Memorandum
Date: February 11, 2025
To: The Honorable Lake County Board of Supervisors
From: Mireya G. Turner, Community Development Department Director
Shannon Walker-Smith, Deputy Community Development Administrator
Subject: Approve Closing the Community Development Department to the Public on Friday 2/14/2025 for the Transition to the new OpenGov Software Systems.
Executive Summary:
As part of our commitment to improving operational efficiency and ensuring compliance with legal and ethical standards, we have worked with OpenGov to develop software, creating a robust tool to house documentation for permits, code enforcement, planning, public information requests, and communications with the public all in one location. This new software will replace our current software Accela for the storage of documents and allow the public to have communication directly with staff and easy access to property records and documentation.
We are pleased to announce that we are ready to launch this valuable tool and go live for public and staff use as of Tuesday 2/18/2025. Prior to going live, we will transition existing documents from our current software Accela to the new OpenGov software on Friday 2/14/2025. This will require a period when our systems go dark and will not be accessible by the staff or public to facilitate the conversion. During this dark period staff will not have the ability to process permits, retrieve documentation, or download files to Accela or OpenGov systems. We have had a tentative go live date until some final pieces fell into place this week, thus resulting in a late request.
We are requesting the Board of Supervisors approve the closure of the Community Development Department to the public on Friday 2/14/2025 to facilitate this transition to OpenGov. This will allow the OpenGov team to have the three (3) day weekend for any additional time needed to make the transition successful and be fully operational come Tuesday 2/18/2025.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action: Approve Closing the Community Development Department to the Public on Friday 2/14/2025 for the Transition to the new OpenGov Software Systems.