .............................................................................................................................. 48 Additional Appendices .................................................................................................................. 50 Enterprise ERP Standard 3rd Party Data Exchange & Application Programming Interfaces ............ 50 Planning ..................................................................................................................................... 50 Validation .................................................................................................................................. 51 This work package is not applicable. ................................................................................................. 52 Project Timeline ........................................................................................................................... 53 ERP Project Timeline ......................................................................................................................... 53 This work package is not applicable. ................................................................................................. 54

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

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

The overall goals of the project are to:
▪ Successfully implement the contracted scope on time and on budget ▪ Increase operational efficiencies and empower users to be more productive ▪ Improve accessibility and responsiveness to external and internal customer needs ▪ Overcome current challenges and meet future goals
Methodology
This is accomplished by the City and Tyler working as a partnership and Tyler utilizing its depth of implementation experience. While each Project is unique, all will follow Tyler’s six-stage methodology. Each of the six stages is comprised of multiple work packages, and each work package includes a narrative description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix.

Tailored specifically for Tyler’s public sector clients, the project methodology contains Stage Acceptance Control Points throughout each Phase to ensure adherence to scope, budget, timeline controls, effective communications, and quality standards. Clearly defined, the project methodology repeats consistently across Phases, and is scaled to meet the City’s complexity and organizational needs. 116

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The methodology adapts to both single-phase and multiple-phase projects.

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

The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success. As illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to complete the Project efficiently and effectively.
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Part 2: Project Foundation
Project Governance
Project governance is the management framework within which Project decisions are made. The role of Project governance is to provide a decision-making approach that is logical, robust, and repeatable. This allows organizations to have a structured approach for conducting its daily business in addition to project related activities.

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

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

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

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

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

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

Change Request Management
Should the need for a change to Project scope, schedule, and/or cost be identified during the Project, the change will be brought to the attention of the Steering Committee and an assessment of the change will occur. While such changes may result in additional costs and delays relative to the schedule, some changes may result in less cost to the City; for example, the City may decide it no longer needs a deliverable originally defined in the Project. The Change Request will include the following information:
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▪ The nature of the change.
▪ A good faith estimate of the additional cost or associated savings to the City, if any. ▪ The timetable for implementing the change.
▪ The effect on and/or risk to the schedule, resource needs or resource responsibilities.

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

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Acceptance Process
The implementation of a Project involves many decisions to be made throughout its lifecycle. Decisions will vary from higher level strategy decisions to smaller, detailed Project level decisions. It is critical to the success of the Project that each City office or department designates specific individuals for making decisions on behalf of their offices or departments.

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

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

The following process will be used for accepting Deliverables and Control Points:
▪ The City shall have five (5) business days from the date of delivery, or as otherwise mutually agreed upon by the parties in writing, to accept each Deliverable or Control Point. If the City does not provide acceptance or acknowledgement within five (5) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.
▪ If the City does not agree the Deliverable or Control Point meets requirements, the City shall notify Tyler project manager(s), in writing, with reasoning within five (5) business days, or the otherwise agreed-upon timeframe, not to be unreasonably withheld, of receipt of the Deliverable. ▪ Tyler shall address any deficiencies and redeliver the Deliverable or Control Point. The City shall then have two (2) business days from receipt of the redelivered Deliverable or Control Point to accept or again submit written notification of reasons for rejecting the milestone. If the City does not provide acceptance within two (2) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.

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

Tyler Roles & Responsibilities
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be one Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise. 121

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Tyler Executive Manager
Tyler executive management has indirect involvement with the Project and is part of the Tyler escalation process. This team member offers additional support to the Project team and collaborates with other Tyler department managers as needed to escalate and facilitate implementation Project tasks and decisions. ▪ Provides clear direction for Tyler staff on executing on the Project Deliverables to align with satisfying the City’s overall organizational strategy.
▪ Authorizes required Project resources.
▪ Resolves all decisions and/or issues not resolved at the implementation management level as part of the escalation process.
▪ Acts as the counterpart to the City’s executive sponsor.

Tyler Implementation Manager
▪ Tyler implementation management has indirect involvement with the Project and is part of the Tyler escalation process. The Tyler project managers consult implementation management on issues and outstanding decisions critical to the Project. Implementation management works toward a solution with the Tyler Project Manager or with City management as appropriate. Tyler executive management is the escalation point for any issues not resolved at this level. ▪ Assigns Tyler Project personnel.
▪ Provides support for the Project team.
▪ Provides management support for the Project to ensure it is staffed appropriately and staff have necessary resources.
▪ Monitors Project progress including progress towards agreed upon goals and objectives.

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

Contract Management
▪ Validates contract compliance throughout the Project. ▪ Ensures Deliverables meet contract requirements.
▪ Acts as primary point of contact for all contract and invoicing questions. ▪ Prepares and presents contract milestone sign-offs for acceptance by the City project manager(s). ▪ Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.

Planning
▪ Delivers project planning documents.
▪ Defines Project tasks and resource requirements.
▪ Develops initial Project schedule and Project Management Plan. ▪ Collaborates with the City project manager(s) to plan and schedule Project timelines to achieve on- time implementation.
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Implementation Management
▪ Tightly manages Scope and budget of Project to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently. ▪ Establishes and manages a schedule and Tyler resources that properly support the Project Schedule and are also in balance with Scope/budget.
▪ Establishes risk/issue tracking/reporting process between the City and Tyler and takes all necessary steps to proactively mitigate these items or communicate with transparency to the City any items that may impact the outcomes of the Project.
▪ Collaborates with the City’s project manager(s) to establish key business drivers and success indicators that will help to govern Project activities and key decisions to ensure a quality outcome of the project.
▪ Collaborates with the City’s project manager(s) to set a routine communication plan that will aide all Project team members, of both the City and Tyler, in understanding the goals, objectives, status, and health of the Project.

Resource Management
▪ Acts as liaison between Project team and Tyler manager(s). ▪ Identifies and coordinates all Tyler resources across all applications, Phases, and activities including development, forms, installation, reports, implementation, and billing. ▪ Provides direction and support to Project team.
▪ Manages the appropriate assignment and timely completion of tasks as defined in the Project Schedule, task list, and Go-Live Checklist.
▪ Assesses team performance and adjusts as necessary.
▪ Consulted on in Scope 3rd party providers to align activities with ongoing Project tasks.

Tyler Implementation Consultant
▪ Completes tasks as assigned by the Tyler project manager(s). ▪ Documents activities for services performed by Tyler. ▪ Guides the City through software validation process following configuration. ▪ Assists during Go-Live process and provides support until the City transitions to Client Services. ▪ Facilitates training sessions and discussions with the City and Tyler staff to ensure adequate discussion of the appropriate agenda topics during the allotted time. ▪ May provide conversion review and error resolution assistance.

Tyler Sales
▪ Supports Sales to Implementation knowledge transfer during Initiate & Plan. ▪ Provides historical information, as needed, throughout implementation. ▪ Participates in pricing activities if additional licensing and/or services are needed.

Tyler Technical Services
▪ Maintains Tyler infrastructure requirements and design document(s). ▪ Involved in system infrastructure planning/review(s). ▪ Provides first installation of licensed software with initial database on servers. ▪ Supports and assists the project team with technical/environmental issues/needs. ▪ Deploys Tyler products.
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▪ Conducts GIS Planning.
▪ Reviews GIS data and provides feedback to the City.
▪ Loads City provided GIS data into the system.

Tyler Data Experts
▪ Validates that customer data files are in proper format. ▪ Develops customized conversion programs, as necessary, to convert Legacy System data into the Tyler database for production use according to defined mapping. ▪ Provides error Reports on unsupported data conditions and the merging or normalization of data fields.
▪ Assists the City with understanding and interpreting error Reports. ▪ Performs changes and corrections to customized conversion programs as the City completes the data review.
▪ Provides conversion consulting and mapping assistance.

Tyler API Services
▪ Provides training in the use of the API Toolkit.
▪ Provides consulting services in the use of the API Toolkit to the City, as the City builds interfaces.

City Roles & Responsibilities
City resources will be assigned prior to the start of each Phase of the Project. One person may be assigned to multiple Project roles.

City Executive Sponsor
The City executive sponsor provides support to the Project by providing strategic direction and communicating key issues about the Project and its overall importance to the organization. When called upon, the executive sponsor also acts as the final authority on all escalated Project issues. The executive sponsor engages in the Project, as needed, to provide necessary support, oversight, guidance, and escalation, but does not participate in day-to-day Project activities. The executive sponsor empowers the City steering committee, project manager(s), and functional leads to make critical business decisions for the City. ▪ Champions the project at the executive level to secure buy-in. ▪ Authorizes required project resources.
▪ Actively participates in organizational change communications.

City Steering Committee
The City steering committee understands and supports the cultural change necessary for the Project and fosters an appreciation for the Project’s value throughout the organization. The steering committee oversees the City project manager and Project through participation in regular internal meetings. The City steering committee remains updated on all Project progress, Project decisions, and achievement of Project milestones. The City steering committee also serves as primary level of issue resolution for the Project. ▪ Works to resolve all decisions and/or issues not resolved at the project manager level as part of the escalation process.
▪ Attends all scheduled steering committee meetings.
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▪ Provides support for the project team.
▪ Assists with communicating key project messages throughout the organization. ▪ Prioritizes the project within the organization.
▪ Ensures the project staffed appropriately and that staff have necessary resources. ▪ Monitors project progress including progress towards agreed upon goals and objectives. ▪ Has the authority to approve or deny changes impacting the following areas:
o Cost
o Scope
o Schedule
o Project Goals
o City Policies
o Needs of other client projects
City Project Manager
The City shall assign project manager(s) prior to the start of this project with overall responsibility and authority to make decisions related to Project Scope, scheduling, and task assignment. The City Project Manager should communicate decisions and commitments to the Tyler project manager(s) in a timely and efficient manner. When the City project manager(s) do not have the knowledge or authority to make decisions, he or she engages the necessary resources to participate in discussions and make decisions in a timely fashion to avoid Project delays. The City project manager(s) are responsible for reporting to the City steering committee and determining appropriate escalation points.

Contract Management
▪ Validates contract compliance throughout the project. ▪ Ensures that invoicing and Deliverables meet contract requirements. ▪ Acts as primary point of contact for all contract and invoicing questions. Collaborates on and approves Change Requests, if needed, to ensure proper scope and budgetary compliance.

Planning
▪ Reviews and accepts project planning documents.
▪ Defines project tasks and resource requirements for the City project team. ▪ Collaborates in the development and approval of the project schedule. ▪ Collaborates with Tyler project manager(s) to plan and schedule project timelines to achieve on-time implementation.

Implementation Management
▪ Tightly manages project budget and scope.
▪ Collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure that scope changes and budget (planned versus actual) are transparent and handled effectively and efficiently.
▪ Collaborates with Tyler project manager to establish and manage a schedule and resource plan that properly supports the project schedule as a whole and is also in balance with scope and budget. ▪ Collaborates with Tyler project manager(s) to establish risk and issue tracking and reporting process between the City and Tyler and takes all necessary steps to proactively mitigate these items or communicate with transparency to Tyler any items that may impact the outcomes of the project. 125

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▪ Collaborates with Tyler project manager(s) to establish key business drivers and success indicators that will help to govern project activities and key decisions to ensure a quality outcome of the project. ▪ Routinely communicates with both the City staff and Tyler, aiding in the understanding of goals, objectives, current status, and health of the project by all team members. ▪ Manages the requirements gathering process and ensure timely and quality business requirements are being provided to Tyler.

Resource Management
▪ Acts as liaison between project team and stakeholders. ▪ Identifies and coordinates all City resources across all modules, phases, and activities including data conversions, forms design, hardware and software installation, reports building, and satisfying invoices.
▪ Provides direction and support to project team.
▪ Builds partnerships among the various stakeholders, negotiating authority to move the project forward.
▪ Manages the appropriate assignment and timely completion of tasks as defined. ▪ Assesses team performance and takes corrective action, if needed. ▪ Provides guidance to City technical teams to ensure appropriate response and collaboration with Tyler Technical Support Teams to ensure timely response and appropriate resolution. ▪ Owns the relationship with in-Scope 3rd party providers and aligns activities with ongoing project tasks.
▪ Ensures that users have appropriate access to Tyler project toolsets as required. ▪ Conducts training on proper use of toolsets.
▪ Validates completion of required assignments using toolsets.

City Functional Leads
▪ Makes business process change decisions under time sensitive conditions. ▪ Communicates existing business processes and procedures to Tyler consultants. ▪ Assists in identifying business process changes that may require escalation. ▪ Contributes business process expertise for Current & Future State Analysis. ▪ Identifies and includes additional subject matter experts to participate in Current & Future State Analysis.
▪ Validates that necessary skills have been retained by end users. ▪ Provides End Users with dedicated time to complete required homework tasks. ▪ Acts as an ambassador/champion of change for the new process and provide business process change support.
▪ Identifies and communicates any additional training needs or scheduling conflicts to the City project manager.
▪ Actively participates in all aspects of the implementation, including, but not limited to, the following key activities:
o Task completion
o Stakeholder Meeting
o Project Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with Tyler project team
o Coordination of City resources
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o Attendance at scheduled sessions
o Change management activities
o Modification specification, demonstrations, testing and approval assistance o Data analysis assistance
o Decentralized end user training
o Process testing
o Solution Validation
City Power Users
▪ Participate in project activities as required by the project team and project manager(s). ▪ Provide subject matter expertise on the City business processes and requirements. ▪ Act as subject matter experts and attend Current & Future State Analysis sessions as needed. ▪ Attend all scheduled training sessions.
▪ Participate in all required post-training processes as needed throughout project. ▪ Test all application configuration to ensure it satisfies business process requirements. ▪ Become application experts.
▪ Participate in Solution Validation.
▪ Adopt and support changed procedures.
▪ Complete all deliverables by the due dates defined in the project schedule. ▪ Demonstrate competency with Tyler products processing prior to Go-live. ▪ Provide knowledge transfer to the City staff during and after implementation. ▪ Participate in conversion review and validation.

City End Users
▪ Attend all scheduled training sessions.
▪ Become proficient in application functions related to job duties. ▪ Adopt and utilize changed procedures.
▪ Complete all deliverables by the due dates defined in the project schedule. ▪ Utilize software to perform job functions at and beyond Go-live.

City Technical Lead
▪ Coordinates updates and releases with Tyler as needed. ▪ Coordinates the copying of source databases to training/testing databases as needed for training days.
▪ Coordinates and adds new users, printers and other peripherals as needed. ▪ Validates that all users understand log-on process and have necessary permission for all training sessions.
▪ Coordinates interface development for City third party interfaces. ▪ Develops or assists in creating reports as needed.
▪ Ensures on-site system meets specifications provided by Tyler. ▪ Assists with software installation as needed.
▪ Extracts and transmits conversion data and control reports from the City’s legacy system per the conversion schedule set forth in the project schedule.

City GIS
▪ Participates in GIS planning activities.
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▪ Responsible for management and maintenance of City GIS infrastructure and data. ▪ Ensures GIS data/service endpoints are in alignment with Tyler software requirements. ▪ Provides Tyler implementation team with GIS data/service access information.

City Upgrade Coordination
▪ Becomes familiar with the software upgrade process and required steps. ▪ Becomes familiar with Tyler’s releases and updates.
▪ Utilizes Tyler resources to stay abreast of the latest Tyler releases and updates, as well as the latest helpful tools to manage the City’s software upgrade process. ▪ Assists with the software upgrade process during implementation. ▪ Manages software upgrade activities post-implementation. ▪ Manages software upgrade plan activities.
▪ Coordinates software upgrade plan activities with City and Tyler resources. ▪ Communicates changes affecting users and department stakeholders. ▪ Obtains department stakeholder acceptance to upgrade production environment.

City Change Management Lead
▪ Validates that users receive timely and thorough communication regarding process changes. ▪ Provides coaching to supervisors to prepare them to support users through the project changes. ▪ Identifies the impact areas resulting from project activities and develops a plan to address them proactively.
▪ Identifies areas of resistance and develops a plan to reinforce the change. ▪ Monitors post-production performance and new process adherence. 128

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Part 3: Project Plan
Project Stages
Work Breakdown Structure
The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase broken down into smaller, more manageable components. The top-level components are called “Stages” and the second level components are called “Work Packages”. The work packages, shown below each stage, contain the high-level work to be done. The detailed Project Schedule, developed during Project/Phase Planning and finalized during subsequent stages, lists the tasks to be completed within each work package. Each stage ends with a “Control Point”, confirming the work performed during that stage of the Project has been accepted by the City.

Work Breakdown Structure (WBS)

1. Initiate &
Plan

2. Assess &
Define

3. Prepare
Solution

4. Production
Readiness 5. Production 6. Close

1.1 Initial
Coordination

2.1 Solution
Orientation

3.1 Initial System
Deployment

4.1 Solution
Validation

5.1 Go Live

6.1 Phase Close
Out

1.2 Project/Phase
Planning

2.2 Current & Future
State Analysis

3.2 Configuration

4.2 Go Live
Readiness

5.2 Transition to
Client Services

6.2 Project Close
Out

1.3 Infrastructure
Planning

2.3 Modification
Analysis

3.3 Process
Refinement

4.3 End User
Training

5.3 Post Go Live
Activities

1.4 Stakeholder
Meeting

2.4 Conversion
Assessment

3.4 Conversion
Delivery

1.5 GIS Planning*

2.5 Data Assessment

3.5 Data Delivery

3.6 Modifications*

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

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

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

Objectives:
▪ Formally launch the project.
▪ Establish project governance.
▪ Define and communicate governance for Tyler.
▪ Identify City project team.

STAGE 1 Initial Coordination
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users) Department Heads
End Users
Technical Leads
Tyler project team is assigned A R C I I I I I I
City project team is assigned A I R I I I
Provide initial project
documents to the City

A R C C I I
Gather preliminary information
requested

I A R C C C C
Sales to implementation
knowledge transfer

A R I I I I I
Create Project Portal to store
project artifacts and facilitate
communication

A R I

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Inputs Contract documents
Statement of Work

Outputs/Deliverables Working initial project documents
Project portal

Work package assumptions:
▪ Project activities begin after the agreement has been fully executed.

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

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

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

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

STAGE 1 Project/Phase Planning
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Schedule and
conduct planning
session(s)

A R I C C I
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Develop Project
Management Plan

A R I C C I
Develop initial
project schedule

A R I I I I I I C C I I C I

Inputs Contract documents
Statement of Work
Guide to Starting Your Project

Outputs / Deliverables Acceptance Criteria [only] for Deliverables Project Management Plan Delivery of document
Project Operational Plan Delivery of document
Initial Project Schedule City provides acceptance of schedule based on resource availability, project budget, and
goals.

Work package assumptions:
▪ City has reviewed and completed the Guide to Starting Your Project document.

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

Objectives:
▪ Ensure the City’s infrastructure meets Tyler’s application requirements. ▪ Ensure the City’s infrastructure is scheduled to be in place and available for use on time.

STAGE 1 Infrastructure Planning
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts
(Power Users)
Department Heads
End Users
Technical Leads
Initial Infrastructure
Communication A R C C C C
Schedule
Environment
Availability

A R C I

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Inputs Initial Infrastructure Requirements

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Completed Infrastructure Requirements Delivery of Requirements

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

Objectives:
▪ Formally present and communicate the project activities and timeline. ▪ Communicate project expectations.

STAGE 1 Stakeholder Meeting
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Create Stakeholder
Meeting Presentation I A R I I I I C I
Review Stakeholder
Meeting Presentation I C A R C
Perform Stakeholder
Meeting Presentation I A R I I I I C I I I I I I

Inputs Agreement
SOW
Project Management Plan

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Stakeholder Meeting Presentation

Work package assumptions:
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▪ None
GIS Planning
GIS data is a core part of many Tyler applications. Other City offices/products may also use this data and have different GIS requirements. A key focus of this preparation will be the process for developing the GIS data for use with Tyler applications. This can be an iterative process, so it is important to begin preparation early.

Objectives:
▪ Identify all City GIS data sources and formats.
▪ Tyler to understand the City’s GIS needs and practices. ▪ Ensure the City’s GIS data meets Tyler product requirements.

STAGE 1 GIS Preparation
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Initial GIS Planning
Meeting A R C C C
Determine all GIS Data
Sources I I A R C
Provide Source GIS Data I I A R C Review GIS Data and
Provide Feedback A R C I C

Inputs GIS Requirements Document

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Production Ready Map Data Meets Tyler GIS Requirements.

Work package assumptions:
▪ GIS data provided to Tyler is accurate and complete.
▪ GIS data provided to Tyler is current.
▪ City is responsible for maintaining the GIS data.

Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this stage includes completion of all criteria listed below. 134

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

Initiate & Plan Stage Deliverables:
▪ Project Management Plan
▪ Initial Project Schedule
Initiate & Plan stage acceptance criteria:
▪ All stage deliverables accepted based on acceptance criteria previously defined ▪ Project governance defined
▪ Project portal made available to the City
▪ Stakeholder meeting complete
▪ GIS Data Production Ready
▪ Completed Infrastructure Requirements and Design Document ▪ System Passes Infrastructure Audit (as applicable)
Assess & Define
The Assess & Define stage will provide an opportunity to gather information related to current City business processes. This information will be used to identify and define business processes utilized with Tyler software.

The City collaborates with Tyler providing complete and accurate information to Tyler staff and assisting in analysis, understanding current workflows and business processes.

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

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

Objectives:
▪ Provide a basic understanding of system functionality. ▪ Prepare the City for current and future state analysis.

STAGE 2 Solution Orientation
Tyler City
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RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Provide pre-requisites A R I I I I I Complete pre-requisites A R C C Conduct orientation A R I I I I I

Inputs Solution orientation materials
Training Plan

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

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

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

The following guidelines will be followed when evaluating if a modification to the product is required:
▪ A reasonable business process change is available.
▪ Functionality exists which satisfies the requirement. ▪ Configuration of the application satisfies the requirement. ▪ An in-scope modification satisfies the requirement.

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

STAGE 2 Current & Future State Analysis
Tyler City
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RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Current State process
review A R I I I C C C C C
Discuss future-state
options A R C C C C C C C C
Make future-state
decisions (non-COTS) C C C C C A R I C C
Document anticipated
configuration options
required to support
future state

A R C C C I I I I I

Inputs City current state documentation
Solution Orientation completion

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Documentation that describes future-state
decisions and configuration options to support
future-state decisions.

Delivery of document

Work package assumptions:
▪ City attendees possess sufficient knowledge and authority to make future state decisions. ▪ The City is responsible for any documentation of current state business processes. ▪ The City can effectively communicate current state processes.

This work package is not applicable.

Data Assessment
Given the completion of the Current & Future State Analysis, the Data Assessment will provide the implementation team the design for data delivery prior to configuration. The data Assessment will also allow the Tyler and the City teams to identify the data that will be configured within the Tyler System. The team will develop and map out dataset structures to ensure that data is structured in a way that allows maximum utility.

The teams will review any existing data publish and metadata standards for the City’s current data program to determine any necessary adjustments or configuration needs. Finally, the implementation team develops data workflows to map data from the source system(s) into the Tyler system, discussing any additional data requirements as needed.
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Objectives:
▪ Communicate a common understanding of the project goals with respect to data. ▪ Ensure complete and accurate source data is available for review/transfer. ▪ If source data is a Tyler legacy system, Tyler performs the data mappings. If source data is from a third-party, client is responsible for mapping the data from the source to the Tyler system. Document the data conversion/loading approach.

STAGE 2 Data Conversion Assessment
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Extract Data from Source
Systems I R A C
Complete Data
Analysis/Mapping A R C C I C C I
Review and Scrub Source
Data I I R A C C I
Build/Update Data
Conversion Plan R C C C I I I I

Inputs City Source data
City Source data Documentation (if available)

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data Conversion Plan built/updated (if
applicable}
City Acceptance of Data Conversion Plan, if
Applicable
City acceptance of Solution Design
Document

Work package assumptions:
▪ If the source data is a Tyler system Tyler's Conversion Engineers extract and map the data into the standard Enterprise ERP conversion format. If the source data is from a third-party the client will provide Tyler with the data in a mutually agreed upon format. Tyler will work with the City representatives to identify business rules before writing the conversion. ▪ City subject matter experts and resources most familiar with the current data will be involved in the data conversion planning effort.
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Conversion Assessment
Data Conversions are a major effort in any software implementation. Tyler’s conversion tools facilitate the predictable, repeatable conversion process that is necessary to support a successful transition to the Tyler system. The first step in this process is to perform an assessment of the existing (“legacy”) system(s), to better understand the source data, risks, and options available. Once the data has been analyzed, the plan for data conversion is completed and communicated to the appropriate stakeholders.

Objectives:
▪ Communicate a common understanding of the project goals with respect to data. ▪ Ensure complete and accurate source data is available for review/transfer. ▪ If source data is a Tyler legacy system, Tyler performs the data mappings. If source data is from a third-party, client is responsible for mapping the data from the source to the Tyler system. ▪ Document the data conversion/loading approach.

STAGE 2 Data Conversion Assessment
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Extract Data from
Source Systems I R A C
Review and Scrub
Source Data I I R A I C I
Build/Update Data
Conversion Plan R C C C I I I I

Inputs City Source data
City Source data Documentation (if available)

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data Conversion Plan built/updated City Acceptance of Data Conversion Plan, if Applicable

Work package assumptions:
▪ If the source data is a Tyler system Tyler's Conversion Engineers extract and map the data into the standard Enterprise ERP conversion format. If the source data is from a third-party the client will provide Tyler with the data in a mutually agreed upon format.. 139

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▪ Tyler will work with the City representatives to identify business rules before writing the conversion. ▪ City subject matter experts and resources most familiar with the current data will be involved in the data conversion planning effort.

This work package is not applicable.

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

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

Assess & Define Stage Deliverables:
▪ Documentation of future state decisions and configuration options to support future state decisions. ▪ Modification specification document.
▪ Assess & Define Stage Acceptance Criteria:
▪ All stage deliverables accepted based on criteria previously defined. ▪ Solution Orientation is delivered.
▪ Conversion data extracts are received by Tyler.
▪ Data conversion plan built.

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

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

Objectives:
▪ All licensed software is installed and operational.
▪ The City can access the software.

STAGE 3 Initial System Deployment (Hosted/SaaS)*
Tyler City
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RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Prepare hosted
environment A R I C
Install Licensed
Software for
Included
Environments

A R I C
Install Licensed
Software on City
Devices (if
applicable)

I C A R
Tyler System
Administration
Training (if
applicable)

A R I C

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Licensed Software is Installed on the Server(s) Software is accessible Licensed Software is Installed on City Devices
(if applicable)
Software is accessible
Installation Checklist/System Document

Work package assumptions:
▪ The most current available version of the Tyler Licensed Software will be installed. ▪ The City will provide network access for Tyler modules, printers, and Internet access to all applicable City and Tyler Project staff.

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

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

Objectives:
▪ Software is ready for validation.
▪ Educate the City Power User how to configure and maintain software. 141

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▪ Prepare standard interfaces for process validation (if applicable).

STAGE 3 Configuration
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Conduct configuration
training A R I C C
Complete Tyler
configuration tasks
(where applicable)

A R I I I
Complete City
configuration tasks
(where applicable)

I C A R C
Standard interfaces
configuration and
training (if applicable)

A R C I C C C
Updates to Solution
Validation testing plan C C A R C C

Inputs Documentation that describes future state decisions and configuration options to support future state decisions.

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Configured System

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

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

Objectives:
▪ Ensure that the City understands future state processes and how to execute the processes in the software.
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▪ Refine each process to meet the business requirements. ▪ Validate standard interfaces, where applicable.
▪ Validate forms and reports, where applicable.

STAGE 3 Process Refinement
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Conduct process
training A R I C I C
Confirm process
decisions I C A R C I C
Test configuration I C A R C
Refine
configuration (City
Responsible)

I C A R C
Refine
configuration (Tyler
Responsible)

A R I I I
Validate interface
process and results I C C A R C C
Update City-
specific process
documentation (if
applicable)

I C A R C
Updates to
Solution Validation
testing plan

C C A R C C

Inputs Initial Configuration
Documentation that describes future state decisions and configuration options to support future state decisions.

Solution validation test plan

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated solution validation test plan
Completed City-specific process
documentation (completed by City)

Work package assumptions:
▪ None
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Conversion Delivery
The purpose of this task is to transition the City’s data from their source (“legacy”) system(s) to the Tyler system(s). The data will need to be mapped from the legacy system into the new Tyler system format. A well- executed data conversion is key to a successful cutover to the new system(s).

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

Objectives:
▪ Data is ready for production (Conversion).

STAGE 3 Data Delivery & Conversion
Tyler City

RACI MATRIX
KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Provide data
crosswalks/code
mapping tool

A C R I I I
Populate data
crosswalks/code
mapping tool

I C C A R C
Load Data
for Testing
Pull Data &
Conversion
Balancing
Reports
Map
Conversion
Write & Run
Conversion
Program
Validate
Data
Conversion
Reviews
Completed
Final
Conversion
Report &
Correct
Errors
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Iterations:

Conversion
Development

A C R I I
Iterations:

Deliver
converted data

A R I I I
Iterations:

Proof/Review
data and
reconcile to
source system

C C C A R C C

Inputs
Data Conversion Plan
Configuration

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Code Mapping Complete / Validated
Conversion Iterations / Reviews Complete Conversion complete, verified, and ready for final pass

Work package assumptions:
▪ The City will provide a single file layout per source system as identified in the investment summary. ▪ The City subject matter experts and resources most familiar with the current data will be involved in the data conversion effort.
▪ The City project team will be responsible for completing the code mapping activity, with assistance from Tyler.

This work package is not applicable.

This work package is not applicable.

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

Note: Advancement to the Production Readiness Stage is dependent upon Tyler’s receipt of the Stage Acceptance.

Prepare Solution Stage Deliverables:
▪ Licensed software is installed.
▪ Installation checklist/system document.
▪ Conversion iterations and reviews complete.

Prepare Solution Stage Acceptance Criteria:
▪ All stage deliverables accepted based on criteria previously defined. ▪ Software is configured.
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▪ Solution validation test plan has been reviewed and updated if needed.

Production Readiness
Activities in the Production Readiness stage will prepare the City team for go-live through solution validation, the development of a detailed go-live plan and end user training. A readiness assessment will be conducted with the City to review the status of the project and the organizations readiness for go-live.

Solution Validation
Solution Validation is the end-to-end software testing activity to ensure that the City verifies all aspects of the Project (hardware, configuration, business processes, etc.) are functioning properly, and validates that all features and functions per the contract have been deployed for system use.

Objectives:
▪ Validate that the solution performs as indicated in the solution validation plan. ▪ Ensure the City organization is ready to move forward with go-live and training (if applicable).

STAGE 4 Solution Validation
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Update Solution
Validation plan A R C C C C
Update test scripts (as
applicable) C C C A R C
Perform testing C C C A R C
Document issues from
testing C C C A R C
Perform required follow-
up on issues A R C C C C

Inputs Solution Validation plan
Completed work product from prior stages (configuration, business process, etc.)

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Solution Validation Report City updates report with testing results

Work package assumptions:
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▪ Designated testing environment has been established.
▪ Testing includes current phase activities or deliverables only.

Go-Live Readiness
Tyler and the City will ensure that all requirements defined in Project planning have been completed and the Go-Live event can occur, as planned. A go-live readiness assessment will be completed identifying risks or actions items to be addressed to ensure the City has considered its ability to successfully Go-Live. Issues and concerns will be discussed, and mitigation options documented. Tyler and the City will jointly agree to move forward with transition to production. Expectations for final preparation and critical dates for the weeks leading into and during the Go-Live week will be planned in detail and communicated to Project teams.

Objectives:
▪ Action plan for go-live established.
▪ Assess go-live readiness.
▪ Stakeholders informed of go-live activities.

STAGE 4 Go-Live Readiness
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Perform Readiness
Assessment I A R C C I C I I I I I I
Conduct Go-Live planning
session A R C C C C C C C
Order peripheral
hardware (if applicable) I A R C Confirm procedures for
Go-Live issue reporting &
resolution

A R I I I I C C I I I I I
Develop Go-Live checklist A R C C C C I C C Final system
infrastructure review
(where applicable)

A R C C

Inputs Future state decisions
Go-live checklist

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated go-live checklist Updated Action plan and Checklist for go-live delivered to the City
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Work package assumptions:
▪ None
End User Training
End User Training is a critical part of any successful software implementation. Using a training plan previously reviewed and approved, the Project team will organize and initiate the training activities.

Train the Trainer: Tyler provides one occurrence of each scheduled training or implementation topic. City users who attended the Tyler sessions may train additional users. Additional Tyler led sessions may be contracted at the applicable rates for training.

Tyler will provide standard application documentation for the general use of the software. It is not Tyler’s responsibility to develop City specific business process documentation. City-led training labs using City specific business process documentation if created by the City can be added to the regular training curriculum, enhancing the training experiences of the end users.

Objectives:
▪ End users are trained on how to use the software prior to go-live. ▪ The City is prepared for on-going training and support of the application.

STAGE 4 End User Training
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Update training plan A R C C I C
End User training (Tyler-
led) A R C C C I C C C
Train-the-trainer A R C C C I C
End User training (City-
led) C C A R I C C C

Inputs Training Plan
List of End Users and their Roles / Job Duties
Configured Tyler System

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
End User Training City signoff that training was delivered

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Work package assumptions:
▪ The City project team will work with Tyler to jointly develop a training curriculum that identifies the size, makeup, and subject-area of each of the training classes. ▪ Tyler will work with the City as much as possible to provide end-user training in a manner that minimizes the impact to the daily operations of City departments. ▪ The City will be responsible for training new users after go-live (exception—previously planned or regular training offerings by Tyler).

Control Point 4: Production Readiness Stage Acceptance
Acceptance criteria for this stage includes all criteria listed below. Advancement to the Production stage is dependent upon Tyler’s receipt of the stage acceptance.

Production Readiness stage deliverables:
▪ Solution Validation Report.
▪ Update go-live action plan and/or checklist.
▪ End user training.

Production Readiness stage acceptance criteria:
▪ All stage deliverables accepted based on criteria previously defined. ▪ Go-Live planning session conducted.

Production
Following end user training the production system will be fully enabled and made ready for daily operational use as of the scheduled date. Tyler and the City will follow the comprehensive action plan laid out during Go- Live Readiness to support go-live activities and minimize risk to the Project during go-live. Following go-live, Tyler will work with the City to verify that implementation work is concluded, post go-live activities are scheduled, and the transition to Client Services is complete for long-term operations and maintenance of the Tyler software.

Go-Live
Following the action plan for Go-Live, defined in the Production Readiness stage, the City and Tyler will complete work assigned to prepare for Go-Live.

The City provides final data extract and Reports from the Legacy System for data conversion and Tyler executes final conversion iteration, if applicable. If defined in the action plan, the City manually enters any data added to the Legacy System after final data extract into the Tyler system.

Tyler staff collaborates with the City during Go-Live activities. The City transitions to Tyler software for day-to day business processing.

Some training topics are better addressed following Go-Live when additional data is available in the system or based on timing of applicable business processes and will be scheduled following Go-Live per the Project Schedule.

Objectives:
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▪ Execute day to day processing in Tyler software.
▪ City data available in Production environment.

STAGE 5 Go-Live
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Provide final source data
extract, if applicable C C A R Final source data pushed
into production
environment, if
applicable

A C R I C C C
Proof final converted
data, if applicable C C C A R C
Complete Go-Live
activities as defined in
the Go-Live action plan

C C C A R C I C
Provide Go-Live
assistance A R C C I C C I C I C

Inputs Comprehensive Action Plan for Go-Live
Final source data (if applicable)

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data is available in production environment City confirms data is available in production environment

Work package assumptions:
▪ The City will complete activities documented in the action plan for Go-Live as scheduled. ▪ External stakeholders will be available to assist in supporting the interfaces associated with the Go- Live live process.
▪ The City business processes required for Go-Live are fully documented and tested. ▪ The City Project team and subject matter experts are the primary point of contact for the end users when reporting issues during Go-Live.
▪ The City Project Team and Power User’s provide business process context to the end users during Go- Live.
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Transition to Client Services
This work package signals the conclusion of implementation activities for the Phase or Project with the exception of agreed-upon post Go-Live activities. The Tyler project manager(s) schedules a formal transition of the City onto the Tyler Client Services team, who provides the City with assistance following Go-Live, officially transitioning the City to operations and maintenance.

Objectives:
▪ Ensure no critical issues remain for the project teams to resolve. ▪ Confirm proper knowledge transfer to the City teams for key processes and subject areas.

STAGE 5 Transition to Client Services
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Transfer City to Client
Services and review
issue reporting and
resolution processes

I I A I I R I I C C C
Review long term
maintenance and
continuous
improvement

A R C C C

Inputs Open item/issues List

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Client Services Support Document

Work package assumptions:
▪ No material project issues remain without assignment and plan.

Post Go-Live Activities
Some implementation activities are provided post-production due to the timing of business processes, the requirement of actual production data to complete the activities, or the requirement of the system being used in a live production state.

Objectives:
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▪ Schedule activities that are planned for after Go-Live. ▪ Ensure issues have been resolved or are planned for resolution before phase or project close.

STAGE 5 Post Go-Live Activities
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Schedule contracted
activities that are
planned for delivery
after go-live

A R C C C C I C C I C C
Determine resolution
plan in preparation for
phase or project close
out

A R C C C I C C I C

Inputs List of post Go-Live activities

Outputs /
Deliverables
Acceptance Criteria [only] for
Deliverables
Updated issues log

Work package assumptions:
▪ System is being used in a live production state.

Control Point 5: Production Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below:
▪ Advancement to the Close stage is not dependent upon Tyler’s receipt of this Stage Acceptance. ▪ Converted data is available in production environment.

Production Stage Acceptance Criteria:
▪ All stage deliverables accepted based on criteria previously defined. ▪ Go-Live activities defined in the Go-Live action plan completed. ▪ Client services support document is provided.
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Close
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or Project. The City transitions to the next cycle of their relationship with Tyler (next Phase of implementation or long-term relationship with Tyler Client Services).

Phase Closeout
This work package represents Phase completion and signals the conclusion of implementation activities for the Phase. The Tyler Client Services team will assume ongoing support of the City for systems implemented in the Phase.

Objectives:
▪ Agreement from Tyler and the City teams that activities within this phase are complete.

STAGE 6 Phase Close Out
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Reconcile project budget
and status of contract
Deliverables

I A R I I C
Hold post phase review
meeting A R C C C C C C C C C
Release phase-
dependent Tyler project
resources

A R I I

Participants Tyler City
Project Leadership Project Manager
Project Manager Project Sponsor(s)
Implementation Consultants Functional Leads, Power Users, Technical Leads
Technical Consultants (Conversion, Deployment,
Development)

Client Services

Inputs Contract
Statement of Work
Project artifacts

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Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Final action plan (for outstanding items)
Reconciliation Report
Post Phase Review

Work package assumptions:
▪ Tyler deliverables for the phase have been completed.

Project Closeout
Completion of this work package signifies final acceptance and formal closing of the Project.

At this time the City may choose to begin working with Client Services to look at continuous improvement Projects, building on the completed solution.

Objectives:
▪ Confirm no critical issues remain for the project teams to resolve. ▪ Determine proper knowledge transfer to the City teams for key processes and subject areas has occurred.
▪ Verify all deliverables included in the Agreement are delivered.

STAGE 6 Project Close Out
Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (Power
Users)
Department Heads
End Users
Technical Leads
Conduct post project
review A R C C C C C C C C C
Deliver post project
report to City and Tyler
leadership

I A R I I C
Release Tyler project
resources A R I I

Inputs Contract
Statement of Work

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
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Post Project Report City acceptance; Completed report indicating all project Deliverables and milestones have
been completed

Work package assumptions:
▪ All project implementation activities have been completed and approved. ▪ No critical project issues remain that have not been documented and assigned. ▪ Final project budget has been reconciled and invoiced. ▪ All Tyler deliverables have been completed.

Control Point 6: Close Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.

Close Stage Deliverables:
▪ Post Project Report.

Close Stage Acceptance Criteria:
▪ Completed report indicating all Project deliverables and milestones have been completed.

General Assumptions
Tyler and the City will use this SOW as a guide for managing the implementation of the Tyler Project as provided and described in the Agreement. There are a few assumptions which, when acknowledged and adhered to, will support a successful implementation. Assumptions related to specific work packages are documented throughout the SOW. Included here are general assumptions which should be considered throughout the overall implementation process.

Project
▪ Project activities will begin after the Agreement has been fully executed. ▪ The City Project Team will complete their necessary assignments in a mutually agreed upon timeframe to meet the scheduled go-live date, as outlined in the Project Schedule. ▪ Sessions will be scheduled and conducted at a mutually agreeable time. ▪ Additional services, software modules and modifications not described in the SOW or Agreement will be considered a change to this Project and will require a Change Request Form as previously referenced in the definition of the Change Control Process. ▪ Tyler will provide a written agenda and notice of any prerequisites to the City project manager(s) ten (10) business days or as otherwise mutually agreed upon time frame prior to any scheduled on-site or remote sessions, as applicable.
▪ Tyler will provide guidance for configuration and processing options available within the Tyler software. If multiple options are presented by Tyler, the City is responsible for making decisions based on the options available.
▪ Implementation of new software may require changes to existing processes, both business and technical, requiring the City to make process changes.
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▪ The City is responsible for defining, documenting, and implementing their policies that result from any business process changes.

Organizational Change Management
Unless otherwise contracted by Tyler, City is responsible for managing Organizational Change. Impacted City resources will need consistent coaching and reassurance from their leadership team to embrace and accept the changes being imposed by the move to new software. An important part of change is ensuring that impacted City resources understand the value of the change, and why they are being asked to change.

Resources and Scheduling
▪ City resources will participate in scheduled activities as assigned in the Project Schedule. ▪ The City team will complete prerequisites prior to applicable scheduled activities. Failure to do so may affect the schedule.
▪ Tyler and the City will provide resources to support the efforts to complete the Project as scheduled and within the constraints of the Project budget.
▪ Abbreviated timelines and overlapped Phases require sufficient resources to complete all required work as scheduled.
▪ Changes to the Project Schedule, availability of resources or changes in Scope will be requested through a Change Request. Impacts to the triple constraints (scope, budget, and schedule) will be assessed and documented as part of the change control process. ▪ The City will ensure assigned resources will follow the change control process and possess the required business knowledge to complete their assigned tasks successfully. Should there be a change in resources, the replacement resource should have a comparable level of availability, change control process buy-in, and knowledge.
▪ The City makes timely Project related decisions to achieve scheduled due dates on tasks and prepare for subsequent training sessions. Failure to do so may affect the schedule, as each analysis and implementation session is dependent on the decisions made in prior sessions. ▪ The City will respond to information requests in a comprehensive and timely manner, in accordance with the Project Schedule.
▪ The City will provide adequate meeting space or facilities, including appropriate system connectivity, to the project teams including Tyler team members.
▪ For on-site visits, Tyler will identify a travel schedule that balances the needs of the project and the employee.

Data
▪ Data will be converted as provided and Tyler will not create data that does not exist. ▪ The City is responsible for the quality of legacy data and for cleaning or scrubbing erroneous legacy data.
▪ Tyler will work closely with the City representatives to identify business rules before writing the conversion. The City must confirm that all known data mapping from source to target have been identified and documented before Tyler writes the conversion. ▪ All in-scope source data is in data extract(s).
▪ Each legacy system data file submitted for conversion includes all associated records in a single approved file layout.
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▪ The City will provide the legacy system data extract in the same format for each iteration unless changes are mutually agreed upon in advance. If not, negative impacts to the schedule, budget and resource availability may occur and/or data in the new system may be incorrect. ▪ The City Project Team is responsible for reviewing the converted data and reporting issues during each iteration, with assistance from Tyler.
▪ The City is responsible for providing or entering test data (e.g., data for training, testing interfaces, etc.)
Facilities
▪ The City will provide dedicated space for Tyler staff to work with City resources for both on-site and remote sessions. If Phases overlap, City will provide multiple training facilities to allow for independent sessions scheduling without conflict.
▪ The City will provide staff with a location to practice what they have learned without distraction.

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Glossary
Word or Term Definition
Acceptance Confirming that the output or deliverable is suitable and conforms to the agreed upon criteria.

Accountable The one who ultimately ensures a task or deliverable is completed; the one who ensures the prerequisites of the task are met and who delegates the work to those responsible. [Also see RACI]
Application A computer program designed to perform a group of coordinated functions, tasks, or activities for the benefit of the user.

Application Programming Interface (API) A defined set of tools/methods to pass data to and received data from Tyler software products
Agreement This executed legal contract that defines the products and services to be implemented or performed.

Business Process The practices, policy, procedure, guidelines, or functionality that the client uses to complete a specific job function.

Business Requirements Document A specification document used to describe Client requirements for contracted software modifications.

Change Request A form used as part of the Change Control process whereby changes in the scope of work, timeline, resources, and/or budget are documented and agreed upon by participating parties.

Change Management Guides how we prepare, equip and support individuals to successfully adopt change in order to drive organizational success & outcomes
Code Mapping [where applicable] An activity that occurs during the data conversion process whereby users equate data (field level) values from the old system to the values available in the new system. These may be one to one or many to one. Example: Old System [Field = eye color] [values = BL, Blu, Blue] maps to New Tyler System [Field = Eye Color] [value = Blue].

Consulted Those whose opinions are sought, typically subject matter experts, and with whom there is two-way communication. [Also see RACI]
Control Point This activity occurs at the end of each stage and serves as a formal and intentional opportunity to review stage deliverables and required acceptance criteria for the stage have been met.

Data Mapping [where applicable] The activity determining and documenting where data from the legacy system will be placed in the new system; this typically involves prior data analysis to understand how the data is currently used in the legacy system and how it will be used in the new system.

Deliverable A verifiable document or service produced as part of the Project, as defined in the work packages.

Go-Live The point in time when the Client is using the Tyler software to conduct daily operations in Production.

Informed Those who are kept up-to-date on progress, often only on completion of the task or deliverable, and with whom there is just one-way communication. [Also see RACI]
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Infrastructure The composite hardware, network resources and services required for the existence, operation, and management of the Tyler software.

Interface A connection to and potential exchange of data with an external system or application. Interfaces may be one way, with data leaving the Tyler system to another system or data entering Tyler from another system, or they may be bi-directional with data both leaving and entering Tyler and another system.

Integration A standard exchange or sharing of common data within the Tyler system or between Tyler applications
Legacy System The software from which a client is converting.

Modification Custom enhancement of Tyler’s existing software to provide features or functions to meet individual client requirements documented within the scope of the Agreement.

On-site Indicates the work location is at one or more of the client’s physical office or work environments.

Organizational Change The process of changing an organization's strategies, processes, procedures, technologies, and culture, as well as the effect of such changes on the organization.

Output A product, result or service generated by a process.

Peripheral devices An auxiliary device that connects to and works with the computer in some way. Some examples: scanner, digital camera, printer.

Phase A portion of the Project in which specific set of related applications are typically implemented. Phases each have an independent start, Go-Live and closure dates but use the same Implementation Plans as other Phases of the Project. Phases may overlap or be sequential and may have different Tyler resources assigned.

Project The delivery of the software and services per the agreement and the Statement of Work. A Project may be broken down into multiple Phases.

RACI A matrix describing the level of participation by various roles in completing tasks or Deliverables for a Project or process.

Individuals or groups are assigned one and only one of the following roles for a given task: Responsible (R), Accountable (A), Consulted (C), or Informed (I).

Remote Indicates the work location is at one or more of Tyler’s physical offices or work environments.

Responsible Those who ensure a task is completed, either by themselves or delegating to another resource. [Also see RACI]
Scope Products and services that are included in the Agreement. 159

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Solution The implementation of the contracted software product(s) resulting in the connected system allowing users to meet Project goals and gain anticipated efficiencies.

Stage The top-level components of the WBS. Each Stage is repeated for individual Phases of the Project.

Standard Software functionality that is included in the base software (off- the-shelf) package; is not customized or modified.

Statement of Work (SOW) Document which will provide supporting detail to the Agreement defining Project-specific activities, services, and Deliverables.

System The collective group of software and hardware that is used by the organization to conduct business.

Test Scripts The steps or sequence of steps that will be used to validate or confirm a piece of functionality, configuration, enhancement, or Use Case Scenario.

Training Plan Document(s) that indicate how and when users of the system will be trained relevant to their role in the implementation or use of the system.

Validation (or to validate) The process of testing and approving that a specific Deliverable, process, program, or product is working as expected.

Work Breakdown Structure (WBS) A hierarchical representation of a Project or Phase broken down into smaller, more manageable components.

Work Package A group of related tasks within a project.

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Part 4: Appendices
Conversion
Enterprise ERP Conversion Summary
Accounting
Accounting - Actuals
▪ Summary account balances
▪ Up to 5 years
Accounting - Budgets
▪ Original budget, budget adjustments, revised budget summaries for accounts ▪ Up to 5 years
Accounts Payable
Vendors
▪ Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers ▪ Multiple remittance addresses
▪ Year-to-date 1099 amounts
Accounts Payable - Checks
▪ Check header data including vendor, warrant, check number, check date, overall check amount, GL cash account and clearing information
▪ Check detail data including related document and invoice numbers for each check ▪ Up to 5 years
Accounts Payable - Invoices
▪ Invoice header data containing general information for the invoice ▪ Invoice detail data containing line-specific information for the invoice ▪ Up to 5 years
Contracts
▪ Contract header detail with many fields available to convert including fiscal year and period, vendor number, department code, description, enforcement method code, dates for award, approval, entry and expiration, retention information, user-defined type and review codes, status code, user id for entry and approver. Additional fields are also available. A balance forward contract amount is converted, if original amount is required there will be an additional charge and contracts, po’s and invoices must be converted together
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Human Resources Management
HRM Employee Master Information
▪ Payroll Employee Master data including data such as name, address, SSN, legacy employee ID, date of birth, hire date, activity status (such as active/inactive), leave/termination code and date, phone(s), e- address, marital status, gender, race, personnel status (such as full-time, part-time, etc.), highest degree, advice-delivery (print/email/both) and check location, plus primary group, job, location, and account information
Accumulators
▪ YTD, QTD, MTD amounts for employee pay and deductions ▪ Needed for mid-calendar-year go-live
▪ May not be needed if converting earnings/deductions history ▪ Up to 5 years
▪ Accumulators are converted with check history and earning/deduction history as a default. No accumulator files are necessary to submit when converting history.

Check History
▪ Up to 5 years, additional years must be quoted. We convert amounts for earnings and deductions in employee check history, check number and date.

Earning/Deduction Hist.
▪ Up to 5 years, additional years must be quoted. Earning and deduction history broken down my individual codes (earnings and deduction) and amounts per pay period, the detail of these lines, sums the check history in opt 4.

Personnel Action History
▪ A variety of Personnel actions, such as job or salary changes and dates these events occurred. ▪ Up to 5 years
Certifications
▪ Certification area and certification type codes, certification number and effective date, expiration date, and required-by date, codes for certification level and subjects Education
▪ Codes, for institution, type of degree, and area(s) of study General Billing
Customer Master Files
▪ Customer information
General Billing – Recurring Invoices
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▪ Header records with general information about the invoice ▪ Detail records with line-specific information
General Billing – Bills
▪ 5 years of open and closed invoices
▪ General Ledger information so open invoices can be processed in Enterprise ERP Project Accounting
Project Accounting Master Tables
▪ Segments, account strings and fund string allocation table ▪ Requires the use of a Tyler provided (Chart of Accounts) spreadsheet for design and entry of the data to be converted
Project Accounting - Actuals
▪ Summary project ledger string balances. If linking to GL, must be converted at the same time. ▪ Up to 3 years
Project Accounting – Budget
▪ Original project ledger budget amounts. If linking to GL, must be converted at the same time. ▪ Up to 3 years
Purchase Orders
▪ Open purchase orders header data including vendor, buyer, date, accounting information, etc. ▪ Open purchase orders detail data including line-item descriptions, quantities, amounts, etc. ▪ Closed purchase orders detail data, up to 5 years, including line-item descriptions, quantities, amounts, etc.

Utility Billing
Account Information
▪ Account Master data including previous and current customer owner information- address info, phone, fax, SSN number, FID number, account status, parcel number, location street, apartment, city, state, zip, book number, read sequence, account start and end date, EFT bank information Services
▪ Current service codes, service status, type, factor, condo units, bill cycle codes, , current deposits held on account including unpaid deposit amounts, winter usage, current meter(s) associated with service, meter readings( current and previous), meter usage (current and previous) and sales tax information.

Assessments
▪ Assessments are improvement costs that are spread across to property owner ▪ Utility Billing conversion option 4 (balance forward AR) must also be purchased in order to convert assessments
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Consumption History
▪ History of meter readings, usage, read dates, usage days, bill amounts, bill dates, read codes ▪ Up to 5 years
Balance Forward AR
▪ Account balance forward information converted as total amount due. If the client’s business practices require current due and past due bills this can be broken into three balance forward bills(current balance due and up to two past due balance bills).These can be converted to one balance forward charge code or separate balance forward charge codes, and converted to the account/customer, if the client’s legacy data contains this information.
▪ If late penalties will be applied in Enterprise ERP after the conversion, balance forward amounts must be converted by charge code
Work Orders
▪ Work Orders data associated with accounts, including meter repairs, checks for leaky meter, reread a meter due to high reading
Backflow
▪ Account information, backflow device information, backflow type, and backflow violations Budget Billing
▪ Converts information for budget average billing by account, customer and service. Legacy data must include: calculated budget amount by service; number of periods remaining until plan renews; budget plan balance/credit amount, broken out by service/customer; additional amortized amount by service.

Flat Inventory/Containers
▪ Inventory for non-metered items tied to recurring service billing – flat rate is tied to inventory item(s)/item type(s) (vs consumption/usage). Trash/recycling containers, dumpsters, roll off containers, light poles, cable/internet equipment.

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Additional Appendices
Enterprise ERP Standard 3rd Party Data Exchange & Application Programming Interfaces
Planning
An Integration is a real-time or automated exchange of data between two systems. Standard Data Exchange tools are available to fulfill Integrations with external systems by allowing clients to get data in and out of the Tyler system. Data exchange tools can take the form of Imports and Exports, and Application Programming Interfaces (APIs)*. APIs may require additional licensing and may have some restrictions on use. Please refer to your licensing agreement for further information.

Imports and Exports
The City and Tyler project manager(s) will work together to define/confirm which Imports and Exports are needed (if not outlined in the Agreement). Tyler will provide an Excel or ASCII file layouts for each Standard Data Exchange.

APIs*
Additional API licensing and data sharing agreements are required for integration with third-party applications. If APIs have been purchased, Tyler may provide integration assistance to understand API services and provide necessary support to complete the integration of Tyler software to the Cityinternal applications.

Tyler will not provide any hands-on development unless expressly specified in the Agreement. It is Tyler’s responsibility to ensure the API services operate correctly. It is the Client’s responsibility to fulfill integrations using Tyler’s API services and ensure operation of the third party API services.

STAGE 2 Current & Future State Analysis - Data Exchange Tyler City
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (SMEs)
Department Heads
End Users
Technical Leads
Review Standard
or contracted
Data Exchanges

A R I I C C I C
Define or confirm
needed Data
Exchanges

I C C C A C C R

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Validation
Tyler provides training on Data Exchange(s) (for both Import and Export, and APIs*) and the City tests each Data Exchange.

STAGE 3 Process Refinement – Data Exchange Validation
Tyler City

RACI MATRIX
KEY:

R = Responsible
A =
Accountable
C = Consulted
I = Informed
Executive Manager
Implementation Manager
Project Manager
Implementation Consultant
Data Experts
Modification Services
Technical Services
Client Services
Executive Sponsor
Steering Committee
Project Manager
Functional Leads
Change Management Leads
Subject Matter Experts (SMEs)
Department Heads
End Users
Technical Leads
Train standard
or contracted
Data
Exchange(s)
processing in
Tyler software

A R I I C I I C
Coordinate 3rd
Party Data
Exchange
activities

I I I I A C C R
Test all
Standard 3rd
party Data
Exchange(s)

I I I I A C R C
* API services, available thru Enterprise ERP OpenAPI Toolkits and Connectors, are not part of the core Enterprise ERP applications and are only applicable if included in the license agreement.

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This work package is not applicable.
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Project Timeline
ERP Project Timeline
The Project Timeline establishes a target duration for each phase of the project. The timeline needs to account for resource availability, business goals, size and complexity of the project, and task duration requirements. These will be reviewed and adjusted, if needed, during the Initiate and Plan Stage. Refer to the Project Stages section of this SOW for information on work packages associated with each stage of the implementation. Durations may be revised when the Agreement is signed and further refined during the project.

Eden to Enterprise ERP project start dates are dependent on wave availability. Waves are a common implementation start month for a group of Eden clients. Each wave has a designated number of slots available for clients to sign up – once those slots are full you must choose an alternate wave with availability.

A signed agreement is required to reserve your spot in a specific wave.

Phase Functional Area(s) Modules Duration
1 Financials

• Accounting
• Accounts Payable
• Budgeting
• Capital Assets
• Cash Management
• Contract Management
• Project & Grant
Accounting
• Purchasing
• Accounts Receivable
• General Billing
• Cashiering
12 Months
or as defined in the Project Plan
and mutually agreed upon

Average Days/Month: 4

System Wide • Enterprise Analytics &
Reporting w Executive
Insights
• Enterprise Forms
• Content Manager Core
includes Onboarding
• Enterprise ERP Payments

2 Utility Billing • Utility Billing CIS
• Utility Billing Meter
Interface
• Resident Access
12 Months
or as defined in the Project Plan
and mutually agreed upon

Average Days/Month: 3
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3 Human Resources
Management
• Payroll with Employee
Access
• Human Resources &
Talent Management
• Time & Attendance w
Mobile Access
• Recruiting
12 Months
or as defined in the Project Plan
and mutually agreed upon

Average Days/Month: 4
This work package is not applicable.

169
Prepared by: _Michelle Speer _ Approved by: ______________________________ REVIEW: City Manager: ________ Finance: ___MS____ City Attorney: ___HCM__ TYPE OF ITEM: COUNCIL ACTION:  APPROVED  DENIED  NO ACTION ____ Consent
____ Info Item
_X__ Action Item
_X_ _ Department Report
____ Public Hearing
____ Matter Initiated by a Council Member
____ Other
____ Continued to: __________
For the Meeting of: April 3, 2025
Agenda Item No.: H-3

CITY OF SANGER

REPORT TO THE CITY COUNCIL
To: Mayor and Councilmembers
From: Nathan Olson, City Manager
Subject: Approve Resolution 2025-26, appointing Michael Salvador as Interim Police Chief and authorize the City Manager to execute the employment agreement.

Attachments: (1) Resolution 2025-26, Resolution Appointing Retired Annuitant (2) Retired Annuitant Employment Agreement
CONFLICT OF INTEREST:

None known.

RECOMMENDATION:

That City Council approve Resolut ion 2025-26, appointing Michael Salvador as Interim Police Chief and authorize the City Manager, or designee, to execute the employment agreement.

EXECUTIVE SUMMARY:

The City of Sanger is currently recruiting for a full-time Police Chief. While the City is in the process of recruiting,
the City Manager would like to appoint an interim Chief to assist with administrative matters within the Sanger Police Department.

REASON FOR RECOMMENDATION:

The City of Sanger began recruiting for a Police Chief on February 25, 2025. Currently, Commander Jason Boust is serving as Acting Police Chief. The department is in need of additional administrators to assist with the daily operations of the Sanger Police Department. The Interim Police Chief will obtain all the powers and duties assigned to a permanent Police Chief, and they will help assess the operations, processes,
170

and procedures of the department while the City continues with the recruitment process.

The City Manager interviewed multiple candidates for the Interim Police Chief role and Michael Salvador came highly recommended and has substantial law enforcement experience. Mr. Salvador has over 35 years of experience, most recently, he served as Police Chief in City of Atwater. He has also served as the Police Chief for the City of Coalinga and held multiple roles with the Madera County Sheriff’s Office; leaving the agency at the rank of Undersheriff.

City of Sanger Municipal Code section 2-94 grants appointing authority of the Police Chief to the City Manager. However, in the case of CalPERS retired annuitants, individuals must be appointed via resolution, thus requiring City Council’s action on the matter. Mr. Salvador can serve as the Interim Chief until a permanent chief is hired, but not to exceed 960 hours in any fiscal year, as required by CalPERS.

BROWN ACT ANNOUNCEMENT:

The Brown Act requires that prior to taking final action, the legislative body shall orally report a summary of a recommendation for a final action on the salaries, salary schedules, or compensation paid in the form of fringe benefits of a local agency executive during the open meeting in which the final action is to be taken. See Government Code §54953 (c)(3) describing the process and Government Code §3511(d) defining local agency executive.

Following Announcement is to be read by Mayor or Other Designated Council Member –

If adopted, the proposed resolution will approve an Employment Agreement with Michael Salvador for the position of Interim Police Chief as follows:

• Term of Contract: April 4, 2025, and ending December 31, 2025, or when permanent Police Chief is appointed whichever occurs first.

• Compensation: $68.11 per hour.

• The Interim Police Chief will not receive any fringe benefits.

FISCAL IMPACT:

The costs associated with hiring an Interim Police Chief are already included in the City’s budget, as a Police Chief was budgeted for the entire year. Operating budgets for future fiscal years will be developed based on staffing at that time.

COUNCIL OPTIONS:

City Council may choose to deny the resolution and agreement and direct the City Manager to continue with an Acting Chief during the recruitment process.

ACTIONS FOLLOWING APPROVAL:

Upon approval, the City Manager will execute the agreement and Human Resources will notify CalPERS. 171

1 RESOLUTION NO. 2025-26

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANGER

APPOINTING RETIRED ANNUITANT
UNDER GOVERNMENT CODE SECTIONS 21221(h) & 7522.56
WHEREAS, Government Code sections 21221(h) of the Public Employees’ Retirement Law permits the governing body to appoint a CalPERS retiree to a vacant position requiring specialized skills during recruitment for a permanent appointment, and provides that such appointment will not subject the retired person to reinstatement from retirement or loss of benefits so long as it is a single appointment that does not exceed 960 hours in a fiscal year; and WHEREAS, the City of Sanger (“City”) desires to appoint Michael Salvador (“Salvador”) as an interim appointment retired annuitant to the vacant position as an Interim Police Chief for the City under Government Code section 21221(h), effective April 4, 2025; and WHEREAS, the City Council, the City, and Salvador certify that Salvador has not and will not receive a Golden Handshake or any other retirement-related incentive; and WHEREAS, the City hereby appoints Salvador as an interim appointment retired annuitant to the vacant position as an Interim Police Chief for the City under Government Code section 21221(h), effective April 4, 2025; and
WHEREAS, an appointment under Government Code section 21221(h) requires that the retiree is appointed to the interim appointment during recruitment for a permanent appointment; and
WHEREAS, the City Council has authorized the search for a permanent appointment on February 25, 2025; and
WHEREAS, this Government Code section 21221(h) appointment shall only be made once and therefore will end on December 31,2025, or when the permanent Police Chief begins, whichever occurs first; and
WHEREAS, the entire employment agreement between Salvador and the City has been reviewed by the City Council and is attached; and
WHEREAS, the employment shall be limited to 960 hours per fiscal year for all CalPERS employers; and
WHEREAS, the compensation paid to retirees cannot be less than the minimum nor exceed the maximum monthly base salary paid to other employees performing comparable duties, divided by 173.333 to equal the hourly rate; and WHEREAS, the maximum base salary for this position is $11,805.00 per month and the hourly equivalent is $68.11; and
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2 WHEREAS, the hourly rate paid to Salvador will be $68.11; and WHEREAS, Salvador has not and will not receive any other benefit, incentive, compensation in lieu of benefit or other form of compensation in addition to this hourly pay rate; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of Sanger hereby certifies the nature of the employment of Salvador as described in this Resolution and detailed in the attached appointment document, and that this appointment is necessary to fill the critically needed position as an Interim Police Chief for the City because the City is need of someone to act as the Interim Police Chief and oversee the day-to-day operations of the Police Department until the City can appoint a qualified Police Chief.
* * * * * * *
I, Sierra Delgado, Deputy City Clerk of the City of Sanger, do hereby certify that the City Council of the City of Sanger passed and adopted the foregoing Resolution at a regular meeting hereof held on the 3rd day of April 2025, by the following vote:

AYES: Council Member(s):

NOES: Council Member(s):

ABSTAIN: Council Member(s):

ABSENT: Council Member(s):

ATTEST:

Sierra Delgado, Deputy City Clerk

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EMPLOYMENT AGREEMENT
(Pursuant to California Government Code §§ 21221(h) and 7522.26.)

This Employment Agreement (“Agreement”) is entered into between the City Sanger (“City”) and Michael Salvador (“Annuitant”). The City and Annuitant may be referred to collectively as the “Parties.”
Annuitant is a California Public Employees’ Retirement System (“CalPERS”) service retiree.

Annuitant is agreeing to this post-service retirement appointment under the provisions of Government Code sections 21221(h) and 7522.26. The requirements of Government Code sections 21221(h) and 7522.26 are deemed incorporated into this Agreement in full.

THEREFORE, in consideration of the above recitals and of the mutual promises and conditions in this Agreement, it is agreed as follows:

1. Annuitant possesses the specialized skills necessary to serve as Interim Police Chief. The City desires to use the experience, specialized skills, and knowledge of Annuitant for a limited duration to provide services as Interim Police Chief of the City.

2. The Interim Police Chief appointment is an appointment to a position of a limited duration and one requiring specialized skills. It is a temporary, provisional appointment, pending recruitment, selection, and appointment of a successor Police Chief or earlier termination as determined by the City Manager.

3. Annuitant desires to be employed by the City and is willing to do so under the terms and conditions set forth in this Agreement.

4. TERM OF EMPLOYMENT – Subject to earlier termination as provided for in this Agreement, Annuitant shall be employed for a term beginning April 4, 2025, and ending no later than December 31, 2025, or when the City hires a permanent Police Chief, whichever comes first.

5. DUTIES – Annuitant is appointed on an interim basis to perform the duties of the Police Chief.

6. REASONABLE TIME AND EFFORT – During Annuitant’s employment, Annuitant shall devote such time, interest and effort to the performance of Annuitant’s duties under this AGREEMENT as may be fairly and reasonably necessary. In no event shall Annuitant work more than 960 hours for the City and any other CalPERS contracting agency combined in a fiscal year (July 1-June 30).

7. HOURLY PAY RATE – During the term of this Agreement, the City agrees to pay Annuitant for the work he performs at $ 68.11 per hour, payable on a bi-weekly basis and subject to all applicable withholdings and deductions. This salary is within the hourly salary range for the City’s classification of Police Chief, which is the classification that performs the duties most comparable to those to be performed by Annuitant. 174

8. BENEFITS – Annuitant shall not receive any fringe benefits and shall not be entitled to any compensation other than the hourly pay rate described in Paragraph 7 above, except those that are required by law.

9. INDEMNIFICATION BY EMPLOYER – Subject to the provisions of, and as required by, Government Code sections 825, 995.2, and all other statutory/case law conditions precedent to provision of defense and/or indemnification, the City shall indemnify and hold Annuitant harmless for any acts or decisions made by Annuitant in the course and scope of employment.

10. TERMINATION OF AGREEMENT – The City may terminate this Agreement with or without cause at any time by providing written notice of such action to Annuitant. In such event, Annuitant has no right to appeal the termination of this Agreement or Annuitant’s employment, in any forum. Annuitant also has the right to terminate this Agreement and his employment at any time by providing written notice of such action to the City.

11. IMPACT UPON CALPERS BENEFITS – At the time that this Agreement is entered into, Government Code sections 21221(h) and 7522.56 allow a CalPERS retiree to perform work not to exceed a total of 960 hours in any fiscal year for all CalPERS contracting employers without being reinstated from retirement and without loss or interruption of CalPERS retirement benefits, under certain circumstances. However, it is agreed and acknowledged by the Parties that in making this Agreement, Annuitant will hold the City, its elected officials, officers, employees, agents, attorneys and assigns harmless in the event CalPERS or any other person or entity in any way challenges this Agreement, including but not limited to, challenges to Annuitant’s entitlement to CalPERS’ benefits or seeks Annuitant’s reinstatement into active CalPERS membership and/or recovery of retirement benefits already paid. Annuitant shall indemnify and defend the City for the payment of any employee and employer contributions to CalPERS related to Annuitant’s post-retirement earnings, as well as for the payment of any administrative or other penalties and interest on such contributions, which would otherwise be the responsibility of the City.

Notwithstanding any other agency, state, or federal policy, rule, regulation, law or ordinance to the contrary, Annuitant shall not qualify for or become entitled to, and hereby agrees to waive any claims to, any compensation, benefit, or any incident of employment by the City, except for the hourly rate set forth above.

12. ADVICE OF COUNSEL – It is recommended by the City that prior to entering into this Agreement, Annuitant first consult with legal counsel retained by Annuitant at Annuitant’s own expense, and that Annuitant thereby personally determine what, if any, impact this Agreement and the performance of the services set forth in this Agreement, will or may have upon Annuitant’s CalPERS retirement benefits. By signing this Agreement, Annuitant is acknowledging that Annuitant understands the statutory and regulatory limitations on post-retirement work, that Annuitant is eligible for lawful post- retirement work, and will not exceed those limitations. 175

13. APPROVAL – This Agreement shall be of no force and effect unless or until approved by the City Council.

EXECUTED ON THE DATES SET FORTH BELOW
Signatures:

By: ___________ Dated: ______________________________ Nathan Olson, City Manager
City of Sanger

By: _______________________________ Dated: ______________________________ Michael Salvador

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