HomeMy Public PortalAboutTBP 2021-07-21 17
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Board of Trustees
Regular Meeting Agenda
Fraser Town Hall, 153 Fraser Avenue and Virtually
Wednesday July 21, 2021
6:00 PM- 9:00 PM
Members of the Board may have dinner together @ 5:30 p.m.
NOTE: Times are approximate and agenda subject to change
Watch the meeting live on Fraser's YouTube Channel
https://www.youtube.com/channel/UCs5aHnl7d-kkOi 1 cxV28DSg
Participate in the meeting through our virtual platform
Zoom Meeting Information
https://us02web.zoom.us/i/2590408013
Meeting 113:259 040 8013
Phone 1 -346-248-7799
1. 6:00 Ire. Roll Call
2. Approval Of Agenda
3. Consent Agenda
a. Minutes July 7, 2021
Documents:
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4. Executive Session
For a conference with the Water Attorney for the purpose of receiving legal
advice on specific legal questions under C.R.S. Section 24-6-402(4)(b),
and for the purpose of determining positions relative to matters that may
be subject to negotiations, developing strategy for negotiations, and/or
instructinq negotiators, under C.R.S. Section 24-6-402(4)(e), regarding
Water Maser Plan and GWUDL
5. Executive Session
For the purpose of determining positions relative to matters that may be
subject to negotiations, developing strategy for negotiations, and/or
instructing negotiators, under C.R.S. Section 24-6-402(4)(e). To discuss
the purchase, acquisition, lease, transfer, or sale of real, personal, or other
property interest under C.R.S. Section 24-6-402(4)(a). Property
Acquisition
6. Discussion And Possible Action Regarding
a. Resolution 2021-07-03 ClearGov Budget Book
Documents:
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b. Headwaters Trail Alliance Children's Bike Park
Documents:
7. Executive Session
For a conference with the Town Attorney for the purpose of receiving legal
advice on specific legal questions under C.R.S. Section 24-6-402(4)(b)
and For the purpose of determining positions relative to matters that may
be subject to negotiations, developing strategy for negotiations, and/or
instructing negotiators, under C.R.S. Section 24-6-402(4)(e). Regarding
Conservation Easement
8. Discussion And Possible Action Regarding
a. Resolution 2021-07-02 Default Of Amended And Restated
Annexation Agreement
Documents:
Fl,a.�sdufioin 2021 ()7 ()2' )efauflt C)f Arnenck.,.d And AnirexaUon
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9. Open Forum
a) Business not on the agenda
(If you would like to request time on the agenda please contact the Town
Clerk, Antoinette McVeigh at 970-726-5491 ext. 201)
10. Updates
11. Adjourn
UPCOMING MEETING
WEDNESDAY AUGUST 4, 2021 BOARD OF TRUSTEES
Board Staff
Lead: Future focused planning
Direct: Define the service, product or value
to be delivered
Protect: Establish the operational Manacie: Now focused policy and procedural
boundaries to be respected by Staff and guidance to ensure on time, on budget, and on
monitored by the Board target service delivery
Enable:Advocacy, resource development, Accomplish: Ensure the work defined by the
and role discipline direction of the Board of Trustees is accomplished
FRASER BOARD OF TRUSTEES
MINUTES
DATE: July 7, 2021
MEETING: Board of Trustees Regular Meeting
PLACE: Fraser Town Hall Board Room and Virtually
PRESENT
Board: Mayor Philip Vandernail; Mayor Pro-Tem Eileen Waldow; Trustees, Andy
Miller, Katie Soles and Parnell Quinn
Staff: Town Manager, Ed Cannon; Town Clerk, Antoinette McVeigh; Marketing
and Economic Development Manager, Sarah Wieck; Assistant Town
Manager, Michael Brack; Public Works Director, Russell Pennington;
Town Planner, Catherine Trotter, Police Office Donnie Ransom
Others: See attached list
Mayor Vandernail called the meeting to order at 7:00 p.m.
1. Rollcall: Mayor Philip Vandernail; Mayor Pro-Tem Eileen Waldow; Trustees, Andy
Miller, Katie Soles and Parnell Quinn
2. Approval of Agenda:
Trustee Miller moved, and Trustee Soles seconded the motion to amend the agenda to
move Consent item b) Notice of Resolution 2020-10-05 Regarding Deed of Conservation
Easement to discussion and possible action item H and approve the agenda. Motion
carried: 5-0.
3. Executive Session:
For a conference with the Town Attorney for the purpose of receiving legal advice on
specific legal questions under C.R.S. Section 24-6-402(4)(b) and For the purpose of
determining positions relative to matters that may be subject to negotiations, developing
strategy for negotiations, and/or instructing negotiators, under C.R.S. Section 24-6-
402(4)(e). Regarding Conservation Easement. Including Town Attorney Rod McGowan,
Town Manager Ed Cannon, Town Clerk Antoinette McVeigh, Assistant Town Manager
Michael Brack and Town Planner Catherine Trotter
Trustee Waldow moved, and Trustee Soles seconded the motion to open the Executive
Session. Motion carried: 5-0.
Trustee Miller moved, and Trustee Soles seconded the motion to close the Executive
Session. Motion carried: 5-0.
Attorney's Opinion Required by C.R.S. 24-6-402(2)(d.5)(II)(B). As the attorney
representing the Town of Fraser, I am of the opinion that the entire executive session,
which was not recorded, constituted a privileged attorney-client communication.
Page 2 of 4
Rod McGowan, Town Attorney
4. Executive Session:
For a conference with the Town Attorney for the purpose of receiving legal advice on
specific legal questions under C.R.S. Section 24-6-402(4)(b) and For the purpose of
determining positions relative to matters that may be subject to negotiations, developing
strategy for negotiations, and/or instructing negotiators, under C.R.S. Section 24-6-
402(4)(e). Regarding Economic Inducements Including Town Attorney Rod McGowan,
Town Manager Ed Cannon, Town Clerk Antoinette McVeigh, Assistant Town Manager
Michael Brack and Town Planner Catherine Trotter.
Trustee Miller moved, and Trustee Soles seconded the motion to open the Executive
Session. Motion carried: 5-0.
Trustee Soles moved, and Trustee Miller seconded the motion to close the Executive
Session. Motion carried: 5-0.
Attorney's Opinion Required by C.R.S. 24-6-402(2)(d.5)(11)(B). As the attorney
representing the Town of Fraser, I am of the opinion that the entire executive session,
which was not recorded, constituted a privileged attorney-client communication.
Rod McGowan, Town Attorney
5. Executive Session:
For discussion of a personnel matter under C.R.S. Section 24-6-402(4)(f)(1) and not
involving any specific personnel who have requested discussion of the matter in open
session, and for the purpose of determining positions relative to matters that may be
subject to negotiations, developing strategy for negotiations, and/or instructing
negotiators, under C.R.S. Section 24-6-402(4)(e), regarding Town Attorney. Including
Town Attorney Rod McGowan, Town Manager Ed Cannon, Town Clerk Antoinette
McVeigh and Assistant Town Manager Michael Brack.
Trustee Quinn moved, and Trustee Soles seconded the motion to open the Executive
Session. Motion carried: 5-0.
Trustee Soles moved, and Trustee Miller seconded the motion to close the Executive
Session. Motion carried: 5-0.
6. Consent Agenda:
a) Minutes June 16, 2021
Trustee Waldow moved, and Trustee Miller seconded the motion to approve the
amended consent agenda. Motion carried: 5-0.
7. Discussion and Possible Action Regarding_
Page 3 of 4
a) Grand Kids Funding Request
Executive Director of Grand Kids, Ashely Bobo presented and answered questions.
Trustee Soles moved, and Trustee Waldow seconded the motion to Fund the Grand
Kids request of$50,000; this falls within the American Rescue Act Fund. Motion
carried: 5-0.
b) KFFR Funding Request
Trustee Soles moved, and Trustee Miller seconded the motion to Fund the KFFR
request of$20,000; this falls within the American Rescue Act Fund. Motion carried: 5-0.
C) Grand County EMS Mill Levy
Chief Robert Good presented and answered questions regarding the EMS Mill Levy that
will be on the November 2021 ballot.
d) Fraser Valley Parkway Bypass Letter of Support
Trustee Soles moved, and Trustee Quinn seconded the motion to have the Town
Manager write a letter of support for the Fraser Valley Parkway Bypass to the Board of
County Commissioners Motion carried: 4-1, Nay Trustee Waldow.
e) Special Use Permit for Cornerstone Concrete Batch Plant
Public Works Director Russell Pennington presented and answered questions.
f) Resolution 2021 07-01 Professional Services Agreement With CORE
Trustee Soles moved, and Trustee Waldow seconded the motion to approve Resolution
2021 07-01 Professional Services Agreement with CORE Motion carried: 5-0.
g) United Business Bank Update Approved Signers
Trustee Soles moved, and Trustee Miller seconded the motion to update the signers at
United Business Bank, removing the previous Interim Town Manager Wesley LaVanchy
and adding the current Town Manager Ed Cannon. All other current signers will remain
on the account, Mayor Philip Vandernail, Mayor Pro-Tem Eileen Waldow and Town
Clerk Antoinette McVeigh. Finance Manager Beth Williams will retain access to the
account but will not have signing ability. Motion carried: 5-0.
h) Notice of Resolution 2020-10-05 Regarding Deed of Conservation Easement
Trustee Miller moved, and Trustee Soles seconded the motion to approve the Notice of
Resolution 2020-10-05 Regarding Deed of Conservation Easement which includes the
invalid conservation easement and legal description to be recorded with Grand County.
Motion carried: 4-1, Nay Quinn.
9. Open Forum:
Page 4 of 4
Jane Mather
10. Updates
a) Soles, thank you to Wesley LaVanchy for being the Interim Town Manager
b) Brack, the Town received a $55,000 grant for expansion of The Drop
11. Adjourn:
Trustee Soles moved, and Trustee Quinn seconded the motion to adjourn. Motion
carried: 5-0. Meeting adjourned at 9:40 p.m.
Antoinette McVeigh, Town Clerk
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MEMO TO: Mayor Vandernail and the Board of Trustees
FROM: Beth Williams, Finance Manager
DATE: July 14, 2021
SUBJECT: ClearGov— Budget and Performance Management Software
MATTER BEFORE BOARD:
Taking the budget process, budget book and transparency to a new level.
BACKGROUND:
The Town's current budget process consists of using multiple Xcel spreadsheets and Word
documents to arrive at the current budget product. During the budget process, there are several
budget meetings where Department Heads meet with the Town Manager and the Finance
Manager to gather information for upcoming projects and needs in the next fiscal year. Even
though conversations are had, and notes taken, there is a chance that budget items may be
missed, or the amounts are incorrect. With a cloud-based budget and performance
management software built for local governments, like ClearGov, the budget process will be
more streamlined and efficient in a 3-step process: collect, create and communicate. The
attached document, ClearGov Budget Cycle Management Suite Product Brief, provides a high
level description of Capital Budgeting, Personnel Budgeting, Operational Budgeting, Digital
Budget Book and Transparency.
SCOPE OF WORK:
Please see attached Fraser CO Proposal for a detailed software proposal which describes
budget cycle management overview, investment, product scope, project management,
onboarding, training and support, security overview and FAQs.
Here are a few Colorado examples of Budget Books:
Town of Dacono
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Town of Avon
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A couple Colorado examples of a Transparency Center:
Town of Buena Vista
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FINANCIAL IMPACT:
Acquiring this Budget Software was not specifically identified in the 2021 budget, but this
expense would be shared across the General Fund, Water Fund and the Wastewater Fund in
the Computers — Networks and Support accounts (10-45-360; 10-60-360; 50-40-360 and 55-40-
360) The cost will be shared as follows 50% Admin/General Fund, 25% Public Works/General
Fund, 12.5% Water Fund and 12.5% Wastewater Fund.
PROJECT COST:
For 2021, the cost will be $5,904.47 which is a 5-month pro-rata subscription fee for the
following modules: Capital Budgeting, Operational Budgeting, Digital Budget Book and
Transparency. For 2022, the cost will be $18,300 which will include the modules listed for 2021,
the Personnel Budgeting module and the deferred setup fee which is $1,800. See the attached
Fraser, CO Service Order which details the cost of the software and when amounts will be
billed.
PROJECT SCHEDULE:
July 21, 2021 —Approval of software purchase.
August 2021 — Begin software implementation process resulting in utilizing the software during
the 2021 budget process and forward.
REQUESTED ACTION:
Approve the Resolution 2021-07-03 authorizing the Town Manager to purchase and implement
the ClearGov— Budget and Performance Management Software program.
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Local governments have faced the same challenges
and limitations for years as they navigate their Capital Personnel
budget cycles using spreadsheets.The reality is Budgeting B u d g e t i III g
that spreadsheets do not adequately address the
unique needs of building different types of budgets,
communicating those budgets, and maintaining IMEM
transparency year-round.
ClearGov's cloud-native Budget Cycle Management
suite provides efficiency at every step of the process Transparency Operational
so you can budget better. Our financial solutions Budgeting
are easy-to-use, complement existing ERP and k4cal
accounting systems, and automatically deliver
website-based results that your community and Digital Budget Book
stakeholders will appreciate.
Z CLEAR iI V Capital Budgeting
ColIF cow"'.h.CAub Houzo P--90 Automate the way you collect capital requests and
prioritize projects to streamline your CIP process.
Eliminate manual spreadsheet work with web-based
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Collaborate with contributors directly in the
budget-the audit trail is automatic.
Effortlessly produce professional,website-based
project pages to share with the public.
personneN Budgeting
Build your personnel budget with powerful
cloud-native tools that ensure you've calculated $26,668,839 78 425 13 -7
every layer of cost. ..........
Easily manage salaries, benefits,vacancies, and
inform union negotiations from one dashboard.
Plan future scenarios and analyze how each Us,
impacts your budget at multiple levels.
Streamline position requests from department
heads and easily include them in your plan.
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Operational Budgeting
Eliminate spreadsheet errors and version control
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Build your budget with ease as requests flow in
from departments automatically for approval.
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Create Al-driven forecasts for long-term planning
or use as a baseline for your budget.
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Collaborate with contributors as you edit line items
the audit trail is automatic.
Digital Budget Book ",,,w axle clear 1[alk,p
The industry's first website-based solution that
builds a budget book in a fraction oft e time.
Automate the creation of fund summary
pages,charts,tables and more. CEO
Invite contributors to create new pages
quickly with easy-to-use templates.
Meet GFOA award criteria with built-in guidelines. I SII
Share online or print with just one click.
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Tell your financial story Ina way everyone can
understand, and that's ADA-optimized by design.
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This turnkey,website-based solution is pre-populated
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pages, and commentaryto build community trust.
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understand you r finances a nd performance.
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July 9,2021
Beth Williams
Finance Director
Town of Fraser
Ryan Wilson
ClearGov, Inc.
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OUR MISSION
We Create asy-t
Eo-Use Software
to Help Governments Budget Better
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July 9,2021
Beth Williams
Finance Director
Town of Fraser
153 Fraser Avenue
Fraser,CO 80442
Dear Beth,
Per our discussions, I am pleased to provide you and your team at Fraser with the attached software
proposal for your consideration
Our mission at ClearGov is to create easy-to-use, modern software to help governments budget better.
We make it easy for governments like yours to operate more efficiently and communicate more
effectively.Our solutions are easy to afford, implement,and use.They don't cause a lot of upheaval,and
they don't force you to reinvent the wheel.ClearGov solutions are designed to bejust right for local
governments like Fraser.
We fully appreciate the demands on your time,so I'd like to thank you in advance for the time that you
and your team will spend reviewing this proposal. If you have any questions or need additional
information of any kind, please do not hesitate to ask.
I am confident that you and your team will be impressed by the ClearGov solutions and even more
impressed by how hard we will work to make you happy.
We look forward to working with you.
Sincerely yours,
Ryan Wilson
ClearGov, Inc.
rwilson@clea rgov.com
(901) 937-9735
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ClearGov's mission is to create easy-to-use, modern software that helps local governments budget
better.We believe that every local government should have the opportunity to leverage technology to
operate more efficiently and communicate more effectively.We pursue this mission by carefully
designing solutions that are clear,collaborative,compelling and cost-effective to fuel better budgeting
and drive community support.
Solutions Or III
Based on our conversations with Fraser and our understanding of your key needs and objectives,we
are proposing the following ClearGov solutions:
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• A robust,yet simple-to-use
budgeting and forecasting tool that is specifically tailored to the
needs of local governments
• Enables finance teams to easily collaborate in real time
• Eliminates spreadsheet errors
• Automatically generates long-term forecasts
• Streamlines the entire budget-building process
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• The easiest and fastest way to build an award-winning budget book
• Automatically generates a professionally formatted template that's pre-populated with your
financials,capital request data,charts,and more
• Let'syou and your team work collaborativelyto fill in the details
• Built to GFOA guidelines,optimized to ADA standards and designed to be mobile-friendly
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• Afilterable personnel dashboard provides a birds-eye view of your headcount budget and
enables you to visually compare unlimited personnel budgeting scenarios
• Automated workflows streamline position and reclassification requests
• Create salary and benefits plans for up to 20 years
• Analyze the effects of salary/benefit adjustments for more informed union negotiations
• Create and export custom reports to share your personnel budget internally and externally
• Utilize built-in templates to easily create customized capital request forms
• Automated workflows collect,organize and present capital requests in an intuitive dashboard
with the abilityto filter by department,funding source, request type and more
• Create unlimited multi-year scenario plans to optimize capital utilization
• Score and rank capital requests based on custom criteria to prioritize requests
• Includes a robust capital improvement portal to communicate projects internally and externally
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• Transforms complex government financials into easy-to-understand infographics
• Publishes fiscal information in a uniquely compelling way that drives understanding and
support throughout your community
• Includes simple but powerful tools that enable you to offer residents a window into capital
projects and department performance
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ClearGov offers solutions that are affordable for local governments of all shapes and sizes.A summary of
your investment in the ClearGov Solutions proposed herein includes:
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Setup Fee: Includes- Full activation and setup;Data $3,600
onboording;Client training
Setup Discount: If signed by July 31,2021 ($1,800),
Total Setup Service Fees $1,800
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ClearGov Operational Budgeting $8,300
ClearGov Personnel Budgeting $8,300
ClearGov Capital Budgeting $4,700
ClearGov Digital Budget Book $4,700
ClearGov Transparency $4,100
Bundle Discount ($13,600)
,600)
Total Annual Subscription Service Fees $16,500
See the Investment Section below for full details on setup fees and annual subscriptions.
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While implementing ClearGov's accessible solutions is designed to be a straightforward process,we
offer dedicated Client Success resources to help you get up and running quickly and efficiently.A
comprehensive implementation plan is described in more detail later in this proposal. Here are the
highlights:
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ClearGov will assign you a dedicated Client Success Manager (CSM) to coordinate, lead,and
manage the entire setup process as well as provide ongoing support.A ClearGov Data
On boarding Consultant will facilitate the on boarding of your data with the ClearGov platform.
They will work side-by-side with key members of your team to get you up and running as
quickly as possible.
• ClearGov will handle importing,onboarding,and mapping ofyour financial data. In short,we'll
take your raw revenue and expenditure information,format it, and upload it to the ClearGov
platform so it is consistent with your chart of accounts.The only thing you have to do is supply
the data,which generally involves running a few simple reports from your existing accounting
system and review/confirm the results.We'll walkyou through the process.
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• See below for a step-by-step review of our process,which we have successfully deployed with
hundreds of local government customers.The heavy lifting is on us,and you should only need
to spend a few hours here and there over the course of a handful of weeks,depending upon the
volume/complexity of your data as well as ClearGov client backlog.
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• ClearGov provides all the training and support you need throughout implementation and for as
long as you're a ClearGov customer.You will also have access to a frequently updated library of
online resources and best practices to help you achieve the best outcomes.
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In the pages that follow,we'll explain how and why ClearGov solutions not only offer the best value for
Fraser, but also make your day-to-day operations more efficient, productive,and impactful.
ClearGov is committed to helping local governments like yours"make democracy work better".And
while that may sound lofty,"democracy" is simply what you do everyday. We just want to help you do
it in a modern,data-driven way—a way that makes your job easier, lightens your load,showcases all
the good work that you do, and ultimately helps you better serve your community.
ClearGov already works with hundreds of local governments across the country,and we'd be delighted
to welcome Fraser into the fold. If you have questions or concerns as you review this proposal, please do
not hesitate to reach out.Thankyou for your consideration.
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We know that you're working hard to make your government run better, and you know that technology
can help you get it done. Unfortunately, most of the gov-tech software on the market right now is
designed for sprawling mega cities or state and federal government—not local agencies like yours.So,
these platforms are often complicated,expensive,and loaded with bells and whistles that you'II never
use.You don't need a chainsaw to carve a turkey.You simply need the right tool for the job.
ClearGov is built from the ground up specifically for local governments. It does everything you need it
to do. It's just-right software for agencies that are looking to take that critical next step toward
modernizing their budget process.Therefore,all ClearGov solutions are:
. .
At ClearGov,
IIIIIIII earGov,everything we do is designed to make complex government data easy
to understand and easy to use, internally and by the public at large.We present
data in readily-understood infographic form,and offer an interface for our internal
tools that's easy for every staff member to learn and use.
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Web-based software requires no installation, no maintenance and is always
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...........................................................
input and changing dynamics.We host our software and our data with Amazon
Web Services,which ensures data security and world-class software performance.
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All ClearGov solutions share a common data set and work together seamlessly. Plus,
when you're ready to implement,we do all the heavy lifting for you.To get started,
" uuuui all you have to do is send us an Excel file with your financial data,and we'll onboard
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it for you.
ClearGov solutions are designed to improve collaboration and efficiency by
llllllllum automating processes and outcomes.Streamlining the collaborative process is vital
to prevent key items from falling through the cracks.Centralization and remote
access to documents,systems and processes is mission-critical.
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ClearGov is built and priced for local governments and school districts.Our
packages are all-inclusive,so you'll never be charged extra for per-seat licenses,
OF never be surprised with hidden fees,and never pay for support or product
updates...neve r.
Our l is to delight our customers with unbeatable value in everything
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IBudget Better r ' h a III" BLEARY°V �
ClearGov Operational Budgeting is a suite of
flexible,cloud-based budgeting and forecasting
and benchmarking modules designed to leverage $60" �1 ,25 7qo
your existing financial data Into a more efficient ®1 " 7
and collaborative budget building process that
streamlines communication with department
heads and other budget stakeholders. w�WN'� ����� MM�� liill
It is a one-stop shop to dynamically forecast what-if
scenarios, build a budget and communicate
budgeting rationale. Designed specifically for local
governments and school districts,ClearGov
Operational Budgeting is a giant step forward from
building your budgets and forecasts with Excel or
the legacy accounting system budgeting tools.
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ClearGov's Budget Builder helps your staff budget
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better,together. Using a single,shared online
workspace,financial executives,committee
members,and department heads can collaborate $� s $ wm .
on building a budget using an efficient tool that's ss� ,,140" 7s
been designed specifically to meet the budgeting
needs of local governments.
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• Choose your baseline: Base your budget m
on last year's data,on asimple-to-generate
budget forecast (see below) or use
zero-based budgeting.
• Collaborate effectively:ClearGov Budgets makes it easy to manage, merge,track and review
budget requests and changes as a team,every step of the way.
• Create unlimited budgets:Create multiple budgets every year across different funds or for the
same fund.You can even build out what-if scenarios.
• Add notes and supporting material:Comments and supporting documents are easily
attached directly to line items so they are readily available for reference.
• Keep a thorough audit trail:Automatically track every change, comment,and version so you
always know who changed what and when.
• Build custom reports with a click: Easily create and export custom reports to share your
operational budget with internal and external stakeholders and existing systems.
• Operational Budget Dashboard:Quickly see and share the status ofyour budget-building
process. Filter on current and historical financial data.Automatically aggregate all budget
requests in one place.
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With ClearGov's sophisticated yet easy-to-use
Forecasting tool,you can generate Al-driven
budget forecasts for up to ten years forward.The „e
more historical data you provide the more accurate
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your forecast will be.
• Create unlimited forecasts:Create -- --- ----. ,- - - - -�---
projections for every year or every fund.
And,create multiple what-if scenarios. _
• Customize your forecast: Easily override
forecast figures.All changes automatically roll up to the parent categories.
• Generate a baseline budget:Generate a quick,one-click revenue and/or expense forecast to
use as a baseline to build next year's budget.
•
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The ClearGov Benchmarking module lets you 6MAN iN M
compare any budget category against a relevant ... ,.•-,•�A„.,w..,..Mw ,.,,
set of peer communities—not just ClearGov
clients, but everyone in your state—to help drive
better budgeting decisions and outcomes.
• Peer groups: Instantly create side-by-side
spending and funding comparisons vs.
relevant peers based on size,area,average wu,
income,and other criteria.
• Dynamic graphs: Easily visualize metrics to
identify opportunities to be more efficient with your spend.
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• Improve accuracy: Nearly 9 out of 10 spreadsheets contain errors. Finding those mistakes and
fixing them can be frustrating and wastes precious time. But ClearGov is cloud-based,so
everybody works on the same error-free master file vs.a multiple spreadsheet monster that has
to be managed and merged manually.
• Collaborate more effectively:ClearGov allows everyone involved to work from the same
platform,share comments and suggestions,and immediately see the impact across the
organization—in real time—as budget development unfolds.
• Free up time and resources: Preparing the annual budget consumes a big chunk of your time,
but it's not the only thing you do. Modernizing your budgeting process will free up your time
and talent to focus on other critical projects as well.
• Make better budgeting decisions:ClearGov's dynamic,graphical interface helps you clearly
visualize historical trends—at a glance—so you can readily identify areas that are consistently
under or over budget and make adjustments accordingly.
• Plan for the long term:Access to an AI-driven forecasting tool enables you to better assess
how budget decisions made today will impact revenues and expenditures down the road.
Create multiple forecasts to better plan for"best case”or"worst case"scenarios.
• Identify areas of potential overspend/prevent waste:With instant,easy access to
benchmarking data,you can uncover areas for savings quickly and adjust your budget
accordingly.
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IIlAodeirin Personnel Plaininfing ZCLEAR iIiiV
Chances are that people represent the biggest
chunk of your annual budget,and it's also the most $26q , 378 13
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collaborative solution.
Complete with powerful tools to manage position
requests,inform union negotiations and much
more,ClearGov's Personnel Budgeting application is
a unique software platform built specifically to help
finance directors more easily budget for salaries,
benefits and other personnel costs.
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The ClearGov Personnel Budgeting solution enables you
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data,collective bargaining rules,open positions and MM:""
more.Automated workflow tools enable you to capture
personnel requests and reclassifications in a digital „a
format and automatically incorporate these changes into
your personnel planning model.
• Position Management: Easily import all people,
positions and units from your accounting system
and set up rules for steps, lanes, benefits,
overtime and more.
• Requests Management:Stop using paper or Excel request forms. Enable department heads to
submit requests,and all data is automatically captured within your personnel plan.
• Customize your form(s):ClearGov Personnel Budgeting enables you to easily create custom
web-based personnel request forms.Create multiple forms to handle any type of personnel
requests, including vacancies and furloughs.
Personnel Plaininilling
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ClearGov Personnel Budgeting provides a powerful yet
intuitive set of tools to review, plan,compare and
communicate multiple personnel plan scenarios to help
you make smart decisions about your team and your
budget.Compare and contrast single year or multi-year
budgets. Easily alter any of your key assumptions to
examine unlimited what-if scenarios.
• Data and Rules Manager:Intuitive tools enable
you to set up and manage key assumptions and
rules by position or by CBA unit.
• Scenario Planning: Seamlessly create unlimited, personnel budget scenarios based on
applicable rules and assumptions by unit, by position or by individual.
• Union Negotiations:Analyze the effects of adjustments to salaries and benefits for more
informed negotiations.
• Vacancy Planning:Get a complete picture of your current and future workforce budget;create
and fill vacant positions on specified dates.
• Multi-Year Planning:Automatically create salary and benefit plans for up to 20 years in the
future.
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ClearGov Personnel Budgeting roles up all of your critical "" "° " `
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help you immediately see the impact of key decisions
and share these insights with the rest of your team in a
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• Robust Filtering: Immediately see the impact on
your headcount plans from multiple angles. Filter
your personnel dashboard by department,job
type, position, unit, and more.
• Report Builder:Create and export custom
reports to share your workforce budget with internal and external stakeholders and existing
systems.
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• Scrap the Spreadsheets:Get rid of those massive personnel planning spreadsheets and stop
sorting through emails to find the right update. Best of all,eliminate those tedious spreadsheet
errors that take hours and hours of precious time to find and fix.ClearGov is cloud-based,so
everybody works on the same error-free master file vs.a multiple spreadsheet monster.
• Accurate forecasts: More accurately forecast personnel expenses, including salaries, benefits
and other ancillary compensation such as overtime to help you make better,fact-based
decisions today.
• Critical insights: Leverage scenario planning to understand the true impact of key labor
contract negotiations, plan for vacancies,furloughs and more.
• Save time and effort: Manage new position and reclassification requests more efficiently and
incorporate those changes directly into your planning.
• Streamline Budget Reviews:Share your dashboard and key reports with internal and external
stakeholders for review,feedback and approval.With all of the relevant information in one
place,your budget review meetings will be a snap.
• Synchronized budgeting:ClearGov's Personnel Budgeting also syncs directly with ClearGov
Operational Budgeting to further streamline your overall annual budgeting process.
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Capital planning doesn't have to be complicated and cc==
it definitely doesn't need to be manual. It's time to S9 $4,650,120 $3,418,066
get rid of those hard copy capital request forms and
move your entire capital planning process into the
digital age.
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specifically designed for local governments that
streamlines requests, provides a multi-year scenario
optimization process,and generates website-based
pages automatically for each capital improvement.
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Capital Requests
The Capital Request function is a dashboard-driven tool
that automates and optimizes the process of collecting,
organizing,and reporting capital requests across all
departments and automatically populates your capital
plan.Think of it as a modern,digital-first solution to an 4. .
age-old, paper problem.
• Digitize your requests:Save some trees with a .
simple online form that captures and submits
requests electronically.
• Customize your form(s): Easily customize the default templates with a few simple clicks to
precisely fit your needs and preferences.Create as many different form types as you need.
• Automate your workflow: Initiate,collect,track,and manage all your requests online,even set
triggered reminders for department heads.
• Digital audit trail:Your department heads can easily attach pictures, PDFs,and other
supplemental materials to their digital request form.These materials travel with the request,so
they're always just a click away.
• View capital requests at a glance: Report and review requests by department,funding source,
fiscal year,and more—all from an intuitive dashboard.
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All capital request data is automatically integrated into .','°°
the Capital Planning functionality. Powerful but simple
tools enable you to easily and visually identify howyour
expected funding matches up against all of the requests.
Capital Planning makes it point-and-click easy to
examine multiple scenarios to helpyou make insightful
decisions about which projects you need and can afford
to fund. o
• Scenario Planning: Easily create and analyze
multiple scenario plans to propose and optimize
your capital budget- both near and long term.
• Scoring and Ranking:Assign priorities and ratings to each project based on how they directly
impact your key strategic initiatives.
• Shift Funding Assumptions:Can't afford to completely fund a project in one year...no problem.
ClearGov Capital Budgeting enablesyou to spread funding assumptions across multipleyears
and explore multi-year what-if scenarios.
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A46 Capital liPirojects PoirtaN
Communicate your capita| projects tointerna| and
external stakeholders more effectively via ashareable, —'--^— .
dynamic, map-based portal.All capital requests are
automatically converted into detailed Project Pages that
can besupplemented with project timelines, planning
documents, pictures and additional content Publish an
unlimited number ofProject Pages within your Capital
Improvement Portal. ~_
w Share project finances: Post your project's
budget,funding sources and track expenditures along the way.
• Share images: Bring your project's story to life by posting photos and architectural renderings.
w Allow citizens tnsubscribe:Visitors toyour Capital Improvement Portal can subscribe to
receive automatic email updates every time you make achange.
• Collect citizen feedback: Invite visitors to ask questions or post comments in a moderated
forum that you control.
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• It's so much more eff icient:The sooner you automate out-dated manual processes,the more
efficient|yyou can govern.Once you streamline the tedious task oforganizing your capital
requests,you'll have more time and energy to invest in one of the most critical components of
goodgovernance--strategicp|anning.
• Eliminate the paper chase: Instead ofchasing down paper requests and slogging through the
data entry process,you can kick off each new request cycle with aclick.
• Critical insights: Leverage scenario planning tounderstand the true impact ofkey capital
projects in both the short term and over time.
• Shine a spotlight omcommunity development:Agood chunk ofevery tax dollar funds
irnpnrtantC|Psinyourcnnnrnunity--things |ikenevvconstruotinn' irnprovennentsto
infrastructure,and other key initiatives. Keep residents (and the press) informed about the
issues they care about most.
• Synchronized budgeting:ClearGov's Capital Budgeting syncs directly with ClearGov
Operational Budgeting to further streamline your overall annual budgeting process.Capital
Budgeting also syncs with and automatically generates acapital request summary with detail
pages for each department/request for your ClearGov Digital Budget Book.
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The annual budget book is your government's most important,
public-facing policy document.You want it to be polished,
professionally formatted,and accessible to as many residents and
stakeholders as possible.And, ideally,you want it to be easy and
efficient to produce on your end.
ClearGov Digital Budget Book is the industry's first website-based
solution that automates most of the budget book creation process
using templates and data-driven charts and tables. Meet GFOA award
criteria and deliver new levels of clarity,engagement and
understanding for your citizens.
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The Budget Book Builder module helps you produce an i
interactive and engaging budget book in a fraction of the
time it takes today. Instead of manually building your book in
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a clunky document editor,you build it collaboratively using
simple web apps that streamline the steps from start to .x,lllb:,dhh�
publish.
• Prepopulated and preformatted:Start with a core
framework that includes all of your pre-loaded budget
data with integrated, pre-built charts
• Smarter workflow: Collaborate and work faster to add
your narrative with fewer headaches
• Highly customizable:Add images,choose chart
colors,and select styles to reflect your civic brand.
• Better end product: Produce a polished piece that is ADA-Optimized and built from the
ground up to meet GFOA best practices
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Utilize the free Capital Requests Module to automate and
optimize the process of collecting,organizing and reporting 1
capital requests across all departments.The Capital Requests
Module also automatically populates your Digital Budget s
Book.
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• Automate your workflow: Initiate,collect,track,and
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manage all your capital requests with simply online
forms that can be easily customized to precisely fit $4S,8179,SOO
your needs and preferences.
• Publish to your budget book:Automatically add
annual and multi-year capital improvement plans
directly into your digital budget book.
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Checkjust a few of the outstanding Digital Budget Books created using the ClearGov solution:
• Shawnee KS C)igital Bcadget F�oak
• Sweet Home OR Dir�ital Budget Book
• Yuma �"o �ntA_ )igital B a ig t Book
• L_ar�o Vista,TX Digikal Budget Bonk
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Revenue and expense data are automatically updated
throughout your Digital Budget book as the numbers
change,eliminating errors and saving time- especially
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• Embedded Data: Easily embed budget numbers into
your narrative. Embedded numbers automatically I
update whenever your budget changes. No more
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searching through 300 pages.
• Smart Charts:All charts and graphs also update
automatically,and they're interactive to help provide
a complete picture of your budget.
• Integrated Budget: Syncs directlwith ClearGov OPP
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Operational Budgeting or upload your budget data
into an integrated, intuitive budget editor.
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• The short-cut you always wanted:One simple click generates a fully formatted framework
that's automatically populated with your financial data,along with pre-built charts,tables and
graphs,and even some pre-written content.You simply fill in the blanks and customize the
content as you see fit.
• Improve accuracy:The more spreadsheets you manage and papers you shuffle,the greater the
margin of error.ClearGov's digital-first approach is automated,templated,and paperless so you
can stop manually collecting, merging,and managing all that input from dozens of
department heads.
• You save time and aggravation: Recreating charts,tables,and graphs from spreadsheets
everytime a figure changes is not onlytedious, it's inefficient.With ClearGov,every time you
change a number in your budget,all of the applicable charts,tables and graphs are updated
automatically.
• Print on demand: Printing a budget book is expensive and often out of date before the ink
dries.ClearGov enables you and your citizens to print specific sections or the entire budget
book whenever you like-which saves both time and money.
• GFOA kudos:ClearGov's Digital Budget Book is structured to meet GFOA best practice
guidelines. In fact,there is a GFOA checklist built right in,so you can check off each
Distinguished Budget Award Presentation requirement as you complete it.
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Tell your financial story using our simple-to-navigate
transparency center. Easy-to-understand infographics help you AVEN NS i uXP NSX
share financial information, departmental goals and results in a m ",Mti„'� ",!Y!, ”= : m
waythat informs and engages your community. r�r ��
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ClearGov Transparency is a suite of cloud-based solutions X. X
designed to remove the static from your communications ud g
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efforts,so you can keep your community in the loop with the 84,931
solid workyou and your team are doing.With innovative,
turnkey transparency profiles, project pages and department
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dashboards ClearGov Transparency helps you tell your story and $506100
s h ow yo u r work.
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Build community trust and support by publishing your
financial data in anon I ine profile that's feature-rich,easy
to use,and easy to understand. It's an instant best-in-class
transparency center that's miles ahead of the usual
complex spreadsheets and static PDFs.
• Easy-to-understand infographic format: HelpP
citizens and other stakeholders easily visualize and N u
interpret important metrics.
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• Context features that make transparency
meaningful:Add explanatory notes that tell the elm=
story behind the numbers.Allow users to compare
data side-by-side with similar communities near '
you.
• Budget vs.actuals:Clearly show how funds are "ru�wu�s mY re KE
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collected and allocated. Reveal trends by showing $51. ,
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• Open checkbook: If desired,you can provide
searchable,check-level detail revealing line-item spend.
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Utilize the
free Capital Projects Module to add up to five I"'� I�„a:��,:m rIe✓uu.u.0
free custom Project Pages as part of your transparency "
profile. Keep citizens in the loop with key data and updates
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about all of your key projects. Project Pages take only
minutes to populate and allow you to share photos, NewH19,h n,dhgwry
timelines,funding sources, and more—all in one
centralized location.
• Share projectfinances: Y project's budget,
funding es and track expenditures along the
way.
• Share images: Bring your project's story to life by Sup,prtingMa rials
posting photos and architectural renderings.
• Allow citizens to subscribe:Visitors to your Project
Pages can subscribe to receive automatic email
updates every time you make a change.
• Collect citizen feedback: Invite visitors to ask questions or post comments in a moderated
forum that you control.
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Tell your government's whole story by publishing updates
detailing department-level performance metrics.
Shows s zoning board.KPIs for any and all
oall departments,from animal w ,
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ClearGov Department Dashboards are extremely flexible .w
and point-and-click easyto assemble.You can use
Department Dashboards to display any metric you like.
Plus,the ClearGov solution makes sure that your data is n,
presented in a way that's easy for your residents to m
interpret and understand.
• Customize: Display department-specific KPIs.Add
the department head's name,title, picture,and a
brief intro letter.
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• Create panels:Select the appropriate template for
each section you want to display. If you like,add commentary or explanatory text.
• Add charts: Pull in existing graphics from the ClearGov Chart Builder App or easily create new
ones specific to your dashboard.
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• Drive community support: By sharing critical facts and figures with citizens,you can foster a
climate of trust and understanding that helps drive public support for key initiatives.
• Dispel public misconceptions: MIT research shows that false news travels faster,farther,and
deeper than true news, particularly through social media. In the age of misinformation, readily
accessible and easily understood facts are your best defense against public misconceptions.
• Reduce inquiries: Research by the Sunlight Foundation indicates that municipal transparency
programs reduce citizen information requests by 30 percent.The more data you share with
constituents now,and the clearer you make it,the fewer inquiries and record requests you'll
field on an ongoing basis.
• Promote value:Where else can the average citizen go to find out about police response times
or annual fundraising efforts? Department Dashboards let every division tell its own unique
story.
• Hold departments accountable:They say that what gets measured is what gets done.
ClearGov dashboards are a simple and effective way to track department performance against
goals and to promote a culture of performance and transparency agency-wide.
• Shine a spotlight on community development:A good chunk of every tax dollar funds
important CIPS in your community—things like new construction, improvements to
infrastructure,and other key initiatives. Keep residents (and the press) informed about the
issues they care about most.
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Our pricing model matches our products-simple,straightforward and built for local governments.
• Aone-time investment that covers setup,activation,data onboarding and initial training—
everything youll need to get launched.
• A flat annual investment covers unlimited access and usage of your ClearGov solution and
includes unlimited support from your dedicated Client Success Manager.
That's it.We don't charge extra for seat licenses or updates or ongoing support or professional services
or anything else,so there are absolutely no hidden fees.See the table below for a complete breakdown
of what's included.
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Setup Fee: Includes- Full activation and setup;Data
onboarding;Client training $3,600
Setup Discount: If signed by July 31,2021 (' "i,+ oc))
Total Setup Service Fees $1,800
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ClearGov Operational Budgeting $8,300
ClearGov Personnel Budgeting $8,300
ClearGov Capital Budgeting $4,700
ClearGov Digital Budget Book $4,700
ClearGov Transparency $4,100
Bundle Discount ($v, , q
Total Annual Subscription Service Fees $16,500
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In the interest of transparency,we want to provide guidance around the scope of usage that is included
with each ClearGov solution.The tables below do not provide a detailed list of every feature and/or
function included in the product.These tables provide a summary of the key things that you can do
with each solution once your account has been activated.
ClearGov IIS iii -viiio inia III IIB - iii iin Product II
Once your data has been onboarded,ClearGov Operational Budgeting enables Fraser team members
to execute a variety of tasks,as outlined in the table below.ClearGov products are designed to be easy
to use and intuitive,and with the training we provide,you should have all the expertise you need to
fully leverage the platform.
Create Forecasts:Auto generate one or more forecasts for each
of your funds. Modify forecasts based on what-if scenarios Unlimited forecasts
adjust parameters as needed.
Create Budgets:Create one or more budgets for each of your
applicable funds. Invite collaborators,iteratively build the Unlimited budgets
budget and share with reviewers.
Export Budgets to ERP: Export your final budget(s) from
ClearGov in order to import directly into your accounting Export Format:Excel; .CSV file
system/ERP. NOTE: Depending on your ERP,your export file
may require formatting prior to import.
ClearGov IlR iir in in III IIB -viii iing Piroduct Scope
Once you have uploaded your position and personnel data,ClearGov Personnel Budgeting enables
Fraser team members to execute a variety of tasks,as outlined in the table below.ClearGov products
are designed to be easy to use and intuitive,and with the training we provide,you should have all the
expertise you need to fully leverage the platform.
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Personnel Request Forms: Create forms for your contributors to Unlimited personnel request
submit personnel requests. forms
Personnel Data Import: Import personnel and position data Unlimited positions and
into your personnel plan. personnel
Personnel Scenario Planning: Input and adjust key rules and Unlimited scenario planning
assumptions to create and analyze personnel budget scenarios.
ClearGov Ill iit III Budgeting l iii ucIIS
Once your subscription is activated,ClearGov Capital Budgeting enables Fraser team members to
execute a variety of tasks,as outlined in the table below.ClearGov products are designed to be easy to
use and intuitive,and with the training we provide,you should have all the expertise you need to fully
leverage the platform.
Capital Request Forms:Create forms for your contributors to Unlimited capital request forms
submit capital requests.
Capital Request Imports: Import existing capital requests to Unlimited capital requests
your capital plan and/or present in your budget book.
Capital Scenario Planning: Input and adjust capital funding Unlimited scenario planning
assumptions to create and analyze capital budget scenarios.
Capital Improvement Portal: Using ClearGov's easy to learn and
intuitive toolset,you can convert any capital requests into a
detailed Project Pages and publish via a custom Capital Unlimited Project Pages
Improvement Portal to communicate status, milestones,
timeline, budget and updates to your constituents.
ClearGov Iliii iir III Budget Book Product IIS
Onceyour data has been onboarded,ClearGov Digital Budget Book enables Fraser team members to
execute a variety of tasks,as outlined in the table below.The ClearGov training programs and your CSM
will provide advice and suggest best practices to help you optimize your own Digital Budget Book.
Capital Request Forms: Using ClearGov's free Capital Requests
Module,you can create forms for your contributors to submit Unlimited capital request forms
capital requests to create a Capital Request summary for your
Digital Budget Book.
Digital Budget Books:Create comprehensive digital budget Unlimited Digital Budget Book
books based on onboarded budget data and the narrative
added byycu. versions
Digital Budget Book Pages: Fill out templated sections of your
budget book using ClearGov's toolset and GFOA guidelines Unlimited pages
embedded in the product, and/or create new pages with your
own content, images,tables, etc.as needed.
Printed Budget Books:ClearGov's Digital Budget Book solution
includes print to.PDF functionality.It automatically creates.PDF Unlimited
documents of the full budget book or selected sections.
Le) nrainspaireincy Product IIS
Once your data has been onboarded,ClearGov Transparency enables Fraser team members to execute
a variety of tasks,as outlined in the table below.The ClearGov training programs and your Client
Success Manager will provide advice and suggest best practices to help you optimize your ClearGov
Transparency implementation.
Project Pages: Using ClearGov's free Capital Projects Module and
easy to learn and intuitive toolset,you can create Project Pages to Up to five Project Pages
communicate status, milestones,timeline, budget and updates
to your constituents.
Department Dashboards: Using ClearGov's easy to learn and Unlimited Department
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15
intuitive toolset, including custom charting,you can create Dashboards
Department Dashboards to communicate key performance
metrics to your constituents.
Transparency Profile Launch: Promote your transparency profile ClearGov provides a release
to residents through a press release,your website and social template and a customer
media. banner for your Website.
Data Updates:You may regularly update your financial data at You may provide monthly,
your discretion by sending new files to ClearGov. For example, quarterly (recommended) or
you may post current FY budget and update periodically with annual updates for budget data.
actual spending. Open Checkbook data can be
uploaded weekly.
7
ClearGov offers robust solutions that are straightforward to setup and operate- especially compared to
typical gov-tech software. We understand that most local governments are pressed for resources,so we
have designed an onboarding process that places the heavy lifting on ClearGov.This section outlines
the key project management roles and responsibilities.
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The onboarding and ongoing use of the ClearGov platform is a shared responsibility between ClearGov
and Fraser.While we have designed our processes to minimize complexity and put most of the work on
our team of ClearGov experts,you play a very important part.ClearGov relies on you to send us the
financial data that fuels our applications and to partner with us to make sure that data is presented
exactly the way you'd like.While ClearGov has expertise on data science and municipal finance,you are
the expert on the details of your data,and you have a unique perspective on the expectations and
preferences of your key constituents.
Below is a list of key roles&responsibilities involved to ensure a smooth and expeditious onboarding
process and a long-term return on your investment.
Client • Your go-to person at ClearGovfor activation,onboarding and more.
Success • Activates account&product subscriptions.
Manager ® The person to whom you should send all your data files.
(CSM)
• With your input,develops and executes the onboarding plan and timeline.
• Coordinates ClearGov resources to deliver the Scope of Work deliverables.
• Monitors progress to ensure a timely and efficient launch.
• Tracks,communicates,and expediently resolves all issues.
• Communicates the availability of training and learning resources.
• Answers questions and consults on best practices.
• Generally available 9:OOAM to S:OOPM Eastern, Monday through Friday(excluding
holidays).Your CSM will inform you of his/her specific availability.
Data • Reviews the financial data files you send to ClearGov and, if needed,follows up with
Onboarding you regarding missing information or clarifying questions.
Consultant e Formats, uploads& maps (i.e.categorizes) initial set of financial data.
(DOC)
15
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• Leads Data Review calls and presents your data categorization.
• Updates data mapping per your requests.
• Uploads additional data supplied byyou -either on an adhoc or regular basis
(monthly,quarterly or annually).
Training • Delivers regularly scheduled training webinars.
Specialist • Develops pre-recorded videos, information sheets and Support Center articles.
• Designs and delivers customized remote training sessions if needed.
Support • A resource for end-users (e.g.contributors, requesters, reviewers)to get"how-to"
Team questions answered.
• An alternative resource for Admin users if your Client Success Manager is
unavailable.
• Can be reached via email: or .I arra _y. om.
• Available 9:OOAM to 6:OOPM Eastern, Monday through Friday(excluding holidays).
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Primary • Primary communication point with the ClearGov Client Success Manager.
Contact • Delivers the"Client Task"items (listed in the Scope of Work) in a timely manner.
• Answers or coordinates answers to questions from ClearGov on a variety of topics
(financial data,training, invoice payments)within 3 business days.
• Schedules and attends meetings with Client Success Manager and ensures all
individuals that need to participate attend.
Financial • Exports financial data and account number key from your accounting or ERP
Data system and emails to Client Success Manager.
Exporter
Financial • Reviews financial data after it has been uploaded and categorized in ClearGov.
Data • Provides feedback on financial data categorization and accuracy.
Reviewer ® Approves launch of financial data.
Executive • Ensures everyone understands the goals of using ClearGov's solutions.
Sponsor . Identifies and assigns resources to complete onboarding in a timely manner.
• Serves as an escalation point if onboarding is not progressing or issues need to be
resolved.
Admin User • Has full permission to all ClearGov application functionality included with ClearGov
subscription. (NOTE:ClearGov offers an unlimited number of Admin Users.)
• Creates user accounts.
End User • Has permission to specific ClearGov functionality consistent with the role. (NOTE:
ClearGov offers an unlimited number of End Users.)
• Typically is a department head,committee member or other reviewer.
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The ClearGov onboarding process is designed to minimize complexity and resources required on your
end. Formatting, uploading and categorizing your financial data requires the most effort and that task
is completed by ClearGov. However, before we can begin working with your data,we need you to send
it to us.And once we have it,we will need you to answer questions and review the final output to
ensure that it meets your needs.The tables below outline the onboarding process, including the few
actions that are your responsibility.
Oinboardfing ScopeWork
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Account Activation:Create Client account and Access begins on service
activate on start date specified in service order. start date.
Project Management: Develop onboarding ClearGov CSM will oversee
plan &timeline,coordinate ClearGov Client all project management.
Success team,communicate status.
Create User Logins:Admin Users can create
End User logins,as well as additional Admin Unlimited Admin User and
Users,and set permission/access levels. End User logins. Shared
ClearGov will create the first Admin User;Client
creates additional.
Data Export: Export revenue expense detail 3 to 20 years of data
and account number structure from ERP/
accounting system. (See Data Requirements ClearGov will provide
section for more details.) detailed instructions
Data Onboard:ClearGov DOC will format, 3 to 20 years of data, as
upload and categorize your financial data, provided by Client
based on files provided by you.
Data Review: Review imported data for
accuracy and to confirm that categorization Timely review and feedback
supports your budget process. Provide change on onboarded data.
requests and approve when complete.
Data Oin1lboardfing I iii iir iii m iii-
ClearGov's Data Onboarding process is focused on getting your most complex data up and running on
the ClearGov platform quickly and correctly. In a nutshell,this means your financial/budget data - both
current and historical information.This data should be readily exportable from any accounting/ERP
system.We have partnered with a few vendors to include an "Export to ClearGov" button in their
solutions and for some others we can provide detailed export instructions.Your CSM will let you know
what is available based on the accounting/ERP system you use.Your CSM will also provide you with a
more detailed document explaining data requirements.The highlights are outlined below.
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The table below outlines the data that ClearGov will onboard for you to get your solution up and
running.We will,of course, need you to send us this data,and ClearGov will do the heavy lifting to set it
up to meet your needs in our platform.The ClearGov platform also provides automated workflow tools
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that make it straightforward to add additional data and content,such as capital/personnel requests,
budget book narrative, position data,etc.on an ongoing basis.
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Operational Budgeting
Personnel Budgeting N/A N/A N/A
Capital Budgeting N/A N/A N/A
Digital Budget Book t N/A
Transparency
Actual Revenues&Expenditures
• The majority of clients sent us 4 to 6 years, however,there is no limit
• By providing more years,trend charts will be more robust
• Current FY data is used as the basis to create the next FY budget.
Budgeted Revenue& Expenditures
• Current and upcoming
• Past years to display budget-to-actuals (optional)
Check Level Detail (ClearGov Transparency Only,Optional)
• If you wish to use the Open Checkbook feature in ClearGov Transparency
• Your data must include check-level detail for the most recent fiscal year with as much historical
data as you prefer
Line Item Detail File(s)
• Line-item level revenue and expense data. Depending on which accounting system you use,all
years may be exported in one file or there may be a file created for each year.
• Each line item should include full account number,account description,fund and dollar
amount.We will also need to know the associated fiscal year and if the line item is tied to
revenue or expense.
• Depending upon which accounting system you're using,this is often referred to as the Trial
Balance Report;Account Inquiry Report;or Budget-to-Actual Report.
Account Number Key
• This is simply an explanation of your account number structure.
• An account number is made up of segments and for each segment we need to know its
purpose (i.e.whether it refers to a fund,a department,an object, etc.).
• Most accounting systems enable you to run a report to generate this information. It's often
called a Segment Report or Chart of Accounts. If yours does not,just let us know.The ClearGov
data team has successfully uploaded data for hundreds of clients and will work with you to
determine the best options.
How much data should we provide?
In short, it depends on which product(s)you plan to use:
• Operational Budgeting:Should provide budgeted data for the current fiscal year and any
historical budgeted/actual data you would like to be able to view/compare when you are
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building your next budget. NOTE:The Forecasting module uses historical data to build
forecasts,so the more historical data you provide,the better your forecasts will be.
• Digital Budget Book:Should provide budgeted and actual data for any fiscal year that you
wish to present in your digital budget,typically 3-5 years.
• Transparency:Should provide any budgeted and actual data for fiscal years that you wish to
present within your Transparency profile.Generally,we recommend presenting at least 4 years
of data to be able to show trend analysis over time, but we can upload as manyyears as you
provide.
Oin1lboardfing Process & 1�iii iir ,,, III iii in
The following outlines a typical onboarding process and expected timelines-your ClearGov CSM will
work with you to develop an onboarding plan that works for you.
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In the interest of full transparency,the complete data onboarding process can take a handful of weeks,
depending on these key factors:
• The format of your data, i.e.the more structured your data the better
• The volume and complexity of your data
• ClearGov's current data onboarding backlog*
• How quickly you are able to send us your data and review/approve the results
The details are explained in the steps below,and the good news is the heavy lifting is all on ClearGov. In
fact,during the entire onboarding process,you should only need to spend a few hours here and
there to export, review and approve your data and attend some initial training.As you will see in the
notes below,the most common delay to the process is coordinating schedules,so having a good
calendar organizer on your end is the best way to optimize the process. PLEASE NOTE: Each step
indicates the actions that Fraser needs to complete,and the expected effort required.
f • Occurs within one business day of your signed ClearGov Service Order.
""""""""""""' • ClearGov CSM is responsible for Account Activation
• ClearGov will create the initial Admin User login and schedule the activation of your
subscriptions, based on the Service Start Date.
• Your ClearGov CSM will contact you to provide an introduction and schedule the
Kick-Off call (See Step 3).
• As of your Service Start Date,you will have full access to the solutions included with
your subscription and can immediately begin working with the features that do not
require data onboarding,e.g.creating Project Pages; Department Dashboards;or
Capital Request Forms;Custom Charts; Budget Book narrative pages;etc.
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• As soon as possible after the Service Order has been signed.
• ClearGov CSM will provide a data requirements document.
• Client (Financial Data Exporter) is responsible for exporting data from your accounting
system/ERP and sending the file(s)to ClearGov.
• The data export process is usually fairly straight forward, depending upon which
accounting system/ERP you are using.At this point,ClearGov has worked with just
about all of them,so we may be able to provide tips and/or specific instructions.
• Effort:Generally speaking,this requires<30 minutes of effort.
• NOTE:Although this can (and should) be a very quick step (minimal effort,as you can
see),we sometimes encounter delays if the person responsible for data export is
unavailable or uniformed about their role. Please note that the data onboarding
process clearly cannot begin, until ClearGov receives the data and gets it into our
queue.So,any delay at this step causes further delay down the line.
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• As soon as possible after the Service Order has been signed, ideally within 1 week.
• ClearGov CSM will schedule the Kick-Off meeting (to be held via conference call)
• Client: Recommended to have all key parties involved in this Kick-Off call,especially the
Primary Contact; Data Exporter; Data Reviewer;and Executive Sponsor.
• Your CSM will review onboarding steps,deliverables and timelines.Your CSM will also
review the Data Requirements document and answer questions. If you have already
sent data files prior to the call,we may ask clarifying questions about your data.
• Effort: Kick-Off calls generally last about 30 minutes.
• NOTE:The biggest challenge we typically face with the Kick-Off meeting is simply
coordinating schedules. Ideally,we would like to have one person on the client side
il who is responsible for coordinating calendars,even if that person is not directly
involved in the project,such as an Admin Assistant.Again, any delay at this stage has a
trickle down effect on the rest of the schedule.
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Generally takes about 2-3 weeks from when ClearGov receives your data.
• ClearGov Client Success Team is responsible for onboarding and mapping of your
data onto the ClearGov Platform.
• During this step,a ClearGov DOC will onboard your data into the ClearGov platform and
map it into a structure that is consistent with the chart of accounts you provide.You
will have a chance to review and approve the data mapping in the next step.
• NOTE:The data onboarding time varies based on the format,volume and complexity of
your data as well as the current queue of Client activations.
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• Generally takes about a week after the data has been onboarded, primarily due to
coordinating schedules for a data review call.
• ClearGov DOC is responsible for presenting the mapped data.
• Client (Data Reviewer) is responsible for reviewing the mapped data and specifying
changes,as needed.
• In most instances,there is an Initial Data Review call (via video conference)followed by
1 or 2 follow up calls/emails,depending upon the complexity of the data and the
number of changes/iterations requested.
• Once the data has been approved,ClearGov will launch your data within the ClearGov
platform and make it accessible to all applications included in your subscription
• Effort:The Initial Data Review call generally requires about 20-30 minutes,and follow
up calls, if necessary,tend to clock in around 10-20 minutes each.
• NOTE:Similar to the Kick-Off,the biggest challenge at this stage is simply coordinating
calendars. We will do everything in our power to make ourselves available at your
convenience, and simply ask that you schedule and commit to the review meetings as
quickly as possible.
• Technically,training can occur at any time once the Service Order is signed. However,
ClearGov recommends that training should happen right around the time that your
data is onboa rded,or very shortly thereafter.
• ClearGov CSM will make sure that you are aware of all training options.
• ClearGov Training Specialist will deliver training sessions,as scheduled.
• Client: Recommended to have all Admin and End Users participate in training sessions.
• All users may attend as many group training sessions as they wish and have unlimited
access to pre-recorded videos, information sheets and Support Center articles.
• If needed,ClearGov will design and deliver a customized remote training session -via
video conference.
• Effort: Depending upon which ClearGov Suites are included in your subscription,
training sessions usually run 45-90 minutes.
• NOTE: Full access to training and learning materials is provided upon Account
Activation in Step].
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Ifyou have a critical deadline, please inform your Market Development Executive and/oryour Client
Success Manager.They will let you know if we can meet that deadline and what will be required to
complete onboarding by that date.
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Due to a recent spike in demand for ClearGov's solutions,we are in a temporary backlog situation with
respect to our Data Onboarding process.We want to ensure that we are setting - and delivering on -
proper expectations,so we have created a Data Onbdarding Schedule site that provides an up-to-date
summary of the current data onboarding backlog.We will onboard ClearGov customers on a
first-come,first-served basis, based on the signature date of their Service Order. Please see the
C)nk7oardina S,rheclule site for more details and specific dates.
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ClearGov solutions are designed to be intuitive and simple-to-use,so chances are that you won't need
much hand-holding -even from the start.With that said,ClearGov's training materials and support
channels are designed to ensure that you and your team can quickly launch,adopt and optimize the
value you receive from the ClearGov platform.We will share how to accomplish tasks, key insights and
best practices to help you ramp quickly.
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Admin User(Editor)Training:Training Unlimited access to all ClearGov
is delivered via webinars,video tutorials, training materials and group
information sheets and Support Center training sessions.One 30-60
articles.Your ClearGov CSM will answer minute customized training session
questions and provide advice as available upon request which can
needed. be recorded for future viewing.
End User(Contributor)Training: Unlimited access to all ClearGov
Training is delivered via webinars,video training materials and group
tutorials, information sheets and training sessions.One 30-60
Support Center articles.ClearGov's minute customized training session
Support Team will answer questions available upon request which can
and provide advice as needed. be recorded for future viewing.
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ClearGov delivers regularly scheduled training webinars for our Budgeting and Digital Budget Book
solution.They typically last 30 to 45 minutes and questions from attendees are encouraged.Your CSM
will provide you with instructions on how to register.
SuIppoirt Center
All ClearGov users have access to a frequently updated online Support Center filled with how-to
articles,video tutorials and information sheets.The ClearGov Support Center is easy to navigate and has
a robust search engine to quickly find help on a specific topic.
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Customized training sessions are available upon request and are tailored to your specific needs.A
member of our training team will work with you to schedule a time that fits your calendar.ClearGov
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uses modern web conferencing services to conduct live training sessions and webinars remotely.This
enables the instructor to share his/her screen and record every session. It also enables you to distribute
the recording via email after-the-fact to any who were unable to attend;save it for future reference;
and/or train new hires.
Client III Ina Ilr
You will be assigned a dedicated Client Success Manager (CSM) who will be responsible for
coordinating and managing your activation and onboarding process.Your CSM will also be your
primary point of contact after onboarding for all ongoing data updates, questions and issue resolution.
Our CSMs are committed to responding to all inquiries within one business day,and in most cases,you
will receive a same-day response.You will also be provided an escalation path in the event that you are
ever dissatisfied with your CSM's performance or you have a time-sensitive issue that needs immediate
resolution.CSMs are generally available 9:OOAM to S:OOPM Eastern, Monday through Friday(excluding
holidays).Your CSM will inform you of his/her specific availability.
ClearClearGov SuIppoirt °rIlrn
ClearGov's support team is a resource for End Users (e.g.department heads, reviewers)to get"how-to"
questions answered.Support is also an alternative resource for Admin Users if your Client Success
Manager is unavailable.The ClearGov Support Team can be reached by sending an email to
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Our Support Team is committed to responding to all inquiries within one business day,and in most
cases,you will receive a same-day response.Support is available 9:OOAM to 6:OOPM Eastern, Monday
through Friday(excluding holidays).
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We absolutely love hearing from Clients- especially when they have ideas that would make our
products better. In fact,we meet weekly to go over all the feedback we've received to provide key input
to our product roadmap. Many of the applications and features in ClearGov's solution are a direct result
of client feedback.When you have a request for a product enhancement, please submit your idea(s)
through our Support Center or inform your CSM and they will bring it up at our weekly meeting.We
prioritize product enhancements primarily based on the number of clients who are requesting similar
functionality,so we can't guarantee that your ideas will go to the top of the list, but we promise that
we'll always listen,and we work hard to make 100%of our customers happy.
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The ClearGov platform is hosted by Amazon Web Services (AWS),the world leader in cloud computing
as a service. Used by the Departments of Justice, Defense,and Homeland Security,AWS is one of only
three vendors that have been granted government authorization to store highly sensitive federal data
on its cloud-computing servers.
AWS handles systems, network architecture,and security,enabling ClearGov to focus on what it does
best—developing world-class solutions for local governments.With ISO 27001 and FISMA-certified
data centers,AWS has made platform security its highest priority in order to protect customers'critical
information and applications.Another key advantage of hosting on the AWS cloud is that it allows
ClearGov to easily scale and innovate,while maintaining all security protections across the entire
infrastructure.
IHow secuireis Cllleaiii-Gov?
Hosting with AWS ensures that ClearGov maintains the highest security standards in the world:
• Web application firewalls control access to the underlying code.
• AWS has built technologies to protect against distributed denial of service (DDoS) attacks to
ensure network availability and application uptime.
• AWS's SQL Server RDS uses server-side encryption to protect sensitive data.
In addition to AWS's secure hosting environment,ClearGov has implemented a number of extra
software security features:
• Secure Socket Layer (SSL):SSL establishes an encrypted link between AWS servers and the
web browser to ensure that all data transfers remain private and integral.
• SQL Injection Protection:ClearGov has built protection against SQL injection attacks where
hackers attempt to insert nefarious server requests into web forms.
• Access Rights:ClearGov has implemented strict permission settings based on roles,which
limit access to specific data and application functions.This ensures that internal users are
restricted from accessing sensitive data based on privileges assigned by your administrator.
• Password Authentication:ClearGov does not store passwords explicitly, but rather"hashes"
(encrypts)them so they are not compromised.
• Logging and Monitoring:ClearGov employs monitoring features that quickly identify
vulnerabilities and provide immediate alerts if action is required.
Where Iiia ClearGov data ceiinteirsIII
AWS replicates the ClearGov application and data across multiple data centers to ensure redundancy
and availability.With this in mind,ClearGov is hosted at the AWS data centers in North Virginia,Ohio,
Northern California,and Oregon.
You can learn more about AWS data centers and security measures via the following link:
• frttps://aws.amazon.corr�/securitvhh =tile.
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• A: Ideally,we would like to have one point person on your end with whom we can coordinate
logistics.We generally require no more than a few hours of that person's time for the entire
setup/on boarding process.Typically,that same person is responsible for delivering regular data
updates(usually quarterly) ,which requires only a few minutes of their time once per quarter.
(See Project Management section for more details.)
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A:T ClearGov platform is designed to be simple and intuitive.With that said,ClearGov will
provide whatever training you and your team need during the kick-off process.And,the
ClearGovteam is available for unlimited support and/or training on an ongoing basis.ClearGov
also provides video tutorials,online help,and other support materials as well. (See Training and
Support section for more details.)
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• A: In short, not much.All ClearGov Solutions are designed to be turnkey and ClearGov does all of
the heavy lifting for you.See Onboarding section above for more details.
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• A:Absolutely.ClearGov is a powerful tool for not only communicating with residents, but also
internal stakeholders. ClearGov can act as a central reporting platform that offers clear and
easy-to-understand infographics that can be used for presentations and reports both internally
and externally.
• A:ClearGov utilizes a full suite of solutions from Amazon Web Services (AWS)to host and deliver
the data for the ClearGov platform.We specifically selected AWS as our solutions provider
because the AWS infrastructure puts strong safeguards in place to help secure and protect
customer data.All data is stored in highly secure AWS data centers,and you can learn more
about AWS security measures via the following link: /laws,amaze n.co s ,rity/?h >=tilP.
See Security Overview section above for more details.
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• A:The short answer is "No''—we work with everybody.We're not actually doing a direct
integration with your accounting system;we just need a simple report,and every accounting
system we've ever met can easily produce that report.We've worked with enough of them now
that we can probably tell you which report to print,and if it's a new one,we'll help you figure
out which report is right.
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• A:The short answer is...No...and this is by design.ClearGov takes a different approach when it
comes to integrating your data onto our platform. In short...we do the work for you.You simply
send us a report from your accounting system whenever you like, and we'll upload it-and there
is never any additional charge for this.
• The reason we take this approach is that system integrations sound like a good idea on paper,
but in reality...they are painful,expensive and extremely difficult to maintain.The key problem is
that every time the software changes on either end of the integration,the connection breaks
and requires significant effort to re-integrate. In fact,that's how our competitors make a lot of
their money, because they charge professional service fees every time you ask them to
re-establish the integration. Bottom line,the extra costs of supporting and maintaining a
real-time integrated solution far outweigh the minimal incremental benefits of real-time data
transfer.
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• A:Yes.ClearGov supports single sign-on functionality using Microsoft Azure Active Directory.
We are happy to support other single sign-on platforms/APIs as well. Please just let us know
what you need.
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• A:ClearGov consolidates and normalizes the fiscal data for all of the municipalities within your
state into a standardized national chart of accounts in order to enable a direct apples-to-apples
comparison.ClearGov also enables you to select the filter criteria that are most important to the
comparison you're trying to make. For example, if you're comparing snow removal costs,you
want towns with similar road miles,whereas if you're comparing public safety costs,you'll likely
use population and average household income as your filters.
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• A:Yes,once you've created your budget,you can choose any combination of data to export to
Excel and then import this directly into your ERP system.
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• A:Yes, previously submitted requests(multi-year, partially funded or unfunded)from the prior
year will be carried over to the new capital planning process.Any prior year requests that you
do not want to include can be removed from the plan after you've started.
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• A:Yes,it is easy to import prior year's requests.Within ClearGov Capital Budgeting,you can
download a template based on your request type.You simply add your requests to the
template and upload them to ClearGov.Our Import tool has an easy 3-step guide to wall
through the process.
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® A:Yes,you can export your Capital Budget to Excel or PDF.ClearGov's Capital Budgeting Report
Builder serves up a handful of pre-built,common reports to streamline your reporting process,
or you can create your own reports to export. Exported data can be uploaded to your ERP or
accounting system.
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• A:Yes, it is easy to bulk employees into our system.ClearGov generates import g ates a template that
reflects the custom fields you set up for additional pay types and benefits.You can download
this template and then use it to bulk import employees.
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• A:Yes,once you've created your budget,you can choose any combination of data to export to
Excel and then import this directly into your ERP/Accounting system.
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• A: No.While every ClearGov Digital Budget Book starts with the same core template, it's highly
and easily customizable,so the final product will always be different.You can add your own
images,chart colors,and endless content to make it your own.
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• A:As we have designed and built the ClearGov Digital Budget Book,we have double-checked
the GFOA guidelines every step of the way.We have also actively reviewed the solution with
GFOA reviewers and members of the GFOA staff.With that said,we cannot guarantee that you
will win an award, in part, because the narrative content is still up to you.In other words,all of
the core components are included, butyou still need to fill in the blanks in a way that meets
with GFOA approval,
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• A:You're not alone. Old habits die hard and paper is still a must-have for many local
governments. In addition to presenting your budget book online,the ClearGov Digital Budget
Book Suite includes functionality that enables users to create a .PDF,which can then be printed
to generate a hard-copy of your budget book.Also,the Print-to-PDF functionality enables you
to print specific sections of your budget book and/or the entire book.
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® Alll ClearGov sources its financial data from various
entities including state departments of
revenue;state education departments;etc.ClearGov also compiles complementary data,such
as demographic information, home values, road miles,etc.from various public sources
including the U.S.Census Bureau.
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A:ClearGov uses four primary factors to create the ClearGov Default peer Group for each
municipality:
1. ClearGov looks for municipalities with similar populations.
2. ClearGov looks for municipalities with similar median home values as determined by
census data.
3. ClearGov looks for municipalities with similar commercial assessments to differentiate
between rural and urban municipalities.
4. ClearGov dynamically searches for the closest ten municipalities that meet population,
median home values and commercial assessment deviations. The figures from these
municipalities are combined to create a peer average.
• NOTE:As a ClearGov Transparency customer,you will have the opportunity to create and
publish your own custom peer groups, based on whatever criteria is most important to you.
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• A:On the contrary, our customers find that a ClearGov profile helps the community find the
answers they seek more easily and consistently. Plus, you can add commentary that tells the
story behind your numbers and provides additional context.
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• Prior to launch you will want to identify the components of your data that would benefit from
some additional context.ClearGov enables you to add commentary tothese sections of the
profile which will actually reduce the number of inbound public information requests.
• Finally, if you do get an influx of inquiries,you will generally find a consistent pattern to the
questions.So,you can use those questions to inform and further enhance your commentary.
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• A: It seems that every municipality has a small population of what we call "CAVE People"
(Citizens Against Virtually Everything),and unfortunately,we don't have a direct solution for
that. However,a large portion of the most aggressive community activism is generally caused
by a misinterpretation of the facts,or simply taking the facts out of context.We have found that
ClearGov can drastically change both the tone and substance of the conversation by showing
that your local government has nothing to hide,and by delivering not just data, but the stories
behind the numbers to help everyone have a more informed and empirically accurate
conversation.
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Created by Ryan Wilson Order Date Jul 13,2021
Contact Phone (901)937-9735
Order valid if signed by J u l 23, 2021
Contact Email rwilson@cleargov.com
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Customer Town of Fraser Cont
act Beth Williams Billing Contact
Address 153 Fraser Avenue Title Finance Manager Title
City,St,Zip Fraser,CO 80442 Email bwilliams@town.fraser.co.us Email
Phone 970-726-5491 PO#(If any)
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Billing Date(s) Amount(s) Notes
Aug 1, 2021 $ S,904.17 5 Month Pro-Rata Subscription Fee of OB,CB, DBB,TR
Jan 1, 2022 $ 18,300.00 Annual Subscription Fee + Deferred Setup Fee
Additional subscri tion ears and/or renewals will be billed annual) in accordance with pricing and terms set forth herein.
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Period Start Date End Date Description
Setup Aug 1, 2021 Aug 1, 2021 ClearGov Setup Services
Pro-Rata Aug 1, 2021 Dec 31, 2021 ClearGov Subscription Services
Initial Jan 1, 2022 Dec 31, 2024 ClearGov Subscription Services
Set up Services Tier/Rate Service Fees
ClearGov Setup:Includes activation,onboarding and training for ClearGov solutions. Tier 1 $ 3,600.00
Onboarding Discount: 50%customer value add 0.5 $ (1,800.00)
Total ClearGov Setup Service Fee-Billed ONE-TIME $ 1,800.00
Subscription Services Tier Service Fees
ClearGov Operational Budgeting-Civic Edition Tier 1 $ 8,300.00
ClearGov Personnel Budgeting-Civic Edition Tier 1 $ 8,300.00
ClearGov Capital Budgeting-Civic Edition Tier 1 $ 4,700.00
ClearGov Digital Budget Book-Civic Edition Tier 1 $ 4,700.00
ClearGov Transparency-Civic Edition Tier 1 $ 4,100.00
ClearGov Budget Cycle Management Bundle Discount: Discount for bundled solutions. Tier 1 $ (13,600.00)
Total ClearGov Subscription Service Fee-Billed ANNUALLY IN ADVANCE $ 16,500.00
Billing Terms and Conditions
Valid Until Jul 23,2021 Pricing set forth herein is valid only if ClearGov Service Order is executed on or before this date.
Payment Net 30 All invoices are due Net 30 days from the date of invoice.
Rate Increase 3%per annum After the Initial Service Period,the Annual Subscription Service Fee shall automatically increase by this amount.
Appropriations ClearGov acknowledges that this Service Order is subject to ongoing appropriations by Customer's applicable appropriating body and/or
board of directors.
Customer Satisfaction During the first thirty(30)days of the Service,Customer shall have the option to terminate the Service,by providing written notice. In
Guarantee the event that Customer exercises this customer satisfaction guarantee option,such termination shall become effective immediately
and Customer shall be eligible for a full refund of the applicable Service Fees.
Subject to Customer's approval,ClearGov will format,onboard and categorize Customer's revenue and expense data based on files
provided by Customer(the Teiverables' .ClearGov will make commercially reasonable efforts to complete the onboarding process in
Financial Data Onboarding a timely fashion,provided that Customer submits the Deliverables and responds to review and approval requests by ClearGov in a
and Deliverables similarly timely fashion.Any delay by Customer in meeting these deliverable requirements may result in a delayed data onboarding
process.Any such delay shall not affect or change the Service Period(s)as set forth in this Service Order.Customer shall be solely
responsible for inputing applicable text narrative,custom graphics,performance metrics,capital requests and personnel data and other
such information for budget books,projects,dashboards,etc.
The Service Fees and Billing amounts set forth above in this ClearGov Service Order DO NOT include applicable taxes.In accordance
Taxes with the laws of the applicable state,in the event that sales,use or other taxes apply to this transaction,ClearGov shall include such
taxes on applicable invoices and Customer is solely responsible for such taxes,unless documentation is provided to ClearGov
demonstrating Customer's exemption from such taxes.
Subject to the termination rights and obligations set forth in the ClearGov Service Agreement,this ClearGov Service Order commences
Term&Termination upon the Order Date set forth herein and shall continue until the completion of the Service Period(s)for the Service(s)set forth herein.
Each Service shall commence upon the Start Date set forth herein and shall continue until the completion of the applicable Service
Period.
After the Initial Period,the Service Period for any ClearGov Annual Subscription Services shall automatically renew for successive
Auto-Renewal annual periods(each an"Annual Term'q,unless either Party provides written notice of its desire not to renew at least sixty(60)days
prior to the end of the then current Annual Term.
This ClearGov Service Order shall become binding upon execution by both Parties.The signature herein affirms your commitment to
Agreement pay for the Service(s)ordered in accordance with the terms set forth in this ClearGov Service Order and also acknowledges that you
have read and agree to the terms and conditions set forth in the ClearGov Service Agreement found at the following URL: http://www.
ClearGov.com/terms-and-conditions.This Service Order incorporates by reference the terms of such ClearGov Service Agreement.
Signature Signature
Name Beth Williams Name Bryan A. Burdick
Title Finance Manager Title President
Please e-mail signed Service Order to Orders@ClearCov.com or Fax to (774) 759-3045
TOWN OF FRASER
RESOLUTION NO. 2021-07-03
A RESOLUTION AUTHORIZING THE TOWN MANAGER TO PURCHASE AND IMPLMENT A
BUDGET AND PERFORMANCE MANAGEMENT SOFTWARE PROGRAM
BE IT HEREBY RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER,
COLORADO THE FOLLOWING:
1. Authorize the Town Manager to expend up to $20,000 for the purchase and
implementation of a budget and performance management software program.
READ, PASSED ON ROLL CALL VOTE, AND ADOPTED BY THE BOARD OF TRUSTEES
THIS DAY OF JULY 2021.
Votes in favor: BOARD OF TRUSTEES OF THE
Votes opposed: TOWN OF FRASER, COLORADO
Absent:
Abstained: _ BY:
Mayor
ATTEST:
(S E A L)
Town Clerk
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MEMO TO: Mayor Vandernail and the Board of Trustees
FROM: Sarah Wieck, Marketing & Communications Manager
DATE: July14th
SUBJECT: HTA Practice Loop
MATTER BEFORE BOARD:
HTA is asking for the use of a piece of town owned land to build a practice bike loop similar to
the one at the St. Louis Creek area.
BACKGROUND:
The Town of Fraser has an agreement with the Headwaters Trail Alliance (HTA) to use the
building and property at 120 Zerex Street in Fraser for the headquarters of the HTA. With all the
outdoor recreation and trail use the town feels its important to support this group.
In a discussion with HTA about maintaining the property, it's been brought to the attention of
staff that the area is heavily used by a huge number of tourists who are visiting Fraser to
recreate. They get info, use it as a basecamp for their bike ride, start their walk on the Fraser
River Trail or have a picnic in the lawn. Public Works has started to improve the area with picnic
table platforms and removing sculpture platforms that were no longer in use. HTA feels like a
small practice area would enhance the space and give beginner kids the opportunity to practice
their skills.
The area that would be used is currently vacant. The code allows for this use to be built in open
space and staff has check to make sure it wasn't affecting any wetland areas.
PROJECT SCOPE:
• Design - HTA
• Class C - 2-3 loads -Town of Fraser- $400
• Machinery/operator time - Town of Fraser (4 hrs.) - $600
• HTA Staff Labor- $2,500 in-kind
• Picnic table/Sunshade of some sort for parental watching zone - TBD
• Materials/Supplies for features (rock, glulam, skinnies) - donated ( $1,500)
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Total Cost is likely around $7,500, but between Public Works and HTA, it can be handled
internally.
ACTION REQUESTED:
Motion to approve HTA land use and use of Public Works staff to build practice loop.
RECOMMENDATION:
Staff is seeking a decision at the July 21th, 2021 Board meeting. Following approval, action
items will be established.
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TOWN OF FRASER
RESOLUTION NO. 2021-
A RESOLUTION REGARDING DEFAULT OF AMENDED AND RESTATED
ANNEXATION AGREEMENT FOR THE RENDEZVOUS PROPERTY
BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, THAT:
(1) The Board finds and determines that:
(a) Section 10.10 of the Amended and Restated Annexation Agreement for the
Rendezvous Property, dated as of June 4, 2003, and recorded in the Grand County, Colorado,
real property records on December 30, 2003, at Reception No. 2003-016733; as amended by the
First Amendment to Annexation Agreement dated as of November 2, 2005, and recorded
November 8, 2005, at Reception No. 2005-012708; (collectively, the "Annexation
Agreement'), requires the conveyance of a conservation easement encumbering Elk Creek
Meadow and Cozens Meadow "upon approval of a FPDP or subdivision for each of the
adjoining Planning Areas, or before October 31, 2007, whichever comes first' (the
"Conservation Easement Obligations").
(b) Pursuant to Resolution 2015-07-03, granting approval of the Final Plan and Final
Plats for Elk Creek Filings 1 and 2 at Grand Park, the Board of Trustees included a provision
which read (the "2015 Conservation Easement Requirement'): "The Board of Trustees
authorizes the Town Manager and Town Attorney to negotiate the final terms of the conservation
easement and to authorize appropriate Town officials to accept and execute such easement upon
approval of the terms thereof by the Town Manager and Town Attorney." Such provision was in
reference to completion of the Conservation Easement Obligations.
(c) On or about March 3, 2020, a Deed of Conservation Easement was signed by C.
Clark Lipscomb on behalf of Grand Park Development LLC, and by Philip Vandernail on behalf
of the Town of Fraser, which Deed was subsequently recorded on March 4, 2020 at Reception
No. 2020001847 (the "Void Conservation Easement'). The Void Conservation Easement was
not approved by the Town Attorney as required by the 2015 Conservation Easement
Requirement, and therefor by Resolution No. 2020-10-05, the Board of Trustees declared that the
Void Conservation Easement was "wholly invalid, unenforceable and null and void" as it was
not properly authorized for execution by the Town.
(d) In Resolution No. 2020-10-05, the Town also stated that the Conservation
Easement Obligations "remain as binding, unfulfilled obligations of Cornerstone Winter Park
Holdings LLC and Grand Park Development LLC and the Town of Fraser will enforce those
obligations."
(e) On May 13, 2021, the Town issued a notice of default of the Annexation
Agreement to Cornerstone Winter Park Holdings LLC ("Cornerstone") for failure to comply
with the Conservation Easement Obligations of the Annexation Agreement. The notice of
2152411.1
default cited a thirty (30) day period for the cure of the default. To date the default of the
Annexation Agreement has not been cured by Cornerstone.
(2) Therefore, the Board of Trustees hereby authorizes and directs the Town Attorney and
the Town Manager to undertake any and all of the following remedies available pursuant to the
Annexation Agreement, against Cornerstone:
(a) file and prosecute a court action for specific performance or mandatory or
prohibitory injunction against Cornerstone;
(b) withhold the approvals of any pending applications or the issuance of any pending
permits or certificates of occupancy, including but not limited to FPDP's, subdivision
applications,building permits or certificates of occupancy;
(c) any remedies permitted under the Subdivision Regulations or the PDD Ordinance;
and
(d) initiate and complete the condemnation of a conservation easement interest to
meet the Conservation Easement Obligations, pursuant to C.R.S. § 38-6-102, provided that in the
Annexation Agreement, the Developer agreed that the fair market value of such property interest
is zero because of the irrevocable obligation of the Developer to grant a conservation easement
interest to the Town in the Annexation Agreement.
DULY MOVED, SECONDED, AND ADOPTED THIS DAY OF 2021.
BOARD OF TRUSTEES OF THE TOWN OF
FRASER, COLORADO
By:
Philip Vandernail, Mayor
ATTEST:
By:
Antoinette McVeigh, Town Clerk
'_152411.1