09-09-2026 Council Questions

Town Council Meeting September 9, 2026 Responses to Council Agenda Questions 1. Will the new contract for the archives of the planning dept cause a delay in the launch of the new OpenGov system for the existing funded project? o This is added work that should be completed before launch because it includes not just archives but current and active records as well. It should not cause a delay because other implementation work is still ongoing in parallel. When we launch, we will switch everything at once, so the Town is fully operating in OpenGov from day one. 2. Are the Good City and CSG (Joaquin) consultants already familiar with OpenGov, in general? o Good City and CSG are planning and building consultants rather than OpenGov implementation specialists, which is why training for all staff and consultants is included as part of the original implementation contract. We won't go live until they are trained on how our specific OpenGov system is configured and works. 3. What is the schedule for completion of the original work and the new work? o The archive and data migration work will run concurrently with other implementation tasks rather than sequentially, so there is no separate standalone schedule for this scope. All workstreams are being tracked together and will converge at launch, which we anticipate occurring between October and December of this year. 4. What approximate date will the planning & building dept be cutting over from energov to open gov permanently? o We have not committed to an exact launch date because competing demands, including Council and Commission meetings, active permits, and other planning efforts, have at times required us to prioritize other work alongside implementation. This is the reality of running a small department while simultaneously managing a major system transition. With that said, we remain on track to launch between October and December and will announce the specific date once it is confirmed. 5. I understand the new need in this situation to enable use of our archives but remain concerned about our budget situation. o First, this data migration is not just for use of our archives, it is a requirement that the Planning and Building Department maintain planning and building records in accordance with California law and any other Town requirements. Second, when the original budget amendment went to Council in February for OpenGov and its implementation, a 10% contingency was built in specifically to accommodate unanticipated work that emerges during implementation, such as this data migration need. It is common in a complex implementation like this for additional requirements to surface once the process is underway, and the full scope of needs becomes clear. In addition to the contingency, we have been under budget in other aspects of the implementation work, so between that and the 10% contingency, there is funding in the existing budget without the need for a budget amendment.