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Finance Committee Meeting Materials - 08-13-2020AUGUST 13, 2020 - FINANCE COMMITTEE MEETING MATERIALS PAGE 1 | 1 FINANCE COMMITTEE MEETING MATERIALS THURSDAY, AUGUST 13, 2020 1. Sales Tax Report 2. Accommodations Tax Report 3. ClearGov Proposal and Clear Lake Sample Budget Book 4. Ryan Wilson from ClearGov will join the meeting and host a presentation, but feel free to check out the below links and information while you prepare for the meeting: a. 5-minute Demo Videos i. Micro-Demo: Digital Budget Book ii. Micro-Demo: ClearGov Budgets b. Sample Budget Books i. Monte Sereno Budget Book (completed client example) ii. Clear Lake Budget Book (example Budget Book with some filler text - this is not a real town) iii. Commerce City Budget Book iv. Printed Budget Book Example attached c. ClearGov Insights Example (Transparency Profile) i. Clear Lake Transparency Center (Demo site that I briefly showed you) ii. Pueblo West, CO iii. Maplewood, MN d. Case Studies i. Barre, MA (This example is specific to ClearGov Budgets + Insights, however it speaks as to the experience our clients have in regards to the client success team and speed of the onboarding process) ii. Pueblo West, CO Case Study  ‐  200,000.00  400,000.00  600,000.00  800,000.00  1,000,000.00  1,200,000.00 2019 v  2020 Sales Tax  Revenue  Comparison 2019 Sales Tax Revenue YTD (Jan ‐ June)2020 Sales Tax Revenue YTD (Jan ‐ June)  ‐  50,000.00  100,000.00  150,000.00  200,000.00  250,000.00  300,000.00 March 2019 v  March 2020 Sales Tax  Revenue  Comparison March 2019 March 2020  ‐  20,000.00  40,000.00  60,000.00  80,000.00  100,000.00  120,000.00  140,000.00 April 2019 v  April 2020 Sales Tax  Revenue  Comparison April 2019 April 2020  ‐  20,000.00  40,000.00  60,000.00  80,000.00  100,000.00  120,000.00  140,000.00  160,000.00  180,000.00 June 2019 v  June 2020 Sales Tax  Revenue   Comparison June 2019 June 2020  ‐  20,000.00  40,000.00  60,000.00  80,000.00  100,000.00  120,000.00  140,000.00  160,000.00 May 2019 v  May 2020 Sales Tax  Revenue   Comparison May 2019 May 2020 State Business Type 2019 Sales Tax Revenue YTD (Jan ‐ June) 2020 Sales Tax Revenue YTD (Jan ‐ June) Home/Garden 364,258.94                                                        430,856.94                                                        Grocery/Specialty/Health 983,029.60                                                        1,000,293.66                                                    Sporting Goods Retail/Rental 419,603.02                                                        402,041.88                                                        Miscellaneous Retail 180,678.98                                                        188,606.46                                                        Accommodations 841,253.76                                                        620,460.74                                                        Restaurants /Bars 723,980.66                                                        537,645.84                                                        Other 51,151.21                                                          37,187.67                                                          Service Related 181,626.22                                                        154,288.03                                                        Liquor Stores 158,476.85                                                        144,125.49                                                        E‐Commerce Retail 74,356.13                                                          85,373.06                                                          Manufacturing/Wholesale 78,297.42                                                          95,556.47                                                          Construction Related Srvs 209,096.43                                                        335,135.66                                                        Digital Media Suppliers/Sellers 40,438.95                                                          41,786.48                                                          Comm.&Indus. Equipment 24,483.80                                                          36,525.94                                                          Special Events 976.13                                                                27.20                                                                  Total 4,331,708.10                                                    4,109,911.52                                                    State Business Type March 2019 March 2020 Home/Garden 71,810.78                                                          66,335.79                                                          Grocery/Specialty/Health 194,624.81                                                        187,075.01                                                        Sporting Goods Retail/Rental 129,777.38                                                        67,263.18                                                          Miscellaneous Retail 78,218.14                                                          47,647.37                                                          Accommodations 251,631.85                                                        132,261.19                                                        Restaurants /Bars 161,180.24                                                        75,819.70                                                          Other 11,595.64                                                          10,792.16                                                          Service Related 59,811.35                                                          49,850.23                                                          Liquor Stores 35,290.55                                                          27,548.97                                                          E‐Commerce Retail 17,449.19                                                          21,830.83                                                          Manufacturing/Wholesale 31,711.16                                                          34,306.80                                                          Construction Related Srvs 60,163.39                                                          121,711.04                                                        Digital Media Suppliers/Sellers 17,501.77                                                          12,397.36                                                          Comm.&Indus. Equipment 9,680.66                                                            17,648.18                                                          Special Events 77.76                                                                   ‐                                                                      Total 1,130,524.67                                                    872,487.81                                                        State Business Type April 2019 April 2020 Home/Garden 54,489.18                                                          49,108.86                                                          Grocery/Specialty/Health 130,690.91                                                        129,486.41                                                        Sporting Goods Retail/Rental 29,663.68                                                          13,664.06                                                          Miscellaneous Retail 13,522.50                                                          8,150.25                                                            Accommodations 33,814.94                                                          6,966.80                                                            Restaurants /Bars 75,383.58                                                          30,311.65                                                          Other 6,774.02                                                            2,528.02                                                            Service Related 18,711.83                                                          13,288.26                                                          Liquor Stores 17,320.28                                                          17,470.27                                                          E‐Commerce Retail 9,106.58                                                            8,672.89                                                            Manufacturing/Wholesale 5,126.68                                                            5,997.42                                                            Construction Related Srvs 26,706.64                                                          58,268.14                                                          Digital Media Suppliers/Sellers 2,659.75                                                            4,773.17                                                            Comm.&Indus. Equipment 590.36                                                                452.42                                                                Special Events 14.42                                                                  27.20                                                                  Total 424,575.35                                                        349,165.82                                                        State Business Type May 2019 May 2020 Home/Garden 55,012.70                                                          63,527.79                                                          Grocery/Specialty/Health 125,327.61                                                        145,705.03                                                        Sporting Goods Retail/Rental 16,148.90                                                          26,626.81                                                          Miscellaneous Retail 12,287.87                                                          14,318.49                                                          Accommodations 49,286.35                                                          13,565.03                                                          Restaurants /Bars 79,827.32                                                          73,392.25                                                          Other 6,161.69                                                            1,527.52                                                            Service Related 21,822.11                                                          10,961.35                                                          Liquor Stores 14,670.23                                                          21,955.88                                                          E‐Commerce Retail 8,229.77                                                            11,059.76                                                          Manufacturing/Wholesale 6,820.37                                                            7,253.81                                                            Construction Related Srvs 22,913.32                                                          29,572.81                                                          Digital Media Suppliers/Sellers 2,612.04                                                            4,275.71                                                            Comm.&Indus. Equipment 1,140.49                                                            446.16                                                                Special Events 0 0 Total 422,260.77                                                        424,188.40                                                        State Business Type June 2019 June 2020 Home/Garden 87,672.37                                                          143,629.91                                                        Grocery/Specialty/Health 153,186.35                                                        163,559.42                                                        Sporting Goods Retail/Rental 32,405.68                                                          46,949.92                                                          Miscellaneous Retail 36,898.33                                                          65,965.04                                                          Accommodations 96,845.43                                                          54,080.50                                                          Restaurants /Bars 121,324.19                                                        96,446.18                                                          Other 10,891.28                                                          6,797.08                                                            Service Related 41,307.12                                                          46,258.06                                                          Liquor Stores 21,987.84                                                          25,972.85                                                          E‐Commerce Retail 16,757.44                                                          16,250.81                                                          Manufacturing/Wholesale 20,396.85                                                          27,645.84                                                          Construction Related Srvs 61,467.26                                                          78,340.97                                                          Digital Media Suppliers/Sellers 12,328.23                                                          13,190.03                                                          Comm.&Indus. Equipment 11,443.39                                                          16,878.91                                                          Special Events 883.95                                                                ‐                                                                      Total 725,795.71                                                        801,965.52                                                        - 100,000.00 200,000.00 300,000.00 400,000.00 500,000.00 Hotels & Motels Time Share Rental Vacation Rental YTD Accommdation Tax Revenue 2019 v 2020 2019 YTD (Jan - June)2020 YTD (Jan - June) - 25,000.00 50,000.00 75,000.00 100,000.00 125,000.00 150,000.00 Hotels & Motels Time Share Rental Vacation Rental Accommodation Tax Revenue March 2019 v 2020 March 2019 March 2020 - 2,500.00 5,000.00 7,500.00 10,000.00 12,500.00 15,000.00 17,500.00 Hotels & Motels Time Share Rental Vacation Rental Accommodation Tax Revenue April 2019 v 2020 April 2019 April 2020 - 5,000.00 10,000.00 15,000.00 20,000.00 25,000.00 30,000.00 Hotels & Motels Time Share Rental Vacation Rental Accommodation Tax Revenue May 2019 v May 2020 May 2019 May 2020 - 15,000.00 30,000.00 45,000.00 60,000.00 Hotels & Motels Time Share Rental Vacation Rental Accommodation Tax Revenue June 2019 v June 2020 June 2019 June 2020 2019 YTD (Jan ‐ June) 2020 YTD (Jan ‐ June) Hotels & Motels 458,334.82                   334,207.40                   Time Share Rental 194,894.78                   127,918.00                   Vacation Rental 166,305.53                   144,760.06                   819,535.13                   606,885.46                   January 2019 January 2020 Hotels & Motels 117,150.52                   107,488.81                   Time Share Rental 45,448.25                     45,989.90                     Vacation Rental 34,265.64                     35,190.67                     196,864.41                   188,669.38                   February 2019 February 2020 Hotels & Motels 119,530.31                   127,888.12                   Time Share Rental 45,433.27                     49,866.83                     Vacation Rental 39,241.61                     39,314.70                     204,205.19                   217,069.65                   March 2019 March 2020 Hotels & Motels 126,777.09                   50,782.17                     Time Share Rental 50,547.51                     20,520.52                     Vacation Rental 69,645.01                     56,736.45                     246,969.61                   128,039.14                   April 2019 April 2020 Hotels & Motels 14,256.54                     3,619.15                       Time Share Rental 12,857.24                     1,138.00                       Vacation Rental 4,711.12                       3,873.81                       31,824.90                     8,630.96                       May 2019 May 2020 Hotels & Motels 28,896.92                     8,799.44                       Time Share Rental 13,745.10                     1,935.79                       Vacation Rental 4,617.19                       2,554.36                       47,259.21                     13,289.59                     June 2019 June 2020 Hotels & Motels 51,723.44                     35,629.71                     Time Share Rental 26,863.41                     8,466.96                       Vacation Rental 13,824.96                     7,090.07                       92,411.81                     51,186.74                     SOFTWARE  PROPOSAL                                PREPARED FOR  Scott Wright  Finance Director  City of Avon  PREPARED BY  Ryan Wilson  ClearGov, Inc.  rwilson@cleargov.com  (901) 937-9735  PREPARED ON  July 31, 2020            ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 1 of 31                                 ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 2 of 31                July 31, 2020      Scott Wright  Finance Director  City of Avon  100 Mikaela Way  Avon, CO 81620    Dear Scott,    Per our discussions, I am pleased to provide you and your team at Avon with the attached  software proposal for your consideration.    Our mission at ClearGov is to help build a community of transparent, data-driven, modern  governments. 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 help local governments like Avon take a strong next step in your  journey from good to great.    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@cleargov.com  (901) 937-9735    ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 3 of 31    TABLE OF CONTENTS    TABLE OF CONTENTS ​5  EXECUTIVE SUMMARY ​6  SOLUTIONS OVERVIEW ​9  INVESTMENT ​22  PROJECT MANAGEMENT ​23  SCOPE OF WORK ​24  TIME COMMITMENT ​26  DATA REQUIREMENTS ​28  TRAINING & SUPPORT ​29  SECURITY OVERVIEW ​31  FAQs ​33       ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 4 of 31    EXECUTIVE SUMMARY  Mission  ClearGov’s mission is to build a community of transparent, data-driven, modern governments.   We pursue this mission by making it easy and affordable for every local government to take a  strong next step on its journey from good to great. ClearGov solutions are carefully designed  to help local governments operate more efficiently and communicate more effectively,  fueling better strategic decision making and increased levels of community support.  Solutions Overview  Based on our conversations with Avon and our understanding of your key needs and  objectives, we are proposing the following ClearGov Solutions:  ClearGov Digital Budget Book Suite  ●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’s you and your team work collaboratively to fill in the details  ●Includes a robust Capital Requests module to collect, organize, and present key  projects in an intuitive dashboard   ●Built to GFOA guidelines, optimized to ADA standards and designed to be  mobile-friendly  ClearGov Insights Suite  ●Transforms complex government financials into easy-to-understand infographics   ●Publishes the budget 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     ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 5 of 31    Investment  ClearGov offers solutions that are affordable for local governments of all shapes and sizes.  Avon falls into our Tier #2 category. A summary of your investment in the ClearGov Solutions  proposed herein includes:    Setup Service Fees (One time investment)  Setup Fee $3,600  Annual Subscription Service Fees (Annual investment)  ClearGov Digital Budget Book Subscription $7,000  ClearGov Insights Subscription $6,250  Bundle Discount ($2,500)  Total Annual Subscription Service Fees $10,750    See the Investment Section below for full details on setup fees and annual subscriptions.  Implementation Plan  While implementing ClearGov’s accessible solutions is designed to be a turnkey 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:  Project Management  ●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.  Scope of Work  ●ClearGov provides comprehensive onboarding services — at no additional charge —  to ensure that you hit your launch targets and get the most value out of your  ClearGov investment.  Launch Timeline  ●Launch generally takes approximately 2 – 4 weeks from the time that you provide  your Client Data Report(s) to ClearGov, depending upon the volume/complexity of  your data as well as ClearGov client backlog.  Data Onboarding Requirements  ●ClearGov will handle all importing, onboarding, and mapping of data. In short, we’ll  take your raw financial information, sort it, and upload it to the ClearGov platform so it  perfectly matches your chart of accounts. The only thing you have to do is supply your  data, which generally involves running a few simple reports from your existing  accounting system. We’ll walk you through the process.  ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 6 of 31    Training and Support  ●ClearGov provides unlimited training and support 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.  Conclusion  In the pages that follow, we’ll explain how and why ClearGov solutions not only offer the best  value for Avon, 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 every day. 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 Avon into the fold. If you have questions or concerns as you review this  proposal, please do not hesitate to reach out. Thank you for your consideration.     ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 7 of 31    SOLUTIONS OVERVIEW    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 megacities 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’ll 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 more efficient operations and better community engagement. Therefore, all ClearGov  solutions are:     INTUITIVE AND EASY TO USE  At ClearGov, 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.    CLOUD-BASED  Web-based software requires no installation, no maintenance and is  always up-to-date. We host our software and our data with Amazon Web  Services, which ensures data security and world-class software  performance.    TURNKEY  We understand that in local governments, staff is almost always stretched  too thin. That’s why we do all the heavy lifting for you. To get started, all  you have to do is send us an Excel file with your data. We’ll take care of  the rest. When you login to ClearGov for the first time, you’ll find that  everything is right where it should be.    AFFORDABLE  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, never be surprised with hidden fees, and never pay for  support or product updates...never.    Our goal is to delight our customers with unbeatable value in everything we do.    ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 8 of 31    Modernization is a Must  In the wake of COVID-19, it is more important than ever for local governments to leverage  technology to enable them to continue to thrive in our collective new reality. In fact, those  agencies that have already embraced modernization have found it far easier to weather the  Coronavirus storm.    As the world continues to evolve, local governments need to keep the following four critical  success factors top of mind as they retool themselves for a more efficient and modern  government.  COMMUNICATION  The pandemic has eliminated the water-cooler chat, so internal “over-  communication” should be the new norm. Plus, it’s even more important for  local governments to be transparent when public meetings can’t be public.  ClearGov facilitates and simplifies the communication process, but internally  and throughout your community.    COLLABORATION  Improving and 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. All ClearGov products  have been designed to provide access to your entire team, and we don’t  charge by the user - so you can bring everyone to the party.    SECURITY  Desktop-based applications can be infiltrated, especially if operated  remotely. Cloud-based applications offer instant security. Now is the time to  start leveraging the security resources of cloud platforms like AWS.  ClearGov’s solutions are all cloud-based and hosted on AWS. See Security  Overview section for more details.    FLEXIBILITY  Local governments must be able to quickly adjust to evolving input and  changing dynamics. As a result, they also need the ability to create and  explore “what-if” scenarios to inform better decision making. ClearGov puts  the information and the tools you need at your fingertips to become a  transparent, data-driven, modern government.         ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 9 of 31      A Streamlined Solution for Building an Award-Winning  Budget Book in a Fraction of the Time    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’s Digital Budget Book suite checks all of those boxes, plus  ADA optimization, GFOA best practices, and then some.    Watch a 5 minute micro-demo here        ClearGov Digital Budget Book Modules       ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 10 of 31    DIGITAL BUDGET BOOK SUITE  Capital Requests Module  The Capital Request Module 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 Digital Budget Book. Think of it as a modern,  digital-first solution to an age-old, paper problem.  ●Digitize your requests: ​Save some trees with  a simple online form that captures and  submits requests electronically    ●Customize your form: ​Easily customize the  default template with a few simple clicks to precisely fit your needs and preferences    ●Automate your workflow:​ Initiate, collect, track, and manage all your requests online,  even set triggered reminders for department heads    ●View capital requests at a glance:​ Report and review requests by department,  funding source, fiscal year, and more — all from an intuitive dashboard    ●Publish to your budget book: ​Automatically generates a capital request summary  with detail pages for each department/request for your Digital Budget Book  Why does Avon need this?    ●It’s so much more efficient: ​The sooner you automate out-dated manual processes,  the more efficiently you can govern. Once you streamline the tedious task of  organizing your capital requests, you’ll have more time and energy to invest in one of  the most critical components of good governance — strategic planning.    ●Eliminate the paper chase: ​Instead of chasing down paper requests and slogging  through the data entry process, you can kick off each new request cycle with a click.  An intuitive dashboard enables you to quickly email online request forms to your  department heads, set automated reminders to gently nudge requestors to complete  their submissions, and monitor progress every step of the way.    ●You get a robust 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. They’ll even  automatically appear in your budget book once you click publish.    ●It’s key to building a better budget book: ​ Capital planning is an important  precursor to building your budget and eventually publishing a compelling budget  book. ClearGov’s Capital Request Module streamlines your workflow, automates key  tasks, and makes the entire CIP process more transparent and collaborative.   ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 11 of 31    DIGITAL BUDGET BOOK SUITE  Budget Book Module  The Digital Budget Book module helps you produce an  interactive and engaging budget book in a fraction of the  time it takes today. Instead of manually building your book  in a clunky document editor, you build it collaboratively  using simple web apps that streamline the steps from  start to 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  Why does Avon need this?    ●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 every time a figure changes is not only tedious, 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’a GFOA checklist built right in, so you can check off  each Distinguished Budget Award Presentation requirement as you complete it.  ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 12 of 31          A Government Communications Platform  for the Information Age    ClearGov Insights is a suite of cloud-based solutions designed to remove the static from your  communications efforts, so you can keep your community in the loop with the solid work you  and your team are doing. With innovative, turnkey transparency profiles, project pages, and  department dashboards ClearGov Insights helps you tell your story and show your work.    Watch a 5 minute micro-demo here      ClearGov Insights Suite Modules      ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 13 of 31    INSIGHTS SUITE  Financial Transparency Module  Build community trust and support by publishing  your financial data in an online 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:  Help citizens and other stakeholders easily  visualize and interpret important metrics.    ●Context features that make transparency  meaningful: ​Add explanatory notes that tell  the 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 collected and allocated. Reveal trends by  showing historical data as well.    ●Open checkbook: ​If desired, you can provide  searchable, check-level detail revealing  line-item spend.    Why does Avon need this?    ●Build public trust: ​According to the Pew Research Center, only 18 percent of  Americans say they trust the government to do what is right. By proactively opening  up your data for public consumption, you show you have nothing to hide.    ●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.   ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 14 of 31    INSIGHTS SUITE  Capital Project Communications Module  Quickly and easily create and publish custom  Project Pages to keep citizens in the loop with key  data and updates about all of your key projects.  Templated Project Pages take only minutes to  populate and allow you to share photos, timelines,  funding sources, and more — all in one centralized  location.     ●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.    ●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.    Why does Avon need this?    ●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.    ●Reduce incoming calls: ​Stop fielding the same questions over and over again. Drive  residents and other interested stakeholders to online Project Pages via your website  and social media.    ●Build public support: ​Right now, you may only hear from the squeakiest of wheels,  but your community is full of smart, reasonable people. Engage them and invite their  feedback in the comments section — a moderated forum that you control.    ●Provide a modern alternative to public meetings for busy constituents: ​By  publishing project data and updates online you can make it easier for engaged  citizens to stay informed.  ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 15 of 31    INSIGHTS SUITE  Department Dashboards Module  Tell your government’s whole story by publishing  updates detailing department-level performance  metrics. Showcase KPIs for any and all departments,  from animal control to the zoning board.    ClearGov Department Dashboards are extremely  flexible and point-and-click easy to assemble. You  can use Department Dashboards to display any  metric you like. Plus, the ClearGov solution makes  sure that your data is presented in a way that’s easy  for your residents to interpret and understand.    ●Customize: ​Display department-specific  KPIs. Add the department head’s name, title,  picture, and a brief intro letter.    ●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.    Why does Avon need this?    ●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.     ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 16 of 31      INVESTMENT  Our pricing model matches our products - simple, straightforward and built for local  governments.  Setup Fee:  ●A ​one-time investment​ that covers setup, activation, data onboarding and initial  training — everything you need to get launched.  Solution Subscription:  ●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.    Setup Service Fees (One time investment)  Setup Fee: Includes -   -Full activation and setup  -Data onboarding  -Client training  $3,600    Annual Subscription Service Fees (Annual investment)  ClearGov Digital Budget Book Suite: Includes -   -Capital Requests Module  -Budget Book Module  $7,000  ClearGov Insights Suite: Includes -   -Fiscal Transparency Module  -Project Communications Module  -Department Dashboards Module  $6,250  Bundle Discount ($2,500)  Total Annual Subscription Service Fees $10,750       ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 17 of 31    PROJECT MANAGEMENT  ClearGov offers robust solutions that are easy to set up and operate. We understand that  most local governments are pressed for resources, so we have designed an activation process  that places the heavy-lifting on ClearGov. This section outlines the key project management  roles and responsibilities.        ClearGov Role & Responsibilities  ClearGov will assign a dedicated Client Success Manager or CSM to lead the implementation  effort. Your CSM will:  ●Coordinate and execute the development of the project plan.  ●Ensure the timely delivery of items identified as “In scope” within this proposal.  ●Train your staff to use ClearGov tools and applications.  ●Track, communicate, and expediently resolve any implementation issues.  ●Monitor project progress to ensure a timely and efficient launch.     All ClearGov CSM efforts will be performed remotely with direct email and phone contact as  necessary.    Client Role & Responsibilities  We ask that you designate one individual as a primary point of contact to facilitate:  ●Delivery of “Client Task” items (listed below) in a timely manner.  ●Coordination of Client participants for Kick-Off and Training calls.  ●Review and approval of onboarded Client Data to confirm launch.       ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 18 of 31    SCOPE OF WORK  In addition to providing unlimited training and ongoing customer support, your dedicated  Client Success Manager will coordinate all of the necessary onboarding and updating services  required to suit your unique needs. Depending upon which features/functionality you wish to  fully or partially leverage, the scope of work to be performed by the ClearGov Client Success  team is outlined below.    ClearGov Digital Budget Book Suite - Scope of Work  Service Description In Scope  Import historical (actual) fiscal data: ​Your historical audited  financials form the foundation of the Transparency Module  implementation.  Up to 20 yrs of historical  audited data  Import current and historical budgeted data: ​Enables the  ability to overlay and present budget to actual performance  within the budget book.  Up to 20 yrs of historical  budgeted data  Capital Request Form setup assistance: ​A ClearGov CSM will  help you develop a capital request form that mimics your  current process and preferences.  Unlimited Forms  Department Narratives setup assistance: ​A ClearGov CSM  will help your department heads develop their department  narrative pages, including custom charts and graphs.  Unlimited Department  Narratives    ClearGov Insights Suite - Scope of Work  Service Description In Scope  Import historical (actual) fiscal data:​ Your historical audited  financials form the foundation of the Transparency Module  implementation.  Up to 20 yrs of historical  audited data  Import current and historical budgeted data (Optional):  Enables the ability to overlay and present budget to actual  performance.  Up to 20 yrs of historical  budgeted data  Import ongoing financial updates: ​You may regularly update  audited and/or budgeted data at your discretion, e.g. you may  post current FY budget and update periodically with actual  spending.  Update monthly, quarterly  (recommended) or annually  Import historical checkbook data (Optional): ​You may  choose to display detailed check data — either publicly or  privately.  Up to 100,000 checks  ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 19 of 31    Import ongoing checkbook updates (Optional):​ Checkbook  data may be updated at your discretion.  Update weekly, monthly,  quarterly (recommended) or  annually  Project Page setup assistance: ​Although Project Pages are  simple and quick to create, ClearGov is happy to walk you  through your first Project Page.  Unlimited Project Pages  Department Dashboard setup assistance:​ Although  Department Dashboards are simple and quick to create,  ClearGov is happy to walk you through your first dashboard.  Unlimited Dashboards     ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 20 of 31    TIME COMMITMENT  The ClearGov onboarding and activation process is designed to be turnkey and require  limited effort on your part. The bulk of the onboarding effort involves uploading, mapping,  and configuring your data — a process which is managed entirely by the ClearGov Client  Success team. The only To-Do items on your list are to A) send us your data (i.e. run some  reports and send us an email), and B) validate our work.    The following outlines a typical implementation process with estimated Client time  commitments.      Client Activation ​(ClearGov Task)  ●Assign and introduce you to your dedicated CSM  ●Your CSM will activate your subscription. NOTE: (You may  access your ClearGov Account immediately upon activation.)  ●Your CSM will schedule your kick-off call      Kick-Off Call ​(Shared Task)  ●Your CSM will meet with you (via conference call) to confirm  goals, review onboarding steps and deliverables, and  establish a timeline  ●Your CSM will explain data requirements and provide  instructions    Client Data Report ​(Client Task)  ●You run reports from your accounting platform to export  necessary data (See ​Client Data Requirements​ below)  ●You send exported reports to ClearGov        Data OnBoarding ​(ClearGov Task)  ●ClearGov Client Success Team completes the onboarding  and mapping of your data into the ClearGov platform    NOTE: ​The onboarding time varies based on the volume and  complexity of your data as well as the current backlog of  Client activations.  ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 21 of 31      Client Data Review ​(Shared Task)  ●Your CSM will present (via conference call) the mapped data  for your review/approval.    NOTE: ​Generally speaking, there is a primary review call,  followed by 1 or 2 additional calls, depending upon the  complexity of the data and the number of iterations.      Training and Launch ​(Shared Task)  ●Once you approve your data, ClearGov will activate it within  the live platform and schedule the Launch Training call.  ●The Launch Training call typically takes about an hour, and  you may invite as many people from your team to attend as  desired.    Timeline Summary  The overall launch timeline is heavily influenced by your ability to deliver the Client Data  Report in a timely fashion. In short, the sooner we receive your data, the sooner we can get  you up and running.    As you can see from the implementation process outlined above, the ClearGov  implementation process is not a long, drawn-out process. As a general guideline, you can  expect to be completely launched within 2 - 4 weeks of whenever you provide us with your  Client Data Report, and of course, the bulk of the work during that time period rests on  ClearGov’s shoulders.  Launch Deadlines  If you have a specific hard launch deadline — such as coordinating with the launch of a new  Website — please inform your ClearGov CSM during the kick-off call, and s/he will inform you  what will be required to achieve your target launch date.  IMPORTANT: ClearGov Backlog Summary  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 Onboarding  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 ​Data Onboarding Schedule​ site for more  details and specific dates.     ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 22 of 31    DATA REQUIREMENTS    The data that ClearGov needs to fully activate your account is straightforward and can be  readily exported from any accounting/ERP system.  Required Files  In most instances, ClearGov generally requires only two simple files from you:  Line Item Detail File(s)  ●A simple report that provides the full account number, account description, fund,  year, and total dollars collected/expended for each account/line item in your chart of  accounts.  ●Depending upon which accounting system you’re using, this report is often referred  to as the Trial Balance Report; Account Inquiry Report; or Budget-to-Actual Report.  Account Number Key  ●Another simple report that labels or describes the “segments” of each account  number (e.g. funds, departments, objects, etc.).  ●Depending upon which accounting system you’re using, this report is often referred  to as the Segment Report or Chart of Accounts.  Optional Files  Ultimately, you decide how the breadth and depth of data that you would like to provide to  ClearGov. We recommend the following optional data sets:  Budgeted Revenue and Expense Data  ●You can provide historical, current and/or upcoming fiscal year(s) budgeted revenue  and expense data.  Debt Detail  ●Show your total outstanding debt on your site. This information may be broken down  by fund and/or by debt categories of your choosing.  Checkbook Data (ClearGov Insights Only)  ●If you wish to use the Open Checkbook feature in ClearGov Insights, your data must  include check-level detail for the most recent fiscal year with as much historical data  as you prefer.    When you are ready to send your data, ClearGov will provide you with detailed instructions on  file types and formats needed.       ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 23 of 31      TRAINING & SUPPORT  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  sessions 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 some key insights  and best practices to help you ramp quickly. All ClearGov customers also receive unlimited  access to a frequently updated online support center.   Training Sessions  Your dedicated CSM will work with you to schedule convenient training sessions expressly  tailored to your needs. We often suggest training a core group of power users first (usually  your finance and/or communications team) and then scheduling broader sessions to include  department heads, but it’s entirely up to you. We’ll provide as much training as you think you  need.     ClearGov uses modern web conferencing services to conduct live training sessions 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 Success Expectations  You will be assigned a dedicated Client Success Manager (CSM) who will be responsible for  coordinating and managing your activation and onboarding process as well as initial training.  Your CSM will also be your primary point of contact for any ongoing support requirements or  issues.  Service Level    Our CSMs are committed to responding to all support 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.  ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 24 of 31    Client Support Portal  You and your team will have access to text and video training materials in the ClearGov  Support Center. This online resource center is constantly updated with new content and best  practices.   ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 25 of 31    SECURITY OVERVIEW  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.  How secure is ClearGov?  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.    ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 26 of 31      Where are ClearGov data centers located?  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:  ●https://aws.amazon.com/security/?hp=tile​.                ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 27 of 31    FAQs    General Questions  Q: Do we need to dedicate resources for ClearGov implementation?  ●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/onboarding 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.)  Q: Does ClearGov provide training?  ●A: The 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 ClearGov team 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.)  Q: How much effort is required to import our data?  ●A: In short, not much. All ClearGov Solutions are designed to be turnkey and ClearGov  does all of the heavy lifting for you. See Time Commitment section above for more  details.  Q: Can ClearGov help us communicate our finances internally?  ●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.  Q: How will ClearGov store our data? Is it secure?  ●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:  https://aws.amazon.com/security/?hp=tile​. See Security Overview section above for  more details.  Q. Are there any accounting systems that are not compatible with ClearGov?  ●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.  ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 28 of 31    Q: Does ClearGov provide a real-time integration with any eFinance or ERP  systems?  ●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.  Digital Budget Book Suite Questions  Q: Since the product is template-driven, won’t every ClearGov digital budget  book look the same?  ●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.  Q: Can you guarantee that we will win a GFOA award?  ●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, but  you still need to fill in the blanks in a way that meets with GFOA approval.  Q: I understand the benefits of digital, but I still need to produce a printed  version. How will that work?  ●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.  Insights Suite Questions  Q: Where does ClearGov get its financial data?  ●A: 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.  ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 29 of 31    Q: How does ClearGov determine the default peer group for peer analysis?  ●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 Insights Suite customer, you will have the opportunity to create  and publish your own custom peer groups, based on whatever criteria is most  important to you.  Q: Won’t publishing a transparency profile generate a lot of incoming inquiries?  ●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.  ●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 to  these 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.  Q: What about inciting “community activists”?  ●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.       ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 30 of 31              “​We were impressed with the ClearGov  solution from the start, especially the clean,  simple interface. They are experts at  presenting complex information in an  easy-to-understand and visually-appealing  way. And, as our partners, they have been  responsive and professional.​”      Chris Bradbury  Village Administrator  Rye Brook, NY  ClearGov, Inc. | 855-553-2715 | ​www.cleargov.com Page 31 of 31