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HomeMy WebLinkAbout2023/04/19- Regular City Council Agenda PacketMayor L. Dennis Michael Mayor Pro Tem Lynne B. Kennedy Members of the City Council: Ryan A. Hutchison Kristine D. Scott Ashley Stickler CITY OF RANCHO CUCAMONGA REGULAR MEETING AGENDA April 19, 2023 10500 Civic Center Drive Rancho Cucamonga, CA 91730  FIRE PROTECTION DISTRICT BOARD – CITY COUNCIL HOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLIC FINANCE AUTHORITY CLOSED SESSION TAPIA CONFERENCE ROOM 4:30 P.M. REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M. The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in the Council Chambers located at 10500 Civic Center Drive.  It is the Intent to conclude the meeting by 10:00 p.m. unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings of meetings can be found at https://www.cityofrc.us/your­government/city­council­agendas or by contacting the City Clerk's Office at 909­774­2023. Live Broadcast available on Channel 3 (RCTV­3). Any documents distributed to a majority of the City Council regarding any item on this agenda after distribution of the agenda packet will be made available in the City Clerk Services Department during normal business hours at City Hall located at 10500 Civic Center Drive, Rancho Cucamonga, CA 91730. In addition, such documents will be posted on the City’s website at https://www.cityofrc.us/your­government/city­council­agendas. CLOSED SESSION – 4:30 P.M.   TAPIA CONFERENCE ROOM  ROLL CALL: Mayor Michael  Mayor Pro Tem Kennedy  Council Members Hutchison, Scott and Stickler A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S) B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S) C. CITY MANAGER ANNOUNCEMENTS D. CONDUCT OF CLOSED SESSION D1.CONFERENCE WITH LABOR NEGOTIATORS JENIFER PHILLIPS, DEPUTY DIRECTOR OF HUMAN RESOURCES; ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR; AND NOAH DANIELS, FINANCE DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274 AND FIRE MANAGEMENT EMPLOYEES GROUP. (CITY/FIRE) D2.CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9; NAME OF CASE: CITY OF RANCHO CUCAMONGA V. THM ENTERPRISES, LLC, SBSC CASE NO.: CIVSB2115208. (CITY) D3.CONFERENCE WITH LEGAL COUNSEL ​ ANTICIPATED LITIGATION: SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO PARAGRAPH (2) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9: 1 CASE. THE CITY HAS RECEIVED A LETTER FROM RESIDENTS OF THE WEAVER LANE ESTATES DEVELOPMENT (TRACT 20042) THREATENING LITIGATION AS A RESULT OF ACCESS DESIGN AND INCOMPLETE IMPROVEMENTS WITHIN THE DEVELOPMENT. THE LETTER IS AVAILABLE FOR INSPECTION IN THE CITY CLERK’S OFFICE. (CITY) D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 1089­593­01­0000 COMMONLY KNOWN AS ADDRESS 7150 ETIWANDA, RANCHO CUCAMONGA, CA 91730; NEGOTIATING PARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITY DEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JIM BANKS REPRESENTING ETIWANDA HISTORIC SOCIETY, REGARDING PRICE AND TERMS. (CITY) D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 0227­121­56­0000 COMMONLY KNOWN AS ADDRESS 7089 ETIWANDA AVENUE, RANCHO CUCAMONGA, CA 91730; NEGOTIATING PARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITY DEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, RAYMOND WOLFE, EXECUTIVE DIRECTOR, REPRESENTING SAN BERNARDINO COUNTY TRANSPORTATION AUTHORITY (SBCTA), REGARDING PRICE AND TERMS. (CITY) D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR THE SALE OF PROPERTY GENERALLY LOCATED AT THE NORTH WEST CORNER OF HAVEN AVENUE AND CIVIC CENTER DRIVE IDENTIFIED AS PARCEL NUMBER 0208​331​40; AND 0208​331​47; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER AND MATT BURRIS, DEPUTY CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA; AND CHRIS HYUN, JRC REAL ESTATE INVESTMENT CORP REGARDING PRICE AND TERMS OF PAYMENT. (CITY) D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8408 ROCHESTER AVENUE, RANCHO CUCAMONGA, CA 91730 (RANCHO CUCAMONGA EPICENTER STADIUM); AGENCY NEGOTIATORS: JOHN GILLISON AND ELISA COX, REPRESENTING THE CITY OF RANCHO CUCAMONGA; NEGOTIATING PARTY: RANCHO BASEBALL LLC; REGARDING PRICE AND TERMS OF PAYMENT. (CITY) E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the Council Chambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. REGULAR MEETING – 7:00 P.M. COUNCIL CHAMBERS PLEDGE OF ALLEGIANCE ROLL CALL:Mayor Michael Mayor Pro Tem Kennedy Council Members Hutchison, Scott and Stickler A. AMENDMENTS TO THE AGENDA B. ANNOUNCEMENT / PRESENTATIONS B1.Presentation of Certificates of Recognition to Los Osos Girls Basketball Team for Winning the CIF State Division 3 Girls Basketball Championship. B2.Presentation of Certificates of Recognition to Chaffey College Women’s Soccer Team for Competing in the CA Community College Athletic Association (CCCAA) State Final Championships. B3.Presentation of a Certificate of Recognition to the Dairy Council of California for their Support in Nutrition Education at the 2023 Teen Summit. C. PUBLIC COMMUNICATIONS Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority. This is the time and place for the general public to address the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council on any item listed or not listed on the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council from addressing any issue not previously included on the Agenda. The Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Mayor, depending upon the number of individuals desiring to speak. All communications are to be addressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. This is a professional business meeting and courtesy and decorum are expected. Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting. The public communications period will not exceed one hour prior to the commencement of the business portion of the agenda. During this one hour period, all those who wish to speak on a topic contained in the business portion of the agenda will be given priority, and no further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion of the agenda commences. Any other public communications which have not concluded during this one hour period may resume after the regular business portion of the agenda has been completed. CONSENT CALENDARS: The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion. Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority and may act on the consent calendar for those bodies as part of a single motion with the City Council consent calendar. D. CONSENT CALENDAR D1.Consideration of Meeting Minutes for Regular Meetings of April 5, 2023. D2.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of $2,023,883.88 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $2,659,641.94 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE) D3.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $56,536.83 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE) D4.Consideration to Receive and File Current Investment Schedules as of March 31, 2023 for the City of Rancho Cucamonga and the Rancho Cucamonga Fire Protection District. (CITY/FIRE) D5.Consideration of the Purchase of the First­In Alerting System for Fire Station 178 from Westnet, Inc. as a Single Source Vendor in the Amount of $165,580. (FIRE) D6.Consideration of a Professional Services Agreement with MDG Associates, Inc. for Administration, and Monitoring Services for the Community Development Block Grant Program (CDBG) in the Amount of $183,000.00. (CITY) D7.Consideration of a Contract with Gentry Brother’s, Inc., in the Amount of $1,069,056 Plus a 10% Contingency in the amount of $106,905, for the Hermosa Avenue Street Widening and Hermosa Avenue Pavement Rehabilitation Project and Authorization of an Appropriation in an amount of $430,000 from the Infrastructure Fund (Fund 198). This Project is exempt from the requirements of the California Environmental Quality Act (CEQA) per Government Code Section 15301 – Existing Facilities. (CITY) D8.Consideration of Amendment No. 2 to the Professional Services Agreement (Contract CO 2021­033) with Crisp Imaging for Records Backfile Conversion, Scanning, and Quality Control Services and Increase to the Contract Amount Not to Exceed $275,000. (CITY) D9.Consideration to Accept the CDBG Concrete Rehabilitation Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D10.Consideration to Accept the Traffic Signal Battery Backup Systems Replacement FY 21­22 Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D11.Consideration to Accept as Complete, File a Notice of Completion, Authorize Release of Retention and Bonds for the Traffic Signal Modification at Base Line Road and Spruce Avenue Project, and Reappropriate Remaining Funds. (CITY) D12.Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2023­004) (RESOLUTION NO. 2023­037) (CITY/FIRE) E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing of the City of Rancho Cucamonga to Consider a Resolution Amending Electric Rates, Pursuant to the Requirements and Authority of Chapter 3.46 of Title 3 of the Rancho Cucamonga Municipal Code and Introduce and Conduct First Reading of Ordinance No. 1018 to be Read by Title Only and Waive Further Reading, Amending Chapter 3.46.130 Concerning Municipal Utility Rates and Optional Rates. (RESOLUTION NO. 2023­038) (ORDINANCE NO. 1018) (CITY) G2.Public Hearing for the Approval of the Draft 2023­2024 Action Plan for the Community Development Block Grant (CDBG) Program. (CITY) H. CITY MANAGER'S STAFF REPORT(S) H1.Quarterly Development Update – First Quarter 2023. (CITY) I. COUNCIL BUSINESS I1.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I2.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC , City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least Seventy​Two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive, Rancho Cucamonga, California and on the City's website LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive by building on our foundation and success as a world class community.” Page 1 MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottAshley Stickler CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAApril 19, 202310500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TAPIA CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It is the Intent to conclude the meeting by 10:00 p.m.unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings of meetings can befound at https://www.cityofrc.us/your­government/city­council­agendas or by contacting the City Clerk's Office at909­774­2023. Live Broadcast available on Channel 3 (RCTV­3).Any documents distributed to a majority of the City Council regarding any item on this agenda after distribution ofthe agenda packet will be made available in the City Clerk Services Department during normal business hours atCity Hall located at 10500 Civic Center Drive, Rancho Cucamonga, CA 91730. In addition, such documents will beposted on the City’s website at https://www.cityofrc.us/your­government/city­council­agendas.CLOSED SESSION – 4:30 P.M.  TAPIA CONFERENCE ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott and SticklerA. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C. CITY MANAGER ANNOUNCEMENTSD. CONDUCT OF CLOSED SESSIOND1.CONFERENCE WITH LABOR NEGOTIATORS JENIFER PHILLIPS, DEPUTY DIRECTOR OFHUMAN RESOURCES; ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR; AND NOAHDANIELS, FINANCE DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274 AND FIRE MANAGEMENT EMPLOYEES GROUP. (CITY/FIRE) D2.CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9; NAME OF CASE: CITY OF RANCHO CUCAMONGA V. THM ENTERPRISES, LLC, SBSC CASE NO.: CIVSB2115208. (CITY) D3.CONFERENCE WITH LEGAL COUNSEL ​ ANTICIPATED LITIGATION: SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO PARAGRAPH (2) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9: 1 CASE. THE CITY HAS RECEIVED A LETTER FROM RESIDENTS OF THE WEAVER LANE ESTATES DEVELOPMENT (TRACT 20042) THREATENING LITIGATION AS A RESULT OF ACCESS DESIGN AND INCOMPLETE IMPROVEMENTS WITHIN THE DEVELOPMENT. THE LETTER IS AVAILABLE FOR INSPECTION IN THE CITY CLERK’S OFFICE. (CITY) D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 1089­593­01­0000 COMMONLY KNOWN AS ADDRESS 7150 ETIWANDA, RANCHO CUCAMONGA, CA 91730; NEGOTIATING PARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITY DEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JIM BANKS REPRESENTING ETIWANDA HISTORIC SOCIETY, REGARDING PRICE AND TERMS. (CITY) D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 0227­121­56­0000 COMMONLY KNOWN AS ADDRESS 7089 ETIWANDA AVENUE, RANCHO CUCAMONGA, CA 91730; NEGOTIATING PARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITY DEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, RAYMOND WOLFE, EXECUTIVE DIRECTOR, REPRESENTING SAN BERNARDINO COUNTY TRANSPORTATION AUTHORITY (SBCTA), REGARDING PRICE AND TERMS. (CITY) D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR THE SALE OF PROPERTY GENERALLY LOCATED AT THE NORTH WEST CORNER OF HAVEN AVENUE AND CIVIC CENTER DRIVE IDENTIFIED AS PARCEL NUMBER 0208​331​40; AND 0208​331​47; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER AND MATT BURRIS, DEPUTY CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA; AND CHRIS HYUN, JRC REAL ESTATE INVESTMENT CORP REGARDING PRICE AND TERMS OF PAYMENT. (CITY) D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8408 ROCHESTER AVENUE, RANCHO CUCAMONGA, CA 91730 (RANCHO CUCAMONGA EPICENTER STADIUM); AGENCY NEGOTIATORS: JOHN GILLISON AND ELISA COX, REPRESENTING THE CITY OF RANCHO CUCAMONGA; NEGOTIATING PARTY: RANCHO BASEBALL LLC; REGARDING PRICE AND TERMS OF PAYMENT. (CITY) E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the Council Chambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. REGULAR MEETING – 7:00 P.M. COUNCIL CHAMBERS PLEDGE OF ALLEGIANCE ROLL CALL:Mayor Michael Mayor Pro Tem Kennedy Council Members Hutchison, Scott and Stickler A. AMENDMENTS TO THE AGENDA B. ANNOUNCEMENT / PRESENTATIONS B1.Presentation of Certificates of Recognition to Los Osos Girls Basketball Team for Winning the CIF State Division 3 Girls Basketball Championship. B2.Presentation of Certificates of Recognition to Chaffey College Women’s Soccer Team for Competing in the CA Community College Athletic Association (CCCAA) State Final Championships. B3.Presentation of a Certificate of Recognition to the Dairy Council of California for their Support in Nutrition Education at the 2023 Teen Summit. C. PUBLIC COMMUNICATIONS Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority. This is the time and place for the general public to address the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council on any item listed or not listed on the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council from addressing any issue not previously included on the Agenda. The Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Mayor, depending upon the number of individuals desiring to speak. All communications are to be addressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. This is a professional business meeting and courtesy and decorum are expected. Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting. The public communications period will not exceed one hour prior to the commencement of the business portion of the agenda. During this one hour period, all those who wish to speak on a topic contained in the business portion of the agenda will be given priority, and no further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion of the agenda commences. Any other public communications which have not concluded during this one hour period may resume after the regular business portion of the agenda has been completed. CONSENT CALENDARS: The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion. Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority and may act on the consent calendar for those bodies as part of a single motion with the City Council consent calendar. D. CONSENT CALENDAR D1.Consideration of Meeting Minutes for Regular Meetings of April 5, 2023. D2.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of $2,023,883.88 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $2,659,641.94 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE) D3.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $56,536.83 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE) D4.Consideration to Receive and File Current Investment Schedules as of March 31, 2023 for the City of Rancho Cucamonga and the Rancho Cucamonga Fire Protection District. (CITY/FIRE) D5.Consideration of the Purchase of the First­In Alerting System for Fire Station 178 from Westnet, Inc. as a Single Source Vendor in the Amount of $165,580. (FIRE) D6.Consideration of a Professional Services Agreement with MDG Associates, Inc. for Administration, and Monitoring Services for the Community Development Block Grant Program (CDBG) in the Amount of $183,000.00. (CITY) D7.Consideration of a Contract with Gentry Brother’s, Inc., in the Amount of $1,069,056 Plus a 10% Contingency in the amount of $106,905, for the Hermosa Avenue Street Widening and Hermosa Avenue Pavement Rehabilitation Project and Authorization of an Appropriation in an amount of $430,000 from the Infrastructure Fund (Fund 198). This Project is exempt from the requirements of the California Environmental Quality Act (CEQA) per Government Code Section 15301 – Existing Facilities. (CITY) D8.Consideration of Amendment No. 2 to the Professional Services Agreement (Contract CO 2021­033) with Crisp Imaging for Records Backfile Conversion, Scanning, and Quality Control Services and Increase to the Contract Amount Not to Exceed $275,000. (CITY) D9.Consideration to Accept the CDBG Concrete Rehabilitation Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D10.Consideration to Accept the Traffic Signal Battery Backup Systems Replacement FY 21­22 Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D11.Consideration to Accept as Complete, File a Notice of Completion, Authorize Release of Retention and Bonds for the Traffic Signal Modification at Base Line Road and Spruce Avenue Project, and Reappropriate Remaining Funds. (CITY) D12.Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2023­004) (RESOLUTION NO. 2023­037) (CITY/FIRE) E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing of the City of Rancho Cucamonga to Consider a Resolution Amending Electric Rates, Pursuant to the Requirements and Authority of Chapter 3.46 of Title 3 of the Rancho Cucamonga Municipal Code and Introduce and Conduct First Reading of Ordinance No. 1018 to be Read by Title Only and Waive Further Reading, Amending Chapter 3.46.130 Concerning Municipal Utility Rates and Optional Rates. (RESOLUTION NO. 2023­038) (ORDINANCE NO. 1018) (CITY) G2.Public Hearing for the Approval of the Draft 2023­2024 Action Plan for the Community Development Block Grant (CDBG) Program. (CITY) H. CITY MANAGER'S STAFF REPORT(S) H1.Quarterly Development Update – First Quarter 2023. (CITY) I. COUNCIL BUSINESS I1.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I2.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC , City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least Seventy​Two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive, Rancho Cucamonga, California and on the City's website LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive by building on our foundation and success as a world class community.” Page 2 MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottAshley Stickler CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAApril 19, 202310500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TAPIA CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It is the Intent to conclude the meeting by 10:00 p.m.unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings of meetings can befound at https://www.cityofrc.us/your­government/city­council­agendas or by contacting the City Clerk's Office at909­774­2023. Live Broadcast available on Channel 3 (RCTV­3).Any documents distributed to a majority of the City Council regarding any item on this agenda after distribution ofthe agenda packet will be made available in the City Clerk Services Department during normal business hours atCity Hall located at 10500 Civic Center Drive, Rancho Cucamonga, CA 91730. In addition, such documents will beposted on the City’s website at https://www.cityofrc.us/your­government/city­council­agendas.CLOSED SESSION – 4:30 P.M.  TAPIA CONFERENCE ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott and SticklerA. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C. CITY MANAGER ANNOUNCEMENTSD. CONDUCT OF CLOSED SESSIOND1.CONFERENCE WITH LABOR NEGOTIATORS JENIFER PHILLIPS, DEPUTY DIRECTOR OFHUMAN RESOURCES; ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR; AND NOAHDANIELS, FINANCE DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDINGLABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274 ANDFIRE MANAGEMENT EMPLOYEES GROUP. (CITY/FIRE)D2.CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION PURSUANT TO PARAGRAPH (1)OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9; NAME OF CASE: CITY OFRANCHO CUCAMONGA V. THM ENTERPRISES, LLC, SBSC CASE NO.: CIVSB2115208. (CITY)D3.CONFERENCE WITH LEGAL COUNSEL ​ ANTICIPATED LITIGATION: SIGNIFICANT EXPOSURE TOLITIGATION PURSUANT TO PARAGRAPH (2) OF SUBDIVISION (D) OF GOVERNMENT CODESECTION 54956.9: 1 CASE. THE CITY HAS RECEIVED A LETTER FROM RESIDENTS OF THEWEAVER LANE ESTATES DEVELOPMENT (TRACT 20042) THREATENING LITIGATION AS ARESULT OF ACCESS DESIGN AND INCOMPLETE IMPROVEMENTS WITHIN THEDEVELOPMENT. THE LETTER IS AVAILABLE FOR INSPECTION IN THE CITY CLERK’S OFFICE.(CITY)D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 1089­593­01­0000 COMMONLYKNOWN AS ADDRESS 7150 ETIWANDA, RANCHO CUCAMONGA, CA 91730; NEGOTIATINGPARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITYDEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JIM BANKSREPRESENTING ETIWANDA HISTORIC SOCIETY, REGARDING PRICE AND TERMS. (CITY)D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 0227­121­56­0000 COMMONLYKNOWN AS ADDRESS 7089 ETIWANDA AVENUE, RANCHO CUCAMONGA, CA 91730;NEGOTIATING PARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITYDEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, RAYMOND WOLFE,EXECUTIVE DIRECTOR, REPRESENTING SAN BERNARDINO COUNTY TRANSPORTATIONAUTHORITY (SBCTA), REGARDING PRICE AND TERMS. (CITY)D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR THE SALE OF PROPERTY GENERALLY LOCATED AT THE NORTH WESTCORNER OF HAVEN AVENUE AND CIVIC CENTER DRIVE IDENTIFIED AS PARCEL NUMBER0208​331​40; AND 0208​331​47; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER ANDMATT BURRIS, DEPUTY CITY MANAGER REPRESENTING THE CITY OF RANCHOCUCAMONGA; AND CHRIS HYUN, JRC REAL ESTATE INVESTMENT CORP REGARDING PRICEAND TERMS OF PAYMENT. (CITY)D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8408 ROCHESTER AVENUE, RANCHO CUCAMONGA,CA 91730 (RANCHO CUCAMONGA EPICENTER STADIUM); AGENCY NEGOTIATORS: JOHNGILLISON AND ELISA COX, REPRESENTING THE CITY OF RANCHO CUCAMONGA;NEGOTIATING PARTY: RANCHO BASEBALL LLC; REGARDING PRICE AND TERMS OF PAYMENT.(CITY)E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the Council Chambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. REGULAR MEETING – 7:00 P.M. COUNCIL CHAMBERS PLEDGE OF ALLEGIANCE ROLL CALL:Mayor Michael Mayor Pro Tem Kennedy Council Members Hutchison, Scott and Stickler A. AMENDMENTS TO THE AGENDA B. ANNOUNCEMENT / PRESENTATIONS B1.Presentation of Certificates of Recognition to Los Osos Girls Basketball Team for Winning the California Interscholastic Federation (CIF) State Division 3 Girls Basketball Championship. B2.Presentation of Certificates of Recognition to Chaffey College Women’s Soccer Team for Competing in the California Community College Athletic Association (CCCAA) State Final Championships. B3.Presentation of a Certificate of Recognition to the Dairy Council of California for their Support in Nutrition Education at the 2023 Teen Summit. C. PUBLIC COMMUNICATIONS Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority. This is the time and place for the general public to address the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council on any item listed or not listed on the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council from addressing any issue not previously included on the Agenda. The Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Mayor, depending upon the number of individuals desiring to speak. All communications are to be addressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. This is a professional business meeting and courtesy and decorum are expected. Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting. The public communications period will not exceed one hour prior to the commencement of the business portion of the agenda. During this one hour period, all those who wish to speak on a topic contained in the business portion of the agenda will be given priority, and no further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion of the agenda commences. Any other public communications which have not concluded during this one hour period may resume after the regular business portion of the agenda has been completed. CONSENT CALENDARS: The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion. Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority and may act on the consent calendar for those bodies as part of a single motion with the City Council consent calendar. D. CONSENT CALENDAR D1.Consideration of Meeting Minutes for Regular Meetings of April 5, 2023. D2.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of $2,023,883.88 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $2,659,641.94 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE) D3.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $56,536.83 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE) D4.Consideration to Receive and File Current Investment Schedules as of March 31, 2023 for the City of Rancho Cucamonga and the Rancho Cucamonga Fire Protection District. (CITY/FIRE) D5.Consideration of the Purchase of the First­In Alerting System for Fire Station 178 from Westnet, Inc. as a Single Source Vendor in the Amount of $165,580. (FIRE) D6.Consideration of a Professional Services Agreement with MDG Associates, Inc. for Administration, and Monitoring Services for the Community Development Block Grant Program (CDBG) in the Amount of $183,000.00. (CITY) D7.Consideration of a Contract with Gentry Brother’s, Inc., in the Amount of $1,069,056 Plus a 10% Contingency in the Amount of $106,905, for the Hermosa Avenue Street Widening and Hermosa Avenue Pavement Rehabilitation Project and Authorization of an Appropriation in an Amount of $430,000 from the Infrastructure Fund (Fund 198). This Project is Exempt from the Requirements of the California Environmental Quality Act (CEQA) per Government Code Section 15301 – Existing Facilities. (CITY) D8.Consideration of Amendment No. 2 to the Professional Services Agreement (Contract CO 2021­033) with Crisp Imaging for Records Backfile Conversion, Scanning, and Quality Control Services and Increase to the Contract Amount Not to Exceed $275,000. (CITY) D9.Consideration to Accept the CDBG Concrete Rehabilitation Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D10.Consideration to Accept the Traffic Signal Battery Backup Systems Replacement FY 21­22 Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D11.Consideration to Accept as Complete, File a Notice of Completion, Authorize Release of Retention and Bonds for the Traffic Signal Modification at Base Line Road and Spruce Avenue Project, and Reappropriate Remaining Funds. (CITY) D12.Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction and Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2023­004) (RESOLUTION NO. 2023­037) (CITY/FIRE) E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing of the City of Rancho Cucamonga to Consider a Resolution Amending Electric Rates, Pursuant to the Requirements and Authority of Chapter 3.46 of Title 3 of the Rancho Cucamonga Municipal Code and Introduce and Conduct First Reading of Ordinance No. 1018 to be Read by Title Only and Waive Further Reading, Amending Chapter 3.46.130 Concerning Municipal Utility Rates and Optional Rates. (RESOLUTION NO. 2023­038) (ORDINANCE NO. 1018) (CITY) G2.Public Hearing for the Approval of the Draft 2023­2024 Action Plan for the Community Development Block Grant (CDBG) Program. (CITY) H. CITY MANAGER'S STAFF REPORT(S) H1.Quarterly Development Update – First Quarter 2023. (CITY) I. COUNCIL BUSINESS I1.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I2.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC, City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least Seventy​Two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive, Rancho Cucamonga, California and on the City's website LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired. CITY COUNCIL VISION STATEMENT “Our Vision is to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive by building on our foundation and success as a world class community.” Page 3 --- --- --- MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottAshley Stickler CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAApril 19, 202310500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TAPIA CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It is the Intent to conclude the meeting by 10:00 p.m.unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings of meetings can befound at https://www.cityofrc.us/your­government/city­council­agendas or by contacting the City Clerk's Office at909­774­2023. Live Broadcast available on Channel 3 (RCTV­3).Any documents distributed to a majority of the City Council regarding any item on this agenda after distribution ofthe agenda packet will be made available in the City Clerk Services Department during normal business hours atCity Hall located at 10500 Civic Center Drive, Rancho Cucamonga, CA 91730. In addition, such documents will beposted on the City’s website at https://www.cityofrc.us/your­government/city­council­agendas.CLOSED SESSION – 4:30 P.M.  TAPIA CONFERENCE ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott and SticklerA. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C. CITY MANAGER ANNOUNCEMENTSD. CONDUCT OF CLOSED SESSIOND1.CONFERENCE WITH LABOR NEGOTIATORS JENIFER PHILLIPS, DEPUTY DIRECTOR OFHUMAN RESOURCES; ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR; AND NOAHDANIELS, FINANCE DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDINGLABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274 ANDFIRE MANAGEMENT EMPLOYEES GROUP. (CITY/FIRE)D2.CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION PURSUANT TO PARAGRAPH (1)OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9; NAME OF CASE: CITY OFRANCHO CUCAMONGA V. THM ENTERPRISES, LLC, SBSC CASE NO.: CIVSB2115208. (CITY)D3.CONFERENCE WITH LEGAL COUNSEL ​ ANTICIPATED LITIGATION: SIGNIFICANT EXPOSURE TOLITIGATION PURSUANT TO PARAGRAPH (2) OF SUBDIVISION (D) OF GOVERNMENT CODESECTION 54956.9: 1 CASE. THE CITY HAS RECEIVED A LETTER FROM RESIDENTS OF THEWEAVER LANE ESTATES DEVELOPMENT (TRACT 20042) THREATENING LITIGATION AS ARESULT OF ACCESS DESIGN AND INCOMPLETE IMPROVEMENTS WITHIN THEDEVELOPMENT. THE LETTER IS AVAILABLE FOR INSPECTION IN THE CITY CLERK’S OFFICE.(CITY)D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 1089­593­01­0000 COMMONLYKNOWN AS ADDRESS 7150 ETIWANDA, RANCHO CUCAMONGA, CA 91730; NEGOTIATINGPARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITYDEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JIM BANKSREPRESENTING ETIWANDA HISTORIC SOCIETY, REGARDING PRICE AND TERMS. (CITY)D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 0227­121­56­0000 COMMONLYKNOWN AS ADDRESS 7089 ETIWANDA AVENUE, RANCHO CUCAMONGA, CA 91730;NEGOTIATING PARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITYDEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, RAYMOND WOLFE,EXECUTIVE DIRECTOR, REPRESENTING SAN BERNARDINO COUNTY TRANSPORTATIONAUTHORITY (SBCTA), REGARDING PRICE AND TERMS. (CITY)D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR THE SALE OF PROPERTY GENERALLY LOCATED AT THE NORTH WESTCORNER OF HAVEN AVENUE AND CIVIC CENTER DRIVE IDENTIFIED AS PARCEL NUMBER0208​331​40; AND 0208​331​47; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER ANDMATT BURRIS, DEPUTY CITY MANAGER REPRESENTING THE CITY OF RANCHOCUCAMONGA; AND CHRIS HYUN, JRC REAL ESTATE INVESTMENT CORP REGARDING PRICEAND TERMS OF PAYMENT. (CITY)D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8408 ROCHESTER AVENUE, RANCHO CUCAMONGA,CA 91730 (RANCHO CUCAMONGA EPICENTER STADIUM); AGENCY NEGOTIATORS: JOHNGILLISON AND ELISA COX, REPRESENTING THE CITY OF RANCHO CUCAMONGA;NEGOTIATING PARTY: RANCHO BASEBALL LLC; REGARDING PRICE AND TERMS OF PAYMENT.(CITY)E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the CouncilChambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California.REGULAR MEETING – 7:00 P.M.COUNCIL CHAMBERSPLEDGE OF ALLEGIANCEROLL CALL:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott and SticklerA. AMENDMENTS TO THE AGENDAB. ANNOUNCEMENT / PRESENTATIONSB1.Presentation of Certificates of Recognition to Los Osos Girls Basketball Team for Winning the CIFState Division 3 Girls Basketball Championship.B2.Presentation of Certificates of Recognition to Chaffey College Women’s Soccer Team for Competingin the CA Community College Athletic Association (CCCAA) State Final Championships.B3.Presentation of a Certificate of Recognition to the Dairy Council of California for their Support inNutrition Education at the 2023 Teen Summit.C. PUBLIC COMMUNICATIONSMembers of the City Council also sit as the Fire Board, Housing Successor Agency, SuccessorAgency, and Public Finance Authority. This is the time and place for the general public to addressthe Fire Protection District, Housing Successor Agency, Successor Agency, Public FinancingAuthority Board, and City Council on any item listed or not listed on the agenda. State law prohibits theFire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board,and City Council from addressing any issue not previously included on the Agenda. The Fire ProtectionDistrict, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Councilmay receive testimony and set the matter for a subsequent meeting.Comments are to be limited to five minutes per individual or less, as deemed necessary by theMayor, depending upon the number of individuals desiring to speak. All communications are to beaddressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to themembers of the audience. This is a professional business meeting and courtesy and decorum are expected.Please refrain from any debate between audience and speaker, making loud noises, or engaging in anyactivity which might be disruptive to the decorum of the meeting.The public communications period will not exceed one hour prior to the commencement of thebusiness portion of the agenda. During this one hour period, all those who wish to speak on a topiccontained in the business portion of the agenda will be given priority, and no further speaker cards for thesebusiness items (with the exception of public hearing items) will be accepted once the business portion of the agenda commences. Any other public communications which have not concluded during this one hour period may resume after the regular business portion of the agenda has been completed. CONSENT CALENDARS: The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion. Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority and may act on the consent calendar for those bodies as part of a single motion with the City Council consent calendar. D. CONSENT CALENDAR D1.Consideration of Meeting Minutes for Regular Meetings of April 5, 2023. D2.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of $2,023,883.88 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $2,659,641.94 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE) D3.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $56,536.83 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE) D4.Consideration to Receive and File Current Investment Schedules as of March 31, 2023 for the City of Rancho Cucamonga and the Rancho Cucamonga Fire Protection District. (CITY/FIRE) D5.Consideration of the Purchase of the First­In Alerting System for Fire Station 178 from Westnet, Inc. as a Single Source Vendor in the Amount of $165,580. (FIRE) D6.Consideration of a Professional Services Agreement with MDG Associates, Inc. for Administration, and Monitoring Services for the Community Development Block Grant Program (CDBG) in the Amount of $183,000.00. (CITY) D7.Consideration of a Contract with Gentry Brother’s, Inc., in the Amount of $1,069,056 Plus a 10% Contingency in the amount of $106,905, for the Hermosa Avenue Street Widening and Hermosa Avenue Pavement Rehabilitation Project and Authorization of an Appropriation in an amount of $430,000 from the Infrastructure Fund (Fund 198). This Project is exempt from the requirements of the California Environmental Quality Act (CEQA) per Government Code Section 15301 – Existing Facilities. (CITY) D8.Consideration of Amendment No. 2 to the Professional Services Agreement (Contract CO 2021­033) with Crisp Imaging for Records Backfile Conversion, Scanning, and Quality Control Services and Increase to the Contract Amount Not to Exceed $275,000. (CITY) D9.Consideration to Accept the CDBG Concrete Rehabilitation Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D10.Consideration to Accept the Traffic Signal Battery Backup Systems Replacement FY 21­22 Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D11.Consideration to Accept as Complete, File a Notice of Completion, Authorize Release of Retention and Bonds for the Traffic Signal Modification at Base Line Road and Spruce Avenue Project, and Reappropriate Remaining Funds. (CITY) D12.Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2023­004) (RESOLUTION NO. 2023­037) (CITY/FIRE) E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing of the City of Rancho Cucamonga to Consider a Resolution Amending Electric Rates, Pursuant to the Requirements and Authority of Chapter 3.46 of Title 3 of the Rancho Cucamonga Municipal Code and Introduce and Conduct First Reading of Ordinance No. 1018 to be Read by Title Only and Waive Further Reading, Amending Chapter 3.46.130 Concerning Municipal Utility Rates and Optional Rates. (RESOLUTION NO. 2023­038) (ORDINANCE NO. 1018) (CITY) G2.Public Hearing for the Approval of the Draft 2023­2024 Action Plan for the Community Development Block Grant (CDBG) Program. (CITY) H. CITY MANAGER'S STAFF REPORT(S) H1.Quarterly Development Update – First Quarter 2023. (CITY) I. COUNCIL BUSINESS I1.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I2.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC , City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least Seventy​Two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive, Rancho Cucamonga, California and on the City's website LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive by building on our foundation and success as a world class community.” Page 4 7 12 20 22 86 88 111 116 122 MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottAshley Stickler CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAApril 19, 202310500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TAPIA CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It is the Intent to conclude the meeting by 10:00 p.m.unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings of meetings can befound at https://www.cityofrc.us/your­government/city­council­agendas or by contacting the City Clerk's Office at909­774­2023. Live Broadcast available on Channel 3 (RCTV­3).Any documents distributed to a majority of the City Council regarding any item on this agenda after distribution ofthe agenda packet will be made available in the City Clerk Services Department during normal business hours atCity Hall located at 10500 Civic Center Drive, Rancho Cucamonga, CA 91730. In addition, such documents will beposted on the City’s website at https://www.cityofrc.us/your­government/city­council­agendas.CLOSED SESSION – 4:30 P.M.  TAPIA CONFERENCE ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott and SticklerA. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C. CITY MANAGER ANNOUNCEMENTSD. CONDUCT OF CLOSED SESSIOND1.CONFERENCE WITH LABOR NEGOTIATORS JENIFER PHILLIPS, DEPUTY DIRECTOR OFHUMAN RESOURCES; ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR; AND NOAHDANIELS, FINANCE DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDINGLABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274 ANDFIRE MANAGEMENT EMPLOYEES GROUP. (CITY/FIRE)D2.CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION PURSUANT TO PARAGRAPH (1)OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9; NAME OF CASE: CITY OFRANCHO CUCAMONGA V. THM ENTERPRISES, LLC, SBSC CASE NO.: CIVSB2115208. (CITY)D3.CONFERENCE WITH LEGAL COUNSEL ​ ANTICIPATED LITIGATION: SIGNIFICANT EXPOSURE TOLITIGATION PURSUANT TO PARAGRAPH (2) OF SUBDIVISION (D) OF GOVERNMENT CODESECTION 54956.9: 1 CASE. THE CITY HAS RECEIVED A LETTER FROM RESIDENTS OF THEWEAVER LANE ESTATES DEVELOPMENT (TRACT 20042) THREATENING LITIGATION AS ARESULT OF ACCESS DESIGN AND INCOMPLETE IMPROVEMENTS WITHIN THEDEVELOPMENT. THE LETTER IS AVAILABLE FOR INSPECTION IN THE CITY CLERK’S OFFICE.(CITY)D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 1089­593­01­0000 COMMONLYKNOWN AS ADDRESS 7150 ETIWANDA, RANCHO CUCAMONGA, CA 91730; NEGOTIATINGPARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITYDEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JIM BANKSREPRESENTING ETIWANDA HISTORIC SOCIETY, REGARDING PRICE AND TERMS. (CITY)D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 0227­121­56­0000 COMMONLYKNOWN AS ADDRESS 7089 ETIWANDA AVENUE, RANCHO CUCAMONGA, CA 91730;NEGOTIATING PARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITYDEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, RAYMOND WOLFE,EXECUTIVE DIRECTOR, REPRESENTING SAN BERNARDINO COUNTY TRANSPORTATIONAUTHORITY (SBCTA), REGARDING PRICE AND TERMS. (CITY)D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR THE SALE OF PROPERTY GENERALLY LOCATED AT THE NORTH WESTCORNER OF HAVEN AVENUE AND CIVIC CENTER DRIVE IDENTIFIED AS PARCEL NUMBER0208​331​40; AND 0208​331​47; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER ANDMATT BURRIS, DEPUTY CITY MANAGER REPRESENTING THE CITY OF RANCHOCUCAMONGA; AND CHRIS HYUN, JRC REAL ESTATE INVESTMENT CORP REGARDING PRICEAND TERMS OF PAYMENT. (CITY)D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8408 ROCHESTER AVENUE, RANCHO CUCAMONGA,CA 91730 (RANCHO CUCAMONGA EPICENTER STADIUM); AGENCY NEGOTIATORS: JOHNGILLISON AND ELISA COX, REPRESENTING THE CITY OF RANCHO CUCAMONGA;NEGOTIATING PARTY: RANCHO BASEBALL LLC; REGARDING PRICE AND TERMS OF PAYMENT.(CITY)E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the CouncilChambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California.REGULAR MEETING – 7:00 P.M.COUNCIL CHAMBERSPLEDGE OF ALLEGIANCEROLL CALL:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott and SticklerA. AMENDMENTS TO THE AGENDAB. ANNOUNCEMENT / PRESENTATIONSB1.Presentation of Certificates of Recognition to Los Osos Girls Basketball Team for Winning the CIFState Division 3 Girls Basketball Championship.B2.Presentation of Certificates of Recognition to Chaffey College Women’s Soccer Team for Competingin the CA Community College Athletic Association (CCCAA) State Final Championships.B3.Presentation of a Certificate of Recognition to the Dairy Council of California for their Support inNutrition Education at the 2023 Teen Summit.C. PUBLIC COMMUNICATIONSMembers of the City Council also sit as the Fire Board, Housing Successor Agency, SuccessorAgency, and Public Finance Authority. This is the time and place for the general public to addressthe Fire Protection District, Housing Successor Agency, Successor Agency, Public FinancingAuthority Board, and City Council on any item listed or not listed on the agenda. State law prohibits theFire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board,and City Council from addressing any issue not previously included on the Agenda. The Fire ProtectionDistrict, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Councilmay receive testimony and set the matter for a subsequent meeting.Comments are to be limited to five minutes per individual or less, as deemed necessary by theMayor, depending upon the number of individuals desiring to speak. All communications are to beaddressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to themembers of the audience. This is a professional business meeting and courtesy and decorum are expected.Please refrain from any debate between audience and speaker, making loud noises, or engaging in anyactivity which might be disruptive to the decorum of the meeting.The public communications period will not exceed one hour prior to the commencement of thebusiness portion of the agenda. During this one hour period, all those who wish to speak on a topiccontained in the business portion of the agenda will be given priority, and no further speaker cards for thesebusiness items (with the exception of public hearing items) will be accepted once the business portion of theagenda commences. Any other public communications which have not concluded during this one hour periodmay resume after the regular business portion of the agenda has been completed.CONSENT CALENDARS:The following Consent Calendar items are expected to be routine and noncontroversial. They will be actedupon without discussion unless an item is removed by Council Member for discussion.Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, andPublic Finance Authority and may act on the consent calendar for those bodies as part of a single motion withthe City Council consent calendar.D. CONSENT CALENDARD1.Consideration of Meeting Minutes for Regular Meetings of April 5, 2023.D2.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of$2,023,883.88 and City and Fire District Weekly Check Registers (Excluding Checks Issued toSouthern California Gas Company) in the Total Amount of $2,659,641.94 Dated March 28,2023, Through April 09, 2023. (CITY/FIRE)D3.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued toSouthern California Gas Company in the Total Amount of $56,536.83 Dated March 28, 2023,Through April 09, 2023. (CITY/FIRE)D4.Consideration to Receive and File Current Investment Schedules as of March 31, 2023 for theCity of Rancho Cucamonga and the Rancho Cucamonga Fire Protection District. (CITY/FIRE)D5.Consideration of the Purchase of the First­In Alerting System for Fire Station 178 from Westnet,Inc. as a Single Source Vendor in the Amount of $165,580. (FIRE)D6.Consideration of a Professional Services Agreement with MDG Associates, Inc. forAdministration, and Monitoring Services for the Community Development Block Grant Program(CDBG) in the Amount of $183,000.00. (CITY)D7.Consideration of a Contract with Gentry Brother’s, Inc., in the Amount of $1,069,056 Plus a10% Contingency in the amount of $106,905, for the Hermosa Avenue Street Widening andHermosa Avenue Pavement Rehabilitation Project and Authorization of an Appropriation in anamount of $430,000 from the Infrastructure Fund (Fund 198). This Project is exempt from therequirements of the California Environmental Quality Act (CEQA) per Government CodeSection 15301 – Existing Facilities. (CITY)D8.Consideration of Amendment No. 2 to the Professional Services Agreement (Contract CO2021­033) with Crisp Imaging for Records Backfile Conversion, Scanning, and Quality ControlServices and Increase to the Contract Amount Not to Exceed $275,000. (CITY) D9.Consideration to Accept the CDBG Concrete Rehabilitation Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D10.Consideration to Accept the Traffic Signal Battery Backup Systems Replacement FY 21­22 Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D11.Consideration to Accept as Complete, File a Notice of Completion, Authorize Release of Retention and Bonds for the Traffic Signal Modification at Base Line Road and Spruce Avenue Project, and Reappropriate Remaining Funds. (CITY) D12.Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2023­004) (RESOLUTION NO. 2023­037) (CITY/FIRE) E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing of the City of Rancho Cucamonga to Consider a Resolution Amending Electric Rates, Pursuant to the Requirements and Authority of Chapter 3.46 of Title 3 of the Rancho Cucamonga Municipal Code and Introduce and Conduct First Reading of Ordinance No. 1018 to be Read by Title Only and Waive Further Reading, Amending Chapter 3.46.130 Concerning Municipal Utility Rates and Optional Rates. (RESOLUTION NO. 2023­038) (ORDINANCE NO. 1018) (CITY) G2.Public Hearing for the Approval of the Draft 2023­2024 Action Plan for the Community Development Block Grant (CDBG) Program. (CITY) H. CITY MANAGER'S STAFF REPORT(S) H1.Quarterly Development Update – First Quarter 2023. (CITY) I. COUNCIL BUSINESS I1.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I2.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC , City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least Seventy​Two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive, Rancho Cucamonga, California and on the City's website LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive by building on our foundation and success as a world class community.” Page 5 125 128 132 285 332 395 --- --- MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottAshley Stickler CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAApril 19, 202310500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TAPIA CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It is the Intent to conclude the meeting by 10:00 p.m.unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings of meetings can befound at https://www.cityofrc.us/your­government/city­council­agendas or by contacting the City Clerk's Office at909­774­2023. Live Broadcast available on Channel 3 (RCTV­3).Any documents distributed to a majority of the City Council regarding any item on this agenda after distribution ofthe agenda packet will be made available in the City Clerk Services Department during normal business hours atCity Hall located at 10500 Civic Center Drive, Rancho Cucamonga, CA 91730. In addition, such documents will beposted on the City’s website at https://www.cityofrc.us/your­government/city­council­agendas.CLOSED SESSION – 4:30 P.M.  TAPIA CONFERENCE ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott and SticklerA. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C. CITY MANAGER ANNOUNCEMENTSD. CONDUCT OF CLOSED SESSIOND1.CONFERENCE WITH LABOR NEGOTIATORS JENIFER PHILLIPS, DEPUTY DIRECTOR OFHUMAN RESOURCES; ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR; AND NOAHDANIELS, FINANCE DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDINGLABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274 ANDFIRE MANAGEMENT EMPLOYEES GROUP. (CITY/FIRE)D2.CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION PURSUANT TO PARAGRAPH (1)OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9; NAME OF CASE: CITY OFRANCHO CUCAMONGA V. THM ENTERPRISES, LLC, SBSC CASE NO.: CIVSB2115208. (CITY)D3.CONFERENCE WITH LEGAL COUNSEL ​ ANTICIPATED LITIGATION: SIGNIFICANT EXPOSURE TOLITIGATION PURSUANT TO PARAGRAPH (2) OF SUBDIVISION (D) OF GOVERNMENT CODESECTION 54956.9: 1 CASE. THE CITY HAS RECEIVED A LETTER FROM RESIDENTS OF THEWEAVER LANE ESTATES DEVELOPMENT (TRACT 20042) THREATENING LITIGATION AS ARESULT OF ACCESS DESIGN AND INCOMPLETE IMPROVEMENTS WITHIN THEDEVELOPMENT. THE LETTER IS AVAILABLE FOR INSPECTION IN THE CITY CLERK’S OFFICE.(CITY)D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 1089­593­01­0000 COMMONLYKNOWN AS ADDRESS 7150 ETIWANDA, RANCHO CUCAMONGA, CA 91730; NEGOTIATINGPARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITYDEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JIM BANKSREPRESENTING ETIWANDA HISTORIC SOCIETY, REGARDING PRICE AND TERMS. (CITY)D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY IDENTIFIED AS PARCEL NUMBERS 0227­121­56­0000 COMMONLYKNOWN AS ADDRESS 7089 ETIWANDA AVENUE, RANCHO CUCAMONGA, CA 91730;NEGOTIATING PARTIES MATT BURRIS, DEPUTY CITY MANAGER ECONOMIC AND COMMUNITYDEVELOPMENT, REPRESENTING THE CITY OF RANCHO CUCAMONGA, RAYMOND WOLFE,EXECUTIVE DIRECTOR, REPRESENTING SAN BERNARDINO COUNTY TRANSPORTATIONAUTHORITY (SBCTA), REGARDING PRICE AND TERMS. (CITY)D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR THE SALE OF PROPERTY GENERALLY LOCATED AT THE NORTH WESTCORNER OF HAVEN AVENUE AND CIVIC CENTER DRIVE IDENTIFIED AS PARCEL NUMBER0208​331​40; AND 0208​331​47; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER ANDMATT BURRIS, DEPUTY CITY MANAGER REPRESENTING THE CITY OF RANCHOCUCAMONGA; AND CHRIS HYUN, JRC REAL ESTATE INVESTMENT CORP REGARDING PRICEAND TERMS OF PAYMENT. (CITY)D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8408 ROCHESTER AVENUE, RANCHO CUCAMONGA,CA 91730 (RANCHO CUCAMONGA EPICENTER STADIUM); AGENCY NEGOTIATORS: JOHNGILLISON AND ELISA COX, REPRESENTING THE CITY OF RANCHO CUCAMONGA;NEGOTIATING PARTY: RANCHO BASEBALL LLC; REGARDING PRICE AND TERMS OF PAYMENT.(CITY)E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the CouncilChambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California.REGULAR MEETING – 7:00 P.M.COUNCIL CHAMBERSPLEDGE OF ALLEGIANCEROLL CALL:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott and SticklerA. AMENDMENTS TO THE AGENDAB. ANNOUNCEMENT / PRESENTATIONSB1.Presentation of Certificates of Recognition to Los Osos Girls Basketball Team for Winning the CIFState Division 3 Girls Basketball Championship.B2.Presentation of Certificates of Recognition to Chaffey College Women’s Soccer Team for Competingin the CA Community College Athletic Association (CCCAA) State Final Championships.B3.Presentation of a Certificate of Recognition to the Dairy Council of California for their Support inNutrition Education at the 2023 Teen Summit.C. PUBLIC COMMUNICATIONSMembers of the City Council also sit as the Fire Board, Housing Successor Agency, SuccessorAgency, and Public Finance Authority. This is the time and place for the general public to addressthe Fire Protection District, Housing Successor Agency, Successor Agency, Public FinancingAuthority Board, and City Council on any item listed or not listed on the agenda. State law prohibits theFire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board,and City Council from addressing any issue not previously included on the Agenda. The Fire ProtectionDistrict, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Councilmay receive testimony and set the matter for a subsequent meeting.Comments are to be limited to five minutes per individual or less, as deemed necessary by theMayor, depending upon the number of individuals desiring to speak. All communications are to beaddressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to themembers of the audience. This is a professional business meeting and courtesy and decorum are expected.Please refrain from any debate between audience and speaker, making loud noises, or engaging in anyactivity which might be disruptive to the decorum of the meeting.The public communications period will not exceed one hour prior to the commencement of thebusiness portion of the agenda. During this one hour period, all those who wish to speak on a topiccontained in the business portion of the agenda will be given priority, and no further speaker cards for thesebusiness items (with the exception of public hearing items) will be accepted once the business portion of theagenda commences. Any other public communications which have not concluded during this one hour periodmay resume after the regular business portion of the agenda has been completed.CONSENT CALENDARS:The following Consent Calendar items are expected to be routine and noncontroversial. They will be actedupon without discussion unless an item is removed by Council Member for discussion.Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, andPublic Finance Authority and may act on the consent calendar for those bodies as part of a single motion withthe City Council consent calendar.D. CONSENT CALENDARD1.Consideration of Meeting Minutes for Regular Meetings of April 5, 2023.D2.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of$2,023,883.88 and City and Fire District Weekly Check Registers (Excluding Checks Issued toSouthern California Gas Company) in the Total Amount of $2,659,641.94 Dated March 28,2023, Through April 09, 2023. (CITY/FIRE)D3.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued toSouthern California Gas Company in the Total Amount of $56,536.83 Dated March 28, 2023,Through April 09, 2023. (CITY/FIRE)D4.Consideration to Receive and File Current Investment Schedules as of March 31, 2023 for theCity of Rancho Cucamonga and the Rancho Cucamonga Fire Protection District. (CITY/FIRE)D5.Consideration of the Purchase of the First­In Alerting System for Fire Station 178 from Westnet,Inc. as a Single Source Vendor in the Amount of $165,580. (FIRE)D6.Consideration of a Professional Services Agreement with MDG Associates, Inc. forAdministration, and Monitoring Services for the Community Development Block Grant Program(CDBG) in the Amount of $183,000.00. (CITY)D7.Consideration of a Contract with Gentry Brother’s, Inc., in the Amount of $1,069,056 Plus a10% Contingency in the amount of $106,905, for the Hermosa Avenue Street Widening andHermosa Avenue Pavement Rehabilitation Project and Authorization of an Appropriation in anamount of $430,000 from the Infrastructure Fund (Fund 198). This Project is exempt from therequirements of the California Environmental Quality Act (CEQA) per Government CodeSection 15301 – Existing Facilities. (CITY)D8.Consideration of Amendment No. 2 to the Professional Services Agreement (Contract CO2021­033) with Crisp Imaging for Records Backfile Conversion, Scanning, and Quality ControlServices and Increase to the Contract Amount Not to Exceed $275,000. (CITY)D9.Consideration to Accept the CDBG Concrete Rehabilitation Project as Complete, File theNotice of Completion, and Authorize Release of Retention and Bonds. (CITY)D10.Consideration to Accept the Traffic Signal Battery Backup Systems Replacement FY 21­22Project as Complete, File the Notice of Completion, and Authorize Release of Retention andBonds. (CITY)D11.Consideration to Accept as Complete, File a Notice of Completion, Authorize Release ofRetention and Bonds for the Traffic Signal Modification at Base Line Road and Spruce AvenueProject, and Reappropriate Remaining Funds. (CITY)D12.Consideration of Resolutions Adopting Revised Records Retention Schedules, AuthorizingDestruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD2023­004) (RESOLUTION NO. 2023­037) (CITY/FIRE)E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTIONF. ADMINISTRATIVE HEARING ITEM(S)G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICTG1.Public Hearing of the City of Rancho Cucamonga to Consider a Resolution Amending Electric Rates,Pursuant to the Requirements and Authority of Chapter 3.46 of Title 3 of the Rancho CucamongaMunicipal Code and Introduce and Conduct First Reading of Ordinance No. 1018 to be Read by TitleOnly and Waive Further Reading, Amending Chapter 3.46.130 Concerning Municipal Utility Rates andOptional Rates. (RESOLUTION NO. 2023­038) (ORDINANCE NO. 1018) (CITY)G2.Public Hearing for the Approval of the Draft 2023­2024 Action Plan for the Community DevelopmentBlock Grant (CDBG) Program. (CITY)H. CITY MANAGER'S STAFF REPORT(S)H1.Quarterly Development Update – First Quarter 2023. (CITY)I. COUNCIL BUSINESSI1.COUNCIL ANNOUNCEMENTS(Comments to be limited to three minutes per Council Member.)I2.INTER​AGENCY UPDATES(Update by the City Council to the community on the meetings that were attended.)J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC , City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least Seventy​Two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive, Rancho Cucamonga, California and on the City's website LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive by building on our foundation and success as a world class community.” Page 6 Thank you for your partnership TEEN SUMMIT5th Annual Thank you for your partnership TEEN SUMMIT5th Annual TEEN SUMMIT5th Annual *DRAFT* April 5, 2023 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 1 of 5 April 5, 2023 CITY OF RANCHO CUCAMONGA FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY AND CITY COUNCIL REGULAR MEETINGS MINUTES The City Council of the City of Rancho Cucamonga held a closed session on Wednesday, April 5, 2023, in the Tapia Conference Room at the Civic Center, 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor Michael called the meeting to order at 5:00 p.m. Present were Council Members: Ryan Hutchison, Kristine Scott, Ashley Stickler, Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael. Also present were: John Gillison, City Manager; Elisa Cox, Assistant City Manager; Nicholas Ghirelli, City Attorney; Matt Burris, Deputy City Manager/Economic and Community Development and Julie Sowles, Deputy City Manager/Civic and Cultural Services. A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S) B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S) No public communications were made. C. CITY MANAGER ANNOUNCEMENTS None. D. CONDUCT OF CLOSED SESSION D1. CONFERENCE WITH LABOR NEGOTIATORS JENIFER PHILLIPS, DEPUTY DIRECTOR OF HUMAN RESOURCES; ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR; AND NOAH DANIELS, FINANCE DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274 AND FIRE MANAGEMENT EMPLOYEES GROUP. (CITY/FIRE) D2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8408 ROCHESTER AVENUE, RANCHO CUCAMONGA, CA 91730 (RANCHO CUCAMONGA EPICENTER STADIUM); AGENCY NEGOTIATORS: JOHN GILLISON AND ELISA COX, REPRESENTING THE CITY OF RANCHO CUCAMONGA; NEGOTIATING PARTY: RANCHO BASEBALL LLC ; REGARDING PRICE AND TERMS OF PAYMENT. (CITY) D3. CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: ANTICIPATED LITIGATION: SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO PARAGRAPH (2) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9: (1 CASE). ON JANUARY 24, 2023, THE CITY ENGINEER DETERMINED THAT TENTATIVE TRACT MAP NO. 16072 EXPIRED WITHOUT SATISFYING ALL REQUIRED CONDITIONS. THIS TRANSACTIONAL OCCURRENCE MIGHT RESULT IN LITIGATION AGAINST THE CITY. THE CITY HAS ALSO RECEIVED A LETTER FROM THE SUBDIVIDER’S ATTORNEY THREATENING LITIGATION AS A RESULT OF THE CITY ENGINEER’S DETERMINATION. THE LETTER IS AVAILABLE FOR INSPECTION IN THE CITY CLERK’S OFFICE. (CITY) D4. CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9; NAME OF CASE: CITY OF RANCHO CUCAMONGA V. THM ENTERPRISES, LLC, SBSC CASE NO.: CIVSB2115208. (CITY)    Page 7 *DRAFT* April 5, 2023 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 2 of 5 D5. CONFERENCE WITH LEGAL COUNSEL ­ ANTICIPATED LITIGATION: SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO PARAGRAPH (2) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9: 1 CASE. THE CITY HAS RECEIVED A LETTER FROM RESIDENTS OF THE WEAVER LANE ESTATES DEVELOPMENT (TRACT 20042) THREATENING LITIGATION AS A RESULT OF ACCESS DESIGN AND INCOMPLETE IMPROVEMENTS WITHIN THE DEVELOPMENT. THE LETTER IS AVAILABLE FOR INSPECTION IN THE CITY CLERK’S OFFICE. (CITY) E. RECESS The closed session recessed at 6:56 p.m. REGULAR MEETING – 7:00 p.m. CALL TO ORDER – COUNCIL CHAMBERS The Regular meetings of the Rancho Cucamonga Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority, and the City of Rancho Cucamonga City Council were held on April 5, 2023, in the Council Chambers at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor Michael called the meeting to order at 7:00 p.m. Present were Council Members: Ryan Hutchison, Kristine Scott, Ashley Stickler, Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael. Also present were: John Gillison, City Manager; Nicholas Ghirelli, City Attorney; and Linda A. Troyan, MMC, City Clerk Services Director. Mayor Pro Tem Kennedy led the Pledge of Allegiance. A. AMENDMENTS TO THE AGENDA None. B. ANNOUNCEMENTS/PRESENTATIONS B1. Presentation of a Certificate of Sympathy in Memory of Etiwanda School Board Member, David W. Long. Mayor Michael and Members of the City Council presented a Certificate of Sympathy in Memory of Etiwanda School Board Member, David W. Long to his daughter Desiree Clark and Etiwanda School District Superintendent Charlayne Sprague in attendance. Mayor Michael announced that at the conclusion of the City Council meeting, there will be a moment of silence and adjournment in memory of David W. Long. B2. Presentation of a Proclamation to San Bernardino County Children’s Network Declaring the Month of April 2023 as Child Abuse Prevention Month. Mayor Michael and Members of the City Council recognized the month of April 2023 as Child Abuse Prevention Month and presented a Proclamation to Wendy Alvarez in attendance from San Bernardino County Children’s Network. B3. Presentation of a Proclamation to OneLegacy Declaring the Month of April 2023 as Donate Life Month. Mayor Michael and Members of the City Council recognized the month of April 2023 as Donate Life Month and presented a Proclamation to Regina Armstrong, Ambassador from OneLegacy.    Page 8 *DRAFT* April 5, 2023 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 3 of 5 C. PUBLIC COMMUNICATIONS Frank Atry, provided comments and shared his views on politics. Alex Farias, resident from Weaver Lane Community, noted that he submitted a letter to the City regarding Weaver Lane on March 20, 2023 and asked for the city’s support to reconfirm the approved plans for the Weaver Lane Community in terms of private gated resident access and to hold the developer’s bond as they have not completed the approved plans. He believes residents were defrauded by all parties involved; and noted a revised letter was sent to the city’s law firm supporting their position. John Machado, Rancho Cucamonga Public Art Committee Member, thanked the City and City Council for their support with the Arts in Rancho Cucamonga. D. CONSENT CALENDAR Council Member Scott announced that she will need to abstain on item D3, due to a potential conflict of interest as her employer is Southern California Gas Company. D1. Consideration of Meeting Minutes for Special Meetings of January 30, 2023, March 15, 2023 and Regular Meetings of March15, 2023. D2. Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of $3,882,462.99 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $10,332,866.27 Dated March 06, 2023, Through March 26, 2023, and City and Fire District Electronic Debit Registers for the Month of February in the Total Amount of $2,489,755.00. (CITY/FIRE) D3. Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $2,923.71 Dated March 06, 2023, Through March 26, 2023. (CITY/FIRE) D4. Consideration to Appropriate Grant and Sponsorship Funds from Inland Empire Health Plan and Dairy Council of California for Healthy RC Programs and Initiatives. (CITY) D5. Consideration of Amendment No. 02 to Professional Services Agreement (Contract No. CO18­ 122) with Moffatt & Nichol in the Amount of $608,300 (Including a 10% Contingency) for Additional Design Services for the Etiwanda Avenue Grade Separation Project, and an Appropriation of $2,300,000 from the Infrastructure Fund (Fund 198) to Cover this Amendment and Additional Design Services. (CITY) D6. Consideration of a Contract with Gentry General Engineering, Inc. for Emergency Trail Repairs at Multiple Trail Locations Due to Rainstorm Damage in the Amount of $105,770. (CITY) D7. Consideration of a Grant of Easement Between Southern California Edison and the City of Rancho Cucamonga for the Purposes of Constructing and Maintaining Electric Distribution Facilities Within City Right­of­Way at the Central Park Dog Park Located at the Northeast Corner of Base Line Road and Spruce Avenue (APN 1076­591­02). (CITY) D8. Consideration to Order the Annexation to Landscape Maintenance District 1 and Release of Real Property Improvement Contract and Lien Agreement, Document No. 92­317285 Related to Case No. DRC2022­00065, Located on the West Side of Sycamore Court and South of Wilson Avenue, 5770 Sycamore Court, APN: 0201­182­34. This Item is Exempt from the California Environmental Quality Act (CEQA) as a Class 3 Exemption under CEQA Section 15303 – New Construction or Conversion of Small Structures. (RESOLUTION NO. 2023­032) (RESOLUTION NO. 2023­033) (CITY) D9. Consideration of a Resolution Authorizing the City to Enter into Settlement Agreements with CVS, Allergan, Teva, Walmart, and Walgreens, Agree to the Terms of the Related State­ Subdivision Agreements, and Authorizing Entry into the Related State­Subdivision Agreements with the Attorney General. (RESOLUTION NO. 2023­034) (CITY)    Page 9 *DRAFT* April 5, 2023 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 4 of 5 D10. Consideration to Order the Annexation to Landscape Maintenance District No. 1 (General City) Related to Case No. DRC2020­00082, Located at 8120 Orchard Street. This item is Exempt from the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines under CEQA Section 15301 – Existing Facilities. (RESOLUTION NO. 2023­035) (CITY) D11. Consideration of a Resolution Supporting Cal Cities in its Opposition to Ballot Measure – “The Taxpayer Protection and Government Accountability Act” (Initiative AG # 21­0042A1). (RESOLUTION NO. 2023­036) (CITY) MOTION: Moved by Council Member Hutchison, seconded by Council Member Stickler, to approve Consent Calendar Items D1 through D11, with Council Member Scott abstaining on item D3, due to her employment with Southern California Gas Company. Motion carried 5-0. E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION E1. Consideration of Second Reading and Adoption of the Following: ORDINANCE NO. 1017 AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, APPROVING MUNICIPAL CODE AMENDMENT DRC2023­00050 TO AMEND ARTICLES III, IV, V, VIII AND IX OF TITLE 17 OF THE MUNICIPAL CODE, A SUPPLEMENTAL UPDATE TO THE DEVELOPMENT CODE, AND ADOPTING AN ADDENDUM TO THE CERTIFIED ENVIRONMENTAL IMPACT REPORT (SCH NO. 2021050261) FOR THE GENERAL PLAN UPDATE AND CLIMATE ACTION PLAN, AND MAKING FINDINGS IN SUPPORT THEREOF MOTION: Moved by Mayor Pro Tem Kennedy and seconded by Council Member Scott, to waive full reading and adopt Ordinance No. 1017 by title only. Linda Troyan, MMC, City Clerk Services Director, read the title of Ordinance No. 1017. VOTES NOW CAST ON MOTION: Moved by Mayor Pro Tem Kennedy and seconded by Council Member Scott, to waive full reading and adopt Ordinance No. 1017 by title only. Motion carried, 5-0. F. ADMINISTRATIVE HEARING ITEM(S) F1. Summary Of Review Of Results Of Annual Independent Audit Concerning The Fiscal Year 2021/22 Expenditures In Landscape Maintenance Districts #1 General City, #2 Victoria, #4R Terra Vista, #6R Caryn Community, And #7 North Etiwanda, Street Lighting District #2 Residential, and Park and Recreation Improvement District #85. (CITY) City Manager Gillison introduced the item and April McAllaster, Community Parks and Landscape Citizens' Oversight Committee Chair, who provided a verbal report for item F1. Mayor Michael opened the Administrative Hearing. There were no public communications. Mayor Michael closed the Administrative Hearing. Mayor Michael thanked Community Parks and Landscape Citizens' Oversight Committee Chair McAllaster for her service to the community. The report was received and filed. G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT None.    Page 10 *DRAFT* April 5, 2023 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 5 of 5 H. CITY MANAGERS STAFF REPORT(S) H1. Consideration to Approve the Creative Placemaking and Public Art Strategic Plan. (CITY) City Manager Gillison introduced Katie Bailey, Management Analyst II and Morgan Chavez, Management Aide, who provided the staff report along a PowerPoint presentation. Mayor Michael and Members of the City Council shared their support for the plan and thanked staff and the Public Art Committee for engaging with the community and developing a comprehensive Public Art Strategic Plan that aligns with the City’s mission statement to continuously ensure and advance the quality of life for the community through inclusive decision making. MOTION: Moved by Council Member Scott, seconded by Council Member Stickler, to approve the Creative Placemaking and Public Art Strategic Plan. Motion carried 5-0. I. COUNCIL BUSINESS I1. COUNCIL ANNOUNCEMENTS None. I2.INTER­AGENCY UPDATES None. J. CITY ATTORNEY ITEMS City Attorney Ghirelli noted that there was no reportable action taken during Closed Session held earlier that evening. He reported all five (5) Council Members were in attendance for Closed Session and Council Member Stickler recused herself during the discussion of item D5 due to a real property interest within the subject tract. City Attorney Ghirelli stated he received a letter regarding Weaver Lane Estates as stated by a speaker during public comment and that he will work with staff on an appropriate response. K. IDENTIFICATION OF ITEMS FOR NEXT MEETING None. L. ADJOURNMENT Mayor Michael adjourned the Council Meeting in memory of Etiwanda School Board Member, David W. Long at 7:43 p.m. __________________________________ Linda A. Troyan, MMC City Clerk Services Director Approved:    Page 11 DATE:April 19, 2023 TO:Mayor and Members of the City Council President and Members of the Boards of Directors FROM:John R. Gillison, City Manager INITIATED BY:Tamara L. Oatman, Finance Director Veronica Lopez, Accounts Payable Supervisor SUBJECT:Consideration to Approve City and Fire District Bi-Weekly Payroll in the Total Amount of $2,023,883.88 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $2,659,641.94 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE) RECOMMENDATION: Staff recommends City Council/Board of Directors of the Fire Protection District approve payment of demands as presented. Bi-weekly payroll is $1,257,612.11 and $766,271.77 for the City and the Fire District, respectively. Weekly check register amounts are $2,461,681.50 and $197,960.44 for the City and the Fire District, respectively. BACKGROUND: N/A ANALYSIS: N/A FISCAL IMPACT: Adequate budgeted funds are available for the payment of demands per the attached listing. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: N/A ATTACHMENTS: Attachment 1 - Weekly Check Register    Page 12 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 3/28/2023 through 4/9/2023 Check No.Check Date Vendor Name City Fire Amount ***AP 00015689 03/29/2023 ASSI SECURITY 8,014.00 450.00 8,464.00 ***AP 00015690 03/29/2023 EMCOR SERVICES 35,045.50 3,847.83 38,893.33 AP 00015691 03/29/2023 ENVISIONWARE INC 13,796.80 0.00 13,796.80 AP 00015692 03/29/2023 FACILISERV INC 6,338.86 0.00 6,338.86 AP 00015693 03/29/2023 GENERATOR SERVICES CO INC 340.00 0.00 340.00 AP 00015694 03/29/2023 HERC RENTALS INC 4,232.13 0.00 4,232.13 AP 00015695 03/29/2023 MIDWEST TAPE LLC 2,809.67 0.00 2,809.67 AP 00015696 03/29/2023 PRIVATE BRAND MFG 1,747.82 0.00 1,747.82 AP 00015697 03/29/2023 RE ASTORIA 2 LLC 62,395.48 0.00 62,395.48 AP 00015698 03/29/2023 RICHARDS WATSON & GERSHON 10,155.60 0.00 10,155.60 AP 00015699 03/29/2023 YUNEX LLC 24,227.75 0.00 24,227.75 AP 00015705 04/05/2023 ALL CITY MANAGEMENT SERVICES INC 16,822.03 0.00 16,822.03 AP 00015706 04/05/2023 AMAZON WEB SERVICES INC 3,532.89 0.00 3,532.89 AP 00015707 04/05/2023 CALIF GOVERNMENT VEBA / RANCHO CUCAMONGA 26,400.08 0.00 26,400.08 AP 00015708 04/05/2023 DELTA DENTAL INSURANCE COMPANY 2,919.46 0.00 2,919.46 AP 00015709 04/05/2023 DELTA DENTAL OF CALIFORNIA 41,876.51 0.00 41,876.51 AP 00015710 04/05/2023 ECONOLITE CONTROL PRODUCTS INC 3,642.00 0.00 3,642.00 AP 00015711 04/05/2023 FEHR & PEERS 23,712.76 0.00 23,712.76 ***AP 00015712 04/05/2023 GOLDEN STATE RISK MANAGEMENT AUTHORITY 108,559.00 1,393.00 109,952.00 AP 00015713 04/05/2023 HAMPTON LIVING 432.00 0.00 432.00 AP 00015714 04/05/2023 ILAND INTERNET SOLUTIONS 1,200.23 0.00 1,200.23 AP 00015715 04/05/2023 INTERWEST CONSULTING GROUP INC 15,258.14 0.00 15,258.14 AP 00015716 04/05/2023 MIDWEST TAPE LLC 810.55 0.00 810.55 AP 00015717 04/05/2023 RCCEA 1,500.00 0.00 1,500.00 AP 00015718 04/05/2023 RCPFA 12,771.48 0.00 12,771.48 ***AP 00015719 04/05/2023 RICHARDS WATSON & GERSHON 55,272.01 1,333.60 56,605.61 AP 00015720 04/05/2023 US DEPARTMENT OF ENERGY 796.86 0.00 796.86 AP 00015721 04/05/2023 YUNEX LLC 45,636.44 0.00 45,636.44 AP 00431107 03/29/2023 ABC LOCKSMITHS INC 0.00 842.38 842.38 AP 00431108 03/29/2023 ABLE BUILDING MAINTENANCE 4,324.00 0.00 4,324.00 AP 00431109 03/29/2023 ALL WELDING 495.00 0.00 495.00 AP 00431110 03/29/2023 AMERON POLE PRODUCTS LLC 2,728.58 0.00 2,728.58 AP 00431111 03/29/2023 AROCHO, ALMA 603.00 0.00 603.00 AP 00431112 03/29/2023 AUERBACH POLLOCK FRIEDLANDER 4,500.00 0.00 4,500.00 AP 00431113 03/29/2023 AUFBAU CORPORATION 0.00 32,800.00 32,800.00 AP 00431114 03/29/2023 BARTZ, ROGER 120.10 0.00 120.10 AP 00431115 03/29/2023 BAST, KAROLYN 336.00 0.00 336.00 AP 00431116 03/29/2023 BAUER, ANDREA 36.92 0.00 36.92 AP 00431117 03/29/2023 BEMBI, ATUL 46.37 0.00 46.37 AP 00431118 03/29/2023 BERN MARIE'S PROMOTIONAL PRODUCTS 443.65 0.00 443.65 AP 00431119 03/29/2023 BEST OUTDOOR POWER INLAND LLC 1,137.39 0.00 1,137.39 AP 00431120 03/29/2023 BIG EVENTS INC 1,000.00 0.00 1,000.00 AP 00431121 03/29/2023 BMP SOLUTIONS 1,077.50 0.00 1,077.50 AP 00431122 03/29/2023 BRIGHTVIEW LANDSCAPE SERVICES INC 17,318.00 0.00 17,318.00 AP 00431123 03/29/2023 BRODART CO 21,139.25 0.00 21,139.25 ***AP 00431126 03/29/2023 C V W D 21,340.46 910.29 22,250.75 AP 00431127 03/29/2023 CalPERS LONG-TERM CARE PROGRAM 221.35 0.00 221.35 07:13:10 04/10/2023Current Date:VLOPEZ - Veronica Lopez Page:1 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:    Page 13 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 3/28/2023 through 4/9/2023 Check No.Check Date Vendor Name City Fire Amount AP 00431128 03/29/2023 CARQUEST AUTO PARTS 139.81 0.00 139.81 AP 00431129 03/29/2023 CCS ORANGE COUNTY JANITORIAL INC 622.05 0.00 622.05 ***AP 00431130 03/29/2023 CHAMPION FIRE SYSTEMS INC 20,120.72 1,925.00 22,045.72 AP 00431131 03/29/2023 CINTAS CORPORATION 905.96 0.00 905.96 AP 00431132 03/29/2023 CITRUS MOTORS ONTARIO INC 854.83 0.00 854.83 AP 00431133 03/29/2023 COLLINS + COLLINS LLP 3,337.40 0.00 3,337.40 AP 00431134 03/29/2023 CONCEPT POWDER COATING 179.00 0.00 179.00 AP 00431135 03/29/2023 CONSOLIDATED ELECTRICAL DISTR INC 846.43 0.00 846.43 AP 00431136 03/29/2023 COUNSELING TEAM INTERNATIONAL, THE 220.00 0.00 220.00 AP 00431137 03/29/2023 COVETRUS NORTH AMERICA 64.11 0.00 64.11 AP 00431138 03/29/2023 CTC TECHNOLOGY & ENERGY 5,532.24 0.00 5,532.24 AP 00431139 03/29/2023 CUEVA CONSTRUCTION 3,500.00 0.00 3,500.00 AP 00431140 03/29/2023 DAISYECO INC 430.83 0.00 430.83 AP 00431141 03/29/2023 DANIELS, NOAH 219.00 0.00 219.00 AP 00431142 03/29/2023 DEMCO INC 102.42 0.00 102.42 AP 00431143 03/29/2023 DLR GROUP INC 15,717.50 0.00 15,717.50 AP 00431144 03/29/2023 DUNN-EDWARDS CORPORATION 274.15 0.00 274.15 AP 00431145 03/29/2023 ELMORE, PATRICIA 1,206.00 0.00 1,206.00 AP 00431146 03/29/2023 EMERGENCY MEDICAL SERVICES AUTHORITY 0.00 1,337.00 1,337.00 ***AP 00431147 03/29/2023 ENKO SYSTEMS INC 74,580.00 8,500.00 83,080.00 AP 00431148 03/29/2023 EWING IRRIGATION PRODUCTS INC 2,928.33 0.00 2,928.33 AP 00431149 03/29/2023 EXPERIAN 52.00 0.00 52.00 AP 00431150 03/29/2023 FAMILY SERVICE ASSOCIATION 5,215.51 0.00 5,215.51 AP 00431151 03/29/2023 FASTENAL COMPANY 128.55 0.00 128.55 AP 00431152 03/29/2023 FIALLOS, WILSON 2,208.00 0.00 2,208.00 AP 00431153 03/29/2023 FOOTHILL FAMILY SHELTER 3,750.00 0.00 3,750.00 AP 00431154 03/29/2023 FOOTHILL FAMILY SHELTER 3,750.00 0.00 3,750.00 AP 00431155 03/29/2023 FUEL SERV 2,106.05 0.00 2,106.05 AP 00431156 03/29/2023 G/M BUSINESS INTERIORS 49.52 0.00 49.52 AP 00431157 03/29/2023 GBS LINENS 667.21 0.00 667.21 AP 00431158 03/29/2023 GENTRY BROTHERS INC 49,818.95 0.00 49,818.95 AP 00431159 03/29/2023 GENUINE GENERAL CONTRACTOR 29,950.00 0.00 29,950.00 AP 00431160 03/29/2023 GLOBAL SOLUTIONS GROUP INC 18,822.50 0.00 18,822.50 AP 00431161 03/29/2023 GOLDEN OAKS VET HOSPITAL 600.00 0.00 600.00 ***AP 00431162 03/29/2023 GRAINGER -153.08 544.11 391.03 ***AP 00431163 03/29/2023 GRAYBAR ELECTRIC COMPANY INC 731.91 424.82 1,156.73 AP 00431164 03/29/2023 HANLON, JENNY 170.00 0.00 170.00 AP 00431165 03/29/2023 HCI ENVIRONMENTAL & ENGINEERING SVC 2,500.00 0.00 2,500.00 AP 00431166 03/29/2023 HERITAGE WELLNESS COLLECTIVE 575.00 0.00 575.00 AP 00431167 03/29/2023 HERNANDEZ, DANIEL 295.71 0.00 295.71 AP 00431168 03/29/2023 HI-WAY SAFETY INC 254.99 0.00 254.99 AP 00431169 03/29/2023 HILL'S PET NUTRITION SALES INC 1,074.44 0.00 1,074.44 AP 00431170 03/29/2023 HOLLIDAY ROCK CO INC 370.66 0.00 370.66 AP 00431171 03/29/2023 HOSE-MAN INC 289.83 0.00 289.83 AP 00431172 03/29/2023 HOUSE OF RUTH INC 1,859.66 0.00 1,859.66 AP 00431173 03/29/2023 HOUSE OF RUTH INC 2,693.57 0.00 2,693.57 AP 00431174 03/29/2023 HR GREEN PACIFIC INC 27,733.50 0.00 27,733.50 07:13:10 04/10/2023Current Date:VLOPEZ - Veronica Lopez Page:2 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:    Page 14 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 3/28/2023 through 4/9/2023 Check No.Check Date Vendor Name City Fire Amount AP 00431176 03/29/2023 IMPACT SOUTHERN CALIFORNIA 3,617.33 0.00 3,617.33 AP 00431177 03/29/2023 INLAND FAIR HOUSING & MEDIATION BOARD 8,208.14 0.00 8,208.14 AP 00431178 03/29/2023 INLAND OVERHEAD DOOR COMPANY 0.00 693.00 693.00 AP 00431179 03/29/2023 INLAND PRESORT & MAILING SERVICES 617.62 0.00 617.62 AP 00431180 03/29/2023 INLAND VALLEY COUNCIL OF CHURCHES 1,805.51 0.00 1,805.51 AP 00431181 03/29/2023 INSTITUTE FOR LOCAL GOVERNMENT 1,875.00 0.00 1,875.00 AP 00431182 03/29/2023 INYO NETWORKS INC 11,119.50 0.00 11,119.50 AP 00431183 03/29/2023 JRC HOUSING 13,396.00 0.00 13,396.00 AP 00431184 03/29/2023 KIMLEY-HORN & ASSOCIATES INC 10,565.00 0.00 10,565.00 AP 00431185 03/29/2023 KME FIRE APPARATUS 0.00 615.65 615.65 AP 00431186 03/29/2023 LAWDIS, STEVE 92.49 0.00 92.49 AP 00431187 03/29/2023 LEAGUE OF CALIFORNIA CITIES 37,603.00 0.00 37,603.00 AP 00431188 03/29/2023 LIFE-ASSIST INC 0.00 458.21 458.21 AP 00431189 03/29/2023 LITTLE BEAR PRODUCTIONS 4,875.00 0.00 4,875.00 AP 00431190 03/29/2023 LN CURTIS & SONS 0.00 1,519.55 1,519.55 ***AP 00431192 03/29/2023 LOWES COMPANIES INC 8,796.81 1,755.50 10,552.31 AP 00431193 03/29/2023 LU'S LIGHTHOUSE INC 148.78 0.00 148.78 AP 00431194 03/29/2023 MARCO EQUIPMENT CO 3,432.45 0.00 3,432.45 AP 00431195 03/29/2023 MARIPOSA LANDSCAPES INC 1,830.22 0.00 1,830.22 AP 00431196 03/29/2023 MCFADDEN-DALE HARDWARE 309.69 0.00 309.69 AP 00431197 03/29/2023 MEDINA, GERARDO 170.00 0.00 170.00 AP 00431198 03/29/2023 MERRIMAC PETROLEUM INC 0.00 32,269.61 32,269.61 AP 00431199 03/29/2023 MINUTEMAN PRESS 2,813.14 0.00 2,813.14 ***AP 00431200 03/29/2023 MRC SMART TECHNOLOGY SOLUTIONS 7,301.34 294.51 7,595.85 AP 00431201 03/29/2023 NAPA AUTO PARTS 0.00 1,099.84 1,099.84 AP 00431202 03/29/2023 NATIONAL CORE 17.53 0.00 17.53 AP 00431203 03/29/2023 NEW HOME COMPANY, THE 672.99 0.00 672.99 AP 00431204 03/29/2023 NEXT DAY ACCESS 931.83 0.00 931.83 AP 00431205 03/29/2023 NORTHTOWN HOUSING DEVELOPMENT CORP 2,587.40 0.00 2,587.40 AP 00431206 03/29/2023 ODP BUSINESS SOLUTIONS LLC 3,529.20 0.00 3,529.20 AP 00431207 03/29/2023 ONTARIO VETERINARY HOSPITAL 200.00 0.00 200.00 AP 00431208 03/29/2023 ONWARD ENGINEERING 7,425.00 0.00 7,425.00 AP 00431209 03/29/2023 PACIFIC MH CONSTRUCTION INC 1,500.00 0.00 1,500.00 AP 00431210 03/29/2023 PARTS AUTHORITY LLC, THE 1,198.51 0.00 1,198.51 AP 00431211 03/29/2023 PAYMENTUS CORPORATION 844.65 0.00 844.65 AP 00431212 03/29/2023 PSA PRINT GROUP 43.10 0.00 43.10 AP 00431213 03/29/2023 QUADIENT INC 1,638.94 0.00 1,638.94 AP 00431214 03/29/2023 SAN BERNARDINO COUNTY 15,498.30 0.00 15,498.30 AP 00431215 03/29/2023 SDI PRESENCE LLC 16,835.00 0.00 16,835.00 AP 00431216 03/29/2023 SHAHANI, MARIE 250.00 0.00 250.00 AP 00431217 03/29/2023 SHEAKLEY PENSION ADMINISTRATION 421.15 0.00 421.15 AP 00431218 03/29/2023 SHEAKLEY PENSION ADMINISTRATION 0.00 197.85 197.85 AP 00431219 03/29/2023 SHOETERIA INC 1,554.63 0.00 1,554.63 AP 00431220 03/29/2023 SITEONE LANDSCAPE SUPPLY LLC 366.17 0.00 366.17 AP 00431221 03/29/2023 SMITTY'S DIESEL 1,352.36 0.00 1,352.36 ***AP 00431222 03/29/2023 SOCAL GAS 42,920.92 4,854.08 47,775.00 AP 00431223 03/29/2023 SOCAL GAS 2,231.86 0.00 2,231.86 07:13:10 04/10/2023Current Date:VLOPEZ - Veronica Lopez Page:3 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:    Page 15 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 3/28/2023 through 4/9/2023 Check No.Check Date Vendor Name City Fire Amount AP 00431224 03/29/2023 SOCAL GAS 6,529.97 0.00 6,529.97 ***AP 00431227 03/29/2023 SOUTHERN CALIFORNIA EDISON 22,001.18 1,199.21 23,200.39 AP 00431228 03/29/2023 SOUTHERN CALIFORNIA EDISON 2,354.97 0.00 2,354.97 AP 00431229 03/29/2023 ST MARGARET MARY SCHOOL 744.00 0.00 744.00 AP 00431230 03/29/2023 STANDARD INSURANCE COMPANY 13,110.63 0.00 13,110.63 ***AP 00431231 03/29/2023 STANLEY PEST CONTROL 2,150.00 810.00 2,960.00 AP 00431232 03/29/2023 TINKER GLASS CONTRACTORS INC 3,800.00 0.00 3,800.00 AP 00431233 03/29/2023 TIREHUB LLC 2,330.42 0.00 2,330.42 AP 00431234 03/29/2023 TOMCO CNG INC 7,298.45 0.00 7,298.45 AP 00431235 03/29/2023 TRIPOINTE HOMES 103.65 0.00 103.65 AP 00431236 03/29/2023 U.S. BANK PARS ACCT #6746022500 10,735.45 0.00 10,735.45 AP 00431237 03/29/2023 U.S. BANK PARS ACCT #6746022500 1,017.93 0.00 1,017.93 AP 00431238 03/29/2023 U.S. BANK PARS ACCT #6745033700 6,605.00 0.00 6,605.00 AP 00431239 03/29/2023 UBALDO, JORDI 170.00 0.00 170.00 AP 00431240 03/29/2023 UPS 495.96 0.00 495.96 AP 00431241 03/29/2023 US POSTAL SERVICE 290.00 0.00 290.00 AP 00431243 03/29/2023 VAN DAELE HOMES CORPORATION 205.99 0.00 205.99 AP 00431244 03/29/2023 VELOCITY TRUCK CENTERS 361.62 0.00 361.62 AP 00431245 03/29/2023 VERTICAL SUPPLY GROUP 0.00 7,024.18 7,024.18 AP 00431246 03/29/2023 VICTOR MEDICAL COMPANY 1,234.60 0.00 1,234.60 AP 00431247 03/29/2023 VULCAN MATERIALS COMPANY 601.14 0.00 601.14 ***AP 00431248 03/29/2023 WALTERS WHOLESALE ELECTRIC CO 1,878.34 468.29 2,346.63 ***AP 00431249 03/29/2023 WAXIE SANITARY SUPPLY 795.63 202.06 997.69 AP 00431250 03/29/2023 WEST COAST TANNING 134.10 0.00 134.10 AP 00431251 03/29/2023 WHITE CAP LP 236.31 0.00 236.31 AP 00431252 03/29/2023 WILBUR-ELLIS COMPANY 4,978.97 0.00 4,978.97 AP 00431253 03/29/2023 WILBUR-ELLIS COMPANY 10,843.96 0.00 10,843.96 AP 00431254 03/29/2023 WILSON & BELL AUTO SERVICE 145.00 0.00 145.00 AP 00431255 03/29/2023 WILSON, STEPHONNE 34.21 0.00 34.21 AP 00431256 03/29/2023 WOODROW, HEDY 78.05 0.00 78.05 AP 00431257 03/29/2023 WU, PEI-JUNG 132.06 0.00 132.06 AP 00431258 03/30/2023 VALVERDE STAGE PRODUCTIONS INC 45,000.00 0.00 45,000.00 AP 00431259 04/05/2023 ABLE BUILDING MAINTENANCE 6,960.00 0.00 6,960.00 AP 00431260 04/05/2023 ADVANCED CHEMICAL TRANSPORT INC 1,930.00 0.00 1,930.00 AP 00431261 04/05/2023 AFLAC GROUP INSURANCE 24.58 0.00 24.58 AP 00431262 04/05/2023 ALLSTAR FIRE EQUIPMENT INC 0.00 1,018.24 1,018.24 AP 00431263 04/05/2023 ALTA LAGUNA MOBILE HOME PARK - CA LLC 400.00 0.00 400.00 AP 00431264 04/05/2023 ALTA RANCHO PET & BIRD HOSPITAL 200.00 0.00 200.00 AP 00431265 04/05/2023 ALTA VISTA MOBILE HOME PARK 292.58 0.00 292.58 AP 00431266 04/05/2023 ALVAREZ, MARIA ELENA 702.00 0.00 702.00 AP 00431267 04/05/2023 AMERON POLE PRODUCTS LLC 55,658.17 0.00 55,658.17 AP 00431268 04/05/2023 AROCHO, ALMA 316.80 0.00 316.80 AP 00431269 04/05/2023 ARROW TRAILER SUPPLIES INC 75.37 0.00 75.37 AP 00431270 04/05/2023 AUFBAU CORPORATION 31,821.40 0.00 31,821.40 AP 00431271 04/05/2023 AUTO & RV SPECIALISTS INC 12.01 0.00 12.01 AP 00431272 04/05/2023 BABCOCK LABORATORIES INC 192.26 0.00 192.26 AP 00431273 04/05/2023 BAKER & TAYLOR LLC 111.94 0.00 111.94 07:13:10 04/10/2023Current Date:VLOPEZ - Veronica Lopez Page:4 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:    Page 16 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 3/28/2023 through 4/9/2023 Check No.Check Date Vendor Name City Fire Amount AP 00431274 04/05/2023 BAST, KAROLYN 399.00 0.00 399.00 AP 00431275 04/05/2023 BOOT BARN INC 556.68 0.00 556.68 AP 00431276 04/05/2023 BRIGHTVIEW LANDSCAPE SERVICES INC 5,981.20 0.00 5,981.20 AP 00431277 04/05/2023 C V W D 153.68 0.00 153.68 ***AP 00431278 04/05/2023 C V W D 244.42 570.29 814.71 ***AP 00431285 04/05/2023 C V W D 36,422.18 341.84 36,764.02 ***AP 00431286 04/05/2023 CALIFORNIA DEPARTMENT OF TECHNOLOGY 214,283.04 68,746.91 283,029.95 AP 00431287 04/05/2023 CALIFORNIA UNDERGROUND FAC SAFE EXCAVATION 42.92 0.00 42.92 AP 00431288 04/05/2023 CALIFORNIA, STATE OF 150.00 0.00 150.00 AP 00431289 04/05/2023 CALIFORNIA, STATE OF 50.00 0.00 50.00 AP 00431290 04/05/2023 CALIFORNIA, STATE OF 32.26 0.00 32.26 AP 00431291 04/05/2023 CALIFORNIA, STATE OF 342.73 0.00 342.73 AP 00431292 04/05/2023 CAMPOS, FRANCISCO 18.62 0.00 18.62 AP 00431293 04/05/2023 CARAVANTES, JUAN 76.72 0.00 76.72 AP 00431294 04/05/2023 CARTY, DIANE 360.00 0.00 360.00 AP 00431295 04/05/2023 CASA VOLANTE MOBILE HOME PARK 600.00 0.00 600.00 AP 00431296 04/05/2023 CASTONIA, JOHN 6,416.00 0.00 6,416.00 AP 00431297 04/05/2023 CCS ORANGE COUNTY JANITORIAL INC 74,565.17 0.00 74,565.17 AP 00431298 04/05/2023 CERVANTES, CYLINA 0.00 4,426.89 4,426.89 AP 00431299 04/05/2023 CHAPARRAL HEIGHTS MOBILE HOME PARK 300.00 0.00 300.00 ***AP 00431300 04/05/2023 CHARGEPOINT INC 6,592.50 2,197.50 8,790.00 ***AP 00431301 04/05/2023 CHARTER COMMUNICATIONS 4,600.19 6,468.58 11,068.77 AP 00431302 04/05/2023 CINTAS CORPORATION 2,649.35 0.00 2,649.35 AP 00431303 04/05/2023 CITRUS MOTORS ONTARIO INC 38.96 0.00 38.96 AP 00431304 04/05/2023 CLARK, KAREN 672.00 0.00 672.00 AP 00431305 04/05/2023 CREATIVE BRAIN LEARNING LLC 56.00 0.00 56.00 AP 00431306 04/05/2023 CREATIVE TALENT PARTNERS 3,200.00 0.00 3,200.00 AP 00431307 04/05/2023 CRIME SCENE STERI-CLEAN LLC 540.00 0.00 540.00 AP 00431308 04/05/2023 D & K CONCRETE COMPANY 913.72 0.00 913.72 AP 00431309 04/05/2023 DADDONA, GEORGE A 500.00 0.00 500.00 AP 00431310 04/05/2023 DAISYECO INC 170.17 0.00 170.17 AP 00431311 04/05/2023 DENG, QINGFENG 258.00 0.00 258.00 AP 00431312 04/05/2023 DLR GROUP INC 97,552.50 0.00 97,552.50 AP 00431313 04/05/2023 DOLLARHIDE, GINGER 528.00 0.00 528.00 AP 00431314 04/05/2023 EAGLE ROAD SERVICE & TIRE 634.45 0.00 634.45 AP 00431315 04/05/2023 EWING IRRIGATION PRODUCTS INC 1,159.34 0.00 1,159.34 AP 00431316 04/05/2023 FARNED, MIRIAM 20.00 0.00 20.00 AP 00431317 04/05/2023 FERGUSON ENTERPRISES LLC #1350 134.03 0.00 134.03 AP 00431318 04/05/2023 FIALLOS, WILSON 2,205.00 0.00 2,205.00 AP 00431319 04/05/2023 FRANKLIN TRUCK PARTS INC 0.00 487.72 487.72 ***AP 00431320 04/05/2023 FRONTIER COMM 2,505.62 449.55 2,955.17 AP 00431321 04/05/2023 FUEL SERV 0.00 632.76 632.76 AP 00431322 04/05/2023 GENTRY GENERAL ENGINEERING INC 9,192.59 0.00 9,192.59 AP 00431323 04/05/2023 GIORDANO, MARIANNA 105.00 0.00 105.00 AP 00431324 04/05/2023 GOSSAGE, MARK 234.00 0.00 234.00 AP 00431325 04/05/2023 GRAINGER 0.00 2,247.51 2,247.51 AP 00431326 04/05/2023 GRAYBAR ELECTRIC COMPANY INC 0.00 31.71 31.71 07:13:10 04/10/2023Current Date:VLOPEZ - Veronica Lopez Page:5 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:    Page 17 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 3/28/2023 through 4/9/2023 Check No.Check Date Vendor Name City Fire Amount AP 00431327 04/05/2023 GROVES ON FOOTHILL, THE 200.00 0.00 200.00 AP 00431328 04/05/2023 GUTIERREZ, SERENA 375.00 0.00 375.00 AP 00431329 04/05/2023 HAULAWAY STORAGE CONTAINERS INC 119.84 0.00 119.84 AP 00431330 04/05/2023 HILL'S PET NUTRITION SALES INC 307.73 0.00 307.73 AP 00431331 04/05/2023 HODNICK, CHRISTOPHER 100.80 0.00 100.80 AP 00431332 04/05/2023 HOLLIDAY ROCK CO INC 2,666.82 0.00 2,666.82 AP 00431333 04/05/2023 HOMETOWN AMERICA - RAMONA VILLA MHP 300.00 0.00 300.00 AP 00431334 04/05/2023 HOSE-MAN INC 508.95 0.00 508.95 AP 00431335 04/05/2023 HP COMMUNICATIONS INC 8,356.00 0.00 8,356.00 AP 00431336 04/05/2023 HR GREEN PACIFIC INC 13,953.50 0.00 13,953.50 AP 00431337 04/05/2023 ICE CREATIVE ENTERTAINMENT LLC 13,950.00 0.00 13,950.00 AP 00431338 04/05/2023 IDEXX DISTRIBUTION INC 596.13 0.00 596.13 AP 00431339 04/05/2023 INLAND VALLEY DANCE ACADEMY 456.00 0.00 456.00 AP 00431340 04/05/2023 INNERLINE ENGINEERING INC 1,180.00 0.00 1,180.00 AP 00431341 04/05/2023 INTERSTATE ALL BATTERY CENTER 185.93 0.00 185.93 AP 00431342 04/05/2023 INTERVET INC 484.88 0.00 484.88 AP 00431343 04/05/2023 IPERMIT 320.22 0.00 320.22 AP 00431344 04/05/2023 ITERIS INC 375.00 0.00 375.00 AP 00431345 04/05/2023 JOHNNY ALLEN TENNIS ACADEMY 1,733.40 0.00 1,733.40 AP 00431346 04/05/2023 KAISER FOUNDATION HEALTH PLAN INC 264,063.37 0.00 264,063.37 AP 00431347 04/05/2023 KIMLEY-HORN & ASSOCIATES INC 16,875.00 0.00 16,875.00 AP 00431348 04/05/2023 LA ROCQUE BETTER ROOFS INC 573.69 0.00 573.69 ***AP 00431349 04/05/2023 LIEBERT CASSIDY WHITMORE 1,292.00 418.00 1,710.00 AP 00431350 04/05/2023 LITTLE BEAR PRODUCTIONS 6,325.00 0.00 6,325.00 AP 00431351 04/05/2023 LOPEZ, ERICK 500.00 0.00 500.00 AP 00431352 04/05/2023 MATTHEW BENDER & CO INC 70.12 0.00 70.12 AP 00431353 04/05/2023 MOISA, DANIEL A 360.00 0.00 360.00 AP 00431354 04/05/2023 MOORE, GLEN 100.00 0.00 100.00 AP 00431355 04/05/2023 MUSIC LAND 500.50 0.00 500.50 AP 00431356 04/05/2023 MWI ANIMAL HEALTH 735.59 0.00 735.59 AP 00431357 04/05/2023 NATIONAL UTILITY LOCATORS LLC 5,810.00 0.00 5,810.00 AP 00431358 04/05/2023 NEW MEXICO CHILD SUPPORT 196.91 0.00 196.91 AP 00431359 04/05/2023 ODP BUSINESS SOLUTIONS LLC 896.78 0.00 896.78 AP 00431360 04/05/2023 ONTARIO VETERINARY HOSPITAL 200.00 0.00 200.00 AP 00431361 04/05/2023 OTT, SHARON 735.00 0.00 735.00 AP 00431362 04/05/2023 PACIFIC MH CONSTRUCTION INC 13,500.00 0.00 13,500.00 AP 00431363 04/05/2023 PRE-PAID LEGAL SERVICES INC 53.36 0.00 53.36 AP 00431364 04/05/2023 PRISTINE UNIFORMS LLC 0.00 174.54 174.54 AP 00431365 04/05/2023 PSA PRINT GROUP 57.73 0.00 57.73 AP 00431366 04/05/2023 QUALITY CODE PUBLISHING 11,687.60 0.00 11,687.60 AP 00431367 04/05/2023 R AND DE AUTOMOTIVE INC 14,607.25 0.00 14,607.25 AP 00431368 04/05/2023 RENNE PUBLIC LAW GROUP 9,500.00 0.00 9,500.00 AP 00431369 04/05/2023 RIOS, MAIRA 370.00 0.00 370.00 AP 00431370 04/05/2023 ROAD SOUP OF CALIFORNIA LLC 2,192.52 0.00 2,192.52 AP 00431371 04/05/2023 SALANDANAN, CHRISTINA 48.27 0.00 48.27 AP 00431372 04/05/2023 SAN BERNARDINO COUNTY SHERIFFS DEPT 1,409.13 0.00 1,409.13 AP 00431373 04/05/2023 SBPEA 2,492.69 0.00 2,492.69 07:13:10 04/10/2023Current Date:VLOPEZ - Veronica Lopez Page:6 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:    Page 18 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 3/28/2023 through 4/9/2023 Check No.Check Date Vendor Name City Fire Amount AP 00431374 04/05/2023 SITEONE LANDSCAPE SUPPLY LLC 3,238.71 0.00 3,238.71 AP 00431375 04/05/2023 SOFTWARE HOUSE INTERNATIONAL INC 40,050.00 0.00 40,050.00 AP 00431376 04/05/2023 SOLAR 360 BUILDING SERVICES INC 170.59 0.00 170.59 ***AP 00431378 04/05/2023 SOUTHERN CALIFORNIA EDISON 23,553.01 86.27 23,639.28 AP 00431379 04/05/2023 STABILIZER SOLUTIONS INC 1,348.84 0.00 1,348.84 AP 00431380 04/05/2023 STADIUM PLAZA NORTH LLC 166.65 0.00 166.65 AP 00431381 04/05/2023 STANDARD INSURANCE COMPANY 2,856.68 0.00 2,856.68 AP 00431382 04/05/2023 STOMP COMPANY LP, THE 56,626.33 0.00 56,626.33 AP 00431383 04/05/2023 SUNRISE FORD 6,325.87 0.00 6,325.87 AP 00431384 04/05/2023 SYCAMORE VILLA MOBILE HOME PARK 300.00 0.00 300.00 AP 00431385 04/05/2023 TIREHUB LLC 495.72 0.00 495.72 AP 00431386 04/05/2023 TYUS, IDA 515.40 0.00 515.40 AP 00431387 04/05/2023 U S GREEN BUILDING COUNCIL 750.00 0.00 750.00 AP 00431388 04/05/2023 UNDERGROUND SVC ALERT OF SO CAL 169.25 0.00 169.25 AP 00431389 04/05/2023 UNITED SITE SERVICES OF CA INC 305.29 0.00 305.29 AP 00431390 04/05/2023 UPS 32.19 0.00 32.19 AP 00431391 04/05/2023 VALLEY POWER SYSTEMS INC 0.00 1,671.68 1,671.68 AP 00431392 04/05/2023 VCA CENTRAL ANIMAL HOSPITAL 414.87 0.00 414.87 AP 00431393 04/05/2023 VELOCITY TRUCK CENTERS 0.00 220.88 220.88 AP 00431394 04/05/2023 VICTOR MEDICAL COMPANY 519.41 0.00 519.41 AP 00431395 04/05/2023 VICTORIA ANIMAL HOSPITAL 400.00 0.00 400.00 AP 00431396 04/05/2023 VORTEX INDUSTRIES LLC 9,151.00 0.00 9,151.00 AP 00431397 04/05/2023 WALTERS WHOLESALE ELECTRIC CO 214.68 0.00 214.68 AP 00431398 04/05/2023 WAXIE SANITARY SUPPLY 6,123.35 0.00 6,123.35 AP 00431399 04/05/2023 WEST COAST ARBORISTS INC 39,727.45 0.00 39,727.45 AP 00431400 04/05/2023 WEST COAST ARBORISTS INC 1,678.35 0.00 1,678.35 AP 00431401 04/05/2023 WEST COAST ARBORISTS INC 16,943.20 0.00 16,943.20 AP 00431402 04/05/2023 WEST COAST ARBORISTS INC 3,677.75 0.00 3,677.75 AP 00431403 04/05/2023 WEST COAST ARBORISTS INC 3,904.95 0.00 3,904.95 AP 00431404 04/05/2023 WEST COAST ARBORISTS INC 4,858.45 0.00 4,858.45 AP 00431405 04/05/2023 WILSON & BELL AUTO SERVICE 197.50 0.00 197.50 AP 00431406 04/05/2023 YERO, ART 87.12 0.00 87.12 $2,461,681.50 $2,659,641.94 $197,960.44 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 07:13:10 04/10/2023Current Date:VLOPEZ - Veronica Lopez Page:7 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:    Page 19 DATE:April 19, 2023 TO:Mayor and Members of the City Council President and Members of the Boards of Directors FROM:John R. Gillison, City Manager INITIATED BY:Tamara L. Oatman, Finance Director Veronica Lopez, Accounts Payable Supervisor SUBJECT:Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $56,536.83 Dated March 28, 2023, Through April 09, 2023. (CITY/FIRE) RECOMMENDATION: Staff recommends City Council/Board of Directors of the Fire Protection District approve payment of demands as presented. Weekly check register amounts are $51,682.75 and $4,854.08 for the City and the Fire District, respectively. BACKGROUND: N/A ANALYSIS: N/A FISCAL IMPACT: Adequate budgeted funds are available for the payment of demands per the attached listing. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: N/A ATTACHMENTS: Attachment 1 - Weekly Check Register    Page 20 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT So Calif Gas Company Only. AND CITY OF RANCHO CUCAMONGA 3/28/2023 through 4/9/2023 Check No.Check Date Vendor Name City Fire Amount ***AP 00431222 03/29/2023 SOCAL GAS 42,920.92 4,854.08 47,775.00 AP 00431223 03/29/2023 SOCAL GAS 2,231.86 0.00 2,231.86 AP 00431224 03/29/2023 SOCAL GAS 6,529.97 0.00 6,529.97 $51,682.75 $56,536.83 $4,854.08 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 07:28:02 04/10/2023Current Date:VLOPEZ - Veronica Lopez Page:1 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:    Page 21 DATE:April 19, 2023 TO:Mayor and Members of the City Council President and Members of the Board of Directors FROM:John R. Gillison, City Manager INITIATED BY:Elisa Cox, Assistant City Manager/Administrative Services Director Tamara L. Oatman, Finance Director Jason A. Shields, Management Analyst II SUBJECT:Consideration to Receive and File Current Investment Schedules as of March 31, 2023 for the City of Rancho Cucamonga and the Rancho Cucamonga Fire Protection District. (CITY/FIRE) RECOMMENDATION: Staff recommends that the City Council/Board of Directors of the Fire Protection District receive and file the attached current investment schedules for the City of Rancho Cucamonga (City) and the Rancho Cucamonga Fire Protection District (District) as of March 31, 2023. BACKGROUND: The attached investment schedules as of March 31, 2023 reflect cash and investments managed by the Finance Department/Revenue Management Division and are in conformity with the requirements of California Government Code Section 53601 and the City of Rancho Cucamonga’s and the Rancho Cucamonga Fire Protection District’s adopted Investment Policies as approved on June 16, 2022. ANALYSIS: The City’s and District’s Treasurers are each required to submit a quarterly investment report to the City Council and the Fire Board, respectively, in accordance with California Government Code Section 53646. The quarterly investment report is required to be submitted within 30 days following the end of the quarter covered by the report. However, the City and District Treasurers have each elected to provide this report on a monthly basis. FISCAL IMPACT: None. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: The monthly investment schedule supports the City Council’s core value of providing and nurturing a high quality of life for all by demonstrating the active, prudent fiscal management of the City’s investment portfolio to ensure that financial resources are available to support the various services the city provides to all Rancho Cucamonga stakeholders. ATTACHMENTS: Attachment 1 - Investment Schedule (City) Attachment 2 - Investment Schedule (Fire)    Page 22    Page 23    Page 24    Page 25    Page 26    Page 27    Page 28    Page 29    Page 30    Page 31    Page 32    Page 33    Page 34    Page 35    Page 36    Page 37    Page 38    Page 39    Page 40    Page 41    Page 42    Page 43    Page 44    Page 45    Page 46    Page 47    Page 48    Page 49    Page 50    Page 51    Page 52    Page 53    Page 54    Page 55    Page 56 City of Rancho Cucamonga Summary of Cash and Investments with Fiscal Agents For the Month Ended 3/31/2023 Trustee and/or Paying Agent Purchase Maturity Cost Bond Issue/Description Account Name Trust Account # Fund Investment Date Date*Yield Value CFD 2003-01 Improvement Area 1 (2013)Wells Fargo Reserve Fund Agency Project 46571801 46571807 46571808 46571800 46571806 46571805 865 Money Market Fund 614 Money Market Fund 615 Money Market Fund 864 Money Market Fund 614 Money Market Fund 864 Money Market Fund 9/1/2013 9/1/2013 9/1/2013 9/1/2013 9/1/2013 9/1/2013 N/A N/A N/A N/A N/A N/A 0.01% 0.01% 0.01% 0.01% 0.01% 0.01% $ $ $ $ $ $ $ 1,421,355.73 79,286.70 195,480.63 510.57 Cultural Center Fund Bond Fund Developer Project Special Tax 99,951.94 20,125.58 1,816,711.15 CFD 2003-01 Improvement Area 2 (2013) CFD No 2004-01 Rancho Etiwanda Series Wells Fargo Wells Fargo Bond Fund 46659800 46659801 46659805 866 Money Market Fund 867 Money Market Fund 866 Money Market Fund 12/1/2013 12/1/2013 12/1/2013 N/A N/A N/A 0.01% 0.01% 0.01% $ $ $ $ 79.91 132,880.91 1,889.75 Reserve Fund Special Tax Fund 134,850.57 Admin Expense Fund Bond Fund 48436802 48436800 48436801 48436807 48436809 Money Market Fund 820 Money Market Fund 821 Money Market Fund 820 Money Market Fund 617 Money Market Fund N/A N/A N/A N/A N/A 0.01% 0.01% 0.01% $- 935.89 Reserve Fund Special Tax Fund Project Fund 1,191,015.85 16,993.34 45,833.58 1,254,778.66$ $2014 Rancho Summit Wells Fargo Cost of Issuance Fund Bond Fund 48709906 48709900 48709901 48709907 48709908 48709903 48709904 Money Market Fund 858 Money Market Fund 859 Money Market Fund 858 Money Market Fund Money Market Fund N/A N/A N/A N/A N/A N/A N/A - 180.92 Reserve Fund 260,275.01 Sepcial Tax Fund Rebate Fund 3,707.84 - Redemption Fund Prepayment Fund Money Market Fund - -Money Market Fund $ $ 264,163.77 2019 Lease Revenue Bonds Wells Fargo Bond Fund 82631600 82631601 82631602 82631605 82631606 82631607 711 Money Market Fund 711 Money Market Fund 711 Money Market Fund 711 Money Market Fund 711 Money Market Fund 711 Money Market Fund 2/28/2019 2/28/2019 2/28/2019 2/28/2019 2/28/2019 2/28/2019 N/A N/A N/A N/A N/A N/A - - - - - - - Interest Principal Acquisition and Construciton - Series A Acquisition and Construciton - Series B Cost of Issuance $ $CFD No. 2000-01 South Etiwanda Union Bank Rancho Cucamonga 2015 CFD2000-1 AGY Special Tax Fund 6712140200 6712140201 6712140202 6712140203 6712140204 7/30/2015 7/30/2015 7/30/2015 7/30/2015 7/30/2015 N/A N/A N/A N/A N/A - 256.39 3.91 852 Money Market Fund 852 Money Market Fund Money Market Fund Bond Fund Prepayment Fund - Reserve Fund 853 Money Market Fund 0.00%22,896.21 23,156.51$ CFD No. 2000-02 Rancho Cucamonga Corporate Park Union Bank Rancho Cucamonga 2015 CFD2000-2 AGY Special Tax Fund 6712140300 6712140301 Money Market Fund 7/30/2015 7/30/2015 N/A N/A $ $ - 856 Money Market Fund 2,356.34 I:\FINANCE\SALINA\Fiscal Agent Stmts\_Fiscal Agent Statements Workbook Template.xlsx Summary Report Page 1    Page 57 City of Rancho Cucamonga Summary of Cash and Investments with Fiscal Agents For the Month Ended 3/31/2023 Trustee and/or Paying Agent Purchase Maturity Cost Bond Issue/Description Account Name Trust Account # Fund Investment Date Date*Yield Value Bond Fund 6712140302 6712140303 6712140304 856 Money Market Fund Money Market Fund 7/30/2015 7/30/2015 7/30/2015 N/A N/A N/A $ $ 38.97 -Prepayment Fund Reserve Fund 857 Money Market Fund 0.00%210,242.58 212,637.89$ $CFD No. 2001-01 IA 1&2, Series A Union Bank Union Bank Union Bank Union Bank Rancho Cucamonga 2015 CFD2001-1 AGY Special Tax Fund 6712140400 6712140401 6712140402 6712140403 6712140404 Money Market Fund 860 Money Market Fund 860 Money Market Fund Money Market Fund 7/30/2015 7/30/2015 7/30/2015 7/30/2015 7/30/2015 N/A N/A N/A N/A N/A - 3,453.96 139.26Bond Fund Prepayment Fund - Reserve Fund 861 Money Market Fund 0.00% 0.00% 0.00% 0.00% 305,489.07 309,082.29$ $CFD No. 2001-01 IA3, Series B CFD No. 2006-01 Vintner's Grove CFD No. 2006-02 Amador on Rt. 66 Rancho Cucamonga 2015 CFD2001-1 AGY Special Tax Fund 6712140500 6712140501 6712140502 6712140503 6712140504 Money Market Fund 862 Money Market Fund 862 Money Market Fund Money Market Fund 7/30/2015 7/30/2015 7/30/2015 7/30/2015 7/30/2015 N/A N/A N/A N/A N/A - 335.40 13.48Bond Fund Prepayment Fund - Reserve Fund 863 Money Market Fund 29,659.65 30,008.53$ $Rancho Cucamonga 2015 CFD2006-1 AGY Special Tax Fund 6712140600 6712140601 6712140602 6712140603 6712140604 Money Market Fund 869 Money Market Fund 869 Money Market Fund Money Market Fund 7/30/2015 7/30/2015 7/30/2015 7/30/2015 7/30/2015 N/A N/A N/A N/A N/A - 1,491.52 95.03Bond Fund Prepayment Fund - Reserve Fund 870 Money Market Fund 130,154.35 131,740.90$ $Rancho Cucamonga 2015 CFD2006-2 AGY Special Tax Fund 6712140700 6712140701 6712140702 6712140703 6712140704 Money Market Fund 871 Money Market Fund 871 Money Market Fund Money Market Fund 7/30/2015 7/30/2015 7/30/2015 7/30/2015 7/30/2015 N/A N/A N/A N/A N/A - 899.02 56.44Bond Fund Prepayment Fund - Reserve Fund 872 Money Market Fund 78,784.71 79,740.17$ 4,256,870.44 TOTAL CASH AND INVESTMENTS WITH FISCAL AGENTS $4,256,870.44 * Note: These investments are money market accounts which have no stated maturity date as they may be liquidated upon demand. I:\FINANCE\SALINA\Fiscal Agent Stmts\_Fiscal Agent Statements Workbook Template.xlsx Summary Report Page 2    Page 58    Page 59    Page 60    Page 61    Page 62    Page 63    Page 64    Page 65    Page 66    Page 67    Page 68    Page 69    Page 70    Page 71    Page 72    Page 73    Page 74    Page 75    Page 76    Page 77    Page 78    Page 79    Page 80    Page 81    Page 82    Page 83    Page 84    Page 85 DATE:April 19, 2023 TO:President and Members of the Board of Directors FROM:John R. Gillison, City Manager INITIATED BY:Mike McCliman, Fire Chief Ty Harris, Deputy Fire Chief Darci Vogel, Fire Business Manager Ruth Cain, Procurement Manager SUBJECT:Consideration of the Purchase of the First-In Alerting System for Fire Station 178 from Westnet, Inc. as a Single Source Vendor in the Amount of $165,580. (FIRE) RECOMMENDATION: Staff recommends that the Fire Board authorize the single source purchase of the First-In Alerting System for Fire Station 178 from Westnet, Inc. in the amount of $165,580 (including a 10% contingency). BACKGROUND: Fire Station Alerting Systems (FSAS) are a critical component of any public dispatch system. The alerting equipment is installed in each fire station and allows for dispatch centers to quickly alert fire station personnel of a call for service and announce critical dispatch information. FSAS’s assist fire departments in meeting National Fire Protection Association (NFPA) standards by monitoring alerting functions, lowering on-scene response times, improving firefighter health and safety, and providing critical information to responding crews. In 2017, the Fire District awarded a contract to Westnet, Inc. for the purchase of the First-In Alerting System for installation at each of the Fire District’s seven fire stations. This purchase was made in coordination with CONFIRE, the Fire District’s emergency dispatch provider, as well as all CONFIRE dispatched agencies throughout San Bernardino County. ANALYSIS: Fire Station 178 is currently under construction and will require the installation of the same fire station alerting system installed at the Fire District’s other fire stations. Staff recommends utilizing a single source purchase with Westnet, Inc. for the First-In Alerting System. Westnet, Inc. has provided a proposal for the alerting system which includes all of the required equipment, as well as installation and technical support. Installation of the alerting system will take place in coordination with the District’s contractor for Fire Station 178. FISCAL IMPACT: The total purchase price of the First-In Alerting System is $150,531, plus an approximate 10% contingency of $15,049, for a total $165,580. There are sufficient funds within the Fire Protection Capital Fund for this purchase.    Page 86 Page 2 1 7 6 7 COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: This item brings together portions of the Council’s vision and core value by providing a sustainable City and promoting a safe and healthy community for all. This is accomplished by ensuring our first responders have the resources and tools necessary to respond effectively during emergency situations. ATTACHMENTS: n/a    Page 87 DATE:April 19, 2023 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Matt Marquez, Director of Planning and Economic Development Flavio Nuñez, Management Analyst II SUBJECT:Consideration of a Professional Services Agreement with MDG Associates, Inc. for Administration, and Monitoring Services for the Community Development Block Grant Program (CDBG) in the Amount of $183,000.00. (CITY) RECOMMENDATION: Staff recommends that the City Council: 1. Authorize approval of a Professional Services Agreement between the City and MDG Associates, Inc. for Administration and Monitoring services for the use of Community Development Block Grant (CDBG) Program funds. 2. Appropriate $183,000.00 to fund 1204000-4750/2050-0 (CDBG Fund-Grant) BACKGROUND: The City of Rancho Cucamonga is an entitlement jurisdiction and receives an annual allocation from the U. S. Department of Housing and Urban Development (HUD) for Community Development Block Grant (CDBG) funds. These federal funds generally must be used to benefit low- and moderate-income persons, aid in the prevention or elimination of slums or blight, and/or meet an urgent need. The purpose of the grant administration and monitoring services is to provide staff support to ensure the City maintains compliance with federal statutes, regulations, and continues its eligibility for the renewal of program funding. ANALYSIS: The City issued a Request for Proposals (RFP) for grant management services to assist with the administration and monitoring of the City’s CDBG Program. To provide an opportunity for local vendors to submit bids, a Notice Inviting Bids was posted on PlanetBids. The City received three proposals which were then reviewed, scored and ranked by a Review Panel made up of three staff from the Planning and Economic Development Department. MDG Associates, Inc. received the highest score and is recommended by staff to meet the needs of the CDBG Program. In addition to providing administrative and technical assistance to local agencies, MDG Associates, Inc. provides trainings across the country directly on behalf of HUD and the Department of Labor (DOL) on maintaining financial and programmatic records and preparation for submission of compliance reports including the Consolidated Plan, Annual Action Plan, Consolidated Annual Performance and Evaluation Report, Section 3 compliance, minority- and    Page 88 Page 2 1 7 7 5 women -owned businesses reporting, and other reports. The Professional Services Agreement is for one (1) year contract with an option to renew in one (1) year increments to a total of three (3) years unless sooner terminated. FISCAL IMPACT: There will be no impact to the General Fund because of the contract award. As an entitlement grantee, the City is eligible to receive CDBG funds annually from HUD. As such, CDBG regulations allow for 20% of its allocated grant funds to be used for program administration costs. COUNCIL MISSION / VISION / VALUE(S) ADDRESSED: ENHANCING PREMIER COMMUNITY STATUS: The award of contact for administrative and monitoring support services will ensure the City maintains its eligibility as an entitlement City of CDBG grant funds to provide residents with a wide array of public services and decent affordable housing with suitable living conditions. ATTACHMENTS: Attachment 1 – Agreement for Professional Services    Page 89 Attachment 1   Page 90    Page 91    Page 92    Page 93    Page 94    Page 95    Page 96    Page 97    Page 98    Page 99    Page 100    Page 101    Page 102    Page 103    Page 104    Page 105    Page 106    Page 107    Page 108    Page 109    Page 110 DATE:April 19, 2023 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Jason C. Welday, Director of Engineering Services/City Engineer Frank A. Lopez, Principal Civil Engineer/Assistant City Engineer Romeo M. David, Associate Engineer SUBJECT:Consideration of a Contract with Gentry Brother’s, Inc., in the Amount of $1,069,056 Plus a 10% Contingency in the amount of $106,905, for the Hermosa Avenue Street Widening and Hermosa Avenue Pavement Rehabilitation Project and Authorization of an Appropriation in an amount of $430,000 from the Infrastructure Fund (Fund 198). This Project is exempt from the requirements of the California Environmental Quality Act (CEQA) per Government Code Section 15301 – Existing Facilities. (CITY) RECOMMENDATION: Staff recommends that the City Council: 1. Approve the plans and specifications for the Hermosa Avenue Street Widening and Pavement Rehabilitation (Project); 2. Accept the bids received for the Project; 3. Award and authorize the execution of a contract in the amount of $1,069,056, to the lowest responsive bidder, Gentry Brother’s Inc., for the total bid amount; 4. Authorize the City Engineer or his designee to expend up to 10% contingency in the amount of $106,905; and 5. Authorize an appropriation in the amount of $430,000 from the Infrastructure Fund (Fund 198) for the ARTE Street Widening Improvements. BACKGROUND: Hermosa Avenue between Foothill Boulevard and Church Street is generally constructed to its ultimate roadway width except a small portion immediately north of the ARTE Apartments (ARTE) where the roadway width narrows along the east side of the road. The City recently entered into an agreement with ARTE (located on the northeast corner of Foothill Boulevard and Hermosa Avenue) to widen the east side of Hermosa Avenue between their north property line and Norwick Street to increase the supply of on-street parking available to residents and guests of ARTE and address concerns from the adjacent neighborhoods. In accordance with this agreement, the City received a one-time payment of $400,000 from ARTE as a fair share contribution toward construction of the widening improvements.    Page 111 Page 2 1 7 6 2 ANALYSIS: In addition to the widening described above, the scope of work for the Project includes construction of bulb out curbs and reconfiguration of parking along the east side of Hermosa Avenue Foothill Boulevard to Norwick Street, tree removal, construction of new sidewalk and curb and gutter, green bike lane improvements, and upgrades to all existing ramps to comply with the new accessibility regulations. As well, the project includes resurfacing of Hermosa Avenue from Foothill Boulevard to Church Street which includes weed kill, routing and crack sealing, asphalt cold milling, asphalt rubber hot mix overlay, adjusting existing manholes and valves to new grade, restriping and installation of new raise pavement markers. The contract documents call for sixty (60) working days to complete this construction. The City of Rancho Cucamonga uses asphalt rubber hot mix overlay as a paving method to apply a new layer of asphalt to deteriorating roadway surfaces. Instead of demolishing the old asphalt surface completely, the asphalt overlay project will use the existing layers as a base for the new asphalt pavement. An asphalt overlay project extends the life of the pavement an additional 15 to 20 years. Engineering staff used its Pavement Management System (PMS) to determine the Hermosa Avenue to be resurfaced. The PMS is a planning tool that analyzes existing pavement conditions and identifies good, fair, poor conditions. A vicinity map illustrating the project site location included in this Project is included as Attachment 1. The Notice Inviting Bids was released to the general contracting community and was published in the Daily Bulletin on March 7, and 14, 2023. The City Clerk’s Office facilitated the formal solicitation for bidding the Project. On March 28, 2023, the City Clerk’s office received five (5) construction bids. The Engineer’s estimate for the Project was $1,080,000. The apparent low bidder Gentry Brother’s Inc. submitted a bid in the amount of $1,069,056. A full bid summary is included as Attachment 2. Engineering staff has reviewed all bids received and found all to be complete and in accordance with the bid requirements with any irregularities to be inconsequential. Staff has completed the required background investigation and finds the lowest responsive bidder Gentry Brother’s Inc. meets the requirements of the bid documents. In order to ensure the materials and final work product meet or exceed the City’s plans and specifications, and that the requirements of State law are met in relation to preservation of survey monuments, materials testing, inspection, and survey services will be provided by outside consultants per separate on-call agreements. ENVIRONMENTAL: Staff has determined that the Project is Categorically Exempt from CEQA per Government Code Section 15301 “Existing Facilities” subsection (c), Class 1. FISCAL IMPACT: Anticipated construction costs are estimated as shown in the table below.    Page 112 Page 3 1 7 6 2 Expenditure Category Amount Construction Contract $1,069,056 Construction Contract Contingency (10%)$106,905 Construction Inspection Services $67,720 Construction Materials Services $23,920 Construction Survey Services $41,465 Bid Noticing Advertisement $1,691 Estimated Project Construction Costs $1,310,757 A total of $883,350 has been budgeted in Fiscal Year 2022/23 from both the State Gas Tax Fund (Fund 174) and Infrastructure Fund (Fund 198). Staff received the fair share payment of $400,000 from the Providence II ARTE Apartments, LLC per the agreement between the City of Rancho Cucamonga and Providence II ARTE Apartments, LLC under contract 2023-001 which was deposited into the Infrastructure fund (Fund 198), to cover the partial widening portion of the Project. The total overall cost of the project is estimated to be a total of $1,310,757. Funding currently appropriated for the Project is identified under Account Nos. and in the amounts listed below: Account No.Funding Source Description Amount 11743035650/2075174-0 Gas Tax Fund (174)Hermosa Avenue Rehab $562,500 11983035650/1976198-0 Infrastructure Fund (198) Hermosa Avenue Widening $320,850 Total Project Funding $883,350 An appropriation of $430,000 from the Infrastructure Fund (Fund 198) to Project Account No.11983035650/1976198-0 (which includes the $400,000 contribution from ARTE) will be necessary to cover the anticipated costs for Project. Account No.Funding Source Description Amount 11983035650/1976198-0 Infrastructure Fund (Fund198) Hermosa Avenue Widening $430,000 COUNCIL MISSION / VISION / VALUE(S) ADDRESSED: This project meets our City Council core values by promoting and enhancing a safe and healthy community for all, and by providing continuous improvement through the construction of high- quality public improvements. ATTACHMENTS: Attachment 1 - Vicinity Map Attachment 2 - Bid Summary    Page 113 ATTACHMENT 1 PROJECT# 800-2023-01 " HERMOSA AVENUE STREET WIDENING AND PAVEMENT REHABILITATION PROJECT” From Foothill Boulevard to Church Street NOT TO SCALE Project Site Project Site    Page 114 ATTACHMENT 2 BID SUMMARY - BID DATE: MARCH 28, 2023 APPARENT LOW BIDDER 2 3 4 5 HERMOSA AVENUE STREET WIDENING AND PAVEMENT REHABILITATION PROJECT SCHEDULE A BID (PAVEMENT REHAB FROM FOOTHILL BLVD TO CHURCH STREET) ENGINEER'S ESTIMATE Gentry Brothers Inc.Hardy & Harper, Inc.Hillcrest Contracting All American Asphalt CONTRACTOR 5 UNIT BID UNIT BID UNIT BID UNIT COST $97,000.00 BID AMOUNT $97,000.00 UNIT COST $100,000.00 BID AMOUNT $100,000.00 UNIT COST $72,750.00 BID AMOUNT $72,750.00 NO QTY UNIT DESCRIPTION COST 25,000.00 AMOUNT COST AMOUNT $30,000.00 COST $60,850.00 AMOUNT $60,850.0011 1 1 LS MOBILIZATION CLEARING AND GRUBBING (INCLUDING ALL REMOVAL AND DISPOSAL OF $ $ $ $ $ $ 25,000.00 $30,000.00 45,000.00 $30,000.00 25,000.00 $81,235.00 2 3 LS 45,000.00 25,000.00 $30,000.00 $81,235.00 $20,000.00 $20,000.00 $34,000.00 $65,000.00 $34,000.00 $65,000.00 $25,000.00 $25,000.00 $37,000.00 $37,000.00SIDEWALKS, CURB AND GUTTER, ASPHALT PAVEMENT, ETC.) LS TRAFFIC CONTROL $100,000.00 $100,000.00 $140,000.00 $140,000.00 $123,000.00 $123,000.00 CONSTRUCT PCC ACCESS RAMP INCLUDING TRUNCATED DETECTABLE WARNING SURFACE, ASPHALT SLOT PATCH, GUTTER, SIDEWALKS, RETAINING CURB,4 9 EA $9,000.00 $81,000.00 $6,500.00 $58,500.00 $15,000.00 $135,000.00 $7,700.00 $69,300.00 $14,000.00 $126,000.00 $9,000.00 $81,000.00SPANDREL, ETC. COMPLETE IN PLACE PER PLANS AND RAMP DETAILS (EXCLUDING PEDESTRIAN PUSH BUTTON)MODIFY EXISTING RAMP AT SE CORNER OF HERMOSA AVENUE AND NORWICK 5 1 LS STREET. SAWCUT EXISTING SPANDREL AND CONSTRUCT CURB INCLUDING $ $ 3,000.00 4,500.00 $ $ 3,000.00 $8,000.00 $5,500.00 $8,000.00 $10,000.00 $5,500.00 $10,000.00 $27,500.00 $1,280.00 $4,900.00 $1,280.00 $12,000.00 $5,800.00 $12,000.00 $29,000.00 $19,000.00 $5,500.00 $19,000.00 $27,500.00 COBBLE ROCKS PER PLAN INSTALL NEW PEDESTRIAN PEDESTAL POLE, PUSH BUTTON, CONDUIT AND EA WIRING PER CALTRANS STANDARD PLAN ES-5C AND ES-7A, INCLUDING REMOVING AND CAPPING OF EXISTING PUSH BUTTON, COMPLETE IN PLACE EA INSTALL GLUE DOWN TRUNCATED DOMES ON EXISTING PCC ACCESS RAMP SY 0"-2" COLD MILL PER PLAN 6 5 22,500.00 $27,500.00 $24,500.00 7 8 2 $ $ 1,000.00 4.50 $ $ 2,000.00 25,650.00 $500.00 $3.50 $1,000.00 $19,950.00 $1,200.00 $4.00 $2,400.00 $22,800.00 $940.00 $5.90 $1,880.00 $33,630.00 $1,400.00 $3.00 $2,800.00 $17,100.00 $1,500.00 $4.00 $3,000.00 $22,800.005,700 CORRECTED 9 10 11 1,850 12 25 TN INSTALL 2" THICK ASPHALT RUBBER HOT MIX OVERLAY (ARHM) EA ADJUST EXISTING MANHOLES TO FINISH GRADE $ $ $ 110.00 1,000.00 500.00 $ $ $ 203,500.00 12,000.00 12,500.00 $122.00 $600.00 $125.00 $225,700.00 $7,200.00 $3,125.00 $130.00 $1,200.00 $300.00 $240,500.00 $14,400.00 $7,500.00 $152.00 $630.00 $470.00 $281,200.00 $7,560.00 $11,750.00 $124.00 $990.00 $100.00 $229,400.00 $11,880.00 $2,500.00 $137.00 $1,000.00 $200.00 $253,450.00 $12,000.00 $5,000.00EA ADJUST EXISTING WATER VALVE CAN AND LID TO FINISH GRADE TRAFFIC THERMOPLASTIC STRIPING, SIGNING AND MARKERS PER PLAN121LS $35,000.00 $35,000.00 $84,000.00 $84,000.00 $50,000.00 $50,000.00 $58,000.00 $58,000.00 $60,000.00 $60,000.00 $72,000.00 $72,000.00COMPLETE IN PLACE 13 4,450 14 SF INSTALL THERMOPLASTIC SKIP GREEN BIKE TREATMENT STRIPING PER DETAILS EA INSTALL CONSTRUCTION NOTIFICATION SIGN $ $ 12.00 1,000.00 $ $ 53,400.00 2,000.00 $5.50 $900.00 $24,475.00 $1,800.00 $9.00 $2,000.00 $40,050.00 $4,000.00 $10.10 $3,500.00 $44,945.00 $7,000.00 $9.00 $2,800.00 $40,050.00 $5,600.00 $10.00 $2,000.00 $44,500.00 $4,000.002 TOTAL SCHEDULE A BID AMOUNT:$547,550.00 $602,485.00 $735,000.00 $737,045.00 $801,330.00 $777,000.00 SCHEDULE B BID (STREET WIDENING FROM FOOTHILL BLVD TO NORWICK STREET)UNIT BID UNIT BID UNIT BID UNIT BID UNIT BID UNIT BID NO QTY UNIT DESCRIPTION CLEARING AND GRUBBING (INCLUDING ALL SAWCUT, REMOVAL AND COST AMOUNT COST AMOUNT COST AMOUNT COST AMOUNT COST AMOUNT COST AMOUNT 1 2 1 LS DISPOSAL OF SIDEWALKS, CURB AND GUTTER, ASPHALT PAVEMENT, COBBLE WALL, DIRT, ETC.)LS GENERAL GRADING AND HAUL OFF EXCESS SOIL $ $ 95,000.00 75,000.00 $95,000.00 $159,686.00 $159,686.00 $50,000.00 $50,000.00 $104,000.00 $104,000.00 $141,000.00 $141,000.00 $111,000.00 $55,000.00 $172,371.00 $111,000.00 $172,371.001$75,000.00 $20,000.00 $20,000.00 $112,535.00 $112,535.00 $137,000.00 CORRECTED $137,000.00 $55,000.00 GRIND AND PULVERIZE FULL DEPTH A.C. PAVEMENT AND BACKFILL WITH SF SOIL (AS NEEDED) AND PULVERIZED ASPHALT TO 4" BELOW TOP OF PROPOSED CURB 3 2,800 $ $ 12.00 $33,600.00 $1.00 $2,800.00 $2.00 $5,600.00 $2.20 $6,160.00 $6.00 $16,800.00 $9.00 $25,200.00 CORE THROUGH CURB AND INSTALL NEW 3" PVC CURB DRAIN AND CONNECT TO EXISTING4 5 1 1 EA 500.00 $500.00 $600.00 $600.00 $1,200.00 $1,200.00 $700.00 $700.00 $1,600.00 $1,600.00 $3,000.00 $3,000.00 LS REMOVE EXISTING LANDSCAPING AND IRRIGATION AND RESTORE IN KIND $5,000.00 $5,000.00 $10,000.00 $10,000.00 $10,000.00 $10,000.00 $10,700.00 $10,700.00 $24,000.00 $24,000.00 $25,000.00 $25,000.00 6 7 8 9 10 11 1 3 2 1 650 720 EA RELOCATE EXISTING FIRE HYDRANT ASSEMBLY EA ADJUST EXISTING MANHOLES TO FINISH GRADE EA ADJUST EXISTING MAILBOX TO FINISHED SURFACE EA ADJUST EXISTING WATER METER AND BOX TO FINISH GRADE TN INSTALL ASPHALT CONCRETE B-PG 6410 $ $ $ $ $ $ 15,000.00 1,000.00 500.00 750.00 110.00 35.00 $15,000.00 $3,000.00 $1,000.00 $750.00 $71,500.00 $25,200.00 $5,000.00 $600.00 $400.00 $250.00 $99.00 $5,000.00 $1,800.00 $800.00 $250.00 $64,350.00 $12,960.00 $18,000.00 $1,200.00 $1,000.00 $2,000.00 $115.00 $18,000.00 $3,600.00 $2,000.00 $2,000.00 $74,750.00 $25,200.00 $22,400.00 $1,320.00 $860.00 $11,000.00 $127.00 $22,400.00 $3,960.00 $1,720.00 $11,000.00 $82,550.00 $36,720.00 $20,000.00 $1,700.00 $1,500.00 $2,200.00 $109.00 $20,000.00 $5,100.00 $3,000.00 $2,200.00 $70,850.00 $25,920.00 $27,000.00 $1,000.00 $2,000.00 $1,000.00 $127.00 $27,000.00 $3,000.00 $4,000.00 $1,000.00 $82,550.00 $34,560.00TN INSTALL CLASS II BASE $18.00 $35.00 $51.00 $36.00 $48.00 12 771 LF CONSTRUCT 8" CURB AND GUTTER (W=2') PER SITY STD. PLAN 104, A2-8 $70.00 $53,970.00 $50.00 $38,550.00 $75.00 $57,825.00 $52.00 $40,092.00 $67.00 $51,657.00 $55.00 $42,405.00 13 14 15 16 17 18 411 356 48 LF CONSTRUCT 6" CURB AND GUTTER (W=1') PER SITY STD. PLAN 104, A2-6 $ $ $ $ $ 60.00 54.00 $24,660.00 $19,224.00 $912.00 $45.00 $45.00 $18,495.00 $16,020.00 $960.00 $90.00 $35.00 $36,990.00 $12,460.00 $2,160.00 $9,500.00 $12,000.00 $62.00 $190.00 $46.00 $25,482.00 $67,640.00 $2,208.00 $7,920.00 $11,400.00 $66.00 $60.00 $27,126.00 $21,360.00 $1,920.00 $7,480.00 $12,000.00 $54.00 $44.00 $22,194.00 $15,664.00 $1,056.00 $6,000.00 $18,000.00 LF CONSTRUCT 6" CURB ONLY PER SITY STD. PLAN 104, A1-6 CONSTRUCT MODIFIED DRIVE APPROACH PER CITY STD. PLAN 101, WING ONLYSF 19.00 $20.00 $45.00 $40.00 $22.00 20 LF CONSTRUCT CONCRETE SLOUGH WALL PER SPPWC PLAN 622-4 CONSTRUCT CURB RAMP PER PLAN AND SPPWC PLAN 111-5, CASE D, 400.00 7,500.00 $8,000.00 $15,000.00 $45.00 $900.00 $475.00 $6,000.00 $396.00 $5,700.00 $374.00 $6,000.00 $300.00 $9,000.002EA$5,000.00 $10,000.00TYPE 1 300 SF CONSTRUCT CROSS GUTTER PER CITY CTD. PLAN 106-A SF CONSTRUCT 4" THICK SIDEWALK PER CITY STD. PLAN 103 CONSTRUCT P.C.C. RETAINING CURB PER DETAIL ON PLAN on Sheet 1 Note $ $ 12.00 10.00 $3,600.00 $13,950.00 $17.00 $8.50 $5,100.00 $11,857.50 $35.00 $14.00 $10,500.00 $19,530.00 $41.00 $8.00 $12,300.00 $11,160.00 $45.00 $14.00 $13,500.00 $19,530.00 $24.00 $10.00 $7,200.00 $13,950.0019 1,395 20 64 21 4,325 LF $ $ 100.00 $6,400.00 $45.00 $2,880.00 $75.00 $4,800.00 $226.00 $14,464.00 $117.00 $7,488.00 $300.00 $19,200.0038 SF CONSTRUCT 4" THICK P.C.C. CONCRETE 10.00 $100.00 $43,250.00 $200.00 $8.50 $400.00 $36,762.50 $800.00 $14.00 $2,500.00 $60,550.00 $5,000.00 $6.50 $380.00 $28,112.50 $760.00 $14.00 $757.00 $60,550.00 $1,514.00 $10.00 $3,000.00 $43,250.00 $6,000.00222EA CONSTRUCT 2' GUTTER TRANSITIONS TO SHEDDING GUTTER CONSTRUCT CURB RAMP PER PLAN AND SPPWC PLAN 111-5, CASE A, TYPE 5231EA $ $ 7,500.00 125.00 $7,500.00 $10,250.00 $532,466.00 $5,000.00 $500.00 $5,000.00 $41,000.00 $466,571.00 $6,000.00 $400.00 $6,000.00 $32,800.00 $575,000.00 $5,900.00 $297.00 $5,900.00 $24,354.00 $668,702.50 $5,000.00 $700.00 $5,000.00 $57,400.00 $651,995.00 $9,000.00 $700.00 $9,000.00 $57,400.00 $750,000.00 INSTALL X'(L)x2.5'(W)X1/4"(T) GALVANIZED STEEL CHECKERED PLATE LF POWDER COATED GRAY AND BOLT FLUSH INTO CURB (X'=LENGTH PER PLAN) 24 82 TOTAL SCHEDULE B BID AMOUNT: TOTAL SCHEDULE A BID+ TOTAL SCHEDULE B BID BID AMOUNT:$1,080,016.00 $1,069,056.00 $1,310,000.00 $1,405,747.50 $1,453,325.00 $1,527,000.00   Page 115 DATE:April 19, 2023 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Julie A. Sowles, Deputy City Manager of Civic and Cultural Services Linda A. Troyan, MMC, City Clerk Services Director Patricia Bravo-Valdez, MMC, Deputy Director of City Clerk Services Kimberly Solorio, CMC, Records Management Analyst SUBJECT:Consideration of Amendment No. 2 to the Professional Services Agreement (Contract CO 2021-033) with Crisp Imaging for Records Backfile Conversion, Scanning, and Quality Control Services and Increase to the Contract Amount Not to Exceed $275,000. (CITY) RECOMMENDATION: It is recommended that the City Council approve Amendment No. 2 to the Professional Services Agreement (Contract CO 2021-033) with Crisp Imaging for records backfile conversion, scanning, and quality control services, with an option to renew in one (1) year increments up to five (5) additional years and increase the contract amount from $99,000 to an amount not to exceed $275,000, and authorize the City Manager or their designee to execute contract amendments. BACKGROUND: In 2021, after a Request for Proposal process, the City entered into a one-year Professional Services Agreement, CO 2021-033, with DataArc (now Crisp Imaging) for records backfile conversion, scanning, and quality control services for a total contract amount not to exceed $99,000. In 2022, the City amended the contract to continue services with DataArc (now Crisp Imaging) for an additional one-year period. The original contract is on file in the City Clerk Services Department. The City’s contract with Crisp Imaging has been effective for two years, and staff would like to continue services with an option to renew in one (1) year increments up to a maximum of seven years. Historically, the City has budgeted for various digitization projects to reduce physical storage needs and create an easy-to-use, fully searchable digital archive of city records. ANALYSIS: Crisp Imaging provides comprehensive services, including pickup and drop off of documents and microfiche, document preparation, quality scanning, quality control, data entry/indexing, on- demand electronic images, and secure data transfer. Crisp Imaging continues to meet the service needs of the City. Amending the contract for another year of services with Crisp Imaging will allow the City to continue digitizing records for easy accessibility, preservation, and records retention compliance. The primary use of this service will be to continue to digitize permanent records from our    Page 116 Page 2 1 7 7 3 community development departments, including Building and Safety, Planning, and Engineering, as well as the Fire District. Staff requests that the City Council approve Amendment No. 2 to increase the contract amount not to exceed $275,000. FISCAL IMPACT: The contract increase will total an amount not exceeding $275,000 over the next five years. If approved, the funds will be annually budgeted and allocated in account number 1016301- 5300 (Community Development Technical Services Fund - Contract Services). COUNCIL MISSION / VISION / VALUE(S) ADDRESSED: This item supports the City Council’s Core Values of intentionally embracing and anticipating the future and relentless pursuit of improvement as imaging records ensure savings in time and expenses, resulting in savings in records storage expenses, preparation for disasters, and efficient sharing and preservation of records. ATTACHMENTS: Attachment 1 - Amendment No. 2 to CO 2021-033    Page 117 Last Revised: 11/27/2018 Page 1 of 2 AMENDMENT NO. 2 to Professional Services Agreement (CO #2021-033) between Crisp Imaging (hereinafter “Service Provider”) and City of Rancho Cucamonga (hereinafter the “City”) This Amendment No. 2 will serve to amend the Professional Services Agreement (hereinafter “Agreement”), CO# 2021-033, to incorporate the following: This amendment shall serve to amend the Service Provider name from Data Arc to Crisp Imaging. 2.Term of Agreement: The term of this Agreement shall automatically renew for an additional one (1) year and shall become effective as of the date of the mutual execution by way of both parties' signature (the "Effective Date") unless either party gives the other written notice of termination at least ten (10) days prior to the end of the relevant term. 3.Compensation: 3.1 Compensation. City shall compensate Service Provider as set forth in Exhibit A, provided, however, that full, total and complete amount payable to Service Provider shall not exceed $275,000.00 (Please see the attached Exhibit "A" for cost compensation), including all out of pocket expenses, unless additional compensation is approved by the City Manager or City Council. City shall not withhold any federal, state or other taxes, or other deductions. However, City shall withhold not more than ten percent (10%) of any invoice amount pending receipt of any deliverables reflected in such invoice. Under no circumstance shall Service Provider be entitled to compensation for services not yet satisfactorily performed. All other Terms and Conditions of the original Agreement CO#2021-033, will remain in full effect. IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Amendment by way of signature by both parties and on the date indicated below. The City will process both copies for signature and provide Crisp Imaging with one (1) fully executed copy of the Amendment. Crisp Imaging By: Name Barry Malkin Date Chief Operating Officer Title City of Rancho Cucamonga By: Name L. Dennis Michael Date Mayor Title By: Name Date By: Name Date Attachment 1    Page 118 Last Revised: 11/27/2018 Page 2 of 2 Title Title (two signatures required if corporation)    Page 119 Last Revised: 05/22/14 EXHIBIT A SCOPE OF SERVICES Vendor Initials PSA without professional liability insurance (contractor) Page 14    Page 120 Crisp Imaging 2023-2024 Price List Item Description UOM QTY Crisp Img 1 Records Backfile Conversion, Scanning and Quality Control Services EA 1 $0.00 2 Document Preparation EA 1 $0.02 3 Scanning in color, B&W, grayscale EA 1 $0.02 4a Scan Various Documents (sizes) up to 8.5" X 11" EA 1 $0.055 4b Scan Various Documents (sizes) 8.5" X 11" to 11" X 17" EA 1 $0.13 5 Scan Various Plans (sizes) over 11" X 17" EA 1 $0.56 6 Scan Various Microfilm: 16 mm EA 1 $0.05 7 Scan Various Microfilm: 35 mm Per Card 1 $1.00 8 Multi-paging & Indexing: Charge for additional index fields EA 1 $0.02 9 Conversion of Images & Index to Laserfiche Volumes EA 1 $10.00 10 CD with scanned images EA 1 $5.00 11 DVD with scanned images EA 1 $10.00 12 USB with scanned images EA 1 $15.00 13a Place Permits & Plans in box in original order EA 1 $0.00 13b Reassembly of Permits & Plans to original order and folder EA 1 $0.03 13c Reassembly of Permits & Plans Replace Staples to original order and folder EA 1 $0.08 14 File sharing via Cloud Storage (30 day storage) - per volume EA 1 $5.00 15 Documents Destruction Box 1 $15.00 16 Pick-up, delivery and return of original documents (10 box/bag minimum) EA 1 Included 17 Overnight shipping and handling charges EA 1 $25.00 18 Quick turn-around expedite fee EA 1 $0.10 19 Additional Fees EA 1 $0.00 20 Additional Charges (please specify) Sum 1 $0.00 21 Additional Charges (please specify) Sum 1 $0.00    Page 121 DATE:April 19, 2023 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:William Wittkopf, Public Works Services Director Richard Favela, Streets, Storm Drains and Fleet Superintendent Kenneth Fung, Associate Engineer SUBJECT:Consideration to Accept the CDBG Concrete Rehabilitation Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) RECOMMENDATION: Staff recommends the City Council: 1. Accept the CDBG Concrete Rehabilitation Project, Contract No. 2022-045, as complete. 2. Approve the final contract amount of $1,450,476.60. 3. Authorize the release of the Faithful Performance Bond. 4. Authorize the release of the Labor and Materials Bond in the amount of $1,378,207.60, six months after the recordation of said notice if no claims have been received. 5. Authorize the Public Works Services Director to file a Notice of Completion and release of the retention in the amount of $72,523.83, 35 days after acceptance. BACKGROUND: The CDBG Concrete Rehabilitation Project assisted in reducing the backlog of needed sidewalk repair/replacement projects. As trees mature, their roots damage nearby sidewalks, curb and gutters, and driveway approaches. With the availability of Federal Department of Housing and Urban Development (HUD) Community Development Block Grant (CDBG) funds, the City was able to significantly reduce the number of residential sidewalks, curb and gutter, and driveway approaches that needed to be repaired/replaced. Pertinent information of the project is as follows: Budgeted Amount:$1,508,151.00 Publish Dates for Local Paper:February 1, 2022 and February 7, 2022 Bid Opening:March 1, 2022 Contract Award Date:March 16, 2022 Low Bidder:Gentry Brothers, Inc. Contract Amount:$1,378,207.60 Contingency:$129,943.40 Final Contract Amount:$1,450,476.60 Difference in Contract Amount:$72,269.00 (5.2 %)    Page 122 Page 2 1 7 6 3 ANALYSIS: The subject project has been completed in accordance with the approved plans and specifications and to the satisfaction of the Public Works Services Director. The net increase in the total cost of the project is the result of actual field conditions. Tree roots caused more extensive damage to 23 handicapped access ramps than originally thought. This resulted in Contract Change Order No 1. The remaining cost increase was the result of additional sidewalk, curb and gutter, and drive approach work that was determined in the field to be necessary. FISCAL IMPACT: There was no negative impact to the General Fund as a result of this project. Funds for this project were appropriated from the City’s Community Development Block Grant (CDBG) allocation. An appropriation, in the amount of $1,508,151.00, was requested from CDBG fund balance to 1204314-5650/2105204-0. COUNCIL MISSION / VISION / VALUE(S) ADDRESSED: By removing and replacing damaged sidewalks, curbs and gutters, and drive approaches, the CDBG Concrete Rehabilitation Project provided continuous improvement and a nurturing and high quality of life for all. ATTACHMENTS: Attachment 1 – Notice of Completion    Page 123    Page 124 DATE:April 19, 2023 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:William Wittkopf, Public Works Services Director Richard Favela, Streets, Storm Drains and Fleet Superintendent Kenneth Fung, Associate Engineer SUBJECT:Consideration to Accept the Traffic Signal Battery Backup Systems Replacement FY 21-22 Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) RECOMMENDATION: Staff recommends the City Council: 1. Accept the Traffic Signal Battery Backup System Replacement FY 21-22 Project, Contract No. 2022-012, as complete. 2. Approve the final contract amount of $271,008.00 3. Authorize the release of the Faithful Performance Bond and acceptance of Maintenance Bond. 4. Authorize the release of the Labor and Materials Bond in the amount of $248,424.00, six months after the recordation of said notice if no claims have been received. 5. Authorize the Public Works Services Director to file a Notice of Completion and release of the retention in the amount of $13,550.40 35 days after acceptance. BACKGROUND: The purpose of a traffic signal battery backup system is to provide electrical power to a traffic signal so that it will operate in red flash mode during a power outage. The existing first-generation battery backup systems have been in service for twenty-five (25) years. These systems have exceeded their life expectancy and are no longer supported by the manufacturer (replacement parts are no longer available). Pertinent information of the project is as follows: Budgeted Amount:$277,500.00 Publish Dates for Local Paper:September 7, 2021 and September 14, 2021 Bid Opening:October 5, 2021 Contract Award Date:November 17, 2021 Low Bidder:Yunex LLC Contract Amount:$248,424.00 Contingency: $29,076.00 Final Contract Amount:$271,008.00 Difference in Contract Amount: $22,584.00 (9.1 %)    Page 125 Page 2 1 7 5 3 ANALYSIS: The subject project has been completed in accordance with the approved plans and specifications and to the satisfaction of the Public Works Services Director. The net increase in the total cost of the project is a result of a Contract Change Order (CCO). Battery Backup Systems for the Etiwanda Avenue / Pacific Electric Trail intersection traffic signal and for the Foothill Boulevard / Day Creek Boulevard intersection traffic signal were added to the scope of this project. FISCAL IMPACT: Adequate funds were included in the Fiscal Year 2020/21 adopted budget for this project in account numbers 1712001-5650/1980712-0 (Equipment/Vehicle Replacement) and account number 1174303-5650/1980714-0 (State Gas Tax) COUNCIL MISSION / VISION / VALUE(S) ADDRESSED: This project addresses the City Council core value of promoting and enhancing a safe and healthy community for all. Installing new battery backup systems ensures that, in the event of a power outage, the City’s traffic signals will be able to provide limited traffic control at signalized intersections until power is restored in the area. ATTACHMENTS: Attachment 1 – Notice of Completion    Page 126    Page 127 DATE:April 19, 2023 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Jason C. Welday, Director of Engineering Services/City Engineer Baldwin Ngai, Associate Engineer SUBJECT:Consideration to Accept as Complete, File a Notice of Completion, Authorize Release of Retention and Bonds for the Traffic Signal Modification at Base Line Road and Spruce Avenue Project, and Reappropriate Remaining Funds. (CITY) RECOMMENDATION: Staff recommends that the City Council: 1. Accept the Traffic Signal Modification at Base Line Road and Spruce Avenue Project, Contract No. 2022-016 (Project), as complete; 2. Approve the final contract amount of $329,070; 3. Authorize the release of the Faithful Performance Bond 35 days after recordation of Notice of Completion and accept a Maintenance Guarantee Bond; 4. Authorize the release of the Labor and Materials Bond in the amount of $345,556, six months after the recordation of said notice if no claims have been received; 5. Authorize the City Engineer to file a Notice of Completion and release of the project retention 35 days after recordation of Notice of Completion; 6. Authorize the City Engineer to approve the release of the Maintenance Bond one year following the filing of the Notice of Completion if the improvements remain free from defects in material and workmanship; and 7. Approve a reappropriation of $60,000 of the remaining project funds to Account No. 11743035650/2022174-0. BACKGROUND: On February 16, 2022, the City Council awarded a construction contract to Alfaro Communications Construction, Inc., in the amount of $345,556, plus a 10% contingency in the amount of $34,556 to address unforeseen construction related incidentals. A copy of the February 16, 2022, City Council Staff Report is on file with the City Clerk. A vicinity map is included as Attachment 1.    Page 128 Page 2 1 7 6 5 The scope of work for the Project consisted of the installation of traffic signal poles, safety lighting, conduits, conductors, pull boxes, and all other traffic signal modifications necessary for the introduction of an additional approach that will serve as the entrance to Central Park adjacent to the Dog Park that is currently under construction. The work also included modification to the intersection such as curb, sidewalk, accessible curb ramps, raised median island, striping, and signage. ANALYSIS: The subject project has been completed in accordance with the approved plans and specifications and to the satisfaction of the City Engineer. The net decrease in the total cost of the project is a result of four (4) Contract Change Orders, including the final balancing statement (which conforms the final contract quantities to the actual quantities placed or constructed during construction), as summarized below: CCO Description Amount 1 Restoration of the median island and irrigation after saw cutting and construction of curb transition. $6,890 2 Relocation of a proposed Type 1A pole foundation due to unforeseen conflicts with existing utilities discovered during construction. $2,095 3 Furnishing and installation of a new Emergency Vehicle Preemption system. $9,879 4 Furnishing and installation of and additional 300 LF of 3 conductor cables. $1,200 5 Balancing Statement (Subtracted work to construct 2 access ramps and striping, that will be completed by others) ($36,550) Total Change Orders (Net Decrease):($16,486) The completion of the Traffic Signal Modification at Base Line Road and Spruce Avenue Project provides infrastructure necessary for the introduction of a new intersection approach that will serve as an entrance to Central Park and the new Dog Park at Central Park. The upgraded intersection with new eastbound Flashing Yellow Arrow (FYA) protected-permissive left turn operation will enhance traffic flow once the Dog Park is open. At the end of the one-year maintenance period, if the improvements remain free from defects in materials and workmanship, the City Clerk will release the Maintenance Bond upon approval by the City Engineer.  FISCAL IMPACT: A total of $201,760 was budgeted in Fiscal Year 2021/22 from the Gas Tax Fund (Fund 174) and $215,760 was appropriated from the Gas Tax Fund (Fund 174) in Account No. 11743035650/2022174-0 for this project for a total budget of $417,520 The final project cost is $354,608 as shown below:    Page 129 Page 3 1 7 6 5 A total of $62,912 remains in the budget for this project and a reappropriation of $60,000 to Account No. 11743035650/2022174-0 is needed to construct improvements subtracted from the original contract that are necessary for the traffic signal to become fully operational. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: The construction of Traffic Signal Modification at Base Line Road and Spruce Avenue Project addresses the City Council's goal of promoting and enhancing a safe and healthy community for all. ATTACHMENTS: Attachment 1 - Vicinity Map Expenditure Amount Final Construction Contract $329,070 Construction Inspection Services $25,538 Total Project Cost $354,608    Page 130 ATTACHMENT 1 Page 1 of 1 TRAFFIC SIGNAL MODIFICATION AT BASE LINE ROAD AND SPRUCE AVENUE PROJECT VICINITY MAP NOT TO SCALE Legend: = Project Location Base Line Rd Spruce Ave Haven Ave    Page 131 DATE:April 19, 2023 TO:Mayor and Members of the City Council President and Members of the Boards of Directors FROM:John R. Gillison, City Manager INITIATED BY:Julie A. Sowles, Deputy City Manager of Civic and Cultural Services Linda A. Troyan, MMC, City Clerk Services Director Patricia Bravo-Valdez, MMC, Deputy Director of City Clerk Services Kimberly Solorio, CMC, Records Management Analyst SUBJECT:Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2023-004) (RESOLUTION NO. 2023-037) (CITY/FIRE) RECOMMENDATION: Staff recommends the City Council/Board of Directors of the Fire Protection District adopt Resolutions, adopting revised Records Retention Schedules, authorizing destruction of certain obsolete City Records, and rescinding previous Records Retention Schedules. BACKGROUND: The City’s/Fire District’s Records Retention Schedules were last revised in 2022. The Records Retention Schedule is a key element of an effective records management program. The Retention Schedules assist the City/Fire District by documenting which records require to be maintained in the office or temporary storage, which records have historic or research value, and which records should be destroyed because they no longer have administrative, operational, fiscal or legal value. ANALYSIS: General records management principles recommend review and update of retention schedules periodically. The City’s/Fire District updates the Records Retention Schedules every two years or sooner if needed. The City Clerk Services Department worked closely with the City’s records consultant, City Departments, and the City Attorney's Office to update the schedules. This year’s proposed revisions to the schedules are reflective of new laws since 2022, best practices, and are identified on the attached Records Retention Schedules in colored and strike- out format. This year’s changes in law include updates to the Animal Services, Department of Innovation and Technology, Finance, Fire, and Planning Retention Schedules. Updates include changes to records descriptions, the incorporation of new legal retention requirements regarding environmental determinations to comply with the Golden Door court case decision, and the inclusion of a new document retention for records of efforts to contact a pet owner and/or microchip’s primary registrant.    Page 132 Page 2 1 7 2 4 Also included in the Resolutions is authorization to allow minor updates which do not alter the retention period or delete records in the schedules, such as changes to descriptions, etc., to be made without Council action but with the consent of the City Clerk Services Director, City Attorney, and City Manager. Staff recommends the City Council/Board of Directors of the Fire Protection District approve the revised Records Retention Schedules and Resolutions. FISCAL IMPACT: The City/Fire District will realize a savings in records storage expenses. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: This item supports the City Council’s Core Values of intentionally embracing and anticipating the future, working cooperatively and respectfully with each other, staff, and all stakeholders, and relentless pursuit of improvement by taking actions to proactively keep records retention schedules current with changes in law and best practices to ensure compliance with state law. ATTACHMENTS: Attachment 1 — Resolution No. FD 2023-004 and Records Retention Schedules Attachment 2 — Resolution No. 2023-037 and Records Retention Schedules    Page 133 RESOLUTION NO. FD2023-XX - Page 1 of 3 RESOLUTION NO. FD2023-XX A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES WHEREAS, the objective of a records management program and retention schedule is to control costs, increase space availability, streamline information and consistent record keeping systems, and improve productivity by providing records and information in a timely manner to individuals requiring them; and WHEREAS, California Health & Safety Code Section 13868 and Government Code Section 60200 provide that the legislative body of a fire protection district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the district; and WHEREAS, California Government Code Section 60201 provides that District records which have served their purpose, which are not expressly required by law to be filed and preserved, and which will not adversely affect any interest of the district or public may be destroyed; WHEREAS, the District has a procedure to maintain a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category; WHEREAS, the City Attorney has reviewed and approves the Records Retention Schedule as evidenced by his signature on this Resolution, in accordance with the provisions of California Government Code Section 60201; and WHEREAS, the District previously adopted Resolution No. 2022-004 adopting records retention schedules. NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT DOES FIND AND RESOLVE AS FOLLOWS: Section 1. The facts set forth in the Recitals, above in this resolution, are true and correct. Section 2. Resolution No. FD2022-004 and all previous resolutions adopting District records retention schedules are hereby rescinded and replaced with the Fire District Records Retention Schedules adopted herein. Section 3. The Board of Directors hereby adopts as its District Records Retention Schedules, the District Records Retention Schedules set forth in Exhibit “A” attached hereto and incorporated by reference herein. The Board of Directors hereby finds that the destruction or disposition of records in Exhibit A that have exceeded the retention periods set forth therein, and are no longer required for any District purpose, will not adversely affect any interest of the District ATTACHMENT 1    Page 134 RESOLUTION NO. FD2023-XX - Page 2 of 3 or the public. Section 4. The records of the Rancho Cucamonga Fire Protection District, as set forth in the Fire District Records Retention Schedules, Exhibit A, and that are no longer required for any District purpose, are hereby authorized to be destroyed as provided by California Health & Safety Code Section 13868, and Government Code Section 60200, et seq., and in accordance with the provisions of said Schedule and District policies and procedures, without further action by the District’s Board of Directors. Section 5. Minor updates are hereby authorized to be made to the Records Retention Schedules, without any further action by the District’s Board of Directors, that do not alter the retention period or delete records specified in the schedule, with the consent of the City Clerk Services Director, City Attorney and City Manager. Minor updates are defined as improvement in Records Descriptions, changes in Office of Record / Inactive timeframes (but not the Total Retention Period), whether to Image a record, and the Justification. Section 5. The term “records” as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or paper regardless of media, as defined by the California Public Records Act and as those terms are used in Health & Safety Code Section 13868 and Government Code Section 60200, et seq. Section 6. The Clerk of the Board of Directors shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 7. This resolution shall become effective immediately upon its passage and adoption.    Page 135 RESOLUTION NO. FD2023-XX - Page 3 of 3 PASSED, APPROVED AND ADOPTED this 19th day of April 2023. _____________________________ L.Dennis Michael, President ATTEST: _ Janice C. Reynolds, Clerk I, JANICE C. REYNOLDS, SECRETARY of the Rancho Cucamonga Fire Protection District, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the Board of Directors of the Rancho Cucamonga Fire Protection District, at a Regular Meeting of said Board held on the 19th day of April 2023. AYES: NOES: ABSENT: ABSTAINED: Executed this 20th day of April 2023, at Rancho Cucamonga, California. Janice C. Reynolds, Clerk APPROVED AS TO FORM: Nicholas R. Ghirelli, City Attorney Richards, Watson & Gershon    Page 136 HOW TO USE RETENTION SCHEDULES ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or er ased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining t he original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: •Reduce administrative expenses, expedite procedures •Free filing cabinet and office space •Reduce the cost of records storage •Eliminate duplication of effort within the City •Find records faster •Easier purging of file folders •Determine what media should be used to store records For questions, please contact the City Clerk. AUTHORIZATION TO DESTROY RECORDS: Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. •If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.” •If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).” EXHIBIT A    Page 137 RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention per iod; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Media, DVD-R, CD- R, or WORM cation, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes , and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)    Page 138 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Human Resources / Risk Management CW-001 Accident, Incident, Injury reports: PUBLIC & EMPLOYEES, with associated MSDS, if a chemical was involved Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies retained for reference; GC §§34090.7, 60200 Finance CW-002 Accounts Payable, Invoices, Petty Cash, Warrant Requests, etc. ALL backup is forwarded to Finance Copies - When No Longer Required Copies - When No Longer Required Yes: Before Payment Mag, Ppr All originals go to Finance (these are copies); GC §§34090.7, 60200 Lead Dept.CW-002.1 Administrative Hearings 2 years 2 years Mag, Ppr GC §§34090 Lead Dept.CW-003 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years Mag, Mfr, OD, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) City Clerk CW-004 Agenda Packets / Staff Reports: City Council Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After QC &OD GC §§34090.7, 60200 City Clerk CW-005 Agreements & Contracts ALL ORIGINALS Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: Upon Completio n Ensure the City Clerk receives all original agreements; GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 139 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-006 Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding) (Correspondence, Insurance Certificates, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Some Grants require audits; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A- 110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 Lead Dept.CW-007 Agreements & Contracts: ADMINISTRATIVE FILES (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 140 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-008 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Finance CW-009 Audits / Audit Reports / Annual Financial Reports Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies; GC §§34090.7, 60200 CW-010 Bids: See Agreements & Contracts Staffing Dept.CW-011 Department Staff Meetings (all Records, including Minutes and Recordings, Department Awards) 2 years 2 years Mag, Ppr GC §§34090 et seq., 60201 et seq. CW-012 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required When No Longer Required Mag, Ppr Non-records RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 141 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Staffing Dept.CW-013 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept.CW-014 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; GC §54953.5(b) Staffing Dept.CW-015 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings / Audio Tapes Minimum 3 years Minimum 3 years Mag, OD Department Preference; Video recording of meetings are only required for 90 days if audio or another record is made; GC §§34090.7, 34090 Staffing Dept.CW-016 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P P Mag, Mfr, OD, Ppr S No GC §§34090, 60201 et seq. Finance CW-017 Budgets - Finals Copies - When No Longer Required Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/I Yes: After 5 years Final must be filed with County Auditor; GC §§34090.7, 60200, 40802, 53901 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 142 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance CW-018 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §§34090.7, 60200 Lead (Requesting) Dept. CW-019 City Attorney Opinions Minimum 2 years Minimum 2 years Mag, Ppr City preference; GC §§34090, 60201 et seq. Human Resources / Risk Management CW-020 Claims Copies - When No Longer Required (Final Disposition) Copies - When No Longer Required (Final Disposition) Yes: Before Final Disposition Mag, Mfr, OD, Ppr S/I Yes: After Final Disposition GC §§34090.7, 34090.6 Lead (Responding) Dept. CW-021 Complaints / Concerns from Citizens Minimum 2 years Minimum 2 years Mag, Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed within 6 months; CCP §340 et seq., 342, GC §§ 911.2, 34090, 60201 et seq. Human Resources CW-022 Complaints Against Employees Send to Human Resources Send to Human Resources Mag, Ppr GC §§34090.7, 60200 CW-023 Contracts: See Agreements Lead Dept.CW-024 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 143 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-025 Correspondence - ROUTINE (e.g. Administrative, Chronological, General Files, Letters, Memorandums, Reading File, Working Files, etc.) 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 144 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-026 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required When No Longer Required Mag, Ppr Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way to the conduct of the public's business, or that ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here, or if in question, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §§34090, 60201 et seq., GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 145 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CW-027 Deeds, Easements, Final Orders of Condemnations, Liens, Recorded Documents, Rights of Ways (All) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Send all originals to the City Clerk; GC §§34090.7, 60200 Lead Dept.CW-028 Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5 years Close + 5 years Mag, Ppr Department preference; meets auditing standards; GC §§34090, 60201 et seq. Lead Dept.CW-029 DMV Pull Notices 2 years After Superseded or Separated 2 years After Superseded or Separated Mag Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §§34090, 60201 et seq. Lead Dept.CW-030 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 6252, 6254(a) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 146 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-031 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §§34090, 60201 et seq. et seq. Lead Dept.CW-032 Grants (UNSUCCESSFUL Applications, Correspondence)2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Lead Dept.CW-033 Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A- 110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 147 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources CW-034 Grievances and Informal Complaints (Employees) Copies - When No Longer Required Copies - When No Longer Required Yes: Before Disposition Mag, Ppr Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 Lead Dept.CW-035 Litigation Files / Lawsuits / Court Case Files Send Final Settlement Agreements to the City Clerk Final Resolution + 5 years Final Resolution + 5 years Yes: Until Settlement Mag, Ppr Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6 Lead Dept.CW-036 Leave Slips / Time Off Requests When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the Regular Course of Business GC §§34090, 60201 et seq. Lead Dept.CW-037 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) While Chemical In Use 30 years 30 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 148 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CW-038 Minutes - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090.7, 60200 City Clerk CW-039 Municipal Code (these are copies) Copies - When No Longer Required Copies - When No Longer Required Yes: Current Original Mag, Mfr, OD, Ppr I No Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §§34090, 60201 et seq. Lead Dept.CW-040 Newspaper Clippings When No Longer Required When No Longer Required Ppr Non-records - may be obtained from the newspaper company; GC §§34090, 60201 et seq. Staffing Dept.CW-041 Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years Mag, Ppr Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 60201 et seq. City Clerk CW-042 Ordinances - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090, 60201 et seq. Human Resources / Risk Management CW-043 OSHA Inspections or Citations Send to Human Resources Send to Human Resources Ppr GC §§34090.7, 60200 Human Resources CW-044 Personnel Files (Department- level Files) Do Not Retain in Departments Do Not Retain in Departments Before Separation Mag, Ppr Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 149 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-045 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Ppr Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §§34090 et seq., 60201 et seq. Lead Dept.CW-046 Unused Photographs When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts; destroy unnecessary photographs. GC §§34090, 6252, 6254(a) Lead Dept.CW-047 Public Relations / Press Releases 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Lead Dept.CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Department preference; GC §§34090, 60201 et seq. Lead Dept. (Who Ordered the Appraisal) CW-049 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years 2 years Mag, Ppr Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. (Who Ordered the Appraisal) CW-050 Real Estate Appraisal Reports: Purchased Property, Funded Loans 2 years Minimum 3 years Minimum 5 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 150 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CW-051 Records Destruction Lists / Certificate of Records Destruction Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §§34090.7, 60200 CW-052 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-Records Lead Dept.CW-053 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by YOUR Department Minimum 2 years Minimum 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §§34090, 60201 et seq. Lead Dept.CW-054 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OTHER Departments When Superseded When Superseded Mag, Ppr Copies; GC §§34090.7, 60200 CW-055 Reference or Working Files: See Correspondence Lead Dept.CW-056 Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 151 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-057 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years 10 years Mag, Ppr Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §§34090, 60201 et seq. City Clerk CW-058 Resolutions - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090.7, 60200 Lead Dept.CW-059 Special Projects / Subject Files / Issue Files Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §§34090, 60201 et seq. et seq. Lead Dept.CW-060 Surveys / Questionnaires (that the City issues) If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Finance / Payroll CW-061 Time Cards / Time Sheets (Finance keeps the originals with employee signatures) Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090.7, 60200 et seq. Lead Dept.CW-062 Time Off Requests When No Longer Required When No Longer Required Ppr Preliminary drafts (the time card is the final record); GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 152 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-063 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention & Safety Training & Tailgates) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 153 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ACCOUNTING AND FINANCIAL REPORTING Finance / Accounting & Financial Reporting FIN-001 1099's / 1096's / DE542 (California Report of Independent Contractors) 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Finance / Accounting & Financial Reporting FIN-002 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 2 years 5 years 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year May contain Fire District independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §§60201(d)(12), 34090 Finance / Accounting & Financial Reporting FIN-003 Accounts Receivable - Miscellaneous - Damage to Public Property, Invoices to Outside Entities, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Accounting & Financial Reporting FIN-004.1 Audits - Annual Financial Reports 2 years P P Mag, Ppr Department Preference GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 154 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-005 Audits - Single Audits, Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc. 2 years 3 years after Audit 5 years after Audit Mag, Ppr Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Accounting & Financial Reporting FIN-006 Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 Finance / Accounting & Financial Reporting FIN-007 Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure Reports, and all Special District Bonds See Bank Statements for statement retention. Fully Defeased + 10 years Fully Defeased + 10 years Yes: Until Maturity Mag, Ppr Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. Finance / Accounting & Financial Reporting FIN-007.1 Budget Appropriation Transfer Requests 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-008 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 2 years 7 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 155 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-009 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-010 Checks / Warrants (Cashed)3 years 4 years 7 years Mag, Mfr, OD, Ppr S Yes: After QC May contain Fire District independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §§ 34090, 60201(d)(12) Finance / Accounting & Financial Reporting FIN-011 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years 7 years Mag, Ppr Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-012 DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years 2 years 7 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Accounting & Financial Reporting FIN-013 Deferred Compensation (City Statements)2 years 5 years 7 years Mag, Ppr Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 156 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-014 Escheat (Unclaimed money / uncashed checks)5 years 5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance / Accounting & Financial Reporting FIN-015 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag, Ppr Department Preference; GC §34090 Finance / Accounting & Financial Reporting FIN-016 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Accounting & Financial Reporting FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Finance / Accounting & Financial Reporting FIN-018 Journal Entries / Journal Vouchers 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 157 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-019 Payroll File (By Employee Name) Includes W-4, other payroll forms Separation + 2 years 5 years Separation + 7 years Mag, Ppr Department preference; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-020 Payroll Reports - Annual Detail P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for SBCERA Buy-backs; GC §34090 Finance / Accounting & Financial Reporting FIN-021 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; May contain independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-022 Reports, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required When No Longer Required Mag, Ppr Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 158 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-023 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-025 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-025.1 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Sale or Disposal Mag, Ppr Department Preference; GC §34090 Finance / Accounting & Financial Reporting FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-027 W-9s Vendor Inactive + 3 years Vendor Inactive + 3 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets IRS auditing standards; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 159 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUDGET MANAGEMENT Finance / Budget Manage. FIN-028 Budgets - Preliminary, Proposed, Backup Documents (The Final Budget is maintained by the City Clerk) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 BUSINESS LICENSE & REVENUE Finance / Business License & Revenue FIN-029 Business License & Permit Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Business License & Revenue FIN-030 Business License & Permit Applications and Changes P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Used by Planning for Zoning Clearances); GC §34090 et seq. Finance / Business License & Revenue FIN-031 Business License & Permit Renewals 5 years 5 years Mag, Ppr Department preference (meets municipal government auditing requirements); GC §34090 et seq. SPECIAL DISTRICTS Finance / Special Districts Engineerin g Services / General Engineerin g FIN-031.5 ENG-030 Assessment Districts, Street Lighting and Landscape Districts Formation and Boundaries / Engineer’s Reports (Proposed Annual Assessments for Districts) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 160 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Special Districts FIN-032 Assessment Rolls / Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) 5 years 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq. Finance / Special Districts FIN-033 Community Parks and Landscape Citizens’ Oversight Committee (Landscape Maintenance Districts / Special Districts) AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; Formerly Planned Communities Citizens' Oversight Committee; State law only requires for 30 days; GC §54953.5(b) Finance / Special Districts FIN-034 Community Parks and Landscape Citizens’ Oversight Committee (Landscape Maintenance Districts / Special Districts) MINUTES P P Yes Mag, Mfr, OD, Ppr S No Formerly Planned Communities Citizens' Oversight Committee; Send originals to the City Clerk; GC §34090.7 Finance / Special Districts FIN-035 Community Parks and Landscape Citizens’ Oversight Committee and Landscape Maintenance Districts Citizens' Oversight Committee AGENDAS & AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Formerly Planned Communities Citizens' Oversight Committee; Original Staff Reports are filed in the project file; GC §34090 TREASURY MANAGEMENT Finance / Treasury Manage. FIN-036 Bankruptcies - NOT pursued When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 161 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Treasury Manage. FIN-037 Bankruptcies - Where a claim is filed 10 years 10 years Mag, Ppr Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Finance / Treasury Manage. FIN-038 Investment Reports & Backup / Treasury Reports 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Finance / Treasury Manage. FIN-039 Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years 5 years Yes: Until Paid Mag, Ppr Department Preference; Meets auditing standards; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 162 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). FIRE ADMINISTRATION Human Resources FR-001 Career File: Equipment Assignments (Turnouts, etc.) Shred Upon Separation or Transfer Shred Upon Separation or Transfer Mag, Ppr City / District Preference (copies); GC § 60200 Finance FR-002 Billings - Fire Alarm Permits, Fire Inspections, Fire Permits Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Finance keeps originals; GC § §60201 60201 City Clerk FR-003 Fire District Board Agendas, Audio or Video Recordings, Minutes, Resolutions, Notices Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr City Clerk keeps originals; GC § §60201 60201 Fire / Admin.FR-004 ISO Insurance Ratings 15 years 15 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (rated every 10 years); GC §60201 Fire / Admin.FR-005 Monthly Statistical Reports / Run Statistics When No Longer Required When No Longer Required Mag, Ppr Considered a preliminary draft / copy (the Fire database is the original); GC §60201 et seq. City Clerk FR-006 Mutual Aid Agreements, Joint Power Authorities Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Originals Maintained by City Clerk or County Clerk of the Board Permanently; GC §60201.7 Fire / Admin.FR-007 Programs and Projects (e.g. Explorer, CPR Program, Fire Service Day, etc.) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC § 60201 et seq. Fire / Admin.FR-008 Requests for Fire Incident Reports and Fire Investigation Reports 2 years 2 years Mag, Ppr GC §60201 Fire / Admin.FR-009 Ride-A-Long Waivers 2 years 2 years Mag, Ppr GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 163 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Admin.FR-010 Standard Operating Procedures / Policy & Procedure Manual Superseded + 2 years Superseded + 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §60201 Fire / Admin.FR-011 Subpoenas (Personal Appearance - Fire Personnel)2 years 2 years Mag, Ppr GC §60201 Fire / Admin.FR-012 Telestaff Database Indefinite Indefinite Yes Mag, Ppr Data is interrelated; GC §60201 et seq. Fire / Admin.FR-013 Training Course Records / EMS Continuing Education Training (Attendance Rosters, Outlines and Materials) 5 years Indefinite Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 60201, 53235.2(b), 53237.2(b) Fire / Admin.FR-014 Training Database / Log (Target Solutions / Vector Solutions)Indefinite Indefinite Mag, Ppr Data is interrelated; GC §60201 et seq. Fire / Admin.FR-015 Underground Storage Tanks - ALL - City or Privately owned) Location, Soil Remediation, Monitoring Well Records 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §60201 et. seq. COMMUNITY AFFAIRS RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 164 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Affairs FR-016 Community Outreach When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Community Affairs FR-017 Public Information / Education (when produced internally) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Lead Dept.FR-018 Volunteer Applications & Agreements - Unsuccessful 3 years 3 years Ppr Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201 Lead Dept.FR-019 Volunteer Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive / Separation + 3 years Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201; 29 USC 1113 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 165 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Affairs FR-020 Volunteer Historical Lists / Extractions from Volunteer Database Minimum 10 years Minimum 10 years Mag, Ppr Department Preference; GC §60201 COMMUNITY RISK Fire / Community Risk FR-021 Fire Construction Documents (Submittals, Approved Plans, Drawings, Applications, Alternate Means & Methods, and Similar Documents Necessary for Ongoing Fire Code Compliance Not Less Than 180 days from the date of completion of the permitted work Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD CFC §105.4 et seq. , 104.6 et seq.; H&S §19850 Fire / Fire Marshal & Fire Prevention FR-022 Fire Inspections - Business Inspection Files / Occupancy Inspections (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for the Life of the Structure or Activity, or Minimum 5 years CFC §§ 104.6 – 104.6.4 Fire / Fire Marshal & Fire Prevention FR-023 Fire Inspections - Citations / Notice of Violations When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 60201 et seq. Fire / Community Risk FR-024 Approved Fire Suppression, Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans. P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.6 et seq.; GC §§60200, H&S §19850 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 166 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Risk FR-025 Juvenile Fire Setter Program 15 years 15 years Mag, Ppr Department Preference; GC §60201 et seq. Building FR-026 New Construction Plan Review Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Building keeps originals; GC §§34090.7, 60201 Fire / Community Risk FR-027 Public Information / Education (when produced internally) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Community Risk FR-028 Weed Abatement / Vegetation Abatement / Brush Clearance When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 EMERGENCY MANAGEMENT Fire / Emergency Manage. FR-029 Community & Business Emergency Response Training When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Emergency Manage. FR-030 Emergency Management Programs (Ready RC, Mitigation, Preparedness, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 167 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Manage. FR-031 Emergency Response & Recovery / FEMA / OES Reimbursement Claims / Strike Team Reimbursements 10 years 10 years Yes (all) Mag, Mfr, OD, Ppr S/I No Department Preference; GC §60201 Fire / Emergency Manage. FR-032 EOC Activations, After Incident Reports When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes (all) Mag, Mfr, OD, Ppr S/I No Department Preference; GC §60201 EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES Fire / EMS FR-033 Controlled Substance Logs, Inventories / Medic Monthly Inventory Logs 3 years 3 years Yes Mag, Ppr Department Preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04 Fire / EMS FR-034 Emergency Medical PCR Database Indefinite Indefinite Yes Mag Data is interrelated; GC §60201, 60201 et seq. Fire / EMS FR-035 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance Final Disposition + 3 years Final Disposition + 3 years Mag, Ppr Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201 et seq. Fire / EMS FR-036 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded + 6 years Superseded + 6 years Mag, Mfr, OD, Ppr S Yes: After 1 year 24 CFR 164.530(j) Fire / EMS FR-037 Paramedic Continuing Education Rosters and Certificates Separation + 4 years Separation + 4 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Paramedic Continuing Education is required for 4 years by DPH; 8 CCR §3204(d)(1) et seq., 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 168 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / EMS FR-038 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS (Includes e-PCR Database / Electronic Patient Care Report Database) 7 years 7 years Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 169 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / EMS FR-039 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: JUVENILES (Includes e-PCR Database / Electronic Patient Care Report Database) Age of Majority, Minimum 7 years, whichever is longer Age of Majority, Minimum 7 years, whichever is longer Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 EMERGENCY RESPONSE / FIRE MARSHAL Fire / Emergency Response / Fire Marshal FR-040 Alarm Installation Waiver Forms: Smoke and Carbon Monoxide P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CFC §§ 104.6 – 104.6.4; GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-041 Fire Incident RMS Database Indefinite Indefinite Yes Mag, Ppr Data is interrelated; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 170 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-042 Fire Investigations - Arson & Capital Crimes Only P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Capital Crimes have no statute of limitations); GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-043 Fire Investigations - OTHER Than Arson & Capital Crimes When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr Department preference; GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-044 Approved Fire Suppression , Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.6 et seq.; GC §§60200, H&S §19850 Fire / Emergency Response / Fire Marshal FR-045 Fireflow Testing (CVWD does testing) Life of the Structure Life of the Structure or Activity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Fire / Emergency Response / Fire Marshal FR-046 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Fire / Emergency Response / Fire Marshal FR-047 Response Planning When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 171 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-048 Special Event Permits / Fire Code Permits / Operating Permits / Explosives Permits / Fireworks Permits / Burn Permits (assembly permits, candle permits, tent permits, open flame, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Before Event Mag, Ppr Department preference; GC §60201 CFC §§ 104.6 – 104.6.4 STATION OPERATIONS / SUPPRESSION Lead Dept.FR-049 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §60201 Fire / Ops FR-050 Daily Evaluations / Rookie Tests 2 years 2 years Mag, Mfr, OD, Ppr S Yes: When Inactive GC §60201 Fire / Ops FR-051 Daily Vehicle Inspections / Daily Equipment Checks / Safety Equipment Inspections When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Ppr GC §60201 Fire / Ops FR-052 Fire Vehicle, Apparatus, & Equipment History Files, Ladders, etc. Certifications, Maintenance, Registrations, Safety Certifications, etc. Disposal of Vehicle, Apparatus, or Equipment + 2 years Disposal of Vehicle, Apparatus, or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §60201 Lead Dept.FR-053 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 172 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept.FR-054 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §60201 Fire / Ops FR-055 Pre-plan Sheets When Superseded When Superseded Yes: Before Event Mag, Ppr Preliminary drafts; GC §60201 et seq. Fire / Ops FR-056 Station Log Books / Red Books / Log Books Minimum 2 years Minimum 2 years Yes: Before Event Mag, Ppr Department preference; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 173 RESOLUTION NO. 2023-XX - Page 1 of 3 RESOLUTION NO. 2023-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND RESCINDING RESOLUTION NO. 2022-032 WHEREAS, the objective of a records management program and retention schedule is to control costs, increase space availability, streamline information and consistent record keeping systems, and improve productivity by providing records and information in a timely manner to individuals requiring them; and WHEREAS, California Government Code Section 34090 provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted records retention guidelines for various government records; and WHEREAS, the City Attorney has reviewed and approves the Records Retention Schedule as evidenced by his signature on this Resolution, in accordance with the provisions of California Government Code Section 34090; and WHEREAS, the City Council of the City of Rancho Cucamonga has previously adopted records retention schedules, the most recent in 2022. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA DOES FIND AND RESOLVE AS FOLLOWS: Section 1. The facts set forth in the Recitals, above, are true and correct. Section 2. Resolution No. 2022-032 is hereby rescinded. Section 3. The City Council hereby adopts the revised City-wide Records Retention Schedules set forth in Exhibit “A”, attached hereto and incorporated herein by this reference, as the City’s Records Retention Schedules. Records identified in the Schedules set forth in Exhibit A that are no longer required by law to be maintained and are no longer needed for any City purpose, are hereby authorized to be destroyed as provided by California Government Code Section 34090 and in accordance with the provisions of the Schedules, upon the request of a Department Head and with the consent in writing of the Department Director, Deputy City Manager, City Clerk Services Director, City Manager and City Attorney, without further action by the City Council of the City of Rancho Cucamonga. Section 4. Minor updates are hereby authorized to be made to the Records Retention Schedules, without any further action by the City Council, that do not alter the retention period or delete records specified in the schedule, with the consent of the City Clerk Services Director, City Attorney and City Manager. Minor updates are defined as improvement in Records Descriptions, changes in Office of Record / Inactive timeframes (but not the Total Retention Period), whether to Image a record, and the Justification. Section 5. The term “records” as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, ATTACHMENT 2    Page 174 RESOLUTION NO. 2023-XX - Page 2 of 3 writings, and/or papers, regardless of media, as defined by the California Public Records Act, and as those terms are used in Government Code Section 34090, et seq. Section 6. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 7. This resolution shall become effective immediately upon its passage and adoption.    Page 175 RESOLUTION NO. 2023-XX - Page 3 of 3 PASSED, APPROVED, and ADOPTED this 19th day of April 2023. ___________________________________ L.Dennis Michael, Mayor ATTEST: _________________________________ Janice C. Reynolds, City Clerk STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss CITY OF RANCHO CUCAMONGA ) I, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Rancho Cucamonga, at a Regular Meeting of said Council held on the 19th day of April 2023. AYES: NOES: ABSENT: ABSTAINED: Executed this 20th day of April 2023, at Rancho Cucamonga, California. ______________________________________ Janice C. Reynolds, City Clerk APPROVED AS TO FORM: Nicholas R. Ghirelli, City Attorney Richards, Watson & Gershon    Page 176 HOW TO USE RETENTION SCHEDULES ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or er ased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining t he original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: •Reduce administrative expenses, expedite procedures •Free filing cabinet and office space •Reduce the cost of records storage •Eliminate duplication of effort within the City •Find records faster •Easier purging of file folders •Determine what media should be used to store records For questions, please contact the City Clerk. AUTHORIZATION TO DESTROY RECORDS: Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. •If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.” •If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).” EXHIBIT A    Page 177 RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention per iod; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Media, DVD-R, CD- R, or WORM cation, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes , and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)    Page 178 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Human Resources / Risk Management CW-001 Accident, Incident, Injury reports: PUBLIC & EMPLOYEES, with associated MSDS, if a chemical was involved Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies retained for reference; GC §§34090.7, 60200 Finance CW-002 Accounts Payable, Invoices, Petty Cash, Warrant Requests, etc. ALL backup is forwarded to Finance Copies - When No Longer Required Copies - When No Longer Required Yes: Before Payment Mag, Ppr All originals go to Finance (these are copies); GC §§34090.7, 60200 Lead Dept.CW-002.1 Administrative Hearings 2 years 2 years Mag, Ppr GC §§34090 Lead Dept.CW-003 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years Mag, Mfr, OD, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) City Clerk CW-004 Agenda Packets / Staff Reports: City Council Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After QC &OD GC §§34090.7, 60200 City Clerk CW-005 Agreements & Contracts ALL ORIGINALS Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: Upon Completio n Ensure the City Clerk receives all original agreements; GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 179 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-006 Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding) (Correspondence, Insurance Certificates, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Some Grants require audits; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A- 110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 Lead Dept.CW-007 Agreements & Contracts: ADMINISTRATIVE FILES (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 180 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-008 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Finance CW-009 Audits / Audit Reports / Annual Financial Reports Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies; GC §§34090.7, 60200 CW-010 Bids: See Agreements & Contracts Staffing Dept.CW-011 Department Staff Meetings (all Records, including Minutes and Recordings, Department Awards) 2 years 2 years Mag, Ppr GC §§34090 et seq., 60201 et seq. CW-012 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required When No Longer Required Mag, Ppr Non-records RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 181 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Staffing Dept.CW-013 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept.CW-014 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; GC §54953.5(b) Staffing Dept.CW-015 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings / Audio Tapes Minimum 3 years Minimum 3 years Mag, OD Department Preference; Video recording of meetings are only required for 90 days if audio or another record is made; GC §§34090.7, 34090 Staffing Dept.CW-016 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P P Mag, Mfr, OD, Ppr S No GC §§34090, 60201 et seq. Finance CW-017 Budgets - Finals Copies - When No Longer Required Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/I Yes: After 5 years Final must be filed with County Auditor; GC §§34090.7, 60200, 40802, 53901 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 182 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance CW-018 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §§34090.7, 60200 Lead (Requesting) Dept. CW-019 City Attorney Opinions Minimum 2 years Minimum 2 years Mag, Ppr City preference; GC §§34090, 60201 et seq. Human Resources / Risk Management CW-020 Claims Copies - When No Longer Required (Final Disposition) Copies - When No Longer Required (Final Disposition) Yes: Before Final Disposition Mag, Mfr, OD, Ppr S/I Yes: After Final Disposition GC §§34090.7, 34090.6 Lead (Responding) Dept. CW-021 Complaints / Concerns from Citizens Minimum 2 years Minimum 2 years Mag, Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed within 6 months; CCP §340 et seq., 342, GC §§ 911.2, 34090, 60201 et seq. Human Resources CW-022 Complaints Against Employees Send to Human Resources Send to Human Resources Mag, Ppr GC §§34090.7, 60200 CW-023 Contracts: See Agreements Lead Dept.CW-024 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 183 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-025 Correspondence - ROUTINE (e.g. Administrative, Chronological, General Files, Letters, Memorandums, Reading File, Working Files, etc.) 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 184 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-026 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required When No Longer Required Mag, Ppr Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way to the conduct of the public's business, or that ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here, or if in question, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §§34090, 60201 et seq., GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 185 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CW-027 Deeds, Easements, Final Orders of Condemnations, Liens, Recorded Documents, Rights of Ways (All) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Send all originals to the City Clerk; GC §§34090.7, 60200 Lead Dept.CW-028 Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5 years Close + 5 years Mag, Ppr Department preference; meets auditing standards; GC §§34090, 60201 et seq. Lead Dept.CW-029 DMV Pull Notices 2 years After Superseded or Separated 2 years After Superseded or Separated Mag Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §§34090, 60201 et seq. Lead Dept.CW-030 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 6252, 6254(a) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 186 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-031 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §§34090, 60201 et seq. et seq. Lead Dept.CW-032 Grants (UNSUCCESSFUL Applications, Correspondence)2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Lead Dept.CW-033 Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A- 110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 187 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources CW-034 Grievances and Informal Complaints (Employees) Copies - When No Longer Required Copies - When No Longer Required Yes: Before Disposition Mag, Ppr Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 Lead Dept.CW-035 Litigation Files / Lawsuits / Court Case Files Send Final Settlement Agreements to the City Clerk Final Resolution + 5 years Final Resolution + 5 years Yes: Until Settlement Mag, Ppr Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6 Lead Dept.CW-036 Leave Slips / Time Off Requests When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the Regular Course of Business GC §§34090, 60201 et seq. Lead Dept.CW-037 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) While Chemical In Use 30 years 30 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 188 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CW-038 Minutes - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090.7, 60200 City Clerk CW-039 Municipal Code (these are copies) Copies - When No Longer Required Copies - When No Longer Required Yes: Current Original Mag, Mfr, OD, Ppr I No Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §§34090, 60201 et seq. Lead Dept.CW-040 Newspaper Clippings When No Longer Required When No Longer Required Ppr Non-records - may be obtained from the newspaper company; GC §§34090, 60201 et seq. Staffing Dept.CW-041 Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years Mag, Ppr Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 60201 et seq. City Clerk CW-042 Ordinances - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090, 60201 et seq. Human Resources / Risk Management CW-043 OSHA Inspections or Citations Send to Human Resources Send to Human Resources Ppr GC §§34090.7, 60200 Human Resources CW-044 Personnel Files (Department- level Files) Do Not Retain in Departments Do Not Retain in Departments Before Separation Mag, Ppr Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 189 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-045 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Ppr Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §§34090 et seq., 60201 et seq. Lead Dept.CW-046 Unused Photographs When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts; destroy unnecessary photographs. GC §§34090, 6252, 6254(a) Lead Dept.CW-047 Public Relations / Press Releases 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Lead Dept.CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Department preference; GC §§34090, 60201 et seq. Lead Dept. (Who Ordered the Appraisal) CW-049 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years 2 years Mag, Ppr Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. (Who Ordered the Appraisal) CW-050 Real Estate Appraisal Reports: Purchased Property, Funded Loans 2 years Minimum 3 years Minimum 5 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 190 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CW-051 Records Destruction Lists / Certificate of Records Destruction Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §§34090.7, 60200 CW-052 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-Records Lead Dept.CW-053 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by YOUR Department Minimum 2 years Minimum 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §§34090, 60201 et seq. Lead Dept.CW-054 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OTHER Departments When Superseded When Superseded Mag, Ppr Copies; GC §§34090.7, 60200 CW-055 Reference or Working Files: See Correspondence Lead Dept.CW-056 Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 191 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-057 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years 10 years Mag, Ppr Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §§34090, 60201 et seq. City Clerk CW-058 Resolutions - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090.7, 60200 Lead Dept.CW-059 Special Projects / Subject Files / Issue Files Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §§34090, 60201 et seq. et seq. Lead Dept.CW-060 Surveys / Questionnaires (that the City issues) If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Finance / Payroll CW-061 Time Cards / Time Sheets (Finance keeps the originals with employee signatures) Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090.7, 60200 et seq. Lead Dept.CW-062 Time Off Requests When No Longer Required When No Longer Required Ppr Preliminary drafts (the time card is the final record); GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 192 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-063 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention & Safety Training & Tailgates) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 193 Ver. 6.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ANIMAL SERVICES Animal Services AS-001 Animal Registration Database Indefinite (Minimum 3 years) Indefinite (Minimum 3 years) Mag Department preference; Data is interrelated; GC §34090 Animal Services AS-002 Animal Registration Report When No Longer Required When No Longer Required Mag, Ppr Considered transitory / preliminary draft (the database is the original); GC §34090, GC §6252 Animal Services AS-003 Animal Trap Deposit Receipts 2 years 2 years Ppr GC §34090 et seq. Animal Services AS-004 Bite Reports / Rabies Control Records 3 years 3 years Yes Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-005 Clinics: Spay and Neuter 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-006 Drug Logs 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-007 Investigations / Problem Files (barking, loose dogs, dangerous dog reports, etc.) Resolution + 4 years Resolution + 4 years Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-008 Medical Records, Surgical Records, X-rays 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-009 Meet and Greet / Animal Adoption Contracts 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-010 Notices to Comply, Warning Letters / Notices / Citation Books (Off leash, etc.) 3 years 3 years Mag, Ppr Department preference; GC §34090 RANCHO CUCAMOGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 194 Ver. 6.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Animal Services AS-011 Officer's Daily Log 2 years 2 years Mag, Ppr GC §34090, GC §6252 Animal Services AS-012 Rabies Vaccination Clinics 3 years 3 years Yes Mag 3 years is required for animal treatment records; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-012.5 Record of All Efforts to Contact Owner and/or Microchip’s Primary Registrant 2 years 2 years Mag, Ppr FA §§31108.3 and 31752.1; GC §34090 Animal Services AS-013 Rescue Partnerships / Foster Care Partnerships 3 years 3 years Mag, Ppr 3 years is required; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-014 Ride-a-Long Waivers 2 years 2 years Mag, Ppr GC §34090 et seq. Animal Services AS-015 Strays / Incoming Animals / Impound Records / Impound Cards / "Relinquishments" 3 years 3 years Mag, Ppr 3 years is required; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-016 Volunteer Hours 2 years 2 years Mag, Ppr GC §34090 et seq. RANCHO CUCAMOGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 195 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING & SAFETY Building & Safety BL-001 Address Assignments / Changes / Corrections P P Mag, Mfr, OD, Ppr S / I No Department Preference; GC §34090 Building & Safety BL-002 Address Files / Building Permits P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Statewide guidelines propose permanent; GC §34090, H&S §19850 Building & Safety BL-003 Building Permit Database Indefinite Indefinite Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Building & Safety BL-004 Building Plans - Cancelled, Expired or Withdrawn Upon Expiration, Cancellation or Withdrawal Upon Expiration, Cancellation or Withdrawal Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Building & Safety BL-005 Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; Statewide guidelines propose 2 years for blueprints & specifications; CBC 104.7 & 107.5, H&S§19850, GC §34090 RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 196 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Building & Safety BL-006 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Plans need not be filed for: (a) Single or multiple dwellings not more than two stories and basement in height.(b) Garages and other structures appurtenant to buildings described under subdivision (a).(c) Farm or ranch buildings. (d) Any one-story building where the span between bearing walls does not exceed 25 feet. The exemption in this subdivision does not, however, apply to a steel frame or concrete building. CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Building & Safety BL-007 California Building Code / California Standard Code (12 Parts) When Superseded P P Mag, Ppr Attorney preference for reconstruction issues; GC §50022.6 Building & Safety BL-008 Certificate of Occupancy (CofO)P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 197 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Building & Safety BL-009 Construction Notices / Inspection Notices (correction notices, compliance orders, stop work notices, etc.) 2 years 2 years Mag, Ppr GC §34090 Building & Safety BL-010 Plan Check Comments When Finalled When Finalled Mag, Ppr Preliminary Drafts; GC §34090 Building & Safety BL-011 Reports: Building Activity When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts (the database is the original); GC §34090 Building & Safety BL-012 Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 198 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-001 Agenda Packets: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission, All Subcommittees of the City Council (Public Works Subcommittee, etc.) 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Includes final budget and final audit reports / CAFR; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 199 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-002 Agreements & Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs, FRANCHISES) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: Upon Completion Department Preference; All infrastructure contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 200 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-003 Agreements & Contracts - ALL (NON-INFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Examples of Non-Infrastructure: Consultants, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc. Completion 10 years Completion + 10 years Yes: Before Completion Mag, Ppr Department Preference; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) City Clerk CC-004 Articles of Incorporation P P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-006 Board & Commission Applications (Successful and Unsuccessful) 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 201 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-007 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) Release of Bond / Letter of Credit Release of Bond / Letter of Credit Mag, Ppr Securities (Performance Bonds, Letters of Credit, CD's, etc.) are normally released after the Notice of Completion is filed. Bond / letter may be replaced with a Warranty Bond, which is usually released 1 year after the Notice of Completion date. GC §34090 City Clerk CC-008 City Council Subcommittees: Agendas, Minutes (Composed solely of less than a quorum of the City Council) 2 years 2 years Mag, Ppr All recommendations are presented to the City Council; GC §§34090, 60201 et seq. City Clerk CC-009 City Council, Board & Commission Historical List of Members P P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-044 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 City Clerk CC-010 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL FILED N PAPER FORMAT 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(d)(e)(f)&(g) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 202 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-011 Economic Interest Filings (FPPC Form 602/635) - Lobbyist Authorization Reporting 2 years 5 years 7 years Mag, Ppr 2 CCR 18615(d), GC §34090 City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; FPPC Opinion; GC §81009(e City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) City Clerk CC-014 FPPC Form 803 (Behested Payment Report)7 years 7 years Mag, Ppr S / I Yes: After 2 years GC §81009e City Clerk CC-015 FPPC Form 804 (Agency Report of New Positions)P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years FPPC Regulation 18734(c); GC §81009e City Clerk CC-016 FPPC Form 805 (Agency Report of Consultants)P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years FPPC Regulation 18734(c); GC §81009e City Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Must post on website GC §34090; GC §81009(e) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 203 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ELECTIONS - CONSOLIDATED City Clerk CC-018 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years 2 years Ppr GC §53753(e)(2) City Clerk CC-019 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) All, whether filed electronically or not 2 years P P Mag, Mfr, OD, Ppr S Yes: After 2 years For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615(i) City Clerk CC-020 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES Includes Unsuccessful Candidates Without Committees that Don't File Electronically 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Candidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615 City Clerk CC-020.1 Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years 10 years Mag, Ppr S/I Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615 City Clerk CC-021 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years 4 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(f)&(g) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 204 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-022 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years 7 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-023 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Term of Office + 4 years Mag, Ppr Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-024 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Election + 4 years Mag, Ppr Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 205 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-025 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-026 Elections - HISTORICAL (copies of resolutions, final results; Certificate of Election) 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 City Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) Results + 8 months or Final Examination + 1 year after petition examination if insufficient Results + 8 months or Final Examination + 1 year after petition examination if insufficient Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 (End of Elections Section) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 206 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-028 Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) P P Mag, Mfr, OD, Ppr S No City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC-029 Minutes: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission P P Mag, Mfr, OD, Ppr S / I No GC §34090 City Clerk CC-030 Municipal Code Administration, Distribution, etc. 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-031 Municipal Code History / Supplements P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference (retain one of each supplement); GC §34090.7 City Clerk CC-032 Oath of Office: City Council, Boards & Commission Members Term of Office + 4 years P Term of Office + 4 years P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Clerk CC-033 Ordinances P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 207 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-034 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) See Elections for Initiative, Recall or Referendum Petitions 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; only 1 year is required; GC §50115 City Clerk CC-035 Public Records Requests / Request for Records 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Clerk CC-036 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, Certificate of Compliance, etc. P P Yes (all)Mag, Mfr, OD, Ppr S No Department preference; GC §34090 et seq. City Clerk CC-037 Recordings - AUDIO of City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; GC §54953.5(b) City Clerk CC-038 Recordings - VIDEO of City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission Minimum 3 years Minimum 3 years Mag, OD Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 City Clerk CC-039 Records Destruction Authorization Forms, Transfers P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 208 Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-040 Records Retention Schedules / Amendments to Records Retention Schedules 10 years P P Mag, Mfr, OD, Ppr S / I No GC §34090 et. seq. City Clerk CC-046 Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) 10 years 10 years Mag, Ppr EC §21608(g); GC §34090 City Clerk CC-041 Resolutions: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission P P Mag, Mfr, OD, Ppr S / I No GC §34090 City Clerk CC-045 Secretary of State Statement of Facts / Registry of Public Agencies 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-042 Speaker Cards When No Longer Required When No Longer Required Ppr Preliminary drafts used to produce minutes; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 209 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY MANAGER City Manager CM-014 All Hands Meeting Agendas 2 years 2 years Mag, Ppr GC §34090 City Manager CM-001 Annual Reports / Strategic Plans P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Manager CM-015 Art in Public Places (City Projects, not Developer Projects)5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Manager CM-016 Art In Public Places Committee AGENDAS, AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City Manager CM-017 Art In Public Places Committee MINUTES & BYLAWS P P Mag, Mfr, OD, Ppr S No GC §§34090 City Manager CM-002 Cable TV Complaints 2 years 2 years Mag, Ppr GC §34090 City Manager CM-003 City Council Correspondence Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 City Manager CM-004 Council / Commission Contact Forms When No Longer Required When No Longer Required Mag, Ppr Preliminary documents; GC §34090 et seq. City Manager CM-005 Grand Jury Reports and Responses (Regarding City Operations) 5 years 5 years Mag, Ppr Department Preference (the Grand Jury keeps their reports 5 years); GC §34090 City Manager CM-006 Proclamations / Commendations 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 210 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Manager CM-007 Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 City Manager CM-008 Public Comment Cards 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Manager CM-009 RCTV Message Request Forms 2 years 2 years Mag, Ppr GC §34090 et seq. City Manager CM-010 Speech Notes / PowerPoint Presentations 2 years 2 years Mag, Ppr GC §34090 et seq. Finance CM-011 Travel / Conferences Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Invoices are maintained by Finance; GC §34090.7 City Manager CM-012 Videos (Public activity, etc. Not City Council or Advisory Body Videos, nor regular, ongoing operations of the City) When No Longer Required When No Longer Required Mag, Ppr Content does not relate in a substantive way to the conduct of the public's business; GC §34090 et seq. City Manager CM-013 Weekly Reports (News & Notes)2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 COMMUNITY IMPROVEMENT Community Improve.CI-001 Citations Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Community Improve.CI-002 Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Until Resolution Mag, Ppr Department preference; Case is open until satisfactorily resolved (some cases are not resolved); CFC §104.3.4, GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 211 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). COMMUNITY SERVICES Risk Management CS-001 Accident / Incident Reports (Members of the Public) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 Community Services CS-002 Activity / Special Programs / Special Event Files & Reports / ABC Permits, where required After School, Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc. When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §34090 Community Services CS-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090 Community Services CS-004 Art in Public Places / Artists in Residence - Successful Placements P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Services CS-005 Art in Public Places / Artists in Residence - Unsuccessful Proposals When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §34090 Community Services CS-006 Artist Contracts Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-007 Attendance Tracking 2 years 2 years Mag, Ppr 2 years, unless it is a preliminary draft; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 212 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-008 Capital Improvement Projects (CIP - where Community Services is the Lead): Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 213 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-009 Capital Improvement Projects (CIP - where Community Services is the Lead): Permanent File / Scanned Records Specifications / RFP & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Community Services CS-010 Class Instructors Contracts Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-011 Client / Provider Agreements Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 214 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-012 Community & Arts Foundation AGENDA PACKETS & AGENDAS P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years The Foundation obtained operational independence as of June 2019; Original Staff Reports are filed in the project file; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Community Services CS-013 Community & Arts Foundation AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Tape (Mag) City preference; The Foundation obtained operational independence as of June 2019 State law only requires for 30 days; GC §54953.5(b) Community Services CS-014 Community & Arts Foundation MINUTES RESOLUTIONS & BYLAWS P P Yes Mag, Mfr, OD, Ppr S No The Foundation obtained operational independence as of June 2019; GC §34090 Lead Dept. & Finance CS-015 Credit Card Receipts 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 Community Services CS-016 Customer Relations / Member Database Indefinite Indefinite Mag, Ppr Data fields are inter-related; GC §34090 et seq. Lead Dept. & Finance CS-017 Deposits / Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 215 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-018 Donations When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 Community Services CS-019 Evaluations / Surveys (of programs) When No Longer Required When No Longer Required Mag, Ppr Content does not relate in a substantive way to the conduct of the public's business; GC §34090 Community Services CS-020 Event Service Agreements / ESS Contracts / Special Event Contacts / Professional Service Agreements (PSAs) Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-021 Facility Use Rental Contracts / Field Use Contracts / Facility Use Requests (includes insurance certificates and/or ABC Permit) 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 Community Services CS-022 Fundraising Events 2 years 2 years Mag, Ppr GC §34090 Lead Dept. & Finance CS-023 Gift Shop Sale Receipts 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 Community Services CS-024 House Reports / Program Files / Event Files / Sponsored Vouchers / Coupons (Theatre) Includes Contract Billing When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 216 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-025 Lewis Family Playhouse Memberships Inactive + 5 years Inactive + 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090 Community Services CS-026 Park and Recreation Commission AGENDA PACKETS & AGENDAS P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years Original Staff Reports are filed in the project file; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Community Services CS-027 Park and Recreation Commission AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Tape (Mag) City preference; State law only requires for 30 days; GC §54953.5(b) Community Services CS-028 Park and Recreation Commission MINUTES RESOLUTIONS & BYLAWS P P Yes Mag, Mfr, OD, Ppr S No GC §34090 Community Services CS-029 Performance Contracts Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-030 Photo Waivers 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 Community Services CS-031 Recreation Database (Active Net)Indefinite Indefinite Mag Department Preference; data is interrelated; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 217 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-032 Registration / Applications / Liability Forms / Release of Liability Forms / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years 2 years Yes: During Class or Program Mag, Ppr GC §34090 Community Services CS-033 Safety Inspections 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 Community Services CS-034 Schedules / Hours When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Community Services CS-035 Scholarships 5 years 5 years Mag, Ppr Department Preference (meets auditing standards); GC §34090 Community Services CS-037 Senior Advisory Committee - All Records (Members are not Appointed by the City Council) 2 years 2 years Mag, Ppr GC §34090 Community Services CS-039 Sign-in / Sign-Out Sheets for classes and programs 2 years 2 years Mag, Ppr GC §34090 Community Services CS-040 Sports Advisory Committee - All Records (Member are not Appointed by the City Council) 2 years 2 years Mag, Ppr GC §34090 Community Services CS-041 Sports Organizations / Non-Profit Organizations (Little League, etc.) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 218 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-042 Sports Score Sheets, Schedules When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts / Transitory records - NOT made or retained for the purpose of preserving the informational content for future reference, GC §34090; 64 Ops. Cal. Atty. Gen. 317 (1981)) Community Services CS-043 Theatre Member Files / Patron Files (Gym, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Before Event Mag, Ppr Department Preference; GC §34090 Community Services CS-044 Ticket Stubs When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Lead Dept.CS-045 Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years 3 years Ppr Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 219 Ver. 15.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CS-046 Volunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive / Separation + 3 years Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113 Community Services CS-047 Waivers of Liability 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 220 Ver. 6.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION & TECHNOLOGY Page DOIT-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). DEPARTMENT OF INNOVATION & TECHNOLOGY Depart. of Innovation & Technology DOIT-001 Backups - DAILY When No Longer Required When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq. Depart. of Innovation & Technology DOIT-002 Backups - WEEKLY When No Longer Required When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Store off-site in commercial storage for disaster recovery; Considered a copy and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq. Depart. of Innovation & Technology DOIT-003 Network Configuration Maps & Plans 2 years 2 years Yes Mag.GC §34090 et seq. Depart. of Innovation & Technology DOIT-004 UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / WORM / DVD-r / CD-r / Blue Ray- R or other UNALTERABLE MEDIA that does not permit additions, deletions, or changes P P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 221 Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING, RDA, SUCCESSOR AGENCY Page ED-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY Economic Develop. / RDA / Successor Agency ED-001 Economic Development Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Economic Develop. / RDA / Successor Agency ED-002 Mobile Home Accords P P Mag, Ppr Department Preference; GC §34090 Economic Develop. / RDA / Successor Agency ED-003 Real Estate Appraisals 5 years 5 years Mag, Ppr Department preference, meets municipal auditing standards; GC §34090 City Clerk ED-004 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, etc. Copies - When No Longer Required Copies - When No Longer Required Yes (all)Mag, Mfr, OD, Ppr S No Finals are maintained by City Clerk; GC §34090 et seq. Economic Develop. / RDA / Successor Agency ED-005 Redevelopment Long Range Property Management Plans, Oversight Plans Completion + 10 years Completion + 10 years Mag, Ppr Department preference; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 222 Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING, RDA, SUCCESSOR AGENCY Page ED-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Economic Develop. / RDA / Successor Agency ED-006 Redevelopment Plans P P Mag, Ppr Department Preference for Historical Purposes; GC §34090 Economic Develop. / RDA / Successor Agency ED-007 Redevelopment Projects & Project Areas (Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, and City Clerk has all Real Property records for Permanent retention) Completion + 10 years Completion + 10 years Mag, Ppr Planning, Building and Engineering retains final documents of construction projects (transfer any CIP project files to Engineering); Covers various Statute of Limitations; CCP §337 et seq.; GC §34090 Economic Develop. / RDA / Successor Agency ED-008 Relocations Completion + 5 years Completion + 5 years Mag, Ppr Department preference, meets municipal auditing standards; CCP §337 et seq.; GC §34090 HOUSING Housing ED-009 Foreclosure Notices / Notices of Defaults (NOD) Disposition + 5 years Disposition + 5 years Mag, Ppr City Attorney preference; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 223 Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING, RDA, SUCCESSOR AGENCY Page ED-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Housing ED-010 Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc. WITH a Recapture / Resale Restriction Deeds are sent to City Clerk 5 years After the Affordability Period Terminates, or the Written Agreement Terminates, Whichever is Longer 5 years after the Affordability Period Terminates, or the Written Agreement Terminates, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: When Inactive HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Housing ED-011 Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc. WITHOUT a Recapture / Resale Restriction Deeds and Insurance are sent to City Clerk Loan Pay-off OR Forgiveness + 5 years Loan Pay-off OR Forgiveness + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD HUD requires 5 years after the agreement terminates; Consistent with Consolidated Plan Requirements; Required for 3-4 years from expenditure or performance report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Housing ED-012 Loan Applications / Potential Buyers Denied, Cancelled or Withdrawn (First Time Home Buyers, Life/Safety, Rehabilitation, HOME, etc.) 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 224 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENGINEERING ADMINISTRATION (SEE CITY-WIDE) CAPITAL PROJECTS Engineering Services / Capital Projects ENG-001 Capital Improvement Projects (CIP): Maintenance Projects - Not Involving Professional Design Professional Services (All Records) Examples of Maintenance Projects: Painting, Pavement Overlays, Repairs, Ramps, Re- Roof, Sidewalk Repairs, Slurry Seals, etc. Upon Completion 5 years or After Funding Agency Audit, if required, whichever is longer Completion + 5 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Engineering Services / Capital Projects ENG-002 Capital Improvement Projects (CIP): Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, Photos, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 225 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Capital Projects ENG-003 Capital Improvement Projects (CIP): Permanent File / Scanned Records Specifications & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Engineering Services / Capital Projects ENG-004 Construction Inspection Databases Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Engineering Services / Capital Projects ENG-005 Design & Construction Standards - Authored by the City P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering Services / Capital Projects ENG-006 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Capital Improvement Project "As-Built", Base Maps P P Yes (all) Mag, Mfr, OD, Ppr S No Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 226 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENVIRONMENTAL PROGRAMS Engineering Services / Environment al Programs ENG-007 CCTV - Storm Drains 2 years 2 years Mag, Ppr Department preference (Preliminary drafts); GC §34090 Engineering Services / Environment al Programs ENG-008 Construction Diversion / Deposit, Reimbursement, etc.10 years 10 years Mag, Ppr Department preference; GC §34090 Engineering Services / Environment al Programs ENG-009 FOG (Fats, Oil & Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports 3 years 3 years Mag, Ppr Department preference; Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Engineering Services / Environment al Programs ENG-010 Household Hazardous Waste / Recycling/Disposal / Participant Logs 3 years 3 years Mag, Ppr 14 CCR 18813.4; 22 CCR 66262.40 et seq.; GC §34090 Engineering Services / Environment al Programs ENG-011 Sanitary Spills and Overflows (SSOs)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR 122.41(j)(2); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 227 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Environment al Programs ENG-012 Solid Waste Reduction / Recycling / AB 939 Compliance / Tonnage Reports / SB 1383 Compliance (Organic Waste Collection and Recycling) 10 years 10 years Mag, Ppr Department preference; SB 1383 compliance is required for 5 years; Low-Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 et seq. Engineering Services / Environment al Programs ENG-013 Solid Waste Tonnage / AB 939 10 years 10 years Mag, Ppr Department preference; GC §34090 Engineering Services / Environment al Programs ENG-014 Stormwater Illicit Discharges 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Engineering Services / Environment al Programs ENG-015 Stormwater Monitoring / NPDES Monitoring and Inspection 5 years 5 years Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Engineering Services / Environment al Programs ENG-016 Stormwater: Business Inspections 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 228 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Environment al Programs ENG-017 Stormwater: NPDES Annual Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44 Engineering Services / Environment al Programs ENG-018 Stormwater: NPDES Permits Expiration + 5 years Expiration + 5 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Engineering Services / Environment al Programs ENG-019 Stormwater: TMDL Plan (Total Maximum Daily Load) Plan 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 4§§122.21, 122.41, 122.44; GC §34090 Engineering Services / Environment al Programs ENG-020 Water Quality Management Plans (Commercial, Private Development) P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 229 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). GENERAL ENGINEERING Engineering Services / General Engineering ENG-021 Aerial Maps (Analog / Historical)P P Mag, Mfr, OD, Ppr S / I No Department Preference; GC §34090 Engineering Services / General Engineering ENG-022 Benchmarks P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-023 Correspondence - Regulatory Agencies Not Related to a CIP (State & Federal Agencies, EPA, Health Department, etc.) Minimum 2 years Minimum 2 years Yes: While Active Issues Mag, Mfr, OD, Ppr S Yes: After QC Department preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090 Engineering Services / General Engineering ENG-024 Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) Includes Insurance Certificates Final / Completion + 2 years Final / Completion + 2 years Yes: Until Completion Mag, Ppr GC § 34090 Engineering Services / General Engineering ENG-025 Encroachments - Permanent (Permanent structures in the City's Right of Way) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-026 Engineering Permits Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 230 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / General Engineering ENG-027 Engineering Studies / Surveys - Preliminary Studies / Project Assessments P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-028 Geotechnical and Soil Reports; Hydrology Reports (Authored on behalf of the City) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-029 Grading Plans, Grading Plans & Grading Certificates P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-030 Lighting and Landscape Districts / Assessment Districts - Formation and Boundaries, Engineer's Reports (Proposed Annual Assessments for Districts) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Engineering Services / General Engineering ENG-031 Master Plans: Bikeway, Park, Pavement, Sewer, Traffic, Transportation, Water Master Plan, etc. P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090 City Clerk ENG-032 Public Works Subcommittee Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §34090.7 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 231 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk ENG-033 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, Certificate of Compliance, etc. Send all originals to City Clerk, even if they are e-recorded. Copies - When No Longer Required P P Yes (all) Mag, Mfr, OD, Ppr S No Even if documents are e- recorded, send all finals to the City Clerk; GC §34090 et seq. LAND DEVELOPMENT AND TRANSPORTATION Building ENG-034 Plan Checks for Building Permits 2 years 2 years Mag, Ppr GC §34090 et seq. Engineering Services / Land Dev. & Transportatio n ENG-035 Private Land Development Projects / Job Files: Administration File Construction Inspections, Correspondence, Photos, Private Lab Verifications, Testing Lab Final Reports, etc. Examples of Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs, TSMs Upon Completion 10 years Completion + 10 years Yes: Until Completed Mag, Ppr Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 232 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Land Dev. & Transportatio n ENG-036 Private Land Development Projects / Job Files: Permanent Files Drainage, Driveway, Grading Plans, Rights of Way, Soil Reports, Stormwater, etc. Dedications, Easements, Abandonments (City Clerk is OFR) Examples of Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs, TSMs Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Police ENG-037 Traffic Collision Reports Copies - When No Longer Required Copies - When No Longer Required Mag Ppr copies; GC §34090.7 Engineering Services / Land Dev. & Transportatio n ENG-038 Traffic Congestion Management Plans / Transportation Plans 10 years 10 years Mag Ppr Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 233 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Land Dev. & Transportatio n ENG-039 Traffic Counts 10 years 10 years Mag Ppr Department preference; GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-040 Traffic Investigation Reports 5 years 5 years Mag Ppr GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-041 Self-Haul Permits 2 years 2 years Mag Ppr GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-042 Traffic Speed Surveys 10 years 10 years Mag Ppr Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-043 Transportation Studies / Traffic Studies / Warrants: Signals, Stop Signs, Crossing Guards, etc. P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES Engineering Services / RCMU RCMU-001 Applications for Service 2 years 2 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 234 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.RCMU-002 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Engineering Services / RCMU RCMU-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090 Engineering Services / RCMU RCMU-004 Bulk Power Log Sheets / Purchasing / Suppliers (Evaluations, Financial Data. Reports or Studies) 10 years 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU RCMU-005 Capital Improvement Projects (CIP - RCMU): Administration File / NOT Scanned (Electricity, Fiber or Street Lights Only) Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 235 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / RCMU RCMU-006 Capital Improvement Projects (CIP - RCMU): Permanent File / Scanned Records (Electricity, Fiber or Street Lights Only Specifications / RFP & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Engineering Services / RCMU RCMU-007 Customer Information Service (CIS) Database Indefinite Indefinite Mag Data is interrelated; GC §34090 Engineering Services / RCMU RCMU-008 Department of Energy (DOE) & Federal Energy Regulatory Commission (FERC) Licenses and Regulatory Correspondence P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU RCMU-009 Department of Energy (DOE) & Federal Energy Regulatory Commission (FERC) Reports P P Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 236 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk RCMU-010 Easements Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After QC (copies); GC §34090.7 Engineering Services / RCMU RCMU-011 Electricity Drawings / As-Builts / Record Drawings P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Engineering Services / RCMU RCMU-012 Equipment Records (Manuals, Tests, Inspections, Studies, Reports) Disposal of Equipment + 2 years Disposal of Equipment + 2 years Mag, Ppr Department Preference; CCP §337 et. Seq., GC §34090 Engineering Services / RCMU RCMU-013 Facility Histories / Infrastructure Design P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Lead Dept.RCMU-014 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090 Lead Dept.RCMU-015 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Engineering Services / RCMU RCMU-016 Joint Pole Agreements, History, Maintenance (Card Files) P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU RCMU-017 Joint Pole Invoices / Accounts Receivable 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (meets municipal government auditing requirements); GC §34090 Engineering Services / RCMU RCMU-018 Load Records 10 years 10 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 237 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / RCMU RCMU-019 Payments / Credit Card Receipts - RCMU 5 years 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090 Engineering Services / RCMU RCMU-020 Power Operations Reports / Outage Reports 10 years 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU RCMU-021 Power Outage Report Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 Engineering Services / RCMU RCMU-022 Power Trading / Power Scheduling (Check Out Worksheets) Completion + 3 years 2 years Completion + 5 years Mag, Ppr Department Preference (auditing standards are 5 years); GC §34090 Engineering Services / RCMU RCMU-023 Power Trading / Power Scheduling (Confirmations, Invoices) 3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU RCMU-024 Power Trading / Power Scheduling (Pathing Sheets)3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-025 Regulatory Agency Audits: CEC, CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-026 Regulatory Agency Compliance Reports & Confirmations: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 238 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / RCMU & Gas RCMU-027 Regulatory Agency Correspondence: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc.. When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-028 Regulatory Agency Inspections: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-029 Regulatory Agency Licenses: , CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU RCMU-030 SCADA Database (Electricity) (Supervisory Control and Data Acquisition) Indefinite Indefinite Yes Mag Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7 Engineering Services / RCMU RCMU-031 SCADA Printouts / Reports / Log Books When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts - if not drafts, then 2 years; GC §34090 Engineering Services / RCMU RCMU-032 Solar Power Production Operating Data Logs / Diaries 10 years 10 years Mag, Ppr Department Preference; GC §34090 Lead Dept.RCMU-033 Underground Service Alerts (USA's) 3 years 3 years Mag, Ppr Department Preference (required for 3 years); GC §§4216.2(d) & 4216.3(d), 34090 Division Providing Service / Work RCMU-034 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 239 Ver. 16.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work RCMU-035 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work RCMU-036 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 240 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ACCOUNTING AND FINANCIAL REPORTING Finance / Accounting & Financial Reporting FIN-001 1099's / 1096's / DE542 (California Report of Independent Contractors) 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Finance / Accounting & Financial Reporting FIN-002 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 2 years 5 years 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year May contain Fire District independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §§60201(d)(12), 34090 Finance / Accounting & Financial Reporting FIN-003 Accounts Receivable - Miscellaneous - Damage to Public Property, Invoices to Outside Entities, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Accounting & Financial Reporting FIN-004.1 Audits - Annual Financial Reports 2 years P P Mag, Ppr Department Preference GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 241 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-005 Audits - Single Audits, Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc. 2 years 3 years after Audit 5 years after Audit Mag, Ppr Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Accounting & Financial Reporting FIN-006 Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 Finance / Accounting & Financial Reporting FIN-007 Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure Reports, and all Special District Bonds See Bank Statements for statement retention. Fully Defeased + 10 years Fully Defeased + 10 years Yes: Until Maturity Mag, Ppr Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. Finance / Accounting & Financial Reporting FIN-007.1 Budget Appropriation Transfer Requests 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-008 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 2 years 7 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 242 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-009 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-010 Checks / Warrants (Cashed)3 years 4 years 7 years Mag, Mfr, OD, Ppr S Yes: After QC May contain Fire District independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §§ 34090, 60201(d)(12) Finance / Accounting & Financial Reporting FIN-011 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years 7 years Mag, Ppr Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-012 DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years 2 years 7 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Accounting & Financial Reporting FIN-013 Deferred Compensation (City Statements)2 years 5 years 7 years Mag, Ppr Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 243 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-014 Escheat (Unclaimed money / uncashed checks)5 years 5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance / Accounting & Financial Reporting FIN-015 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag, Ppr Department Preference; GC §34090 Finance / Accounting & Financial Reporting FIN-016 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Accounting & Financial Reporting FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Finance / Accounting & Financial Reporting FIN-018 Journal Entries / Journal Vouchers 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 244 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-019 Payroll File (By Employee Name) Includes W-4, other payroll forms Separation + 2 years 5 years Separation + 7 years Mag, Ppr Department preference; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-020 Payroll Reports - Annual Detail P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for SBCERA Buy-backs; GC §34090 Finance / Accounting & Financial Reporting FIN-021 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; May contain independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-022 Reports, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required When No Longer Required Mag, Ppr Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 245 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-023 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-025 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-025.1 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Sale or Disposal Mag, Ppr Department Preference; GC §34090 Finance / Accounting & Financial Reporting FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-027 W-9s Vendor Inactive + 3 years Vendor Inactive + 3 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets IRS auditing standards; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 246 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUDGET MANAGEMENT Finance / Budget Manage. FIN-028 Budgets - Preliminary, Proposed, Backup Documents (The Final Budget is maintained by the City Clerk) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 BUSINESS LICENSE & REVENUE Finance / Business License & Revenue FIN-029 Business License & Permit Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Business License & Revenue FIN-030 Business License & Permit Applications and Changes P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Used by Planning for Zoning Clearances); GC §34090 et seq. Finance / Business License & Revenue FIN-031 Business License & Permit Renewals 5 years 5 years Mag, Ppr Department preference (meets municipal government auditing requirements); GC §34090 et seq. SPECIAL DISTRICTS Finance / Special Districts Engineerin g Services / General Engineerin g FIN-031.5 ENG-030 Assessment Districts, Street Lighting and Landscape Districts Formation and Boundaries / Engineer’s Reports (Proposed Annual Assessments for Districts) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 247 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Special Districts FIN-032 Assessment Rolls / Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) 5 years 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq. Finance / Special Districts FIN-033 Community Parks and Landscape Citizens’ Oversight Committee (Landscape Maintenance Districts / Special Districts) AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; Formerly Planned Communities Citizens' Oversight Committee; State law only requires for 30 days; GC §54953.5(b) Finance / Special Districts FIN-034 Community Parks and Landscape Citizens’ Oversight Committee (Landscape Maintenance Districts / Special Districts) MINUTES P P Yes Mag, Mfr, OD, Ppr S No Formerly Planned Communities Citizens' Oversight Committee; Send originals to the City Clerk; GC §34090.7 Finance / Special Districts FIN-035 Community Parks and Landscape Citizens’ Oversight Committee and Landscape Maintenance Districts Citizens' Oversight Committee AGENDAS & AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Formerly Planned Communities Citizens' Oversight Committee; Original Staff Reports are filed in the project file; GC §34090 TREASURY MANAGEMENT Finance / Treasury Manage. FIN-036 Bankruptcies - NOT pursued When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 248 Ver. 18.5 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Treasury Manage. FIN-037 Bankruptcies - Where a claim is filed 10 years 10 years Mag, Ppr Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Finance / Treasury Manage. FIN-038 Investment Reports & Backup / Treasury Reports 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Finance / Treasury Manage. FIN-039 Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years 5 years Yes: Until Paid Mag, Ppr Department Preference; Meets auditing standards; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 249 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). FIRE ADMINISTRATION Human Resources FR-001 Career File: Equipment Assignments (Turnouts, etc.) Shred Upon Separation or Transfer Shred Upon Separation or Transfer Mag, Ppr City / District Preference (copies); GC § 60200 Finance FR-002 Billings - Fire Alarm Permits, Fire Inspections, Fire Permits Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Finance keeps originals; GC § §60201 60201 City Clerk FR-003 Fire District Board Agendas, Audio or Video Recordings, Minutes, Resolutions, Notices Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr City Clerk keeps originals; GC § §60201 60201 Fire / Admin.FR-004 ISO Insurance Ratings 15 years 15 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (rated every 10 years); GC §60201 Fire / Admin.FR-005 Monthly Statistical Reports / Run Statistics When No Longer Required When No Longer Required Mag, Ppr Considered a preliminary draft / copy (the Fire database is the original); GC §60201 et seq. City Clerk FR-006 Mutual Aid Agreements, Joint Power Authorities Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Originals Maintained by City Clerk or County Clerk of the Board Permanently; GC §60201.7 Fire / Admin.FR-007 Programs and Projects (e.g. Explorer, CPR Program, Fire Service Day, etc.) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC § 60201 et seq. Fire / Admin.FR-008 Requests for Fire Incident Reports and Fire Investigation Reports 2 years 2 years Mag, Ppr GC §60201 Fire / Admin.FR-009 Ride-A-Long Waivers 2 years 2 years Mag, Ppr GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 250 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Admin.FR-010 Standard Operating Procedures / Policy & Procedure Manual Superseded + 2 years Superseded + 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §60201 Fire / Admin.FR-011 Subpoenas (Personal Appearance - Fire Personnel)2 years 2 years Mag, Ppr GC §60201 Fire / Admin.FR-012 Telestaff Database Indefinite Indefinite Yes Mag, Ppr Data is interrelated; GC §60201 et seq. Fire / Admin.FR-013 Training Course Records / EMS Continuing Education Training (Attendance Rosters, Outlines and Materials) 5 years Indefinite Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 60201, 53235.2(b), 53237.2(b) Fire / Admin.FR-014 Training Database / Log (Target Solutions / Vector Solutions)Indefinite Indefinite Mag, Ppr Data is interrelated; GC §60201 et seq. Fire / Admin.FR-015 Underground Storage Tanks - ALL - City or Privately owned) Location, Soil Remediation, Monitoring Well Records 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §60201 et. seq. COMMUNITY AFFAIRS RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 251 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Affairs FR-016 Community Outreach When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Community Affairs FR-017 Public Information / Education (when produced internally) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Lead Dept.FR-018 Volunteer Applications & Agreements - Unsuccessful 3 years 3 years Ppr Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201 Lead Dept.FR-019 Volunteer Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive / Separation + 3 years Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201; 29 USC 1113 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 252 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Affairs FR-020 Volunteer Historical Lists / Extractions from Volunteer Database Minimum 10 years Minimum 10 years Mag, Ppr Department Preference; GC §60201 COMMUNITY RISK Fire / Community Risk FR-021 Fire Construction Documents (Submittals, Approved Plans, Drawings, Applications, Alternate Means & Methods, and Similar Documents Necessary for Ongoing Fire Code Compliance Not Less Than 180 days from the date of completion of the permitted work Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD CFC §105.4 et seq. , 104.6 et seq.; H&S §19850 Fire / Fire Marshal & Fire Prevention FR-022 Fire Inspections - Business Inspection Files / Occupancy Inspections (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for the Life of the Structure or Activity, or Minimum 5 years CFC §§ 104.6 – 104.6.4 Fire / Fire Marshal & Fire Prevention FR-023 Fire Inspections - Citations / Notice of Violations When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 60201 et seq. Fire / Community Risk FR-024 Approved Fire Suppression, Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans. P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.6 et seq.; GC §§60200, H&S §19850 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 253 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Risk FR-025 Juvenile Fire Setter Program 15 years 15 years Mag, Ppr Department Preference; GC §60201 et seq. Building FR-026 New Construction Plan Review Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Building keeps originals; GC §§34090.7, 60201 Fire / Community Risk FR-027 Public Information / Education (when produced internally) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Community Risk FR-028 Weed Abatement / Vegetation Abatement / Brush Clearance When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 EMERGENCY MANAGEMENT Fire / Emergency Manage. FR-029 Community & Business Emergency Response Training When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Emergency Manage. FR-030 Emergency Management Programs (Ready RC, Mitigation, Preparedness, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 254 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Manage. FR-031 Emergency Response & Recovery / FEMA / OES Reimbursement Claims / Strike Team Reimbursements 10 years 10 years Yes (all) Mag, Mfr, OD, Ppr S/I No Department Preference; GC §60201 Fire / Emergency Manage. FR-032 EOC Activations, After Incident Reports When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes (all) Mag, Mfr, OD, Ppr S/I No Department Preference; GC §60201 EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES Fire / EMS FR-033 Controlled Substance Logs, Inventories / Medic Monthly Inventory Logs 3 years 3 years Yes Mag, Ppr Department Preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04 Fire / EMS FR-034 Emergency Medical PCR Database Indefinite Indefinite Yes Mag Data is interrelated; GC §60201, 60201 et seq. Fire / EMS FR-035 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance Final Disposition + 3 years Final Disposition + 3 years Mag, Ppr Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201 et seq. Fire / EMS FR-036 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded + 6 years Superseded + 6 years Mag, Mfr, OD, Ppr S Yes: After 1 year 24 CFR 164.530(j) Fire / EMS FR-037 Paramedic Continuing Education Rosters and Certificates Separation + 4 years Separation + 4 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Paramedic Continuing Education is required for 4 years by DPH; 8 CCR §3204(d)(1) et seq., 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 255 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / EMS FR-038 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS (Includes e-PCR Database / Electronic Patient Care Report Database) 7 years 7 years Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 256 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / EMS FR-039 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: JUVENILES (Includes e-PCR Database / Electronic Patient Care Report Database) Age of Majority, Minimum 7 years, whichever is longer Age of Majority, Minimum 7 years, whichever is longer Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 EMERGENCY RESPONSE / FIRE MARSHAL Fire / Emergency Response / Fire Marshal FR-040 Alarm Installation Waiver Forms: Smoke and Carbon Monoxide P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CFC §§ 104.6 – 104.6.4; GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-041 Fire Incident RMS Database Indefinite Indefinite Yes Mag, Ppr Data is interrelated; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 257 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-042 Fire Investigations - Arson & Capital Crimes Only P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Capital Crimes have no statute of limitations); GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-043 Fire Investigations - OTHER Than Arson & Capital Crimes When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr Department preference; GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-044 Approved Fire Suppression , Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.6 et seq.; GC §§60200, H&S §19850 Fire / Emergency Response / Fire Marshal FR-045 Fireflow Testing (CVWD does testing) Life of the Structure Life of the Structure or Activity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Fire / Emergency Response / Fire Marshal FR-046 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Fire / Emergency Response / Fire Marshal FR-047 Response Planning When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 258 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-048 Special Event Permits / Fire Code Permits / Operating Permits / Explosives Permits / Fireworks Permits / Burn Permits (assembly permits, candle permits, tent permits, open flame, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Before Event Mag, Ppr Department preference; GC §60201 CFC §§ 104.6 – 104.6.4 STATION OPERATIONS / SUPPRESSION Lead Dept.FR-049 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §60201 Fire / Ops FR-050 Daily Evaluations / Rookie Tests 2 years 2 years Mag, Mfr, OD, Ppr S Yes: When Inactive GC §60201 Fire / Ops FR-051 Daily Vehicle Inspections / Daily Equipment Checks / Safety Equipment Inspections When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Ppr GC §60201 Fire / Ops FR-052 Fire Vehicle, Apparatus, & Equipment History Files, Ladders, etc. Certifications, Maintenance, Registrations, Safety Certifications, etc. Disposal of Vehicle, Apparatus, or Equipment + 2 years Disposal of Vehicle, Apparatus, or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §60201 Lead Dept.FR-053 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 259 Ver 16.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Lead Dept.FR-054 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §60201 Fire / Ops FR-055 Pre-plan Sheets When Superseded When Superseded Yes: Before Event Mag, Ppr Preliminary drafts; GC §60201 et seq. Fire / Ops FR-056 Station Log Books / Red Books / Log Books Minimum 2 years Minimum 2 years Yes: Before Event Mag, Ppr Department preference; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 260 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Human Resources HR-001 Benefit Plan Documents (CalPERS, Optical, Dental, etc.) Duration of the Contract and/or disposition of any enforcement action + 2 years Duration of the Contract and/or disposition of any enforcement action + 2 years Yes: For Duration of Contract Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 2 years after action; 29 CFR 1627.3(b); 29 USC 1027; GC §§12946, 12960, 34090, 60201 Human Resources HR-002 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3 years Minimum 3 years Mag, Ppr Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090, 60201 Human Resources HR-003 Compensation Surveys & Studies Minimum 3 years Minimum 3 years Mag, Ppr Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090, 60201 Human Resources HR-027 COVID-19 Notifications to Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 261 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-004 Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final Disposition + 3 years Final Disposition + 3 years Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 11013 GC §§12946, 12960, 34090, 60201 Human Resources HR-005 DMV Pull Notices 2 years After Superseded, or Upon Separation 2 years After Superseded, or Upon Separation Mag, Ppr Department Preference; GC §§34090, 60201 et seq. Human Resources HR-006 Drug & Alcohol Test Results (All - Positives and Negatives)6 years 6 years Mag Ppr Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090, 60201; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Human Resources HR-006.1 EEO-4 Reports 3 years 3 years Mag, Ppr 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 262 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-007 Employee Investigations Minimum Final Disposition + 3 years Minimum Final Disposition + 3 years Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 7287.0; GC §§12946, 12960, 34090, 60201 Human Resources HR-008 Ethics Training Certificates / Harassment Prevention Training Certificates 5 years 5 years Mag, Ppr GC §§53235.2(b), 53237.2(b), 34090, 60201 Human Resources HR-009 I-9s Separation + 3 years Separation + 3 years Mag Ppr Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 - 3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 263 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-010 Job Descriptions / Classification Specifications Minimum Superseded + 6 years Minimum Superseded + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090, 60201 Human Resources HR-011 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 5 years Minimum 5 years Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§34090, 60201 et seq. Human Resources HR-012 Personnel Files - Background Files (Fire, Executives, Information Technology) Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 264 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-013 Personnel Files - Benefit File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 Human Resources HR-014 Personnel Files - Employee File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 265 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-015 Personnel Files - Medical File (all employees) Pre-employment Medical Clearances, ADA Accommodations, Respirator Fit Tests, etc. Separation + 6 years Whichever is Longer: 24 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 60201 Human Resources HR-016 Personnel Files - Training File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 Human Resources HR-027 Recruitment Database (NeoGov)5 years 5 years Mag, Ppr Department preference; Per NeoGov Policy; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 11013(c); GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 266 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-017 Recruitment and Testing File (Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Hiring Decision + 4 years Hiring Decision + 4 years Mag, Ppr State Law requires 4 years EEOC / FLSA / ADEA (Age) requires 1-3 years; ; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 7287.0(c)(2), GC §§12946, 12960, 34090, 60201 Human Resources HR-018 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) 2 years 2 years Mag, Ppr 2 years, unless it is a preliminary draft; GC §§34090, 60201 et seq. RISK MANAGEMENT Risk Manag.HR-019 Accident / Incident Reports / Injury Reports (Potential Claims - medical and non- medical that do not result in a claim.) 2 years 2 years Mag, Ppr Department preference; CCP §340.5, GC §§34090, 60201 et seq. Risk Manag.HR-020 Claim Runs 5 years 5 years Ppr Department Preference; GC §§34090, 60201 et seq. Risk Manag.HR-021 Claims (Includes Litigated Claims)Resolution 5 years Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After Settled Claim must be filed within 6 months, lawsuit within 2 years; complaints against peace officers within 5 years; Statute of Limitations for contracts is 4 years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 267 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Risk Manag.HR-022 Insurance Polices (City-owned policies)P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§34090, 60201 et seq. Risk Manag.HR-023 OSHA Logs - 200, 300, 301, 301A, OSHA Inspections or Citations 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33, 8 CCR §3203(b)(1), GC §34090; LC §6429c Risk Manag.HR-024 Subpoenas / Summons 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §§34090, 60201 et seq. Human Resources HR-025 Workers Compensation Claim Runs / Monthly Reports 5 years 5 years Mag Ppr Meets auditing standards; GC §§34090, 60201 et seq. Human Resources HR-026 Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation + 10 years Whichever is Longer: 20 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 268 Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). LIBRARY Library LIB-001 Board of Library Trustees AGENDA PACKETS & AGENDAS P P Yes Mag, Mfr, OD, Ppr S Yes: After 10 years Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Library LIB-002 Board of Library Trustees AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag City Clerk maintains these Permanently; GC §34090.7 Library LIB-003 Board of Library Trustees MINUTES P P Yes Mag, Mfr, OD, Ppr S Yes: After 10 years GC §34090 Lead Dept. & Finance LIB-004 Cash Receipts Report / Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 Library LIB-005 Complaints and Compliments 2 years 2 years Mag, Ppr GC §34090 Library LIB-006 Flyers for Library Programs When No Longer Required When No Longer Required Ppr Preliminary Drafts; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 269 Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Library LIB-007 Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Literacy Services); CLSA (California Library Services Act) and PLF (Public Library Foundation) ONLY. For all others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance 2 years Final Expenditure + 3 years Final Expenditure + 5 years Mag, Ppr Per California State Library Records Management Program Requirements (April 27, 1998); GC §34090 Library LIB-008 Library Card Applications When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference (the database is the original record); GC §34090 Library LIB-009 Library Systems: ILS Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 Library LIB-010 Library Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Waiting 2 years 2 years Ppr GC §34090 Library LIB-011 Library Volunteer / Unpaid Intern Logs (Hours)2 years 2 years Ppr GC §34090 Library LIB-012 Library Volunteers / Unpaid Intern Applications & Agreements - Successful Inactive / Separation + 3 years Inactive / Separation + 3 years Ppr Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 and 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 270 Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Library LIB-013 Passport Transmittals 2 years 2 years Mag, Ppr GC §34090 Library LIB-014 Problem Patron File Minimum 2 years Minimum 2 years Mag, Ppr Department preference; GC §§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 271 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PLANNING Planning PL-002 Alcohol Beverage Control License Applications (ABC Applications) When No Longer Required When No Longer Required Mag, Ppr (Non-Records) Planning PL-003 Annexations / Boundaries / Consolidations / LAFCO 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Planning PL-006 Design Review Committee (Subcommittee of Planning Commission) AGENDAS, AGENDA PACKETS, MINUTES Minimum 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Planning PL-031 Entertainment Permits / Massage Business Permits Expiration + 2 years Expiration + 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 272 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-033 Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA / NEPA Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project submitted to, or transferred from the agency, and all internal agency communications, including staff notes related to a CEQA action Project Approval or Denial + 2 years 180 days Project Approval or Denial + 2 years 180 days Mag, Ppr Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (D076605, D076924, D076993) (4th Dist. 2020); PRC 21167,6; GC §34090 Planning PL-009 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundaries, Non- Development Projects 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Planning PL-010 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Outside City boundaries When No Longer Required When No Longer Required Ppr Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 273 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-011 General Plan, Elements and Amendments 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk Maintains all Agenda Packets Permanently; GC §34090.7 Planning PL-012 Historic Preservation Survey, Evaluations and Designations 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-024 Historic Property Files 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-025 Large Family Day Care Permits Expiration + 2 years Expiration + 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-013 Master Plans, Specific Plans, Land Use Plans, etc.1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-014 Materials Boards When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Planning PL-026 Mills Act Contracts 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-015 Planning and Historic Preservation Commission AGENDAS & AGENDA PACKETS 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Planning PL-016 Planning and Historic Preservation Commission AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; GC §54953.5(b) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 274 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-017 Planning and Historic Preservation Commission MINUTES, BYLAWS & RESOLUTIONS P P Yes Mag, Mfr, OD, Ppr S No GC §34090 Planning PL-001 Planning Director Approvals 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-018 Planning Project Log of Applications, Database Indefinite Indefinite Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Planning PL-019 Planning Project Files - Approved Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Examples: Conditional Use Permits (CUPs), Design Review, Parcel Maps, Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. Project Approved / Final Decision, or 1 year if Not Approved / No Final Decision P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Planning PL-027 Preliminary Review / Courtesy Review - PLANS, PROPOSALS, other Documents belonging to Applicant When No Longer Required When No Longer Required Mag, Ppr Applicant's proposals / plans can be destroyed When No Longer Required, as no application has been submitted, and they are not City records; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 275 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-020 Preliminary Review / Courtesy Review - APPLICATIONS, other City Records 2 years 2 years Mag, Ppr Applicant's proposals / plans can be destroyed When No Longer Required, as no application has been submitted, and they are not City records; GC §34090 Planning PL-028 Sign Permits Life of Sign, Minimum 2 years Life of Sign, Minimum 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-022 Special Studies Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Planning PL-029 Street Name Assignments and Changes 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-021 Temporary Permits / Special Event Permits / Temporary Entitlements (Approved & Unapproved): Christmas Tree Lots, Pumpkin Lots, Banner Permits, Tree Removal Permits, etc. Minimum 2 years Minimum 2 years Yes: During Event Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-030 Trails Committee (Subcommittee of Planning Commission) AGENDAS, & AGENDA PACKETS, MINUTES Minimum 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 276 Ver. 15.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-024 Zoning Maps (Historically Significant)1 year P P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; GC §34090.7 Planning PL-025 Zoning Ordinance Amendments, Reclassifications / Zone Change 1 year P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (copies); GC §34090.7 Planning PL-023 Zoning Verification Letters 1 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 277 Ver. 4.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PROCUREMENT Procure- ment PUR-001 Procurement Database (Planet Bids)Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Procure- ment PUR-002 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Procure- ment PUR-003 Request for Proposals 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Procure- ment PUR-004 Surplused Equipment / Disposal 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Procure- ment PUR-005 Unsuccessful Bids / Evaluations 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/2/2022   Page 278 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC WORKS / MAINTENANCE / FACILITIES Lead Dept.PW-001 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works / Maint. / Facilities PW-002 Facility Inspections 2 years 2 years Mag, Ppr GC §34090 Lead Dept.PW-003 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090 Lead Dept.PW-004 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept.PW-005 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq. Division Providing Service / Work PW-006 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-007 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 279 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work PW-008 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 MAINTENANCE / PARKS & LANDSCAPE Public Works / Maint. / Parks & Landscape PW-009 Arbor Day / Tree City USA, etc.2 years 2 years Mag, Ppr GC §34090 Lead Dept.PW-010 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq. Public Works / Maint. / Parks & Landscape PW-011 Park Safety Checklist 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. / Parks & Landscape PW-012 Pesticide Use Permits & Applications 2 years 2 years Mag, Ppr Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Public Works / Maint. / Parks & Landscape PW-013 Playground Inspections 10 years 10 years Mag, Ppr Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 280 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Maint. / Parks & Landscape PW-014 Sidewalk Complaints - Parks 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. / Parks & Landscape PW-015 Tree Inventory Indefinite Indefinite Mag Data is interrelated; GC §34090 Public Works / Maint. / Parks & Landscape PW-016 Tree Maintenance Work Orders 30 years 30 years Mag, Ppr Department preference; GC §34090 Division Providing Service / Work PW-017 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-018 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PW-019 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342; GC §34090 MAINTENANCE / STREETS & FLEET RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 281 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Maint. / Streets & Fleets PW-020 Aboveground Diesel Storage Tanks (Agency Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs 20 years 20 years Mag, Ppr Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §60201 Lead Dept.PW-021 AQMD Permits (Fuel Usage)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works / Maint. / Streets & Fleets PW-022 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Lead Dept.PW-023 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq. Lead Dept.PW-024 Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 2 years Ppr GC §34090; 13 CCR 1234(c) Public Works / Maint. / Streets & Fleets PW-025 Sidewalk Complaints - Right of Way 10 years 10 years Mag, Ppr Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 282 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Maint. / Streets & Fleets PW-026 Sidewalk Inspection Database Indefinite Indefinite Mag Data is interrelated; GC §34090 Public Works / Maint. / Streets & Fleets PW-027 Stormwater: Operation & Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Treatment Measures and Trash Cleaning) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 4§§122.21, 122.41, 122.44; GC §34090 Lead Dept.PW-028 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d), 34090 Public Works / Maint. / Streets & Fleets PW-029 Underground Storage Tanks (City- Owned - Removed) Location, Soil Remediation 10 years P P Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq. Public Works / Maint. / Streets & Fleets PW-030 Used Oil Disposal 3 years 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Public Works / Maint. / Streets & Fleets PW-031 Vehicle & Equipment History Files AQMD Certifications, Maintenance, Registrations, Safety Certifications, etc. Disposal of Vehicle or Equipment + 2 years Disposal of Vehicle or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 283 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work PW-032 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-033 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PW-034 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 SAFETY / ADMINISTRATION Public Works / Safety Admin. PW-035 Employee Training File (Training Certificates) Separation + 3 years Separation + 3 years Mag, Ppr Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/2/2022   Page 284 DATE:April 19, 2023 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Jason C. Welday, Director of Engineering Services / City Engineer Fred Lyn, Deputy Director of Engineering Services / Utilities SUBJECT:Public Hearing of the City of Rancho Cucamonga to Consider a Resolution Amending Electric Rates, Pursuant to the Requirements and Authority of Chapter 3.46 of Title 3 of the Rancho Cucamonga Municipal Code and Introduce and Conduct First Reading of Ordinance No. 1018 to be Read by Title Only and Waive Further Reading, Amending Chapter 3.46.130 Concerning Municipal Utility Rates and Optional Rates. (RESOLUTION NO. 2023-038) (ORDINANCE NO. 1018) (CITY) RECOMMENDATION: Staff recommends that the City Council: 1) Conduct the public hearing; 2) Adopt the attached resolution amending the existing electric rates, pursuant to the requirements and authority of Chapter 3.46 of Title 3 of the Rancho Cucamonga Municipal Code; and 3) Conduct first reading and introduce an Ordinance amending Chapter 3.46.130 concerning Municipal Utility Rates and Optional Rates. BACKGROUND: The City Council established a Municipal Utility on August 31, 2001 and adopted Chapter 3.46 of Title 3 of the Rancho Cucamonga Municipal Code establishing Electricity Service Rules and Regulations and authorizing that the rates, fees, and charges, may be amended from time to time by resolution. Chapter 3.46.130 Section (E) is called “Power Cost Adjustment Factor” (PCAF). The PCAF is a charge per kilowatt hours (kWh) which is used: 1) to adjust the utility’s electric rates for the actual cost of purchasing and generating electric power and energy to service the utility’s customer; and 2) to minimize fluctuations in rates. The PCAF is essentially a “pass-through” charge in each rate schedule that recovers the costs of purchasing and delivering power and energy into the Rancho Cucamonga Municipal Utility’s (RCMU’s) service area that is in excess of the forecasted costs of power recovered through RCMU’s existing base rates. Though the PCAF has been defined in our municipal code since the establishment of the RCMU, RCMU has never needed to utilize it until now. That is because for the last 6 – 9 months, RCMU experienced several spikes in electricity pricing due to the volatility of the electricity market. The    Page 285 Page 2 1 7 6 4 first spike was during the Summer of 2022 which was mainly driven by tight supply conditions and higher than normal loads due to the heat wave. Prices spiked from a normal average Day Ahead pricing of about $50-$60/MWh to an average price of over $125/MWh over twice the normal average. Most recently in November 2022 - January 2023, everyone statewide experienced and encountered a dramatic increase in the price of natural gas. This increase unfortunately also impacted the regional wholesale price of electricity, as natural gas is still a major cost factor in power production and wholesale prices in the California Independent System Operator (CAISO) market, leading to an average price spike of over $250/MWh, more than five times the normal average. Thus, RCMU’s increased wholesale costs in the CAISO market reached a point where RCMU could no longer absorb these increased costs from the Utility’s fund balance. RCMU enlisted the assistance of Utility Financial Solutions (UFS) as its rate consultant to help design an appropriate formula for the PCAF that would charge all RCMU customers equally for any increase or decrease in the cost of power production based on fluctuating wholesale prices. ANALYSIS: The UFS team designed a PCAF formula which fairly reflects an adjustment for the actual cost of wholesale power incurred by RCMU during each customer’s billing period. The PCAF Adjustment would be calculated according to the following formula: PCAF = ((P/S) + L) - B P = Wholesale power supplier costs S = Number of kilowatt-hours used during the same time period as factor “P” L = System annual average losses (currently at 5.6%) B = This amount reflects the average cost of power per kilowatt-hour sold and already recovered through base retail rates (currently at $0.0807) The Wholesale Power Supplier Costs would include but not be limited to power production, power purchases, transmission and wheeling payments, losses, CAISO fees, capacity, renewable energy, environmental allowances and scheduling and dispatching. This formula would fairly adjust and seek to cover additional wholesale power supply costs above and beyond the average approved base retail rate of $0.0807 / kWh. The PCAF formula is set up as a pass-through charge so that it could also be zero or a credit should the actual wholesale power supply costs fall below RCMU’s base retail rate. The proposed PCAF tariff will also cap the monthly PCAF as to not exceed the base retail rate in order to maintain rate stability to the greatest extent possible. On the rare occurrence that the PCAF does exceed the base retail rate, RCMU will recover the difference in the next available subsequent billing month. While it is impossible to predict and forecast what the projected increase will be in the wholesale power supply market and the impact it will have for RCMU customers, as long as the wholesale power costs remain higher than normal, all customers will see an increase to their bill due to the PCAF. RCMU staff will closely monitor all wholesale power costs to ensure the PCAF collected is correct and adjusted monthly based on actual costs. Without the addition of the PCAF, RCMU would not be able to generate the necessary funds required to operate and maintain the electric utility, invest in capital improvements and continue increasing its renewable energy procurement. RCMU will only collect what is necessary to recover our cost and nothing more. It is important to note that as a municipal utility, RCMU rates are based on the cost to provide the service; there is no profit built in nor are their shareholder dividends to pay as is necessary with investor-owned utilities.    Page 286 Page 3 1 7 6 4 If approved by the City Council, this amendment to modify the formula for calculating the PCAF will become effective May 1, 2023, and customers will see changes on their June 2023 bills. The amended rates reflect the City's reasonable and prudent costs for operating an electric utility enterprise and does not establish unfair, unreasonable or excessive rates that exceed the City's reasonable costs of doing business. The City has provided the required notification to the public by publishing notice of this hearing on March 28, 2023, and April 4, 2023, in the Inland Valley Daily Bulletin, a local newspaper of general circulation, posting notice in at least two separate locations within the City, as well as a separate mailing to each RCMU customer’s address in March 2023. The proposed PCAF tariff have been available for public review in the City Clerk's Office since the advertisements and resolution were first published on April 6, 2023. FISCAL IMPACT: If approved by the City Council, this amendment in RCMU electric rates, fees and charges is expected to increase the Municipal Utility Fund revenues in order to offset the increased wholesale electricity costs. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: This item addresses the City Council’s vision to build on our success as a world class community by ensuring that the appropriate cost and rate structure for its Municipal Utility is followed to meet the community's needs. ATTACHMENTS: Attachment 1 – Resolution Attachment 2 – Ordinance    Page 287 RESOLUTION NO. 23-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AMENDING ELECTRIC RATES AND CHARGES, PURSUANT TO THE REQUIREMENTS AND AUTHORITY OF CHAPTER 3.46 OF TITLE 3 OF THE RANCHO CUCAMONGA MUNICIPAL CODE. A.Recitals 1.The City Council of the City of Rancho Cucamonga has previously adopted Chapter 3.46 of Title 3 of the Rancho Cucamonga Municipal Code establishing Electricity Service Rules and Regulations and authorizing that the rates, fees and charges arising, directly or indirectly, under said legislation be adopted pursuant to resolution, and thereafter, be amended from time to time by resolution. 2. City staff has prepared a comprehensive schedule of the rates, fees and charges that reflect the reasonable and prudent costs relating to the acquisition and distribution of electric power to retail customers and are recommending that the City Council adopt the recommended rates and fees. These rates do not present the City an opportunity to achieve profits or to impose charges in excess of the costs reasonably related to the development, maintenance and expansion of a municipal electric distribution system. The City Council has directed City staff to regularly review the operations of the City’s electric utility to ensure that the rates are sufficient to cover all prudent business costs, reserves and capital equipment acquisition but not exceeding the amount necessary for the same. The rates, fees and charges reflect the reasonable costs to the City system only and do not reflect any excess rates, fees, or charges that are in excess of the reasonable costs of providing the electrical services as set forth hereinafter. 3.The City Council has reviewed the adoption of this Resolution pursuant to the requirements of the California Environmental Quality Act of 1970, as amended, and has determined that the adoption of the Electric Rules and Regulations has no foreseeable potential to a result in a significant impact upon the environment and is exempt from CEQA review pursuant to State CEQA Guidelines Section 15061(b)(3). Further, the City Council has determined that the adoption of the fees is exempt from substantive environmental review under Section 15273 of the State CEQA Guidelines as no capital projects for system expansion are included in the proposed action. 4.All legal prerequisites to the adoption of this Resolution have occurred. B.Resolution NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, HEREBY RESOLVES, Section 1.: The facts set forth in the Recitals, Part A of this Resolution, are true and correct. Section 2.: The rates, fees and charges assessed under Chapter 3.46 of Title 3 shall be as set forth on Attachment 1 hereto and incorporated by reference as if fully set forth herein on April 19, 2023. Section 3.: The City Clerk shall certify to the adoption of this Resolution. ATTACHMENT 1 Resolution No. 23-XXX - Page 1 of 42    Page 288 PASSED, APPROVED, AND ADOPTED this 19th day of April 2023. Resolution No. 23-XXX - Page 2 of 42    Page 289 Table of Contents Electric Rates and Tariffs RESIDENTIAL 1 SMALL COMMERCIAL 4 MEDIUM COMMERCIAL 6 MEDIUM COMMERCIAL (TIME-OF-USE) 9 LARGE COMMERCIAL 12 LARGE INDUSTRIAL 15 STREET LIGHTING 18 TRAFFIC CONTROL 21 OUTDOOR AREA LIGHTING 22 IRRIGATION SYSTEMS 24 WIRELESS TECHNOLOGY 25 NET ENERGY METERING 27 ECONOMIC DEVELOPMENT 30 STANDBY DEMAND CHARGE 33 ELECTRIC VEHICLE CHARGING 36 POWER COST ADJUSTMENT FACTOR 38 SERVICE ESTABLISHMENT CHARGE 39 ATTACHMENT 1 Resolution No. 23-XXX - Page 3 of 42    Page 290 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 1 Effective Date: July 1, 2022 RESIDENTIAL A.Applicability Applicable to individual accommodations devoted primarily to domestic purposes where service includes lighting, appliances, heating, cooking and power consuming appliances or combination thereof in a residential accommodation. B.Territory Within the entire territory served. C.Rates Energy Charge $/kWh/Meter Summer and Winter Tier 1 – Baseline Quantities 0.11910 Tier 2 – 101% to 130% of Baseline 0.14000 Tier 3 – Over 131% of Baseline 0.25686 Customer Charge - $/Meter/Day Single-Family Residence 0.28 Multi-Family Residence 0.26 D.Special Conditions 1. Summer and Winter Seasons are defined as follows: The Summer Season shall commence at 12:00 a.m. on June 1st and continue until 12:00 a.m. on October 1st of each year. The Winter Season shall commence at 12:00 a.m. on October 1st of each year and continue until 12:00 a.m. on June 1st of the following year. A pro rata computation will be made for seasonal billing purposes. 2.Customer Charge: For purposes of applying the Customer Charge, the following definitions shall be used: Single-Family Residence: A building of single occupancy, which does not share common walls, floors, or ceiling with other residential dwelling units. Multi-Family Residence: Apartments, mobile homes, condominiums, townhouses or a building of multiple occupancy which shares common walls and/or floors and ceilings with other residential dwelling units. 3. Voltage. Service will be supplied at one (1) standard voltage. 4.Baseline Quantities: The residential allocation shall be 16.1 kWhs per day in Summer Season and 10.6 kWhs per day in the Winter Season. Resolution No. 23-XXX - Page 4 of 42    Page 291 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 2 Effective Date: July 1, 2022 5. Customer-Owned Electrical Generating Facilities. Upon written approval by the Utility, momentary parallel operation may be permitted to allow the Customer to test the auxiliary/emergency generating facilities. 6.Medical Support Assistance Eligible customers under this schedule upon application and certification from a medical doctor shall receive a monthly discount to assist customers with doctor- prescribed life support equipment. To qualify, a customer must submit an application and satisfactory proof that a full-time occupant of the customer’s residence requires a life support device. A qualifying life support device may be any one of the following or such other equipment as the Utility may deem eligible: aerosol tents, apnea monitors, compressors or concentrators, electrostatic or ultrasonic nebulizers, electric nerve stimulators, hemodialysis machines, kidney dialysis machines, intermittent positive pressure breathing machines, iron lungs, pressure pads, pressure pumps, respirators, or suction machines. Customers must reapply annually to demonstrate eligibility for the discount. The monthly discount applies to energy charges only. All other charges and taxes are calculated at the standard rates. Program qualifications and rules are subject to change and are based on funding availability. In the event the Utility becomes aware of any false or fraudulent statements or information submitted in writing or verbally by the Customer, the Utility reserves the right to back bill the Customer for services rendered under this program. 7.Low Income Assistance A low-income assistance program is available under this schedule for income qualified customers. To be considered for this discount, an application must be filled out with supporting documentation of proof of income. Total combined gross annual household income, both taxable and nontaxable, must meet the current income levels of the San Bernardino County (Very Low) Income Limits Documentation System. Customers must reapply annually to demonstrate eligibility for the discount. The monthly discount applies to energy charges only. All other charges and taxes are calculated at the standard rates. Program qualifications and rules are subject to change and are based on funding availability. In the event the Utility becomes aware of any false or fraudulent statements or information submitted in writing or verbally by the Customer, the Utility reserves the right to back bill the Customer for services rendered under this program. 8.Billing Calculation A Customer’s bill is calculated according to the rates and conditions above. The charges are calculated by applying the Rate Charges when applicable to the actual billing determinants (kilowatt hours [kWh]). 9.Power Cost Adjustment Factor (PCAF) The rates above are subject to an adjustment as provided in Rule 12, Section E. 10. Change of Law Adjustment Factor (CLAF) Resolution No. 23-XXX - Page 5 of 42    Page 292 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 3 Effective Date: July 1, 2022 The rates above are subject to an adjustment as provided in Rule 12, Section F. 11.State Mandated Public Purpose Programs Charge State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers. Resolution No. 23-XXX - Page 6 of 42    Page 293 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 4 Effective Date: July 1, 2022 SMALL COMMERCIAL A.Applicability Applicable to single and three-phase general service including lighting and power Customers, except for the Customer whose monthly Maximum Demand, in the opinion of the Utility, is expected to exceed 20 kW or has exceeded 20 kW in any three (3) months during the preceding twelve (12) months is ineligible for service under this Schedule. Effective with the date of ineligibility of any Customer served under this Schedule, the Customer's account shall be transferred to another applicable Rate Schedule. B.Territory Within the entire territory served. C.Rates Energy Charge $/kWh/Meter/Month Summer 0.18768 Winter 0.12976 Customer Charge- $/Meter/Day Single Phase 1.00 Three Phase 1.15 D.Special Conditions 1. Summer and Winter Seasons are defined as follows: The Summer Season shall commence at 12:00 a.m. on June 1st and continue until 12:00 a.m. on October 1st of each year. The Winter Season shall commence at 12:00 a.m. on October 1st of each year and continue until 12:00 a.m. on June 1st of the following year. A pro rata computation will be made for seasonal billing purposes. 2. Voltage. Service will be supplied at one (1) standard voltage 3.Temporary Discontinuance of Service Where the use of energy is seasonal or intermittent, no adjustments will be made for a temporary discontinuance of service. Any Customer, prior to resuming service within twelve (12) months after such service was discontinued, will be required to pay all charges which would have been billed if service had not been discontinued. 4. Customer-Owned Electrical Generating Facilities Upon written approval by the Utility, momentary parallel operation may be permitted to allow the Customer to test the auxiliary/emergency generating facilities. Resolution No. 23-XXX - Page 7 of 42    Page 294 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 5 Effective Date: July 1, 2022 5.Installation of Demand Meters Where a Customer's usage exceeds an average of 4,500 kWh per month in the preceding 12-month period, the Utility may, at its sole option, install a demand Meter on the account at the Utility’s expense. 6.Billing Calculation A Customer’s bill is calculated according to the rates and conditions above. The charges are calculated by applying the Rate Charges when applicable to the actual billing determinants (kilowatt hours [kWh], demand [kW], etc.). 7.Power Cost Adjustment Factor (PCAF) The rates above are subject to an adjustment as provided in Rule 12, Section E. 8. Change of Law Adjustment Factor (CLAF) The rates above are subject to an adjustment as provided in Rule 12, Section F. 9.State Mandated Public Purpose Programs Charge State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers. Resolution No. 23-XXX - Page 8 of 42    Page 295 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 6 Effective Date: July 1, 2022 MEDIUM COMMERCIAL A.Applicability Applicable to single and three-phase service including lighting and power Customers whose monthly Maximum Demand registers, or in the opinion of the Utility is expected to register, above 20 kW and below 200 kW. The Customer whose monthly Maximum Demand, in the opinion of the Utility, is expected to reach 200 kW or has reached 200 kW for any three (3) months during the preceding twelve (12) months is ineligible for service under this Schedule. Effective with the date of ineligibility, such Customer’s account shall be transferred to another applicable Rate Schedule. Further, any Customer served under this Schedule whose monthly Maximum Demand has registered 20 kW or less for twelve (12) consecutive months is eligible for service under another applicable Rate Schedule. B.Territory Within the entire territory served. C.Rates Energy Charge - $/kWh/Meter/Month Summer Season 0.08359 Winter Season 0.06725 Customer Charge - $/Meter/Month 145.00 Demand Charge - $/kW of Billing Demand/Meter/Month Facilities Related 14.00 Time Related (Summer) 16.50 D.Special Conditions 1.Summer and Winter Seasons are defined as follows: The Summer Season shall commence at 12:00 a.m. on June 1st and continue until 12:00 a.m. on October 1st of each year. The Winter Season shall commence at 12:00 a.m. on October 1st of each year and continue until 12:00 a.m. on June 1st of the following year. A pro rata computation will be made for seasonal billing purposes. 2. 3. Voltage Service will be supplied at one (1) standard voltage. 4.Billing Demand Resolution No. 23-XXX - Page 9 of 42    Page 296 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 7 Effective Date: July 1, 2022 The Billing Demand shall be the kilowatts of Maximum Demand, determined to the nearest kW. The Demand Charge shall include the following billing components. The Time Related Component shall be for the kilowatts of Maximum Demand recorded during (or established for) the monthly billing period. The Facilities Related Component shall be for the kilowatts of Maximum Demand recorded during (or established for) the monthly billing period. However, when the Utility determines the Customer's Meter will record little or no energy use for extended periods of time or when the Customer's Meter has not recorded a Maximum Demand in the preceding eleven (11) months, the Facilities Related Component of the Demand Charge may be established at fifty percent (50%) of the Customer's Connected Load. 5.Maximum Demand The Maximum Demand in any month shall be the measured maximum average kilowatt input, indicated or recorded by instruments, during any 15-minute metered interval in the month, but, where applicable, shall not be less than the diversified resistance welder load computed in accordance with the section designated Welder Service in Rule 2. Where the demand is intermittent or subject to violent fluctuations, a 5-minute interval may be used. 6.Temporary Discontinuance of Service Where the use of energy is seasonal or intermittent, no adjustments will be made for a temporary discontinuance of service. Any Customer resuming service within twelve (12) months after such service was discontinued will be required to pay all charges which would have been billed if service had not been discontinued. 7. Customer-Owned Electrical Generating Facilities Upon written approval by the Utility, momentary parallel operation may be permitted to allow the Customer to test the auxiliary/emergency generating facilities. 8.Billing Calculation A Customer’s bill is calculated according to the rates and conditions above. The charges are calculated by applying the Rate Charges when applicable to the actual billing determinants (kilowatt hours [kWh], demand [kW], etc.). 9. Power Cost Adjustment Factor (PCAF) The rates above are subject to an adjustment as provided in Rule 12, Section E. 10. Change of Law Adjustment Factor (CLAF) The rates above are subject to an adjustment as provided in Rule 12, Section F. 11.State Mandated Public Purpose Programs Charge State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers. Resolution No. 23-XXX - Page 10 of 42    Page 297 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 8 Effective Date: July 1, 2022 MEDIUM COMMERCIAL (TIME-OF-USE) A.Applicability Applicable to single and three-phase service including lighting and power Customers whose monthly Maximum Demand registers, or in the opinion of the Utility is expected to register 200 kW through 500 kW. The customer whose monthly Maximum Demand, in the opinion of the Utility, is expected to exceed 500 kW or has exceeded 500 kW for any three (3) months during the preceding twelve (12) months is ineligible for service under this Schedule and effective with the date of ineligibility, such Customer’s account shall be transferred to Large Commercial. Further, any Customer served under this Schedule whose monthly Maximum Demand has registered below 200 kW for twelve (12) consecutive months is ineligible for service under this Rate Schedule and shall be transferred to another applicable Rate Schedule. B.Territory Within the entire territory served. C.Rates Energy Charge - $/kWh/Meter/Month Summer Season – On-Peak 0.11668 Mid-Peak 0.08368 Off-Peak 0.05618 Winter Season – Mid-Peak 0.06018 Off-Peak 0.04368 Customer Charge - $/Meter/Month 400.00 Demand Charge - $/kW of Billing Demand/Meter/Month Facilities Related 14.25 Time Related Summer – On-Peak 13.50 Summer – Mid-Peak 3.50 Power Factor Adjustment - $/KVA 0.27 D.Special Conditions 1.Time periods are defined as follows: On-Peak: Noon to 6:00 p.m. summer weekdays except holidays. Mid-Peak: 8:00 a.m. to noon and 6:00 p.m. to 11:00 p.m. summer weekdays except holidays. 8:00 a.m. to 9:00 p.m. winter weekdays except holidays. Off-Peak: All other hours. Resolution No. 23-XXX - Page 11 of 42    Page 298 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 9 Effective Date: July 1, 2022 Holidays are New Year's Day (January 1), Washington's Birthday (third Monday in February), Memorial Day (last Monday in May), Independence Day (July 4), Labor Day (first Monday in September), Veteran’s Day (November 11), Thanksgiving Day (fourth Thursday in November), and Christmas (December 25). When any holiday listed above falls on Sunday, the following Monday will be recognized as an off-peak period. No change will be made for holidays falling on Saturday. The Summer Season shall commence at 12:00 a.m. on June 1st and continue until 12:00 a.m. on October 1st of each year. The Winter Season shall commence at 12:00 a.m. on October 1st of each year and continue until 12:00 a.m. on June 1st of the following year. A pro rata computation will be made for seasonal billing purposes. 2. Voltage Service will be supplied at one (1) standard voltage. 3.Billing Demand The Billing Demand shall be the kilowatts of Maximum Demand, determined to the nearest kW. The Demand Charge shall include the following billing components. The Time Related Component shall be for the kilowatts of Maximum Demand recorded during (or established for) the monthly billing period. The Facilities Related Component shall be for the kilowatts of Maximum Demand recorded during (or established for) the monthly billing period. However, when the Utility determines the Customer's Meter will record little or no energy use for extended periods of time or when the Customer's Meter has not recorded a Maximum Demand in the preceding eleven (11) months, the Facilities Related Component of the Demand Charge may be established at fifty percent (50%) of the Customer's Connected Load. 4.Maximum Demand Maximum Demand shall be established for the On-Peak, Mid-Peak, and Off-Peak periods. The Maximum Demand in any month shall be the measured maximum average kilowatt input, indicated or recorded by instruments, during any 15- minute metered interval in the month, but, where applicable, shall not be less than the diversified resistance welder load computed in accordance with the section designated Welder Service in Rule 2. Where the demand is intermittent or subject to violent fluctuations, a 5-minute interval may be used. 5.Power Factor Adjustment The Customer’s bill will be increased each month for power factor by the amount shown in the Rates section above for service metered and delivered at the applicable voltage level, based on the per kilovar of maximum reactive demand imposed by the Utility. The maximum reactive demand shall be the highest measured maximum average kilovar demand indicated or recorded by metering during any 15-minute interval Resolution No. 23-XXX - Page 12 of 42    Page 299 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 10 Effective Date: July 1, 2022 in the month. The kilovars shall be determined to the nearest unit. A device will be installed on each kilovar meter to prevent reverse operation of the meter. 6.Temporary Discontinuance of Service Where the use of energy is seasonal or intermittent, no adjustments will be made for a temporary discontinuance of service. Any Customer resuming service within twelve (12) months after such service was discontinued will be required to pay all charges which would have been billed if service had not been discontinued. 7. Customer-Owned Electrical Generating Facilities Upon written approval by the Utility, momentary parallel operation may be permitted to allow the Customer to test the auxiliary/emergency generating facilities. 8.Billing Calculation A Customer’s bill is calculated according to the rates and conditions above. The charges are calculated by applying the Rate Charges when applicable to the actual billing determinants (kilowatt hours [kWh], demand [kW], kilovar [kVa], etc.). 9.Power Cost Adjustment Factor (PCAF) The rates above are subject to an adjustment as provided in Rule 12, Section E. 10. Change of Law Adjustment Factor (CLAF) The rates above are subject to an adjustment as provided in Rule 12, Section F. 11.State Mandated Public Purpose Programs Charge State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers. Resolution No. 23-XXX - Page 13 of 42    Page 300 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 11 Effective Date: July 1, 2022 LARGE COMMERCIAL A.Applicability Applicable to general services including lighting and power Customers. This Schedule is applicable to and mandatory for all Customers whose monthly Maximum Demand, in the opinion of the Utility, is expected to exceed 500 kW or has exceeded 500 kW in any three (3) months during the preceding twelve (12) months. Any existing Customer on this Schedule whose monthly Maximum Demand has registered 500 kW or less for twelve (12) consecutive months is ineligible for service under this Schedule and shall be transferred to another applicable Rate Schedule. Service under this Schedule is subject to Meter availability. B.Territory Within the entire territory served. C.Rates Energy Charge - $/kWh/Meter/Month Summer Season – On-Peak 0.12736 Mid-Peak 0.08030 Off-Peak 0.05095 Winter Season – Mid-Peak 0.07081 Off-Peak 0.04749 Customer Charge - $/Meter/Month 515.00 Demand Charge - $/kW of Billing Demand/Meter/Month Facilities Related 15.00 Time Related Summer – On-Peak 17.00 Summer – Mid-Peak 5.00 Power Factor Adjustment - $/KVA 0.27 D.Special Conditions 1.Time periods are defined as follows: On-Peak: Noon to 6:00 p.m. summer weekdays except holidays. Mid-Peak: 8:00 a.m. to noon and 6:00 p.m. to 11:00 p.m. summer weekdays except holidays. 8:00 a.m. to 9:00 p.m. winter weekdays except holidays. Off-Peak: All other hours. Holidays are New Year's Day (January 1), Washington's Birthday (third Monday in February), Memorial Day (last Monday in May), Independence Day (July 4), Labor Day (first Monday in September), Veteran’s Day (November 11), Resolution No. 23-XXX - Page 14 of 42    Page 301 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 12 Effective Date: July 1, 2022 Thanksgiving Day (fourth Thursday in November), and Christmas (December 25). When any holiday listed above falls on Sunday, the following Monday will be recognized as an off-peak period. No change will be made for holidays falling on Saturday. The Summer Season shall commence at 12:00 a.m. on June 1st and continue until 12:00 a.m. on October 1st of each year. The Winter Season shall commence at 12:00 a.m. on October 1st of each year and continue until 12:00 a.m. on June 1st of the following year. A pro rata computation will be made for seasonal billing purposes. 2. Voltage Service will be supplied at one standard voltage. 3.Maximum Demand Maximum Demands shall be established for the On-Peak, Mid-Peak, and Off- Peak periods. The Maximum Demand for each period shall be the measured maximum average kilowatt input indicated or recorded by instruments, during any 15-minute metered interval, but, where applicable, not less than the diversified resistance welder load computed in accordance with the section designated Welder Service in Rule 2. Where the demand is intermittent or subject to violent fluctuations, a 5-minute interval may be used. 4.Billing Demand The Billing Demand shall be the kilowatts of Maximum Demand, determined to the nearest kW. The Demand Charge shall include the following billing components. The Time Related Component shall be for the kilowatts of Maximum Demand recorded during (or established for) the monthly billing period for each of the On-Peak, Mid-Peak, and Off-Peak Time Periods. The Facilities Related Component shall be for the kilowatts of Maximum Demand recorded during (or established for) the monthly billing period. However, when the Utility determines the Customer's Meter will record little or no energy use for extended periods of time or when the Customer's Meter has not recorded a Maximum Demand in the preceding eleven (11) months, the Facilities Related Component of the Demand Charge may be established at fifty percent (50%) of the Customer's Connected Load. Separate Demand Charge(s) for the On-Peak, Mid-Peak, and Off-Peak Time Periods shall be established for each monthly billing period. The Demand Charge for each time period shall be based on the Maximum Demand for that time period occurring during the respective monthly billing period. 5.Power Factor Adjustment The Customer’s bill will be increased each month for power factor by the amount shown in the Rates section above for service metered and delivered at the applicable voltage level, based on the per kilovar of maximum reactive demand imposed by the Utility. The maximum reactive demand shall be the highest measured maximum average kilovar demand indicated or recorded by metering during any 15-minute metered Resolution No. 23-XXX - Page 15 of 42    Page 302 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 13 Effective Date: July 1, 2022 interval in the month. The kilovars shall be determined to the nearest unit. A device will be installed on each kilovar Meter to prevent reverse operation of the Meter. 6. Temporary Discontinuance of Service Where the use of energy is seasonal or intermittent, no adjustments will be made for a temporary discontinuance of service. Any Customer, prior to resuming service within twelve (12) months after such service was discontinued, will be required to pay all charges which would have been billed if service had not been discontinued. 7. Customer-Owned Electrical Generating Facilities Upon written approval by the Utility, momentary parallel operation may be permitted to allow the Customer to test the auxiliary/emergency generating facilities. 8.Contracts An initial three-year facilities contract may be required where Applicant requires new or added serving capacity exceeding 2,000 kVA. 9.Billing Calculation A Customer’s bill is calculated according to the rates and conditions above. The charges are calculated by applying the Rate Charges when applicable to the actual billing determinants (kilowatt hours [kWh], demand [kW], kilovar [kVa], etc.). 10.Power Cost Adjustment Factor (PCAF) The rates above are subject to an adjustment as provided in Rule 12, Section E. 11. Change of Law Adjustment Factor (CLAF) The rates above are subject to an adjustment as provided in Rule 12, Section F. 12.State Mandated Public Purpose Programs Charge State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers. Resolution No. 23-XXX - Page 16 of 42    Page 303 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 14 Effective Date: July 1, 2022 LARGE INDUSTRIAL A.Applicability Applicable to general services including lighting and power Customers delivered at the utility’s primary distribution voltage level of 12 kV. This Schedule is applicable to and mandatory for all Customers whose monthly Maximum Demand, in the opinion of the Utility, is expected to exceed 500 kW or has exceeded 500 kW in any three (3) months during the preceding twelve (12) months. Any existing Customer on this Schedule whose monthly Maximum Demand has registered 500 kW or less for twelve (12) consecutive months is ineligible for service under this Schedule and shall be transferred to another applicable Rate Schedule. Service under this Schedule is subject to Meter availability. B.Territory Within the entire territory served. C.Rates Energy Charge - $/kWh/Meter/Month Summer Season – On-Peak 0.10370 Mid-Peak 0.08099 Off-Peak 0.05418 Winter Season – Mid-Peak 0.07542 Off-Peak 0.04987 Customer Charge - $/Meter/Month 515.00 Demand Charge - $/kW of Billing Demand/Meter/Month Facilities Related 13.50 Time Related Summer – On-Peak 20.00 Summer – Mid-Peak 5.00 Power Factor Adjustment - $/KVA 0.27 D.Special Conditions 1.Time periods are defined as follows: On-Peak: Noon to 6:00 p.m. summer weekdays except holidays. Mid-Peak: 8:00 a.m. to noon and 6:00 p.m. to 11:00 p.m. summer weekdays except holidays. 8:00 a.m. to 9:00 p.m. winter weekdays except holidays. Off-Peak: All other hours. Holidays are New Year's Day (January 1), Washington's Birthday (third Monday in February), Memorial Day (last Monday in May), Independence Day (July 4), Labor Day (first Monday in September), Veteran’s Day (November 11), Thanksgiving Day (fourth Thursday in November), and Christmas (December 25). Resolution No. 23-XXX - Page 17 of 42    Page 304 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 15 Effective Date: July 1, 2022 When any holiday listed above falls on Sunday, the following Monday will be recognized as an off-peak period. No change will be made for holidays falling on Saturday. The Summer Season shall commence at 12:00 a.m. on June 1st and continue until 12:00 a.m. on October 1st of each year. The Winter Season shall commence at 12:00 a.m. on October 1st of each year and continue until 12:00 a.m. on June 1st of the following year. A pro rata computation will be made for seasonal billing purposes. 2. Voltage Service will be supplied at one standard voltage. 3.Maximum Demand Maximum Demands shall be established for the On-Peak, Mid-Peak, and Off- Peak periods. The Maximum Demand for each period shall be the measured maximum average kilowatt input indicated or recorded by instruments, during any 15-minute metered interval, but, where applicable, not less than the diversified resistance welder load computed in accordance with the section designated Welder Service in Rule 2. Where the demand is intermittent or subject to violent fluctuations, a 5-minute interval may be used. 4.Billing Demand The Billing Demand shall be the kilowatts of Maximum Demand, determined to the nearest kW. The Demand Charge shall include the following billing components. The Time Related Component shall be for the kilowatts of Maximum Demand recorded during (or established for) the monthly billing period for each of the On-Peak, Mid-Peak, and Off-Peak Time Periods. The Facilities Related Component shall be for the kilowatts of Maximum Demand recorded during (or established for) the monthly billing period. However, when the Utility determines the Customer's Meter will record little or no energy use for extended periods of time or when the Customer's Meter has not recorded a Maximum Demand in the preceding eleven (11) months, the Facilities Related Component of the Demand Charge may be established at fifty percent (50%) of the Customer's Connected Load. Separate Demand Charge(s) for the On-Peak, Mid-Peak, and Off-Peak Time Periods shall be established for each monthly billing period. The Demand Charge for each time period shall be based on the Maximum Demand for that time period occurring during the respective monthly billing period. 5.Power Factor Adjustment The Customer’s bill will be increased each month for power factor by the amount shown in the Rates section above for service metered and delivered at the applicable voltage level, based on the per kilovar of maximum reactive demand imposed by the Utility. The maximum reactive demand shall be the highest measured maximum average kilovar demand indicated or recorded by metering during any 15-minute metered interval in the month. The kilovars shall be determined to the nearest unit. A Resolution No. 23-XXX - Page 18 of 42    Page 305 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 16 Effective Date: July 1, 2022 device will be installed on each kilovar Meter to prevent reverse operation of the Meter. 6.Temporary Discontinuance of Service Where the use of energy is seasonal or intermittent, no adjustments will be made for a temporary discontinuance of service. Any Customer, prior to resuming service within twelve (12) months after such service was discontinued, will be required to pay all charges which would have been billed if service had not been discontinued. 7. Customer-Owned Electrical Generating Facilities Upon written approval by the Utility, momentary parallel operation may be permitted to allow the Customer to test the auxiliary/emergency generating facilities. 8.Customer Responsibilities The customer will be responsible for all costs associated with the primary point- of-delivery installation, including the metering and primary voltage physical disconnect necessary to isolate the customer's facilities from the utility's facilities. The customer will be responsible to own, operate and maintain all electrical distribution facilities on the customer side of the primary point-of-delivery (typically established at the primary meter). 9. Contracts An initial three-year facilities contract may be required where Applicant requires new or added serving capacity exceeding 2,000 kVA. 10.Billing Calculation A Customer’s bill is calculated according to the rates and conditions above. The charges are calculated by applying the Rate Charges when applicable to the actual billing determinants (kilowatt hours [kWh], demand [kW], kilovar [kVa], etc.). 11.Power Cost Adjustment Factor (PCAF) The rates above are subject to an adjustment as provided in Rule 12, Section E. 12. Change of Law Adjustment Factor (CLAF) The rates above are subject to an adjustment as provided in Rule 12, Section F. 13.State Mandated Public Purpose Programs Charge State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers Resolution No. 23-XXX - Page 19 of 42    Page 306 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 17 Effective Date: July 1, 2022 STREET LIGHTING A.Applicability Applicable to meter for the lighting of streets, and publicly-owned and publicly-operated automobile parking lots which are opened to the general public where the City owns and maintains the street lighting equipment and associated facilities included under this Schedule. B.Territory Within the entire territory served. C.Rates Light Emitting Diode (LED) Lamps – All Night Service Street Lighting Energy Charge - $/kWh/Lamp 0.06699 Lamp Charge - $/Lamp/Month 2.50 Safety Energy Charge - $/kWh/Lamp 0.06699 D.Special Conditions 1.The Applicant shall install streetlights that will be served by the Utility. These streetlights must be installed in accordance with the Utility’s specifications and the developer will deed such facilities to the City. 2.Requirements and Restrictions a.The Applicant for street light service shall specify the type of service, lamp size, and location of street lights. b.Service shall not be furnished under this Schedule where location, mounting height, and/or other considerations are unacceptable to the Utility. c.The installation of street lighting equipment and facilities hereunder is contingent upon the utility obtaining easements, and rights of way, as may be required, satisfactory to the Utility for the required poles, lines, equipment, and facilities. d. Should the Applicant not commence using the street lighting in a bona fide manner within ninety (90) days after date of completion and installation of a street light or street lighting system requested by the Applicant, the Utility will bill, and the Applicant shall pay, the applicable lamp charges(s). 3. Hours of Service Resolution No. 23-XXX - Page 20 of 42    Page 307 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 18 Effective Date: July 1, 2022 Under the Utility’s standard all night operating schedule, approximately 4,140 hours of service per year will be furnished. Kilowatt hours for Lamp Type and Size: The kilowatt hours for lamp types and sizes served under this Schedule used to determine the Energy Charge are shown below: Light Emitting Diode (LED) Lamps Lamp Watts Including Driver Loss Lamp Watts Including Driver Loss Mid-Point Range kWh per Lamp per Month All Night Service 0-5 2.50 0.9 5.01-10 7.50 2.6 10.01-15 12.50 4.3 15.01-20 17.50 6.0 20.01-25 22.50 7.8 25.01-30 27.50 9.5 30.01-35 32.50 11.2 35.01-40 37.50 12.9 40.01-45 42.50 14.7 45.01-50 47.50 16.4 50.01-55 52.50 18.1 55.01-60 57.50 19.8 60.01-65 62.50 21.6 65.01-70 67.50 23.3 70.01-75 72.50 25.0 75.01-80 77.50 26.7 80.01-85 82.50 28.5 85.01-90 87.50 30.2 90.01-95 92.50 31.9 95.01-100 97.50 33.6 100.01-105 102.50 35.4 105.01-110 107.50 37.1 110.01-115 112.50 38.8 115.01-120 117.50 40.5 120.01-125 122.50 42.3 125.01-130 127.50 44.0 130.01-135 132.50 45.7 135.01-140 137.50 47.4 140.01-145 142.50 49.2 145.01-150 147.50 50.9 150.01-155 152.50 52.6 155.01-160 157.50 54.3 160.01-165 162.50 56.1 165.01-170 167.50 57.8 170.01-175 172.50 59.5 Resolution No. 23-XXX - Page 21 of 42    Page 308 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 19 Effective Date: July 1, 2022 4.Maintenance The Utility shall exercise reasonable care and diligence in maintaining its street light facilities or Utility-owned attachments thereto. Where the Utility experiences, or expects to experience, maintenance costs exceeding its normal maintenance expense resulting from, but not limited to, vandalism, the Utility may require the customer to pay the excess maintenance expense. 5.Liability of the Utility The Utility shall not, by taking action pursuant to its tariffs, be liable for any loss, damage, or injury, established or alleged, which may result, or be claimed to result, therefrom. 6.Removal, Relocation or Modification of Facilities Where street lighting service and facilities are ordered removed by a customer, the customer shall pay to the Utility a nonrefundable amount equal to the total estimated cost installed less any Customer contribution, plus the estimated cost of removal less the estimated net salvage value of the facilities. Where street lighting service and facilities were ordered removed by a Customer and such service and facilities, or their equivalent are ordered reinstalled within thirty-six (36) months from the date of the order to remove, the Customer shall pay to the Utility in advance of reinstallation a nonrefundable amount equal to the cost of removal of the prior facilities and the estimated cost of such reinstallation. Where street lighting facilities are ordered modified and /or relocated by a Customer, the Customer shall pay to the Utility, in advance of such modification and/or relocation, a nonrefundable amount equal to the estimated cost of such modification and/or relocation. This includes facilities that now serve street light load only, but that may have been installed originally to serve other than street light load. Utility-owned facilities removed or installed remain the sole property of the Utility. 7.Billing Calculation A Customer’s bill is calculated according to the rates and conditions above. 8.Power Cost Adjustment Factor (PCAF) The rates above are subject to an adjustment as provided in Rule 12, Section E. 9. Change of Law Adjustment Factor (CLAF) The rates above are subject to an adjustment as provided in Rule 12, Section F. 10.State Mandated Public Purpose Programs Charge State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers. Resolution No. 23-XXX - Page 22 of 42    Page 309 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 20 Effective Date: July 1, 2022 TRAFFIC CONTROL A.Applicability Applicable to single and three-phase service for traffic directional signs or traffic signal systems located on streets, highways and other public thoroughfares and to railway crossing and track signals; for public thoroughfare lighting that is utilized twenty-four (24) hours per day or is not controlled by switching equipment, such as tunnel or underpass lighting; and, to public authorities for the illumination of bus stop shelters located in the dedicated road right-of-way where such service is combined with other traffic control service as defined above. B.Territory Within the entire territory served. C.Rates Energy Charge - $/kWh 0.11298 Customer Charge - $/Day 0.60 D.Special Conditions 1. Voltage Service will be supplied at one (1) standard voltage not in excess of 240 volts or, at the option of the Utility, at 240/480 volts, three wire, single-phase. 2.Billing Calculation A Customer’s bill is calculated according to the rate and conditions above. 3.Power Cost Adjustment Factor (PCAF) The rate above is subject to an adjustment as provided in Rule 12, Section E. 4. Change of Law Adjustment Factor (CLAF) The rate above is subject to an adjustment as provided in Rule 12, Section F. 5.State Mandated Public Purpose Programs Charge State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers. Resolution No. 23-XXX - Page 23 of 42    Page 310 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 21 Effective Date: July 1, 2022 OUTDOOR AREA LIGHTING A. Applicability Applicable to single-phase service for metered outdoor area lighting load, controlled for dusk to dawn operation and used for purposes other than street and highway lighting such as, but not limited to parking lots, pedestrian walkways, billboards, building exteriors, security, sports and recreation areas, monuments, decorative areas, and bus shelters. B. Territory Within the entire territory served. C. Rates Energy Charge - $/kWh/Meter/Month 0.06429 Customer Charge- $/Meter/Month 15.25 D. Special Conditions 1. Voltage Service will be provided at one (1) standard voltage. 2. Three-Phase Service Where, in the sole opinion of the Utility, it is impractical to provide single-phase service under this Schedule, three-phase service will be provided. 3. Separate Point of Delivery When requested by the Applicant or Customer, and agreed upon by the Utility, an additional Point of Delivery may be provided, separate from any other Point of Delivery provided under any other applicable Rate Schedule. Customers so served shall not be permitted to have an electrical interconnection beyond the Utility’s Point of Delivery between the separately metered loads except upon written approval of the Utility. A change from this Schedule to any other Rate Schedule will be permitted if the additional Point of Delivery is removed. Any such removal shall be at the Customer's expense. Any rearrangement of facilities required to provide the additional Point of Delivery shall be at the expense of the requesting Applicant or Customer. 4. Controlled Operation Service under this Schedule requires the control of lamps in a manner acceptable to the Utility so that lamps will not be lighted daily from dawn to dusk. Customer shall install, own, operate, and maintain the control device. The Utility shall have Resolution No. 23-XXX - Page 24 of 42    Page 311 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 22 Effective Date: July 1, 2022 the right to periodically inspect the control device to ensure its correct operation and maintenance. 5. Distribution Line Extension Distribution Line Extensions to reach an outdoor area light or area lighting system shall be in accordance with Rule 15. 6. Services Services shall be installed and maintained as provided in Rule 16. 7. Incidental Loads Incidental, non-lighting loads may be served under this Schedule only where such Connected Loads do not exceed fifteen percent (15) of the Customer’s total Connected Load. Incidental Loads must also be controlled for dusk to dawn operation exclusively. 8. Billing Calculation A Customer’s bill is calculated according to the rates and conditions above. The charges are calculated by applying the Rate Charges when applicable to the actual billing determinants (kilowatt hours [kWh], demand [kW], etc.). 9. Power Cost Adjustment Factor (PCAF) The rates above are subject to an adjustment as provided in Rule 12, Section E. 10. Change of Law Adjustment Factor (CLAF) The rates above are subject to an adjustment as provided in Rule 12, Section F. 11. State Mandated Public Purpose Programs Charge State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers. Resolution No. 23-XXX - Page 25 of 42    Page 312 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 23 Effective Date: July 1, 2022 IRRIGATION SYSTEMS A. Applicability Applicable where the Utility determines that 100% of the customer’s electrical usage is for limited irrigation service except for the Customer whose monthly Maximum Demand, in the opinion of the Utility, is expected to exceed 20 kW or has exceeded 20 kW in any three (3) months during the preceding twelve (12) months is ineligible for service under this Schedule. Effective with the date of ineligibility of any Customer served under this Schedule, the Customer’s account shall be transferred to another applicable Rate Schedule. B. Territory Within the entire territory served. C. Rates Energy Charge - $/kWh 0.18459 Customer Charge - $/Day 0.75700 D. Special Condition 1. Voltage Service will be supplied at one (1) standard voltage not in excess of 240 volts or, at the option of the Utility, at 240/480 volts, three wire, single-phase. 2. Billing Calculation A Customer’s bill is calculated according to the rate and conditions above. 3. Power Cost Adjustment Factor (PCAF) The rate above is subject to an adjustment as provided in Rule 12, Section E. 4. Change of Law Adjustment Factor (CLAF) The rate above is subject to an adjustment as provided in Rule 12, Section F. 5. State Mandated Public Purpose Programs Charge State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers. Resolution No. 23-XXX - Page 26 of 42    Page 313 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 24 Effective Date: July 1, 2022 WIRELESS TECHNOLOGY A. Applicability Applicable to single-phase service for wireless technology industries that require electric service to operate radio repeaters or similar devices (wireless communication devices) that are mounted on existing City facilities, or other facilities approved by the Utility and are unmetered. This Schedule excludes Wi-Fi devices on “looped” (served by 120/240 volts) streetlight facilities. Customers must execute an application/contract with the Utility for service under this Schedule and must execute an applicable agreement when devices are attached to City facilities. The monthly kilowatt-hour (kWh) usage of each device shall not exceed 500 kWh. Effective with the date of ineligibility of any Customer served under this Schedule, the Customer's account shall be transferred to another applicable Rate Schedule. If the Customer’s account cannot be transferred to another applicable Rate Schedule, the account will be closed, the Utility’s service will be removed, and the Customer must remove its device and equipment form the applicable City facility. B. Territory Within the entire territory served C. Rates Fixed Energy Charge - $/Device/Month 61.20 Customer Charge - $/Month 17.29 Inspection Charge - $/Device/Month 12.60 Three-Phase Service - $/Day 0.03 Initialization of Service Charge 6.79 D. Special Conditions 1. Contract An approved City contract is required for service under this Rate Schedule. 2. Voltage Service will be supplied at one (1) standard voltage not in excess of 240 volts. 3. Three-Phase Service Where the Utility provides three-phase service, the billing will be increased by the amount shown in the Rates section above. 4. Maximum Wattage The maximum watts/connected load/name plate is 746 watts. 5. Installation The device(s) shall be installed on City facilities or other facilities approved by the Utility. When the devices are installed on City facilities, the installation and Resolution No. 23-XXX - Page 27 of 42    Page 314 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 25 Effective Date: July 1, 2022 removal of such device(s) will be performed by the Customer, and at the Customer’s expense. Device installation shall not be performed under this Rate Schedule, where location, mounting height, and/or other considerations are not acceptable to the Utility. Unless approved by the Utility, all wireless communication devices must be visible to the Utility. 7. Modification of Facilities No modifications can be made to the Customer-owned wireless communications devices unless approved by the Utility. Where the Customer requests a modification of City facilities, and such modifications are acceptable to the City, the City will perform the requested modifications at the Customer’s expense. 8. Maintenance The Utility shall exercise reasonable care and diligence in maintaining its facilities. Upon installation of the device(s), where the Utility experiences, or expects to experience, maintenance costs exceeding its normal maintenance expense resulting from, but not limited to, vandalism, the Utility may require the Customer to pay the excess maintenance expense. 9. Liability of the Utility The Utility shall not, by taking action pursuant to its tariffs, be liable for any loss, damage, or injury, established or alleged, which may result, or be claimed to result, there from. 10. Initialization of Service Charge A one-time charge, as shown in the Rates section of this Rate Schedule, is applied to each service account provided service under this Rate Schedule to recover the costs of a lock and spare fuse which are required with the initialization of service. 11. Power Cost Adjustment Factor (PCAF) The rates above are subject to an adjustment as provided in Rule 12, Section E. 12. Change of Law Adjustment Factor (CLAF) The rates above are subject to an adjustment as provided in Rule 12, Section F. 13. State Mandated Public Purpose Programs Charge State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers. Resolution No. 23-XXX - Page 28 of 42    Page 315 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 26 Effective Date: July 1, 2022 NET ENERGY METERING A. Applicability Applicable to a customer who operates a renewable electrical generation facility that is located on the customer’s premises with a capacity of not more than 1 MW that is interconnected and operates in parallel with the City’s electric system, intended primarily to offset part or all of the customer’s own electrical requirements, and meets all the applicable safety and performance standards. B. Territory Within the entire territory served. C. Net Surplus Compensation Rate For customer accounts established on or after December 1, 2018: The net surplus compensation rate shall be $0.0500 per kWh applied to any net surplus energy remaining at the end of the customer’s twelve (12) monthly billing period (“relevant period”). Grandfathered Provision: For customer accounts established before December 1, 2018: The net surplus compensation rate shall be equivalent to the highest hourly rate that was charged for consumption in their OAT during the year prior to the Customer’s Annual Billing Date. This provision will remain in effect for fifteen (15) years from the Customer’s original year in which the generating facility was interconnected to RCMU’s grid. After that period expires, the Customer will receive the current net surplus compensation that is being offered at that time. D. Rates 1. All rates charged under this schedule will be in accordance with the Eligible Customer-Generator’s otherwise applicable tariff (OAT) or rate schedule. An Eligible Customer-Generator served under this schedule is responsible for all charges in its OAT including the monthly or annual minimum charges (including service, customer, reliability and demand charges, when applicable) regardless of the Customer’s monthly or annual net generation. Eligible Customers under this schedule are subject to any new or additional charge(s) that may be imposed by the Utility on the other customer in the rate class to which Customer would otherwise be assigned. 2. As determined in each billing period, when a customer consumes more energy than generated at the premises (net consumer), the net consumed energy will be used in the calculation of all applicable energy charges, calculated by multiplying the net amount consumed by the applicable energy rate components of the customer’s OAT. Resolution No. 23-XXX - Page 29 of 42    Page 316 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 27 Effective Date: July 1, 2022 3. As determined in each billing period, when a customer generates more energy than is consumed by the customer (net generator), the resulting net produced energy will be calculated by multiplying the net produced kWh by the applicable energy rate component of the Customer’s OAT (including TOU periods) and be a credit on the bill. Any net kilowatt-hours of production credit that exceeds the net consumed energy, will be carried forward into the next billing period. If the Customer’s OAT includes “time of use” (TOU) rates, any net energy consumed monthly shall be calculated according to the terms of the OAT. When the customer is a net generator during any TOU period, the net kilowatt-hours generated shall be valued at the same price per kilowatt-hour as the Utility would charge during that same TOU period. 4. Customers who are Net Surplus Electricity producers at the Customer’s Annual True-Up Date, may elect to either carry over annual Net Surplus Energy production (in kilowatt hours) as a credit that will be applied to kilowatt hours consumed by the Customer or Customer may elect to receive payment to cash out the remaining Net Surplus Energy. D. Special Condition 1. An executed Net Energy Metering and Generating Facility Interconnection Agreement is required prior to receiving service under this Schedule. 2. Metering Requirements: If the customer’s existing meter is not capable of measuring the flow of energy in two directions, an appropriate meter shall be provided at the expense of the customer. The City may elect to install an additional meter or meters, at the City’s expense to provide the information necessary to accurately bill or credit the customer. 3. To be eligible for service under this Schedule, the customer’s generating facilities must be sized to offset part or all of the customer’s own electrical requirements and cannot be oversized. This means that the estimated output of the generating facility, using the CEC-AC nameplate rating for inverter-based generating facilities must not exceed the customer’s previous annual usage in kWh. 4. A new customer of record who owns, leases, or rents a premise that includes an existing generating facility with a capacity under 30 kW that was approved by RCMU for operation prior to the new customer moving in and/or taking electric service with RCMU will take service under this Tariff as long as the requirements of this Tariff are met and will not have to sign a new Interconnection Agreement. This provision also applies to premises where the developer/contractor establishes the interconnection. A new customer of record who owns, leases, or rents a premise that includes an existing generating facility with a capacity over 30 kW that was approved by RCMU for operation prior to the new customer moving in and/or taking electric service with RCMU will take service under this Tariff and will need to sign a new Interconnection Agreement. Resolution No. 23-XXX - Page 30 of 42    Page 317 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 28 Effective Date: July 1, 2022 5. RCMU shall retain any net surplus energy generated by the NEM Customer including any associated environmental attributes or renewable energy credits (RECs). 6. Net Metering Aggregation (NMA): Customers served under this Tariff with a Generating Facility on a property owned by the Customer, may elect to aggregate electric services to additional properties that are solely owned by the Customer and are located on parcels adjacent or contiguous to the Generating Facility. Generation not used where the Generating Facility is located, is transferred to adjacent properties and equally distributed to the other properties by a percentage determined upon entering into the Interconnection Agreement. NMA does not allow for Net Surplus Compensation for excess generation. E. Billing 1. City shall provide all customers served under this Schedule with net energy consumption information and/or net energy export information with each monthly bill. 2. Customers served under this Schedule shall pay both energy and non-energy charges on a monthly basis, in accordance with the customer’s OAT except as otherwise allowed by State law. The value of net energy production will be used to offset only energy related charges in subsequent billing periods. F. Definitions 1. Net energy metering measures the difference between the electricity supplied through the electric grid and the electricity generated on the customer’s premises and fed back to the electric grid over a Twelve-Month Period. 2. Otherwise Applicable Tariff (OAT) is the customer’s regularly filed rate schedule under which service is rendered. 3. Net Surplus Electricity is the electricity generated by an eligible customer- generator measured in kilowatt hours over a 12-month period that exceeds the amount of electricity consumed by that eligible customer-generator. Resolution No. 23-XXX - Page 31 of 42    Page 318 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 29 Effective Date: July 1, 2022 ECONOMIC DEVELOPMENT A. Applicability Commercial or industrial end-use Customers that would otherwise receive service under the Large Commercial or Large Industrial Electric Rate Schedule and meet certain criteria as established and adopted by resolution of the City Council of the City of Rancho Cucamonga may take advantage of the Economic Development (ED) rate as a New Customer or Expanded Load Customer. This ED rate is applicable to all or part of the services provided to New Customers and Expanded Load Customers, as such terms are defined herein. 1. A New Customer shall be a Customer seeking to locate a new business or relocate an existing business (not currently located within the territory served by the Rancho Cucamonga Municipal Utility (RCMU)) within RCMU’s service territory. a. A New Customer shall meet both of the following criteria in order to qualify for Schedule ED: i. Projected minimum monthly electric demand of at least 200 kW. ii. Job Creation 1. Tier 1 Discount Rate 100 – 249 jobs 2. Tier 2 Discount Rate 250 – 500 jobs 3. Tier 3 Discount Rate greater than 500 jobs 2. An Expanded Load Customer shall be an existing RCMU Large Commercial or Large Industrial customer that is adding new load to RCMU by a minimum monthly electric demand of 200 kW based upon the Customer’s past electrical demand as determined by RCMU. The expanded load can be at the customer’s current site, or at a new site within the RCMU service territory. The Tier 1 ED rate will only be applied to the expanded load as determined in Section 6 below. B. Territory Within the entire territory served. C. Character of Service The service provided hereunder shall be alternating current with regulated frequency of 60 hertz, three-phase, or a combination single and three-phase served through one meter, at a standard voltage specified by RCMU. To be eligible to participate all customers must have a demand meter. D. Rates Except as provided herein, or in the Economic Development Rate Agreement, all charges and provisions of the Customer’s otherwise applicable rate schedule shall apply. The applicable Energy Charge and Demand Charge under the Customer’s otherwise applicable rate schedule will be reduced as follows: Resolution No. 23-XXX - Page 32 of 42    Page 319 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 30 Effective Date: July 1, 2022 Tier 1 Tier 2 Tier 3 Years 1 - 2 20% 20% 20% Years 3 - 4 15% 17% 20% Year 5 10% 12% 15% E. Special Conditions 1. Term: Economic Development Rate Agreements entered into under this Schedule shall be for a single five-year term. 2. Approval: Application of this Rate Schedule shall be subject to the approval of the City Manager or his/her designee, based on meeting the eligibility criteria outlined herein. 3. Agreement: The Customer must sign a standard Rancho Cucamonga Economic Development Rate Agreement in order for the rates under this Schedule to be applicable. In addition to the other terms of this Schedule, the Economic Development Rate Agreement shall require the Customer to reimburse Rancho Cucamonga for all rate reductions received under this Schedule, if the Customer fails to maintain the required minimum load during the five-year term of the Agreement. 4. Minimum Load: Customers qualifying under this Schedule as a New Customer with a projected minimum monthly electric demand of at least 200 kW or as an Expanded Load Customer under Applicability Sections 1 and 2 above, respectively, must agree to maintain a minimum level of load for five years from the date service is first rendered under this Schedule and to document compliance with all applicable requirements, as set forth in the Economic Development Rate Agreement. 5. Job Creation / Retention: Customers qualifying under this Schedule as a New Customer with a projected minimum monthly electric demand of at least 200 kW under Applicability Section 1a (ii), respectively, must agree to create and retain a minimum level of full-time equivalent jobs for five years from the date service is first rendered under this Schedule and to document compliance with all applicable requirements, as set forth in the Economic Development Rate Agreement. 6. Base Period Usage: Base Period Usage shall be established and agreed to in the Economic Development Rate Agreement for Expanded Load Customers. Base Period Usage shall be the average monthly energy use and demand for the Customer during the last three years of service to the Customer, from the date ending the last payment period before the date of the Agreement. Expanded Load qualifying for the rate under this Schedule shall be measured as the difference between the new monthly, metered documented energy use and demand, and the Base Period Usage. 7. State Mandated Public Purpose Program Charge: All bills rendered under this Schedule shall be subject to the Public Purpose Program Charge as established by the City Council. Resolution No. 23-XXX - Page 33 of 42    Page 320 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 31 Effective Date: July 1, 2022 8. Miscellaneous Fees and Charges: Rates charged pursuant to this Schedule shall be subject to any Energy Users Taxes, Utility Users Taxes, and any other governmental taxes, duties, or fees which are applicable to Electric Service provided to Customer by the City of Rancho Cucamonga. Rates are also subject to adjustment, as established by the City of Rancho Cucamonga’s City Council, in its sole discretion, in response to federal or state climate change laws, renewable portfolio standard or other mandated legislation. These adjustments may include but are not limited to charges to mitigate the impacts of greenhouse gas emissions or “green power” premiums. 9. Expanded Load: Expanded Load customers applying for this rate must demonstrate to the satisfaction of the Utility that the expanded load is new to the Rancho Cucamonga Municipal Utility. 10. Effective Date: The effective date of the Economic Development Rate Agreement shall commence within 12 months from the date of the City’s approval, or the Agreement becomes null and void. The Agreement becomes effective upon execution by the parties, and the Economic Development Rate commences upon written notice by Customer and coincides with the Customer’s normal billing cycle. 11. Reapplication: Customers who have received service under the Economic Development Rate are eligible to reapply for the rate as an Expanded Load Customer, if they meet the criteria therefore. 12. Restrictions: Residential customers and federal, state or local government agencies are not eligible to apply for service under this Schedule. Resolution No. 23-XXX - Page 34 of 42    Page 321 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 32 Effective Date: July 1, 2022 STANDBY DEMAND CAPACITY RESERVATION CHARGE (SELF GENERATION) A. Applicability Applicable to Large Commercial and Large Industrial customers who operates a non-net metered, non-utility generating facility rated at 1000 kW or less, interconnected on the Customer’s premises and operates in parallel with the City’s electric system. The generating facility is intended primarily to offset part or all of the customer’s own electrical requirements and meets all the applicable safety and performance standards. Standby service customers have unique electric demands, due to their on-site generation assets, that are often quite different from those of full requirement customers. These customers pay standby rates so that they may, in the event of a planned or unplanned outage of their non-utility generating system, take service from the City electric system. The City bears an “obligation to serve” and must configure their system to allow every customer reliable access to the grid. The standby charge is designed to recover the costs of transmission and distribution facilities, as well as substation and transformers dedicated to the customer’s use that do not vary with usage in maintaining sufficient capacity (through operating reserves) in order to serve an unplanned outage, even if such an outage never occurs. The standby charge also includes appropriate service voltage level distinctions: secondary and primary. B. Territory The entire territory served. C. Rates 1. Rates for this service shall be the same as for the schedule under which the customer’s otherwise applicable rate schedule shall apply. 2. Standby Demand Capacity Reservation Charge (CRC): A CRC shall be a flat $/kW amount applied to the Standby Demand in kW, which represents the entire reserved capacity needed for the City to serve the self-generation customer’s load, which would have been regularly served by the customer’s generating facility when such facility experiences a partial or complete outage. The level of Standby Demand shall be provided by the customer and shall not exceed the nameplate capacity of the customer’s generating facility. Standby Charge – Secondary ($/kW) Standby Charge – Primary ($/kW) $8.61 $7.61 3. Demand Charge: As determined in each billing period, a Standby Service customer’s billing demand shall be the kilowatts of Maximum Demand indicated or recorded by instruments, determined to the nearest kW of the absolute net power that the customer received from the City’s electric system. The Demand Resolution No. 23-XXX - Page 35 of 42    Page 322 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 33 Effective Date: July 1, 2022 Charge for each time period shall be based on the Maximum Demand for that time period occurring during the respective monthly billing period. 4. Energy Charge: As determined in each billing period, when a Standby Service customer consumes more energy than generated at the premises, the net consumed energy will be used in the calculation of all applicable energy charges. All Energy shall be billed in accordance with the customer’s Otherwise Applicable Tariff rate schedule which would otherwise apply if the customer had no generating equipment. 5. Other charges: All other specific rate components, including the Power Factor Adjustment Charge, Customer Charge and the State Electric SurTax will not vary based on registered usage or demand of the customer’s generating facility. D. Special Conditions 1. Contract Required - Customer shall sign an Interconnection Agreement contract for this service, which shall state the number of kW of standby capacity required. "Standby capacity" shall not exceed the nameplate rating of the customer’s generating equipment. 2. Metering Requirements - If the customer’s existing meter is not capable of measuring the flow of energy in two directions, an appropriate meter shall be provided at the expense of the customer. The City may elect to install an additional meter or meters, at the customer’s expense to provide the information necessary to accurately bill or credit the customer. 3. The CRC tariff is only applicable to Standby Service customers who require electric capacity and energy supplied by the City on a regular basis to supplement the Customer’s power requirement in addition to that ordinarily supplied by the on-site non-utility generation facilities. If a customer has a planned generator outage with prior notification given to RCMU for an entire billing period the standby charge will not be applicable. 4. Customers exempted from the CRC tariff: (a) Customers with backup on-site generation that is used exclusively when service from the utility is not available in the event of an interruption in utility service and which are not used to offset Customer electricity purchases. (b) The applicability of these exemptions shall be determined at the discretion of the Utilities Manager. 5. Standby Demand in kW represents the entire reserved capacity needed for the City to serve the customer’s load, regularly served by the customer’s generating facility when such facility experiences a partial or complete outage. The level of Standby Demand, which shall not exceed the nameplate capacity of the customer’s generating facility, is initially designated by the customer and is set forth in the generation interconnection agreement. Once a customer’s designated Resolution No. 23-XXX - Page 36 of 42    Page 323 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 34 Effective Date: July 1, 2022 Standby Demand has been set, it shall remain at such level for a minimum of 12 months unless, in the City’s determination, the Standby Demand needs to be adjusted to more accurately represent the customer’s actual reserve capacity needs. Upon the City’s determination that the customer’s designated Standby Demand does not reflect the actual level of needed reserve capacity, over any 15- minute period or through on-site verification, the City shall adjust the Standby Demand to reflect the actual needed reserve capacity. When the Standby Demand is adjusted by the City as provided above, a qualified change in the Standby Demand shall not be made for 12 months from the last adjustment. The customer is responsible for notifying the City of permanent or material changes in their generation facilities (size, type and operations) for future adjustments to the Standby Demand. 6. Diversity Factor - a statistical assumption that a certain percentage of standby load will be utilizing substation and distribution service between each class’ peak demand and the system peak demand. This factor was determined using the diversity factors calculated in the utility’s most recent cost of service study and is embedded in the current CRC tariff. A percentage difference was identified as the diversity factor and the distribution and substation portion of the standby rates were reduced accordingly reflecting a reduction in those infrastructure requirements. E. Billing Calculation A Customer’s bill is calculated according to the rates and conditions above. The charges are calculated by applying the Rate Charges on the customer’s applicable nameplate generation capacity for the generating unit at the customer’s facility. All other usage provided by RCMU will be based on the applicable rate tariff, including any riders or additional charges. Customers served under this Schedule shall pay both energy and non-energy charges on a monthly basis, in accordance with the customer’s Otherwise Applicable Tariff except as otherwise allowed by State law. Resolution No. 23-XXX - Page 37 of 42    Page 324 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 35 Effective Date: July 1, 2022 ELECTRIC VEHICLE CHARGING A. Applicability Applicable solely for the charging of electric vehicles, on a premises or public right of way where a separate RCMU meter to serve electric vehicle (EV) charging facilities is requested. B. Territory Within the entire territory served. C. Rates Energy Charge - $/kWh/Meter/Month Summer Season – On-Peak 0.23654 Mid-Peak 0.10395 Off-Peak 0.04273 Winter Season – On-Peak 0.08786 Mid-Peak 0.07932 Off-Peak 0.04983 Customer Charge - $/Meter/Month Under 20 kW 30.00 Over 20 kW 185.00 Demand Charge - $/kW of Billing Demand/Meter/Month Facilities Related 12.00 Power Factor Adjustment - $/KVA 0.30 D. Special Conditions 1. Time periods are defined as follows: On-Peak: Noon to 6:00 p.m. weekdays except holidays Mid-Peak: 8:00 a.m. to noon and 6:00 p.m. to 11:00 p.m. weekdays except holidays. Off-Peak: All other hours. Holidays are New Year’s Day (January 1), Washington’s Birthday (third Monday in February), Memorial Day (last Monday in May), Independence Day (July 4), Labor Day (first Monday in September), Veteran’s Day (November 11), Thanksgiving Day (fourth Thursday in November), and Christmas (December 25). When any holiday listed above falls on Sunday, the following Monday will be recognized as an off-peak period. No change will be made for holidays falling on Saturday. The Summer Season shall commence at 12:00 a.m. on June 1st and continue until 12:00 a.m. on October 1st of each year. The Winter Season shall commence at Resolution No. 23-XXX - Page 38 of 42    Page 325 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 36 Effective Date: July 1, 2022 12:00 a.m. on October 1st of each year and continue until 12:00 a.m. on June 1st of the following year. A pro rata computation will be made for seasonal billing purposes. 2. Voltage Service will be supplied at one (1) standard voltage. 3. Metering Only EV charging facilities and related equipment shall be separately metered and served under this Schedule. Where RCMU determines that the operation of the EV charging facilities may interfere with service to that customer or other customers, RCMU will install a load management device at customer’s expense to control when EV charging will occur. For purposes of monitoring customer load, RCMU may install at its expense, load research metering. The customer shall provide, at no expense to RCMU, a suitable location for meters and associated equipment. 4. Billing Demand The Billing Demand shall be the kilowatts (kW) of Maximum Demand, determined to the nearest kW. The Demand Charge may include the following billing components. The Time Related Component shall be for the kilowatts of Maximum Demand recorded during (or established for) the monthly billing period. The Facilities Related Component shall be for the kilowatts of Maximum Demand recorded during (or established for) the monthly billing period. However, when the Utility determines the Customer's Meter will record little or no energy use for extended periods of time or when the Customer's Meter has not recorded a Maximum Demand in the preceding eleven (11) months, the Facilities Related Component of the Demand Charge may be established at fifty percent (50%) of the Customer's Connected Load. 5. Maximum Demand The Maximum Demand in any month shall be the measured maximum kilowatt input, indicated or recorded by instruments, during any 15-minute metered interval in the month. 6. Power Factor Adjustment The Customer’s bill will be increased each month for power factor by the amount shown in the Rates section above for service metered and delivered at the applicable voltage level, based on the per kilovar of maximum reactive demand imposed by the Utility. The maximum reactive demand shall be the highest measured maximum average kilovar demand indicated or recorded by metering during any 15-minute interval in the month. The kilovars shall be determined to the nearest unit. A device will be installed on each kilovar meter to prevent reverse operation of the meter. 7. Interconnection Customers taking service under this Schedule shall have no electrical interconnection beyond the RCMU’s Point of Delivery between electrical loads eligible for service under this Schedule and any other electrical loads. 8. Temporary Discontinuance of Service. Resolution No. 23-XXX - Page 39 of 42    Page 326 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 37 Effective Date: July 1, 2022 Where the use of energy is seasonal or intermittent, no adjustments will be made for a temporary discontinuance of service. Any Customer resuming service within twelve (12) months after such service was discontinued will be required to pay all charges which would have been billed if service had not been discontinued. 9. Customer-Owned Electrical Generating Facilities. Upon written approval by the Utility, momentary parallel operation may be permitted to allow the Customer to test the auxiliary/emergency generating facilities. 10. Billing Calculation. A Customer’s bill is calculated according to the rates and conditions above. The charges are calculated by applying the Rate Charges when applicable to the actual billing determinants (kilowatt hours [kWh], demand [kW], kilovar [kVa], etc.). 11. Power Cost Adjustment Factor (PCAF). The rates above are subject to an adjustment as provided in Rule 12, Section E. 12. Change of Law Adjustment Factor (CLAF). The rates above are subject to an adjustment as provided in Rule 12, Section F. 12. State Mandated Public Purpose Programs Charge. State law requires all California electric utilities to establish a public purpose program charge of 2.85% of electric retail revenues to fund qualifying energy efficiency programs, renewable energy resources, research and demonstration projects, and services for low-income electricity customers. Resolution No. 23-XXX - Page 40 of 42    Page 327 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 38 Proposed Effective Date: July 1, 2022April 19, 2023 POWER COST ADJUSTMENT FACTOR A. Applicability The Power Cost Adjustment Factor (PCAF) is a charge per kWh which is used to adjust the Utility’s electric rates for the actual cost of purchasing and g enerating electric power and energy to service the Utility’s customers and to minimize fluctuations in rates. The energy charge per kWh in each Rate Schedule recovers the costs of purchasing and delivering power and energy from all suppliers of power and energy, other suppliers and the cost of power from the Utility’s owned generating resources. B. Territory Within the entire territory served. C. Calculation The PCAF will be calculated using the most recent six (6) month’s actual power cost and applied to each customer’s following monthly billed energy (kWh). The Adjustment shall be calculated according to the following formula: PCAF = ((P/S) + L) – B P = Wholesale power supplier cost* S = Number of kilowatt-hours sold during the same time period as factor “P” L = System annual average losses B = The average cost of power per kilowatt-hour sold and recovered through base retail rates *Power Supplier Costs shall include all costs of power supply including but not limited to costs of power production, power purchases, transmission and wheeling payments, losses, CAISO, capacity, REC’s, environmental allowances and scheduling and dispatching. D. Special Conditions 1. The PCAF, which may be either positive or negative, will be reviewed and revised monthly to reflect actual changes. 2. Should the PCAF ever exceed the base retail rate, the Utility will cap the PCAF for the billing month at the base retail rate and charge each customer the difference between the PCAF and the base retail rate in the next available subsequent billing month. Resolution No. 23-XXX - Page 41 of 42    Page 328 CITY OF RANCHO CUCAMONGA MUNICIPAL UTILITY ELECTRIC RATES & TARIFFS 39 Effective Date: July 1, 2022 SERVICE ESTABLISHMENT CHARGE A. Applicability Applicable to General Service and Domestic Service customers. B. Territory Within the entire territory served. C. Rates For each establishment of electric service…………… $15.00 D. Special Conditions 1. The service establishment charge provided for herein is in addition to the charges calculated in accordance with the applicable schedule and may be made each time an account is established. As used herein, establishment means each time an account is opened, including a turn on of electric service or a change of name which requires a meter reading. 2. In case the customer requests that electric service be established on the day of his request or outside of regular hours, an additional charge of $11.00 may be made. Resolution No. 23-XXX - Page 42 of 42    Page 329 ORDINANCE NO. 23-XXX AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AMENDING THE RANCHO CUCAMONGA MUNICIPAL CODE CONCERNING THE POWER COST ADJUSTMENT FACTOR. The City Council of the City of Rancho Cucamonga does ordain as follows: Section 1: Chapter 3.46.130 (E) of Title 3 of the Rancho Cucamonga Municipal Code is hereby amended as follows: Chapter 3.46.130 Rates and optional rates E.Power cost adjustment factor (PCAF). The PCAF is a charge per kWh which is used: 1.To adjust the utility’s electric rates for the actual cost of purchasing and generating electric power and energy to service the utility’s customers; and 2.To minimize fluctuations in rates; 3.The energy charge per kWh in each rate schedule recovers the costs of purchasing and delivering power and energy from all suppliers of power and energy, other suppliers, and the cost of power from the utility’s owned generating resources. The PCAF will reflect all changes in energy costs, including the following: a.Changes in any component of the wholesale rate; b.Changes in transmission and wheeling payments; c.Changes in scheduling and dispatching payments; d.Changes in contract incremental costs; e.Changes in economy energy purchases; f.Changes in take-or-pay obligations. 4.The PCAF as set forth in the tariff schedule shall be applied to kWh sold on and after the effective date, as also set forth below, and continuing thereafter until a new PCAF becomes effective. The amount to be added to or subtracted from each bill due to the PCAF shall be calculated by multiplying the number of kWh for which the bill is rendered by the applicable PCAF. The PCAF, which may be either positive or negative, will be reviewed and revised monthly to reflect actual changes. The city council shall have responsibility for establishing the PCAF and its effective date. Section 2: The City Council declares that, should any section, subsection, subdivision, sentence, clause, phrase, or portion of this Ordinance for any reason is held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have adopted this Ordinance, and each section, subsection, subdivision, sentence, clause, phrase, or portion thereof, ATTACHMENT 2 Ordinance No. XXX - Page 1 of 2    Page 330 irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared invalid or unconstitutional. Section 3: Neither the adoption of this Ordinance nor the repeal of any other Ordinance of this City shall in any manner affect the prosecution for violations of ordinances, which violations were committed prior to the effective date hereof, nor be construed as a waiver of any penalty or the penal provisions applicable to any violation thereof. Section 4: The City Clerk shall certify to the adoption of this Ordinance and shall cause the same to be published in the manner prescribed by law. Ordinance No. XXX - Page 2 of 2    Page 331 Resolution Amending RCMU Electric Rates & Ordinance Amendment City Council –Public Hearing April 19, 2023 •For the past 19 years, RCMU has taken pride in extending reliable and affordable electric service rates to our customers; •As a city owned public utility, RCMU is a not-for-profit utility; •Rates are: •based on the actual cost to provide the electric service; •set locally and approved by the City Council; •Provide cost effective electric rates as a City enterprise and economic development tool RCMU Rate History •Last rate increase of 3% was on July 1st, 2022 (2021 analysis) Wholesale power costs have increased! •RCMU’s fixed rate contract costs increased 45% from 2021 to 2022/2023! •CAISO’s wholesale energy costs have increased over $1.8 million from budgeted forecast. •Market price fluctuations have not improved. •Market volatility due to higher natural gas prices. RCMU Rate Analysis RCMU Rate Analysis $3.03 $6.47 $8.80 $15.35 $30.80 RCMU Rate Analysis $40/MWh $65/MWh $250/ MWh •Reached a point where we can no longer absorb these spikes in costs. •Market increases in the millions of dollars. •How can RCMU better manage periodic spikes and wholesale power volatility? RCMU Rate Analysis •Section 3.46.130(E) of the Municipal Code 1)“to adjust the utility’s electric rates for the actual cost of purchasing and generating electric power and energy to service the utility’s customer” 2)“to minimize fluctuations in rates” 3)“…recovers the costs of purchasing and delivering power and energy from all suppliers” •Design PCAF Formula: fair and equitable way to “pass through” fluctuating costs to RCMU ratepayers Power Cost Adjustment Factor (P CAF) PCAF = ((P/S) + L) -B P =Wholesale power supplier costs* S =Number of kilowatt-hours used during the same time period as factor “P” L =System annual average losses (5.6%) B =This amount reflects the average cost of power per kilowatt-hour sold and already recovered through base retail rates ($0.0807). *P = power production, power purchases, transmission and wheeling payments, losses, CAISO fees, capacity, renewable energy, environmental allowances and scheduling and dispatching Monthly True Cost of Power ($/kWh) –Base Rate Cost of Power ($/kWh) = Monthly PCAF ($/kWh) PCAF Explained PCAF Explained The cost to generate or buy electricity fluctuates monthly. •Wholesale power supply costs (CAISO) •Fuel costs •Transmission •Weather •Equipment outages •Demand Adjustments are made to reflect the true cost of power each month. •Base rates collected each month = projected revenue requirements. •A PCAF accommodates monthly fluctuations in power costs. Customer bills show the adjustment or •The PCAF is made on the customer’s bill to reflect actual changes from the base energy charge. •The PCAF can be a charge or a credit. RCMU PCAF Recom m endation •Establishment of the PCAF will: –Be a “pass through” cost to all customers –Fairly adjust and cover additional wholesale power costs –No profit is collected on the PCAF, only recover what is necessary •All customer classes will experience an increase. •PCAF will be based on their Energy Charge (kWh) only. •Near-term PCAF forecast = $0.055 / kWh –~20%-30% increase on customer bills •No other charges are being increased. RCMU PCAF Recom m endation •To maintain rate stability the PCAF will: 1.be reviewed and revised monthly by City staff to reflect actual cost and changes; 2.be capped as to not exceed the base retail rate kWh. •Without the addition of the PCAF, RCMU would not be able to generate the necessary revenues required to: –operate and maintain the electric utility; –invest in capital improvements; –continue increasing its renewable energy procurement Average Monthly Bill Difference Existing Rate Class RCMU + PCAF vs. SCE Rates % Under Residential (SF) (500 kWh)-35% Residential (MF) (475 kWh)-35% Small Commercial (2,170 kWh)-12% Medium Commercial (60 kW; 21,075 kWh)-19% Medium TOU (315 kW; 38,500 kWh)-10% Large Commercial (605 kW; 273,600 kWh) -4% Large Industrial (1,390 kW; 503,460 kWh)-4% RCMU PCAF Recom m endation •Staff recommends that the City Council open the public hearing, adopt the attached resolution amending RCMU’s electric rates, and introduce an ordinance amending the Municipal Code concerning the PCAF. •If approved, the new PCAF and the formula will become a part of the RCMU electric rate and tariff sheet •The new PCAF line item will become effective May 1, 2023 and customers will see the PCAF rate in the beginning of June in their electricity bill. Questions? DATE:April 19, 2023 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Matt Marquez, Director of Planning and Economic Development Flavio Nunez, Management Analyst II SUBJECT:Public Hearing for the Approval of the Draft 2023-2024 Action Plan for the Community Development Block Grant (CDBG) Program. (CITY) RECOMMENDATION: Staff recommends that the City Council: 1. Conduct a public hearing and receive comments on the draft 2023-2024 Action Plan for the use of Community Development Block Grant (CDBG) funds. 2. Approve the 2023-2024 Action Plan and authorize the City Manager, or designee, to submit the plan and any necessary amendments to the plan to the United States Department of Housing and Urban Development (HUD). 3. Authorize the City Manager, or designee, to negotiate, execute, and amend contracts with subrecipients or professional service providers as necessary to implement the CDBG projects identified in the 2023-2024 Action Plan. 4. Authorize the City Manager, or designee, to execute, amend, and submit to HUD all plans and documents necessary to administer the 2023-2024 CDBG programs. 5. Authorize the appropriation of funds for the 2023-2024 CDBG program. BACKGROUND: The City of Rancho Cucamonga City Council adopted the 2020-2024 Consolidated Plan on April 15, 2020, which described the City’s housing and community development needs and strategies to address those needs over a five-year period using HUD entitlement grant funds. The 2023- 2024 Action Plan is the fourth of five annual plans implementing the 2020-2024 Consolidated Plan’s strategic goals to invest annual allocations of CDBG funds from HUD. As part of its responsibility in receiving these funds, the City must prepare and submit an Annual Action Plan outlining the proposed uses of CDBG funds to address the priorities in the 2020- 2024 Consolidated Plan. To comply with HUD regulations, the 2023-2024 Annual Action Plan must be submitted to HUD 45-days before the start of the program year.    Page 332 Page 2 1 7 7 4 ANALYSIS: On February 27, 2023, HUD released its CDBG annual allocation for Program Year 2023, the City will be receiving $1,034,584.00. This is $29,625.00 less than previous year or a slight decrease of approximately 2.8%. As a result of the City’s annual allocation and prior year unprogrammed funds of $59,009.00 the program activities listed below will be implemented from July 1, 2023, to June 30, 2024. Public Service Activities City of Rancho Cucamonga: Brining Health Home $17,000 City of Rancho Cucamonga: CASA $12,000 Northtown Housing Development Corp.: Sr. Meal Program $17,000 Northtown Housing Development Corp.: Kids Meal Program $20,000 City of Rancho Cucamonga: Senior Wellness Program $21,500 City of Rancho Cucamonga: Graffiti Removal Program $15,000 Impact So. California: Homeless Prevention/Rapid Rehousing Program $22,687 Foothill Family Shelter: Housing and Food Security Program $15,000 Inland Valley Hope Partners: Food Security/Family Stabilization $15,000 Sub-Total:$155,187 Capital Activities City of Rancho Cucamonga: Housing Rehabilitation Program $400,000 City of Rancho Cucamonga: Sidewalk Grinding Project $45,700 City of Rancho Cucamonga: Concrete Rehabilitation Project $285,790 Sub-Total:$731,490 Program Administration Activities CDBG Program Administration $186,916 Inland Fair Housing and Mediation Board: Fair Housing Services $20,000 Sub-Total:$206,916 TOTAL 2022-2023 CDBG PROGRAM $1,093,593 FISCAL IMPACT: There will be no negative impact to the City’s General Fund because of the planned projects. As an entitlement grantee, the City is eligible to receive CDBG funds annually from HUD. The 2023- 2024 Action Plan allocates approximately $1,093,593 of CDBG funds in furtherance of the City’s Consolidated Plan. The following appropriation is requested to allocate CDBG funding: •1204000-4750/2050-0 (CDBG Fund-Grant Income Federal) $1,093,593.00    Page 333 Page 3 1 7 7 4 COUNCIL MISSION / VISION / VALUE(S) ADDRESSED: ENHANCING PREMIER COMMUNITY STATUS: The acceptance of the funds and implementation of the programs will enhance the City’s status by ensuring residents have equal access to a wide array of public services and decent affordable housing with suitable living conditions. ATTACHMENTS: Attachment 1 – Draft 2023-2024 Annual Action Plan    Page 334 Annual Action Plan FY 2023-2024 Draft April 19, 2023 Attachment 1   Page 335 City of Rancho Cucamonga i 2023 Annual Action Plan This page intentionally left blank    Page 336 City of Rancho Cucamonga ii 2023 Annual Action Plan Table of Contents Executive Summary ............................................................................................................................ - 1 - AP-05 Executive Summary - 24 CFR 91.200(c), 91.220(b) ............................................................... - 1 - PR-05 Lead & Responsible Agencies – 91.200(b) ............................................................................. - 8 - AP-10 Consultation – 91.100, 91.200(b), 91.215(l) .......................................................................... - 9 - AP-12 Participation – 91.105, 91.200(c) ........................................................................................ - 19 - Expected Resources ......................................................................................................................... - 30 - AP-15 Expected Resources – 91.220(c)(1,2) ................................................................................. - 30 - Annual Goals and Objectives ............................................................................................................ - 34 - AP-20 Annual Goals and Objectives............................................................................................... - 34 - AP-35 Projects – 91.220(d) ........................................................................................................... - 36 - AP-38 Project Summary ................................................................................................................ - 37 - AP-50 Geographic Distribution – 91.220(f) ..................................................................................... - 42 - Affordable Housing ........................................................................................................................... - 43 - AP-75 Barriers to Affordable Housing ............................................................................................. - 43 - AP-85 Other Actions – 91.220(k) ................................................................................................... - 46 - Program Specific Requirements ........................................................................................................ - 48 - AP-90 Program Specific Requirements – 91.220(l)(1,2,4) ............................................................... - 48 - Action Plan Tables Table 1 – Strategic Plan Summary ....................................................................................................... - 4 - Table 2 – Responsible Agencies .......................................................................................................... - 8 - Table 3 - Agencies, groups, organizations who participated................................................................ - 16 - Table 4 - Other local / regional / federal planning efforts ..................................................................... - 17 - Table 5 – Citizen Participation Outreach ............................................................................................ - 29 - Table 6 - Expected Resources – Priority Table ................................................................................... - 30 - Table 7 – Goals Summary ................................................................................................................. - 34 - Table 8 - Project Information ............................................................................................................. - 36 - Table 9 - Geographic Distribution ...................................................................................................... - 42 -    Page 337 City of Rancho Cucamonga iii 2023 Annual Action Plan Version History No. Summary of Changes 1 Published Draft for Public Comment: 03/17/23 Sent to HUD for Approval: 05/15/23 Conducted Public Hearing: 04/19/23 Approved by HUD: TBD Original 2023-2024 Annual Action Plan.    Page 338 City of Rancho Cucamonga - 1 - 2023 Annual Action Plan Executive Summary AP-05 Executive Summary - 24 CFR 91.200(c), 91.220(b) 1. Introduction On April 15, 2020, the Rancho Cucamonga City Council adopted the 2020-2024 Consolidated Plan which described the City's housing and community development needs, strategies and activities to address those needs over a five-year period using entitlement grant funds provided by the U.S. Department of Housing and Urban Development (HUD). The 2023-2024 Action Plan is the fourth of five annual plans implementing the 2020-2024 Consolidated Plan Strategic Plan goals via the investment of annual allocations of Community Development Block Grant (CDBG) funds from HUD. The Action Plan identifies available resources, annual goals, projects, and activities for the period beginning July 1, 2023, and ending June 30, 2024. The City receives CDBG funds from HUD on a formula basis each year, and in turn, awards grants and loans to non-profit, for-profit, or public organizations for programs and projects in furtherance of this Plan. The CDBG program provides for a wide range of eligible activities for the benefit of low- and moderate-income Rancho Cucamonga residents, as discussed below. In addition, the City is a member of the San Bernardino County HOME Consortium. The HOME Investment Partnerships Program (HOME) is an additional HUD formula grant that provides funding to support the acquisition, construction, and rehabilitation of affordable rental and homeownership housing. The County administers the program and oversees HOME activities and programs that occur in Rancho Cucamonga. Community Development Block Grant (CDBG) The Housing and Community Development Act of 1974 created the CDBG Program with three (3) primary objectives against which HUD evaluates the Consolidated Plan and the City's performance. Those primary objectives are decent housing, suitable living environments, and expanded economic opportunities for low- and moderate-income persons. The CDBG regulations require that each activity meet one (1) of the following national objectives: • Benefit low- and moderate-income persons; or • Aid in the prevention or elimination of slums and blight; or • Meet other community development needs having a particular urgency (usually the result of a natural disaster). Each year, the City certifies with the submission of its Annual Action Plan that it has given maximum feasible priority to activities, which meet the first and second objectives above. Additionally, the City certifies that no less than 70 percent of the CDBG funds received, over a three-year certification period, will be designed to benefit low- and moderate-income persons.    Page 339 City of Rancho Cucamonga - 2 - 2023 Annual Action Plan 2023-2024 Program Year During the 2023-2024 program year, the City will receive $1,034,584 of CDBG funds. The 2023-2024 Action Plan will allocate its current year CDBG allocation of $1,034,584 and $59,009 in prior year unprogrammed CDBG funds for a total budget of $1,093,593 to the following program activities to be implemented from July 1, 2023, through June 30, 2024. In the event that the City’s 2023-2024 annual allocation should change, a request of the City Council is being made to provide staff and the public with a methodology for which activity budgets would be adjusted. It is recommended that City Council adopt the following language for adjusting activity budgets for the CDBG program should the City’s 2023-2024 annual allocation change: • Should the CDBG allocation be higher than $1,034,584: o Balance of additional funds will be allocated to the City’s Concrete Rehabilitation Project. o Funding levels for all outstanding activities will remain the same as proposed in the 2023- 2024 Action Plan. • Should the CDBG allocation be lower than $1,034,584: o Fair Housing services will remain funded at $20,000 but the CDBG Administration budget will be reduced to be compliant with the 20% cap for Administration activities. o All Public Service activities will receive an equitable reduction to be compliant with the 15% cap for Public Service activities. o Balance of funds will be deducted from the City’s Home Improvement Program. o Funding levels for all outstanding activities will remain the same as proposed in the 2023- 2024 Action Plan. 2023-2024 Public Service Activities Northtown Housing Development Corporation: Senior Food Bank Meal/Activities Program $17,000 Northtown Housing Development Corporation: Kids Meal/Activities Program $20,000 Impact Southern California: Homeless Prevention/Rapid Rehousing Program $22,687 Foothill Family Shelter: Housing and Food Security Program $15,000 Inland Valley Hope Partners: Food Security/Family Stabilization $15,000 City of Rancho Cucamonga: Bringing Healthy Home $17,000 City of Rancho Cucamonga: CASA $12,000 City of Rancho Cucamonga: Senior Wellness Scholarship Program $21,500 City of Rancho Cucamonga: Graffiti Removal Program $15,000 Sub-Total: $155,187    Page 340 City of Rancho Cucamonga - 3 - 2023 Annual Action Plan 2023-2024 Capital Activities City of Rancho Cucamonga: Home Improvement Program $400,000 City of Rancho Cucamonga: Sidewalk Grinding Project $45,700 City of Rancho Cucamonga: Concrete Rehabilitation Project $285,790 Sub-Total: $731,490 2023-2024 Program Administration Activities CDBG Program Administration $186,916 Inland Fair Housing and Mediation Board: Fair Housing Services $20,000 Sub-Total: $206,916 TOTAL 2023-2024 CDBG PROGRAM $1,093,593    Page 341 City of Rancho Cucamonga - 4 - 2023 Annual Action Plan 2. Summarize the objectives and outcomes identified in the Plan HUD's Community Planning and Development (CPD) Outcome Performance Measurement Framework classifies objectives in three (3) categories: decent housing, a suitable living environment, and economic opportunity. In consideration of community input as well as the Needs Assessment and Market Analysis, the Strategic Plan identifies five (5) high priority needs to be addressed through the implementation of activities with four (4) Strategic Plan goals. The high priority needs include: • Preserve the supply of affordable housing • Equal access to housing opportunities • Public services for low- and moderate-income residents • Improve public facilities and infrastructure • Address material and architectural barriers to accessibility for elderly persons and severely disabled adults Consistent with HUD's national goals for the CDBG program to provide decent housing opportunities, maintain a suitable living environment and expand economic opportunities for low- and moderate-income residents, the priority needs listed above will be addressed over the Five-Year Consolidated Plan cycle through the implementation of CDBG funded activities aligned with the following measurable goals included in the Strategic Plan section of this Plan: Goal Name Category Need(s) Addressed Goal Outcome Indicator 1 Fair Housing Services Affordable Housing Equal access to housing opportunities 2,000 people 2 Public Services Non-Housing Community Development Public services for low- and moderate-income residents 5,000 people 3 Affordable Housing Preservation Affordable Housing Preserve the supply of affordable housing 100 owner housing units 4 Public Facilities and Infrastructure Improvements Non-Housing Community Development Improve public facilities and infrastructure Address barriers to accessibility 15 public facilities 25,000 people Table 1 – Strategic Plan Summary    Page 342 City of Rancho Cucamonga - 5 - 2023 Annual Action Plan 3. Evaluation of past performance The City is currently implementing the projects and activities included in the 2022-2023 Action Plan. As of this writing, all projects and activities are underway. During the 2021-2022 program year, the City and its partnering organizations were able to accomplish the following: • Fair Housing Services: Inland Fair Housing and Mediation Board provided 372 unduplicated residents with fair housing and landlord-tenant mediation services. • Public Services: Five (5) non-profit organizations and multiple City Departments provided a range of services to Rancho Cucamonga seniors, survivors of domestic violence, and low- and moderate- income families including but not limited to providing meals to 736 elderly individuals, homeless prevention services to 198 people, domestic violence shelter and counseling services for 44 residents, access to food bank services for 132 residents, nutritional health services to 153 people, and skilled care for 20 Rancho Cucamonga homebound seniors. • Affordable Housing Preservation: The City’s Home Improvement Program completed five (5) housing rehabilitations for low- and moderate-income homeowners to address deficient housing conditions. • Public Facilities and Infrastructure Improvements: The City completed its annual Sidewalk Grinding Project which assisted 16,330 people. In addition, the City awarded and commenced construction of its 2021-2022 Concrete Rehabilitation Project. The project is anticipated to be completed during the first half of the 2022-2023 program year and is anticipated to assisted approximately 15,000 unduplicated residents. • COVID-19 Response: The City of Rancho Cucamonga invested its CDBG-CV funds into the Small Business Assistance and Microenterprise Assistance programs. The Business Relief programs were economic development activities that provided grants to micro- and small businesses adversely impacted by the COVID-19 pandemic. The business relief programs were rolled out in May of 2021. During the 2021-2022 program year, the City was able to assist 10 microenterprise businesses and 36 small business with financial assistance to pay for eligible expenses including but not limited to payroll, rent, utilities, and equipment. During the 2020-2021 program year, the City and its partnering organizations were able to accomplish the following: • Fair Housing Services: provided 562 unduplicated residents with fair housing and landlord-tenant mediation services. • Public Services: provided a range of services to seniors, survivors of domestic violence, and low- and moderate-income families including but not limited to providing meals to 474 elderly individuals, homeless prevention services to 239 people, domestic violence shelter and counseling services for 111 residents, access to food bank services for 690 residents, nutritional health services to 131 people, and skilled care for 100 homebound seniors. • Affordable Housing Preservation: completed four (4) housing rehabilitations for low- and moderate- income homeowners to address deficient housing conditions.    Page 343 City of Rancho Cucamonga - 6 - 2023 Annual Action Plan • Public Facilities and Infrastructure Improvements: The School Crosswalk Improvements and Westerly Sidewalk Improvements projects commenced and are scheduled for completion during the first quarter of the 2021-2022 program year COVID-19 Response: The City of Rancho Cucamonga utilized its CDBG-CV funds to implement an Emergency Housing Assistance activity. This public service program provided up to three (3) months of assistance to low- and moderate-income residents that were negatively impacted by COVID-19. As a result of these efforts, the City assisted 175 households. The City commenced the implementation of the City’s Emergency Small Business Assistance and Microenterprise Assistance Programs during the 2021-2022 Program Year. The investment of HUD resources during the 2015-2019 program years resulted in measurable accomplishments that contributed to positive outcomes for Rancho Cucamonga residents. Together with other federal, state and local investments, HUD resources allowed the City of Rancho Cucamonga and its partners to: • Preserve and improve the existing housing stock and ensure equal access through rehabilitation of owner-occupied housing units; • Provide fair housing services to residents; • Provide healthy meals to residents; • Provide transportation services to seniors; and • Provide homelessness prevention and assistance services to residents. While the City and local partners were able to successfully implement the activities listed above during the last seven (7) years, there were insufficient resources to fully address the level of need for the community. 4. Summary of Citizen Participation Process and consultation process The Consolidated Plan regulations at 24 CFR Part 91 provide the citizen participation and consultation requirements for the development of the Consolidated Plan. Chief among those requirements is the need to consult with the Continuum of Care (CoC) to address homelessness, Public Housing Authorities (PHA), business leaders, civic leaders and public or private agencies that address housing, health, social service, victim services, employment, or education needs of low-income individuals and families, homeless individuals and families, youth and/or other persons with special needs. This qualitative input was combined with a quantitative analysis of demographic, housing and socioeconomic data to develop the strategic plan that reflects the housing, community and economic development needs and priorities for the City during the Five- Year Consolidated Plan cycle. In accordance with the City's Citizen Participation Plan, residents and stakeholders were able to participate in the development of the 2020-2024 Consolidated Plan through surveys, community meetings and public hearings. Efforts were made to encourage participation by low- and moderate-income persons, particularly those living in areas where HUD funds are proposed to be used, and by residents of predominantly low- and moderate-income neighborhoods. Efforts were made to encourage the participation of minorities and non-    Page 344 City of Rancho Cucamonga - 7 - 2023 Annual Action Plan English speaking persons, as well as persons with disabilities. The consultation process included representatives of the CoC, PHA, and other specified groups who completed surveys, provided local data, and assisted the City to ensure practical coordination of strategies to maximize impact and to avoid duplication of effort. To satisfy the federal requirements at 24 CFR 91.105(e)(1)(ii), the City held two public hearings to obtain residents' views on housing and community development needs, development of proposed activities, proposed strategies and actions for affirmatively furthering fair housing, and a review of program performance. The City convened the first public hearing on September 21, 2022, to receive comments regarding program performance. A draft of the 2021-2022 Consolidated Annual Performance and Evaluation Report (CAPER) was made available for public review and comment from September 2, 2022, to September 21, 2022. No public comments were received. Subsequently, the City made the draft 2023-2024 Action Plan available for public review and comment from March 17, 2023, to April 19, 2023. Residents were invited to review the draft Action Plan and to attend the Public Hearing on April 19, 2023 or submit written comments concerning the housing and community development needs, proposed projects and activities in the Action Plan, as well as proposed strategies and actions for affirmatively furthering fair housing. No public comments were received. During the development of the 2023-2024 Action Plan, the City solicited applications from various non-profit organizations and City Departments for the provision of fair housing services, public services, and community and economic development projects. Applications received by the February 2, 2023, deadline were evaluated for eligibility and funding recommendations. 5. Summary of public comments As required by HUD regulations, all comments received, and responses to said comments by the City are summarized in section AP-12 of this Action Plan. No comments were received during the April 19, 2023, public hearing. 6. Summary of comments or views not accepted and the reasons for not accepting them All comments and views received by the City in the development of the Action Plan were accepted and taken into consideration in the development of the Action Plan. 7. Summary The 2023-2024 Action Plan addresses each of the four (4) Strategic Plan Goals from the 2020-2024 Consolidated Plan by allocating a total of $1,093,593 in CDBG funds towards eligible activities that are to be implemented from July 1, 2023, to June 30, 2024. Activities submitted for consideration in response to any solicitation of Notice of Funding Availability (NOFA) process must conform with one (1) of the four (4) Strategic Plan strategies and the associated action-oriented, measurable goals to be considered to receive CDBG funds.    Page 345 City of Rancho Cucamonga - 8 - 2023 Annual Action Plan PR-05 Lead & Responsible Agencies – 91.200(b) 1. Agency/entity responsible for preparing/administering the Consolidated Plan The following are the agencies/entities responsible for preparing the Consolidated Plan and those responsible for the administration of each grant program and funding source. Agency Role Name Department/Agency CDBG Administrator Rancho Cucamonga Planning Department Table 2 – Responsible Agencies Narrative The City's Planning Department is the lead agency responsible for the administration of the CDBG program. The City contracted with MDG Associates, Inc. to prepare the 2023-2024 Annual Action Plan. In the development of the 2020-2024 Consolidated Plan, MDG Associates, Inc. developed and implemented a comprehensive citizen participation and consultation process and conducted a needs assessment and market analysis to identify levels of relative need regarding affordable housing, homelessness, special needs, and community development. This information was gathered through consultation with public officials and local agencies, public outreach and community meetings, review of demographic and economic data, and housing market analysis. In the implementation of the 2023-2024 Annual Action Plan and each of the five (5) Annual Action Plans, the Planning Department shall be responsible for all grants planning, management and monitoring duties necessary to comply with HUD regulations and City policy. Consolidated Plan Public Contact Information City of Rancho Cucamonga Planning Department Flavio Nunez, Management Analyst II 10500 Civic Center Drive Rancho Cucamonga, CA 91730 (909) 774-4313    Page 346 City of Rancho Cucamonga - 9 - 2023 Annual Action Plan AP-10 Consultation – 91.100, 91.200(b), 91.215(l) 1. Introduction The City consulted with representatives from multiple agencies, groups, and organizations involved in the preservation of affordable housing and the provision of services to low- and moderate-income residents, including but not limited to children, elderly persons, persons with disabilities, persons with HIV/AIDS and their families, and homeless persons. To facilitate the consultation process, the City solicited feedback through the following methods: • Survey of residents and stakeholders (web-based and paper-surveys) • Individual stakeholder consultations • Community meetings • Public hearings • Receipt of written comments To gather the greatest breadth and depth of information, the City consulted with a wide variety of agencies, groups and organizations concerning the housing, community and economic development needs of the community. Each of the agencies, groups or organizations invited to consult and participate in the planning process is represented in Table 3. The input received from these consultations helped establish and inform the objectives and goals described in the Strategic Plan. Provide a concise summary of the jurisdiction's activities to enhance coordination between public and assisted housing providers and private and governmental health, mental health and service agencies (91.215(I)). The City recognizes the importance of careful coordination and alignment among various service providers to maximize the effectiveness of the CDBG programs. As a result, during the development of the Consolidated Plan, the City consulted with organizations that provide assisted housing, health services and other community-focused programs. Outreach efforts included surveys, invitations to community meetings, and follow-up in-person interviews where appropriate. The City further recognizes the importance of continued coordination and alignment during the upcoming five-year planning period with these organizations and agencies. The City will reinforce these partnerships through the implementation of the Notice of Funding Availability (NOFA) process for CDBG funds each year and through technical assistance provided to subrecipients. Describe coordination with the Continuum of Care and efforts to address the needs of homeless persons (particularly chronically homeless individuals and families, families with children, veterans, and unaccompanied youth) and persons at risk of homelessness San Bernardino County's homeless Continuum of Care (CoC) is comprised of a network of public, private, faith-based, for-profit, and non-profit service providers who utilize several federal, state and local resources    Page 347 City of Rancho Cucamonga - 10 - 2023 Annual Action Plan to provide services for homeless people. The region's municipalities, including the City, also provide resources for services that assist the homeless and those at risk of becoming homeless. The non-profit and faith-based community plays a key role in the current CoC system. Hundreds of agencies throughout the County provide programs ranging from feeding the homeless on the street to creating permanent supportive housing opportunities. These services are available to homeless families with children, and single men and women. The non-profit and faith-based community also serves special needs populations, such as victims of domestic violence, veterans, the disabled and youth. The CoC guides the development of homeless strategies and the implementation of programs to end homelessness throughout the region. The City provided a detailed questionnaire to the CoC to identify the CoC's perceived needs in the county and its objectives to address the needs of different homeless persons populations, specifically chronically homeless families and individuals, families with children, veterans, unaccompanied youth and persons at risk of homelessness. Following the delivery and response to this questionnaire, the City followed up with the CoC to clarify existing needs and objectives and understand opportunities for collaboration and coordination during the five-year planning process. To address the City's homeless population, the City utilizes CDBG funds to provide public and supportive services to prevent homelessness and/or aid those who are homeless or at risk of becoming homeless. Homeless supportive and prevention services funded through the City's CDBG 2023-2024 program year include: • Foothill Family Shelter – Provides homeless and low-income individuals and families with housing and food security. • Impact Southern California – Provides case management, tenant rights counseling, and one-time payments for housing security deposits and/or rent for individuals experiencing homelessness or at risk of homelessness. • Inland Valley Hope Partners – Provides homeless and low-income individuals and families with housing and food security. • Inland Fair Housing and Mediation Board – Addresses fair housing mediation and landlord-tenant dispute resolution services, which helps prevent homelessness. Describe consultation with the Continuum(s) of Care that serves the jurisdiction's area in determining how to allocate ESG funds, develop performance standards and evaluate outcomes, and develop funding, policies and procedures for the administration of HMIS Although not a direct Emergency Solutions Grant (ESG) entitlement community, the City consulted with a number of housing, social services, governmental and other entities involved in housing and community development in the City. Through these consultations, the City identified the holistic needs of the community, including those for extremely low-income households and homeless households individuals and how the City can continue to effectively coordinate with regional    Page 348 City of Rancho Cucamonga - 11 - 2023 Annual Action Plan homeless service providers to best meet the needs of these populations. The CoC was consulted directly in person, by telephone and email to discuss performance standards, outcomes, and policies and procedures for HMIS. Table 3 provides a listing of the entities consulted as part of this planning process. 2. Describe Agencies, groups, organizations and others who participated in the process and describe the jurisdictions consultations with housing, social service agencies and other entities 1 Agency/Group/Organization San Bernardino County Housing Authority Agency/Group/Organization Type Public Housing Authority What section of the Plan was addressed by Consultation? Housing Needs Assessment Public Housing How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted via personal call, emails outreach, data validation and the web-based survey. 2 Agency/Group/Organization Inland Fair Housing and Mediation Board (IFHMB) Agency/Group/Organization Type Service – Fair Housing Services - Housing What section of the Plan was addressed by Consultation? Housing Needs Assessment Market Analysis How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach, the web-based survey and the Notice of Funding Availability (NOFA). 3 Agency/Group/Organization San Bernardino County Department of Behavioral Health Agency/Group/Organization Type Publicly funded institution / System of care What section of the Plan was addressed by Consultation? Public Health How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach and the web-based survey.    Page 349 City of Rancho Cucamonga - 12 - 2023 Annual Action Plan 4 Agency/Group/Organization YMCA Agency/Group/Organization Type Services – Children Services - Seniors What section of the Plan was addressed by Consultation? Non-Housing Community Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach, the web-based survey and the Notice of Funding Availability (NOFA). 5 Agency/Group/Organization House of Ruth Agency/Group/Organization Type Services – Victims of Domestic Violence What section of the Plan was addressed by Consultation? Non-Homeless Special Needs How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach, the web-based survey and the Notice of Funding Availability (NOFA). 6 Agency/Group/Organization Family Service Association Agency/Group/Organization Type Services – Health Services - Seniors What section of the Plan was addressed by Consultation? Non-Housing Community Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach, the web-based survey and the Notice of Funding Availability (NOFA). 7 Agency/Group/Organization Foothill Family Shelter Agency/Group/Organization Type Services – Homeless Services - Housing What section of the Plan was addressed by Consultation? Homeless Needs – Families with Children Homeless Needs – Chronically Homeless How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach, the web-based survey and the Notice of Funding Availability (NOFA).    Page 350 City of Rancho Cucamonga - 13 - 2023 Annual Action Plan 8 Agency/Group/Organization Inland Valley Hope Partners (SOVA) Agency/Group/Organization Type Homeless Needs – Families with Children (at risk of homelessness) What section of the Plan was addressed by Consultation? Non-Housing Community Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach, the web-based survey and the Notice of Funding Availability (NOFA). 9 Agency/Group/Organization Inland Regional Center Agency/Group/Organization Type Services – Persons with Disabilities What section of the Plan was addressed by Consultation? Non-Housing Community Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach and the web-based survey. 10 Agency/Group/Organization Foothill AIDS Project Agency/Group/Organization Type Services – Persons with HIV/AIDS What section of the Plan was addressed by Consultation? Non-Housing Community Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach and the web-based survey. 11 Agency/Group/Organization San Bernardino County Homeless Partnership Agency/Group/Organization Type Services - Homeless What section of the Plan was addressed by Consultation? Homelessness Strategy Homeless Needs – Chronically Homeless Homeless Needs – Families with Children Homeless Needs – Veterans Homeless Needs – Unaccompanied youth How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach and the web-based survey.    Page 351 City of Rancho Cucamonga - 14 - 2023 Annual Action Plan 12 Agency/Group/Organization Rancho Cucamonga Chamber of Commerce Agency/Group/Organization Type Business and Civic Leaders What section of the Plan was addressed by Consultation? Economic Development Market Analysis How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach and the web-based survey. 13 Agency/Group/Organization Chaffey College Agency/Group/Organization Type Services – Education Services - Employment What section of the Plan was addressed by Consultation? Non-Housing Community Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach and the web-based survey. 14 Agency/Group/Organization Rancho Cucamonga City Manager's Office Agency/Group/Organization Type Services – Health What section of the Plan was addressed by Consultation? Non-Housing Community Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach, the web-based survey and the Notice of Funding Availability (NOFA). 15 Agency/Group/Organization Rancho Cucamonga Unified School District Agency/Group/Organization Type Services – Children Services – Education What section of the Plan was addressed by Consultation? Non-Housing Community Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach and the web-based survey.    Page 352 City of Rancho Cucamonga - 15 - 2023 Annual Action Plan 16 Agency/Group/Organization Inland Empire Economic Partnership (IEEP) Agency/Group/Organization Type Services – Employment Regional Organization What section of the Plan was addressed by Consultation? Non-Housing Community Development Economic Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach and the web-based survey. 17 Agency/Group/Organization San Bernardino County Workforce Investment Board Agency/Group/Organization Type Services – Employment What section of the Plan was addressed by Consultation? Economic Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach and the web-based survey. 18 Agency/Group/Organization Inland Empire Regional Broadband Consortium Agency/Group/Organization Type Services – Broadband Advocates What section of the Plan was addressed by Consultation? Broadband Needs How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach and the web-based survey. 19 Agency/Group/Organization FEMA Agency/Group/Organization Type Emergency/Floodplain Management What section of the Plan was addressed by Consultation? Hazard Mitigation How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach and the web-based survey.    Page 353 City of Rancho Cucamonga - 16 - 2023 Annual Action Plan 20 Agency/Group/Organization Northtown Housing Development Agency/Group/Organization Type Services – Seniors Services – Youth What section of the Plan was addressed by Consultation? Non-Housing Community Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach, the web-based survey and the Notice of Funding Availability (NOFA). 21 Agency/Group/Organization Heritage Farmer's Markets Agency/Group/Organization Type Services – Health and Wellness Economic Development What section of the Plan was addressed by Consultation? Non-Housing Community Development How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach, the web-based survey and the Notice of Funding Availability (NOFA). 22 Agency/Group/Organization Impact Southern California Agency/Group/Organization Type Housing Services – Housing Services - Homeless What section of the Plan was addressed by Consultation? Housing Need Assessment Homeless Needs – Chronically Homeless Homeless Needs – Families with Children Homelessness Strategy How was the Agency/Group/Organization consulted and what are the anticipated outcomes of the consultation or areas for improved coordination? The organization was consulted by email outreach, the web-based survey and the Notice of Funding Availability (NOFA). Table 3 - Agencies, groups, organizations who participated Identify any Agency Types not consulted and provide rationale for not consulting The City maintains a list of agencies, organizations and other stakeholders that have expressed an interest in the City's CDBG programs and invited representatives from each entity to participate at multiple points in the planning process. All agencies were strongly encouraged to attend the community meetings and participate in surveys.    Page 354 City of Rancho Cucamonga - 17 - 2023 Annual Action Plan Any agency or organization that was not consulted and would like to be included in the City's list of stakeholders, the agency or organization may contact the Planning Department at (909) 477-2750. Other local/regional/state/federal planning efforts considered when preparing the Plan Name of Plan Lead Organization How do the goals of your Strategic Plan overlap with the goals of each plan? Continuum of Care San Bernardino County Consultation with San Bernardino County indicates the City's public service strategy in this Consolidated Plan is consistent with the CoC's strategies. City of Rancho Cucamonga 2021- 2029 Housing Element City of Rancho Cucamonga Strategic Plan goals are consistent with Housing Element policies and goals with respect to affordable housing, housing preservation and furthering fair housing choice. San Bernardino County HOME Consortium San Bernardino County Coordination with the San Bernardino County Community Development and Housing Department shows this Consolidated Plan is consistent with the HOME Consortium's strategies and goals. Table 4 - Other local / regional / federal planning efforts Describe cooperation and coordination with other public entities, including the State and any adjacent units of general local government, in the implementation of the Consolidated Plan (91.215(l)) To enhance coordination among the CoC, public and assisted housing providers and private and governmental health, mental health and service agencies, the City invited each of these entities to provide input on the needs of the community in the development of this Consolidated Plan. The Planning Department works with subrecipients of CDBG funds to ensure a coordinated effort among service agencies in the region to address the needs of the City’s residents, including but not limited to, chronically homeless individuals and families, families with children, veterans and their families, unaccompanied youth, and persons who were recently homeless but now living in permanent housing. To promote economic opportunities for low-income residents, the City coordinates with subrecipient social service agencies, businesses and housing developers to ensure that where there are job opportunities for low-income people in connection with HUD-assisted projects, information is disseminated through appropriate channels consistent with the objectives of Section 3 of the Housing and Community Development Act of 1968. Narrative Broadband Throughout the City, residents have consistent and multiple options to access broadband, high-speed internet. For broadband download speeds of 25 megabytes per second (mbps), 100 percent of households are covered by at least three internet service providers. For download speeds of at least 100 mbps, 30.2 percent of households are covered by three providers, 47.8 percent of households are covered by two    Page 355 City of Rancho Cucamonga - 18 - 2023 Annual Action Plan providers and 22 percent of households are covered by one provider. According to broadbandnow, the average download speed in Rancho Cucamonga is 60.8 mbps, which is 100 percent faster than the average internet speed in California. The three primary internet service providers in Rancho Cucamonga are Spectrum, Frontier and UIA. Rancho Cucamonga complies with HUD’s Narrowing the Digital Divide Through Installation of Broadband Infrastructure in HUD-Funded New Construction and Substantial Rehabilitation of Multifamily Rental Housing (81 FR 92626) rule (effective January 19, 2017). Through this rule, all new HUD-funded multi-family construction or substantial rehabilitation has included broadband infrastructure including cables, fiber optics, wiring and wireless connectivity to ensure that each unit has the infrastructure to achieve at least 25 mbps download and 3 mbps upload speeds. A number of broadband and internet service providers operate in the City. This helps with increased competition in pricing and types of services offered to low- and moderate-income neighborhoods. Of those who participated in the community outreach survey, 92% indicated that they had access to broadband internet. 38 percent of the respondents indicated that they spend more than $75 per month for service, while 16 percent spent less than $50 per month. There were some respondents, who believed that the City should allow more internet service providers in the area to reduce the costs. Even though only eight percent of the respondents did not have internet service, the cost for this service could be cost prohibitive on fixed incomes. The public library, senior center and the City’s community centers have computers and internet access for the public who could not otherwise afford the service. Resilience The City consulted with a number of local and regional agencies and companies in the preparation of its Local Hazard Mitigation Plan (LHMP). Some of these agencies and companies included but were not limited to: Rancho Cucamonga Fire Protection District, DoIT – GIS, San Bernardino County Sheriff’s Department, Fehr & Peers, Alta Loma School District, Cal Fire, Chaffey College, California Office of Emergency Services (Cal OES) and Federal Emergency Management Agency (FEMA). The purpose of the LHMP is to focus on optimizing the mitigation phase of harm caused by a disaster. Mitigation involves making a community more resilient so that when hazard events do ultimately occur, the community suffers less damage and can recover more quickly and effectively. It differs from preparedness, which involves advanced planning for how best to respond when a disaster occurs or is imminent. The following new key goals were identified through consultation to increase resiliency: • Protect against threats from natural hazards to life, injury, and property damage for Rancho Cucamonga residents and visitors. • Increase public awareness of potential hazard events. • Preserve critical services and functions by protecting key facilities and infrastructure. • Protect natural systems from current and future hazard conditions. • Coordinate mitigation activities among City departments, neighboring jurisdictions, and with federal agencies; and • Prepare for long-term climate change.    Page 356 City of Rancho Cucamonga - 19 - 2023 Annual Action Plan AP-12 Participation – 91.105, 91.200(c) 1. Summary of citizen participation process/Efforts made to broaden citizen participation The City established and followed a process for the development of the five-year Consolidated Plan that included broad participation from the community. These activities were coordinated and implemented by the Planning Department. To assist in the identification of priority needs in the City, a survey was prepared and distributed to residents of the City to solicit resident input in the prioritization of needs related to community services, community facilities, infrastructure, neighborhood services, special needs services, businesses and jobs, and housing. The surveys were available online and were also made available at various public facilities. Two (2) community meetings to discuss the housing and community development needs in the community were held on September 19, 2019, and October 19, 2019. At each step in the process, the City was careful to ensure that low- and moderate-income residents, members of minority groups, agencies involved in the provision of services to these populations, and others who are directly impacted by the programs and activities supported by the Consolidated Plan programs had the opportunity to be actively involved. Two (2) public hearings were held at different stages in the development of the Consolidated Plan. The first public hearing before the City Council on September 18, 2019, focused on the Citizen Participation Plan. The second public hearing was held on April 15, 2020, before the City Council to receive comments on the draft 2020-2024 Consolidated Plan, 2020-2021 Annual Action Plan, and 2020-2024 Analysis of Impediments to Fair Housing Choice. To satisfy the federal requirements at 24 CFR 91.105(e)(1)(ii), the City held two (2) public hearings to obtain residents' views on housing and community development needs, development of proposed activities, proposed strategies and actions for affirmatively furthering fair housing, and a review of program performance. The City convened the first public hearing on September 21, 2022, to receive comments regarding program performance. A draft of the 2021-2022 Consolidated Annual Performance and Evaluation Report (CAPER) was made available for public review and comment from September 2, 2022, to September 21, 2022. No public comments were received. Subsequently, the City made the draft 2023-2024 Action Plan available for public review and comment from March 17, 2023, to April 19, 2023. Residents were invited to review the draft Action Plan and to attend the Public Hearing on April 19, 2023 or submit written comments concerning the housing and community development needs, proposed projects and activities in the Action Plan, as well as proposed strategies and actions for affirmatively furthering fair housing. No public comments were received. During the development of the 2023-2024 Action Plan, the City solicited applications from various non-profit organizations and City Departments for the provision of fair housing services, public services, and community and economic development projects. Applications received by the February 2, 2023, deadline were evaluated for eligibility and funding recommendations.    Page 357 City of Rancho Cucamonga - 20 - 2023 Annual Action Plan Citizen Participation Outreach Sort Order Mode of Outreach Target of Outreach Summary of Response/attendance Summary of Comments received Summary of comments not accepted and reasons URL (If applicable) 1 News- paper Ad Non-targeted/ broad community Newspaper ad published on August 16, 2019, in the Inland Valley Daily Bulletin announcing the availability of the draft Citizen Participation Plan for a 30-day public review and comment period to include a public hearing before the Rancho Cucamonga City Council on September 18, 2019. No comments were received. Not applicable. Not applicable. 2 Public Hearing Minorities Non-English Speaking - Specify other language: Any other language Persons with disabilities Non-targeted/broad community Residents of Public and Assisted Housing A public hearing was held before the Rancho Cucamonga City Council on September 18, 2019, to receive input on the draft Citizen Participation Plan. This meeting took place prior to the publication of the draft 2020-2024 Consolidated Plan for public review and comment. No comments were received. No comments were received. Not applicable.    Page 358 City of Rancho Cucamonga - 21 - 2023 Annual Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Response/attendance Summary of Comments received Summary of comments not accepted and reasons URL (If applicable) 3 Flyers Non-targeted/broad community The 2020-2024 Consolidated Plan flyer was disseminated in paper and electronic formats, in both English and Spanish, announcing two Community Meetings to receive input on the preparation of the City's 2020- 2024 Consolidated Plan and the 2020-2021 Action Plan. No comments were received. No comments were received. Not applicable. 4 Public Meeting Minorities Persons with disabilities Non-targeted/broad community Residents of Public and Assisted Housing Publicly noticed Community Meeting on September 19, 2019, at 6:00 p.m. at Central Park – 11200 Base Line Road. Residents in attendance received a presentation on the Consolidated Plan and discussed housing and community development needs with Planning Department Staff. All comments were accepted. Not applicable.    Page 359 City of Rancho Cucamonga - 22 - 2023 Annual Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Response/attendance Summary of Comments received Summary of comments not accepted and reasons URL (If applicable) 5 Public Meeting Minorities Persons with disabilities Non-targeted/broad community Residents of Public and Assisted Housing Publicly-noticed Community Meeting on October 19, 2019, at 10:00 a.m. at the RC Family Resource Center – 9791 Arrow Route. Residents in attendance received a presentation on the Consolidated Plan and discussed housing and community development needs with Planning Department Staff. All comments were accepted. Not applicable. 6 Internet Outreach Non-targeted/broad community The 2020-2024 Consolidated Plan Survey was available online and in paper format at various City facilities from September 17, 2019, to November 26, 2019. The City advised residents and stakeholders of the availability of the survey via email to stakeholders, posting on the City website, Facebook, Nextdoor, announcements at City Council meetings, and during the Community Meetings. The purpose of the survey was to allow all residents and stakeholders the opportunity to provide their assessment of the level of need in Rancho Cucamonga for a variety of housing, community and economic development activities. In total, 470 residents and stakeholders completed the survey. All survey responses were accepted. Not applicable.    Page 360 City of Rancho Cucamonga - 23 - 2023 Annual Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Response/attendance Summary of Comments received Summary of comments not accepted and reasons URL (If applicable) 7 Newspaper Ad Non-targeted/broad community Newspaper ad published on March 12, 2020, in the Inland Valley Daily Bulletin announcing the availability of the draft 2020-2024 Consolidated Plan, draft 2020-2021 Annual Action Plan, and draft 2020-2024 Analysis of Impediments to Fair Housing for a 30-day public review and comment period to include a public hearing before the Rancho Cucamonga City Council on April 15, 2020. No comments were received. No comments were received. Not applicable. 8 Public Hearing Minorities Non-English Speaking - Specify other language: Any other language Persons with disabilities Non-targeted/broad community Residents of Public and Assisted Housing Public hearing before the Rancho Cucamonga City Council on April 15, 2020, to receive comments on the draft 2020-2024 Analysis of Impediments to Fair Housing, 2020- 2024 Consolidated Plan and draft 2020-2021 Annual Action Plan prior to adoption and submission to HUD. No comments were received. No comments were received. Not applicable.    Page 361 City of Rancho Cucamonga - 24 - 2023 Annual Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Response/attendance Summary of Comments received Summary of comments not accepted and reasons URL (If applicable) 9 Newspaper Ad Non-targeted/broad community Notice of the 15-day public review and comment period for the draft 2019-2020 Consolidated Annual Performance and Evaluation Report (CAPER). The public notice invited interested residents to review the draft documents. Residents were also invited to a public hearing to provide oral comments before the Rancho Cucamonga City Council on December 16, 2020. No comments were received. No comments were received. Not applicable. 10 Public Hearing Minorities Non-English Speaking - Specify other language: Any other language Persons with disabilities Non-targeted/broad community Residents of Public and Assisted Housing Public hearing before the Rancho Cucamonga City Council on December 16, 2020, at 7:00 p.m. to receive comments on the draft 2019- 2020 Consolidated Annual Performance and Evaluation Report (CAPER) prior to adoption and submission to HUD. No comments were received. No comments were received. Not applicable    Page 362 City of Rancho Cucamonga - 25 - 2023 Annual Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Response/attendance Summary of Comments received Summary of comments not accepted and reasons URL (If applicable) 11 Newspaper Ad Non-targeted/broad community Notice of the 30-day public review and comment period for the draft 2021-2022 Action Plan. The public notice invited interested residents to review the draft documents. Residents were also invited to a public hearing to provide oral comments before the Rancho Cucamonga City Council on May 5, 2021. No comments were received. No comments were received. Not applicable. 12 Public Hearing Minorities Non-English Speaking - Specify other language: Any other language Persons with disabilities Non-targeted/broad community Residents of Public and Assisted Housing Public hearing before the Rancho Cucamonga City Council on May 5, 2021, at 7:00 p.m. to receive comments on the draft 2021-2022 Annual Action Plan prior to adoption and submission to HUD. No comments were received. No comments were received. Not applicable    Page 363 City of Rancho Cucamonga - 26 - 2023 Annual Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Response/attendance Summary of Comments received Summary of comments not accepted and reasons URL (If applicable) 13 Newspaper Ad Non-targeted/broad community Notice of the 15-day public review and comment period for the draft 2020-2021 Consolidated Annual Performance and Evaluation Report (CAPER). The public notice invited interested residents to review the draft documents. Residents were also invited to a public hearing to provide oral comments before the Rancho Cucamonga City Council on September 15, 2021. No comments were received. No comments were received. Not applicable. 14 Public Hearing Minorities Non-English Speaking - Specify other language: Any other language Persons with disabilities Non-targeted/broad community Residents of Public and Assisted Housing Public hearing before the Rancho Cucamonga City Council on September 15, 2021, at 7:00 p.m. to receive comments on the draft 2020- 2021 Consolidated Annual Performance and Evaluation Report (CAPER) prior to adoption and submission to HUD. No comments were received. No comments were received. Not applicable    Page 364 City of Rancho Cucamonga - 27 - 2023 Annual Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Response/attendance Summary of Comments received Summary of comments not accepted and reasons URL (If applicable) 15 Newspaper Ad Non-targeted/broad community Notice of the 30-day public review and comment period for the draft 2022-2023 Action Plan. The public notice invited interested residents to review the draft documents. Residents were also invited to a public hearing to provide oral comments before the Rancho Cucamonga City Council on April 20, 2022. No comments were received. No comments were received. Not applicable. 16 Public Hearing Minorities Non-English Speaking - Specify other language: Any other language Persons with disabilities Non-targeted/broad community Residents of Public and Assisted Housing Public hearing before the Rancho Cucamonga City Council on April 20, 2022, at 7:00 p.m. to receive comments on the draft 2022-2023 Annual Action Plan prior to adoption and submission to HUD. No comments were received. No comments were received. Not applicable    Page 365 City of Rancho Cucamonga - 28 - 2023 Annual Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Response/attendance Summary of Comments received Summary of comments not accepted and reasons URL (If applicable) 17 Newspaper Ad Non-targeted/broad community Notice of the 15-day public review and comment period for the draft 2021-2022 Consolidated Annual Performance and Evaluation Report (CAPER). The public notice invited interested residents to review the draft documents. Residents were also invited to a public hearing to provide oral comments before the Rancho Cucamonga City Council on September 21, 2022. No comments were received. No comments were received. Not applicable. 18 Public Hearing Minorities Non-English Speaking - Specify other language: Any other language Persons with disabilities Non-targeted/broad community Residents of Public and Assisted Housing Public hearing before the Rancho Cucamonga City Council on September 21, 2022, at 7:00 p.m. to receive comments on the draft 2021- 2022 Consolidated Annual Performance and Evaluation Report (CAPER) prior to adoption and submission to HUD. No comments were received. No comments were received. Not applicable    Page 366 City of Rancho Cucamonga - 29 - 2023 Annual Action Plan Sort Order Mode of Outreach Target of Outreach Summary of Response/attendance Summary of Comments received Summary of comments not accepted and reasons URL (If applicable) 19 Newspaper Ad Non-targeted/broad community Notice of the 30-day public review and comment period for the draft 2023-2024 Action Plan. The public notice invited interested residents to review the draft documents. Residents were also invited to a public hearing to provide oral comments before the Rancho Cucamonga City Council on April 19, 2023. No comments were received. No comments were received. Not applicable. 20 Public Hearing Minorities Non-English Speaking - Specify other language: Any other language Persons with disabilities Non-targeted/broad community Residents of Public and Assisted Housing Public hearing before the Rancho Cucamonga City Council on April 19, 2023, at 7:00 p.m. to receive comments on the draft 2023-2024 Annual Action Plan prior to adoption and submission to HUD. No comments were received. No comments were received. Not applicable Table 5 – Citizen Participation Outreach    Page 367 City of Rancho Cucamonga - 30 - 2023 Annual Action Plan Expected Resources AP-15 Expected Resources – 91.220(c)(1,2) Introduction The projects and activities included in the 2023-2024 Action Plan are based on resources that are reasonably anticipated to be available to the City from federal, state, local and private sources from July 1, 2023, through June 30, 2024. The actual resources available to support activities during the implementation of the remainder of the 2020-2024 Consolidated Plan may vary significantly due to factors outside of the City's control. For example, HUD formula grant allocations are subject to change each year based on several factors such as the amount of the national appropriation, changes in ACS population data applied to the CPD grant formulas, statutory changes to the CPD grant formulas, the addition or removal of entitlements receiving a particular CPD grant and the availability of reallocated funds. Additionally, state, local and private resources will vary significantly depending on the economic conditions. For the 2023-2024 Program Year, the City has been informed by HUD that it will receive $1,034,584 in CDBG funds. In addition, the City will be reallocating $59,009 in prior year uncommitted CDBG funds during the 2023-2024 program year. Anticipated Resources Program Source of Funds Uses of Funds Expected Amount Available Year 4 Expected Amount Available Remainder of ConPlan $ Narrative Description Annual Allocation: $ Program Income: $ Prior Year Resources : $ Total: $ CDBG public - federal Acquisition Admin and Planning Economic Development Housing Public Improvements Public Services $1,034,584 $0 $59,009 $1,093,593 $1,034,584 The expected amount available for the remainder of the Consolidated Plan period assumes level funding in future years. Table 6 - Expected Resources – Priority Table    Page 368 City of Rancho Cucamonga - 31 - 2023 Annual Action Plan Explain how federal funds will leverage those additional resources (private, state and local funds), including a description of how matching requirements will be satisfied As a City with substantial housing and community development needs, Rancho Cucamonga needs to leverage its CDBG entitlement grants with a variety of funding resources in order to maximize the effectiveness of available funds. The City's former Redevelopment Agency was the City's primary non-federal source of leveraged funds. With the elimination of the City's Redevelopment Agency, the City's ability to leverage federal funds has been substantially reduced. Since the initial planning and programming of these resources, the Planning Department has worked closely with other City departments as well as County, State, and Federal partners to identify other available resources authorized through the CARES Act, the Small Business Administration (SBA), and Federal Emergency Management Agency (FEMA) that may be leveraged to maximize the impact of the CDBG. Federal Resources • Continuum of Care (CoC) Program • HUD Veterans Affairs supportive Housing (HUD-VASH) • Supportive Housing for the Elderly (Section 202) • Supportive Housing for Persons with Disabilities (Section 811) • Housing Opportunities for Persons with AIDS (HOPWA) • Youthbuild • Federal Low-Income Housing Tax Credit Program • Department of Transportation Grants • Department of Energy Grants • Federal Highway Administration • Emergency Solutions Grant • HOME Investment Partnerships • CARES Act • Project Homekey State Resources • State Low-Income Housing Tax Credit Program • Building Equity and Growth in Neighborhoods Program (BEGIN) • CalHome Program • Multifamily Housing Program (MHP) • Housing Related Parks Grant • CalHFA Single and Multi-Family Program • Mental Health Service Act (MHSA) Funding • Prop 47 – Board of State & Community Corrections • Justice Assistance Grant (JAG) Program    Page 369 City of Rancho Cucamonga - 32 - 2023 Annual Action Plan • Homeless Emergency Aid Program (HEAP) • Project Roomkey Local Resources • San Bernardino County Homeless Partnership (SBCHP) • Housing Authority of the County of San Bernardino (HACSB) • Southern California Home Financing Authority (SCHFA) Funding • San Bernardino County Continuum of Care Program • General Fund Private Resources • Federal Home Loan Bank Affordable Housing Program (AHP) • Community Reinvestment Act Programs • United Way Funding • Private Contributions HOME Matching Requirements The City does not receive HOME or ESG funds as part of its entitlement allocation. The amount of matching, is therefore, not applicable for the 2023-2024 Action Plan. If appropriate, describe publicly owned land or property located within the jurisdiction that may be used to address the needs identified in the plan In December 2011, the California Supreme Court upheld Assembly Bill 1X 26, which barred Redevelopment Agencies from engaging in new business and provided for their windup and dissolution. The elimination of the Redevelopment Agencies has resulted in the loss of a crucial resource for the development and preservation of affordable housing. This was the most significant public policy change impacting affordable housing and residential investment. While there are mechanisms whereby certain affordable housing assets are tied to the former Redevelopment Agencies (Successor Agencies) that may be utilized today, these resources are finite and scarce. As of the execution of this document, there are currently no publicly owned land or property located within the jurisdiction that may be used to address the needs identified in the plan. As such, any land or property necessary to address the needs in the Consolidated Plan would need to be acquired using HUD grant funds or other resources. Discussion During July 2023 through June 2024, the City will rely on other public and private funding, including but not limited to:    Page 370 City of Rancho Cucamonga - 33 - 2023 Annual Action Plan • Low-Income Housing Tax Credits • Project-based Section 8 certificates • Project financing at favorable interest rates from local lenders • Private market real estate investments • Market rate housing that subsidizes affordable units on the same development site to enhance the availability, affordability and sustainability of affordable housing. Along with leveraged dollars, the City expects to spend approximately $1,093,593 of CDBG funds during the 2023-2024 program year on public service, housing preservation and public facility and infrastructure improvement activities that promote a suitable living environment and decent housing.    Page 371 City of Rancho Cucamonga - 34 - 2023 Annual Action Plan Annual Goals and Objectives AP-20 Annual Goals and Objectives Goals Summary Information Sort Order Goal Name Start Year End Year Category Geographic Area Needs Addressed Funding Goal Outcome Indicator 1 Fair Housing Services (subject to 20% Admin Cap) 2023 2024 Affordable Housing Citywide Ensure Equal Access to Housing Opportunities $20,000 Other: 25 Persons Assisted 2 Public Services 2023 2024 Non-Housing Community Development Citywide/ CDBG Eligible Areas Provide Public Services for Low- and Moderate-Income Residents $155,187 Public Service Activities other than Low/Mod Income Housing Benefit: 1,855 Persons Assisted Homeless Person Overnight Shelter: 85 Persons Assisted Homelessness Prevention: 36 Persons Assisted 3 Affordable Housing Preservation 2023 2024 Affordable Housing Citywide Preserve the Supply of Affordable Housing $400,000 Homeowner Housing Rehabilitated: 15 Household Housing Units 4 Public Facilities and Infrastructure Improvements 2023 2024 Non-Housing Community Development Citywide/CDBG Eligible Areas Improve Public Facilities and Infrastructure Address Material Barriers to Accessibility $331,490 Public Facility or Infrastructure Activity other than Low/Mod Income Housing Benefit: 2,000 Persons Assisted 5 Program Planning and Administration 2023 2024 Other Citywide All $186,916 Other: 1 Table 7 – Goals Summary    Page 372 City of Rancho Cucamonga - 35 - 2023 Annual Action Plan Goal Descriptions 1 Goal Name Fair Housing Services Goal Description Affirmatively further fair housing choice through the provision of fair housing education, counseling, anti-discrimination and landlord-tenant mediation services. 2 Goal Name Public Services Goal Description Provide public services for low- and moderate-income residents including, but not limited to, those concerned with health, fitness, nutrition, education, transportation and recreation for children, youth and families living in Rancho Cucamonga. Additionally, services for special needs populations such as senior services, support for those experiencing homelessness or at risk of becoming homeless, as well as victims of domestic violence. 3 Goal Name Affordable Housing Preservation Goal Description Preserve the quality of existing affordable housing stock occupied by low- and moderate-income households through housing rehabilitation activities. 4 Goal Name Public Facilities and Infrastructure Improvements Goal Description Improve City of Rancho Cucamonga public facilities and infrastructure to benefit low- and moderate-income people or those presumed under HUD regulations to be low- and moderate-income such as elderly people and disabled adults as well as residents of low- and moderate-income housing. This strategy includes the improvement of sidewalks and wheelchair ramps to address materials barriers to accessibility. 5 Goal Name Program Planning and Administration Goal Description CDBG program planning and administration. Estimate the number of extremely low-income, low-income, and moderate-income families to whom the jurisdiction will provide affordable housing as defined by HOME 91.215(b): The City’s Home Improvement Program will provide for the rehabilitation of 15 existing units owned by extremely low-income (2), low-income (7) and moderate-income (6) families.    Page 373 City of Rancho Cucamonga - 36 - 2023 Annual Action Plan AP-35 Projects – 91.220(d) Introduction To address the high priority needs identified in the Strategic Plan to the 2020-2024 Consolidated Plan, the City will invest CDBG funds in projects that provide fair housing services, provide public services to low- and moderate-income residents, preserve affordable housing and improve the City's public facilities and infrastructure. Together, these projects will address the housing, community and economic development needs of Rancho Cucamonga residents-particularly those residents residing in the low- and moderate- income areas. Projects # Project Name 1 Fair Housing Services 2 Public Services 3 Affordable Housing Preservation 4 Public Facilities and Infrastructure Improvements 5 CDBG Administration Table 8 - Project Information Describe the reasons for allocation priorities and any obstacles to addressing underserved needs Based on the Strategic Plan, the City is allocating 100 percent of its CDBG funds (excluding CDBG administration) for program year 2023-2024 projects and activities that benefit low- and moderate-income people. Due to the nature of the projects and activities to be undertaken, investments in projects concerning public services may be limited to the CDBG low- and moderate-income areas while other projects and activities benefit low- and moderate-income limited clientele and are available citywide. The primary obstacles to meeting the underserved needs of low- and moderate-income people include lack of funding from federal, state and other local sources, the high cost of housing that is not affordable to low- income people and the lack of availability of home improvement financing in the private lending industry. To address these obstacles, the City is investing CDBG funds through the 2023-2024 Action Plan in projects that provide loans to low- and moderate-income homeowners for home improvements, provide public services to low- and moderate-income residents, and improve public facilities and infrastructure.    Page 374 City of Rancho Cucamonga - 37 - 2023 Annual Action Plan AP-38 Project Summary Project Summary Information 1 Project Name Fair Housing Services Target Area Citywide Goals Supported Fair Housing Services Needs Addressed Ensure equal access to housing opportunities Funding CDBG: $20,000 Description Affirmatively further fair housing choice through the provision of fair housing education, counseling, anti-discrimination, and landlord-tenant mediation services. Target Date 6/30/2024 Estimate the number and type of families that will benefit from the proposed activities 25 persons assisted Location Description Citywide Planned Activities Inland Fair Housing and Mediation Board: Fair Housing Services (25 persons assisted) - $20,000    Page 375 City of Rancho Cucamonga - 38 - 2023 Annual Action Plan 2 Project Name Public Services Target Area Citywide/CDBG Eligible Areas Goals Supported Public Services Needs Addressed Provide public services for low- and moderate-income residents Funding CDBG: $155,187 Description Provide public services for low- and moderate-income residents including senior citizens, families and youth including but not limited to those concerned with food, essential services, transportation, health and domestic violence services. Target Date 6/30/2024 Estimate the number and type of families that will benefit from the proposed activities 1,976 persons assisted Location Description Citywide/ Planned Activities Foothill Family Shelter: Housing and Food Security Program (85 persons assisted) - $15,000 Inland Valley Hope Partners: Food Security/Family Stabilization Program (275 persons assisted) - $15,000 Impact Southern California: Homeless Prevention/Rapid Rehousing Program (36 persons assisted) - $22,687 Northtown Housing Development Corporation: Senior Food Bank Meal/Activities Program (225 persons assisted) - $17,000 Northtown Housing Development Corporation: Kids Meal/Activities Program (50 persons assisted) - $20,000 CMO: Bringing Healthy Homes (80 persons assisted) - $17,000 CMO: Cocinando con Amigos Saludables y Alegres (CASA) or the Cooking with Healthy and Happy Friends Program (75 persons assisted) - $12,000 CSD: Senior Wellness Scholarship Program (150 persons assisted) - $21,500 PW: Graffiti Removal Program (1,000 persons assisted) – $15,000    Page 376 City of Rancho Cucamonga - 39 - 2023 Annual Action Plan 3 Project Name Affordable Housing Preservation Target Area Citywide Goals Supported Affordable Housing Preservation Needs Addressed Preserve the supply of affordable housing Funding CDBG: $400,000 Description The City has an existing Housing Rehabilitation Program geared towards the preservation of the quality of existing affordable housing stock occupied by low- and moderate-income households. Target Date 6/30/2024 Estimate the number and type of families that will benefit from the proposed activities 15 household housing units Location Description Citywide Planned Activities Home Improvement Program (15 household housing units) - $400,000    Page 377 City of Rancho Cucamonga - 40 - 2023 Annual Action Plan 4 Project Name Public Facilities and Infrastructure Improvements Target Area Citywide/CDBG Eligible Areas Goals Supported Public Facilities and Infrastructure Improvements Needs Addressed Improve public facilities and infrastructure; Address material barriers to accessibility. Funding CDBG: $331,490 Description Improve City of Rancho Cucamonga public facilities and infrastructure to benefit low- and moderate-income people or those presumed under HUD regulations to be low- and moderate-income such as elderly people and disabled adults as well as residents of low- and moderate-income housing. This strategy includes the improvement of sidewalks and wheelchair ramps to address materials barriers to accessibility. Target Date 6/30/2024 Estimate the number and type of families that will benefit from the proposed activities 2,000 persons assisted Location Description Citywide/CDBG Eligible Areas Planned Activities PW: Sidewalk Grinding and Wheelchair Ramps Project (1,000 persons assisted) - $45,700 PW: Concrete Rehabilitation Project (1,000 persons assisted) - $285,790    Page 378 City of Rancho Cucamonga - 41 - 2023 Annual Action Plan 5 Project Name Program Planning and Administration Target Area Citywide Goals Supported All Needs Addressed All Funding CDBG: $186,916 Description Overall administration of the CDBG program which includes preparation and submission of the Annual Action Plan and the CAPER, IDIS data entry, provision of technical assistance, monitoring of all projects, and overall fiscal management. Target Date 6/30/2024 Estimate the number and type of families that will benefit from the proposed activities Other - 1 Location Description Citywide Planned Activities City of Rancho Cucamonga: CDBG Program Administration - $186,916 (Other-1)    Page 379 City of Rancho Cucamonga - 42 - 2023 Annual Action Plan AP-50 Geographic Distribution – 91.220(f) Description of the geographic areas of the entitlement (including areas of low-income and minority concentration) where assistance will be directed During the 2023-2024 program year, assistance will be primarily directed to activities that serve low- and moderate-income residents citywide. During the program year, three (3) public service activities in the Action Plan rely on the established low- and moderate-income area. Those are the CDBG-eligible portions of the Graffiti Removal Program, the Bringing Healthy Homes Program as well as the CASA or Cooking with Healthy and Happy Friends activities. The low- and moderate-income census tract/block groups are shown on the map included in Figure 26 of Section SP-10 of the Consolidated Plan and Appendix B of this Action Plan. According to data from the 2011- 2015 American Community Survey (ACS) provided in HUD's eCon Planning Suite, the City is considered an "exception grantee" with an exception percentage of 37.13. This percentage represents the minimum percentage of low- and moderate-income persons that must reside in the service area of an area benefit activity for the activity to be assisted with CDBG funds. Geographic Distribution Target Area Percentage of Funds Citywide 96% CDBG Eligible Areas 4% Table 9 - Geographic Distribution Rationale for the priorities for allocating investments geographically For the 2023-2024 program year, the City will invest $1,093,593 of CDBG funds that will benefit low- and moderate-income people throughout the City. Of this amount, $44,000, or 4 percent, of all resources will be invested in public service activities that exclusively benefit residents of the L/M Income Census Tract/Block Groups. Due to the nature of the projects and activities to be undertaken, investments in projects and activities such as CASA, Graffiti Removal and the Bringing Healthy Homes Program are generally limited to the eligible low- and moderate-income areas, while other projects and activities that benefit low- and moderate-income limited clientele are available citywide. Discussion The City is allocating 100 percent of its non-administrative CDBG funds for program year 2023-2024 to projects and activities that benefit low- and moderate-income people throughout the City of Rancho Cucamonga.    Page 380 City of Rancho Cucamonga - 43 - 2023 Annual Action Plan Affordable Housing AP-75 Barriers to Affordable Housing Introduction A barrier to affordable housing is a public policy or nongovernmental condition that constrains the development or rehabilitation of affordable housing, such as land use controls, property taxes, state prevailing wage requirements, environmental protection, cost of land and availability of monetary resources. Barriers to affordable housing are distinguished from impediments to fair housing choice in the sense that barriers are lawful and impediments to fair housing choice are usually unlawful. Based on information gathered during community meetings, the Consolidated Plan Survey, the 2021-2029 Housing Element and market analysis, the primary barriers to affordable housing in Rancho Cucamonga are housing affordability and the lack of monetary resources necessary to develop and sustain affordable housing. The two barriers are related in the sense that demand for affordable housing exceeds the supply and insufficient resources are available to increase the supply of affordable housing to meet demand. Actions it planned to remove or ameliorate the negative effects of public policies that serve as barriers to affordable housing such as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges, growth limitations, and policies affecting the return on residential investment In the development of the 2021-2029 Housing Element, the City evaluated significant public policies affecting affordable housing development such as land use controls, tax policies affecting land, zoning ordinances, building codes, fees and charges and growth limitations. Based on this evaluation, the City determined that it has taken all necessary steps to ameliorate the negative effects of public policies that may have been a barrier to affordable housing. Moreover, the City is actively engaged with affordable housing developers concerning the siting of affordable housing and ensuring that the entitlement process runs smoothly from inception to completion. Action plans identified in the City’s 2021-2029 Housing Element include but are not limited to: • Continue to promote the conservation of mobile home parks through implementation of the Mobile Home Accord (Program HE-7) that serves as a rent stabilization agreement between the City and mobile home park owners, implementation of the Mobile Home Rental Assistance (Program HE-8) that provides a monthly rental subsidy to low-income mobile home households, and through the enforcement of Title 24 as it applies to mobile homes to ensure mobile homes meet applicable building code requirements. • Develop a procedure to monitor the development of vacant and nonvacant sites in the sites inventory and ensure that adequate sites are available to meet the remaining Regional Housing Needs Allocation (RHNA) by income category throughout the 6th cycle planning period. • Explore, in 2023, a system that establishes target densities by land use district and an in-lieu fee system that requires developers to pay a fee if the proposed projects fall below the targeted densities. • Develop incentives and tools to facilitate ADU construction that may include:    Page 381 City of Rancho Cucamonga - 44 - 2023 Annual Action Plan o Fee waivers or reductions beyond State requirement; o Pre-approved site/floor plans; o Website information on resources and technical assistance; and o Guidance handbook for property owners looking to construct an ADU. • Provide fee underwriting, fee deferral, public improvements, and/or permit fast-tracking for housing affordable to lower income households, prioritizing projects that include units affordable to extremely low-income households. • Continue to evaluate and improve the permit processing procedures to facilitate residential development. • Continue to study the feasibility of an inclusionary housing ordinance in 2023-2024. • Update the Development Code by the end of 2022 to address the provision of special needs housing specifically for Low Barrier Navigation Centers (AB 101), Emergency and Transitional Housing (AB 139), Supportive Housing (AB 2162), Large Residential Care Facilities, and Definition of Family. • Update the Development Code by the end of 2022 to incorporate the new density bonus provisions which will allow for approval of development incentives such as reduction in certain development standards such as reduced setbacks, reduced public/private open space, increased maximum lot coverage and increased building height. Key improvements and bonuses included to help increase the development of affordable housing include but are not limited to: • Accessory dwelling units (ADUs) can provide an importance source of affordable housing for persons and families of low and moderate income. An ADU is defined as “an attached or detached residential dwelling unit which provides complete independent living facilities for one or more persons. It shall include permanent provisions for living, sleeping, eating, cooking and sanitation on the same parcel as a single-family or multi-family dwelling is situated”. The City adopted an updated accessory dwelling unit (ADU) ordinance in 2020 which complies with State requirements. Per the ordinance, ADUs are permitted by-right in any zone in which residential development in permitted and on any parcel with an existing or proposed single or multi-family residence. • A Housing Program has been added to update Development Code Chapter 17.46 to comply with the new State provisions related to affordable housing density bonuses. The City's Affordable Housing Incentives/Density Bonus Provisions assist in the development of affordable housing opportunities in accordance with Government Code § 65915-65918. These provisions allow a density bonus and other regulatory concessions to provide incentives for "the production of housing for very low income, lower income, moderate income, and senior households" to "facilitate the development of affordable housing" within the City. The provisions function by allowing a reduction in development standards in exchange for the development of affordable housing units. Regulatory concessions act as incentives, which can include reduced building setbacks, reduced open space, increased lot coverage, increased maximum building height, reduced on-site parking standards, reduced minimum building separation requirements, or other site or construction conditions applicable to residential development.    Page 382 City of Rancho Cucamonga - 45 - 2023 Annual Action Plan • To increase transparency and certainty in the development application process as required by law, the City has a variety of tools available for developers. The City’s Community Development home page provides links to an online permit center, development fees, the development code, and other development information at https://www.cityofrc.us/community-development. The following are the City’s goals to reduce government constraints and increase the efficiency in processing for improving and developing housing as defined in the 2021-2029 Housing Element: • Development Review Process - Consider new polices, codes, and procedures that have the potential to reduce procedural delays, provide information early in the development process regarding development costs, and charge only those fees necessary to adequately carry out needed public services and improvements. • Fee Schedule - Periodically review and update the City's fee schedule and the methodology on which the fees are based to determine the necessary costs for providing adequate public services and public improvements to ensure the continued health, safety, and welfare of the community. • Development Review Process - Facilitate the development review process for new housing through multiple techniques, including staff assistance, public information, articles in the City's newsletter, informal meetings with applicants, and Preliminary Review applications to address technical issues and facilitate the production of quality housing. • Development Standards - Evaluate and adjust as appropriate residential development standards, regulations, and processing procedures that are determined to constrain housing development, particularly housing opportunities for lower and moderate-income households and for persons with special needs. Discussion To address housing affordability and the lack of monetary resources for affordable housing, the City will continue to leverage its CDBG funds to attract private and other available public resources to incentivize the development of new affordable housing units and the preservation of existing affordable housing.    Page 383 City of Rancho Cucamonga - 46 - 2023 Annual Action Plan AP-85 Other Actions – 91.220(k) Introduction In the implementation of the 2023-2024 Annual Action Plan, the City will invest CDBG resources to address obstacles to meeting underserved needs, foster and maintain affordable housing, reduce lead-based paint hazards, reduce the number of poverty-level families, develop institutional structure, and enhance coordination between public and private housing and social service agencies. Actions planned to address obstacles to meeting underserved needs The primary obstacles to meeting the underserved needs of low- and moderate-income people include lack of funding from federal, state and other local sources, and the high cost of housing that is not affordable to low-income people. To address these obstacles, the City is investing CDBG funds through the 2023-2024 Action Plan in projects that provide assistance to low- and moderate-income residents. To address underserved needs, the City is allocating 100 percent of its non-administrative CDBG investments for program year 2023-2024 to projects and activities that benefit low- and moderate-income people or people presumed under HUD regulations to be low- and moderate-income. Actions planned to foster and maintain affordable housing In the implementation of the 2023-2024 Annual Action Plan, the City will invest CDBG funds to preserve and maintain affordable housing through the City's Home Improvement Program that will provide financial assistance to low- and moderate-income owners of single-family housing. Actions planned to reduce lead-based paint hazards The Residential Lead Based Paint Hazard Reduction Act of 1992 (Title X) emphasizes prevention of childhood lead poisoning through housing-based approaches. To reduce lead-based paint hazards, the City’s Home Improvement Program will conduct lead-based paint testing and risk assessments for each property assisted that was built prior to January 1, 1978 and will incorporate safe work practices or abatement into the scope of work as required to reduce lead-based paint hazards in accordance with 24 CFR Part 35. Actions planned to reduce the number of poverty-level families The implementation of CDBG activities meeting the goals established in the 2020-2024 Consolidated Plan- Strategic Plan and this Annual Action Plan will help to reduce the number of poverty-level families by: • Supporting activities that preserve the supply of decent housing that is affordable to low- and moderate-income households • Supporting a continuum of housing and public service programs to prevent and eliminate homelessness • Supporting public services for low- and moderate-income residents    Page 384 City of Rancho Cucamonga - 47 - 2023 Annual Action Plan In addition to these local efforts, mainstream state and federal resources also contribute to reducing the number of individuals and families in poverty. Federal programs such as the Earned Income Tax Credit and Head Start provide a pathway out of poverty for families who are ready to pursue employment and educational opportunities. Additionally, in California, the primary programs that assist families in poverty are CalWORKs, CalFresh (formerly food stamps) and Medi-Cal. Together, these programs provide individuals and families with employment assistance, subsidy for food, medical care, childcare and cash payments to meet basic needs such as housing, nutrition and transportation. Other services are available to assist persons suffering from substance abuse, domestic violence and mental illness. Actions planned to develop institutional structure The institutional delivery system in Rancho Cucamonga is high-functioning and collaborative—particularly the relationship between local government and the non-profit sector comprised of a network of capable non- profit organizations that are delivering a full range of services to residents. Strong City departments anchor the administration of HUD grant programs and the housing, community and economic development activities that are implemented by the City support and enhance this existing institutional structure. The City will collaborate with affordable housing developers and non-profit agencies receiving CDBG funds through the 2023-2024 Annual Action Plan to ensure that the needs of low- and moderate-income residents are met as envisioned within the 2020-2024 Consolidated Plan - Strategic Plan. Actions planned to enhance coordination between public and private housing and social service agencies To enhance coordination between public and private housing and social service agencies, the City will continue consulting with and inviting the participation of a wide variety of agencies and organizations involved in the delivery of housing and supportive services to low- and moderate-income residents in Rancho Cucamonga. With improvements in technology, the City will expand its outreach efforts to enhance coordination with public and private housing and social service agencies through social media platforms such Facebook, Twitter, Instagram, etc. Discussion In the implementation of the 2023-2024 Annual Action Plan, the City will invest CDBG resources to address obstacles to meeting underserved needs, foster and maintain affordable housing, reduce lead-based paint hazards, reduce the number of poverty-level families, develop institutional structure and enhance coordination between public and private social service agencies.    Page 385 City of Rancho Cucamonga - 48 - 2023 Annual Action Plan Program Specific Requirements AP-90 Program Specific Requirements – 91.220(l)(1,2,4) Introduction In the implementation of programs and activities under the 2023-2024 Annual Action Plan, the City will follow all HUD regulations concerning the use of program income, forms of investment, overall low- and moderate- income benefit for the CDBG program. Community Development Block Grant Program (CDBG) Reference 24 CFR 91.220(l)(1) Projects planned with all CDBG funds expected to be available during the year are identified in the Projects Table. The following identifies program income that is available for use that is included in projects to be carried out. 1. The total amount of program income that will have been received before the start of the next program year and that has not yet been reprogrammed $0 2. The amount of proceeds from section 108 loan guarantees that will be used during the year to address the priority needs and specific objectives identified in the grantee's strategic plan. $0 3. The amount of surplus funds from urban renewal settlements $0 4. The amount of any grant funds returned to the line of credit for which the planned use has not been included in a prior statement or plan $0 5. The amount of income from float-funded activities $0 Total Program Income: $0 Other CDBG Requirements 1. The amount of urgent need activities $0 2. The estimated percentage of CDBG funds that will be used for activities that benefit persons of low and moderate income. Overall Benefit - A consecutive period of one, two or three years may be used to determine that a minimum overall benefit of 70% of CDBG funds is used to benefit persons of low and moderate income. Specify the years covered that include this Annual Action Plan. The City will meet this requirement over the 2023-2024, 2024-2025 and 2025-2026 CDBG program years. 70%    Page 386 APPENDIX A Citizen Participation    Page 387 AP Public Notice ENG _SP - Page 2 of 3 Expected print dimensions of advertisement:Newspaper page size: Width: 9.89 in., Height: 20.00 in. Width: 4.92 in., Height: 13.7 in.Publisher may wrap or break notice between pages.    Page 388 AP Public Notice ENG _SP - Page 3 of 3 Expected print dimensions of advertisement:Newspaper page size: Width: 9.89 in., Height: 20.00 in. Width: 4.92 in., Height: 13.7 in.Publisher may wrap or break notice between pages.    Page 389 Summary of Comments Received The City received the following comments as part of the 2023-2024 Annual Action Plan process. This includes, but is not limited to, comments received during the 30-day public review period and the Public Hearing held on April 19, 2023: • Comments will be entered prior to the City’s submission to HUD.    Page 390 APPENDIX B Grantee Unique Appendices    Page 391 LEGEND: CITY BOUNDARY LOW AND MODERATE INCOME BLOCK GROUPS CENSUS TRACK BLOCK GROUP CDBG - LOW AND MODERATE INCOME AREA MAP 0 mile 1 mile 0.5 mile NORTH City of Rancho Cucamonga ACS_Data - Lowmod * Rancho Cucamonga is an Exception Community. FY 2019 Exception Percentage = 37.13 % 15 B.G. 1 B.G. 1 B.G. 2 B.G. 2 B.G. 2 B.G. 2 B.G. 2 B.G. 2 B.G. 2B.G. 3 B.G. 4 B.G. 2 B.G. 2 B.G. 1 B.G. 1 B.G. 1 B.G. 1 B.G. 1 B.G. 2 B.G. 1 B.G. 1 B.G. 2 B.G. 2 B.G. 3B.G. 1B.G. 3B.G. 2 B.G. 2 B.G. 1 B.G. 2 B.G. 3B.G. 2 B.G. 2 B.G. 1 B.G. 1 B.G. 1 B.G. 1 B.G. 2 B.G. 2 B.G. 2 B.G. 3 B.G. 3 B.G. 1 B.G. 1 B.G. 1 B.G. 1 B.G. 2 B.G. 3 B.G. 1 B.G. 1 B.G. 1 B.G. 1 B.G. 1 B.G. 1 B.G. 1B.G. 2 B.G. 2 B.G. 1 B.G. 2 B.G. 2 B.G. 1 B.G. 1 B.G. 3 B.G. 2 B.G. 1 B.G. 1 092.02 024.14 020.13 020.15 020.16 021.01 021.07 013.11 021.10 022.07021.05 021.03 020.27 020.28 020.23 020.25 020.29 020.35 020.36 020.31 020.33 020.34 008.12 020.18 020.19 020.11 020.17 020.21 020.21 020.22 023.04 023.37 T R A C T B L K G R P L O W M O D P C T 0 0 0 8 1 2 1 1 3 .8 % 0 0 0 8 1 2 2 2 4 .6 % 0 0 0 8 1 2 3 1 4 .2 % 0 0 1 3 1 1 1 2 0 .3 % 0 0 2 0 1 1 1 1 2 .8 % 0 0 2 0 1 1 2 1 2 .2 % 0 0 2 0 1 3 1 2 3 .7 % 0 0 2 0 1 3 2 1 2 .7 % 0 0 2 0 1 4 1 9 .8 % 0 0 2 0 1 4 2 2 3 .2 % 0 0 2 0 1 5 1 3 1 .4 % 0 0 2 0 1 5 2 1 3 .1 % 0 0 2 0 1 6 1 3 6 .6 % 0 0 2 0 1 6 2 1 9 .7 % 0 0 2 0 1 7 1 8 .4 % 0 0 2 0 1 7 2 9 .0 % 0 0 2 0 1 8 1 9 .8 % 0 0 2 0 1 8 2 2 9 .7 % 0 0 2 0 1 9 1 8 .4 % 0 0 2 0 1 9 2 2 8 .6 % 0 0 2 0 2 1 1 0 .0 % 0 0 2 0 2 1 2 1 .1 % 0 0 2 0 2 1 3 0 .6 % 0 0 2 0 2 2 1 1 1 .3 % 0 0 2 0 2 2 2 9 .6 % 0 0 2 0 2 3 1 5 1 .1 % 0 0 2 0 2 3 2 2 7 .4 % 0 0 2 0 2 5 1 3 4 .7 % 0 0 2 0 2 5 2 1 9 .8 % 0 0 2 0 2 7 1 2 5 .5 % 0 0 2 0 2 7 2 4 7 .4 % 0 0 2 0 2 7 3 3 4 .0 % 0 0 2 0 2 8 1 3 3 .3 % 0 0 2 0 2 8 2 2 6 .9 % 0 0 2 0 2 9 1 1 6 .1 % 0 0 2 0 2 9 2 1 1 .0 % 0 0 2 0 2 9 3 1 4 .6 % 0 0 2 0 2 9 4 1 0 .6 % 0 0 2 0 3 1 1 4 .1 % 0 0 2 0 3 1 2 2 .6 % 0 0 2 0 3 1 3 1 2 .9 % 0 0 2 0 3 3 1 1 3 .8 % 0 0 2 0 3 3 2 1 8 .9 % 0 0 2 0 3 4 1 2 7 .5 % 0 0 2 0 3 4 2 1 4 .7 % 0 0 2 0 3 5 1 1 1 .3 % 0 0 2 0 3 5 2 1 1 .1 % 0 0 2 0 3 6 1 2 4 .8 % 0 0 2 0 3 6 2 3 1 .1 % 0 0 2 1 0 1 1 4 6 .6 % 0 0 2 1 0 1 2 3 9 .5 % 0 0 2 1 0 3 1 7 4 .1 % 0 0 2 1 0 3 2 4 0 .4 % 0 0 2 1 0 5 1 3 8 .3 % 0 0 2 1 0 5 2 5 0 .6 % 0 0 2 1 0 5 3 1 8 .3 % 0 0 2 1 0 7 1 5 8 .3 % 0 0 2 1 0 7 2 5 7 .9 % 0 0 2 1 0 7 3 5 3 .5 % 0 0 2 1 1 0 1 3 7 .5 % 0 0 2 2 0 7 1 4 3 .6 % 0 0 2 2 0 7 2 0 .0 % 0 0 2 3 0 4 2 1 2 .4 % 0 0 9 2 0 2 1 1 3 .2 % BLKGRP LOWMOD %TRACT    Page 392 APPENDIX C SF-424, SF-424D, & Certifications    Page 393 SF-424 & Certifications Upon approval of the City’s 2023-2024 Annual Action Plan, the City’s SF-424 & SF-424D Community Development Block Grant (CDBG) application, and program Certifications will be included in Appendix C prior to the City’s submission to HUD.    Page 394 Community Development Block Grant (CDBG) Program Draft 2023-2024 Annual Action Plan Public Hearing April 19, 2023 TOPICS •Background •Resources •Action Plan •Recommendation BACKGROUND CDBG BACKGROUND The Community Development Block Grant (CDBG)Program is administered by the U.S. Department of Housing and Urban Development (HUD). HUD provides the annual grant on a formula basis to cities like Rancho Cucamonga to carry out eligible housing,community and economic development activities. BACKGROUND 2020-2024 Consolidated Plan 2020-2021 Action Plan 2021-2022 Action Plan 2022-2023 Action Plan 2023-2024 Action Plan 2024-2025 Action Plan 2020-2024 Consolidated Plan Fair Housing Services Public Services Affordable Housing Preservation Public Facilities and Infrastructure Improvements RESOURCES CDBG RESOURCES CDBG Grant Budget $1,093,593 Fair Housing Services ($20,000) Public Services ($155,187) Affordable Housing Preservation ($400,000) Public Facilities and Infrastructure Improvements ($331,490) ACTION PLAN PROPOSED USES OF CDBG FUNDS ACTION PLAN OVERVIEW 20% Administration 15% Public Services65% Capital Improvements Administration Public Services Capital Improvements CDBG PUBLIC SERVICE NOFA NOFA & Outreach •Written public notice •Direct emails to non-profit organizations •Applicant technical assistance Applications Received •Received 18 applications •12 Public Service •2 Administration (includes Fair Housing, mandatory) •4 Capital Eligibility Review •City staff review •Reviewed based on eligibility, need, organizational capacity, funding amount requested and proposed accomplishments PROPOSED CDBG ACTIVITIES $206,916Administration •City of Rancho Cucamonga: CDBG Program Administration ($186,916) •Inland Fair Housing and Mediation Board: Fair Housing Services ($20,000) –30 people $155,187Public Services •City of Rancho Cucamonga: Bringing Health Home ($17,000) •City of Rancho Cucamonga: CASA ($12,000) •City of Rancho Cucamonga: Senior Wellness Program ($21,500) •City of Rancho Cucamonga: Graffiti Removal Program ($15,000) •Impact Southern California: Homeless Prevention/Rapid Rehousing Program ($22,687) •Foothill Family Shelter: Housing and Food Security Program ($15,000) •Inland Valley Hope Partners: Food Security/Family Stabilization ($15,000) •Northtown Housing Development Corporation: Senior Meal Program ($17,000) •Northtown Housing Development Corporation: Kids Meal Program ($20,000) $731,490Capital Improvements •City of Rancho Cucamonga: Housing Rehabilitation Program ($400,000) •City of Rancho Cucamonga: Sidewalk Grinding & Wheelchair Ramps ($45,700) •City of Rancho Cucamonga: Concrete Rehabilitation Project ($285,790) RECOMMENDATION NEXT STEPS RECOMMENDATION Conduct a public hearing to receive comments on the draft 2023-2024 Action Plan for the use of CDBG funds Approve the 2023-2024 Action Plan and authorize the submittal of the plan and any necessary documents to HUD Submit approved Action Plan to HUD before May 12,2023, deadline Authorize the appropriation of funds for the 2023-2024 CDBG Program DATE:April 19, 2023 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Matt Marquez, Director of Planning and Economic Development SUBJECT:Quarterly Development Update – First Quarter 2023. (CITY) RECOMMENDATION: Staff recommends that the City Council receive a presentation from staff on development-related activities for the first quarter of 2023 (January through March). BACKGROUND: The City Council recently received reports detailing the progress in implementing the City’s General Plan and Housing Element. Those reports are submitted to State agencies for annual review and serve as report cards for the community to verify that progress continues to be made toward meeting the goals outlined in each plan. While those reports include development-related information (permits issued, new housing units constructed, etc.), they are only developed and presented to the City Council once a year. Staff believes more frequent updates are necessary to better inform the community and will therefore be providing quarterly updates on development activity to the City Council. These will be known as Quarterly Development Updates (QDU). ANALYSIS: Staff envisions the content of QDUs to evolve over time, with the initial versions including summaries of both Building & Safety and Planning & Economic Development related activities. This includes, but may not be limited to, detailing entitlement approvals by use type, providing updates on key development projects, and reporting on building permit and plan check activity. For example, 868 new plan checks have been submitted to the City for review, and 1,379 building permits have been issued during the first quarter of 2023. Additionally, construction continues on projects such as the sixty-eight-room Sanctity Hotel and Alta Cuvee’s 260 apartment units. Furthermore, occupancy approvals were granted for several new businesses, including Shake Shack and Tecovas, and over 400 people have visited with Planning staff at the public counter. Staff's formal presentation to the City Council will provide additional details on development- related activities, and staff will continue to report this information to Council quarterly. FISCAL IMPACT: There is no fiscal impact associated with this item.    Page 395 Page 2 1 7 7 0 COUNCIL MISSION / VISION / VALUE(S) ADDRESSED: This item addresses the Council’s following core values: 1. Providing and nurturing a high quality of life for all 2. Relentless pursuit of improvement 3. Building and preserving a family-oriented atmosphere ATTACHMENTS: None.    Page 396 QUARTERLY DEVELOPMENT UPDATE 2023 -Quarter 1 1,379 Building Permits Issued 858 New Plan Check Submittals 154 New Units Finalized 18 New Construction Permits Finalized BUILDING & SAFETY SUMMARY BUILDING ACTIVITY –New Construction •Sanctity Hotel –68 room Boutique hotel •4th St -2 New concrete tilt-up buildings. One 800,000 sq ft. Building and a 1.4 million sq ft building. •13261 Arrow –33,057 sq ft Privately owned distribution warehouse •9325 Feron -New 15,700 sq ft concrete tilt-up located East of Hellman across from Public Works. •Tract #19917 (Wilshire and Copley Infill)-10 units ranging from 4,544 sq ft to 5,317 sq ft 4th Street Warehouse 13261 Arrow RteSanctity Hotel BUILDING ACTIVITY - Occupancy 1,683 sq ft Victoria Gardens 3,975 sq ft Victoria Gardens 33,469 sq ft Victoria Gardens 2,600 sq ft Victoria Gardens 1,429 sq ft 7210 Day Creek 8,508 sq ft 9292 Foothill BUILDING ACTIVITY -Residential •Homecoming at the Resort –Began phase B consisting of 435 units •The Core –193 units and a 7,748 sq ft Club House located on Foothill and East Ave. •Alta Cuvee Apartments –260 units with subterranean parking & 3,339 sf of commercial space 1 Dev. Code Amendment –Phase 2 2 Tentative Parcel Maps –4 Parcels Created 1 Tentative Tract Map –16 Parcels CreatedPLANNING SUMMARY 428 Counter Visits & 774 Phone Calls v v v v20 Plus Major Projects In The Pipeline THE END