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Home My WebLink About2020/03/18- Agenda PacketAMENDED AGENDA Amended on 3/13/2020; 3/15/2020; 3/16/2020; 03/18/2020: Item G10, I1, K1 Added FIRE PROTECTION DISTRICT BOARDHOUSING SUCCESSOR AGENCY SUCCESSOR AGENCY PUBLIC FINANCE AUTHORITY CITY COUNCIL Wednesday, March 18, 2020 10500 Civic Center Drive Rancho Cucamonga, CA 91730 REGULAR MEETINGS:1st and 3rd Wednesdays 7:00 P.M. ORDER OF BUSINESS: CLOSED SESSION TRICOMMUNITIES CONFERENCE ROOM 4:30 P.M. REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M. MEMBERS: MAYOR L. Dennis Michael CITY MANAGER John R. Gillison MAYOR PRO TEM Lynne B. Kennedy CITY ATTORNEY James L. Markman COUNCIL MEMBERS Ryan A. Hutchison Kristine D. Scott Sam Spagnolo CITY CLERK CITY TREASURER Janice C. Reynolds James C. Frost NEW COMMUNITY GUIDELINES FROM THE SAN BERNARDINO COUNTY DEPARTMENT OF PUBLIC HEALTH TO PROTECT THE PUBLIC FROM FURTHER SPREAD OF THE CORONAVIRUS (COVID19) PROHIBITS THE GATHERING OF ANY NUMBER OF PEOPLE STARTING MARCH 18 TO APRIL 6, 2020. RESIDENTS ARE ENCOURAGED TO WATCH THE CITY COUNCIL MEETINGS LIVE ON THE CITY'S WEBSITE AT https://www.cityofrc.us/yourgovernment/citycouncilagendas AS WELL AS REGULAR RCTV3 PROGRAMMING. IF YOU WISH TO MAKE EITHER A GENERAL PUBLIC COMMENT OR TO COMMENT ON A SPECIFIC AGENDA ITEM, REMOTE PUBLIC COMMENT IS AVAILABLE FOR THIS MEETING BY CALLING 9097742751 DURING THE MEETING. The City of Rancho Cucamonga thanks you in advance for taking all precautions to prevent spreading the COVID19 virus. Pursuant to Governor Newsom's Executive Order N2520, members of the City Council or staff may participate in this meeting via a teleconference. If you have any questions, please contact the City Clerk's Office at (909) 7742023. Page 1 AMENDED AGENDAAmended on 3/13/2020; 3/15/2020; 3/16/2020; 03/18/2020: Item G10, I1, K1 AddedFIRE PROTECTION DISTRICT BOARDHOUSING SUCCESSOR AGENCY SUCCESSOR AGENCY PUBLIC FINANCE AUTHORITY CITY COUNCILWednesday, March 18, 202010500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TRICOMMUNITIES CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.MEMBERS:MAYOR L. Dennis Michael CITY MANAGER John R. GillisonMAYOR PRO TEM Lynne B. Kennedy CITY ATTORNEY James L. MarkmanCOUNCIL MEMBERS Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY CLERKCITY TREASURER Janice C. ReynoldsJames C. FrostNEW COMMUNITY GUIDELINES FROM THE SAN BERNARDINO COUNTY DEPARTMENT OF PUBLIC HEALTH TO PROTECTTHE PUBLIC FROM FURTHER SPREAD OF THE CORONAVIRUS (COVID19) PROHIBITS THE GATHERING OF ANY NUMBEROF PEOPLE STARTING MARCH 18 TO APRIL 6, 2020.RESIDENTS ARE ENCOURAGED TO WATCH THE CITY COUNCIL MEETINGS LIVE ON THE CITY'S WEBSITE AThttps://www.cityofrc.us/yourgovernment/citycouncilagendas AS WELL AS REGULAR RCTV3 PROGRAMMING. IF YOUWISH TO MAKE EITHER A GENERAL PUBLIC COMMENT OR TO COMMENT ON A SPECIFIC AGENDA ITEM, REMOTE PUBLICCOMMENT IS AVAILABLE FOR THIS MEETING BY CALLING 9097742751 DURING THE MEETING.The City of Rancho Cucamonga thanks you in advance for taking all precautions to prevent spreading the COVID19virus. Pursuant to Governor Newsom's Executive Order N2520, members of the City Council or staff may participate in this meeting via a teleconference. If you have any questions, please contact the City Clerk's Office at (909) 7742023. TO ADDRESS THE FIRE BOARD, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY AND CITY COUNCIL The Fire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council encourage free expression of all points of view. To allow all persons to speak, given the length of the Agenda, please keep your remarks brief. If others have already expressed your position, you may simply indicate that you agree with a previous speaker. If appropriate, a spokesperson may present the views of your entire group. To encourage all views and promote courtesy to others, the audience should refrain from clapping, booing or shouts of approval or disagreement from the audience. The public may address the Fire Board, Housing Successor Agency, Successor Agency, Public FinanceAuthority and City Council by filling out a speaker card and submitting it to the City Clerk. The speaker cards are located on the wall at the back of the Chambers, at the front desk behind the staff table and at the City Clerk's desk. Any handouts for the Fire Board, Successor Agency, Public Finance Authority or City Council should be given to the City Clerk for distribution. During "Public Communications," your name will be called to speak on any item listed or not listed on the agenda in the order in which it was received. 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 onehour period may resume after the regular business portion of the agenda has been completed. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Chair, depending upon the number of individuals desiring to speak. If you are present to speak on an "Advertised Public Hearing" or on an "Administrative Hearing" Item(s), your name will be alled when that item is being discussed, in the order in which it was received. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Chair, depending upon the number of individuals desiring to speak. AGENDA BACKUP MATERIALS Staff reports and backup materials for agenda items are available for review at the City Clerk's counter, the City's Public Libraries and on the City's website. A complete copy of the agenda is also available at the desk located behind the staff table during the Council meeting. LIVE BROADCAST Fire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council meetings are broadcast live on Channel 3 for those with cable television access. Meetings are rebroadcast on the second and fourth Wednesdays of each month at 7:00 p.m. Streaming Video on Demand is available on the City's website at www.cityofrc.us/yourgovernment/citycouncilagendas. The Fire Board, Successor Agency, Public Finance Authority and City Council meet 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. Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority. Copies of the agendas and minutes can be found @ www.cityofrc.us 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. Please silence all cell phones and devices while the meeting is in session. Page 2 AMENDED AGENDAAmended on 3/13/2020; 3/15/2020; 3/16/2020; 03/18/2020: Item G10, I1, K1 AddedFIRE PROTECTION DISTRICT BOARDHOUSING SUCCESSOR AGENCY SUCCESSOR AGENCY PUBLIC FINANCE AUTHORITY CITY COUNCILWednesday, March 18, 202010500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TRICOMMUNITIES CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.MEMBERS:MAYOR L. Dennis Michael CITY MANAGER John R. GillisonMAYOR PRO TEM Lynne B. Kennedy CITY ATTORNEY James L. MarkmanCOUNCIL MEMBERS Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY CLERKCITY TREASURER Janice C. ReynoldsJames C. FrostNEW COMMUNITY GUIDELINES FROM THE SAN BERNARDINO COUNTY DEPARTMENT OF PUBLIC HEALTH TO PROTECTTHE PUBLIC FROM FURTHER SPREAD OF THE CORONAVIRUS (COVID19) PROHIBITS THE GATHERING OF ANY NUMBEROF PEOPLE STARTING MARCH 18 TO APRIL 6, 2020.RESIDENTS ARE ENCOURAGED TO WATCH THE CITY COUNCIL MEETINGS LIVE ON THE CITY'S WEBSITE AThttps://www.cityofrc.us/yourgovernment/citycouncilagendas AS WELL AS REGULAR RCTV3 PROGRAMMING. IF YOUWISH TO MAKE EITHER A GENERAL PUBLIC COMMENT OR TO COMMENT ON A SPECIFIC AGENDA ITEM, REMOTE PUBLICCOMMENT IS AVAILABLE FOR THIS MEETING BY CALLING 9097742751 DURING THE MEETING.The City of Rancho Cucamonga thanks you in advance for taking all precautions to prevent spreading the COVID19virus.Pursuant to Governor Newsom's Executive Order N2520, members of the City Council or staff may participate in thismeeting via a teleconference. If you have any questions, please contact the City Clerk's Office at (909) 7742023.TO ADDRESS THE FIRE BOARD, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY,PUBLIC FINANCE AUTHORITY AND CITY COUNCILThe Fire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council encourage free expression of allpoints of view. To allow all persons to speak, given the length of the Agenda, please keep your remarks brief. If others have already expressedyour position, you may simply indicate that you agree with a previous speaker. If appropriate, a spokesperson may present the views of yourentire group. To encourage all views and promote courtesy to others, the audience should refrain from clapping, booing or shouts of approvalor disagreement from the audience.The public may address the Fire Board, Housing Successor Agency, Successor Agency, Public FinanceAuthority and City Council by fillingout a speaker card and submitting it to the City Clerk. The speaker cards are located on the wall at the back of the Chambers, at the frontdesk behind the staff table and at the City Clerk's desk. Any handouts for the Fire Board, Successor Agency, Public Finance Authority orCity Council should be given to the City Clerk for distribution.During "Public Communications," your name will be called to speak on any item listed or not listed on the agenda in the order in which it wasreceived. 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, andno further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion ofthe agenda commences. Any other "Public Communications" which have not concluded during this onehour period may resume after theregular business portion of the agenda has been completed. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.If you are present to speak on an "Advertised Public Hearing" or on an "Administrative Hearing" Item(s), your name will be alled when thatitem is being discussed, in the order in which it was received. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.AGENDA BACKUP MATERIALSStaff reports and backup materials for agenda items are available for review at the City Clerk's counter, the City's Public Libraries and on theCity's website. A complete copy of the agenda is also available at the desk located behind the staff table during the Council meeting.LIVE BROADCASTFire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council meetings are broadcast live onChannel 3 for those with cable television access. Meetings are rebroadcast on the second and fourth Wednesdays of each month at 7:00p.m. Streaming Video on Demand is available on the City's website at www.cityofrc.us/yourgovernment/citycouncilagendas.The Fire Board, Successor Agency, Public Finance Authority and City Council meet regularly on the first and thirdWednesday of the month at 7:00 p.m. in the Council Chambers located at 10500 Civic Center Drive.Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, andPublic Finance Authority.Copies of the agendas and minutes can be found @ www.cityofrc.usIf you need special assistance or accommodations to participate in this meeting, please contact the City Clerk'soffice at (909) 4772700. Notification of 48 hours prior to the meeting will enable the City to make reasonablearrangements to ensure accessibility. Listening devices are available for the hearing impaired. Please silence all cell phones and devices while the meeting is in session. MARCH 18, 2020 FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY AND CITY COUNCIL AGENDA CLOSED SESSION 4:30 P.M. Roll Call:Mayor Michael Mayor Pro Tem Kennedy Council Members Hutchison, Scott, Spagnolo A.ANNOUNCEMENT OF CLOSED SESSION ITEM(S) B.PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S) C.CITY MANAGER ANNOUNCEMENTS D.CONDUCT OF CLOSED SESSION TriCommunities Conference Room D.1.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8810 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR’S PARCEL NUMBER 022913107; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES AND JOAN F. JONES, TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDED 2/3 INTERES AND BONNIE CATHRYN STRACK & WILLIAM R. RUSHING, AS SUCCESSOR TRUSTEE OF THE STRACK FAMILY TRUST, DATED MARCH 13, 2014, AS TO AN UNDIVIDED 1/3 INTEREST, OWNERS; REGARDING PRICE AND TERMS – CITY D.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED GENERALLY AT NORTH WEST CORNER OF CIVIC CENTER DRIVE AND HAVEN AVENUE ALSO KNOWN AS PARCEL NUMBERS 0208 331470000, AND 0208331400000 ; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE PONTELL, NATIONAL COMMUNITY RENAISSANCE.; REGARDING PRICE AND TERMS. CITY D.3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED AS PARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS.; REGARDING PRICE AND TERMS. CITY D.4.CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (D) OF SECTION 54956.9; NAME OF CASE: NATURAL RESOURCES DEFENSE COUNCIL INC. V. CITY OF RANCHO CUCAMONGA, SAN BERNARDINO COUNTY SUPERIOR COURT, CASE NO. CIV DS 1937969 D.5.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA CITY EMPLOYEES ASSOCIATION (RCCEA). – CITY Page 3 AMENDED AGENDAAmended on 3/13/2020; 3/15/2020; 3/16/2020; 03/18/2020: Item G10, I1, K1 AddedFIRE PROTECTION DISTRICT BOARDHOUSING SUCCESSOR AGENCY SUCCESSOR AGENCY PUBLIC FINANCE AUTHORITY CITY COUNCILWednesday, March 18, 202010500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TRICOMMUNITIES CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.MEMBERS:MAYOR L. Dennis Michael CITY MANAGER John R. GillisonMAYOR PRO TEM Lynne B. Kennedy CITY ATTORNEY James L. MarkmanCOUNCIL MEMBERS Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY CLERKCITY TREASURER Janice C. ReynoldsJames C. FrostNEW COMMUNITY GUIDELINES FROM THE SAN BERNARDINO COUNTY DEPARTMENT OF PUBLIC HEALTH TO PROTECTTHE PUBLIC FROM FURTHER SPREAD OF THE CORONAVIRUS (COVID19) PROHIBITS THE GATHERING OF ANY NUMBEROF PEOPLE STARTING MARCH 18 TO APRIL 6, 2020.RESIDENTS ARE ENCOURAGED TO WATCH THE CITY COUNCIL MEETINGS LIVE ON THE CITY'S WEBSITE AThttps://www.cityofrc.us/yourgovernment/citycouncilagendas AS WELL AS REGULAR RCTV3 PROGRAMMING. IF YOUWISH TO MAKE EITHER A GENERAL PUBLIC COMMENT OR TO COMMENT ON A SPECIFIC AGENDA ITEM, REMOTE PUBLICCOMMENT IS AVAILABLE FOR THIS MEETING BY CALLING 9097742751 DURING THE MEETING.The City of Rancho Cucamonga thanks you in advance for taking all precautions to prevent spreading the COVID19virus.Pursuant to Governor Newsom's Executive Order N2520, members of the City Council or staff may participate in thismeeting via a teleconference. If you have any questions, please contact the City Clerk's Office at (909) 7742023.TO ADDRESS THE FIRE BOARD, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY,PUBLIC FINANCE AUTHORITY AND CITY COUNCILThe Fire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council encourage free expression of allpoints of view. To allow all persons to speak, given the length of the Agenda, please keep your remarks brief. If others have already expressedyour position, you may simply indicate that you agree with a previous speaker. If appropriate, a spokesperson may present the views of yourentire group. To encourage all views and promote courtesy to others, the audience should refrain from clapping, booing or shouts of approvalor disagreement from the audience.The public may address the Fire Board, Housing Successor Agency, Successor Agency, Public FinanceAuthority and City Council by fillingout a speaker card and submitting it to the City Clerk. The speaker cards are located on the wall at the back of the Chambers, at the frontdesk behind the staff table and at the City Clerk's desk. Any handouts for the Fire Board, Successor Agency, Public Finance Authority orCity Council should be given to the City Clerk for distribution.During "Public Communications," your name will be called to speak on any item listed or not listed on the agenda in the order in which it wasreceived. 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, andno further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion ofthe agenda commences. Any other "Public Communications" which have not concluded during this onehour period may resume after theregular business portion of the agenda has been completed. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.If you are present to speak on an "Advertised Public Hearing" or on an "Administrative Hearing" Item(s), your name will be alled when thatitem is being discussed, in the order in which it was received. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.AGENDA BACKUP MATERIALSStaff reports and backup materials for agenda items are available for review at the City Clerk's counter, the City's Public Libraries and on theCity's website. A complete copy of the agenda is also available at the desk located behind the staff table during the Council meeting.LIVE BROADCASTFire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council meetings are broadcast live onChannel 3 for those with cable television access. Meetings are rebroadcast on the second and fourth Wednesdays of each month at 7:00p.m. Streaming Video on Demand is available on the City's website at www.cityofrc.us/yourgovernment/citycouncilagendas.The Fire Board, Successor Agency, Public Finance Authority and City Council meet regularly on the first and thirdWednesday of the month at 7:00 p.m. in the Council Chambers located at 10500 Civic Center Drive.Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, andPublic Finance Authority.Copies of the agendas and minutes can be found @ www.cityofrc.usIf you need special assistance or accommodations to participate in this meeting, please contact the City Clerk'soffice at (909) 4772700. Notification of 48 hours prior to the meeting will enable the City to make reasonablearrangements to ensure accessibility. Listening devices are available for the hearing impaired. Please silence all cell phones and devices while the meeting is in session.MARCH 18, 2020FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY ANDCITY COUNCIL AGENDACLOSED SESSION 4:30 P.M.Roll Call:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott, SpagnoloA.ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B.PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C.CITY MANAGER ANNOUNCEMENTSD.CONDUCT OF CLOSED SESSION TriCommunities Conference RoomD.1.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 8810 ETIWANDA AVENUE, FURTHERIDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR’S PARCEL NUMBER022913107; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTINGTHE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES AND JOAN F. JONES,TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDED 2/3 INTERESAND BONNIE CATHRYN STRACK & WILLIAM R. RUSHING, AS SUCCESSOR TRUSTEE OFTHE STRACK FAMILY TRUST, DATED MARCH 13, 2014, AS TO AN UNDIVIDED 1/3INTEREST, OWNERS; REGARDING PRICE AND TERMS – CITYD.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED GENERALLY AT NORTH WEST CORNER OFCIVIC CENTER DRIVE AND HAVEN AVENUE ALSO KNOWN AS PARCEL NUMBERS 0208331470000, AND 0208331400000 ; NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE PONTELL,NATIONAL COMMUNITY RENAISSANCE.; REGARDING PRICE AND TERMS. CITYD.3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED ASPARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000;NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OFRANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS.;REGARDING PRICE AND TERMS. CITYD.4.CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION PURSUANT TOPARAGRAPH (1) OF SUBDIVISION (D) OF SECTION 54956.9; NAME OF CASE: NATURALRESOURCES DEFENSE COUNCIL INC. V. CITY OF RANCHO CUCAMONGA, SANBERNARDINO COUNTY SUPERIOR COURT, CASE NO. CIV DS 1937969D.5.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA CITY EMPLOYEES ASSOCIATION (RCCEA). – CITY D.6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR REAL PROPERTY LOCATED AT 9763 8TH STREET, RANCHO CUCAMONGA; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND TAI NGO, LEE & ASSOCIATES; REGARDING PRICE AND TERMS – CITY D.7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 9789 MAIN STREET IDENTIFIED AS PARCEL NUMBERS 0209062020000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CAROL NORRIS, NORTHTOWN HOUSING DEVELOPMENT CORPORATION.; REGARDING PRICE AND TERMS. CITY D.8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE RANCHO CUCAMONGA METROLINK STATION IDENTIFIED AS PARCEL NUMBERS 020927211, 020914321, AND 020927222; NEGOTIATING PARTIES CITY MANAGER JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, CARRIE SCHINDLER REPRESENTING SBCTA, AND MICHAEL DIEDEN REPRESENTING EMPIRE YARDS AT RANCHO, LLC; REGARDING PRICE AND TERMS. – CITY E.RECESS CLOSED SESSION TO RECESS TO THE REGULAR FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY, AND CITY COUNCIL MEETINGS AT 7:00 P.M. IN THE COUNCIL CHAMBERS AT CITY HALL, LOCATED AT 10500 CIVIC CENTER DRIVE, RANCHO CUCAMONGA, CALIFORNIA. REGULAR MEETING 7:00 P.M. COUNCIL CHAMBERS THE REGULAR MEETINGS OF THE FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY, AND CITY COUNCIL WILL BE CALLED TO ORDER. IT IS THE INTENT TO CONCLUDE THE MEETINGS BY 10:00 P.M., UNLESS EXTENDED BY CONCURRENCE OF THE FIRE BOARD, AGENCIES, AUTHORITY BOARD AND COUNCIL. Pledge of Allegiance Roll Call:Mayor Michael Mayor Pro Tem Kennedy Council Members Hutchison, Scott and Spagnolo A.ANNOUNCEMENT / PRESENTATIONS A.1.Presentation of a Proclamation to California Nevada American Water Works Association in Celebration of their 100th Anniversary of Service. A.2.Recognition of Noah Daniels, Finance Manager, for his completion of the Government Finance Officers Association’s Certified Public Finance Officer (CPFO) Program, earning him the designation of CPFO. B.PUBLIC COMMUNICATIONS This is the time and place for the general public to address the Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance 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 Finance 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 Finance 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 Page 4 AMENDED AGENDAAmended on 3/13/2020; 3/15/2020; 3/16/2020; 03/18/2020: Item G10, I1, K1 AddedFIRE PROTECTION DISTRICT BOARDHOUSING SUCCESSOR AGENCY SUCCESSOR AGENCY PUBLIC FINANCE AUTHORITY CITY COUNCILWednesday, March 18, 202010500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TRICOMMUNITIES CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.MEMBERS:MAYOR L. Dennis Michael CITY MANAGER John R. GillisonMAYOR PRO TEM Lynne B. Kennedy CITY ATTORNEY James L. MarkmanCOUNCIL MEMBERS Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY CLERKCITY TREASURER Janice C. ReynoldsJames C. FrostNEW COMMUNITY GUIDELINES FROM THE SAN BERNARDINO COUNTY DEPARTMENT OF PUBLIC HEALTH TO PROTECTTHE PUBLIC FROM FURTHER SPREAD OF THE CORONAVIRUS (COVID19) PROHIBITS THE GATHERING OF ANY NUMBEROF PEOPLE STARTING MARCH 18 TO APRIL 6, 2020.RESIDENTS ARE ENCOURAGED TO WATCH THE CITY COUNCIL MEETINGS LIVE ON THE CITY'S WEBSITE AThttps://www.cityofrc.us/yourgovernment/citycouncilagendas AS WELL AS REGULAR RCTV3 PROGRAMMING. IF YOUWISH TO MAKE EITHER A GENERAL PUBLIC COMMENT OR TO COMMENT ON A SPECIFIC AGENDA ITEM, REMOTE PUBLICCOMMENT IS AVAILABLE FOR THIS MEETING BY CALLING 9097742751 DURING THE MEETING.The City of Rancho Cucamonga thanks you in advance for taking all precautions to prevent spreading the COVID19virus.Pursuant to Governor Newsom's Executive Order N2520, members of the City Council or staff may participate in thismeeting via a teleconference. If you have any questions, please contact the City Clerk's Office at (909) 7742023.TO ADDRESS THE FIRE BOARD, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY,PUBLIC FINANCE AUTHORITY AND CITY COUNCILThe Fire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council encourage free expression of allpoints of view. To allow all persons to speak, given the length of the Agenda, please keep your remarks brief. If others have already expressedyour position, you may simply indicate that you agree with a previous speaker. If appropriate, a spokesperson may present the views of yourentire group. To encourage all views and promote courtesy to others, the audience should refrain from clapping, booing or shouts of approvalor disagreement from the audience.The public may address the Fire Board, Housing Successor Agency, Successor Agency, Public FinanceAuthority and City Council by fillingout a speaker card and submitting it to the City Clerk. The speaker cards are located on the wall at the back of the Chambers, at the frontdesk behind the staff table and at the City Clerk's desk. Any handouts for the Fire Board, Successor Agency, Public Finance Authority orCity Council should be given to the City Clerk for distribution.During "Public Communications," your name will be called to speak on any item listed or not listed on the agenda in the order in which it wasreceived. 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, andno further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion ofthe agenda commences. Any other "Public Communications" which have not concluded during this onehour period may resume after theregular business portion of the agenda has been completed. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.If you are present to speak on an "Advertised Public Hearing" or on an "Administrative Hearing" Item(s), your name will be alled when thatitem is being discussed, in the order in which it was received. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.AGENDA BACKUP MATERIALSStaff reports and backup materials for agenda items are available for review at the City Clerk's counter, the City's Public Libraries and on theCity's website. A complete copy of the agenda is also available at the desk located behind the staff table during the Council meeting.LIVE BROADCASTFire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council meetings are broadcast live onChannel 3 for those with cable television access. Meetings are rebroadcast on the second and fourth Wednesdays of each month at 7:00p.m. Streaming Video on Demand is available on the City's website at www.cityofrc.us/yourgovernment/citycouncilagendas.The Fire Board, Successor Agency, Public Finance Authority and City Council meet regularly on the first and thirdWednesday of the month at 7:00 p.m. in the Council Chambers located at 10500 Civic Center Drive.Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, andPublic Finance Authority.Copies of the agendas and minutes can be found @ www.cityofrc.usIf you need special assistance or accommodations to participate in this meeting, please contact the City Clerk'soffice at (909) 4772700. Notification of 48 hours prior to the meeting will enable the City to make reasonablearrangements to ensure accessibility. Listening devices are available for the hearing impaired. Please silence all cell phones and devices while the meeting is in session.MARCH 18, 2020FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY ANDCITY COUNCIL AGENDACLOSED SESSION 4:30 P.M.Roll Call:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott, SpagnoloA.ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B.PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C.CITY MANAGER ANNOUNCEMENTSD.CONDUCT OF CLOSED SESSION TriCommunities Conference RoomD.1.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 8810 ETIWANDA AVENUE, FURTHERIDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR’S PARCEL NUMBER022913107; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTINGTHE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES AND JOAN F. JONES,TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDED 2/3 INTERESAND BONNIE CATHRYN STRACK & WILLIAM R. RUSHING, AS SUCCESSOR TRUSTEE OFTHE STRACK FAMILY TRUST, DATED MARCH 13, 2014, AS TO AN UNDIVIDED 1/3INTEREST, OWNERS; REGARDING PRICE AND TERMS – CITYD.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED GENERALLY AT NORTH WEST CORNER OFCIVIC CENTER DRIVE AND HAVEN AVENUE ALSO KNOWN AS PARCEL NUMBERS 0208331470000, AND 0208331400000 ; NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE PONTELL,NATIONAL COMMUNITY RENAISSANCE.; REGARDING PRICE AND TERMS. CITYD.3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED ASPARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000;NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OFRANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS.;REGARDING PRICE AND TERMS. CITYD.4.CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION PURSUANT TOPARAGRAPH (1) OF SUBDIVISION (D) OF SECTION 54956.9; NAME OF CASE: NATURALRESOURCES DEFENSE COUNCIL INC. V. CITY OF RANCHO CUCAMONGA, SANBERNARDINO COUNTY SUPERIOR COURT, CASE NO. CIV DS 1937969D.5.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABORNEGOTIATIONS WITH THE RANCHO CUCAMONGA CITY EMPLOYEES ASSOCIATION(RCCEA). – CITYD.6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR REAL PROPERTY LOCATED AT 9763 8TH STREET, RANCHOCUCAMONGA; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTINGTHE CITY OF RANCHO CUCAMONGA, AND TAI NGO, LEE & ASSOCIATES; REGARDINGPRICE AND TERMS – CITYD.7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 9789 MAIN STREET IDENTIFIED ASPARCEL NUMBERS 0209062020000; NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CAROL NORRIS,NORTHTOWN HOUSING DEVELOPMENT CORPORATION.; REGARDING PRICE ANDTERMS. CITYD.8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE RANCHOCUCAMONGA METROLINK STATION IDENTIFIED AS PARCEL NUMBERS 020927211,020914321, AND 020927222; NEGOTIATING PARTIES CITY MANAGER JOHN GILLISON,CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, CARRIESCHINDLER REPRESENTING SBCTA, AND MICHAEL DIEDEN REPRESENTING EMPIREYARDS AT RANCHO, LLC; REGARDING PRICE AND TERMS. – CITYE.RECESSCLOSED SESSION TO RECESS TO THE REGULAR FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY,SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY, AND CITY COUNCIL MEETINGS AT 7:00 P.M. IN THECOUNCIL CHAMBERS AT CITY HALL, LOCATED AT 10500 CIVIC CENTER DRIVE, RANCHO CUCAMONGA,CALIFORNIA.REGULAR MEETING 7:00 P.M.COUNCIL CHAMBERSTHE REGULAR MEETINGS OF THE FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY, SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY, AND CITY COUNCIL WILL BE CALLED TO ORDER. IT IS THE INTENT TOCONCLUDE THE MEETINGS BY 10:00 P.M., UNLESS EXTENDED BY CONCURRENCE OF THE FIRE BOARD,AGENCIES, AUTHORITY BOARD AND COUNCIL.Pledge of Allegiance Roll Call:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott and SpagnoloA.ANNOUNCEMENT / PRESENTATIONSA.1.Presentation of a Proclamation to California Nevada American Water Works Association inCelebration of their 100th Anniversary of Service. A.2.Recognition of Noah Daniels, Finance Manager, for his completion of the Government FinanceOfficers Association’s Certified Public Finance Officer (CPFO) Program, earning him thedesignation of CPFO. B.PUBLIC COMMUNICATIONSThis is the time and place for the general public to address the Fire Protection District, Housing SuccessorAgency, Successor Agency, Public Finance Authority Board, and City Council on any item listed or not listedon the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, PublicFinance Authority Board, and City Council from addressing any issue not previously included on the Agenda. The FireProtection District, Housing Successor Agency, Successor Agency, Public Finance Authority Board, and City Council mayreceive 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 by the Fire Board/Housing Successor Agency/Successor Agency/Authority Board/Council at one time without discussion. Any item may be removed by a Fire Board/Housing Successor Agency/Successor Agency/Authority Board/Council Member for discussion. C.CONSENT CALENDAR – FIRE PROTECTION DISTRICT C.1.Consideration of Meeting Minutes: Special Meetings of February 19, 2020 and Regular Meetings of February 19, 2020 and March 4, 2020. C.2.Consideration to Approve BiWeekly Payroll in the Amount of $684,459.29 and Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Amount of $199,822.97 Dated February 25, 2020 Through March 08, 2020. C.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California Gas Company in the Amount of $3,141.34 Dated February 25, 2020 Through March 08, 2020. C.4.Consideration to Receive and File Current Investment Schedule as of February 29, 2020. C.5.Consideration of Resolution No.FD2020002, Adopting Revised Records Retention Schedules, Authorizing Destruction and Rescinding Previous Records Retention Schedules. RESOLUTION NO. FD2020002 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES D.CONSENT CALENDAR – HOUSING SUCCESSOR AGENCY D.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. E.CONSENT CALENDAR – SUCCESSOR AGENCY E.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. F.CONSENT CALENDAR – PUBLIC FINANCE AUTHORITY F.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. G.CONSENT CALENDAR – CITY COUNCIL G.1.Consideration of Meeting Minutes: Special Meetings of February 19, 2020 and Regular Meetings of February 19, 2020 and March 4, 2020. G.2.Consideration to Approve BiWeekly Payroll in the Amount of $1,164,756.08 and Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Amount of $2,238,763.60 Dated February 25, 2020 Through March 08, 2020. G.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California Gas Company in the Amount of $19,129.76 Dated February 25, 2020 Through March 08, 2020. G.4.Consideration to Receive and File Current Investment Schedule as of February 29, 2020. G.5.Consideration to Accept the Parks Painting Project FY 1920 as Complete, File the Notice of Page 5 AMENDED AGENDAAmended on 3/13/2020; 3/15/2020; 3/16/2020; 03/18/2020: Item G10, I1, K1 AddedFIRE PROTECTION DISTRICT BOARDHOUSING SUCCESSOR AGENCY SUCCESSOR AGENCY PUBLIC FINANCE AUTHORITY CITY COUNCILWednesday, March 18, 202010500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TRICOMMUNITIES CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.MEMBERS:MAYOR L. Dennis Michael CITY MANAGER John R. GillisonMAYOR PRO TEM Lynne B. Kennedy CITY ATTORNEY James L. MarkmanCOUNCIL MEMBERS Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY CLERKCITY TREASURER Janice C. ReynoldsJames C. FrostNEW COMMUNITY GUIDELINES FROM THE SAN BERNARDINO COUNTY DEPARTMENT OF PUBLIC HEALTH TO PROTECTTHE PUBLIC FROM FURTHER SPREAD OF THE CORONAVIRUS (COVID19) PROHIBITS THE GATHERING OF ANY NUMBEROF PEOPLE STARTING MARCH 18 TO APRIL 6, 2020.RESIDENTS ARE ENCOURAGED TO WATCH THE CITY COUNCIL MEETINGS LIVE ON THE CITY'S WEBSITE AThttps://www.cityofrc.us/yourgovernment/citycouncilagendas AS WELL AS REGULAR RCTV3 PROGRAMMING. IF YOUWISH TO MAKE EITHER A GENERAL PUBLIC COMMENT OR TO COMMENT ON A SPECIFIC AGENDA ITEM, REMOTE PUBLICCOMMENT IS AVAILABLE FOR THIS MEETING BY CALLING 9097742751 DURING THE MEETING.The City of Rancho Cucamonga thanks you in advance for taking all precautions to prevent spreading the COVID19virus.Pursuant to Governor Newsom's Executive Order N2520, members of the City Council or staff may participate in thismeeting via a teleconference. If you have any questions, please contact the City Clerk's Office at (909) 7742023.TO ADDRESS THE FIRE BOARD, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY,PUBLIC FINANCE AUTHORITY AND CITY COUNCILThe Fire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council encourage free expression of allpoints of view. To allow all persons to speak, given the length of the Agenda, please keep your remarks brief. If others have already expressedyour position, you may simply indicate that you agree with a previous speaker. If appropriate, a spokesperson may present the views of yourentire group. To encourage all views and promote courtesy to others, the audience should refrain from clapping, booing or shouts of approvalor disagreement from the audience.The public may address the Fire Board, Housing Successor Agency, Successor Agency, Public FinanceAuthority and City Council by fillingout a speaker card and submitting it to the City Clerk. The speaker cards are located on the wall at the back of the Chambers, at the frontdesk behind the staff table and at the City Clerk's desk. Any handouts for the Fire Board, Successor Agency, Public Finance Authority orCity Council should be given to the City Clerk for distribution.During "Public Communications," your name will be called to speak on any item listed or not listed on the agenda in the order in which it wasreceived. 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, andno further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion ofthe agenda commences. Any other "Public Communications" which have not concluded during this onehour period may resume after theregular business portion of the agenda has been completed. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.If you are present to speak on an "Advertised Public Hearing" or on an "Administrative Hearing" Item(s), your name will be alled when thatitem is being discussed, in the order in which it was received. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.AGENDA BACKUP MATERIALSStaff reports and backup materials for agenda items are available for review at the City Clerk's counter, the City's Public Libraries and on theCity's website. A complete copy of the agenda is also available at the desk located behind the staff table during the Council meeting.LIVE BROADCASTFire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council meetings are broadcast live onChannel 3 for those with cable television access. Meetings are rebroadcast on the second and fourth Wednesdays of each month at 7:00p.m. Streaming Video on Demand is available on the City's website at www.cityofrc.us/yourgovernment/citycouncilagendas.The Fire Board, Successor Agency, Public Finance Authority and City Council meet regularly on the first and thirdWednesday of the month at 7:00 p.m. in the Council Chambers located at 10500 Civic Center Drive.Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, andPublic Finance Authority.Copies of the agendas and minutes can be found @ www.cityofrc.usIf you need special assistance or accommodations to participate in this meeting, please contact the City Clerk'soffice at (909) 4772700. Notification of 48 hours prior to the meeting will enable the City to make reasonablearrangements to ensure accessibility. Listening devices are available for the hearing impaired. Please silence all cell phones and devices while the meeting is in session.MARCH 18, 2020FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY ANDCITY COUNCIL AGENDACLOSED SESSION 4:30 P.M.Roll Call:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott, SpagnoloA.ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B.PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C.CITY MANAGER ANNOUNCEMENTSD.CONDUCT OF CLOSED SESSION TriCommunities Conference RoomD.1.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 8810 ETIWANDA AVENUE, FURTHERIDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR’S PARCEL NUMBER022913107; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTINGTHE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES AND JOAN F. JONES,TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDED 2/3 INTERESAND BONNIE CATHRYN STRACK & WILLIAM R. RUSHING, AS SUCCESSOR TRUSTEE OFTHE STRACK FAMILY TRUST, DATED MARCH 13, 2014, AS TO AN UNDIVIDED 1/3INTEREST, OWNERS; REGARDING PRICE AND TERMS – CITYD.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED GENERALLY AT NORTH WEST CORNER OFCIVIC CENTER DRIVE AND HAVEN AVENUE ALSO KNOWN AS PARCEL NUMBERS 0208331470000, AND 0208331400000 ; NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE PONTELL,NATIONAL COMMUNITY RENAISSANCE.; REGARDING PRICE AND TERMS. CITYD.3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED ASPARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000;NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OFRANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS.;REGARDING PRICE AND TERMS. CITYD.4.CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION PURSUANT TOPARAGRAPH (1) OF SUBDIVISION (D) OF SECTION 54956.9; NAME OF CASE: NATURALRESOURCES DEFENSE COUNCIL INC. V. CITY OF RANCHO CUCAMONGA, SANBERNARDINO COUNTY SUPERIOR COURT, CASE NO. CIV DS 1937969D.5.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABORNEGOTIATIONS WITH THE RANCHO CUCAMONGA CITY EMPLOYEES ASSOCIATION(RCCEA). – CITYD.6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR REAL PROPERTY LOCATED AT 9763 8TH STREET, RANCHOCUCAMONGA; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTINGTHE CITY OF RANCHO CUCAMONGA, AND TAI NGO, LEE & ASSOCIATES; REGARDINGPRICE AND TERMS – CITYD.7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 9789 MAIN STREET IDENTIFIED ASPARCEL NUMBERS 0209062020000; NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CAROL NORRIS,NORTHTOWN HOUSING DEVELOPMENT CORPORATION.; REGARDING PRICE ANDTERMS. CITYD.8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE RANCHOCUCAMONGA METROLINK STATION IDENTIFIED AS PARCEL NUMBERS 020927211,020914321, AND 020927222; NEGOTIATING PARTIES CITY MANAGER JOHN GILLISON,CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, CARRIESCHINDLER REPRESENTING SBCTA, AND MICHAEL DIEDEN REPRESENTING EMPIREYARDS AT RANCHO, LLC; REGARDING PRICE AND TERMS. – CITYE.RECESSCLOSED SESSION TO RECESS TO THE REGULAR FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY,SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY, AND CITY COUNCIL MEETINGS AT 7:00 P.M. IN THECOUNCIL CHAMBERS AT CITY HALL, LOCATED AT 10500 CIVIC CENTER DRIVE, RANCHO CUCAMONGA,CALIFORNIA.REGULAR MEETING 7:00 P.M.COUNCIL CHAMBERSTHE REGULAR MEETINGS OF THE FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY, SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY, AND CITY COUNCIL WILL BE CALLED TO ORDER. IT IS THE INTENT TOCONCLUDE THE MEETINGS BY 10:00 P.M., UNLESS EXTENDED BY CONCURRENCE OF THE FIRE BOARD,AGENCIES, AUTHORITY BOARD AND COUNCIL.Pledge of Allegiance Roll Call:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott and SpagnoloA.ANNOUNCEMENT / PRESENTATIONSA.1.Presentation of a Proclamation to California Nevada American Water Works Association inCelebration of their 100th Anniversary of Service. A.2.Recognition of Noah Daniels, Finance Manager, for his completion of the Government FinanceOfficers Association’s Certified Public Finance Officer (CPFO) Program, earning him thedesignation of CPFO. B.PUBLIC COMMUNICATIONSThis is the time and place for the general public to address the Fire Protection District, Housing SuccessorAgency, Successor Agency, Public Finance Authority Board, and City Council on any item listed or not listedon the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, PublicFinance Authority Board, and City Council from addressing any issue not previously included on the Agenda. The FireProtection District, Housing Successor Agency, Successor Agency, Public Finance Authority Board, and City Council mayreceive 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 tothe Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. Thisis a professional business meeting and courtesy and decorum are expected. Please refrain from any debate betweenaudience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of themeeting.The public communications period will not exceed one hour prior to the commencement of the businessportion of the agenda.During this one hour period, all those who wish to speak on a topic contained in the businessportion of the agenda will be given priority, and no further speaker cards for these business items (with the exception ofpublic hearing items) will be accepted once the business portion of the agenda commences. Any other publiccommunications which have not concluded during this one hour period may resume after the regular business portion ofthe agenda has been completed.CONSENT CALENDARS:The following Consent Calendar items are expected to be routine and noncontroversial. They will be actedupon by the Fire Board/Housing Successor Agency/Successor Agency/Authority Board/Council at one timewithout discussion. Any item may be removed by a Fire Board/Housing Successor Agency/SuccessorAgency/Authority Board/Council Member for discussion.C.CONSENT CALENDAR – FIRE PROTECTION DISTRICTC.1.Consideration of Meeting Minutes: Special Meetings of February 19, 2020 and Regular Meetingsof February 19, 2020 and March 4, 2020. C.2.Consideration to Approve BiWeekly Payroll in the Amount of $684,459.29 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$199,822.97 Dated February 25, 2020 Through March 08, 2020.C.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $3,141.34 Dated February 25, 2020 Through March 08, 2020.C.4.Consideration to Receive and File Current Investment Schedule as of February 29, 2020.C.5.Consideration of Resolution No.FD2020002, Adopting Revised Records Retention Schedules,Authorizing Destruction and Rescinding Previous Records Retention Schedules.RESOLUTION NO. FD2020002A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIREPROTECTION DISTRICT, ADOPTING REVISED RECORDS RETENTION SCHEDULES,AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTIONSCHEDULESD.CONSENT CALENDAR – HOUSING SUCCESSOR AGENCYD.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. E.CONSENT CALENDAR – SUCCESSOR AGENCYE.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. F.CONSENT CALENDAR – PUBLIC FINANCE AUTHORITYF.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. G.CONSENT CALENDAR – CITY COUNCILG.1.Consideration of Meeting Minutes: Special Meetings of February 19, 2020 and RegularMeetings of February 19, 2020 and March 4, 2020. G.2.Consideration to Approve BiWeekly Payroll in the Amount of $1,164,756.08 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$2,238,763.60 Dated February 25, 2020 Through March 08, 2020.G.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $19,129.76 Dated February 25, 2020 Through March 08, 2020. G.4.Consideration to Receive and File Current Investment Schedule as of February 29, 2020. G.5.Consideration to Accept the Parks Painting Project FY 1920 as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. G.6.Consideration of The Housing Element Annual Progress Report for 2019. G.7.Consideration to Approve a Contract with Community Works Design Group for a Total Amount Not to Exceed $223,235.00 for Design Services for The Central Park Dog Park to be Initially Funded From Community Services Capital Projects Fund (12744015650/20222740) and Reimbursed Through a Grant from The State of California, Administered by Office of Grants and Local Services (OGALS). G.8.Request Authorization to Increase Contract with Ford of Upland in the Amount of $49,999 For a Total Contract in the Amount of $149,997. G.9.Consideration of Resolution No. 2020013, Adopting Revised Records Retention Schedules, Authorizing Destruction and Rescinding Previous Records Retention Schedules. RESOLUTION NO.2020013 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES G.10.Consideration of Adoption of Resolution No. 202014, Proclaiming Existence of a Local Emergency due to the Novel Coronavirus Disease (COVID19). H.CONSENT ORDINANCES The following Ordinances have been introduced for first reading. Second readings are expected to be routine and noncontroversial. The City Council will act upon them at one time without discussion. The City Clerk will read the title. Any item can be removed for discussion by a Council Member. H.1.Consideration of Second Reading and Adoption of Ordinance No. 966 to Amend Title 17 of the Municipal Code to Amend Standards for Accessory Dwelling Units in Compliance with State Law. ORDINANCE NO. 966 AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AMENDING THE RANCHO CUCAMONGA MUNICIPAL CODE TO REVISE REGULATIONS REGARDING ACCESSORY DWELLING UNITS, AND FINDING THE ORDINANCE TO BE EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT I.ADMINISTRATIVE HEARING ITEM I.1.Consideration Of Urgency Ordinance N0. 967, Adopting Emergency Regulations Related to Residential and/or Commercial Tenant Evictions. URGENCY ORDINANCE NO. 967 AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA ADOPTING EMERGENCY REGULATIONS RELATED TO RESIDENTIAL AND COMMERCIAL TENANT EVICTIONS AND DECLARING THE URGENCY THEREOF OR URGENCY ORDINANCE NO. 967 AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA ADOPTING EMERGENCY REGULATIONS RELATED TO RESIDENTIAL TENANT EVICTIONS AND DECLARING THE URGENCY THEREOF J.ADVERTISED PUBLIC HEARINGS – CITY COUNCIL/FIRE PROTECTION DISTRICT J.1.REVISED STAFF REPORT: CONSIDERATION OF AN APPEAL OF THE PLANNING COMMISSION’S DECISION TO DENY HILLSIDE DESIGN REVIEW DRC201700244 AND MINOR EXCEPTION DRC201800473 –PAUL BARDOS, APPLICANT . This project consists of a site plan and architectural review of a proposed 4,118 square foot twostory, singlefamily residence with an attached 771 square foot garage and a request to construct retaining walls up to 5feet and 2inches high on a 15,430 square foot lot within the Low (L) Residential District and within the Hillside Overlay District at 8035 Camino Predera APN: 020763103. A minor exception was also requested to exceed the maximum height limit for retaining walls in the zone. This item was determined to be exempt from the requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines pursuant to CEQA Guidelines Section 15061(b)(4) as a project that has been rejected or disapproved (This item was continued from the Page 6 AMENDED AGENDAAmended on 3/13/2020; 3/15/2020; 3/16/2020; 03/18/2020: Item G10, I1, K1 AddedFIRE PROTECTION DISTRICT BOARDHOUSING SUCCESSOR AGENCY SUCCESSOR AGENCY PUBLIC FINANCE AUTHORITY CITY COUNCILWednesday, March 18, 202010500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TRICOMMUNITIES CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.MEMBERS:MAYOR L. Dennis Michael CITY MANAGER John R. GillisonMAYOR PRO TEM Lynne B. Kennedy CITY ATTORNEY James L. MarkmanCOUNCIL MEMBERS Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY CLERKCITY TREASURER Janice C. ReynoldsJames C. FrostNEW COMMUNITY GUIDELINES FROM THE SAN BERNARDINO COUNTY DEPARTMENT OF PUBLIC HEALTH TO PROTECTTHE PUBLIC FROM FURTHER SPREAD OF THE CORONAVIRUS (COVID19) PROHIBITS THE GATHERING OF ANY NUMBEROF PEOPLE STARTING MARCH 18 TO APRIL 6, 2020.RESIDENTS ARE ENCOURAGED TO WATCH THE CITY COUNCIL MEETINGS LIVE ON THE CITY'S WEBSITE AThttps://www.cityofrc.us/yourgovernment/citycouncilagendas AS WELL AS REGULAR RCTV3 PROGRAMMING. IF YOUWISH TO MAKE EITHER A GENERAL PUBLIC COMMENT OR TO COMMENT ON A SPECIFIC AGENDA ITEM, REMOTE PUBLICCOMMENT IS AVAILABLE FOR THIS MEETING BY CALLING 9097742751 DURING THE MEETING.The City of Rancho Cucamonga thanks you in advance for taking all precautions to prevent spreading the COVID19virus.Pursuant to Governor Newsom's Executive Order N2520, members of the City Council or staff may participate in thismeeting via a teleconference. If you have any questions, please contact the City Clerk's Office at (909) 7742023.TO ADDRESS THE FIRE BOARD, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY,PUBLIC FINANCE AUTHORITY AND CITY COUNCILThe Fire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council encourage free expression of allpoints of view. To allow all persons to speak, given the length of the Agenda, please keep your remarks brief. If others have already expressedyour position, you may simply indicate that you agree with a previous speaker. If appropriate, a spokesperson may present the views of yourentire group. To encourage all views and promote courtesy to others, the audience should refrain from clapping, booing or shouts of approvalor disagreement from the audience.The public may address the Fire Board, Housing Successor Agency, Successor Agency, Public FinanceAuthority and City Council by fillingout a speaker card and submitting it to the City Clerk. The speaker cards are located on the wall at the back of the Chambers, at the frontdesk behind the staff table and at the City Clerk's desk. Any handouts for the Fire Board, Successor Agency, Public Finance Authority orCity Council should be given to the City Clerk for distribution.During "Public Communications," your name will be called to speak on any item listed or not listed on the agenda in the order in which it wasreceived. 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, andno further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion ofthe agenda commences. Any other "Public Communications" which have not concluded during this onehour period may resume after theregular business portion of the agenda has been completed. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.If you are present to speak on an "Advertised Public Hearing" or on an "Administrative Hearing" Item(s), your name will be alled when thatitem is being discussed, in the order in which it was received. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.AGENDA BACKUP MATERIALSStaff reports and backup materials for agenda items are available for review at the City Clerk's counter, the City's Public Libraries and on theCity's website. A complete copy of the agenda is also available at the desk located behind the staff table during the Council meeting.LIVE BROADCASTFire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council meetings are broadcast live onChannel 3 for those with cable television access. Meetings are rebroadcast on the second and fourth Wednesdays of each month at 7:00p.m. Streaming Video on Demand is available on the City's website at www.cityofrc.us/yourgovernment/citycouncilagendas.The Fire Board, Successor Agency, Public Finance Authority and City Council meet regularly on the first and thirdWednesday of the month at 7:00 p.m. in the Council Chambers located at 10500 Civic Center Drive.Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, andPublic Finance Authority.Copies of the agendas and minutes can be found @ www.cityofrc.usIf you need special assistance or accommodations to participate in this meeting, please contact the City Clerk'soffice at (909) 4772700. Notification of 48 hours prior to the meeting will enable the City to make reasonablearrangements to ensure accessibility. Listening devices are available for the hearing impaired. Please silence all cell phones and devices while the meeting is in session.MARCH 18, 2020FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY ANDCITY COUNCIL AGENDACLOSED SESSION 4:30 P.M.Roll Call:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott, SpagnoloA.ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B.PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C.CITY MANAGER ANNOUNCEMENTSD.CONDUCT OF CLOSED SESSION TriCommunities Conference RoomD.1.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 8810 ETIWANDA AVENUE, FURTHERIDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR’S PARCEL NUMBER022913107; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTINGTHE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES AND JOAN F. JONES,TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDED 2/3 INTERESAND BONNIE CATHRYN STRACK & WILLIAM R. RUSHING, AS SUCCESSOR TRUSTEE OFTHE STRACK FAMILY TRUST, DATED MARCH 13, 2014, AS TO AN UNDIVIDED 1/3INTEREST, OWNERS; REGARDING PRICE AND TERMS – CITYD.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED GENERALLY AT NORTH WEST CORNER OFCIVIC CENTER DRIVE AND HAVEN AVENUE ALSO KNOWN AS PARCEL NUMBERS 0208331470000, AND 0208331400000 ; NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE PONTELL,NATIONAL COMMUNITY RENAISSANCE.; REGARDING PRICE AND TERMS. CITYD.3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED ASPARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000;NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OFRANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS.;REGARDING PRICE AND TERMS. CITYD.4.CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION PURSUANT TOPARAGRAPH (1) OF SUBDIVISION (D) OF SECTION 54956.9; NAME OF CASE: NATURALRESOURCES DEFENSE COUNCIL INC. V. CITY OF RANCHO CUCAMONGA, SANBERNARDINO COUNTY SUPERIOR COURT, CASE NO. CIV DS 1937969D.5.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABORNEGOTIATIONS WITH THE RANCHO CUCAMONGA CITY EMPLOYEES ASSOCIATION(RCCEA). – CITYD.6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR REAL PROPERTY LOCATED AT 9763 8TH STREET, RANCHOCUCAMONGA; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTINGTHE CITY OF RANCHO CUCAMONGA, AND TAI NGO, LEE & ASSOCIATES; REGARDINGPRICE AND TERMS – CITYD.7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 9789 MAIN STREET IDENTIFIED ASPARCEL NUMBERS 0209062020000; NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CAROL NORRIS,NORTHTOWN HOUSING DEVELOPMENT CORPORATION.; REGARDING PRICE ANDTERMS. CITYD.8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE RANCHOCUCAMONGA METROLINK STATION IDENTIFIED AS PARCEL NUMBERS 020927211,020914321, AND 020927222; NEGOTIATING PARTIES CITY MANAGER JOHN GILLISON,CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, CARRIESCHINDLER REPRESENTING SBCTA, AND MICHAEL DIEDEN REPRESENTING EMPIREYARDS AT RANCHO, LLC; REGARDING PRICE AND TERMS. – CITYE.RECESSCLOSED SESSION TO RECESS TO THE REGULAR FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY,SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY, AND CITY COUNCIL MEETINGS AT 7:00 P.M. IN THECOUNCIL CHAMBERS AT CITY HALL, LOCATED AT 10500 CIVIC CENTER DRIVE, RANCHO CUCAMONGA,CALIFORNIA.REGULAR MEETING 7:00 P.M.COUNCIL CHAMBERSTHE REGULAR MEETINGS OF THE FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY, SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY, AND CITY COUNCIL WILL BE CALLED TO ORDER. IT IS THE INTENT TOCONCLUDE THE MEETINGS BY 10:00 P.M., UNLESS EXTENDED BY CONCURRENCE OF THE FIRE BOARD,AGENCIES, AUTHORITY BOARD AND COUNCIL.Pledge of Allegiance Roll Call:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott and SpagnoloA.ANNOUNCEMENT / PRESENTATIONSA.1.Presentation of a Proclamation to California Nevada American Water Works Association inCelebration of their 100th Anniversary of Service. A.2.Recognition of Noah Daniels, Finance Manager, for his completion of the Government FinanceOfficers Association’s Certified Public Finance Officer (CPFO) Program, earning him thedesignation of CPFO. B.PUBLIC COMMUNICATIONSThis is the time and place for the general public to address the Fire Protection District, Housing SuccessorAgency, Successor Agency, Public Finance Authority Board, and City Council on any item listed or not listedon the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, PublicFinance Authority Board, and City Council from addressing any issue not previously included on the Agenda. The FireProtection District, Housing Successor Agency, Successor Agency, Public Finance Authority Board, and City Council mayreceive 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 tothe Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. Thisis a professional business meeting and courtesy and decorum are expected. Please refrain from any debate betweenaudience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of themeeting.The public communications period will not exceed one hour prior to the commencement of the businessportion of the agenda.During this one hour period, all those who wish to speak on a topic contained in the businessportion of the agenda will be given priority, and no further speaker cards for these business items (with the exception ofpublic hearing items) will be accepted once the business portion of the agenda commences. Any other publiccommunications which have not concluded during this one hour period may resume after the regular business portion ofthe agenda has been completed.CONSENT CALENDARS:The following Consent Calendar items are expected to be routine and noncontroversial. They will be actedupon by the Fire Board/Housing Successor Agency/Successor Agency/Authority Board/Council at one timewithout discussion. Any item may be removed by a Fire Board/Housing Successor Agency/SuccessorAgency/Authority Board/Council Member for discussion.C.CONSENT CALENDAR – FIRE PROTECTION DISTRICTC.1.Consideration of Meeting Minutes: Special Meetings of February 19, 2020 and Regular Meetingsof February 19, 2020 and March 4, 2020. C.2.Consideration to Approve BiWeekly Payroll in the Amount of $684,459.29 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$199,822.97 Dated February 25, 2020 Through March 08, 2020.C.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $3,141.34 Dated February 25, 2020 Through March 08, 2020.C.4.Consideration to Receive and File Current Investment Schedule as of February 29, 2020.C.5.Consideration of Resolution No.FD2020002, Adopting Revised Records Retention Schedules,Authorizing Destruction and Rescinding Previous Records Retention Schedules.RESOLUTION NO. FD2020002A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIREPROTECTION DISTRICT, ADOPTING REVISED RECORDS RETENTION SCHEDULES,AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTIONSCHEDULESD.CONSENT CALENDAR – HOUSING SUCCESSOR AGENCYD.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. E.CONSENT CALENDAR – SUCCESSOR AGENCYE.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. F.CONSENT CALENDAR – PUBLIC FINANCE AUTHORITYF.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. G.CONSENT CALENDAR – CITY COUNCILG.1.Consideration of Meeting Minutes: Special Meetings of February 19, 2020 and RegularMeetings of February 19, 2020 and March 4, 2020. G.2.Consideration to Approve BiWeekly Payroll in the Amount of $1,164,756.08 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$2,238,763.60 Dated February 25, 2020 Through March 08, 2020.G.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $19,129.76 Dated February 25, 2020 Through March 08, 2020.G.4.Consideration to Receive and File Current Investment Schedule as of February 29, 2020.G.5.Consideration to Accept the Parks Painting Project FY 1920 as Complete, File the Notice ofCompletion, and Authorize Release of Retention and Bonds.G.6.Consideration of The Housing Element Annual Progress Report for 2019.G.7.Consideration to Approve a Contract with Community Works Design Group for a Total AmountNot to Exceed $223,235.00 for Design Services for The Central Park Dog Park to be InitiallyFunded From Community Services Capital Projects Fund (12744015650/20222740) andReimbursed Through a Grant from The State of California, Administered by Office of Grants andLocal Services (OGALS). G.8.Request Authorization to Increase Contract with Ford of Upland in the Amount of $49,999 For aTotal Contract in the Amount of $149,997.G.9.Consideration of Resolution No. 2020013, Adopting Revised Records Retention Schedules,Authorizing Destruction and Rescinding Previous Records Retention Schedules.RESOLUTION NO.2020013A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZINGDESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULESG.10.Consideration of Adoption of Resolution No. 202014, Proclaiming Existence of a LocalEmergency due to the Novel Coronavirus Disease (COVID19).H.CONSENT ORDINANCESThe following Ordinances have been introduced for first reading. Second readings are expected tobe routine and noncontroversial. The City Council will act upon them at one time without discussion.The City Clerk will read the title. Any item can be removed for discussion by a Council Member.H.1.Consideration of Second Reading and Adoption of Ordinance No. 966 to Amend Title 17 of theMunicipal Code to Amend Standards for Accessory Dwelling Units in Compliance with State Law.ORDINANCE NO. 966AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AMENDING THERANCHO CUCAMONGA MUNICIPAL CODE TO REVISE REGULATIONS REGARDINGACCESSORY DWELLING UNITS, AND FINDING THE ORDINANCE TO BE EXEMPT FROMTHE CALIFORNIA ENVIRONMENTAL QUALITY ACTI.ADMINISTRATIVE HEARING ITEMI.1.Consideration Of Urgency Ordinance N0. 967, Adopting Emergency Regulations Related toResidential and/or Commercial Tenant Evictions.URGENCY ORDINANCE NO. 967 AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHOCUCAMONGA ADOPTING EMERGENCY REGULATIONS RELATED TO RESIDENTIAL ANDCOMMERCIAL TENANT EVICTIONS AND DECLARING THE URGENCY THEREOFORURGENCY ORDINANCE NO. 967 AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHOCUCAMONGA ADOPTING EMERGENCY REGULATIONS RELATED TO RESIDENTIALTENANT EVICTIONS AND DECLARING THE URGENCY THEREOFJ.ADVERTISED PUBLIC HEARINGS – CITY COUNCIL/FIRE PROTECTIONDISTRICTJ.1.REVISED STAFF REPORT: CONSIDERATION OF AN APPEAL OF THE PLANNINGCOMMISSION’S DECISION TO DENY HILLSIDE DESIGN REVIEW DRC201700244 ANDMINOR EXCEPTION DRC201800473 –PAUL BARDOS, APPLICANT . This project consistsof a site plan and architectural review of a proposed 4,118 square foot twostory, singlefamilyresidence with an attached 771 square foot garage and a request to construct retaining walls upto 5feet and 2inches high on a 15,430 square foot lot within the Low (L) Residential District andwithin the Hillside Overlay District at 8035 Camino Predera APN: 020763103. A minorexception was also requested to exceed the maximum height limit for retaining walls in the zone. This item was determined to be exempt from the requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines pursuant to CEQA Guidelines Section 15061(b)(4) as a project that has been rejected or disapproved (This item was continued from the February 19, 2020 City Council Meeting). J.2.PUBLIC HEARING FOR CONSIDERATION OF AN APPEAL OF THE PLANNING COMMISSION’S DECISION TO APPROVE DESIGN REVIEW DRC201900590 – SHEAN KIM, APPLICANT.THE PROJECT CONSISTS OF A SITE PLAN AND ARCHITECTURAL REVIEW OF A 103,945 SQUARE FOOT WAREHOUSE DISTRIBUTION BUILDING ON 4.75 ACRES OF LAND IN THE GENERAL INDUSTRIAL (GI) DISTRICT ON THE EAST SIDE OF PECAN AVENUE SOUTH OF ARROW ROUTE; APN: 022917102. THIS ITEM IS EXEMPT FROM THE REQUIREMENTS OF THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) AND THE CITY’S CEQA GUIDELINES UNDER CEQA SECTION 15332 – INFILL DEVELOPMENT PROJECTS. K.CITY MANAGER’S STAFF REPORTS K.1.Consideration of Resolution Encouraging Exclusive and/or Extended Hours at Grocery Stores for Vulnerable Populations During the COVID19 Emergency. RESOLUTION NO. 2020014 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ENCOURAGING EXCLUSIVE AND/OR EXTENDED HOURS AT GROCERY STORES FOR VULNERABLE POPULATIONS DURING THE COVID19 EMERGENCY L.COUNCIL BUSINESS L.1.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) L.2.INTERAGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) M.IDENTIFICATION OF ITEMS FOR NEXT MEETING N.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 SeventyTwo (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. Page 7 AMENDED AGENDAAmended on 3/13/2020; 3/15/2020; 3/16/2020; 03/18/2020: Item G10, I1, K1 AddedFIRE PROTECTION DISTRICT BOARDHOUSING SUCCESSOR AGENCY SUCCESSOR AGENCY PUBLIC FINANCE AUTHORITY CITY COUNCILWednesday, March 18, 202010500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TRICOMMUNITIES CONFERENCE ROOM 4:30 P.M.REGULAR MEETINGS COUNCIL CHAMBERS 7:00 P.M.MEMBERS:MAYOR L. Dennis Michael CITY MANAGER John R. GillisonMAYOR PRO TEM Lynne B. Kennedy CITY ATTORNEY James L. MarkmanCOUNCIL MEMBERS Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY CLERKCITY TREASURER Janice C. ReynoldsJames C. FrostNEW COMMUNITY GUIDELINES FROM THE SAN BERNARDINO COUNTY DEPARTMENT OF PUBLIC HEALTH TO PROTECTTHE PUBLIC FROM FURTHER SPREAD OF THE CORONAVIRUS (COVID19) PROHIBITS THE GATHERING OF ANY NUMBEROF PEOPLE STARTING MARCH 18 TO APRIL 6, 2020.RESIDENTS ARE ENCOURAGED TO WATCH THE CITY COUNCIL MEETINGS LIVE ON THE CITY'S WEBSITE AThttps://www.cityofrc.us/yourgovernment/citycouncilagendas AS WELL AS REGULAR RCTV3 PROGRAMMING. IF YOUWISH TO MAKE EITHER A GENERAL PUBLIC COMMENT OR TO COMMENT ON A SPECIFIC AGENDA ITEM, REMOTE PUBLICCOMMENT IS AVAILABLE FOR THIS MEETING BY CALLING 9097742751 DURING THE MEETING.The City of Rancho Cucamonga thanks you in advance for taking all precautions to prevent spreading the COVID19virus.Pursuant to Governor Newsom's Executive Order N2520, members of the City Council or staff may participate in thismeeting via a teleconference. If you have any questions, please contact the City Clerk's Office at (909) 7742023.TO ADDRESS THE FIRE BOARD, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY,PUBLIC FINANCE AUTHORITY AND CITY COUNCILThe Fire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council encourage free expression of allpoints of view. To allow all persons to speak, given the length of the Agenda, please keep your remarks brief. If others have already expressedyour position, you may simply indicate that you agree with a previous speaker. If appropriate, a spokesperson may present the views of yourentire group. To encourage all views and promote courtesy to others, the audience should refrain from clapping, booing or shouts of approvalor disagreement from the audience.The public may address the Fire Board, Housing Successor Agency, Successor Agency, Public FinanceAuthority and City Council by fillingout a speaker card and submitting it to the City Clerk. The speaker cards are located on the wall at the back of the Chambers, at the frontdesk behind the staff table and at the City Clerk's desk. Any handouts for the Fire Board, Successor Agency, Public Finance Authority orCity Council should be given to the City Clerk for distribution.During "Public Communications," your name will be called to speak on any item listed or not listed on the agenda in the order in which it wasreceived. 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, andno further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion ofthe agenda commences. Any other "Public Communications" which have not concluded during this onehour period may resume after theregular business portion of the agenda has been completed. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.If you are present to speak on an "Advertised Public Hearing" or on an "Administrative Hearing" Item(s), your name will be alled when thatitem is being discussed, in the order in which it was received. Comments are to be limited to five minutes per individual or less, as deemednecessary by the Chair, depending upon the number of individuals desiring to speak.AGENDA BACKUP MATERIALSStaff reports and backup materials for agenda items are available for review at the City Clerk's counter, the City's Public Libraries and on theCity's website. A complete copy of the agenda is also available at the desk located behind the staff table during the Council meeting.LIVE BROADCASTFire Board, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council meetings are broadcast live onChannel 3 for those with cable television access. Meetings are rebroadcast on the second and fourth Wednesdays of each month at 7:00p.m. Streaming Video on Demand is available on the City's website at www.cityofrc.us/yourgovernment/citycouncilagendas.The Fire Board, Successor Agency, Public Finance Authority and City Council meet regularly on the first and thirdWednesday of the month at 7:00 p.m. in the Council Chambers located at 10500 Civic Center Drive.Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, andPublic Finance Authority.Copies of the agendas and minutes can be found @ www.cityofrc.usIf you need special assistance or accommodations to participate in this meeting, please contact the City Clerk'soffice at (909) 4772700. Notification of 48 hours prior to the meeting will enable the City to make reasonablearrangements to ensure accessibility. Listening devices are available for the hearing impaired. Please silence all cell phones and devices while the meeting is in session.MARCH 18, 2020FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY ANDCITY COUNCIL AGENDACLOSED SESSION 4:30 P.M.Roll Call:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott, SpagnoloA.ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B.PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C.CITY MANAGER ANNOUNCEMENTSD.CONDUCT OF CLOSED SESSION TriCommunities Conference RoomD.1.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 8810 ETIWANDA AVENUE, FURTHERIDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR’S PARCEL NUMBER022913107; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTINGTHE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES AND JOAN F. JONES,TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDED 2/3 INTERESAND BONNIE CATHRYN STRACK & WILLIAM R. RUSHING, AS SUCCESSOR TRUSTEE OFTHE STRACK FAMILY TRUST, DATED MARCH 13, 2014, AS TO AN UNDIVIDED 1/3INTEREST, OWNERS; REGARDING PRICE AND TERMS – CITYD.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED GENERALLY AT NORTH WEST CORNER OFCIVIC CENTER DRIVE AND HAVEN AVENUE ALSO KNOWN AS PARCEL NUMBERS 0208331470000, AND 0208331400000 ; NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE PONTELL,NATIONAL COMMUNITY RENAISSANCE.; REGARDING PRICE AND TERMS. CITYD.3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED ASPARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000;NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OFRANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS.;REGARDING PRICE AND TERMS. CITYD.4.CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION PURSUANT TOPARAGRAPH (1) OF SUBDIVISION (D) OF SECTION 54956.9; NAME OF CASE: NATURALRESOURCES DEFENSE COUNCIL INC. V. CITY OF RANCHO CUCAMONGA, SANBERNARDINO COUNTY SUPERIOR COURT, CASE NO. CIV DS 1937969D.5.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABORNEGOTIATIONS WITH THE RANCHO CUCAMONGA CITY EMPLOYEES ASSOCIATION(RCCEA). – CITYD.6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR REAL PROPERTY LOCATED AT 9763 8TH STREET, RANCHOCUCAMONGA; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTINGTHE CITY OF RANCHO CUCAMONGA, AND TAI NGO, LEE & ASSOCIATES; REGARDINGPRICE AND TERMS – CITYD.7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY LOCATED AT 9789 MAIN STREET IDENTIFIED ASPARCEL NUMBERS 0209062020000; NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CAROL NORRIS,NORTHTOWN HOUSING DEVELOPMENT CORPORATION.; REGARDING PRICE ANDTERMS. CITYD.8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE RANCHOCUCAMONGA METROLINK STATION IDENTIFIED AS PARCEL NUMBERS 020927211,020914321, AND 020927222; NEGOTIATING PARTIES CITY MANAGER JOHN GILLISON,CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, CARRIESCHINDLER REPRESENTING SBCTA, AND MICHAEL DIEDEN REPRESENTING EMPIREYARDS AT RANCHO, LLC; REGARDING PRICE AND TERMS. – CITYE.RECESSCLOSED SESSION TO RECESS TO THE REGULAR FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY,SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY, AND CITY COUNCIL MEETINGS AT 7:00 P.M. IN THECOUNCIL CHAMBERS AT CITY HALL, LOCATED AT 10500 CIVIC CENTER DRIVE, RANCHO CUCAMONGA,CALIFORNIA.REGULAR MEETING 7:00 P.M.COUNCIL CHAMBERSTHE REGULAR MEETINGS OF THE FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY, SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY, AND CITY COUNCIL WILL BE CALLED TO ORDER. IT IS THE INTENT TOCONCLUDE THE MEETINGS BY 10:00 P.M., UNLESS EXTENDED BY CONCURRENCE OF THE FIRE BOARD,AGENCIES, AUTHORITY BOARD AND COUNCIL.Pledge of Allegiance Roll Call:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott and SpagnoloA.ANNOUNCEMENT / PRESENTATIONSA.1.Presentation of a Proclamation to California Nevada American Water Works Association inCelebration of their 100th Anniversary of Service. A.2.Recognition of Noah Daniels, Finance Manager, for his completion of the Government FinanceOfficers Association’s Certified Public Finance Officer (CPFO) Program, earning him thedesignation of CPFO. B.PUBLIC COMMUNICATIONSThis is the time and place for the general public to address the Fire Protection District, Housing SuccessorAgency, Successor Agency, Public Finance Authority Board, and City Council on any item listed or not listedon the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, PublicFinance Authority Board, and City Council from addressing any issue not previously included on the Agenda. The FireProtection District, Housing Successor Agency, Successor Agency, Public Finance Authority Board, and City Council mayreceive 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 tothe Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. Thisis a professional business meeting and courtesy and decorum are expected. Please refrain from any debate betweenaudience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of themeeting.The public communications period will not exceed one hour prior to the commencement of the businessportion of the agenda.During this one hour period, all those who wish to speak on a topic contained in the businessportion of the agenda will be given priority, and no further speaker cards for these business items (with the exception ofpublic hearing items) will be accepted once the business portion of the agenda commences. Any other publiccommunications which have not concluded during this one hour period may resume after the regular business portion ofthe agenda has been completed.CONSENT CALENDARS:The following Consent Calendar items are expected to be routine and noncontroversial. They will be actedupon by the Fire Board/Housing Successor Agency/Successor Agency/Authority Board/Council at one timewithout discussion. Any item may be removed by a Fire Board/Housing Successor Agency/SuccessorAgency/Authority Board/Council Member for discussion.C.CONSENT CALENDAR – FIRE PROTECTION DISTRICTC.1.Consideration of Meeting Minutes: Special Meetings of February 19, 2020 and Regular Meetingsof February 19, 2020 and March 4, 2020. C.2.Consideration to Approve BiWeekly Payroll in the Amount of $684,459.29 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$199,822.97 Dated February 25, 2020 Through March 08, 2020.C.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $3,141.34 Dated February 25, 2020 Through March 08, 2020.C.4.Consideration to Receive and File Current Investment Schedule as of February 29, 2020.C.5.Consideration of Resolution No.FD2020002, Adopting Revised Records Retention Schedules,Authorizing Destruction and Rescinding Previous Records Retention Schedules.RESOLUTION NO. FD2020002A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIREPROTECTION DISTRICT, ADOPTING REVISED RECORDS RETENTION SCHEDULES,AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTIONSCHEDULESD.CONSENT CALENDAR – HOUSING SUCCESSOR AGENCYD.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. E.CONSENT CALENDAR – SUCCESSOR AGENCYE.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. F.CONSENT CALENDAR – PUBLIC FINANCE AUTHORITYF.1.Consideration of Meeting Minutes: Regular Meetings of February 19, 2020 and March 4, 2020. G.CONSENT CALENDAR – CITY COUNCILG.1.Consideration of Meeting Minutes: Special Meetings of February 19, 2020 and RegularMeetings of February 19, 2020 and March 4, 2020. G.2.Consideration to Approve BiWeekly Payroll in the Amount of $1,164,756.08 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$2,238,763.60 Dated February 25, 2020 Through March 08, 2020.G.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $19,129.76 Dated February 25, 2020 Through March 08, 2020.G.4.Consideration to Receive and File Current Investment Schedule as of February 29, 2020.G.5.Consideration to Accept the Parks Painting Project FY 1920 as Complete, File the Notice ofCompletion, and Authorize Release of Retention and Bonds.G.6.Consideration of The Housing Element Annual Progress Report for 2019.G.7.Consideration to Approve a Contract with Community Works Design Group for a Total AmountNot to Exceed $223,235.00 for Design Services for The Central Park Dog Park to be InitiallyFunded From Community Services Capital Projects Fund (12744015650/20222740) andReimbursed Through a Grant from The State of California, Administered by Office of Grants andLocal Services (OGALS). G.8.Request Authorization to Increase Contract with Ford of Upland in the Amount of $49,999 For aTotal Contract in the Amount of $149,997.G.9.Consideration of Resolution No. 2020013, Adopting Revised Records Retention Schedules,Authorizing Destruction and Rescinding Previous Records Retention Schedules.RESOLUTION NO.2020013A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZINGDESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULESG.10.Consideration of Adoption of Resolution No. 202014, Proclaiming Existence of a LocalEmergency due to the Novel Coronavirus Disease (COVID19).H.CONSENT ORDINANCESThe following Ordinances have been introduced for first reading. Second readings are expected tobe routine and noncontroversial. The City Council will act upon them at one time without discussion.The City Clerk will read the title. Any item can be removed for discussion by a Council Member.H.1.Consideration of Second Reading and Adoption of Ordinance No. 966 to Amend Title 17 of theMunicipal Code to Amend Standards for Accessory Dwelling Units in Compliance with State Law.ORDINANCE NO. 966AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AMENDING THERANCHO CUCAMONGA MUNICIPAL CODE TO REVISE REGULATIONS REGARDINGACCESSORY DWELLING UNITS, AND FINDING THE ORDINANCE TO BE EXEMPT FROMTHE CALIFORNIA ENVIRONMENTAL QUALITY ACTI.ADMINISTRATIVE HEARING ITEMI.1.Consideration Of Urgency Ordinance N0. 967, Adopting Emergency Regulations Related toResidential and/or Commercial Tenant Evictions.URGENCY ORDINANCE NO. 967 AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHOCUCAMONGA ADOPTING EMERGENCY REGULATIONS RELATED TO RESIDENTIAL ANDCOMMERCIAL TENANT EVICTIONS AND DECLARING THE URGENCY THEREOFORURGENCY ORDINANCE NO. 967 AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHOCUCAMONGA ADOPTING EMERGENCY REGULATIONS RELATED TO RESIDENTIALTENANT EVICTIONS AND DECLARING THE URGENCY THEREOFJ.ADVERTISED PUBLIC HEARINGS – CITY COUNCIL/FIRE PROTECTIONDISTRICTJ.1.REVISED STAFF REPORT: CONSIDERATION OF AN APPEAL OF THE PLANNINGCOMMISSION’S DECISION TO DENY HILLSIDE DESIGN REVIEW DRC201700244 ANDMINOR EXCEPTION DRC201800473 –PAUL BARDOS, APPLICANT . This project consistsof a site plan and architectural review of a proposed 4,118 square foot twostory, singlefamilyresidence with an attached 771 square foot garage and a request to construct retaining walls upto 5feet and 2inches high on a 15,430 square foot lot within the Low (L) Residential District andwithin the Hillside Overlay District at 8035 Camino Predera APN: 020763103. A minorexception was also requested to exceed the maximum height limit for retaining walls in the zone. This item was determined to be exempt from the requirements of the California EnvironmentalQuality Act (CEQA) and the City’s CEQA Guidelines pursuant to CEQA Guidelines Section15061(b)(4) as a project that has been rejected or disapproved (This item was continued from theFebruary 19, 2020 City Council Meeting).J.2.PUBLIC HEARING FOR CONSIDERATION OF AN APPEAL OF THE PLANNINGCOMMISSION’S DECISION TO APPROVE DESIGN REVIEW DRC201900590 – SHEANKIM, APPLICANT.THE PROJECT CONSISTS OF A SITE PLAN AND ARCHITECTURALREVIEW OF A 103,945 SQUARE FOOT WAREHOUSE DISTRIBUTION BUILDING ON 4.75ACRES OF LAND IN THE GENERAL INDUSTRIAL (GI) DISTRICT ON THE EAST SIDE OFPECAN AVENUE SOUTH OF ARROW ROUTE; APN: 022917102. THIS ITEM IS EXEMPTFROM THE REQUIREMENTS OF THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA)AND THE CITY’S CEQA GUIDELINES UNDER CEQA SECTION 15332 – INFILLDEVELOPMENT PROJECTS.K.CITY MANAGER’S STAFF REPORTSK.1.Consideration of Resolution Encouraging Exclusive and/or Extended Hours at Grocery Stores forVulnerable Populations During the COVID19 Emergency.RESOLUTION NO. 2020014A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ENCOURAGING EXCLUSIVE AND/OR EXTENDED HOURS AT GROCERYSTORES FOR VULNERABLE POPULATIONS DURING THE COVID19 EMERGENCYL.COUNCIL BUSINESSL.1.COUNCIL ANNOUNCEMENTS(Comments to be limited to three minutes per Council Member.)L.2.INTERAGENCY UPDATES(Update by the City Council to the community on the meetings that were attended.)M.IDENTIFICATION OF ITEMS FOR NEXT MEETINGN.ADJOURNMENTCERTIFICATIONI, 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 atleast SeventyTwo (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic CenterDrive, Rancho Cucamonga, California and on the City's website. Page 8 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Linda A. Troyan, City Clerk Services Director SUBJECT:CONSIDERATION OF MEETING MINUTES: SPECIAL MEETINGS OF FEBRUARY 19, 2020 AND REGULAR MEETINGS OF FEBRUARY 19, 2020 AND MARCH 4, 2020. RECOMMENDATION: Staff recommends approval of the Meeting Minutes of Special Meetings of February 19, 2020 and Regular Meetings of February 19, 2020 and March 4, 2020. BACKGROUND: N/A COUNCIL GOAL(S) ADDRESSED: N/A ATTACHMENTS: Description Attachment 1 2/19/2020 SPCL MINUTES Attachment 2 2/19/2020 REG MINUTES Attachment 3 3/4/2020 REG MINUTES ANALYSIS: N/A FISCAL IMPACT: N/A Page 9 A F T * February 19, 2020 | City Council and Fire Protection District Special Meeting Minutes City of Rancho Cucamonga | Page 1 of 2 February 19, 2020 CITY OF RANCHO CUCAMONGA CITY COUNCIL AND FIRE PROTECTION DISTRICT SPECIAL MEETING WORKSHOP MINUTES CALL TO ORDER The City Council and Rancho Cucamonga Fire Protection District held a special meeting workshop on Wednesday, February 19, 2020 in the Tri-Communities Conference Room, 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor L. Dennis Michael called the meetings to order at 3:00 p.m. Present were Council Members: Ryan A. Hutchison, Kristine D. Scott, Sam Spagnolo, Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael. Also present were: John Gillison, City Manager; Matt Burris, Deputy City Manager/Community Development; Jason Welday, Director of Engineering Services/City Engineer, and Linda A. Troyan, City Clerk Services Director. Flavio Nuñez, Management Analyst II, Economic Development, led the Pledge of Allegiance. PUBLIC COMMUNICATIONS No public communications were made. ITEMS OF DISCUSSION 1. Review of Transit Rail Alternatives and Establishment of Related City Policy. City Manager Gillison introduced the item Deputy City Manager Burris and Jason Welday, Director of Engineering Services/City Engineer via Power Point reviewed rail options in the West Valley region. Staff recommended that the City Council adopt a formal position regarding the future of rail transit in the area. City Staff recommended that the City Council support the following: Short-term: Support Gold Link Connection to ONT via Rancho Cucamonga Metrolink Station. Long-term: Support connecting ONT to the wider Metrolink network via high quality transit to provide better regional connectivity. Dr. Raymond W. Wolfe, Executive Director, San Bernardino County Transportation Authority, (SBCTA) outlined Metrolink enhancements and Ontario rail access alternatives via Power Point presentation. He also provided a flyer on Zemu, America’s first self -containing ZERO EMISSION MULTIPLE UNIT (ZEMU) slated for the future Arrow service in San Bernardino County. In follow up to SBCTA’s support of transit alternatives to and from Ontario Airport, Council supported changing Staff’s recommendation to: Support enhanced Metrolink service to Ontario International Airport via the Rancho Cucamonga Metrolink station. Support connecting Ontario International Airport to the wider Metrolink network via high quality transit to provide better regional connectivity. Page 10 A F T * February 19, 2020 | City Council and Fire Protection District Special Meeting Minutes City of Rancho Cucamonga | Page 2 of 2 Motion by Council Member Spagnolo, Second by Council Member Scott, to approve staff recommendation as modified below: Support enhanced Metrolink service to Ontario International Airport via the Rancho Cucamonga Metrolink station. Support connecting Ontario International Airport to the wider Metrolink network via high quality transit to provide better regional connectivity. ADJOURNMENT The City Council and Fire Protection District Special meeting workshop adjourned at 4:23 p.m. Respectfully submitted, __________________________________ Linda A. Troyan, MMC City Clerk Services Director Approved: Page 11 **DRAFT** February 19, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 1 of 8 February 19, 2020 CITY OF RANCHO CUCAMONGA CLOSED SESSION, FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY AND CITY COUNCIL REGULAR MEETINGS MINUTES The City of Rancho Cucamonga City Council held a closed session on Wednesday, February 19, 2020, in the Tapia Conference Room at the Civic Center, 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor Michael called the meeting to order at 4:30 p.m. Present were Council Members: Ryan Hutchison, Kristine Scott, Sam Spagnolo, and Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael. Also present were: John Gillison, City Manager; James L. Markman, City Attorney; Elisa Cox, Deputy City Manager/Cultural & Civic Services; Lori Sassoon, Deputy City Manager/Administrative Services; Matt Burris, Deputy City Manager/Economic and Community Development. No public communications were made. No discussion or actions were taken. D.1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8783 ETIWANDA AVENUE/12949 WHITTRAM AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR’S PARCEL NUMBER 0229 162 14; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND KULAR TRUCK LINE, INC., OWNER; REGARDING PRICE AND TERMS – CITY D.2. CONF ERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8810 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR’S PARCEL NUMBER 0229131 07; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, R EPRESENTING THE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES AND JOAN F. JONES, TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDED 2/3 INTEREST AND BONNIE CATHRYN STRACK & WILLIAM R. RUSHING, AS SUCCESSOR TRUSTEE OF THE STRACK FAMILY TRUST, D ATED MARCH 13, 2014, AS TO AN UNDIVIDED 1/3 INTEREST, OWNERS; REGARDING PRICE AND TERMS – CITY 4:30 P.M. – CLOSED SESSION CALL TO ORDER – TAPIA CONFERENCE ROOM A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S) B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S) C. CITY MANAGER ANNOUNCEMENTS D. CONDUCT OF CLOSED SESSION – TAPIA CONFERENCE ROOM Page 12 **DRAFT** February 19, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 2 of 8 D.3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR INTEREST IN PROPERTY LOCATED AT 8783 ETIWANDA AVENUE/ 12949 WHITTRAM AVENU E, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR’S PARCEL NUMBER 0229 162 14; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND MR. & MRS. JOAQUIN RAMOS, JOSE NERI, MAURICIO NERI AND JOAQUIN QUIEJ, TENANTS; REGARDING PRICE AND TERMS – CITY D.4. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (D) OF SECTION 54956.9; NAME OF CASE: NATURAL RESOURCES DEFENSE COUNCIL INC. V. CITY OF RANCHO CUCAMONGA, SAN BERNAR DINO COUNTY SUPERIOR COURT, CASE NO. CIV DS 1937969 The closed session recessed at 6:25 p.m. 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 February 19, 2020 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, Sam Spagnolo, and Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael. Also present were: John Gillison, City Manager; James L. Markman, City Attorney and Linda Troyan, City Clerk Services Director. Council Member Scott led the Pledge of Allegiance. A.1. Presentation of Friends of the Library $140,000 Donation to the Rancho Cucamonga Public Library. Friends of the Library representatives Jan Ludolph, President; Karen Howard, Vice President; Clara Curry, Treasurer; Lorene Chang, Board Member, presented a check donation to the Rancho Cucamonga Public Library in the amount of $140,000 to help support library programs. A.2. Presentation of Painting from Bayart Academy for Rancho Cucamonga Fire District’s Assistance with the Kincade Fire. Fire Chief Rojer and Joseph Ramos, Emergency Management Coordinator, demonstrated and shared a painting received by the Fire District from Bayart Academy for the Fire District’s support and assistance during the Kincade Fire. A.3. Presentation of Cal-ICMA "Overall Excellence in Talent" Award to the Rancho Cucamonga Human Resources Department. E. RECESS REGULAR MEETING – 7:00 P.M. CALL TO ORDER – COUNCIL CHAMBERS A. ANNOUNCEMENTS/PRESENTATIONS Page 13 **DRAFT** February 19, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 3 of 8 Mayor Michael and Members of the City Council acknowledged and recognized the City’s Human Resources Department for receiving the “Overall Excellence in Talent” award by Cal-ICMA. Janet Walton, shared a quote and offered a prayer. Frank Atry, spoke about religion and beliefs; Council Member salaries; and homelessness. As a result of disorderly conduct Mr. Atry was removed from the meeting. C.1. Consideration to Approve Bi-Weekly Payroll in the Amount of $1,552,217.17 and Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Amount of $1,227,227.79 Dated January 07, 2020 Through February 10, 2020 and Electronic Debit Register for the Month of December in the Amount of $554,404.88. C.2. Consideration to Approve Weekly Check Registers for Checks Issued to Southern California Gas Company in the Amount of $6,233.81 Dated January 07, 2020 Through February 10, 2020. C.3. Consideration to Receive and File Current Investment Schedule as of December 31, 2019. C.4. Consideration to Receive and File Current Investment Schedule as of January 31, 2020 MOTION: Moved by Board Member Scott, seconded by Board Member Spagnolo, to approve Consent Calendar Item C1 through C4. Motion carried unanimously, 5-0, with Board Member Scott abstaining from item C2, due to her employment with Southern California Gas Company. No Items. No Items. No Items. B. PUBLIC COMMUNICATIONS CONSENT CALENDARS C. CONSENT CALENDAR – FIRE PROTECTION DISTRICT D. CONSENT CALENDAR – HOUSING SUCCESSOR AGENCY E. CONSENT CALENDAR – SUCCESSOR AGENCY F. CONSENT CALENDAR – PUBLIC FINANCING AUTHORITY Page 14 **DRAFT** February 19, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 4 of 8 G.1. Consideration to Approve Bi-Weekly Payroll in the Amount of $2,356,491.75 and Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Amount of$6,473,800.02 Dated January 07, 2020 Through February 10, 2020 and Electronic Debit Register for the Month of December in the Amount of $574,944.66. G.2. Consideration to Approve Weekly Check Registers for Checks Issued to Southern California Gas Company in the Amount of $44,708.08 Dated January 07, 2020 Through February 10, 2020. G.3. Consideration to Receive and File Current Investment Schedule as of December 31, 2019. G.4. Consideration to Receive and File Current Investment Schedule as of January 31, 2020. G.5. Consideration to Approve a Five-Year Agreement with IntelesysOne, Inc. for Telephone System Maintenance and Support. G.6. Consideration to Approve America Walks Grant of $1,500 to Complete a #BeKindRC Sidewalk Art Installation. G.7. Consideration to Approve a Contract with Kaiser Foundation Hospitals in the amount of $25,000 for the Your Mind Matters Mobile Unit Project. G.8. Consideration of a Memorandum of Understanding with Los Angeles County on Behalf of the Southern California Regional Energy Network for Energy Services, Audits, and Technical Assistance for City Facilities Serviced By The Rancho Cucamonga Municipal Utility (RCMU). G.9. Consideration to Accept Public Improvements Related to Tract No. 18936 Located on the South Side of Carnesi Drive and East of Etiwanda Avenue as Complete, File the Notice of Completion, and Authorize Release of Bonds. G.10. Consideration to Accept Public Improvements Related to a Multi-Family Development by CRP/FPC Foothill Owner, LLC Located on the Northeast Corner of Foothill Blvd and Hermosa Avenue (Case No. DRC2016-00006) as Complete, File the Notice of Completion, and Autho rize Release of Securities. G.11. Consideration to Accept Public Street Improvements on 4th Street and 6th Street Improvements Related to the Development of Tract 20073 (Case No. ROW2018-00135 and ROW2018-00137 Respectively) Submitted by SC Rancho Development Corp. as Complete, File the Notice of Completion, and Authorize Release of Bonds. G.12. Consideration to Accept the Citywide Concrete Repair FY 2018/2019 Project as Complete, File the Notice of Completion, and Authorize Release of Retention and Bonds. MOTION: Moved by Council Member Spagnolo, seconded by Council Member Hutchison, to approve Consent Calendar Items G1 through G12. Motion carried unanimously, 5-0, with Board Member Scott abstaining from item G2, due to her employment with Southern California Gas Company. No Items. G. CONSENT CALENDAR – CITY COUNCIL H. CONSENT ORDINANCES Page 15 **DRAFT** February 19, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 5 of 8 No Items. J.1. Public Hearing of the City of Rancho Cucamonga to Consider Fee Adjustments for Various City Departments and Citywide Transportation Development Impact Fees. RESOLUTION NO. 2020-002 A RESOLUTION OF THE CITY COUNCIL OF RANCHO CUCAMONGA, CALIFORNIA, ADOPTING A FEE SCHEDULE APPLICABLE TO CERTAIN POLICE DEPARTMENT FEES RELATING TO TOWING SERVICES, AND REPEALING RESOLUTION 17-037 RESOLUTION NO. 2020-003 A RESOLUTION OF THE CITY COUNCIL OF RANCHO CUCAMONGA, CALIFORNIA, ADOPTING A COST RECOVERY FEE RELATED TO THE ETIWANDA HEIGHTS NEIGHBORHOOD AND CONSERVATION PLAN RESOLUTION NO. 2020-004 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ADOPTING FEES FOR SERVICES PERFORMED BY BUILDING AND SAFETY AND PLANNING RESOLUTION NO. 2020-005 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AMENDING RESOLUTION NO. 18-114, REVISING CITYWIDE TRANSPORTATION DEVELOPMENT IMPACT FEES (DIF) FOR ALL DEVELOPMENTS WITHIN THE CITY OF RANCHO CUCAMONGA, AND MAKING FINDINGS IN SUPPORT THEREOF City Manager Gillison introduced Brian Sandona, Senior Engineer, who gave the Staff Report. Mayor Michael opened the Public Hearing item. Manny Acosta, Pepe’s Towing, spoke in support of the fee adjustments but need to bring towing assessments to a reasonable amount since the number of vehicles towed is declining. He submitted correspondence regarding neighboring Police Department franchise fees and a schedule of tows for Pepe’s Towing company. Mike Leyva, Steve’s Towing, spoke about fee assessments for towing services being excessive and costing them money. He requested the City Council not vote on the item and return with assessments that can be agreed upon with the tow companies and city. City Manager Gillison clarified that if the Council does not take action on the item the towing fees will remain at a higher rate and if they take action the fees will be implemented at the discretion of the Chief of Police. Gordon Nichols, Senior Director of Government Affairs, Building Industry Association (BIA), thanked Council for meeting with the BIA organization and spoke in support of the fees implementation method. MOTION: Moved by Council Member Spagnolo, seconded by Council Member Scott, to adopt Resolutions Nos. 2020-002, 2020-003, 2020-004, and 2020-005. Motion carried unanimously, 5-0. I. ADMINISTRATIVE HEARING ITEM J. ADVERTISED PUBLIC HEARINGS CITY COUNCIL Page 16 **DRAFT** February 19, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 6 of 8 J.2. CONSIDERATION OF AN APPEAL OF THE PLANNING COMMISSION’S DECISION TO DENY HILLSIDE DESIGN REVIEW DRC2017-00244 AND MINOR EXCEPTION DRC2018- 00473 – PAUL BARDOS, APPLICANT. This project consists of a site plan and architectural review of a proposed 4,118 square foot two-story, single-family residence with an attached 771 square foot garage and a request to construct retaining walls up to 5-feet and 2-inches high on a 15,430 square foot lot within the Low (L) Residential District and within the Hillside Overlay District at 8035 Camino Predera - APN: 0207-631-03. A minor exception was also requested to exceed the maximum height limit for retaining walls in the zone. This item was determined to be exempt from the requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines pursuant to CEQA Guidelines Section 15061(b)(4) as a project that has been rejected or disapproved. RESOLUTION NO. 2020-006 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, DENYING APPEAL DRC2019-00975 AND UPHOLDING THE PLANNING COMMISSION DECISION TO DENY HILLSIDE DEVELOPMENT REVIEW DRC201700244; AND MAKING FINDINGS IN SUPPORT THEREOF – APN: 0207-631-03 RESOLUTION NO. 2020-007 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, DENYING APPEAL DRC2019-00975 AND UPHOLDING THE PLANNING COMMISSION DECISION TO DENY MINOR EXCEPTION DRC201800473; AND MAKING FINDINGS IN SUPPORT THEREOF – APN: 0207-631-03 City Manager Gillison introduced the item along with Tabe van der Zwaag, Associate Planner and Anne McIntosh, Planning Director, who gave the Staff Report. Mayor Michael opened the Public Hearing item. Paul Bardos, applicant, displayed a PowerPoint presentation; spoke about his application meeting the minimum standards of the City’s Development Code; addressed staff comments including home size and lot coverage, character of the community, and design elements; recommended the use of topography for review of new applications; recommended the City use the Danny Dera model and supported the concept; shared that the project will not affect views and asked Council to give direction to the Planning Commission t o use topography for future developments. Renee Massey, spoke in support of staff’s recommendation to the City Council; shared concerns with building heights, setbacks and overall size of the proposed structure, and submitted a letter in support of staff’s recommendation to adopt the resolutions as presented. Paul Bardos, applicant, shared that at community meetings held there was general support of the use of topography and requested the City give direction to applicants on how they can have their projects approved; spoke on lower setbacks and meeting standards, and requested the Council support the project and use topography in their review of application. Mayor Michael closed the Public Hearing item. Discussion ensued on the neighborhood meetings held and topics discussed, changes to the project, and average size of homes built in the area. There was Council consensus on having the applicant work with the community to reach a mutual agreement for the project. Recommendations from Council included: increased side yard setbacks, massing and footprint be reduced, which in turn would increase the side yard setbacks. City Attorney Markman recommended the item be continued to the second meeting in March and staff resolve any issues with the minor exception for height limit for the retaining walls. Page 17 **DRAFT** February 19, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 7 of 8 Mayor Michael re-opened the Public Hearing item. MOTION: Moved by Mayor Pro Tem Kennedy, seconded by Council Member Hutchison, to continue the Public Hearing item to March 18, 2020 at 7:00 pm in the Council Chambers, 10500 Civic Center Drive, Rancho Cucamonga, CA 91730 and have the applicant, staff, residents, return with a resolution. Motion carried unanimously, 5-0. Acknowledging a previous appeal, Council Member Hutchison recommended the applicant give staff enough time to review the revisions before the next meeting. K.1. Summary of Public Safety Response to 2019 Holiday Lights Display and Recommendations for 2020 Holiday Season. City Manager Gillison introduced Brett Haynes, Police Corporal, who gave the Staff Report . Discussion ensued on public safety goals for the holiday lights display season. MOTION: Moved by Council Member Scott, seconded by Mayor Pro Tem Kennedy, to receive and file summary of Public Safety Response to 2019 Holiday Lights Display and directed to implement drive-thru only December 4-6 and 11-24, 2020 for the 2020 Holiday Season. Motion carried unanimously, 5-0. K.2. Consideration to Receive and File Midyear Financial Update for the Six -Month Period Ended December 31, 2019. City Manager Gillison introduced Tamara Layne, Finance Director, who gave the Staff Report. City Manager Gillison further clarified potential impacts to the budget such as Tr ansient Occupancy Tax (TOT) fees, development code revenues, non -abatement expenses, sales tax increases and decreases and position vacancies. MOTION: Moved by Council Member Spagnolo, seconded by Council Member Hutchison, to receive and file Midyear Financial Update. Motion carried unanimously, 5-0. K.3. Consideration to Adopt the 2020 Legislative Platform. City Manager Gillison introduced Fabian Villenas, Principal Management Analyst, who gave the Staff Report. Principal Management Analyst Villenas recommended Council adoption of the 2020 Legislative Platform with an amendment to page 5, second bullet point, to be replaced with, “Provide enhanced Metrolink service to Ontario International Airport via the Rancho Cucamonga Metrolink station” and add an additional bullet point stating, “Connect Ontario International Airport to the wider Metrolink network via high quality transit to provide better regional connectivity”. Mayor Pro Tem Kennedy requested to receive a c opy of the amended section. MOTION: Moved by Council Member Spagnolo, seconded by Council Member Scott, to adopt the 2020 Legislative Platform with an amendment to page 5, second bullet point, to be replaced with, “Provide enhanced Metrolink service to Ontario International Airport via the Rancho Cucamonga Metrolink station” and add an additional bullet point stating, “Connect Ontario International Ai rport to the wider Metrolink network via high quality transit to provide better regional connectivity”. Motion carried unanimously, 5-0. K. CITY MANAGERS STAFF REPORTS Page 18 **DRAFT** February 19, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 8 of 8 L.1. COUNCIL ANNOUNCEMENTS None. L.2. INTER-AGENCY UPDATES None. None. Mayor Michael adjourned the meeting at 9:17 p.m. Respectfully submitted, __________________________________ Linda A. Troyan, MMC City Clerk Services Director Approved: L. COUNCIL BUSINESS M. IDENTIFICATION OF ITEMS FOR NEXT MEETING N. ADJOURNMENT Page 19 **DRAFT** March 4, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 1 of 6 March 4, 2020 CITY OF RANCHO CUCAMONGA CLOSED SESSION, FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY AND CITY COUNCIL REGULAR MEETINGS MINUTES The City of Rancho Cucamonga City Council held a closed session on Wednesday March 4, 2020, in the Tapia Conference Room at the Civic Center, 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor Michael called the meeting to order at 4:30 p.m. Present were Council Members: Ryan Hutchison, Kristine Scott, Sam Spagnolo, and Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael. Also present were: John Gillison, City Manager; James L. Markman, City Attorney; Elisa Cox, Deputy City Manager/Cultural & Civic Services and Matt Burris, Deputy City Manager/Economic and Community Development. No public communications were made. No discussion or actions were taken. D.1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED GENERALLY AT NORTH WEST CORNER OF CIVIC CENTER DRIVE AND HAVEN AVENUE ALSO KNOWN AS PARCEL NUMBERS 0208 331470000, AND 0208331400000 ; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGE R REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE PONTELL, NATIONAL COMMUNITY RENAISSANCE.; REGARDING PRICE AND TERMS. -CITY D.2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROA D IDENTIFIED AS PARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS.; REGARDING PRICE AND TE RMS. -CITY D.3. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (D) OF SECTION 54956.9; NAME OF CASE: NATURAL RESOURCES DEFENSE COUNCIL INC. V. CITY OF RANCHO CUCAMONGA, SAN BERNARDINO COUNTY SUPERIOR COURT, CAS E NO. CIV DS 1937969 4:30 P.M. – CLOSED SESSION CALL TO ORDER – TAPIA CONFERENCE ROOM A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S) B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S) C. CITY MANAGER ANNOUNCEMENTS D. CONDUCT OF CLOSED SESSION – TAPIA CONFERENCE ROOM Page 20 **DRAFT** March 4, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 2 of 6 D.4. CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA CITY EMPLOYEES ASSOCIATION (RCCEA). – CITY D.5. CONFERENCE WITH R EAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR REAL PROPERTY LOCATED AT 9763 8TH STREET, RANCHO CUCAMONGA; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND TAI NGO, LEE & ASSOCIATES; REGARDI NG PRICE AND TERMS – CITY The closed session recessed at 6:50 p.m. 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 March 4, 2020 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, Sam Spagnolo, and Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael. Also present were: John Gillison, City Manager; James L. Markman, City Attorney and Linda Troyan, City Clerk Services Director. Council Member Hutchison led the Pledge of Allegiance. A.1. PlanRC - Public Engagement for the General Plan Update. Anne McIntosh, Planning Director, shared a video, highlighting public participation efforts for the General Plan Update, “PlanRC”. She encouraged input from residents, businesses, property owners and institutional partners as the city embarks on an important visioning project. More information about the General Plan update, can be found at www.CityofRC.us/GeneralPlan. E. RECESS REGULAR MEETING – 7:00 P.M. CALL TO ORDER – COUNCIL CHAMBERS A. ANNOUNCEMENTS/PRESENTATIONS Page 21 **DRAFT** March 4, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 3 of 6 Puredi Hillary and Shiloh Tabernacle, Church Pastor, offered a prayer. Frank Atry, spoke about salary increases; freedom of speech; and spoke about the President’s administration and endorsing Bernie Sanders, as a 2020 presidential candidate. Janet Walton, offered a prayer. Max Cherubil, commended and thanked the City Council, City Staff, Police and Fire Department for doing a great job for the City of Rancho Cucamonga. C.1. Consideration of Meeting Minutes: Special Meetings of February 12, 2020 and February 25, 2020. C.2. Consideration to Approve Bi-Weekly Payroll in the Amount of $658,867.02 and Weekly Check Registers (No Checks Issued to Southern California Gas Company) in the Amount of $672,390.26 Dated February 11, 2020 Through February 24, 2020 and Electronic Debit Register for the Month of January in the Amount of $796,833.66. MOTION: Moved by Board Member Spagnolo, seconded by Vice-President Kennedy, to approve Consent Calendar Items C1. through C2. Motion carried unanimously, 5-0. Item D1, E1, and F1 were taken concurrently. D.1. Consideration of Meeting Minutes: Special Meetings of February 12, 2020. E.1. Consideration of Meeting Minutes: Special Meetings of February 12, 2020. F.1. Consideration of Meeting Minutes: Special Meetings of February 12, 2020. MOTION: Moved by Vice-President Kennedy, seconded by Board Member Scott, to approve Consent Calendar Item D1, E1, and F1 of the Housing Successor, Successor Agency and Public Financing Authority. Motion carried unanimously, 5-0. B. PUBLIC COMMUNICATIONS CONSENT CALENDARS C. CONSENT CALENDAR – FIRE PROTECTION DISTRICT D. CONSENT CALENDAR – HOUSING SUCCESSOR AGENCY E. CONSENT CALENDAR – SUCCESSOR AGENCY F. CONSENT CALENDAR – PUBLIC FINANCING AUTHORITY Page 22 **DRAFT** March 4, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 4 of 6 G.1. Consideration of Meeting Minutes: Special Meetings of February 12, 2020 and February 25, 2020. G.2. Consideration to Approve Bi-Weekly Payroll in the Amount of $1,136,315.33 and Weekly Check Registers (No Checks Issued to Southern California Gas Company) in the Amount of $5,790,355.71 Dated February 11, 2020 Through February 24, 2020 and Electronic Debit Register for the Month of January in the Amount of $763,776.21. G.3. Consideration of the 2018 and 2019 Annual Reviews of the Development Agreement By and Between SC Rancho Development Corp., A California Corporation and Empire Lakes Holding Company, LLC, A Delaware Limited Liability Company and the City of Rancho Cucamonga (Case No. DRC2015-00118). G.4. Consideration of a License Agreement with BNSF Railway Company (BNSF) for the Fiscal Year 2018/19 Installation of Two Traffic Signals and Three Flashing Yellow Arrow Signal Modifications Project. G.5. Consideration of an Improvement Agreement for Case No. DRC2018-00711 Located at 9063 Center Avenue, Accept Faithful Performance, Labor & Materials Bonds, Order the Annexation to Landscape Maintenance District No. 3B and Street Light Maintenance District Nos. 1 and 6, and Adoption and Authorization to Record a Resolution Ordering the Street Vacation on the East Side of Center Avenue Along APN 0209-251-10-0000. RESOLUTION NO. 2020-008 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ORDERING THE ANNEXATION OF CERTAIN TERRITORY TO LANDSCAPE MAINTENANCE DISTRICT NO. 3B (COMMERCIAL INDUSTRIAL) FOR DRC2018-00711 RESOLUTION NO. 2020-009 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ORDERING THE ANNEXATION OF CERTAIN TERRITORY TO STREET LIGHT MAINTENANCE DISTRICT NO. 1 (ARTERIAL STREETS) FOR DRC2018-00711 RESOLUTION NO. 2020-010 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ORDERING THE ANNEXATION OF CERTAIN TERRITORY TO STREET LIGHT MAINTENANCE DISTRICT NO. 6 (COMMERCIAL INDUSTRIAL) FOR DRC2018-00711 RESOLUTION NO. 2020-011 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA SUMMARILY ORDERING THE STREET VACATION OF EXCESS RIGHTS-OF-WAY ON THE EAST SIDE OF CENTER AVENUE ALONG APN 0209-251-10-0000 G.6. Consideration of Resolution No. 2020-012 Temporarily Closing Portions of Thoroughbred and Jennet Streets, West of Sapphire Street and East of Turquoise Avenue, and a Portion of Turquoise Avenue Between Jennet and Thoroughbred Streets, to Pedestrian Traffic During the Area's 2020 Holiday Light Display. RESOLUTION NO. 2020-012 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA TEMPORARILY CLOSING PORTIONS OF THOROUGHBRED AND JENNET STREETS, WEST OF SAPPHIRE STREET AND EAST OF TURQUOISE AVENUE, AND A PORTION OF TURQUOISE AVENUE BETWEEN JENNET AND THOROUGHBRED STREETS, TO PEDESTRIAN TRAFFIC DURING THE AREA'S HOLIDAY LIGHT DISPLAY AND MAKING FINDINGS IN SUPPORT THEREOF G. CONSENT CALENDAR – CITY COUNCIL Page 23 **DRAFT** March 4, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 5 of 6 G.7. Receive and File Commission/Committee/Board Attendance Report for 2019. MOTION: Moved by Council Member Scott, seconded by Council Member Hutchison, to approve Consent Calendar Items G1 through G7. Motion carried unanimously, 5-0. No Items. No Items. J.1. PUBLIC HEARING OF THE CITY OF RANCHO CUCAMONGA TO CONSIDER AND CONDUCT FIRST READING AND INTRODUCE AN ORDINANCE AMENDING TITLE 17 OF THE MUNICIPAL CODE TO AMEND STANDARDS FOR ACCESSORY DWELLING UNITS IN COMPLIANCE WITH STATE LAW. THIS ITEM IS EXEMPT FROM THE REQUIREMENTS OF THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) AND THE CITY’S CEQA GUIDELINES UNDER CEQA SECTION 15282(H). ORDINANCE NO. 966 AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, AMENDING THE RANCHO CUCAMONGA MUNICIPAL CODE AMENDING REQUIREMENTS AND STANDARDS FOR THE DEVELOPMENT OF ACCESSORY DWELLING UNITS CONSISTENT WITH STATE LAW, AND MAKING FINDINGS IN SUPPORT THEREOF City Manager Gillison introduced Jennifer Nakamura, Management Analyst II, who gave the Staff Report for item J1. Mayor Michael opened the Public Hearing. Max Cherubil inquired if the Ordinance was intended for low affordable housing and if it would allow homeowners to rent out different sections of their homes and charge any rate they choose . Mayor Michael closed the Public Hearing. City Attorney Markman responded that anyone wishing t o build an Accessory Dwelling Unit (ADU) or Junior Accessory Dwelling Unit (JADU) and meet the standards and requirements can do so under new state law as this is an attempt by the state to generate housing opportunities. City Manager Gillison added that the City is currently drafting an ordinance relating to short term rentals and home conversions and it does not relate to Ordinance No. 966 which amends requirements and standards for the development of accessory dwelling units to conform and stay consistent with state law . D iscussion ensued on how tracking would be enforced for absentee owners and short-term rentals . H. CONSENT ORDINANCES I. ADMINISTRATIVE HEARING ITEM J. ADVERTISED PUBLIC HEARINGS CITY COUNCIL Page 24 **DRAFT** March 4, 2020| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 6 of 6 In response to Council Member Spagnolo’s concerns, City Manager Gillison clarified that the City is looking to create and establish a registration and licensing program to track rentals and require regular reporting as part of the short -term rentals Ordinance. He further clarified that the City has no control or ability to exercise control pursuant to state law regulations mandated by the State for Accessory Dwelling Unit s (ADU) or Junior Accessory Dwelling Unit s (JADU). MOTION: Moved by Council Member Hutchison , seconded by Mayor Pro Tem Kennedy , to introduce First Reading of Ordinance No. 9 66, by title only and waive further reading. Linda Troyan, City Clerk Services Director, read the title of Ordinance No. 9 66. VOTES NOW CAST ON MOTION: Moved by Council Member Hutchison , seconded by Mayor Pro Tem Kennedy, to introduce First Reading of Ordinance No. 9 66, by title only and waive further reading. Motion carried unanimously, 5 -0. No items. L.1. COUNCIL ANNOUNCEMENTS No items. L.2. INTER-AGENCY UPDATES No items. No items. Mayor Michael adjourned the meeting at 7:40 p.m. Respectfully submitted, __________________________________ Linda A. Troyan, MMC City Clerk Services Director Approved: K. CITY MANAGERS STAFF REPORTS L. COUNCIL BUSINESS M. IDENTIFICATION OF ITEMS FOR NEXT MEETING N. ADJOURNMENT Page 25 DATE: March 18, 2020 TO:President and Members of the Board of Directors FROM:John R. Gillison, City Manager INITIATED BY:Tamara Layne, Finance Director SUBJECT:CONSIDERATION TO APPROVE BIWEEKLY PAYROLL IN THE AMOUNT OF $684,459.29 AND WEEKLY CHECK REGISTERS (EXCLUDING CHECKS ISSUED TO SOUTHERN CALIFORNIA GAS COMPANY) IN THE AMOUNT OF $199,822.97 DATED FEBRUARY 25, 2020 THROUGH MARCH 08, 2020. RECOMMENDATION: Staff recommends Fire Board approve payment of demands as presented. BACKGROUND: N/A COUNCIL GOAL(S) ADDRESSED: N/A ATTACHMENTS: Description Attachment 1 Check Register ANALYSIS: N/A FISCAL IMPACT: Adequate budgeted funds are available for the payment of demands per the attached listing Page 26 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00010224 02/26/2020 ALL CITY MANAGEMENT SERVICES INC 40,882.27 0.00 40,882.27 AP 00010225 02/26/2020 BALANCE 4 LIFE FITNESS 4 WELLNESS INC 276.00 0.00 276.00 AP 00010226 02/26/2020 CALIF GOVERNMENT VEBA/RANCHO CUCAMONGA 24,047.96 0.00 24,047.96 AP 00010227 02/26/2020 RCCEA 1,915.25 0.00 1,915.25 AP 00010228 02/26/2020 RCPFA 12,558.07 0.00 12,558.07 AP 00010229 02/26/2020 SAN BERNARDINO COUNTY 104.00 0.00 104.00 AP 00010230 02/27/2020 AHUMADA, ALEXANDER R 0.00 630.56 630.56 AP 00010231 02/27/2020 ALMAND, LLOYD 0.00 630.56 630.56 AP 00010232 02/27/2020 BANTAU, VICTORIA 0.00 539.86 539.86 AP 00010233 02/27/2020 BAZAL, SUSAN 0.00 743.03 743.03 AP 00010234 02/27/2020 BELL, MICHAEL L.0.00 1,723.24 1,723.24 AP 00010235 02/27/2020 BERRY, DAVID 0.00 1,189.78 1,189.78 AP 00010236 02/27/2020 BROCK, ROBIN 0.00 1,176.90 1,176.90 AP 00010237 02/27/2020 CAMPBELL, GERALD 0.00 864.82 864.82 AP 00010238 02/27/2020 CAMPBELL, STEVEN 0.00 1,189.23 1,189.23 AP 00010239 02/27/2020 CARNES, KENNETH 0.00 539.86 539.86 AP 00010240 02/27/2020 CLABBY, RICHARD 0.00 1,189.78 1,189.78 AP 00010241 02/27/2020 CLOUGHESY, DONALD R 0.00 2,281.91 2,281.91 AP 00010242 02/27/2020 CORCORAN, ROBERT ANTHONY 0.00 792.12 792.12 AP 00010243 02/27/2020 COSTELLO, DENNIS M 0.00 2,281.91 2,281.91 AP 00010244 02/27/2020 COX, KARL 0.00 630.56 630.56 AP 00010245 02/27/2020 CRANE, RALPH 0.00 630.56 630.56 AP 00010246 02/27/2020 CROSSLAND, WILBUR 0.00 539.86 539.86 AP 00010247 02/27/2020 CURATALO, JAMES 0.00 1,176.90 1,176.90 AP 00010248 02/27/2020 DAGUE, JAMES 0.00 1,127.81 1,127.81 AP 00010249 02/27/2020 DE ANTONIO, SUSAN 0.00 792.12 792.12 AP 00010250 02/27/2020 DEANS, JACKIE 0.00 245.78 245.78 AP 00010251 02/27/2020 DOMINICK, SAMUEL A.0.00 1,176.90 1,176.90 AP 00010252 02/27/2020 EAGLESON, MICHAEL 0.00 1,723.24 1,723.24 AP 00010253 02/27/2020 EGGERS, BOB 0.00 2,281.91 2,281.91 AP 00010254 02/27/2020 FEJERAN, TIM 0.00 1,588.41 1,588.41 AP 00010255 02/27/2020 FRITCHEY, JOHN D.0.00 539.86 539.86 AP 00010256 02/27/2020 HEYDE, DONALD 0.00 630.56 630.56 AP 00010257 02/27/2020 INTERLICCHIA, ROSALYN 0.00 245.78 245.78 AP 00010258 02/27/2020 JERKINS, PATRICK 0.00 1,588.41 1,588.41 AP 00010259 02/27/2020 KILMER, STEPHEN 0.00 1,189.78 1,189.78 AP 00010260 02/27/2020 LANE, WILLIAM 0.00 630.56 630.56 AP 00010261 02/27/2020 LARKIN, DAVID W 0.00 1,588.41 1,588.41 AP 00010262 02/27/2020 LEE, ALLAN J.0.00 948.67 948.67 AP 00010263 02/27/2020 LENZE, PAUL E 0.00 1,487.34 1,487.34 AP 00010264 02/27/2020 LONCAR, PHILIP 0.00 1,189.78 1,189.78 AP 00010265 02/27/2020 LONGO, JOE 0.00 200.43 200.43 AP 00010266 02/27/2020 LUTTRULL, DARRELL 0.00 539.86 539.86 AP 00010267 02/27/2020 MACKALL, BEVERLY 0.00 200.43 200.43 AP 00010268 02/27/2020 MAYFIELD, RON 0.00 630.56 630.56 AP 00010269 02/27/2020 MCKEE, JOHN 0.00 630.56 630.56 AP 00010270 02/27/2020 MCNEIL, KENNETH 0.00 630.56 630.56 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:1 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 27 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00010271 02/27/2020 MICHAEL, L. DENNIS 0.00 1,176.90 1,176.90 AP 00010272 02/27/2020 MORGAN, BYRON 0.00 1,792.73 1,792.73 AP 00010273 02/27/2020 MYSKOW, DENNIS 0.00 1,189.78 1,189.78 AP 00010274 02/27/2020 NAUMAN, MICHAEL 0.00 539.86 539.86 AP 00010275 02/27/2020 NEE, RON 0.00 743.03 743.03 AP 00010276 02/27/2020 NELSON, MARY JANE 0.00 200.43 200.43 AP 00010277 02/27/2020 O'BRIEN, TOM 0.00 1,281.58 1,281.58 AP 00010278 02/27/2020 PLOUNG, MICHAEL J 0.00 563.78 563.78 AP 00010279 02/27/2020 POST, MICHAEL R 0.00 1,280.32 1,280.32 AP 00010280 02/27/2020 PROULX, PATRICK 0.00 1,723.24 1,723.24 AP 00010281 02/27/2020 REDMOND, MIKE 0.00 1,176.90 1,176.90 AP 00010282 02/27/2020 ROBERTS, BRENT 0.00 792.12 792.12 AP 00010283 02/27/2020 ROBERTS, CHERYL L 0.00 4,563.82 4,563.82 AP 00010284 02/27/2020 ROEDER, JEFF 0.00 1,723.24 1,723.24 AP 00010285 02/27/2020 SALISBURY, THOMAS 0.00 630.56 630.56 AP 00010286 02/27/2020 SMITH, RONALD 0.00 539.86 539.86 AP 00010287 02/27/2020 SORENSEN, SCOTT D 0.00 2,154.28 2,154.28 AP 00010288 02/27/2020 SPAGNOLO, SAM 0.00 539.86 539.86 AP 00010289 02/27/2020 SPAIN, WILLIAM 0.00 864.82 864.82 AP 00010290 02/27/2020 SULLIVAN, JAMES 0.00 539.86 539.86 AP 00010291 02/27/2020 TAYLOR, STEVE 0.00 1,975.24 1,975.24 AP 00010292 02/27/2020 TULEY, TERRY 0.00 1,723.24 1,723.24 AP 00010293 02/27/2020 VANDERKALLEN, FRANCIS 0.00 630.56 630.56 AP 00010294 02/27/2020 VARNEY, ANTHONY 0.00 1,176.90 1,176.90 AP 00010295 02/27/2020 WALTON, KEVIN 0.00 1,588.41 1,588.41 AP 00010296 02/27/2020 YOWELL, TIMOTHY A 0.00 1,127.81 1,127.81 AP 00010297 02/27/2020 ABC LOCKSMITHS 37.50 0.00 37.50 AP 00010298 02/27/2020 AIRGAS USA LLC 0.00 341.11 341.11 AP 00010299 02/27/2020 BEST BEST & KRIEGER LLP 67.50 0.00 67.50 AP 00010300 02/27/2020 BIBLIOTHECA LLC 5,059.33 0.00 5,059.33 AP 00010301 02/27/2020 BRODART BOOKS 601.12 0.00 601.12 AP 00010302 02/27/2020 BSN SPORTS LLC 686.08 0.00 686.08 AP 00010303 02/27/2020 CARQUEST AUTO PARTS 981.14 0.00 981.14 AP 00010304 02/27/2020 CITRUS MOTORS ONTARIO INC 0.00 131.79 131.79 AP 00010305 02/27/2020 DUMBELL MAN FITNESS EQUIPMENT, THE 310.00 0.00 310.00 AP 00010306 02/27/2020 EWING IRRIGATION PRODUCTS 4,305.72 0.00 4,305.72 AP 00010307 02/27/2020 HERC RENTALS INC.2,077.69 0.00 2,077.69 AP 00010308 02/27/2020 KME FIRE APPARATUS 0.00 2,805.24 2,805.24 AP 00010309 02/27/2020 LN CURTIS AND SONS 0.00 2,068.80 2,068.80 ***AP 00010310 02/27/2020 OFFICE DEPOT 3,016.02 827.10 3,843.12 ***AP 00010311 02/27/2020 PSA PRINT GROUP 38.79 38.79 77.58 AP 00010312 02/27/2020 SOUTHERN CALIFORNIA NEWS GROUP 1,600.00 0.00 1,600.00 AP 00010313 02/27/2020 STABILIZER SOLUTIONS INC 1,100.68 0.00 1,100.68 AP 00010314 02/27/2020 VISTA PAINT 929.56 0.00 929.56 AP 00010315 03/04/2020 AECOM TECHNICAL SERVICES INC 1,460.00 0.00 1,460.00 AP 00010316 03/04/2020 GEOGRAPHICS 2,721.23 0.00 2,721.23 AP 00010317 03/05/2020 DRAMATIC PUBLISHING 4,067.04 0.00 4,067.04 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:2 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 28 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00010318 03/05/2020 MINUTEMAN PRESS 183.18 0.00 183.18 ***AP 00010320 03/05/2020 OFFICE DEPOT 3,836.16 93.55 3,929.71 AP 00010321 03/05/2020 PSA PRINT GROUP 88.36 0.00 88.36 AP 00010322 03/05/2020 SIEMENS MOBILITY INC 876.00 0.00 876.00 AP 00010323 03/05/2020 SUNRISE FORD 70.97 0.00 70.97 AP 00010324 03/05/2020 THOMPSON PLUMBING SUPPLY INC 487.72 0.00 487.72 AP 00010325 03/05/2020 THOMSON REUTERS WEST PUBLISHING CORP 331.00 0.00 331.00 AP 00407797 02/26/2020 A & I REPROGRAPHICS 365.70 0.00 365.70 AP 00407798 02/26/2020 ABLE BUILDING MAINTENANCE 548.55 0.00 548.55 AP 00407799 02/26/2020 ABSOLUTE SECURITY INTERNATIONAL INC 21,939.99 0.00 21,939.99 ***AP 00407800 02/26/2020 ACIRAS INC 9,830.00 4,210.00 14,040.00 AP 00407801 02/26/2020 AFLAC GROUP INSURANCE 24.58 0.00 24.58 AP 00407802 02/26/2020 ALCORN, RICHARD 13.00 0.00 13.00 AP 00407803 02/26/2020 ALL WELDING 430.00 0.00 430.00 AP 00407804 02/26/2020 ALLIANT INSURANCE SERVICES INC 306.00 0.00 306.00 AP 00407805 02/26/2020 ALTA VISTA MOBILE HOME PARK 397.59 0.00 397.59 AP 00407806 02/26/2020 AMUNDSON, STEPHEN ALBERT 1,050.00 0.00 1,050.00 AP 00407807 02/26/2020 AQUABIO ENVIRONMENTAL TECHNOLOGIES INC.1,945.00 0.00 1,945.00 AP 00407808 02/26/2020 AROCHO, ALMA 1,423.80 0.00 1,423.80 AP 00407809 02/26/2020 AUGUST CULVER 1,500.00 0.00 1,500.00 ***AP 00407810 02/26/2020 AUTOLIFT SERVICES INC 524.52 1,055.29 1,579.81 AP 00407811 02/26/2020 BAHAM, JAYLEN 412.50 0.00 412.50 AP 00407812 02/26/2020 BAST, KAROLYN 422.40 0.00 422.40 AP 00407813 02/26/2020 BEE REMOVERS 0.00 495.00 495.00 AP 00407814 02/26/2020 BOUND TREE MEDICAL LLC 0.00 3,008.46 3,008.46 AP 00407815 02/26/2020 BOYD, KAITLYN 375.00 0.00 375.00 AP 00407816 02/26/2020 BREAULT, JOHNISA 435.00 0.00 435.00 AP 00407817 02/26/2020 BRIGHTVIEW LANDSCAPE SERVICES INC 35,578.04 0.00 35,578.04 AP 00407818 02/26/2020 BRIONES, ANGELA MENDOZA 470.00 0.00 470.00 AP 00407819 02/26/2020 BUCKLE, CHERYL LYN 292.50 0.00 292.50 AP 00407820 02/26/2020 BUSTAMANTE, DANI ANGEL 375.00 0.00 375.00 AP 00407821 02/26/2020 C V W D 133.33 0.00 133.33 ***AP 00407828 02/26/2020 C V W D 46,282.52 906.61 47,189.13 AP 00407829 02/26/2020 CA LLC - DBA ALTA LAGUNA MHP 500.00 0.00 500.00 AP 00407830 02/26/2020 CACEO 86.00 0.00 86.00 AP 00407831 02/26/2020 CAL PERS LONG-TERM CARE PROGRAM 164.48 0.00 164.48 AP 00407832 02/26/2020 CALIFORNIA MUNICIPAL UTILITIES ASSOC 986.00 0.00 986.00 AP 00407833 02/26/2020 CALIFORNIA, STATE OF 314.11 0.00 314.11 AP 00407834 02/26/2020 CALIFORNIA, STATE OF 100.00 0.00 100.00 AP 00407835 02/26/2020 CALIFORNIA, STATE OF 8.44 0.00 8.44 AP 00407836 02/26/2020 CALIFORNIA, STATE OF 30.00 0.00 30.00 AP 00407837 02/26/2020 CAMERON-DANIEL PC 61.00 0.00 61.00 AP 00407838 02/26/2020 CANO, ZAYLIN ELLENI 2,200.00 0.00 2,200.00 AP 00407839 02/26/2020 CARAHSOFT TECHNOLOGY CORP 56,865.79 0.00 56,865.79 AP 00407840 02/26/2020 CASA VOLANTE MOBILE HOME PARK 700.00 0.00 700.00 AP 00407841 02/26/2020 CASTILLO, JESSIE 250.00 0.00 250.00 AP 00407842 02/26/2020 CCS ORANGE COUNTY JANITORIAL INC 64,263.08 0.00 64,263.08 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:3 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 29 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00407843 02/26/2020 CDW GOVERNMENT INC 570.11 0.00 570.11 AP 00407844 02/26/2020 CHANDLER, DARREN 124.50 0.00 124.50 AP 00407845 02/26/2020 CHAPARRAL HEIGHTS MOBILE HOME PARK 474.35 0.00 474.35 ***AP 00407846 02/26/2020 CINTAS CORPORATION #150 3,031.17 492.49 3,523.66 AP 00407847 02/26/2020 CIVIC SOLUTIONS INC 12,900.00 0.00 12,900.00 AP 00407848 02/26/2020 CLARK, KAREN 864.00 0.00 864.00 AP 00407849 02/26/2020 CLEAN OUT SOURCE 200.00 0.00 200.00 AP 00407850 02/26/2020 CLIMATE RESOLVE 1,000.00 0.00 1,000.00 AP 00407851 02/26/2020 CMRTA 60.00 0.00 60.00 AP 00407852 02/26/2020 CODE RED HEADSETS 95.03 0.00 95.03 AP 00407853 02/26/2020 CONCEPT POWDER COATING 586.00 0.00 586.00 AP 00407854 02/26/2020 CONVERGEONE INC 46,958.68 0.00 46,958.68 AP 00407855 02/26/2020 CORELOGIC SOLUTIONS LLC 257.50 0.00 257.50 AP 00407856 02/26/2020 CORODATA MEDIA STORAGE INC 62.70 0.00 62.70 AP 00407857 02/26/2020 CRP/FPC FOOTHILL OWNER LLC 15,000.00 0.00 15,000.00 AP 00407858 02/26/2020 D & K CONCRETE COMPANY 1,318.87 0.00 1,318.87 AP 00407859 02/26/2020 DANIAL, GORGES 35.00 0.00 35.00 AP 00407860 02/26/2020 DANIELS, NOAH 400.00 0.00 400.00 AP 00407861 02/26/2020 DEALERS AUTO TRIM 780.00 0.00 780.00 AP 00407862 02/26/2020 DEPARTMENT OF JUSTICE 0.00 98.00 98.00 AP 00407863 02/26/2020 DOBOS, JAMES L.36.00 0.00 36.00 AP 00407864 02/26/2020 DOLLARHIDE, GINGER 309.60 0.00 309.60 AP 00407865 02/26/2020 DUMAS JR, JAY 272.50 0.00 272.50 AP 00407866 02/26/2020 DUNN, ANNE MARIE 1,051.20 0.00 1,051.20 AP 00407867 02/26/2020 EASTERLING, RAY 228.00 0.00 228.00 AP 00407868 02/26/2020 ECORP CONSULTING INC 2,416.35 0.00 2,416.35 AP 00407869 02/26/2020 EGERT, MEGAN L 650.00 0.00 650.00 AP 00407870 02/26/2020 ELIAS CONCRETE AND PAVING 1,000.00 0.00 1,000.00 AP 00407871 02/26/2020 EMPLOYMENT DEVELOPMENT DEPT 10,074.00 0.00 10,074.00 AP 00407872 02/26/2020 ERVIN, ANNA 50.03 0.00 50.03 AP 00407873 02/26/2020 EXECUTIVE AUTO DETAIL 0.00 305.00 305.00 AP 00407874 02/26/2020 EXPRESS BRAKE SUPPLY 936.53 0.00 936.53 AP 00407875 02/26/2020 FACTORY MOTOR PARTS 0.00 1,487.04 1,487.04 AP 00407876 02/26/2020 FBC - PARKING LOT 2,913.00 0.00 2,913.00 AP 00407877 02/26/2020 FMB TRUCK OUTFITTERS 193.63 0.00 193.63 AP 00407878 02/26/2020 FORD OF UPLAND INC 2,072.58 0.00 2,072.58 AP 00407879 02/26/2020 FRANKLIN TRUCK PARTS 0.00 649.08 649.08 ***AP 00407881 02/26/2020 FRONTIER COMM 2,349.49 1,022.36 3,371.85 AP 00407882 02/26/2020 FUEL SERV 451.25 0.00 451.25 AP 00407883 02/26/2020 GASIO, KEVIN 2,250.00 0.00 2,250.00 AP 00407884 02/26/2020 GEORGE HILLS COMPANY 392.98 0.00 392.98 AP 00407885 02/26/2020 GIORDANO, MARIANNA 132.00 0.00 132.00 AP 00407886 02/26/2020 GONZALEZ, CATHY 48.00 0.00 48.00 AP 00407887 02/26/2020 GRAINGER 592.61 0.00 592.61 AP 00407888 02/26/2020 GRAPHICS FACTORY PRINTING INC.2,736.86 0.00 2,736.86 AP 00407889 02/26/2020 GRIFFITHS, VICTORIA MICHELLE 400.00 0.00 400.00 AP 00407890 02/26/2020 GROVES ON FOOTHILL, THE 200.00 0.00 200.00 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:4 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 30 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00407891 02/26/2020 HAMILTON, MONIQUE 1,650.00 0.00 1,650.00 AP 00407892 02/26/2020 HAMPTON YOGA 1,059.60 0.00 1,059.60 AP 00407893 02/26/2020 HARGREAVES, JANET 120.00 0.00 120.00 AP 00407894 02/26/2020 HAULAWAY STORAGE CONTAINERS INC.119.84 0.00 119.84 AP 00407895 02/26/2020 HEARTSAVERS LLC 220.00 0.00 220.00 AP 00407896 02/26/2020 HERITAGE EDUCATION GROUP 236.00 0.00 236.00 AP 00407897 02/26/2020 HINDERLITER DE LLAMAS AND ASSOCIATES 14,131.69 0.00 14,131.69 AP 00407898 02/26/2020 HOME, ALICE 5,000.00 0.00 5,000.00 AP 00407899 02/26/2020 HOMETOWN AMERICA RAMONA VILLA 500.00 0.00 500.00 AP 00407900 02/26/2020 HONDA YAMAHA HUSQVARNA OF REDLANDS 992.95 0.00 992.95 AP 00407901 02/26/2020 HOWARD, LUCAS JAMES 272.50 0.00 272.50 AP 00407902 02/26/2020 HP COMMUNICATIONS INC 1,500.00 0.00 1,500.00 AP 00407903 02/26/2020 HR GREEN PACIFIC INC 7,725.00 0.00 7,725.00 AP 00407904 02/26/2020 HUBBERT, JAMES LIDELL 75.00 0.00 75.00 AP 00407905 02/26/2020 IMPERIAL SPRINKLER SUPPLY INC 1,313.64 0.00 1,313.64 AP 00407906 02/26/2020 INLAND DESERT SECURITY & COMMUNICATIONS INC 54.00 0.00 54.00 AP 00407907 02/26/2020 INLAND OVERHEAD DOOR COMPANY 0.00 1,151.50 1,151.50 AP 00407908 02/26/2020 INTERNATIONAL ASSOC OF ADMIN PROFESSIONALS 150.00 0.00 150.00 AP 00407909 02/26/2020 INTERNATIONAL EZ UP INC 7,147.06 0.00 7,147.06 AP 00407910 02/26/2020 INTERSTATE BATTERIES 1,181.46 0.00 1,181.46 AP 00407911 02/26/2020 ITRON INC 6,079.84 0.00 6,079.84 AP 00407912 02/26/2020 JACQUEZ, LAIHLA 400.00 0.00 400.00 AP 00407913 02/26/2020 JANDI ENTERPRISES INC 1,000.00 0.00 1,000.00 AP 00407914 02/26/2020 JIM GILMAN AND THE ASSOCIATES 400.00 0.00 400.00 AP 00407915 02/26/2020 JIMENEZ, MARINA 250.00 0.00 250.00 AP 00407916 02/26/2020 KINDRED CORPORATION 1,459.15 0.00 1,459.15 AP 00407917 02/26/2020 KOERITZER, LAUREN 302.50 0.00 302.50 AP 00407918 02/26/2020 KOPPEL, GLENN 387.00 0.00 387.00 AP 00407919 02/26/2020 KRIENS-ANDERSON, JADE 520.00 0.00 520.00 AP 00407920 02/26/2020 LAKIN, LYNSEY 54.00 0.00 54.00 AP 00407921 02/26/2020 LANTAI, KRIS 400.00 0.00 400.00 AP 00407922 02/26/2020 LEE, AMANDA 365.00 0.00 365.00 AP 00407923 02/26/2020 LENNEAR, CLAUDIA 1,025.00 0.00 1,025.00 AP 00407924 02/26/2020 LEOPOLD, KRISTINA 670.00 0.00 670.00 AP 00407925 02/26/2020 LIGHTING INSTYLE INC 0.00 197.25 197.25 AP 00407926 02/26/2020 LINNELL, SHERRY 50.27 0.00 50.27 AP 00407927 02/26/2020 LISA WISE CONSULTING 5,154.30 0.00 5,154.30 AP 00407928 02/26/2020 LITTLE BEAR PRODUCTIONS 2,775.00 0.00 2,775.00 AP 00407929 02/26/2020 LU'S LIGHTHOUSE INC 36.33 0.00 36.33 AP 00407930 02/26/2020 LVD TERRA VISTA LLC 29.19 0.00 29.19 ***AP 00407931 02/26/2020 MARIPOSA LANDSCAPES INC 68,864.46 2,984.40 71,848.86 AP 00407932 02/26/2020 MARK CHRISTOPHER INC 1,201.18 0.00 1,201.18 AP 00407933 02/26/2020 MC AVOY & MARKHAM 144,126.40 0.00 144,126.40 AP 00407934 02/26/2020 MEYNDERT, AIDEN 272.50 0.00 272.50 AP 00407936 02/26/2020 MIDWEST TAPE 4,409.68 0.00 4,409.68 AP 00407937 02/26/2020 MIJAC ALARM COMPANY 0.00 384.00 384.00 AP 00407938 02/26/2020 MIRELES, LORENZO 272.50 0.00 272.50 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:5 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 31 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00407939 02/26/2020 MONTES, REGINA ANN 272.50 0.00 272.50 AP 00407940 02/26/2020 MOUNTAIN VIEW SMALL ENG REPAIR 184.16 0.00 184.16 ***AP 00407941 02/26/2020 NAPA AUTO PARTS 15.97 376.11 392.08 AP 00407942 02/26/2020 NBS 0.00 1,160.00 1,160.00 AP 00407943 02/26/2020 OEDING, HANNAHLEAH 300.00 0.00 300.00 AP 00407944 02/26/2020 ONTARIO WINNELSON CO 0.00 637.87 637.87 ***AP 00407945 02/26/2020 ORKIN PEST CONTROL 595.00 234.41 829.41 AP 00407946 02/26/2020 ORONA, PATRICIA 840.00 0.00 840.00 AP 00407947 02/26/2020 OTT, LAURA 924.00 0.00 924.00 AP 00407948 02/26/2020 OTT, SHARON 558.00 0.00 558.00 AP 00407949 02/26/2020 PACIFIC CONTRACTORS GROUP INC 119,337.10 0.00 119,337.10 AP 00407950 02/26/2020 PACIFIC ENVIRONMENTAL TECHNOLOGIES INC 5,000.00 0.00 5,000.00 AP 00407951 02/26/2020 PARS 3,500.00 0.00 3,500.00 AP 00407952 02/26/2020 PATTON SALES CORP 179.58 0.00 179.58 AP 00407953 02/26/2020 PINES MOBILE HOME PARK, THE 200.00 0.00 200.00 AP 00407954 02/26/2020 PLACEWORKS 3,632.91 0.00 3,632.91 AP 00407955 02/26/2020 PRE-PAID LEGAL SERVICES INC 60.17 0.00 60.17 AP 00407956 02/26/2020 RADIUS GLOBAL SOLUTIONS 558.44 0.00 558.44 AP 00407957 02/26/2020 RAMOS ETAL, JOAQUIN 50,190.00 0.00 50,190.00 AP 00407958 02/26/2020 RANCHO CUCAMONGA CHAMBER OF COMMERCE 3,333.34 0.00 3,333.34 AP 00407959 02/26/2020 RBM LOCK AND KEY SERVICE 6.00 0.00 6.00 AP 00407960 02/26/2020 RCPFA 0.00 64.00 64.00 AP 00407961 02/26/2020 REYES COCA-COLA BOTTLING LLC 748.37 0.00 748.37 AP 00407962 02/26/2020 RICHARD WIGHTMAN CONSTRUCTION INC 5,617.50 0.00 5,617.50 AP 00407963 02/26/2020 RICHARD WIGHTMAN CONSTRUCTION INC 5,617.50 0.00 5,617.50 AP 00407964 02/26/2020 RICHARD WIGHTMAN CONSTRUCTION INC 4,815.00 0.00 4,815.00 AP 00407965 02/26/2020 RICHIE, LAURA W 365.00 0.00 365.00 AP 00407966 02/26/2020 RIGLEMAN, ENCARNACION ONTIVEROS 40.00 0.00 40.00 AP 00407967 02/26/2020 ROADLINE PRODUCTS INC 436.29 0.00 436.29 AP 00407968 02/26/2020 ROMO PLANNING GROUP INC 600.00 0.00 600.00 AP 00407969 02/26/2020 ROSSI AUTOMOTIVE EQUIPMENT 81.58 0.00 81.58 AP 00407970 02/26/2020 SAFE-ENTRY TECHNICAL INC 0.00 684.48 684.48 AP 00407971 02/26/2020 SAGE OAK SCHOOL 750.00 0.00 750.00 AP 00407972 02/26/2020 SAN BERNARDINO COUNTY 0.00 13,270.11 13,270.11 AP 00407973 02/26/2020 SAN BERNARDINO COUNTY SHERIFFS DEPT 709.80 0.00 709.80 AP 00407974 02/26/2020 SAN BERNARDINO CTY FIRE CHIEF ASSOC 0.00 135.00 135.00 AP 00407975 02/26/2020 SANO, ALLISON 312.50 0.00 312.50 AP 00407976 02/26/2020 SASSOON, LORI 74.00 0.00 74.00 AP 00407977 02/26/2020 SBPEA 2,603.86 0.00 2,603.86 AP 00407978 02/26/2020 SC FUELS 28,627.64 0.00 28,627.64 ***AP 00407979 02/26/2020 SC FUELS 4,779.79 13,218.46 17,998.25 AP 00407980 02/26/2020 SECC CORP 1,500.00 0.00 1,500.00 AP 00407981 02/26/2020 SEGAAR, AARON 0.00 427.93 427.93 AP 00407982 02/26/2020 SHERIFFS COURT SERVICES 100.00 0.00 100.00 AP 00407983 02/26/2020 SILVER & WRIGHT LLP 29,929.15 0.00 29,929.15 AP 00407984 02/26/2020 SMITH, RILEY 375.00 0.00 375.00 AP 00407987 02/26/2020 SOMERA, ABIGAIL DIAZ 302.50 0.00 302.50 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:6 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 32 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00407988 02/26/2020 SOUTH COAST AQMD 0.00 557.42 557.42 ***AP 00407994 02/26/2020 SOUTHERN CALIFORNIA EDISON 15,034.59 1,662.17 16,696.76 AP 00407995 02/26/2020 SULLIVAN, JUSTIN DAVID 405.00 0.00 405.00 AP 00407996 02/26/2020 SYCAMORE VILLA MOBILE HOME PARK 400.00 0.00 400.00 AP 00407997 02/26/2020 TELEFLEX LLC 0.00 1,308.50 1,308.50 AP 00407998 02/26/2020 TESSIER, JEAN YVES 3,000.00 0.00 3,000.00 AP 00407999 02/26/2020 TETRA TECH INC 15,788.05 0.00 15,788.05 AP 00408000 02/26/2020 THE COUNSELING TEAM INTERNATIONAL 0.00 312.50 312.50 AP 00408001 02/26/2020 TIREHUB LLC 844.42 0.00 844.42 AP 00408002 02/26/2020 TRIMARK PACIFIC HOMES 3,400.00 0.00 3,400.00 AP 00408003 02/26/2020 TRIMMER, PATRICIA A 400.00 0.00 400.00 AP 00408004 02/26/2020 TUNURI, LIZA 84.26 0.00 84.26 AP 00408005 02/26/2020 TYUS, IDA 619.20 0.00 619.20 AP 00408006 02/26/2020 U S LEGAL SUPPORT INC 174.20 0.00 174.20 AP 00408007 02/26/2020 U.S. BANK PARS ACCT #6746022500 1,128.00 0.00 1,128.00 AP 00408008 02/26/2020 U.S. BANK PARS ACCT #6746022500 22,130.54 0.00 22,130.54 AP 00408009 02/26/2020 UNITED SITE SERVICES OF CA INC 281.34 0.00 281.34 AP 00408010 02/26/2020 UNITED WAY 60.00 0.00 60.00 AP 00408011 02/26/2020 UPS 31.00 0.00 31.00 AP 00408012 02/26/2020 VALLEY POWER SYSTEMS INC 0.00 11,102.57 11,102.57 AP 00408013 02/26/2020 VENEKLASEN ASSOCIATES INC 0.00 9,563.80 9,563.80 AP 00408018 02/26/2020 VERIZON WIRELESS - LA 5,433.50 0.00 5,433.50 AP 00408019 02/26/2020 VICTOR MEDICAL COMPANY 8,816.99 0.00 8,816.99 AP 00408020 02/26/2020 VILLEGAS, SONIA 77.18 0.00 77.18 AP 00408021 02/26/2020 VIRGIN PULSE INC 1,104.00 0.00 1,104.00 AP 00408022 02/26/2020 VIRTUAL PROJECT MANAGER LLC 500.00 0.00 500.00 AP 00408023 02/26/2020 VOGT, PHILLIP 500.00 0.00 500.00 AP 00408024 02/26/2020 VULCAN MATERIALS COMPANY 4,678.91 0.00 4,678.91 ***AP 00408025 02/26/2020 WAXIE SANITARY SUPPLY 9,887.04 232.45 10,119.49 AP 00408026 02/26/2020 WELLS FARGO BANK N A 7,500.00 0.00 7,500.00 AP 00408027 02/26/2020 WEST COAST LIGHTS & SIRENS 1,535.33 0.00 1,535.33 AP 00408028 02/26/2020 WEST END MATERIAL SUPPLY 526.36 0.00 526.36 AP 00408029 02/26/2020 WESTERN UNIVERSITY OF VET MEDICINE 310.00 0.00 310.00 AP 00408030 02/26/2020 WESTLAND GROUP INC 338.00 0.00 338.00 AP 00408031 02/26/2020 WHITER, NICHOLE 302.50 0.00 302.50 AP 00408032 02/26/2020 WILLETT, BRIAN 52.58 0.00 52.58 AP 00408033 02/26/2020 ZOETIS US LLC 1,305.47 0.00 1,305.47 AP 00408034 02/27/2020 KIRKPATRICK, WILLIAM 0.00 1,666.26 1,666.26 AP 00408035 02/27/2020 RODRIGUEZ, VICTOR 0.00 245.78 245.78 AP 00408036 02/27/2020 TOWNSEND, JAMES 0.00 2,281.91 2,281.91 AP 00408037 02/27/2020 WALKER, KENNETH 0.00 245.78 245.78 AP 00408038 03/04/2020 A-PERFORMANCE TOWING INC 685.00 0.00 685.00 AP 00408039 03/04/2020 ABLE BUILDING MAINTENANCE 6,029.55 0.00 6,029.55 AP 00408040 03/04/2020 ADAPT CONSULTING INC 958.43 0.00 958.43 AP 00408041 03/04/2020 AIR & HOSE SOURCE INC 82.50 0.00 82.50 AP 00408042 03/04/2020 ALL AMERICAN ASPHALT 61,103.59 0.00 61,103.59 AP 00408043 03/04/2020 ALPHAGRAPHICS 48.48 0.00 48.48 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:7 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 33 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00408044 03/04/2020 ALVAREZ, VANESSA 130.00 0.00 130.00 AP 00408045 03/04/2020 AMERINATIONAL COMMUNITY SERVICES INC 280.00 0.00 280.00 AP 00408046 03/04/2020 AMTECH ELEVATOR SERVICES 459.00 0.00 459.00 AP 00408047 03/04/2020 ANAKOR, NKIRUKA 4.99 0.00 4.99 AP 00408048 03/04/2020 AUFBAU CORPORATION 18,375.00 0.00 18,375.00 AP 00408049 03/04/2020 BARKSHIRE LASER LEVELING INC 1,800.00 0.00 1,800.00 AP 00408050 03/04/2020 BARRAGAN, CONCEPCION 15.00 0.00 15.00 AP 00408051 03/04/2020 BENSON, JEFF 300.00 0.00 300.00 AP 00408052 03/04/2020 BEST SOLAR POWER INC 268.82 0.00 268.82 AP 00408053 03/04/2020 BOSTON COURT PASADENA 140.00 0.00 140.00 AP 00408054 03/04/2020 BRAUN BLAISING SMITH WYNNE 387.80 0.00 387.80 AP 00408055 03/04/2020 BREMCO CONSTRUCTION INC.15,000.00 0.00 15,000.00 AP 00408056 03/04/2020 BRIGHTVIEW LANDSCAPE SERVICES INC 18,075.02 0.00 18,075.02 AP 00408057 03/04/2020 BROWN, JENNIFER 50.00 0.00 50.00 AP 00408058 03/04/2020 BUILDING 5 SEPTIC 1,500.00 0.00 1,500.00 AP 00408059 03/04/2020 C & L REFRIGERATION CORP 300.11 0.00 300.11 ***AP 00408064 03/04/2020 C V W D 24,230.74 313.55 24,544.29 AP 00408065 03/04/2020 CAL PERS LONG-TERM CARE PROGRAM 164.48 0.00 164.48 AP 00408066 03/04/2020 CALIFORNIA BUILDING OFFICIALS 3,315.00 0.00 3,315.00 AP 00408067 03/04/2020 CAMERON-DANIEL PC 91.50 0.00 91.50 ***AP 00408068 03/04/2020 CDW GOVERNMENT INC 536.65 5,367.12 5,903.77 ***AP 00408069 03/04/2020 CINTAS CORPORATION #150 1,584.96 224.21 1,809.17 AP 00408070 03/04/2020 CITIZENS BUSINESS BANK 3,215.98 0.00 3,215.98 AP 00408071 03/04/2020 CITY CLERKS ASSOCIATION OF CALIFORNIA 40.00 0.00 40.00 AP 00408072 03/04/2020 CONCEPTUAL SITE FURNISHINGS INC 8,870.00 0.00 8,870.00 AP 00408073 03/04/2020 CONSOLIDATED ELECTRICAL DISTR INC 310.32 0.00 310.32 AP 00408074 03/04/2020 D & K CONCRETE COMPANY 1,447.08 0.00 1,447.08 AP 00408075 03/04/2020 DAART ENGINEERING COMPANY INC 997.43 0.00 997.43 AP 00408076 03/04/2020 DEALERS AUTO TRIM 520.00 0.00 520.00 AP 00408077 03/04/2020 DELTA DENTAL INSURANCE COMPANY 1,224.90 0.00 1,224.90 AP 00408078 03/04/2020 DELTA DENTAL INSURANCE COMPANY 43,972.17 0.00 43,972.17 AP 00408079 03/04/2020 DENAULT, AMANDA 50.00 0.00 50.00 AP 00408080 03/04/2020 DISTELRATH, KATIE 300.00 0.00 300.00 AP 00408081 03/04/2020 E GROUP, THE 450.00 0.00 450.00 AP 00408082 03/04/2020 EIGHTH AVENUE ENTERPRISE LLC 750.41 0.00 750.41 AP 00408083 03/04/2020 ENVIRONMENTAL & LUBRICATION SOLUTIONS INC 0.00 7,870.41 7,870.41 AP 00408084 03/04/2020 FAIRVIEW FORD 373.87 0.00 373.87 AP 00408085 03/04/2020 FEDERAL SIGNAL CORPORATION 0.00 68.73 68.73 AP 00408086 03/04/2020 FEHR AND PEERS 21,212.50 0.00 21,212.50 AP 00408087 03/04/2020 FJS CABLE ENGINEERING INC 1,500.00 0.00 1,500.00 AP 00408088 03/04/2020 FLAG SYSTEMS INC 1,025.00 0.00 1,025.00 AP 00408089 03/04/2020 FORD OF UPLAND INC 2,029.64 0.00 2,029.64 AP 00408090 03/04/2020 FRANKLIN TRUCK PARTS 0.00 250.82 250.82 ***AP 00408091 03/04/2020 FRONTIER COMM 1,862.86 447.61 2,310.47 AP 00408092 03/04/2020 FRONTIER COMM 3,396.45 0.00 3,396.45 AP 00408093 03/04/2020 FULLMER CONSTRUCTION 1,500.00 0.00 1,500.00 AP 00408094 03/04/2020 GAIL MATERIALS 1,105.15 0.00 1,105.15 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:8 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 34 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00408095 03/04/2020 GILKEY, JOHN A 200.00 0.00 200.00 AP 00408096 03/04/2020 GLOBALSTAR USA 172.59 0.00 172.59 AP 00408097 03/04/2020 GONSALVES AND SON, JOE A 3,045.00 0.00 3,045.00 AP 00408098 03/04/2020 GRACIANO DESIGN & ENGINEERING 469.50 0.00 469.50 ***AP 00408099 03/04/2020 GRAINGER 790.17 1,638.91 2,429.08 ***AP 00408100 03/04/2020 GRAYBAR ELECTRIC CO 237.24 204.73 441.97 AP 00408101 03/04/2020 GWYNN, JOANN 300.00 0.00 300.00 AP 00408102 03/04/2020 HANGTIME SPORTS 3,396.00 0.00 3,396.00 AP 00408103 03/04/2020 HANLON, JENNY 300.00 0.00 300.00 AP 00408104 03/04/2020 HARRIS, TALISHA MONAE 64.62 0.00 64.62 AP 00408105 03/04/2020 HEARTSAVERS LLC 66.00 0.00 66.00 AP 00408106 03/04/2020 HERITAGE EDUCATION GROUP 328.00 0.00 328.00 AP 00408107 03/04/2020 HERNANDEZ, VINCENT 200.00 0.00 200.00 AP 00408108 03/04/2020 HI-WAY SAFETY INC 113.14 0.00 113.14 AP 00408109 03/04/2020 HOVAKIMYAN, SUREN 240.00 0.00 240.00 AP 00408110 03/04/2020 HR GREEN PACIFIC INC 13,910.00 0.00 13,910.00 AP 00408111 03/04/2020 ICSC 50.00 0.00 50.00 AP 00408112 03/04/2020 IDEAL GLASS TINTING 135.00 0.00 135.00 AP 00408113 03/04/2020 IMPERIAL SPRINKLER SUPPLY INC 724.93 0.00 724.93 AP 00408114 03/04/2020 INLAND OVERHEAD DOOR COMPANY 372.75 0.00 372.75 AP 00408115 03/04/2020 INTERSTATE BATTERIES 436.38 0.00 436.38 ***AP 00408116 03/04/2020 INTERWEST CONSULTING GROUP INC 3,800.43 1,137.07 4,937.50 AP 00408117 03/04/2020 IRON MOUNTAIN OSDP 1,010.34 0.00 1,010.34 AP 00408118 03/04/2020 JERICHO SYSTEMS INC 52,650.00 0.00 52,650.00 AP 00408119 03/04/2020 JOHNSON, JOEY J 344.79 0.00 344.79 AP 00408120 03/04/2020 JUGS SPORTS INC 280.26 0.00 280.26 AP 00408121 03/04/2020 KAISER FOUNDATION HEALTH PLAN INC 254,500.51 0.00 254,500.51 AP 00408122 03/04/2020 KIMLEY HORN AND ASSOCIATES INC 31,925.50 0.00 31,925.50 ***AP 00408123 03/04/2020 LANCE SOLL AND LUNGHARD 4,820.00 975.00 5,795.00 AP 00408124 03/04/2020 LARIO, JONATHAN ROBERT 82.00 0.00 82.00 AP 00408125 03/04/2020 LAWRENCE, CHRISTIE L 400.00 0.00 400.00 AP 00408126 03/04/2020 LEAGUE OF CALIFORNIA CITIES 35,444.00 0.00 35,444.00 AP 00408127 03/04/2020 LOZANO SMITH LLP 435.00 0.00 435.00 AP 00408128 03/04/2020 LU'S LIGHTHOUSE INC 933.67 0.00 933.67 AP 00408129 03/04/2020 MADD SOUTHERN CALIFORNIA 200.00 0.00 200.00 AP 00408130 03/04/2020 MARATHON CONSTRUCTION 519.78 0.00 519.78 AP 00408131 03/04/2020 MARIPOSA LANDSCAPES INC 128,882.82 0.00 128,882.82 AP 00408132 03/04/2020 MASSEY, MASON 100.00 0.00 100.00 AP 00408133 03/04/2020 MCCRAY, MATTHEW 3,150.00 0.00 3,150.00 AP 00408134 03/04/2020 MCI 33.50 0.00 33.50 AP 00408135 03/04/2020 MCMASTER-CARR SUPPLY COMPANY 119.20 0.00 119.20 AP 00408136 03/04/2020 MEDRANO, CELESTE 50.00 0.00 50.00 AP 00408137 03/04/2020 MG PETROLEUM INC 897.00 0.00 897.00 ***AP 00408138 03/04/2020 MIJAC ALARM COMPANY 180.00 186.00 366.00 AP 00408139 03/04/2020 MOUNTAIN VIEW SMALL ENG REPAIR 179.42 0.00 179.42 AP 00408140 03/04/2020 MUTUAL PROPANE 0.00 943.78 943.78 ***AP 00408141 03/04/2020 NAPA AUTO PARTS 2.86 490.88 493.74 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:9 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 35 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00408142 03/04/2020 NEW IMAGE COMMERCIAL FLOORING 0.00 345.85 345.85 AP 00408143 03/04/2020 NEW URBAN REALTY ADVISORS INC 8,721.04 0.00 8,721.04 AP 00408144 03/04/2020 NV5 INC 9,378.44 0.00 9,378.44 AP 00408145 03/04/2020 OCCUPATIONAL HEALTH CTRS OF CA 306.28 0.00 306.28 AP 00408146 03/04/2020 OLD SPAGHETTI FACTORY, THE 4,072.81 0.00 4,072.81 AP 00408147 03/04/2020 ONTARIO WINNELSON CO 24.78 0.00 24.78 AP 00408148 03/04/2020 ONWARD ENGINEERING 12,770.00 0.00 12,770.00 AP 00408149 03/04/2020 ORKIN PEST CONTROL 472.48 0.00 472.48 AP 00408150 03/04/2020 PACIFIC UTILITY INSTALLATION INC 8,804.75 0.00 8,804.75 AP 00408151 03/04/2020 PARKES, DR KEVIN 0.00 7,000.00 7,000.00 AP 00408152 03/04/2020 QUADIENT INC 586.49 0.00 586.49 AP 00408153 03/04/2020 R AND R AUTOMOTIVE 724.52 0.00 724.52 AP 00408154 03/04/2020 RED WING BUSINESS ADVANTAGE ACCOUNT 200.00 0.00 200.00 AP 00408155 03/04/2020 REFRIGERATION SUPPLIES DISTRIBUTOR 133.57 0.00 133.57 AP 00408156 03/04/2020 ROTO ROOTER SERVICES COMPANY 850.00 0.00 850.00 AP 00408157 03/04/2020 SAFE MOVES 1,500.00 0.00 1,500.00 AP 00408158 03/04/2020 SAFE SOFTWARE INC 3,480.00 0.00 3,480.00 AP 00408159 03/04/2020 SAM THATTE VISUAL COMMUNICATIONS 10,300.00 0.00 10,300.00 AP 00408160 03/04/2020 SAN BERNARDINO CO AUDITOR CONT 7,028.50 0.00 7,028.50 AP 00408161 03/04/2020 SAN BERNARDINO COUNTY SHERIFFS DEPT 399.80 0.00 399.80 AP 00408162 03/04/2020 SAN BERNARDINO COUNTY 107.52 0.00 107.52 AP 00408163 03/04/2020 SAN BERNARDINO CTY TAX COLLECTOR 300.00 0.00 300.00 AP 00408164 03/04/2020 SC FUELS 4,281.55 0.00 4,281.55 AP 00408165 03/04/2020 SCL 0.00 6,674.28 6,674.28 AP 00408166 03/04/2020 SDC LEAGUE HEALTH FUND 850.00 0.00 850.00 AP 00408167 03/04/2020 SDC LEAGUE PENSION FUND 270.00 0.00 270.00 AP 00408168 03/04/2020 SHERWIN WILLIAMS CO, THE 9.53 0.00 9.53 AP 00408169 03/04/2020 SHOETERIA 121.21 0.00 121.21 AP 00408170 03/04/2020 SHRED PROS 1,348.00 0.00 1,348.00 AP 00408171 03/04/2020 SMITH, JENNIFER 300.00 0.00 300.00 AP 00408173 03/04/2020 SOCIAL VOCATIONAL SERVICES 4,355.00 0.00 4,355.00 AP 00408174 03/04/2020 SOLEX CONTRACTING 10,000.00 0.00 10,000.00 ***AP 00408178 03/04/2020 SOUTHERN CALIFORNIA EDISON 4,945.09 458.77 5,403.86 AP 00408179 03/04/2020 SOUTHERN CALIFORNIA EDISON 32.83 0.00 32.83 AP 00408180 03/04/2020 SPLASH POOLS & CONSTRUCTION INC 882.82 0.00 882.82 AP 00408181 03/04/2020 STANDARD INSURANCE COMPANY 3,600.19 0.00 3,600.19 AP 00408182 03/04/2020 STANDARD INSURANCE COMPANY 12,178.83 0.00 12,178.83 AP 00408183 03/04/2020 STANDARD INSURANCE COMPANY 12,388.30 0.00 12,388.30 AP 00408184 03/04/2020 STOR'EM SELF STORAGE 575.00 0.00 575.00 AP 00408185 03/04/2020 STOTZ EQUIPMENT 146.45 0.00 146.45 AP 00408186 03/04/2020 SUTPHEN, LACHELLE 100.00 0.00 100.00 AP 00408187 03/04/2020 TAVERA, BRIANNA 300.00 0.00 300.00 AP 00408188 03/04/2020 TIREHUB LLC 245.25 0.00 245.25 AP 00408189 03/04/2020 TOMCO LLC 10,089.23 0.00 10,089.23 AP 00408190 03/04/2020 TOT LOT PROS INC 66,900.00 0.00 66,900.00 AP 00408191 03/04/2020 TOWN OF APPLE VALLEY 30.00 0.00 30.00 AP 00408192 03/04/2020 TUDYK, MICHAEL 0.00 25.00 25.00 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:10 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 36 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00408193 03/04/2020 U.S. BANK PARS ACCT #6746022500 62.64 0.00 62.64 AP 00408194 03/04/2020 U.S. BANK PARS ACCT #6746022500 1,112.12 0.00 1,112.12 AP 00408195 03/04/2020 U.S. BANK PARS ACCT #6746022500 15,545.93 0.00 15,545.93 AP 00408196 03/04/2020 U.S. BANK PARS ACCT #6745033700 6,605.00 0.00 6,605.00 AP 00408197 03/04/2020 UPS 31.00 0.00 31.00 AP 00408198 03/04/2020 URBAN ARENA 7,680.00 0.00 7,680.00 AP 00408199 03/04/2020 URBAN ARENA 25,020.60 0.00 25,020.60 AP 00408200 03/04/2020 US POSTMASTER 240.00 0.00 240.00 AP 00408201 03/04/2020 VENEKLASEN ASSOCIATES INC 0.00 3,000.00 3,000.00 AP 00408202 03/04/2020 VERIZON BUSINESS SERVICES 42.51 0.00 42.51 AP 00408203 03/04/2020 VERIZON WIRELESS - LA 0.00 5,156.66 5,156.66 AP 00408204 03/04/2020 VILLA PACIFICA APARTMENTS 17,300.00 0.00 17,300.00 AP 00408205 03/04/2020 VILLENAS, FABIAN 13.00 0.00 13.00 AP 00408206 03/04/2020 VOGEL, NATHANIAL 4.03 0.00 4.03 AP 00408207 03/04/2020 WOOD, MATTHEW D.7,199.00 0.00 7,199.00 AP 00408208 03/04/2020 WYSOCKI, ASHLEY 300.00 0.00 300.00 AP 00408209 03/04/2020 ZEP SALES AND SERVICE 0.00 104.93 104.93 AP 00408210 03/05/2020 CASTRO, AMANDA INEZ 1,250.00 0.00 1,250.00 AP 00408211 03/05/2020 JOHNNY ALLEN TENNIS ACADEMY 2,215.80 0.00 2,215.80 $2,238,763.60 $2,438,586.57 $199,822.97 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:11 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 37 DATE: March 18, 2020 TO:President and Members of the Board of Directors FROM:John R. Gillison, City Manager INITIATED BY:Tamara Layne, Finance Director SUBJECT:CONSIDERATION TO APPROVE WEEKLY CHECK REGISTERS FOR CHECKS ISSUED TO SOUTHERN CALIFORNIA GAS COMPANY IN THE AMOUNT OF $3,141.34 DATED FEBRUARY 25, 2020 THROUGH MARCH 08, 2020. RECOMMENDATION: Staff recommends Fire Board approve payment of demands as presented. BACKGROUND: N/A COUNCIL GOAL(S) ADDRESSED: N/A ATTACHMENTS: Description Attachment 1 So Ca Gas Check Register ANALYSIS: N/A FISCAL IMPACT: Adequate budgeted funds are available for the payment of demands per the attached listing. Page 38 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT So Calif Gas Company Only. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount ***AP 00407985 02/26/2020 SO CALIF GAS COMPANY 652.59 1,260.84 1,913.43 AP 00407986 02/26/2020 SO CALIF GAS COMPANY 1,265.47 0.00 1,265.47 ***AP 00408172 03/04/2020 SO CALIF GAS COMPANY 17,211.70 1,880.50 19,092.20 $19,129.76 $22,271.10 $3,141.34 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 08:49:58 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:1 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 39 DATE: March 18, 2020 TO:President and Members of the Board of Directors FROM:Lori E. Sassoon, Deputy City Manager/Administrative Services INITIATED BY:Tamara L. Layne, Finance Director Sandra G. Ramirez, Department Manager SUBJECT:CONSIDERATION TO RECEIVE AND FILE CURRENT INVESTMENT SCHEDULE AS OF FEBRUARY 29, 2020. RECOMMENDATION: Staff recommends that the President and Members of the Board of Directors receive and file the attached current investment schedule for the Rancho Cucamonga Fire Protection District as of February 29, 2020. BACKGROUND: The attached investment schedule as of February 29, 2020 reflects cash and investments managed by the Finance/Treasury Management Division and is in conformity with the requirements of California Government Code Section 53601 and the Rancho Cucamonga Fire Protection District’s adopted Investment Policy as approved by the President and Members of the Board of Directors on February 20, 2019. COUNCIL GOAL(S) ADDRESSED: N/A ATTACHMENTS: Description Attachment 1 Portfolio Management Portfolio Summary February 29, 2020 ANALYSIS: The District’s Treasurer is required to submit a quarterly investment report to the President and Members of the Board of Directors 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 District Treasurer has elected to provide this report on a monthly basis. FISCAL IMPACT: None Page 40 Page 41 Page 42 Page 43 Page 44 Page 45 Page 46 Page 47 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Linda A. Troyan, MMC, City Clerk Services Director Patricia BravoValdez, CMC, Deputy Director of City Clerk Services SUBJECT:CONSIDERATION OF RESOLUTION NO.FD2020002, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES. RECOMMENDATION: Staff recommends that the Fire Board adopt Resolution No. FD2020002, adopting revised Records Retention Schedules, authorizing destruction of certain obsolete City Records, and rescinding previous Records Retention Schedules. BACKGROUND: The Fire District’s Records Retention Schedules were last revised in 2019. The Records Retention Schedule is a key element of an effective records management program. The Retention Schedules assist the 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. COUNCIL GOAL(S) ADDRESSED: ENHANCING PREMIER COMMUNITY STATUS by offering excellent professional services to all ANALYSIS: General records management principles recommend review and update of retention schedules periodically. Under our subscription, the City's consultant in California city records, Gladwell Governmental Services, Inc., has reviewed and updated the Schedules to bring them current with new laws and best practices. The City Clerk’s Office/Records Management Department has worked closely with City Departments, Gladwell Governmental Services, and the City Attorney's Office to update the schedules. The proposed revisions to the schedules are reflective of new laws since 2019, and best practices, and are identified on the attached Records Retention Schedules in colored and strikeout format. At this time, staff recommends that the Fire Board approve the revised Records Retention Schedules. FISCAL IMPACT: The Fire District will realize a savings in records storage expenses. Page 48 DATE: March 18, 2020TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Linda A. Troyan, MMC, City Clerk Services DirectorPatricia BravoValdez, CMC, Deputy Director of City Clerk ServicesSUBJECT:CONSIDERATION OF RESOLUTION NO.FD2020002, ADOPTINGREVISED RECORDS RETENTION SCHEDULES, AUTHORIZINGDESTRUCTION AND RESCINDING PREVIOUS RECORDS RETENTIONSCHEDULES.RECOMMENDATION:Staff recommends that the Fire Board adopt Resolution No. FD2020002, adopting revised RecordsRetention Schedules, authorizing destruction of certain obsolete City Records, and rescinding previousRecords Retention Schedules.BACKGROUND:The Fire District’s Records Retention Schedules were last revised in 2019. The Records RetentionSchedule is a key element of an effective records management program. The Retention Schedulesassist the Fire District by documenting which records require to be maintained in the office ortemporary storage, which records have historic or research value, and which records should bedestroyed because they no longer have administrative, operational, fiscal or legal value. COUNCIL GOAL(S) ADDRESSED: ENHANCING PREMIER COMMUNITY STATUS by offering excellent professional services to all customers. MID AND LONGRANGE PLANNING by adopting a uniformed City file archive and retention system, ensuring compliance with current state law, and implementing the system. ATTACHMENTS: Description Attachment 1 – Resolution No. FD2020002 and Records Retention Schedules ANALYSIS:General records management principles recommend review and update of retention schedulesperiodically. Under our subscription, the City's consultant in California city records, GladwellGovernmental Services, Inc., has reviewed and updated the Schedules to bring them current with newlaws and best practices. The City Clerk’s Office/Records Management Department has worked closelywith City Departments, Gladwell Governmental Services, and the City Attorney's Office to update theschedules.The proposed revisions to the schedules are reflective of new laws since 2019, and best practices, andare identified on the attached Records Retention Schedules in colored and strikeout format. At thistime, staff recommends that the Fire Board approve the revised Records Retention Schedules.FISCAL IMPACT:The Fire District will realize a savings in records storage expenses. Page 49 RESOLUTION NO. FD20-XXX - Page 1 of 2 RESOLUTION NO. FD2020-XXX A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the Rancho Cucamonga Fire Protection District; 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 District previously adopted Resolution No FD19-001 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 FD19-001 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 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. ATTACHMENT Page 50 RESOLUTION NO. FD20-XXX - Page 2 of 2 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. PASSED, APPROVED AND ADOPTED this ____ day of __________, 2020. APPROVED AS TO FORM: District Counsel Page 51 HOW TO USE RETENTION SCHEDULES ©1995-2019 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 erased) 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 the 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 52 RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2019 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 = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, thumb drives, 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: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media – DVD-R, CD-R, or WORM, or microfilmed), 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) 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) GC§34090 is a base minimum retention; the “Total Retention” column is what has been adopted by the City Council. Page 53 Ver. 7.0 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-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 CUCUMONGA, 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: 4/17/2019 Page 54 Ver. 7.0 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; statewide guidelines propose 4 years; 2 CFR 200.333; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCUMONGA, 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: 4/17/2019 Page 55 Ver. 7.0 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-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. 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 / CAFR - Comprehensive 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 RANCHO CUCUMONGA, 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: 4/17/2019 Page 56 Ver. 7.0 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-011 Boards, Commissions, & Committees: Employees Staff Meetings / 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 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) RANCHO CUCUMONGA, 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: 4/17/2019 Page 57 Ver. 7.0 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). Staffing Dept.CW-015 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings / Audio Tapes Minimum 3 10 years Minimum 3 10 years Mag, OD Department Preference; Video recording of meetings are only required for 90 days; 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 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 RANCHO CUCUMONGA, 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: 4/17/2019 Page 58 Ver. 7.0 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). 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 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 CUCUMONGA, 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: 4/17/2019 Page 59 Ver. 7.0 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, 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 CUCUMONGA, 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: 4/17/2019 Page 60 Ver. 7.0 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 CUCUMONGA, 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: 4/17/2019 Page 61 Ver. 7.0 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. RANCHO CUCUMONGA, 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: 4/17/2019 Page 62 Ver. 7.0 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). 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; statewide guidelines propose 4 years; 2 CFR 200.333; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCUMONGA, 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: 4/17/2019 Page 63 Ver. 7.0 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). 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, 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. RANCHO CUCUMONGA, 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: 4/17/2019 Page 64 Ver. 7.0 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-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. 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. RANCHO CUCUMONGA, 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: 4/17/2019 Page 65 Ver. 7.0 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). 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 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) RANCHO CUCUMONGA, 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: 4/17/2019 Page 66 Ver. 7.0 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-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 200.333; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §§34090, 60201 et seq.; GC §8546.7 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 RANCHO CUCUMONGA, 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: 4/17/2019 Page 67 Ver. 7.0 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). 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 CUCUMONGA, 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: 4/17/2019 Page 68 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? 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. RANCHO CUCUMONGA, 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: 4/17/2019 Page 69 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 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-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. 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)(ii), LC §6429(c); GC §§12946, 34090, 53235.2(b), 53237.2(b) RANCHO CUCUMONGA, 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: 4/17/2019 Page 70 Ver. 12.0 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 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 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: 4/17/2019 Page 71 Ver. 12.0 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 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: 4/17/2019 Page 72 Ver. 12.0 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: 4/17/2019 Page 73 Ver. 12.0 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: 4/17/2019 Page 74 Ver. 12.0 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: 4/17/2019 Page 75 Ver. 12.0 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 City Clerk FIN-025.1 CC-043 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 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: 4/17/2019 Page 76 Ver. 12.0 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). Finance / Accounting & Financial Reporting FIN-027 W-9s Minimum 5 years Minimum 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 BUDGET MANAGEMENT Finance / Budget Manage. FIN-028 Budgets - Preliminary, Proposed, Backup Documents (The Final Budget is maintained by the City Clerk with the Agenda Packet) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; 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: 4/17/2019 Page 77 Ver. 12.0 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). 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 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 Planned Communities 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) 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: 4/17/2019 Page 78 Ver. 12.0 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 / Special Districts FIN-034 Community Parks and Landscape Citizens’ Oversight Committee Planned Communities 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 Planned Communities Citizens' Oversight Committee and Landscape Maintenance Districts Citizens' Oversight Committee AGENDAS & AGENDA 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 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 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: 4/17/2019 Page 79 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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). 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: 4/17/2019 Page 80 Ver 10.0 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, Ppr 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 Rev. Adopted: 4/17/2019 Page 81 Ver 10.0 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)(ii), LC §6429(c); GC §§12946, 60201, 53235.2(b), 53237.2(b) Fire / Admin.FR-014 Training Database / Log (Target 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 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 Rev. Adopted: 4/17/2019 Page 82 Ver 10.0 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)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 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)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 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 Rev. Adopted: 4/17/2019 Page 83 Ver 10.0 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, Ppr 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 Rev. Adopted: 4/17/2019 Page 84 Ver 10.0 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 Rev. Adopted: 4/17/2019 Page 85 Ver 10.0 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 3 years 3 years Mag, Ppr Statute of Limitations for health providers is 3 years; 13 CCR 1100.7, UFC §104.3.2, §104.3.4, GC §60201, 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) 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 Rev. Adopted: 4/17/2019 Page 86 Ver 10.0 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-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)(ii), LC §6429(c); GC §§12946, 60201 Fire / EMS FR-038 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS 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 Rev. Adopted: 4/17/2019 Page 87 Ver 10.0 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 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 Rev. Adopted: 4/17/2019 Page 88 Ver 10.0 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, Ppr 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 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 Rev. Adopted: 4/17/2019 Page 89 Ver 10.0 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 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 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 Rev. Adopted: 4/17/2019 Page 90 Ver 10.0 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). 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 Rev. Adopted: 4/17/2019 Page 91 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Tamara Layne, Finance Director SUBJECT:CONSIDERATION TO APPROVE BIWEEKLY PAYROLL IN THE AMOUNT OF $1,164,756.08 AND WEEKLY CHECK REGISTERS (EXCLUDING CHECKS ISSUED TO SOUTHERN CALIFORNIA GAS COMPANY) IN THE AMOUNT OF $2,238,763.60 DATED FEBRUARY 25, 2020 THROUGH MARCH 08, 2020. RECOMMENDATION: Staff recommends City Council approve payment of demands as presented. BACKGROUND: N/A COUNCIL GOAL(S) ADDRESSED: N/A ATTACHMENTS: Description Attachment 1 Check Register ANALYSIS: N/A FISCAL IMPACT: Adequate budgeted funds are available for the payment of demands per the attached listing. Page 92 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00010224 02/26/2020 ALL CITY MANAGEMENT SERVICES INC 40,882.27 0.00 40,882.27 AP 00010225 02/26/2020 BALANCE 4 LIFE FITNESS 4 WELLNESS INC 276.00 0.00 276.00 AP 00010226 02/26/2020 CALIF GOVERNMENT VEBA/RANCHO CUCAMONGA 24,047.96 0.00 24,047.96 AP 00010227 02/26/2020 RCCEA 1,915.25 0.00 1,915.25 AP 00010228 02/26/2020 RCPFA 12,558.07 0.00 12,558.07 AP 00010229 02/26/2020 SAN BERNARDINO COUNTY 104.00 0.00 104.00 AP 00010230 02/27/2020 AHUMADA, ALEXANDER R 0.00 630.56 630.56 AP 00010231 02/27/2020 ALMAND, LLOYD 0.00 630.56 630.56 AP 00010232 02/27/2020 BANTAU, VICTORIA 0.00 539.86 539.86 AP 00010233 02/27/2020 BAZAL, SUSAN 0.00 743.03 743.03 AP 00010234 02/27/2020 BELL, MICHAEL L.0.00 1,723.24 1,723.24 AP 00010235 02/27/2020 BERRY, DAVID 0.00 1,189.78 1,189.78 AP 00010236 02/27/2020 BROCK, ROBIN 0.00 1,176.90 1,176.90 AP 00010237 02/27/2020 CAMPBELL, GERALD 0.00 864.82 864.82 AP 00010238 02/27/2020 CAMPBELL, STEVEN 0.00 1,189.23 1,189.23 AP 00010239 02/27/2020 CARNES, KENNETH 0.00 539.86 539.86 AP 00010240 02/27/2020 CLABBY, RICHARD 0.00 1,189.78 1,189.78 AP 00010241 02/27/2020 CLOUGHESY, DONALD R 0.00 2,281.91 2,281.91 AP 00010242 02/27/2020 CORCORAN, ROBERT ANTHONY 0.00 792.12 792.12 AP 00010243 02/27/2020 COSTELLO, DENNIS M 0.00 2,281.91 2,281.91 AP 00010244 02/27/2020 COX, KARL 0.00 630.56 630.56 AP 00010245 02/27/2020 CRANE, RALPH 0.00 630.56 630.56 AP 00010246 02/27/2020 CROSSLAND, WILBUR 0.00 539.86 539.86 AP 00010247 02/27/2020 CURATALO, JAMES 0.00 1,176.90 1,176.90 AP 00010248 02/27/2020 DAGUE, JAMES 0.00 1,127.81 1,127.81 AP 00010249 02/27/2020 DE ANTONIO, SUSAN 0.00 792.12 792.12 AP 00010250 02/27/2020 DEANS, JACKIE 0.00 245.78 245.78 AP 00010251 02/27/2020 DOMINICK, SAMUEL A.0.00 1,176.90 1,176.90 AP 00010252 02/27/2020 EAGLESON, MICHAEL 0.00 1,723.24 1,723.24 AP 00010253 02/27/2020 EGGERS, BOB 0.00 2,281.91 2,281.91 AP 00010254 02/27/2020 FEJERAN, TIM 0.00 1,588.41 1,588.41 AP 00010255 02/27/2020 FRITCHEY, JOHN D.0.00 539.86 539.86 AP 00010256 02/27/2020 HEYDE, DONALD 0.00 630.56 630.56 AP 00010257 02/27/2020 INTERLICCHIA, ROSALYN 0.00 245.78 245.78 AP 00010258 02/27/2020 JERKINS, PATRICK 0.00 1,588.41 1,588.41 AP 00010259 02/27/2020 KILMER, STEPHEN 0.00 1,189.78 1,189.78 AP 00010260 02/27/2020 LANE, WILLIAM 0.00 630.56 630.56 AP 00010261 02/27/2020 LARKIN, DAVID W 0.00 1,588.41 1,588.41 AP 00010262 02/27/2020 LEE, ALLAN J.0.00 948.67 948.67 AP 00010263 02/27/2020 LENZE, PAUL E 0.00 1,487.34 1,487.34 AP 00010264 02/27/2020 LONCAR, PHILIP 0.00 1,189.78 1,189.78 AP 00010265 02/27/2020 LONGO, JOE 0.00 200.43 200.43 AP 00010266 02/27/2020 LUTTRULL, DARRELL 0.00 539.86 539.86 AP 00010267 02/27/2020 MACKALL, BEVERLY 0.00 200.43 200.43 AP 00010268 02/27/2020 MAYFIELD, RON 0.00 630.56 630.56 AP 00010269 02/27/2020 MCKEE, JOHN 0.00 630.56 630.56 AP 00010270 02/27/2020 MCNEIL, KENNETH 0.00 630.56 630.56 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:1 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 93 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00010271 02/27/2020 MICHAEL, L. DENNIS 0.00 1,176.90 1,176.90 AP 00010272 02/27/2020 MORGAN, BYRON 0.00 1,792.73 1,792.73 AP 00010273 02/27/2020 MYSKOW, DENNIS 0.00 1,189.78 1,189.78 AP 00010274 02/27/2020 NAUMAN, MICHAEL 0.00 539.86 539.86 AP 00010275 02/27/2020 NEE, RON 0.00 743.03 743.03 AP 00010276 02/27/2020 NELSON, MARY JANE 0.00 200.43 200.43 AP 00010277 02/27/2020 O'BRIEN, TOM 0.00 1,281.58 1,281.58 AP 00010278 02/27/2020 PLOUNG, MICHAEL J 0.00 563.78 563.78 AP 00010279 02/27/2020 POST, MICHAEL R 0.00 1,280.32 1,280.32 AP 00010280 02/27/2020 PROULX, PATRICK 0.00 1,723.24 1,723.24 AP 00010281 02/27/2020 REDMOND, MIKE 0.00 1,176.90 1,176.90 AP 00010282 02/27/2020 ROBERTS, BRENT 0.00 792.12 792.12 AP 00010283 02/27/2020 ROBERTS, CHERYL L 0.00 4,563.82 4,563.82 AP 00010284 02/27/2020 ROEDER, JEFF 0.00 1,723.24 1,723.24 AP 00010285 02/27/2020 SALISBURY, THOMAS 0.00 630.56 630.56 AP 00010286 02/27/2020 SMITH, RONALD 0.00 539.86 539.86 AP 00010287 02/27/2020 SORENSEN, SCOTT D 0.00 2,154.28 2,154.28 AP 00010288 02/27/2020 SPAGNOLO, SAM 0.00 539.86 539.86 AP 00010289 02/27/2020 SPAIN, WILLIAM 0.00 864.82 864.82 AP 00010290 02/27/2020 SULLIVAN, JAMES 0.00 539.86 539.86 AP 00010291 02/27/2020 TAYLOR, STEVE 0.00 1,975.24 1,975.24 AP 00010292 02/27/2020 TULEY, TERRY 0.00 1,723.24 1,723.24 AP 00010293 02/27/2020 VANDERKALLEN, FRANCIS 0.00 630.56 630.56 AP 00010294 02/27/2020 VARNEY, ANTHONY 0.00 1,176.90 1,176.90 AP 00010295 02/27/2020 WALTON, KEVIN 0.00 1,588.41 1,588.41 AP 00010296 02/27/2020 YOWELL, TIMOTHY A 0.00 1,127.81 1,127.81 AP 00010297 02/27/2020 ABC LOCKSMITHS 37.50 0.00 37.50 AP 00010298 02/27/2020 AIRGAS USA LLC 0.00 341.11 341.11 AP 00010299 02/27/2020 BEST BEST & KRIEGER LLP 67.50 0.00 67.50 AP 00010300 02/27/2020 BIBLIOTHECA LLC 5,059.33 0.00 5,059.33 AP 00010301 02/27/2020 BRODART BOOKS 601.12 0.00 601.12 AP 00010302 02/27/2020 BSN SPORTS LLC 686.08 0.00 686.08 AP 00010303 02/27/2020 CARQUEST AUTO PARTS 981.14 0.00 981.14 AP 00010304 02/27/2020 CITRUS MOTORS ONTARIO INC 0.00 131.79 131.79 AP 00010305 02/27/2020 DUMBELL MAN FITNESS EQUIPMENT, THE 310.00 0.00 310.00 AP 00010306 02/27/2020 EWING IRRIGATION PRODUCTS 4,305.72 0.00 4,305.72 AP 00010307 02/27/2020 HERC RENTALS INC.2,077.69 0.00 2,077.69 AP 00010308 02/27/2020 KME FIRE APPARATUS 0.00 2,805.24 2,805.24 AP 00010309 02/27/2020 LN CURTIS AND SONS 0.00 2,068.80 2,068.80 ***AP 00010310 02/27/2020 OFFICE DEPOT 3,016.02 827.10 3,843.12 ***AP 00010311 02/27/2020 PSA PRINT GROUP 38.79 38.79 77.58 AP 00010312 02/27/2020 SOUTHERN CALIFORNIA NEWS GROUP 1,600.00 0.00 1,600.00 AP 00010313 02/27/2020 STABILIZER SOLUTIONS INC 1,100.68 0.00 1,100.68 AP 00010314 02/27/2020 VISTA PAINT 929.56 0.00 929.56 AP 00010315 03/04/2020 AECOM TECHNICAL SERVICES INC 1,460.00 0.00 1,460.00 AP 00010316 03/04/2020 GEOGRAPHICS 2,721.23 0.00 2,721.23 AP 00010317 03/05/2020 DRAMATIC PUBLISHING 4,067.04 0.00 4,067.04 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:2 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 94 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00010318 03/05/2020 MINUTEMAN PRESS 183.18 0.00 183.18 ***AP 00010320 03/05/2020 OFFICE DEPOT 3,836.16 93.55 3,929.71 AP 00010321 03/05/2020 PSA PRINT GROUP 88.36 0.00 88.36 AP 00010322 03/05/2020 SIEMENS MOBILITY INC 876.00 0.00 876.00 AP 00010323 03/05/2020 SUNRISE FORD 70.97 0.00 70.97 AP 00010324 03/05/2020 THOMPSON PLUMBING SUPPLY INC 487.72 0.00 487.72 AP 00010325 03/05/2020 THOMSON REUTERS WEST PUBLISHING CORP 331.00 0.00 331.00 AP 00407797 02/26/2020 A & I REPROGRAPHICS 365.70 0.00 365.70 AP 00407798 02/26/2020 ABLE BUILDING MAINTENANCE 548.55 0.00 548.55 AP 00407799 02/26/2020 ABSOLUTE SECURITY INTERNATIONAL INC 21,939.99 0.00 21,939.99 ***AP 00407800 02/26/2020 ACIRAS INC 9,830.00 4,210.00 14,040.00 AP 00407801 02/26/2020 AFLAC GROUP INSURANCE 24.58 0.00 24.58 AP 00407802 02/26/2020 ALCORN, RICHARD 13.00 0.00 13.00 AP 00407803 02/26/2020 ALL WELDING 430.00 0.00 430.00 AP 00407804 02/26/2020 ALLIANT INSURANCE SERVICES INC 306.00 0.00 306.00 AP 00407805 02/26/2020 ALTA VISTA MOBILE HOME PARK 397.59 0.00 397.59 AP 00407806 02/26/2020 AMUNDSON, STEPHEN ALBERT 1,050.00 0.00 1,050.00 AP 00407807 02/26/2020 AQUABIO ENVIRONMENTAL TECHNOLOGIES INC.1,945.00 0.00 1,945.00 AP 00407808 02/26/2020 AROCHO, ALMA 1,423.80 0.00 1,423.80 AP 00407809 02/26/2020 AUGUST CULVER 1,500.00 0.00 1,500.00 ***AP 00407810 02/26/2020 AUTOLIFT SERVICES INC 524.52 1,055.29 1,579.81 AP 00407811 02/26/2020 BAHAM, JAYLEN 412.50 0.00 412.50 AP 00407812 02/26/2020 BAST, KAROLYN 422.40 0.00 422.40 AP 00407813 02/26/2020 BEE REMOVERS 0.00 495.00 495.00 AP 00407814 02/26/2020 BOUND TREE MEDICAL LLC 0.00 3,008.46 3,008.46 AP 00407815 02/26/2020 BOYD, KAITLYN 375.00 0.00 375.00 AP 00407816 02/26/2020 BREAULT, JOHNISA 435.00 0.00 435.00 AP 00407817 02/26/2020 BRIGHTVIEW LANDSCAPE SERVICES INC 35,578.04 0.00 35,578.04 AP 00407818 02/26/2020 BRIONES, ANGELA MENDOZA 470.00 0.00 470.00 AP 00407819 02/26/2020 BUCKLE, CHERYL LYN 292.50 0.00 292.50 AP 00407820 02/26/2020 BUSTAMANTE, DANI ANGEL 375.00 0.00 375.00 AP 00407821 02/26/2020 C V W D 133.33 0.00 133.33 ***AP 00407828 02/26/2020 C V W D 46,282.52 906.61 47,189.13 AP 00407829 02/26/2020 CA LLC - DBA ALTA LAGUNA MHP 500.00 0.00 500.00 AP 00407830 02/26/2020 CACEO 86.00 0.00 86.00 AP 00407831 02/26/2020 CAL PERS LONG-TERM CARE PROGRAM 164.48 0.00 164.48 AP 00407832 02/26/2020 CALIFORNIA MUNICIPAL UTILITIES ASSOC 986.00 0.00 986.00 AP 00407833 02/26/2020 CALIFORNIA, STATE OF 314.11 0.00 314.11 AP 00407834 02/26/2020 CALIFORNIA, STATE OF 100.00 0.00 100.00 AP 00407835 02/26/2020 CALIFORNIA, STATE OF 8.44 0.00 8.44 AP 00407836 02/26/2020 CALIFORNIA, STATE OF 30.00 0.00 30.00 AP 00407837 02/26/2020 CAMERON-DANIEL PC 61.00 0.00 61.00 AP 00407838 02/26/2020 CANO, ZAYLIN ELLENI 2,200.00 0.00 2,200.00 AP 00407839 02/26/2020 CARAHSOFT TECHNOLOGY CORP 56,865.79 0.00 56,865.79 AP 00407840 02/26/2020 CASA VOLANTE MOBILE HOME PARK 700.00 0.00 700.00 AP 00407841 02/26/2020 CASTILLO, JESSIE 250.00 0.00 250.00 AP 00407842 02/26/2020 CCS ORANGE COUNTY JANITORIAL INC 64,263.08 0.00 64,263.08 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:3 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 95 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00407843 02/26/2020 CDW GOVERNMENT INC 570.11 0.00 570.11 AP 00407844 02/26/2020 CHANDLER, DARREN 124.50 0.00 124.50 AP 00407845 02/26/2020 CHAPARRAL HEIGHTS MOBILE HOME PARK 474.35 0.00 474.35 ***AP 00407846 02/26/2020 CINTAS CORPORATION #150 3,031.17 492.49 3,523.66 AP 00407847 02/26/2020 CIVIC SOLUTIONS INC 12,900.00 0.00 12,900.00 AP 00407848 02/26/2020 CLARK, KAREN 864.00 0.00 864.00 AP 00407849 02/26/2020 CLEAN OUT SOURCE 200.00 0.00 200.00 AP 00407850 02/26/2020 CLIMATE RESOLVE 1,000.00 0.00 1,000.00 AP 00407851 02/26/2020 CMRTA 60.00 0.00 60.00 AP 00407852 02/26/2020 CODE RED HEADSETS 95.03 0.00 95.03 AP 00407853 02/26/2020 CONCEPT POWDER COATING 586.00 0.00 586.00 AP 00407854 02/26/2020 CONVERGEONE INC 46,958.68 0.00 46,958.68 AP 00407855 02/26/2020 CORELOGIC SOLUTIONS LLC 257.50 0.00 257.50 AP 00407856 02/26/2020 CORODATA MEDIA STORAGE INC 62.70 0.00 62.70 AP 00407857 02/26/2020 CRP/FPC FOOTHILL OWNER LLC 15,000.00 0.00 15,000.00 AP 00407858 02/26/2020 D & K CONCRETE COMPANY 1,318.87 0.00 1,318.87 AP 00407859 02/26/2020 DANIAL, GORGES 35.00 0.00 35.00 AP 00407860 02/26/2020 DANIELS, NOAH 400.00 0.00 400.00 AP 00407861 02/26/2020 DEALERS AUTO TRIM 780.00 0.00 780.00 AP 00407862 02/26/2020 DEPARTMENT OF JUSTICE 0.00 98.00 98.00 AP 00407863 02/26/2020 DOBOS, JAMES L.36.00 0.00 36.00 AP 00407864 02/26/2020 DOLLARHIDE, GINGER 309.60 0.00 309.60 AP 00407865 02/26/2020 DUMAS JR, JAY 272.50 0.00 272.50 AP 00407866 02/26/2020 DUNN, ANNE MARIE 1,051.20 0.00 1,051.20 AP 00407867 02/26/2020 EASTERLING, RAY 228.00 0.00 228.00 AP 00407868 02/26/2020 ECORP CONSULTING INC 2,416.35 0.00 2,416.35 AP 00407869 02/26/2020 EGERT, MEGAN L 650.00 0.00 650.00 AP 00407870 02/26/2020 ELIAS CONCRETE AND PAVING 1,000.00 0.00 1,000.00 AP 00407871 02/26/2020 EMPLOYMENT DEVELOPMENT DEPT 10,074.00 0.00 10,074.00 AP 00407872 02/26/2020 ERVIN, ANNA 50.03 0.00 50.03 AP 00407873 02/26/2020 EXECUTIVE AUTO DETAIL 0.00 305.00 305.00 AP 00407874 02/26/2020 EXPRESS BRAKE SUPPLY 936.53 0.00 936.53 AP 00407875 02/26/2020 FACTORY MOTOR PARTS 0.00 1,487.04 1,487.04 AP 00407876 02/26/2020 FBC - PARKING LOT 2,913.00 0.00 2,913.00 AP 00407877 02/26/2020 FMB TRUCK OUTFITTERS 193.63 0.00 193.63 AP 00407878 02/26/2020 FORD OF UPLAND INC 2,072.58 0.00 2,072.58 AP 00407879 02/26/2020 FRANKLIN TRUCK PARTS 0.00 649.08 649.08 ***AP 00407881 02/26/2020 FRONTIER COMM 2,349.49 1,022.36 3,371.85 AP 00407882 02/26/2020 FUEL SERV 451.25 0.00 451.25 AP 00407883 02/26/2020 GASIO, KEVIN 2,250.00 0.00 2,250.00 AP 00407884 02/26/2020 GEORGE HILLS COMPANY 392.98 0.00 392.98 AP 00407885 02/26/2020 GIORDANO, MARIANNA 132.00 0.00 132.00 AP 00407886 02/26/2020 GONZALEZ, CATHY 48.00 0.00 48.00 AP 00407887 02/26/2020 GRAINGER 592.61 0.00 592.61 AP 00407888 02/26/2020 GRAPHICS FACTORY PRINTING INC.2,736.86 0.00 2,736.86 AP 00407889 02/26/2020 GRIFFITHS, VICTORIA MICHELLE 400.00 0.00 400.00 AP 00407890 02/26/2020 GROVES ON FOOTHILL, THE 200.00 0.00 200.00 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:4 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 96 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00407891 02/26/2020 HAMILTON, MONIQUE 1,650.00 0.00 1,650.00 AP 00407892 02/26/2020 HAMPTON YOGA 1,059.60 0.00 1,059.60 AP 00407893 02/26/2020 HARGREAVES, JANET 120.00 0.00 120.00 AP 00407894 02/26/2020 HAULAWAY STORAGE CONTAINERS INC.119.84 0.00 119.84 AP 00407895 02/26/2020 HEARTSAVERS LLC 220.00 0.00 220.00 AP 00407896 02/26/2020 HERITAGE EDUCATION GROUP 236.00 0.00 236.00 AP 00407897 02/26/2020 HINDERLITER DE LLAMAS AND ASSOCIATES 14,131.69 0.00 14,131.69 AP 00407898 02/26/2020 HOME, ALICE 5,000.00 0.00 5,000.00 AP 00407899 02/26/2020 HOMETOWN AMERICA RAMONA VILLA 500.00 0.00 500.00 AP 00407900 02/26/2020 HONDA YAMAHA HUSQVARNA OF REDLANDS 992.95 0.00 992.95 AP 00407901 02/26/2020 HOWARD, LUCAS JAMES 272.50 0.00 272.50 AP 00407902 02/26/2020 HP COMMUNICATIONS INC 1,500.00 0.00 1,500.00 AP 00407903 02/26/2020 HR GREEN PACIFIC INC 7,725.00 0.00 7,725.00 AP 00407904 02/26/2020 HUBBERT, JAMES LIDELL 75.00 0.00 75.00 AP 00407905 02/26/2020 IMPERIAL SPRINKLER SUPPLY INC 1,313.64 0.00 1,313.64 AP 00407906 02/26/2020 INLAND DESERT SECURITY & COMMUNICATIONS INC 54.00 0.00 54.00 AP 00407907 02/26/2020 INLAND OVERHEAD DOOR COMPANY 0.00 1,151.50 1,151.50 AP 00407908 02/26/2020 INTERNATIONAL ASSOC OF ADMIN PROFESSIONALS 150.00 0.00 150.00 AP 00407909 02/26/2020 INTERNATIONAL EZ UP INC 7,147.06 0.00 7,147.06 AP 00407910 02/26/2020 INTERSTATE BATTERIES 1,181.46 0.00 1,181.46 AP 00407911 02/26/2020 ITRON INC 6,079.84 0.00 6,079.84 AP 00407912 02/26/2020 JACQUEZ, LAIHLA 400.00 0.00 400.00 AP 00407913 02/26/2020 JANDI ENTERPRISES INC 1,000.00 0.00 1,000.00 AP 00407914 02/26/2020 JIM GILMAN AND THE ASSOCIATES 400.00 0.00 400.00 AP 00407915 02/26/2020 JIMENEZ, MARINA 250.00 0.00 250.00 AP 00407916 02/26/2020 KINDRED CORPORATION 1,459.15 0.00 1,459.15 AP 00407917 02/26/2020 KOERITZER, LAUREN 302.50 0.00 302.50 AP 00407918 02/26/2020 KOPPEL, GLENN 387.00 0.00 387.00 AP 00407919 02/26/2020 KRIENS-ANDERSON, JADE 520.00 0.00 520.00 AP 00407920 02/26/2020 LAKIN, LYNSEY 54.00 0.00 54.00 AP 00407921 02/26/2020 LANTAI, KRIS 400.00 0.00 400.00 AP 00407922 02/26/2020 LEE, AMANDA 365.00 0.00 365.00 AP 00407923 02/26/2020 LENNEAR, CLAUDIA 1,025.00 0.00 1,025.00 AP 00407924 02/26/2020 LEOPOLD, KRISTINA 670.00 0.00 670.00 AP 00407925 02/26/2020 LIGHTING INSTYLE INC 0.00 197.25 197.25 AP 00407926 02/26/2020 LINNELL, SHERRY 50.27 0.00 50.27 AP 00407927 02/26/2020 LISA WISE CONSULTING 5,154.30 0.00 5,154.30 AP 00407928 02/26/2020 LITTLE BEAR PRODUCTIONS 2,775.00 0.00 2,775.00 AP 00407929 02/26/2020 LU'S LIGHTHOUSE INC 36.33 0.00 36.33 AP 00407930 02/26/2020 LVD TERRA VISTA LLC 29.19 0.00 29.19 ***AP 00407931 02/26/2020 MARIPOSA LANDSCAPES INC 68,864.46 2,984.40 71,848.86 AP 00407932 02/26/2020 MARK CHRISTOPHER INC 1,201.18 0.00 1,201.18 AP 00407933 02/26/2020 MC AVOY & MARKHAM 144,126.40 0.00 144,126.40 AP 00407934 02/26/2020 MEYNDERT, AIDEN 272.50 0.00 272.50 AP 00407936 02/26/2020 MIDWEST TAPE 4,409.68 0.00 4,409.68 AP 00407937 02/26/2020 MIJAC ALARM COMPANY 0.00 384.00 384.00 AP 00407938 02/26/2020 MIRELES, LORENZO 272.50 0.00 272.50 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:5 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 97 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00407939 02/26/2020 MONTES, REGINA ANN 272.50 0.00 272.50 AP 00407940 02/26/2020 MOUNTAIN VIEW SMALL ENG REPAIR 184.16 0.00 184.16 ***AP 00407941 02/26/2020 NAPA AUTO PARTS 15.97 376.11 392.08 AP 00407942 02/26/2020 NBS 0.00 1,160.00 1,160.00 AP 00407943 02/26/2020 OEDING, HANNAHLEAH 300.00 0.00 300.00 AP 00407944 02/26/2020 ONTARIO WINNELSON CO 0.00 637.87 637.87 ***AP 00407945 02/26/2020 ORKIN PEST CONTROL 595.00 234.41 829.41 AP 00407946 02/26/2020 ORONA, PATRICIA 840.00 0.00 840.00 AP 00407947 02/26/2020 OTT, LAURA 924.00 0.00 924.00 AP 00407948 02/26/2020 OTT, SHARON 558.00 0.00 558.00 AP 00407949 02/26/2020 PACIFIC CONTRACTORS GROUP INC 119,337.10 0.00 119,337.10 AP 00407950 02/26/2020 PACIFIC ENVIRONMENTAL TECHNOLOGIES INC 5,000.00 0.00 5,000.00 AP 00407951 02/26/2020 PARS 3,500.00 0.00 3,500.00 AP 00407952 02/26/2020 PATTON SALES CORP 179.58 0.00 179.58 AP 00407953 02/26/2020 PINES MOBILE HOME PARK, THE 200.00 0.00 200.00 AP 00407954 02/26/2020 PLACEWORKS 3,632.91 0.00 3,632.91 AP 00407955 02/26/2020 PRE-PAID LEGAL SERVICES INC 60.17 0.00 60.17 AP 00407956 02/26/2020 RADIUS GLOBAL SOLUTIONS 558.44 0.00 558.44 AP 00407957 02/26/2020 RAMOS ETAL, JOAQUIN 50,190.00 0.00 50,190.00 AP 00407958 02/26/2020 RANCHO CUCAMONGA CHAMBER OF COMMERCE 3,333.34 0.00 3,333.34 AP 00407959 02/26/2020 RBM LOCK AND KEY SERVICE 6.00 0.00 6.00 AP 00407960 02/26/2020 RCPFA 0.00 64.00 64.00 AP 00407961 02/26/2020 REYES COCA-COLA BOTTLING LLC 748.37 0.00 748.37 AP 00407962 02/26/2020 RICHARD WIGHTMAN CONSTRUCTION INC 5,617.50 0.00 5,617.50 AP 00407963 02/26/2020 RICHARD WIGHTMAN CONSTRUCTION INC 5,617.50 0.00 5,617.50 AP 00407964 02/26/2020 RICHARD WIGHTMAN CONSTRUCTION INC 4,815.00 0.00 4,815.00 AP 00407965 02/26/2020 RICHIE, LAURA W 365.00 0.00 365.00 AP 00407966 02/26/2020 RIGLEMAN, ENCARNACION ONTIVEROS 40.00 0.00 40.00 AP 00407967 02/26/2020 ROADLINE PRODUCTS INC 436.29 0.00 436.29 AP 00407968 02/26/2020 ROMO PLANNING GROUP INC 600.00 0.00 600.00 AP 00407969 02/26/2020 ROSSI AUTOMOTIVE EQUIPMENT 81.58 0.00 81.58 AP 00407970 02/26/2020 SAFE-ENTRY TECHNICAL INC 0.00 684.48 684.48 AP 00407971 02/26/2020 SAGE OAK SCHOOL 750.00 0.00 750.00 AP 00407972 02/26/2020 SAN BERNARDINO COUNTY 0.00 13,270.11 13,270.11 AP 00407973 02/26/2020 SAN BERNARDINO COUNTY SHERIFFS DEPT 709.80 0.00 709.80 AP 00407974 02/26/2020 SAN BERNARDINO CTY FIRE CHIEF ASSOC 0.00 135.00 135.00 AP 00407975 02/26/2020 SANO, ALLISON 312.50 0.00 312.50 AP 00407976 02/26/2020 SASSOON, LORI 74.00 0.00 74.00 AP 00407977 02/26/2020 SBPEA 2,603.86 0.00 2,603.86 AP 00407978 02/26/2020 SC FUELS 28,627.64 0.00 28,627.64 ***AP 00407979 02/26/2020 SC FUELS 4,779.79 13,218.46 17,998.25 AP 00407980 02/26/2020 SECC CORP 1,500.00 0.00 1,500.00 AP 00407981 02/26/2020 SEGAAR, AARON 0.00 427.93 427.93 AP 00407982 02/26/2020 SHERIFFS COURT SERVICES 100.00 0.00 100.00 AP 00407983 02/26/2020 SILVER & WRIGHT LLP 29,929.15 0.00 29,929.15 AP 00407984 02/26/2020 SMITH, RILEY 375.00 0.00 375.00 AP 00407987 02/26/2020 SOMERA, ABIGAIL DIAZ 302.50 0.00 302.50 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:6 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 98 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00407988 02/26/2020 SOUTH COAST AQMD 0.00 557.42 557.42 ***AP 00407994 02/26/2020 SOUTHERN CALIFORNIA EDISON 15,034.59 1,662.17 16,696.76 AP 00407995 02/26/2020 SULLIVAN, JUSTIN DAVID 405.00 0.00 405.00 AP 00407996 02/26/2020 SYCAMORE VILLA MOBILE HOME PARK 400.00 0.00 400.00 AP 00407997 02/26/2020 TELEFLEX LLC 0.00 1,308.50 1,308.50 AP 00407998 02/26/2020 TESSIER, JEAN YVES 3,000.00 0.00 3,000.00 AP 00407999 02/26/2020 TETRA TECH INC 15,788.05 0.00 15,788.05 AP 00408000 02/26/2020 THE COUNSELING TEAM INTERNATIONAL 0.00 312.50 312.50 AP 00408001 02/26/2020 TIREHUB LLC 844.42 0.00 844.42 AP 00408002 02/26/2020 TRIMARK PACIFIC HOMES 3,400.00 0.00 3,400.00 AP 00408003 02/26/2020 TRIMMER, PATRICIA A 400.00 0.00 400.00 AP 00408004 02/26/2020 TUNURI, LIZA 84.26 0.00 84.26 AP 00408005 02/26/2020 TYUS, IDA 619.20 0.00 619.20 AP 00408006 02/26/2020 U S LEGAL SUPPORT INC 174.20 0.00 174.20 AP 00408007 02/26/2020 U.S. BANK PARS ACCT #6746022500 1,128.00 0.00 1,128.00 AP 00408008 02/26/2020 U.S. BANK PARS ACCT #6746022500 22,130.54 0.00 22,130.54 AP 00408009 02/26/2020 UNITED SITE SERVICES OF CA INC 281.34 0.00 281.34 AP 00408010 02/26/2020 UNITED WAY 60.00 0.00 60.00 AP 00408011 02/26/2020 UPS 31.00 0.00 31.00 AP 00408012 02/26/2020 VALLEY POWER SYSTEMS INC 0.00 11,102.57 11,102.57 AP 00408013 02/26/2020 VENEKLASEN ASSOCIATES INC 0.00 9,563.80 9,563.80 AP 00408018 02/26/2020 VERIZON WIRELESS - LA 5,433.50 0.00 5,433.50 AP 00408019 02/26/2020 VICTOR MEDICAL COMPANY 8,816.99 0.00 8,816.99 AP 00408020 02/26/2020 VILLEGAS, SONIA 77.18 0.00 77.18 AP 00408021 02/26/2020 VIRGIN PULSE INC 1,104.00 0.00 1,104.00 AP 00408022 02/26/2020 VIRTUAL PROJECT MANAGER LLC 500.00 0.00 500.00 AP 00408023 02/26/2020 VOGT, PHILLIP 500.00 0.00 500.00 AP 00408024 02/26/2020 VULCAN MATERIALS COMPANY 4,678.91 0.00 4,678.91 ***AP 00408025 02/26/2020 WAXIE SANITARY SUPPLY 9,887.04 232.45 10,119.49 AP 00408026 02/26/2020 WELLS FARGO BANK N A 7,500.00 0.00 7,500.00 AP 00408027 02/26/2020 WEST COAST LIGHTS & SIRENS 1,535.33 0.00 1,535.33 AP 00408028 02/26/2020 WEST END MATERIAL SUPPLY 526.36 0.00 526.36 AP 00408029 02/26/2020 WESTERN UNIVERSITY OF VET MEDICINE 310.00 0.00 310.00 AP 00408030 02/26/2020 WESTLAND GROUP INC 338.00 0.00 338.00 AP 00408031 02/26/2020 WHITER, NICHOLE 302.50 0.00 302.50 AP 00408032 02/26/2020 WILLETT, BRIAN 52.58 0.00 52.58 AP 00408033 02/26/2020 ZOETIS US LLC 1,305.47 0.00 1,305.47 AP 00408034 02/27/2020 KIRKPATRICK, WILLIAM 0.00 1,666.26 1,666.26 AP 00408035 02/27/2020 RODRIGUEZ, VICTOR 0.00 245.78 245.78 AP 00408036 02/27/2020 TOWNSEND, JAMES 0.00 2,281.91 2,281.91 AP 00408037 02/27/2020 WALKER, KENNETH 0.00 245.78 245.78 AP 00408038 03/04/2020 A-PERFORMANCE TOWING INC 685.00 0.00 685.00 AP 00408039 03/04/2020 ABLE BUILDING MAINTENANCE 6,029.55 0.00 6,029.55 AP 00408040 03/04/2020 ADAPT CONSULTING INC 958.43 0.00 958.43 AP 00408041 03/04/2020 AIR & HOSE SOURCE INC 82.50 0.00 82.50 AP 00408042 03/04/2020 ALL AMERICAN ASPHALT 61,103.59 0.00 61,103.59 AP 00408043 03/04/2020 ALPHAGRAPHICS 48.48 0.00 48.48 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:7 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 99 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00408044 03/04/2020 ALVAREZ, VANESSA 130.00 0.00 130.00 AP 00408045 03/04/2020 AMERINATIONAL COMMUNITY SERVICES INC 280.00 0.00 280.00 AP 00408046 03/04/2020 AMTECH ELEVATOR SERVICES 459.00 0.00 459.00 AP 00408047 03/04/2020 ANAKOR, NKIRUKA 4.99 0.00 4.99 AP 00408048 03/04/2020 AUFBAU CORPORATION 18,375.00 0.00 18,375.00 AP 00408049 03/04/2020 BARKSHIRE LASER LEVELING INC 1,800.00 0.00 1,800.00 AP 00408050 03/04/2020 BARRAGAN, CONCEPCION 15.00 0.00 15.00 AP 00408051 03/04/2020 BENSON, JEFF 300.00 0.00 300.00 AP 00408052 03/04/2020 BEST SOLAR POWER INC 268.82 0.00 268.82 AP 00408053 03/04/2020 BOSTON COURT PASADENA 140.00 0.00 140.00 AP 00408054 03/04/2020 BRAUN BLAISING SMITH WYNNE 387.80 0.00 387.80 AP 00408055 03/04/2020 BREMCO CONSTRUCTION INC.15,000.00 0.00 15,000.00 AP 00408056 03/04/2020 BRIGHTVIEW LANDSCAPE SERVICES INC 18,075.02 0.00 18,075.02 AP 00408057 03/04/2020 BROWN, JENNIFER 50.00 0.00 50.00 AP 00408058 03/04/2020 BUILDING 5 SEPTIC 1,500.00 0.00 1,500.00 AP 00408059 03/04/2020 C & L REFRIGERATION CORP 300.11 0.00 300.11 ***AP 00408064 03/04/2020 C V W D 24,230.74 313.55 24,544.29 AP 00408065 03/04/2020 CAL PERS LONG-TERM CARE PROGRAM 164.48 0.00 164.48 AP 00408066 03/04/2020 CALIFORNIA BUILDING OFFICIALS 3,315.00 0.00 3,315.00 AP 00408067 03/04/2020 CAMERON-DANIEL PC 91.50 0.00 91.50 ***AP 00408068 03/04/2020 CDW GOVERNMENT INC 536.65 5,367.12 5,903.77 ***AP 00408069 03/04/2020 CINTAS CORPORATION #150 1,584.96 224.21 1,809.17 AP 00408070 03/04/2020 CITIZENS BUSINESS BANK 3,215.98 0.00 3,215.98 AP 00408071 03/04/2020 CITY CLERKS ASSOCIATION OF CALIFORNIA 40.00 0.00 40.00 AP 00408072 03/04/2020 CONCEPTUAL SITE FURNISHINGS INC 8,870.00 0.00 8,870.00 AP 00408073 03/04/2020 CONSOLIDATED ELECTRICAL DISTR INC 310.32 0.00 310.32 AP 00408074 03/04/2020 D & K CONCRETE COMPANY 1,447.08 0.00 1,447.08 AP 00408075 03/04/2020 DAART ENGINEERING COMPANY INC 997.43 0.00 997.43 AP 00408076 03/04/2020 DEALERS AUTO TRIM 520.00 0.00 520.00 AP 00408077 03/04/2020 DELTA DENTAL INSURANCE COMPANY 1,224.90 0.00 1,224.90 AP 00408078 03/04/2020 DELTA DENTAL INSURANCE COMPANY 43,972.17 0.00 43,972.17 AP 00408079 03/04/2020 DENAULT, AMANDA 50.00 0.00 50.00 AP 00408080 03/04/2020 DISTELRATH, KATIE 300.00 0.00 300.00 AP 00408081 03/04/2020 E GROUP, THE 450.00 0.00 450.00 AP 00408082 03/04/2020 EIGHTH AVENUE ENTERPRISE LLC 750.41 0.00 750.41 AP 00408083 03/04/2020 ENVIRONMENTAL & LUBRICATION SOLUTIONS INC 0.00 7,870.41 7,870.41 AP 00408084 03/04/2020 FAIRVIEW FORD 373.87 0.00 373.87 AP 00408085 03/04/2020 FEDERAL SIGNAL CORPORATION 0.00 68.73 68.73 AP 00408086 03/04/2020 FEHR AND PEERS 21,212.50 0.00 21,212.50 AP 00408087 03/04/2020 FJS CABLE ENGINEERING INC 1,500.00 0.00 1,500.00 AP 00408088 03/04/2020 FLAG SYSTEMS INC 1,025.00 0.00 1,025.00 AP 00408089 03/04/2020 FORD OF UPLAND INC 2,029.64 0.00 2,029.64 AP 00408090 03/04/2020 FRANKLIN TRUCK PARTS 0.00 250.82 250.82 ***AP 00408091 03/04/2020 FRONTIER COMM 1,862.86 447.61 2,310.47 AP 00408092 03/04/2020 FRONTIER COMM 3,396.45 0.00 3,396.45 AP 00408093 03/04/2020 FULLMER CONSTRUCTION 1,500.00 0.00 1,500.00 AP 00408094 03/04/2020 GAIL MATERIALS 1,105.15 0.00 1,105.15 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:8 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 100 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00408095 03/04/2020 GILKEY, JOHN A 200.00 0.00 200.00 AP 00408096 03/04/2020 GLOBALSTAR USA 172.59 0.00 172.59 AP 00408097 03/04/2020 GONSALVES AND SON, JOE A 3,045.00 0.00 3,045.00 AP 00408098 03/04/2020 GRACIANO DESIGN & ENGINEERING 469.50 0.00 469.50 ***AP 00408099 03/04/2020 GRAINGER 790.17 1,638.91 2,429.08 ***AP 00408100 03/04/2020 GRAYBAR ELECTRIC CO 237.24 204.73 441.97 AP 00408101 03/04/2020 GWYNN, JOANN 300.00 0.00 300.00 AP 00408102 03/04/2020 HANGTIME SPORTS 3,396.00 0.00 3,396.00 AP 00408103 03/04/2020 HANLON, JENNY 300.00 0.00 300.00 AP 00408104 03/04/2020 HARRIS, TALISHA MONAE 64.62 0.00 64.62 AP 00408105 03/04/2020 HEARTSAVERS LLC 66.00 0.00 66.00 AP 00408106 03/04/2020 HERITAGE EDUCATION GROUP 328.00 0.00 328.00 AP 00408107 03/04/2020 HERNANDEZ, VINCENT 200.00 0.00 200.00 AP 00408108 03/04/2020 HI-WAY SAFETY INC 113.14 0.00 113.14 AP 00408109 03/04/2020 HOVAKIMYAN, SUREN 240.00 0.00 240.00 AP 00408110 03/04/2020 HR GREEN PACIFIC INC 13,910.00 0.00 13,910.00 AP 00408111 03/04/2020 ICSC 50.00 0.00 50.00 AP 00408112 03/04/2020 IDEAL GLASS TINTING 135.00 0.00 135.00 AP 00408113 03/04/2020 IMPERIAL SPRINKLER SUPPLY INC 724.93 0.00 724.93 AP 00408114 03/04/2020 INLAND OVERHEAD DOOR COMPANY 372.75 0.00 372.75 AP 00408115 03/04/2020 INTERSTATE BATTERIES 436.38 0.00 436.38 ***AP 00408116 03/04/2020 INTERWEST CONSULTING GROUP INC 3,800.43 1,137.07 4,937.50 AP 00408117 03/04/2020 IRON MOUNTAIN OSDP 1,010.34 0.00 1,010.34 AP 00408118 03/04/2020 JERICHO SYSTEMS INC 52,650.00 0.00 52,650.00 AP 00408119 03/04/2020 JOHNSON, JOEY J 344.79 0.00 344.79 AP 00408120 03/04/2020 JUGS SPORTS INC 280.26 0.00 280.26 AP 00408121 03/04/2020 KAISER FOUNDATION HEALTH PLAN INC 254,500.51 0.00 254,500.51 AP 00408122 03/04/2020 KIMLEY HORN AND ASSOCIATES INC 31,925.50 0.00 31,925.50 ***AP 00408123 03/04/2020 LANCE SOLL AND LUNGHARD 4,820.00 975.00 5,795.00 AP 00408124 03/04/2020 LARIO, JONATHAN ROBERT 82.00 0.00 82.00 AP 00408125 03/04/2020 LAWRENCE, CHRISTIE L 400.00 0.00 400.00 AP 00408126 03/04/2020 LEAGUE OF CALIFORNIA CITIES 35,444.00 0.00 35,444.00 AP 00408127 03/04/2020 LOZANO SMITH LLP 435.00 0.00 435.00 AP 00408128 03/04/2020 LU'S LIGHTHOUSE INC 933.67 0.00 933.67 AP 00408129 03/04/2020 MADD SOUTHERN CALIFORNIA 200.00 0.00 200.00 AP 00408130 03/04/2020 MARATHON CONSTRUCTION 519.78 0.00 519.78 AP 00408131 03/04/2020 MARIPOSA LANDSCAPES INC 128,882.82 0.00 128,882.82 AP 00408132 03/04/2020 MASSEY, MASON 100.00 0.00 100.00 AP 00408133 03/04/2020 MCCRAY, MATTHEW 3,150.00 0.00 3,150.00 AP 00408134 03/04/2020 MCI 33.50 0.00 33.50 AP 00408135 03/04/2020 MCMASTER-CARR SUPPLY COMPANY 119.20 0.00 119.20 AP 00408136 03/04/2020 MEDRANO, CELESTE 50.00 0.00 50.00 AP 00408137 03/04/2020 MG PETROLEUM INC 897.00 0.00 897.00 ***AP 00408138 03/04/2020 MIJAC ALARM COMPANY 180.00 186.00 366.00 AP 00408139 03/04/2020 MOUNTAIN VIEW SMALL ENG REPAIR 179.42 0.00 179.42 AP 00408140 03/04/2020 MUTUAL PROPANE 0.00 943.78 943.78 ***AP 00408141 03/04/2020 NAPA AUTO PARTS 2.86 490.88 493.74 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:9 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 101 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00408142 03/04/2020 NEW IMAGE COMMERCIAL FLOORING 0.00 345.85 345.85 AP 00408143 03/04/2020 NEW URBAN REALTY ADVISORS INC 8,721.04 0.00 8,721.04 AP 00408144 03/04/2020 NV5 INC 9,378.44 0.00 9,378.44 AP 00408145 03/04/2020 OCCUPATIONAL HEALTH CTRS OF CA 306.28 0.00 306.28 AP 00408146 03/04/2020 OLD SPAGHETTI FACTORY, THE 4,072.81 0.00 4,072.81 AP 00408147 03/04/2020 ONTARIO WINNELSON CO 24.78 0.00 24.78 AP 00408148 03/04/2020 ONWARD ENGINEERING 12,770.00 0.00 12,770.00 AP 00408149 03/04/2020 ORKIN PEST CONTROL 472.48 0.00 472.48 AP 00408150 03/04/2020 PACIFIC UTILITY INSTALLATION INC 8,804.75 0.00 8,804.75 AP 00408151 03/04/2020 PARKES, DR KEVIN 0.00 7,000.00 7,000.00 AP 00408152 03/04/2020 QUADIENT INC 586.49 0.00 586.49 AP 00408153 03/04/2020 R AND R AUTOMOTIVE 724.52 0.00 724.52 AP 00408154 03/04/2020 RED WING BUSINESS ADVANTAGE ACCOUNT 200.00 0.00 200.00 AP 00408155 03/04/2020 REFRIGERATION SUPPLIES DISTRIBUTOR 133.57 0.00 133.57 AP 00408156 03/04/2020 ROTO ROOTER SERVICES COMPANY 850.00 0.00 850.00 AP 00408157 03/04/2020 SAFE MOVES 1,500.00 0.00 1,500.00 AP 00408158 03/04/2020 SAFE SOFTWARE INC 3,480.00 0.00 3,480.00 AP 00408159 03/04/2020 SAM THATTE VISUAL COMMUNICATIONS 10,300.00 0.00 10,300.00 AP 00408160 03/04/2020 SAN BERNARDINO CO AUDITOR CONT 7,028.50 0.00 7,028.50 AP 00408161 03/04/2020 SAN BERNARDINO COUNTY SHERIFFS DEPT 399.80 0.00 399.80 AP 00408162 03/04/2020 SAN BERNARDINO COUNTY 107.52 0.00 107.52 AP 00408163 03/04/2020 SAN BERNARDINO CTY TAX COLLECTOR 300.00 0.00 300.00 AP 00408164 03/04/2020 SC FUELS 4,281.55 0.00 4,281.55 AP 00408165 03/04/2020 SCL 0.00 6,674.28 6,674.28 AP 00408166 03/04/2020 SDC LEAGUE HEALTH FUND 850.00 0.00 850.00 AP 00408167 03/04/2020 SDC LEAGUE PENSION FUND 270.00 0.00 270.00 AP 00408168 03/04/2020 SHERWIN WILLIAMS CO, THE 9.53 0.00 9.53 AP 00408169 03/04/2020 SHOETERIA 121.21 0.00 121.21 AP 00408170 03/04/2020 SHRED PROS 1,348.00 0.00 1,348.00 AP 00408171 03/04/2020 SMITH, JENNIFER 300.00 0.00 300.00 AP 00408173 03/04/2020 SOCIAL VOCATIONAL SERVICES 4,355.00 0.00 4,355.00 AP 00408174 03/04/2020 SOLEX CONTRACTING 10,000.00 0.00 10,000.00 ***AP 00408178 03/04/2020 SOUTHERN CALIFORNIA EDISON 4,945.09 458.77 5,403.86 AP 00408179 03/04/2020 SOUTHERN CALIFORNIA EDISON 32.83 0.00 32.83 AP 00408180 03/04/2020 SPLASH POOLS & CONSTRUCTION INC 882.82 0.00 882.82 AP 00408181 03/04/2020 STANDARD INSURANCE COMPANY 3,600.19 0.00 3,600.19 AP 00408182 03/04/2020 STANDARD INSURANCE COMPANY 12,178.83 0.00 12,178.83 AP 00408183 03/04/2020 STANDARD INSURANCE COMPANY 12,388.30 0.00 12,388.30 AP 00408184 03/04/2020 STOR'EM SELF STORAGE 575.00 0.00 575.00 AP 00408185 03/04/2020 STOTZ EQUIPMENT 146.45 0.00 146.45 AP 00408186 03/04/2020 SUTPHEN, LACHELLE 100.00 0.00 100.00 AP 00408187 03/04/2020 TAVERA, BRIANNA 300.00 0.00 300.00 AP 00408188 03/04/2020 TIREHUB LLC 245.25 0.00 245.25 AP 00408189 03/04/2020 TOMCO LLC 10,089.23 0.00 10,089.23 AP 00408190 03/04/2020 TOT LOT PROS INC 66,900.00 0.00 66,900.00 AP 00408191 03/04/2020 TOWN OF APPLE VALLEY 30.00 0.00 30.00 AP 00408192 03/04/2020 TUDYK, MICHAEL 0.00 25.00 25.00 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:10 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 102 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount AP 00408193 03/04/2020 U.S. BANK PARS ACCT #6746022500 62.64 0.00 62.64 AP 00408194 03/04/2020 U.S. BANK PARS ACCT #6746022500 1,112.12 0.00 1,112.12 AP 00408195 03/04/2020 U.S. BANK PARS ACCT #6746022500 15,545.93 0.00 15,545.93 AP 00408196 03/04/2020 U.S. BANK PARS ACCT #6745033700 6,605.00 0.00 6,605.00 AP 00408197 03/04/2020 UPS 31.00 0.00 31.00 AP 00408198 03/04/2020 URBAN ARENA 7,680.00 0.00 7,680.00 AP 00408199 03/04/2020 URBAN ARENA 25,020.60 0.00 25,020.60 AP 00408200 03/04/2020 US POSTMASTER 240.00 0.00 240.00 AP 00408201 03/04/2020 VENEKLASEN ASSOCIATES INC 0.00 3,000.00 3,000.00 AP 00408202 03/04/2020 VERIZON BUSINESS SERVICES 42.51 0.00 42.51 AP 00408203 03/04/2020 VERIZON WIRELESS - LA 0.00 5,156.66 5,156.66 AP 00408204 03/04/2020 VILLA PACIFICA APARTMENTS 17,300.00 0.00 17,300.00 AP 00408205 03/04/2020 VILLENAS, FABIAN 13.00 0.00 13.00 AP 00408206 03/04/2020 VOGEL, NATHANIAL 4.03 0.00 4.03 AP 00408207 03/04/2020 WOOD, MATTHEW D.7,199.00 0.00 7,199.00 AP 00408208 03/04/2020 WYSOCKI, ASHLEY 300.00 0.00 300.00 AP 00408209 03/04/2020 ZEP SALES AND SERVICE 0.00 104.93 104.93 AP 00408210 03/05/2020 CASTRO, AMANDA INEZ 1,250.00 0.00 1,250.00 AP 00408211 03/05/2020 JOHNNY ALLEN TENNIS ACADEMY 2,215.80 0.00 2,215.80 $2,238,763.60 $2,438,586.57 $199,822.97 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 08:41:56 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:11 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 103 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Tamara Layne, Finance Director SUBJECT:CONSIDERATION TO APPROVE WEEKLY CHECK REGISTERS FOR CHECKS ISSUED TO SOUTHERN CALIFORNIA GAS COMPANY IN THE AMOUNT OF $19,129.76 DATED FEBRUARY 25, 2020 THROUGH MARCH 08, 2020. RECOMMENDATION: Staff recommends City Council approve payment of demands as presented. BACKGROUND: N/A COUNCIL GOAL(S) ADDRESSED: N/A ATTACHMENTS: Description Attachment 1 So Ca Gas Check Register ANALYSIS: N/A FISCAL IMPACT: Adequate budgeted funds are available for the payment of demands per the attached listing. Page 104 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT So Calif Gas Company Only. AND CITY OF RANCHO CUCAMONGA 2/25/2020 through 3/8/2020 Check No.Check Date Vendor Name City Fire Amount ***AP 00407985 02/26/2020 SO CALIF GAS COMPANY 652.59 1,260.84 1,913.43 AP 00407986 02/26/2020 SO CALIF GAS COMPANY 1,265.47 0.00 1,265.47 ***AP 00408172 03/04/2020 SO CALIF GAS COMPANY 17,211.70 1,880.50 19,092.20 $19,129.76 $22,271.10 $3,141.34 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 08:49:58 03/09/2020Current Date:VLOPEZ - VERONICA LOPEZ Page:1 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 105 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:James C. Frost, City Treasurer INITIATED BY:Lori E. Sassoon, Deputy City Manager/Administrative Services Tamara L. Layne, Finance Director Sandra G. Ramirez, Department Manager SUBJECT:CONSIDERATION TO RECEIVE AND FILE CURRENT INVESTMENT SCHEDULE AS OF FEBRUARY 29, 2020. RECOMMENDATION: Staff recommends that the City Council receive and file the attached current investment schedule for the City of Rancho Cucamonga as of February 29, 2020. BACKGROUND: The attached investment schedule as of February 29, 2020 reflects cash and investments managed by the Finance/Treasury Management Division and is in conformity with the requirements of California Government Code Section 53601 and the City of Rancho Cucamonga’s adopted Investment Policy as approved by the City Council on February 20, 2019. COUNCIL GOAL(S) ADDRESSED: N/A ATTACHMENTS: Description Attachment 1 Portfolio Management Portfolio Summary February 29, 2020 ANALYSIS: The City Treasurer is required to submit a quarterly investment report to the City Council 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 Treasurer has elected to provide this report on a monthly basis. FISCAL IMPACT: None Page 106 Page 107 Page 108 Page 109 Page 110 Page 111 Page 112 Page 113 Page 114 Page 115 Page 116 Page 117 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:William Wittkopf, Public Works Services Director Dean Rodia, Parks and Landscape Superintendent Kenneth Fung, Assistant Engineer SUBJECT:CONSIDERATION TO ACCEPT THE PARKS PAINTING PROJECT FY 1920 AS COMPLETE, FILE THE NOTICE OF COMPLETION, AND AUTHORIZE RELEASE OF RETENTION AND BONDS. RECOMMENDATION: Staff recommends the City Council: 1. Accept the Parks Painting Project FY 1920, Contract No. 19183, as complete. 2. Approve the final contract amount of $125,618. 3. Authorize the release of the Faithful Performance Bond. 4. Authorize the release of the Labor and Materials Bond in the amount of $125,618, 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 $6,280.90, 35 days after acceptance. BACKGROUND: The Parks Painting Project FY 1920 scope of work consisted of the prepping, priming, and painting of arbors, restrooms, benches, fencing, and other amenities at Victoria Arbors Park, Mountain View Park, Coyote Canyon Park, Milliken Park, Garcia Park, and Day Creek Park and other related items of work. Pertinent information of the project is as follows: Budgeted Amount:$289,250 Publish Dates for Local Paper:September 3, 2019 and September 10, 2019 Bid Opening:October 10, 2019 Contract Award Date:November 6, 2019 Low Bidder:Pacific Contractors Group, Inc. Contract Amount:$125,618 Contingency:$25,124 Final Contract Amount:$125,618 Difference in Contract Amount:$0 (0.0%) 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. FISCAL IMPACT: Page 118 DATE: March 18, 2020TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:William Wittkopf, Public Works Services DirectorDean Rodia, Parks and Landscape SuperintendentKenneth Fung, Assistant EngineerSUBJECT:CONSIDERATION TO ACCEPT THE PARKS PAINTING PROJECT FY 1920AS COMPLETE, FILE THE NOTICE OF COMPLETION, AND AUTHORIZERELEASE OF RETENTION AND BONDS.RECOMMENDATION:Staff recommends the City Council:1. Accept the Parks Painting Project FY 1920, Contract No. 19183, as complete.2. Approve the final contract amount of $125,618.3. Authorize the release of the Faithful Performance Bond.4. Authorize the release of the Labor and Materials Bond in the amount of $125,618, six monthsafter 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 theretention in the amount of $6,280.90, 35 days after acceptance.BACKGROUND:The Parks Painting Project FY 1920 scope of work consisted of the prepping, priming, and painting ofarbors, restrooms, benches, fencing, and other amenities at Victoria Arbors Park, Mountain View Park,Coyote Canyon Park, Milliken Park, Garcia Park, and Day Creek Park and other related items of work.Pertinent information of the project is as follows:Budgeted Amount:$289,250Publish Dates for Local Paper:September 3, 2019 and September 10, 2019Bid Opening:October 10, 2019Contract Award Date:November 6, 2019Low Bidder:Pacific Contractors Group, Inc.Contract Amount:$125,618Contingency:$25,124Final Contract Amount:$125,618Difference in Contract Amount:$0 (0.0%) COUNCIL GOAL(S) ADDRESSED: This item addresses the City Council’s goal of Enhancing Premier Community Status by painting various park components to enhance the appearance of six City parks. ATTACHMENTS: Description Notice of Completion ANALYSIS:The subject project has been completed in accordance with the approved plans and specifications andto the satisfaction of the Public Works Services Director. FISCAL IMPACT: Adequate funds were included in the Fiscal Year 2019/20 adopted budget for this project in account numbers 11313035300 (LMD 2), 11343035300 (LMD 4R), 11393035300 (LMD 9), and 1140303 5300 (LMD 10). Page 119 RECORDING REQUESTED BY: CITY OF RANCHO CUCAMONGA P. O. Box 807 Rancho Cucamonga, California 91729 WHEN RECORDED MAIL TO: CITY CLERK CITY OF RANCHO CUCAMONGA P. O. Box 807 Rancho Cucamonga, California 91729 Exempt from recording fees pursuant to Govt. Code Sec. 27383 NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN THAT: 1.The undersigned is an owner of an interest or estate in the hereinafter described real property, the nature of which interest or estate is: All public rights-of-way within the boundaries of Contract No. 19-183 2.The full name and address of the undersigned owner is: CITY OF RANCHO CUCAMONGA, 10500 CIVIC CENTER DRIVE, P. O. BOX 807, RANCHO CUCAMONGA, CALIFORNIA 91730. 3.On March 18, 2020, there was completed in the hereinafter described real property the work of improvement set forth in the contract documents for: Parks Painting Project FY 19-20 Prepping, priming and painting of various components/amenities (including arbors, restrooms, benches, fencing, etc.) plus related work at Victoria Arbors Park, Mountain View Park, Coyote Canyon Park, Milliken Park, Garcia Park and Day Creek Park 4.The name of the original contractor for the work of improvement as a whole was: Pacific Contractors Group, Inc. 5.The real property referred to herein is situated in the City of Rancho Cucamonga, County of San Bernardino, California, and is described as follows: 10500 Civic Center, Rancho Cucamonga, CA 91739 CITY OF RANCHO CUCAMONGA, a Municipal Corporation, Owner I hereby certify under penalty of perjury that the foregoing is true and correct. DATE Executed in the City of Rancho Cucamonga, California William Wittkopf Public Works Services Director Attachment 1 - Notice of Completion Page 120 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Anne McIntosh, AICP, Planning Director David F. Eoff IV, Senior Planner Hannah Mac Kenzie, Management Aide SUBJECT:CONSIDERATION OF THE HOUSING ELEMENT ANNUAL PROGRESS REPORT FOR 2019. RECOMMENDATION: It is recommended that the City Council accept the Housing Element Annual Progress Report (APR) for 2019 and direct staff to submit the APR to the Governor’s Office of Planning and Research (OPR) and the California Department of Housing and Community Development (HCD). BACKGROUND: California Government Code Section 65400 requires that each City and County planning agency prepare an APR to report on the status of the Housing Element and on the progress of the implementation of the policies in the Element, using the forms and definitions adopted by HCD. SB 375, as adopted and codified under this section of the Government Code, requires that the annual report be considered at an annual public meeting before the legislative body, and allow for public comment, but not necessarily as a public hearing. The purpose of this report is to provide the Housing Element APR for 2019, covering the time period from January 1, 2019 to December 31, 2019. The APR addresses the City’s progress in meeting the 2013 Regional Housing Needs Assessment (RHNA) projected housing need and to describe the actions taken towards completion of the programs and status of compliance with the deadlines in the Housing Element. The APR is due to HCD by April 1st each year. ANALYSIS: The Housing Element is an important planning policy document that is used to identify the City’s projected housing needs and to establish policies that support the further development of all housing types, including affordable housing. All California municipalities are required to adopt a Housing Element as part of their General Plan. Distinct from other General Plan elements, the Housing Element is subject to detailed statutory requirements and mandatory HCD review. The City Council adopted the 20132021 Housing Element on January 15, 2014. The document was then submitted to HCD for certification. On March 21, 2014, HCD found the document to be in full compliance with State housing element law. The APR contains five tables, including four that addresses the City’s progress in meeting the RHNA housing need. The 2013 Regional Housing Needs Assessment (RHNA) allocated to cities and Page 121 DATE: March 18, 2020TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Anne McIntosh, AICP, Planning DirectorDavid F. Eoff IV, Senior PlannerHannah Mac Kenzie, Management AideSUBJECT:CONSIDERATION OF THE HOUSING ELEMENT ANNUAL PROGRESSREPORT FOR 2019.RECOMMENDATION:It is recommended that the City Council accept the Housing Element Annual Progress Report (APR)for 2019 and direct staff to submit the APR to the Governor’s Office of Planning and Research (OPR)and the California Department of Housing and Community Development (HCD).BACKGROUND:California Government Code Section 65400 requires that each City and County planning agencyprepare an APR to report on the status of the Housing Element and on the progress of theimplementation of the policies in the Element, using the forms and definitions adopted by HCD. SB375, as adopted and codified under this section of the Government Code, requires that the annualreport be considered at an annual public meeting before the legislative body, and allow for publiccomment, but not necessarily as a public hearing.The purpose of this report is to provide the Housing Element APR for 2019, covering the time periodfrom January 1, 2019 to December 31, 2019. The APR addresses the City’s progress in meeting the2013 Regional Housing Needs Assessment (RHNA) projected housing need and to describe theactions taken towards completion of the programs and status of compliance with the deadlines in theHousing Element. The APR is due to HCD by April 1st each year. COUNCIL GOAL(S) ADDRESSED: ADEQUATE HOUSING SITES: To provide a broad range of housing types balancing ownership and rental units, with a sufficient number of dwelling units to accommodate new residents. EQUAL HOUSING OPPORTUNITY: To promote equal housing options for all economic segments of the community. ATTACHMENTS: Description Attachment 1 Annual Progress Reporting for 2019 ANALYSIS:The Housing Element is an important planning policy document that is used to identify the City’sprojected housing needs and to establish policies that support the further development of all housingtypes, including affordable housing. All California municipalities are required to adopt a HousingElement as part of their General Plan. Distinct from other General Plan elements, the HousingElement is subject to detailed statutory requirements and mandatory HCD review.The City Council adopted the 20132021 Housing Element on January 15, 2014. The document wasthen submitted to HCD for certification. On March 21, 2014, HCD found the document to be in fullcompliance with State housing element law. The APR contains five tables, including four that addresses the City’s progress in meeting the RHNA housing need. The 2013 Regional Housing Needs Assessment (RHNA) allocated to cities and counties within the SCAG region their "fair share" of the regions' projected housing need by household income group for the planning period of January 1, 2014 to October 1, 2021 (5th RHNA Cycle). Rancho Cucamonga's allocation was a total of 848 housing units, which represents the total construction to accommodate the expected increases in population and employment growth in the City. SCAG is currently finalizing the 6th RHNA cycle and is expected to provide the new allocation numbers to cities and counties in April of this year. The attached Annual Element Progress Report tracks housing activity for the period beginning on January 1, 2019 and ending on December 31, 2019. The tables in the attached report provides information that summarizes the Annual Progress Report,including, submitted applications,entitled units, u se of SB 35 streamlining provisions,and number of u nits that were constructed. Upon acceptance of the 2019 APR by the City Council, Staff will submit the report to the OPR and HCD in compliance with California Government Code Section 65400. FISCAL IMPACT: The City is required to file an Annual Housing Report in order to receive State Housing Grant funds. We have received such funds in 2020 and intend to file an application for additional State Housing funds in the next funding cycle which is underway now. Page 122 Jurisdiction Rancho Cucamonga ANNUAL ELEMENT PROGRESS REPORT Note: "+" indicates an optional field Reporting Year 2019 (Jan. 1 - Dec. 31)Housing Element Implementation Date Application Submitted Total Approved Units by Project Total Disapproved Units by Project Streamlining Notes 2 3 4 6 7 8 9 10 Prior APN+Current APN Street Address Project Name+Local Jurisdiction Tracking ID+ Unit Category (SFA,SFD,2 to 4,5+,ADU,MH) Tenure R=Renter O=Owner Date Application Submitted Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low-Income Deed Restricted Low-Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Total PROPOSED Units by Project Total APPROVED Units by project Total DISAPPROVED Units by Project (Auto-calculated Can Be Overwritten) Was APPLICATION SUBMITTED Pursuant to GC 65913.4(b)? (SB 35 Streamlining) Notes+ Summary Row: Start Data Entry Below 0 0 0 0 0 0 1196 1196 3 1193 0 022707121-0000 East Ave East Ave Villas DRC2019-00839 SFD O 10/14/2019 12 12 0 12 No 022610230-0000 Wilshire Dr, Copley Dr Tract 19917 DRC2019-00558 SFD O 8/14/2019 10 10 0 10 No 106169123-0000 Brittany Lane, Sapphire Brittany Lane DRC2019-00502 SFD O 8/19/2019 6 6 0 6 No 020835302-0000 Foothill, Haven City Center DRC2019-00850 5+O 10/21/2019 298 298 0 298 No 021010210-0000 Empire Lakes The Resort DRC2019-00674 5+R 10/15/2019 867 867 0 867 No 106157101-0000 9611 Hillside Grandma Issak DRC2019-00493 SFD O 7/15/2019 3 3 3 0 No Housing Development Applications Submitted Table A Cells in grey contain auto-calculation formulas (CCR Title 25 §6202) 51 Project Identifier Unit Types Proposed Units - Affordability by Household Incomes Page 123 Table A2 Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units 2 3 5 6 Prior APN+Current APN Street Address Project Name+Local Jurisdiction Tracking ID+ Unit Category (SFA,SFD,2 to 4,5+,ADU,MH) Tenure R=Renter O=Owner Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low- Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Entitlement Date Approved # of Units issued Entitlements Summary Row: Start Data Entry Below 0 0 0 0 0 0 3 3 106157101-0000 9611 Hillside Grandma Issak DRC2019-00493 SFD O 3 12/17/2019 3 109069108-0000 7343 LUMINAIRE PL SFD PMT2019-05694 SFD O 0 109069108-0000 7373, 7371, 7369, 7375, 7377 and 7379 Solstice Place Village C - Day Creek Villages PMT2019-00167 5+O 0 109069108-0000 7380, 7382, 7384, 7386, 7388, 7390 and 7392 Solstice Place Village A - Day Creek Villages PMT2019-00171 5+O 0 109069108 7396, 7398, 7400, 7402, 7404 and 7406 Solstice Place Village A - Day Creek Villages PMT2019-00179 5+O 0 107742297-0000 10566 Wells Dr. #149 Bungalow - Terra Vista Community PMT2018-00627 SFD O 0 107742297-0000 10556 Wells Dr. #152 Bungalow - Terra Vista Community PMT2018-00628 SFD O 0 107742297-0000 10553 Wells Dr. # 164 Bungalow - Terra Vista Community PMT2018-00629 SFD O 0 107742297-0000 10562 Wells Dr. # 151 Bungalow - Terra Vista Community PMT2018-00672 SFD O 0 107742297-0000 10552 Wells Dr. # 154 Bungalow - Terra Vista Community PMT2018-00673 SFD O 0 107742297-0000 10555 Wells Dr. #166 Bungalow - Terra Vista Community PMT2018-00674 SFD O 0 107742297-0000 10568 Wells Dr. #150 Bungalow - Terra Vista Community PMT2018-00717 SFD O 0 107742297-0000 10558 WELLS DR, Unit 153 Bungalow - Terra Vista Community PMT2018-00718 SFD O 0 107742297-0000 10549 WELLS DR, Unit 165 Bungalow - Terra Vista Community PMT2018-00719 SFD O 0 109069108 7352 LUMINAIRE PL Day Creek Village PMT2019-00166 SFD O 0 22750415 6718 AVANA PL Day Creek Village PMT2018-00251 SFD O 0 022750414-0000 6728 AVANA PL Day Creek Village PMT2018-00253 SFD O 0 106220111 5934 SACRAMENTO AVE ADU w. Patio Cover PMT2018-04875 SFD O 0 109069108 12276 CHORUS DR Day Creek Village PMT2018-05297 SFD O 0 109069108 12265 CHORUS DR Day Creek Village PMT2018-05298 SFD O 0 109069108 12267 CHORUS DR Day Creek Village PMT2018-05299 SFD O 0 109069108 12270 CHORUS DR Day Creek Village PMT2018-05300 SFD O 0 109069108 12269 CHORUS DR Day Creek Village PMT2018-05302 SFD O 0 109069108 12278 CHORUS DR Day Creek Village PMT2018-05303 SFD O 0 109069108 12272 CHORUS DR Day Creek Village PMT2018-05304 SFD O 0 109069108 12271 CHORUS DR Day Creek Village PMT2018-05308 SFD O 0 109069108 12274 CHORUS DR Day Creek Village PMT2018-05309 SFD O 0 109069108 12268 CHORUS DR Day Creek Village PMT2018-05310 SFD O 0 109069108 7401 PALAZZO PL Day Creek Village PMT2019-00797 2 to 4 O 0 109069108 7389 PALAZZO PL Day Creek Village PMT2019-00798 2 to 4 O 0 109069108 7372 PALAZZO PL Day Creek Village PMT2019-00799 5+O 0 109069108 7372 PALAZZO PL Day Creek Village PMT2019-00800 5+O 0 109069108 7346 SOLSTICE PL Day Creek Village PMT2019-00801 5+O 0 109069108 7362 SOSTICE PL Day Creek Village PMT2019-00802 5+O 0 107449122-0000 11083 DEER CANYON DR Single Family EDR PMT2017-04544 SFD O 0 107742297-0000 10546 WELLS DR, Unit 155 Bungalow - Terra Vista Community PMT2018-00630 SFD O 0 107742297-0000 10533 WELLS DR, Unit 158 Bungalow - Terra Vista Community PMT2018-00631 SFD O 0 107742297-0000 10543 WELLS DR, Unit 161 Bungalow - Terra Vista Community PMT2018-00632 SFD O 0 107742297-0000 10542 WELLS DR, Unit 157 Bungalow - Terra Vista Community PMT2018-00675 SFD O 0 107742297-0000 10535 WELLS DR, Unit 160 Bungalow - Terra Vista Community PMT2018-00676 SFD O 0 107742297-0000 10545 WELLS DR, Unit 163 Bungalow - Terra Vista Community PMT2018-00677 SFD O 0 107742297-0000 10545 WELLS DR, Unit 163 Bungalow - Terra Vista Community PMT2018-00720 SFD O 0 107742297-0000 10529 WELLS DR, Unit 159 Bungalow - Terra Vista Community PMT2018-00721 SFD O 0 107742297-0000 10539 WELLS DR, Unit 162 Bungalow - Terra Vista Community PMT2018-00722 SFD O 0 107742297-0000 7720 HAYWOOD PL Bungalow - Terra Vista Community PMT2018-00754 2 to 4 O 0 107742297-0000 7710 HAYWOOD PL Bungalow - Terra Vista Community PMT2018-00775 2 to 4 O 0 107742297-0000 7698 HAYWOOD PL Bungalow - Terra Vista Community PMT2018-00779 5+O 0 020927220-0000 9409 RETREAT PL, Unit 295 Lumin @ The Resort PMT2018-03340 SFD O 0 020927220-0000 9409 RETREAT PL, Unit 295 Lumin @ The Resort PMT2018-03341 SFD O 0 020927220-0000 9415 RETREAT PL, Unit 294 Lumin @ The Resort PMT2018-03342 SFD O 0 020927220-0000 11036 ENLIVEN DR Enliven @ The Resort PMT2018-03400 5+O 0 021010204-0000 11033 ASPIRE DR Aspire @ The Resort PMT2018-03556 5+R 0 108903136-0000 12250 FIREHOUSE CT Day Creek Villas PMT2018-04166 5+O 0 020134158-0000 9180 19TH ST ADU PMT2019-00771 ADU O 0 1 4 Project Identifier Unit Types Affordability by Household Incomes - Completed Entitlement Page 124 107608101-0000 10078 Goldenrod Ct.Silver Ridge PMT2017-04938 SFD O 0 107742297-0000 10550 Wells Dr.Bungalow - Terra Vista Community PMT2018-00635 SFD O 0 107742297-0000 10530 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00636 SFD O 0 107742297-0000 10531 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00637 SFD O 0 107742297-0000 10541 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00638 SFD O 0 107742297-0000 10552 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00680 SFD O 0 107742297-0000 10532 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00681 SFD O 0 107742297-0000 10535 Wildind Dr.Bungalow - Terra Vista Community PMT2018-00682 SFD O 0 107742297-0000 10545 Wilding Dr. Bungalow - Terra Vista Community PMT2018-00683 SFD O 0 107742297-0000 10548 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00725 SFD O 0 107742297-0000 10528 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00726 SFD O 0 107742297-0000 10529 Wilding Dr. Bungalow - Terra Vista Community PMT2018-00727 SFD O 0 107742297-0000 10539 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00728 SFD O 0 107742297-0000 7734 Haywood Pl Bungalow - Terra Vista Community PMT2018-00755 2 to 4 O 0 107742297-0000 7742 Haywood Pl.Bungalow - Terra Vista Community PMT2018-00756 2 to 4 O 0 107608101-0000 10088 Goldenrod Ct.Silver Ridge by Manning PMT2018-02076 SFD O 0 107608101-0000 10068 Goldenrod Ct. Silver Ridge by Manning PMT2018-02085 SFD O 0 107608101-0000 10098 Goldenrod Ct.Silver Ridge by Manning PMT2018-02089 SFD O 0 020118234-0000 5789 Cabrosa Pl SFR PMT2019-00229 SFD O 0 021010205-0000 11095 Summertree Dr Tempo at the Resort PMT2019-00980 SFD O 0 021010205-0000 11005 Summertree Dr.Tempo at the Resort PMT2019-00981 SFD O 0 021010205-0000 11001 Summertree Dr.Tempo at the Resort PMT2019-00982 SFD O 0 021010206-0000 9672 Aire Pl Nova at the Resort PMT2019-01038 5+O 0 021010204-0000 9481 Retreat Pl Lumin @ The Resort PMT2019-02312 SFD O 0 021010204-0000 9475 Retreat Pl Lumin @ The Resort PMT2019-02313 SFD O 0 021010204-0000 9487 Retreat Pl Lumin @ The Resort PMT2019-02314 SFD O 0 021010204-0000 9463 Retreat Pl Lumin @ The Resort PMT2019-02315 SFD O 0 021010204-0000 9445 Retreat Pl Lumin @ The Resort PMT2019-02316 SFD O 0 021010204-0000 9427 Retreat pl Lumin @ The Resort PMT2019-02317 SFD O 0 020927220-0000 9457 Retreat Pl Lumin @ The Resort PMT2019-02324 SFD O 0 021010204-0000 9439 Retreat Pl Lumin @ The Resort PMT2019-02325 SFD O 0 021010204-0000 9421 Retreat Pl Lumin @ The Resort PMT2019-02326 SFD O 0 021010204-0000 11035 Enliven Dr.Enliven at the Resort PMT2019-02342 5+O 0 021010204-0000 11032 Serene Dr. Enliven at the Resort PMT2019-02343 5+O 0 021010204-0000 9368 Solaire Pl Aspire @ The Resort PMT2019-02344 SFA O 0 021010204-0000 9392 Solaire Pl Aspire @ The Resort PMT2019-02345 5+O 0 021010205-0000 11009 Summertree Dr. Tempo at the Resort PMT2019-02609 SFD O 0 110001102-0000 7309 Emmett Way Etiwanda Crossing PMT2019-03039 SFD O 0 110001102-0000 7349 Emmett Way Etiwanda Crossing PMT2019-03040 SFD O 0 110001102-0000 7329 Emmett Way Etiwanda Crossing PMT2019-03041 SFD O 0 110001208-0000 7368 Shelby Pl Etiwanda Crossing PMT2019-03150 SFD O 0 110001205-0000 7308 Shelby Way Etiwanda Crossing PMT2019-03151 SFD O 0 110001206-0000 7328 Shleby Pl Etiwanda Crossing PMT2019-03152 SFD O 0 110001102-0000 7369 Emmett Way Etiwanda Crossing PMT2019-03154 SFD O 0 110001207-0000 7348 Shelby Pl Etiwanda Crossing PMT2019-03155 SFD O 0 107608101-0000 10085 Goldenrod Ct.Silver Ridge by Manning PMT2018-02077 SFD O 0 107608101-0000 10095 Goldenrod Ct.Silver Ridge by Manning PMT2018-02090 SFD O 0 107608101-0000 10075 Goldenrod Ct.Silver Ridge by Manning PMT2018-02094 SFD O 0 020723502-0000 8254 9th St.ADU PMT2018-03181 ADU O 0 021010206-0000 9636 Nova St.Nova at the Resort PMT2019-01037 5+O 0 108951106-0000 6848 Etiwanda Ave ADU PMT2019-01785 ADU O 0 109069108-0000 7362 Palazzo Pl Day Creek Village PMT2019-02748 SFD O 0 022538113-0000 13275 Chickasaw Rd ADU PMT2019-03238 ADU O 0 021010206-0000 9652 Nova Pl Nova at the Resort PMT2019-03614 5+O 0 107742297-0000 10570 Wilding Dr. Bungalow - Terra Vista Community PMT2018-00639 SFD O 0 107742297-0000 10560 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00640 SFD O 0 107742297-0000 10551 Wilding Dr Bungalow - Terra Vista Community PMT2018-00641 SFD O 0 107742297-0000 10568 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00684 SFD O 0 107742297-0000 10558 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00685 SFD O 0 107742297-0000 10555 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00686 SFD O 0 107742297-0000 10572 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00729 SFD O 0 107742297-0000 10562 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00730 SFD O 0 107742297-0000 10549 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00731 SFD O 0 107742297-0000 7750 Haywood Pl.Bungalow - Terra Vista Community PMT2018-00757 2 to 4 O 0 107742297-0000 7760 Haywood Pl.Bungalow - Terra Vista Community PMT2018-00758 2 to 4 O 0 107431112-0000 4974 Ginger Ct.SFR PMT2018-04167 SFD O 0 109069108 12230 Chorus Dr.Day Creek Villages PMT2018-05301 SFD O 0 109069108 12232 Chorus Dr.Day Creek Villages PMT2018-05305 SFD O 0 109069108 12226 Chorus Dr. Day Creek Villages PMT2018-05306 SFD O 0 109069108 12228 Chorus Dr.Day Creek Villages PMT2018-05311 SFD O 0 106226127-0000 9414 Banyan St.ADU PMT2019-02035 ADU O 0 020113217-000 5812 Villa Dr.ADU PMT2019-02207 ADU O 0 020706118-0000 8442 Camino Sur ADU PMT2019-02873 ADU O 0 Page 125 022678205-0000 5061 Woodley Ridge Dr ADU PMT2019-03570 ADU O 0 020899114-0000 7819 Centennial Pl.ADU PMT2019-01859 ADU O 0 107742297-0000 10542 Huxley Dr Bungalow - Terra Vista Community PMT2018-00642 SFD O 0 107742297-0000 10532 Huxley Dr.Bungalow - Terra Vista Community PMT2018-00643 SFD O 0 107742297-0000 10522 Huxley Dr.Bungalow - Terra Vista Community PMT2018-00644 SFD O 0 107742297-0000 10532 Huxley Dr.Bungalow - Terra Vista Community PMT2018-00687 SFD O 0 107742297-0000 10528 Huzley Dr.Bungalow - Terra Vista Community PMT2018-00688 SFD O 0 107742297-0000 10518 Huxley Dr.Bungalow - Terra Vista Community PMT2018-00689 SFD O 0 107742297-0000 10546 Huxley Dr.Bungalow - Terra Vista Community PMT2018-00732 SFD O 0 107742297-0000 10536 Huxley Dr Bungalow - Terra Vista Community PMT2018-00733 SFD O 0 107742297-0000 10526 Huxley Dr.Bungalow - Terra Vista Community PMT2018-00734 SFD O 0 022948141-0000 13277 Oatman Dr.ADU PMT2019-02165 ADU O 0 021010205-0000 11034 Getaway Dr.Tempo at the Resort PMT2019-04934 SFD O 0 021010205-0000 11026 Getaway Dr.Tempo at the Resort PMT2019-04935 SFD O 0 021010205-0000 11030 Getaway Dr.Tempo at the Resort PMT2019-04947 SFD O 0 021010205-0000 11022 Getaway Dr.Tempo at the Resort PMT2019-04968 SFD O 0 021010205-0000 11058 Getaway Dr.Tempo at the Resort PMT2019-04969 SFD O 0 021010205-0000 11052 Getaway Dr.Tempo at the Resort PMT2019-04970 SFD O 0 021010205-0000 11048 Getaway Dr.Tempo at the Resort PMT2019-04971 SFD O 0 021010205-0000 11042 Getaway Dr.Tempo at the Resort PMT2019-04972 SFD O 0 021010205-0000 11038 Getaway Dr.Tempo at the Resort PMT2019-04973 SFD O 0 021010205-0000 11059 Glass Dr.Tempo at the Resort PMT2019-04982 SFD O 0 021010205-0000 11056 Glass Dr.Tempo at the Resort PMT2019-04983 SFD O 0 021010205-0000 9552 Bluewater Pl Tempo at the Resort PMT2019-04984 SFD O 0 021010205-0000 9560 Bluewater Pl Tempo at the Resort PMT2019-04985 SFD O 0 021010205-0000 9570 Bluewater Pl Tempo at the Resort PMT2019-04986 SFD O 0 021010205-0000 11052 Glass Dr Tempo at the Resort PMT2019-04987 SFD O 0 021010205-0000 9556 Bluewater Dr.Tempo at the Resort PMT2019-04991 SFD O 0 021010205-0000 9566 Bluewater Dr.Tempo at the Resort PMT2019-04992 SFD O 0 021010205-0000 11055 Glass Dr Tempo at the Resort PMT2019-04993 SFD O 0 109069146-0000 12158 Rising Star Dr.Day Creek Villages PMT2019-05461 5+O 0 022527154-0000 11329 Cougar Ct.SFR PMT2019-05617 SFD O 0 107449124-0000 11063 Deer Canyon Dr SFR PMT2016-04503 SFD O 0 106167108-0000 5569 Topaz St ADU PMT2019-00642 ADU O 0 022572119-0000 5727 Chandler Ct ADU PMT2019-01089 ADU O 0 020839101-0000 7880 Montara Ave ADU PMT2019-01595 ADU O 0 107742297-0000 10520 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00633 SFD O 0 107742297-0000 10521 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00634 SFD O 0 107742297-0000 10522 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00678 SFD O 0 107742297-0000 10525 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00679 SFD O 0 107742297-0000 10518 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00723 SFD O 0 107742297-0000 10519 Wilding Dr.Bungalow - Terra Vista Community PMT2018-00724 SFD O 0 106202119-0000 8344 Jennet Dr.ADU PMT2019-00120 ADU O 0 020206149-0000 9385 19th St.Demolition of 8 Structures PMT2019-05039 SFD O 0 020920120-0000 9931 8th St.Demolish 1000SF House PMT2019-04502 SFD O 0 106126101-0000 5367 Carnelian St Demolish House and Site Fixtures PMT2019-03740 SFD O 0 020726246-0000 8810 9th St.Demo Home and Garages PMT2019-02088 SFD O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Page 126 Table A2 Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units 8 9 Current APN Street Address Project Name+ Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low- Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Building Permits Date Issued # of Units Issued Building Permits 0 0 0 0 140 0 300 440 106157101-0000 9611 Hillside Grandma Issak 0 109069108-0000 7343 LUMINAIRE PL SFD 3 1/30/2019 3 109069108-0000 7373, 7371, 7369, 7375, 7377 and 7379 Solstice Place Village C - Day Creek Villages 6 1/30/2019 6 109069108-0000 7380, 7382, 7384, 7386, 7388, 7390 and 7392 Solstice Place Village A - Day Creek Villages 7 1/30/2019 7 109069108 7396, 7398, 7400, 7402, 7404 and 7406 Solstice Place Village A - Day Creek Villages 6 1/30/2019 6 107742297-0000 10566 Wells Dr. #149 Bungalow - Terra Vista Community 1 2/20/2019 1 107742297-0000 10556 Wells Dr. #152 Bungalow - Terra Vista Community 1 2/20/2019 1 107742297-0000 10553 Wells Dr. # 164 Bungalow - Terra Vista Community 1 2/20/2019 1 107742297-0000 10562 Wells Dr. # 151 Bungalow - Terra Vista Community 1 2/20/2019 1 107742297-0000 10552 Wells Dr. # 154 Bungalow - Terra Vista Community 1 2/20/2019 1 107742297-0000 10555 Wells Dr. #166 Bungalow - Terra Vista Community 1 2/20/2019 1 107742297-0000 10568 Wells Dr. #150 Bungalow - Terra Vista Community 1 2/20/2019 1 107742297-0000 10558 WELLS DR, Unit 153 Bungalow - Terra Vista Community 1 2/20/2019 1 107742297-0000 10549 WELLS DR, Unit 165 Bungalow - Terra Vista Community 1 2/20/2019 1 109069108 7352 LUMINAIRE PL Day Creek Village 3 2/5/2019 3 22750415 6718 AVANA PL Day Creek Village 1 3/14/2019 1 022750414-0000 6728 AVANA PL Day Creek Village 1 3/14/2019 1 106220111 5934 SACRAMENTO AVE ADU w. Patio Cover 1 3/7/2019 1 109069108 12276 CHORUS DR Day Creek Village 1 3/12/2019 1 109069108 12265 CHORUS DR Day Creek Village 1 3/12/2019 1 109069108 12267 CHORUS DR Day Creek Village 1 3/12/2019 1 109069108 12270 CHORUS DR Day Creek Village 1 3/12/2019 1 109069108 12269 CHORUS DR Day Creek Village 1 3/12/2019 1 109069108 12278 CHORUS DR Day Creek Village 1 3/12/2019 1 109069108 12272 CHORUS DR Day Creek Village 1 3/12/2019 1 109069108 12271 CHORUS DR Day Creek Village 1 3/12/2019 1 109069108 12274 CHORUS DR Day Creek Village 1 3/12/2019 1 109069108 12268 CHORUS DR Day Creek Village 1 3/12/2019 1 109069108 7401 PALAZZO PL Day Creek Village 3 3/13/2019 3 109069108 7389 PALAZZO PL Day Creek Village 4 3/13/2019 4 109069108 7372 PALAZZO PL Day Creek Village 6 3/13/2019 6 109069108 7372 PALAZZO PL Day Creek Village 6 3/13/2019 6 109069108 7346 SOLSTICE PL Day Creek Village 7 3/13/2019 7 109069108 7362 SOSTICE PL Day Creek Village 7 3/13/2019 7 107449122-0000 11083 DEER CANYON DR Single Family EDR 1 4/17/2019 1 107742297-0000 10546 WELLS DR, Unit 155 Bungalow - Terra Vista Community 1 4/9/2019 1 107742297-0000 10533 WELLS DR, Unit 158 Bungalow - Terra Vista Community 1 4/9/2019 1 107742297-0000 10543 WELLS DR, Unit 161 Bungalow - Terra Vista Community 1 4/9/2019 1 107742297-0000 10542 WELLS DR, Unit 157 Bungalow - Terra Vista Community 1 4/9/2019 1 107742297-0000 10535 WELLS DR, Unit 160 Bungalow - Terra Vista Community 1 4/9/2019 1 107742297-0000 10545 WELLS DR, Unit 163 Bungalow - Terra Vista Community 1 4/9/2019 1 107742297-0000 10545 WELLS DR, Unit 163 Bungalow - Terra Vista Community 1 4/9/2019 1 7 Project Identifier Affordability by Household Incomes - Building Permits Page 127 107742297-0000 10529 WELLS DR, Unit 159 Bungalow - Terra Vista Community 1 4/9/2019 1 107742297-0000 10539 WELLS DR, Unit 162 Bungalow - Terra Vista Community 1 4/9/2019 1 107742297-0000 7720 HAYWOOD PL Bungalow - Terra Vista Community 4 4/15/2019 4 107742297-0000 7710 HAYWOOD PL Bungalow - Terra Vista Community 4 4/15/2019 4 107742297-0000 7698 HAYWOOD PL Bungalow - Terra Vista Community 5 4/15/2019 5 020927220-0000 9409 RETREAT PL, Unit 295 Lumin @ The Resort 1 4/2/2019 1 020927220-0000 9409 RETREAT PL, Unit 295 Lumin @ The Resort 1 4/2/2019 1 020927220-0000 9415 RETREAT PL, Unit 294 Lumin @ The Resort 1 4/2/2019 1 020927220-0000 11036 ENLIVEN DR Enliven @ The Resort 5 4/15/2019 5 021010204-0000 11033 ASPIRE DR Aspire @ The Resort 9 4/2/2019 9 108903136-0000 12250 FIREHOUSE CT Day Creek Villas 140 4/29/2019 140 020134158-0000 9180 19TH ST ADU 1 4/15/2019 1 107608101-0000 10078 Goldenrod Ct.Silver Ridge 1 7/1/2019 1 107742297-0000 10550 Wells Dr.Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 10530 Wilding Dr.Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 10531 Wilding Dr.Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 10541 Wilding Dr.Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 10552 Wilding Dr.Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 10532 Wilding Dr.Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 10535 Wildind Dr.Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 10545 Wilding Dr. Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 10548 Wilding Dr.Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 10528 Wilding Dr.Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 10529 Wilding Dr. Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 10539 Wilding Dr.Bungalow - Terra Vista Community 1 7/30/2019 1 107742297-0000 7734 Haywood Pl Bungalow - Terra Vista Community 4 7/30/2019 4 107742297-0000 7742 Haywood Pl.Bungalow - Terra Vista Community 4 7/30/2019 4 107608101-0000 10088 Goldenrod Ct.Silver Ridge by Manning 1 7/1/2019 1 107608101-0000 10068 Goldenrod Ct. Silver Ridge by Manning 1 7/1/2019 1 107608101-0000 10098 Goldenrod Ct.Silver Ridge by Manning 1 7/1/2019 1 020118234-0000 5789 Cabrosa Pl SFR 1 7/1/2019 1 021010205-0000 11095 Summertree Dr Tempo at the Resort 1 7/1/2019 1 021010205-0000 11005 Summertree Dr.Tempo at the Resort 1 7/1/2019 1 021010205-0000 11001 Summertree Dr.Tempo at the Resort 1 7/1/2019 1 021010206-0000 9672 Aire Pl Nova at the Resort 9 7/1/2019 9 021010204-0000 9481 Retreat Pl Lumin @ The Resort 1 7/8/2019 1 021010204-0000 9475 Retreat Pl Lumin @ The Resort 1 7/8/2019 1 021010204-0000 9487 Retreat Pl Lumin @ The Resort 1 7/8/2019 1 021010204-0000 9463 Retreat Pl Lumin @ The Resort 1 7/8/2019 1 021010204-0000 9445 Retreat Pl Lumin @ The Resort 1 7/17/2019 1 021010204-0000 9427 Retreat pl Lumin @ The Resort 1 7/8/2019 1 020927220-0000 9457 Retreat Pl Lumin @ The Resort 1 7/8/2019 1 021010204-0000 9439 Retreat Pl Lumin @ The Resort 1 7/8/2019 1 021010204-0000 9421 Retreat Pl Lumin @ The Resort 1 7/6/2019 1 021010204-0000 11035 Enliven Dr.Enliven at the Resort 5 7/8/2019 5 021010204-0000 11032 Serene Dr. Enliven at the Resort 5 7/8/2019 5 021010204-0000 9368 Solaire Pl Aspire @ The Resort 9 7/8/2019 9 021010204-0000 9392 Solaire Pl Aspire @ The Resort 9 7/8/2019 9 021010205-0000 11009 Summertree Dr. Tempo at the Resort 1 7/1/2019 1 110001102-0000 7309 Emmett Way Etiwanda Crossing 1 7/18/2019 1 110001102-0000 7349 Emmett Way Etiwanda Crossing 1 7/18/2019 1 110001102-0000 7329 Emmett Way Etiwanda Crossing 1 7/18/2019 1 110001208-0000 7368 Shelby Pl Etiwanda Crossing 1 7/18/2019 1 110001205-0000 7308 Shelby Way Etiwanda Crossing 1 7/18/2019 1 110001206-0000 7328 Shleby Pl Etiwanda Crossing 1 7/18/2019 1 110001102-0000 7369 Emmett Way Etiwanda Crossing 1 7/18/2019 1 110001207-0000 7348 Shelby Pl Etiwanda Crossing 1 7/18/2019 1 107608101-0000 10085 Goldenrod Ct.Silver Ridge by Manning 1 8/15/2019 1 107608101-0000 10095 Goldenrod Ct.Silver Ridge by Manning 1 8/15/2019 1 107608101-0000 10075 Goldenrod Ct.Silver Ridge by Manning 1 8/15/2019 1 Page 128 020723502-0000 8254 9th St.ADU 1 8/6/2019 1 021010206-0000 9636 Nova St.Nova at the Resort 6 8/29/2019 6 108951106-0000 6848 Etiwanda Ave ADU 1 9/30/2019 1 109069108-0000 7362 Palazzo Pl Day Creek Village 1 9/20/2019 1 022538113-0000 13275 Chickasaw Rd ADU 1 9/19/2019 1 021010206-0000 9652 Nova Pl Nova at the Resort 9 9/10/2019 9 107742297-0000 10570 Wilding Dr. Bungalow - Terra Vista Community 1 10/30/2019 1 107742297-0000 10560 Wilding Dr.Bungalow - Terra Vista Community 1 10/30/2019 1 107742297-0000 10551 Wilding Dr Bungalow - Terra Vista Community 1 10/30/2019 1 107742297-0000 10568 Wilding Dr.Bungalow - Terra Vista Community 1 10/30/2019 1 107742297-0000 10558 Wilding Dr.Bungalow - Terra Vista Community 1 10/30/2019 1 107742297-0000 10555 Wilding Dr.Bungalow - Terra Vista Community 1 10/30/2019 1 107742297-0000 10572 Wilding Dr.Bungalow - Terra Vista Community 1 10/30/2019 1 107742297-0000 10562 Wilding Dr.Bungalow - Terra Vista Community 1 10/30/2019 1 107742297-0000 10549 Wilding Dr.Bungalow - Terra Vista Community 1 10/30/2019 1 107742297-0000 7750 Haywood Pl.Bungalow - Terra Vista Community 4 10/30/2019 4 107742297-0000 7760 Haywood Pl.Bungalow - Terra Vista Community 4 10/30/2019 4 107431112-0000 4974 Ginger Ct.SFR 1 10/9/2019 1 109069108 12230 Chorus Dr.Day Creek Villages 1 10/2/2019 1 109069108 12232 Chorus Dr.Day Creek Villages 1 10/2/2019 1 109069108 12226 Chorus Dr. Day Creek Villages 1 10/2/2019 1 109069108 12228 Chorus Dr.Day Creek Villages 1 10/2/2019 1 106226127-0000 9414 Banyan St.ADU 1 10/28/2019 1 020113217-000 5812 Villa Dr.ADU 1 10/7/2019 1 020706118-0000 8442 Camino Sur ADU 1 10/14/2019 1 022678205-0000 5061 Woodley Ridge Dr ADU 1 10/17/2019 1 020899114-0000 7819 Centennial Pl.ADU 1 11/12/2019 1 107742297-0000 10542 Huxley Dr Bungalow - Terra Vista Community 1 12/2/2019 1 107742297-0000 10532 Huxley Dr.Bungalow - Terra Vista Community 1 12/2/2019 1 107742297-0000 10522 Huxley Dr.Bungalow - Terra Vista Community 1 12/2/2019 1 107742297-0000 10532 Huxley Dr.Bungalow - Terra Vista Community 1 12/2/2019 1 107742297-0000 10528 Huzley Dr.Bungalow - Terra Vista Community 1 12/2/2019 1 107742297-0000 10518 Huxley Dr.Bungalow - Terra Vista Community 1 12/2/2019 1 107742297-0000 10546 Huxley Dr.Bungalow - Terra Vista Community 1 12/2/2019 1 107742297-0000 10536 Huxley Dr Bungalow - Terra Vista Community 1 12/2/2019 1 107742297-0000 10526 Huxley Dr.Bungalow - Terra Vista Community 1 12/2/2019 1 022948141-0000 13277 Oatman Dr.ADU 1 12/18/2019 1 021010205-0000 11034 Getaway Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 11026 Getaway Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 11030 Getaway Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 11022 Getaway Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 11058 Getaway Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 11052 Getaway Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 11048 Getaway Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 11042 Getaway Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 11038 Getaway Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 11059 Glass Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 11056 Glass Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 9552 Bluewater Pl Tempo at the Resort 1 12/19/2019 1 021010205-0000 9560 Bluewater Pl Tempo at the Resort 1 12/19/2019 1 021010205-0000 9570 Bluewater Pl Tempo at the Resort 1 12/19/2019 1 021010205-0000 11052 Glass Dr Tempo at the Resort 1 12/19/2019 1 021010205-0000 9556 Bluewater Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 9566 Bluewater Dr.Tempo at the Resort 1 12/19/2019 1 021010205-0000 11055 Glass Dr Tempo at the Resort 1 12/19/2019 1 109069146-0000 12158 Rising Star Dr.Day Creek Villages 7 12/10/2019 7 022527154-0000 11329 Cougar Ct.SFR 1 12/3/2019 1 107449124-0000 11063 Deer Canyon Dr SFR 1 6/4/2019 1 106167108-0000 5569 Topaz St ADU 1 6/24/2019 1 Page 129 022572119-0000 5727 Chandler Ct ADU 1 6/3/2019 1 020839101-0000 7880 Montara Ave ADU 1 6/25/2019 1 107742297-0000 10520 Wilding Dr.Bungalow - Terra Vista Community 1 5/1/2019 1 107742297-0000 10521 Wilding Dr.Bungalow - Terra Vista Community 1 5/1/2019 1 107742297-0000 10522 Wilding Dr.Bungalow - Terra Vista Community 1 5/1/2019 1 107742297-0000 10525 Wilding Dr.Bungalow - Terra Vista Community 1 5/1/2019 1 107742297-0000 10518 Wilding Dr.Bungalow - Terra Vista Community 1 5/1/2019 1 107742297-0000 10519 Wilding Dr.Bungalow - Terra Vista Community 1 5/1/2019 1 106202119-0000 8344 Jennet Dr.ADU 1 5/29/2019 1 020206149-0000 9385 19th St.Demolition of 8 Structures 0 020920120-0000 9931 8th St.Demolish 1000SF House 0 106126101-0000 5367 Carnelian St Demolish House and Site Fixtures 0 020726246-0000 8810 9th St.Demo Home and Garages 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Page 130 Table A2 Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units 11 12 Current APN Street Address Project Name+ Very Low- Income Deed Restricted Very Low- Income Non Deed Restricted Low- Income Deed Restricted Low- Income Non Deed Restricted Moderate- Income Deed Restricted Moderate- Income Non Deed Restricted Above Moderate- Income Certificates of Occupancy or other forms of readiness (see instructions) Date Issued # of Units issued Certificates of Occupancy or other forms of readiness 0 0 0 0 0 0 53 53 106157101-0000 9611 Hillside Grandma Issak 0 109069108-0000 7343 LUMINAIRE PL SFD 3 9/3/2019 3 109069108-0000 7373, 7371, 7369, 7375, 7377 and 7379 Solstice Place Village C - Day Creek Villages 0 109069108-0000 7380, 7382, 7384, 7386, 7388, 7390 and 7392 Solstice Place Village A - Day Creek Villages 7 1/7/2020 7 109069108 7396, 7398, 7400, 7402, 7404 and 7406 Solstice Place Village A - Day Creek Villages 6 12/18/2019 6 107742297-0000 10566 Wells Dr. #149 Bungalow - Terra Vista Community 1 8/28/2019 1 107742297-0000 10556 Wells Dr. #152 Bungalow - Terra Vista Community 1 9/10/2019 1 107742297-0000 10553 Wells Dr. # 164 Bungalow - Terra Vista Community 1 9/10/2019 1 107742297-0000 10562 Wells Dr. # 151 Bungalow - Terra Vista Community 1 9/11/2019 1 107742297-0000 10552 Wells Dr. # 154 Bungalow - Terra Vista Community 0 107742297-0000 10555 Wells Dr. #166 Bungalow - Terra Vista Community 1 9/11/2019 1 107742297-0000 10568 Wells Dr. #150 Bungalow - Terra Vista Community 1 9/11/2019 1 107742297-0000 10558 WELLS DR, Unit 153 Bungalow - Terra Vista Community 0 107742297-0000 10549 WELLS DR, Unit 165 Bungalow - Terra Vista Community 1 9/11/2019 1 109069108 7352 LUMINAIRE PL Day Creek Village 3 8/7/2019 3 22750415 6718 AVANA PL Day Creek Village 1 9/18/2019 1 022750414-0000 6728 AVANA PL Day Creek Village 1 9/26/2019 1 106220111 5934 SACRAMENTO AVE ADU w. Patio Cover 1 2/10/2019 1 109069108 12276 CHORUS DR Day Creek Village 1 2/5/2020 1 109069108 12265 CHORUS DR Day Creek Village 1 1/30/2020 1 109069108 12267 CHORUS DR Day Creek Village 1 1/21/2020 1 109069108 12270 CHORUS DR Day Creek Village 1 12/19/2019 1 109069108 12269 CHORUS DR Day Creek Village 1 1/21/2020 1 109069108 12278 CHORUS DR Day Creek Village 1 2/4/2020 1 109069108 12272 CHORUS DR Day Creek Village 1 2/4/2020 1 109069108 12271 CHORUS DR Day Creek Village 1 2/5/2020 1 109069108 12274 CHORUS DR Day Creek Village 1 2/4/2020 1 109069108 12268 CHORUS DR Day Creek Village 1 2/4/2020 1 109069108 7401 PALAZZO PL Day Creek Village 0 109069108 7389 PALAZZO PL Day Creek Village 0 109069108 7372 PALAZZO PL Day Creek Village 0 109069108 7372 PALAZZO PL Day Creek Village 0 109069108 7346 SOLSTICE PL Day Creek Village 0 109069108 7362 SOSTICE PL Day Creek Village 0 107449122-0000 11083 DEER CANYON DR Single Family EDR 0 107742297-0000 10546 WELLS DR, Unit 155 Bungalow - Terra Vista Community 1 9/17/2019 1 107742297-0000 10533 WELLS DR, Unit 158 Bungalow - Terra Vista Community 1 9/19/2019 1 107742297-0000 10543 WELLS DR, Unit 161 Bungalow - Terra Vista Community 1 9/19/2019 1 107742297-0000 10542 WELLS DR, Unit 157 Bungalow - Terra Vista Community 1 9/19/2019 1 107742297-0000 10535 WELLS DR, Unit 160 Bungalow - Terra Vista Community 1 9/19/2019 1 107742297-0000 10545 WELLS DR, Unit 163 Bungalow - Terra Vista Community 1 9/19/2019 1 Affordability by Household Incomes - Certificates of Occupancy 10 Project Identifier Page 131 107742297-0000 10545 WELLS DR, Unit 163 Bungalow - Terra Vista Community 1 9/19/2019 1 107742297-0000 10529 WELLS DR, Unit 159 Bungalow - Terra Vista Community 1 9/19/2019 1 107742297-0000 10539 WELLS DR, Unit 162 Bungalow - Terra Vista Community 1 9/19/2019 1 107742297-0000 7720 HAYWOOD PL Bungalow - Terra Vista Community 0 107742297-0000 7710 HAYWOOD PL Bungalow - Terra Vista Community 4 10/3/2019 4 107742297-0000 7698 HAYWOOD PL Bungalow - Terra Vista Community 5 10/3/2019 5 020927220-0000 9409 RETREAT PL, Unit 295 Lumin @ The Resort 0 020927220-0000 9409 RETREAT PL, Unit 295 Lumin @ The Resort 0 020927220-0000 9415 RETREAT PL, Unit 294 Lumin @ The Resort 0 020927220-0000 11036 ENLIVEN DR Enliven @ The Resort 0 021010204-0000 11033 ASPIRE DR Aspire @ The Resort 0 108903136-0000 12250 FIREHOUSE CT Day Creek Villas 0 020134158-0000 9180 19TH ST ADU 0 107608101-0000 10078 Goldenrod Ct.Silver Ridge 1 2/10/2020 1 107742297-0000 10550 Wells Dr.Bungalow - Terra Vista Community 1 1/29/2020 1 107742297-0000 10530 Wilding Dr.Bungalow - Terra Vista Community 1 1/29/2020 1 107742297-0000 10531 Wilding Dr.Bungalow - Terra Vista Community 1 1/29/2020 1 107742297-0000 10541 Wilding Dr.Bungalow - Terra Vista Community 1 1/29/2020 1 107742297-0000 10552 Wilding Dr.Bungalow - Terra Vista Community 1 1/29/2020 1 107742297-0000 10532 Wilding Dr.Bungalow - Terra Vista Community 1 1/29/2020 1 107742297-0000 10535 Wildind Dr.Bungalow - Terra Vista Community 1 1/28/2020 1 107742297-0000 10545 Wilding Dr. Bungalow - Terra Vista Community 1 1/29/2020 1 107742297-0000 10548 Wilding Dr.Bungalow - Terra Vista Community 1 2/3/2020 1 107742297-0000 10528 Wilding Dr.Bungalow - Terra Vista Community 1 1/29/2020 1 107742297-0000 10529 Wilding Dr. Bungalow - Terra Vista Community 1 1/28/2020 1 107742297-0000 10539 Wilding Dr.Bungalow - Terra Vista Community 1 1/28/2020 1 107742297-0000 7734 Haywood Pl Bungalow - Terra Vista Community 4 2/4/2020 4 107742297-0000 7742 Haywood Pl.Bungalow - Terra Vista Community 4 2/4/2020 4 107608101-0000 10088 Goldenrod Ct.Silver Ridge by Manning 1 2/10/2020 1 107608101-0000 10068 Goldenrod Ct. Silver Ridge by Manning 1 2/10/2020 1 107608101-0000 10098 Goldenrod Ct.Silver Ridge by Manning 1 2/10/2020 1 020118234-0000 5789 Cabrosa Pl SFR 1 3/20/2019 1 021010205-0000 11095 Summertree Dr Tempo at the Resort 0 021010205-0000 11005 Summertree Dr.Tempo at the Resort 0 021010205-0000 11001 Summertree Dr.Tempo at the Resort 0 021010206-0000 9672 Aire Pl Nova at the Resort 0 021010204-0000 9481 Retreat Pl Lumin @ The Resort 1 1/2/2020 1 021010204-0000 9475 Retreat Pl Lumin @ The Resort 0 021010204-0000 9487 Retreat Pl Lumin @ The Resort 1 1/7/2020 1 021010204-0000 9463 Retreat Pl Lumin @ The Resort 1 1/7/2020 1 021010204-0000 9445 Retreat Pl Lumin @ The Resort 1 1/7/2020 1 021010204-0000 9427 Retreat pl Lumin @ The Resort 1 1/8/2020 1 020927220-0000 9457 Retreat Pl Lumin @ The Resort 1 12/9/2019 1 021010204-0000 9439 Retreat Pl Lumin @ The Resort 1 1/7/2020 1 021010204-0000 9421 Retreat Pl Lumin @ The Resort 1 1/9/2020 1 021010204-0000 11035 Enliven Dr.Enliven at the Resort 0 021010204-0000 11032 Serene Dr. Enliven at the Resort 0 021010204-0000 9368 Solaire Pl Aspire @ The Resort 0 021010204-0000 9392 Solaire Pl Aspire @ The Resort 0 021010205-0000 11009 Summertree Dr. Tempo at the Resort 0 110001102-0000 7309 Emmett Way Etiwanda Crossing 0 110001102-0000 7349 Emmett Way Etiwanda Crossing 0 110001102-0000 7329 Emmett Way Etiwanda Crossing 0 110001208-0000 7368 Shelby Pl Etiwanda Crossing 0 110001205-0000 7308 Shelby Way Etiwanda Crossing 0 110001206-0000 7328 Shleby Pl Etiwanda Crossing 0 110001102-0000 7369 Emmett Way Etiwanda Crossing 0 110001207-0000 7348 Shelby Pl Etiwanda Crossing 0 107608101-0000 10085 Goldenrod Ct.Silver Ridge by Manning 0 Page 132 107608101-0000 10095 Goldenrod Ct.Silver Ridge by Manning 0 107608101-0000 10075 Goldenrod Ct.Silver Ridge by Manning 0 020723502-0000 8254 9th St.ADU 0 021010206-0000 9636 Nova St.Nova at the Resort 0 108951106-0000 6848 Etiwanda Ave ADU 1 7/1/2019 1 109069108-0000 7362 Palazzo Pl Day Creek Village 0 022538113-0000 13275 Chickasaw Rd ADU 1 8/22/2019 1 021010206-0000 9652 Nova Pl Nova at the Resort 0 107742297-0000 10570 Wilding Dr. Bungalow - Terra Vista Community 0 107742297-0000 10560 Wilding Dr.Bungalow - Terra Vista Community 0 107742297-0000 10551 Wilding Dr Bungalow - Terra Vista Community 0 107742297-0000 10568 Wilding Dr.Bungalow - Terra Vista Community 0 107742297-0000 10558 Wilding Dr.Bungalow - Terra Vista Community 0 107742297-0000 10555 Wilding Dr.Bungalow - Terra Vista Community 0 107742297-0000 10572 Wilding Dr.Bungalow - Terra Vista Community 0 107742297-0000 10562 Wilding Dr.Bungalow - Terra Vista Community 0 107742297-0000 10549 Wilding Dr.Bungalow - Terra Vista Community 0 107742297-0000 7750 Haywood Pl.Bungalow - Terra Vista Community 0 107742297-0000 7760 Haywood Pl.Bungalow - Terra Vista Community 0 107431112-0000 4974 Ginger Ct.SFR 0 109069108 12230 Chorus Dr.Day Creek Villages 0 109069108 12232 Chorus Dr.Day Creek Villages 0 109069108 12226 Chorus Dr. Day Creek Villages 0 109069108 12228 Chorus Dr.Day Creek Villages 0 106226127-0000 9414 Banyan St.ADU 0 020113217-000 5812 Villa Dr.ADU 0 020706118-0000 8442 Camino Sur ADU 0 022678205-0000 5061 Woodley Ridge Dr ADU 0 020899114-0000 7819 Centennial Pl.ADU 0 107742297-0000 10542 Huxley Dr Bungalow - Terra Vista Community 0 107742297-0000 10532 Huxley Dr.Bungalow - Terra Vista Community 0 107742297-0000 10522 Huxley Dr.Bungalow - Terra Vista Community 0 107742297-0000 10532 Huxley Dr.Bungalow - Terra Vista Community 0 107742297-0000 10528 Huzley Dr.Bungalow - Terra Vista Community 0 107742297-0000 10518 Huxley Dr.Bungalow - Terra Vista Community 0 107742297-0000 10546 Huxley Dr.Bungalow - Terra Vista Community 0 107742297-0000 10536 Huxley Dr Bungalow - Terra Vista Community 0 107742297-0000 10526 Huxley Dr.Bungalow - Terra Vista Community 0 022948141-0000 13277 Oatman Dr.ADU 0 021010205-0000 11034 Getaway Dr.Tempo at the Resort 0 021010205-0000 11026 Getaway Dr.Tempo at the Resort 0 021010205-0000 11030 Getaway Dr.Tempo at the Resort 0 021010205-0000 11022 Getaway Dr.Tempo at the Resort 0 021010205-0000 11058 Getaway Dr.Tempo at the Resort 0 021010205-0000 11052 Getaway Dr.Tempo at the Resort 0 021010205-0000 11048 Getaway Dr.Tempo at the Resort 0 021010205-0000 11042 Getaway Dr.Tempo at the Resort 0 021010205-0000 11038 Getaway Dr.Tempo at the Resort 0 021010205-0000 11059 Glass Dr.Tempo at the Resort 0 021010205-0000 11056 Glass Dr.Tempo at the Resort 0 021010205-0000 9552 Bluewater Pl Tempo at the Resort 0 021010205-0000 9560 Bluewater Pl Tempo at the Resort 0 021010205-0000 9570 Bluewater Pl Tempo at the Resort 0 021010205-0000 11052 Glass Dr Tempo at the Resort 0 021010205-0000 9556 Bluewater Dr.Tempo at the Resort 0 021010205-0000 9566 Bluewater Dr.Tempo at the Resort 0 021010205-0000 11055 Glass Dr Tempo at the Resort 0 109069146-0000 12158 Rising Star Dr.Day Creek Villages 0 Page 133 022527154-0000 11329 Cougar Ct.SFR 0 107449124-0000 11063 Deer Canyon Dr SFR 0 106167108-0000 5569 Topaz St ADU 0 022572119-0000 5727 Chandler Ct ADU 1 10/31/2019 1 020839101-0000 7880 Montara Ave ADU 0 107742297-0000 10520 Wilding Dr.Bungalow - Terra Vista Community 1 10/21/2019 1 107742297-0000 10521 Wilding Dr.Bungalow - Terra Vista Community 1 10/21/2019 1 107742297-0000 10522 Wilding Dr.Bungalow - Terra Vista Community 1 10/21/2019 1 107742297-0000 10525 Wilding Dr.Bungalow - Terra Vista Community 1 10/21/2019 1 107742297-0000 10518 Wilding Dr.Bungalow - Terra Vista Community 1 10/21/2019 1 107742297-0000 10519 Wilding Dr.Bungalow - Terra Vista Community 1 10/21/2019 1 106202119-0000 8344 Jennet Dr.ADU 1 1/22/2019 1 020206149-0000 9385 19th St.Demolition of 8 Structures 0 020920120-0000 9931 8th St.Demolish 1000SF House 0 106126101-0000 5367 Carnelian St Demolish House and Site Fixtures 0 020726246-0000 8810 9th St.Demo Home and Garages 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Page 134 Table A2 Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Streamlining Infill Housing without Financial Assistance or Deed Restrictions Term of Affordability or Deed Restriction Notes 13 14 15 16 17 18 19 20 21 Current APN Street Address Project Name+ How many of the units were Extremely Low Income?+ Was Project APPROVED using GC 65913.4(b)? (SB 35 Streamlining) Y/N Infill Units? Y/N+ Assistance Programs for Each Development (see instructions) Deed Restriction Type (see instructions) For units affordable without financial assistance or deed restrictions, explain how the locality determined the units were affordable (see instructions) Term of Affordability or Deed Restriction (years) (if affordable in perpetuity enter 1000)+ Number of Demolished/Dest royed Units+ Demolished or Destroyed Units+ Demolished/Des troyed Units Owner or Renter+ Notes+ 0 0 11 0 0 106157101-0000 9611 Hillside Grandma Issak N 109069108-0000 7343 LUMINAIRE PL SFD N 109069108-0000 7373, 7371, 7369, 7375, 7377 and 7379 Solstice Place Village C - Day Creek Villages N 109069108-0000 7380, 7382, 7384, 7386, 7388, 7390 and 7392 Solstice Place Village A - Day Creek Villages N 109069108 7396, 7398, 7400, 7402, 7404 and 7406 Solstice Place Village A - Day Creek Villages N 107742297-0000 10566 Wells Dr. #149 Bungalow - Terra Vista Community N 107742297-0000 10556 Wells Dr. #152 Bungalow - Terra Vista Community N 107742297-0000 10553 Wells Dr. # 164 Bungalow - Terra Vista Community N 107742297-0000 10562 Wells Dr. # 151 Bungalow - Terra Vista Community N 107742297-0000 10552 Wells Dr. # 154 Bungalow - Terra Vista Community N 107742297-0000 10555 Wells Dr. #166 Bungalow - Terra Vista Community N 107742297-0000 10568 Wells Dr. #150 Bungalow - Terra Vista Community N 107742297-0000 10558 WELLS DR, Unit 153 Bungalow - Terra Vista Community N 107742297-0000 10549 WELLS DR, Unit 165 Bungalow - Terra Vista Community N 109069108 7352 LUMINAIRE PL Day Creek Village N 22750415 6718 AVANA PL Day Creek Village N 022750414-0000 6728 AVANA PL Day Creek Village N 106220111 5934 SACRAMENTO AVE ADU w. Patio Cover N 109069108 12276 CHORUS DR Day Creek Village N 109069108 12265 CHORUS DR Day Creek Village N 109069108 12267 CHORUS DR Day Creek Village N 109069108 12270 CHORUS DR Day Creek Village N 109069108 12269 CHORUS DR Day Creek Village N 109069108 12278 CHORUS DR Day Creek Village N 109069108 12272 CHORUS DR Day Creek Village N 109069108 12271 CHORUS DR Day Creek Village N 109069108 12274 CHORUS DR Day Creek Village N 109069108 12268 CHORUS DR Day Creek Village N 109069108 7401 PALAZZO PL Day Creek Village N 109069108 7389 PALAZZO PL Day Creek Village N 109069108 7372 PALAZZO PL Day Creek Village N 109069108 7372 PALAZZO PL Day Creek Village N 109069108 7346 SOLSTICE PL Day Creek Village N 109069108 7362 SOSTICE PL Day Creek Village N 107449122-0000 11083 DEER CANYON DR Single Family EDR N 107742297-0000 10546 WELLS DR, Unit 155 Bungalow - Terra Vista Community N 107742297-0000 10533 WELLS DR, Unit 158 Bungalow - Terra Vista Community N 107742297-0000 10543 WELLS DR, Unit 161 Bungalow - Terra Vista Community N 107742297-0000 10542 WELLS DR, Unit 157 Bungalow - Terra Vista Community N 107742297-0000 10535 WELLS DR, Unit 160 Bungalow - Terra Vista Community N 107742297-0000 10545 WELLS DR, Unit 163 Bungalow - Terra Vista Community N 107742297-0000 10545 WELLS DR, Unit 163 Bungalow - Terra Vista Community N 107742297-0000 10529 WELLS DR, Unit 159 Bungalow - Terra Vista Community N 107742297-0000 10539 WELLS DR, Unit 162 Bungalow - Terra Vista Community N 107742297-0000 7720 HAYWOOD PL Bungalow - Terra Vista Community N 107742297-0000 7710 HAYWOOD PL Bungalow - Terra Vista Community N 107742297-0000 7698 HAYWOOD PL Bungalow - Terra Vista Community N 020927220-0000 9409 RETREAT PL, Unit 295 Lumin @ The Resort N 020927220-0000 9409 RETREAT PL, Unit 295 Lumin @ The Resort N 020927220-0000 9415 RETREAT PL, Unit 294 Lumin @ The Resort N 020927220-0000 11036 ENLIVEN DR Enliven @ The Resort N 021010204-0000 11033 ASPIRE DR Aspire @ The Resort N 108903136-0000 12250 FIREHOUSE CT Day Creek Villas N RDA Other 55 Development Agreement 020134158-0000 9180 19TH ST ADU N 107608101-0000 10078 Goldenrod Ct.Silver Ridge N 107742297-0000 10550 Wells Dr.Bungalow - Terra Vista Community N 107742297-0000 10530 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10531 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10541 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10552 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10532 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10535 Wildind Dr.Bungalow - Terra Vista Community N Housing with Financial Assistance and/or Deed Restrictions Demolished/Destroyed UnitsProject Identifier Page 135 107742297-0000 10545 Wilding Dr. Bungalow - Terra Vista Community N 107742297-0000 10548 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10528 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10529 Wilding Dr. Bungalow - Terra Vista Community N 107742297-0000 10539 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 7734 Haywood Pl Bungalow - Terra Vista Community N 107742297-0000 7742 Haywood Pl.Bungalow - Terra Vista Community N 107608101-0000 10088 Goldenrod Ct.Silver Ridge by Manning N 107608101-0000 10068 Goldenrod Ct. Silver Ridge by Manning N 107608101-0000 10098 Goldenrod Ct.Silver Ridge by Manning N 020118234-0000 5789 Cabrosa Pl SFR N 021010205-0000 11095 Summertree Dr Tempo at the Resort N 021010205-0000 11005 Summertree Dr.Tempo at the Resort N 021010205-0000 11001 Summertree Dr.Tempo at the Resort N 021010206-0000 9672 Aire Pl Nova at the Resort N 021010204-0000 9481 Retreat Pl Lumin @ The Resort N 021010204-0000 9475 Retreat Pl Lumin @ The Resort N 021010204-0000 9487 Retreat Pl Lumin @ The Resort N 021010204-0000 9463 Retreat Pl Lumin @ The Resort N 021010204-0000 9445 Retreat Pl Lumin @ The Resort N 021010204-0000 9427 Retreat pl Lumin @ The Resort N 020927220-0000 9457 Retreat Pl Lumin @ The Resort N 021010204-0000 9439 Retreat Pl Lumin @ The Resort N 021010204-0000 9421 Retreat Pl Lumin @ The Resort N 021010204-0000 11035 Enliven Dr.Enliven at the Resort N 021010204-0000 11032 Serene Dr. Enliven at the Resort N 021010204-0000 9368 Solaire Pl Aspire @ The Resort N 021010204-0000 9392 Solaire Pl Aspire @ The Resort N 021010205-0000 11009 Summertree Dr. Tempo at the Resort N 110001102-0000 7309 Emmett Way Etiwanda Crossing N 110001102-0000 7349 Emmett Way Etiwanda Crossing N 110001102-0000 7329 Emmett Way Etiwanda Crossing N 110001208-0000 7368 Shelby Pl Etiwanda Crossing N 110001205-0000 7308 Shelby Way Etiwanda Crossing N 110001206-0000 7328 Shleby Pl Etiwanda Crossing N 110001102-0000 7369 Emmett Way Etiwanda Crossing N 110001207-0000 7348 Shelby Pl Etiwanda Crossing N 107608101-0000 10085 Goldenrod Ct.Silver Ridge by Manning N 107608101-0000 10095 Goldenrod Ct.Silver Ridge by Manning N 107608101-0000 10075 Goldenrod Ct.Silver Ridge by Manning N 020723502-0000 8254 9th St.ADU N 021010206-0000 9636 Nova St.Nova at the Resort N 108951106-0000 6848 Etiwanda Ave ADU N 109069108-0000 7362 Palazzo Pl Day Creek Village N 022538113-0000 13275 Chickasaw Rd ADU N 021010206-0000 9652 Nova Pl Nova at the Resort N 107742297-0000 10570 Wilding Dr. Bungalow - Terra Vista Community N 107742297-0000 10560 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10551 Wilding Dr Bungalow - Terra Vista Community N 107742297-0000 10568 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10558 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10555 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10572 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10562 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10549 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 7750 Haywood Pl.Bungalow - Terra Vista Community N 107742297-0000 7760 Haywood Pl.Bungalow - Terra Vista Community N 107431112-0000 4974 Ginger Ct.SFR N 109069108 12230 Chorus Dr.Day Creek Villages N 109069108 12232 Chorus Dr.Day Creek Villages N 109069108 12226 Chorus Dr. Day Creek Villages N 109069108 12228 Chorus Dr.Day Creek Villages N 106226127-0000 9414 Banyan St.ADU N 020113217-000 5812 Villa Dr.ADU N 020706118-0000 8442 Camino Sur ADU N 022678205-0000 5061 Woodley Ridge Dr ADU N 020899114-0000 7819 Centennial Pl.ADU N 107742297-0000 10542 Huxley Dr Bungalow - Terra Vista Community N 107742297-0000 10532 Huxley Dr.Bungalow - Terra Vista Community N 107742297-0000 10522 Huxley Dr.Bungalow - Terra Vista Community N 107742297-0000 10532 Huxley Dr.Bungalow - Terra Vista Community N 107742297-0000 10528 Huzley Dr.Bungalow - Terra Vista Community N 107742297-0000 10518 Huxley Dr.Bungalow - Terra Vista Community N 107742297-0000 10546 Huxley Dr.Bungalow - Terra Vista Community N 107742297-0000 10536 Huxley Dr Bungalow - Terra Vista Community N 107742297-0000 10526 Huxley Dr.Bungalow - Terra Vista Community N 022948141-0000 13277 Oatman Dr.ADU N 021010205-0000 11034 Getaway Dr.Tempo at the Resort N 021010205-0000 11026 Getaway Dr.Tempo at the Resort N Page 136 021010205-0000 11030 Getaway Dr.Tempo at the Resort N 021010205-0000 11022 Getaway Dr.Tempo at the Resort N 021010205-0000 11058 Getaway Dr.Tempo at the Resort N 021010205-0000 11052 Getaway Dr.Tempo at the Resort N 021010205-0000 11048 Getaway Dr.Tempo at the Resort N 021010205-0000 11042 Getaway Dr.Tempo at the Resort N 021010205-0000 11038 Getaway Dr.Tempo at the Resort N 021010205-0000 11059 Glass Dr.Tempo at the Resort N 021010205-0000 11056 Glass Dr.Tempo at the Resort N 021010205-0000 9552 Bluewater Pl Tempo at the Resort N 021010205-0000 9560 Bluewater Pl Tempo at the Resort N 021010205-0000 9570 Bluewater Pl Tempo at the Resort N 021010205-0000 11052 Glass Dr Tempo at the Resort N 021010205-0000 9556 Bluewater Dr.Tempo at the Resort N 021010205-0000 9566 Bluewater Dr.Tempo at the Resort N 021010205-0000 11055 Glass Dr Tempo at the Resort N 109069146-0000 12158 Rising Star Dr.Day Creek Villages N 022527154-0000 11329 Cougar Ct.SFR N 107449124-0000 11063 Deer Canyon Dr SFR N 106167108-0000 5569 Topaz St ADU N 022572119-0000 5727 Chandler Ct ADU N 020839101-0000 7880 Montara Ave ADU N 107742297-0000 10520 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10521 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10522 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10525 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10518 Wilding Dr.Bungalow - Terra Vista Community N 107742297-0000 10519 Wilding Dr.Bungalow - Terra Vista Community N 106202119-0000 8344 Jennet Dr.ADU N 020206149-0000 9385 19th St.Demolition of 8 Structures N 8 Demolished O 020920120-0000 9931 8th St.Demolish 1000SF House N 1 Demolished O 106126101-0000 5367 Carnelian St Demolish House and Site Fixtures N 1 Demolished O 020726246-0000 8810 9th St.Demo Home and Garages N 1 Demolished O Page 137 Jurisdiction Rancho Cucamonga ANNUAL ELEMENT PROGRESS REPORT Reporting Year 2019 (Jan. 1 - Dec. 31)Housing Element Implementation (CCR Title 25 §6202) 1 3 4 RHNA Allocation by Income Level 2013 2014 2015 2016 2017 2018 2019 2020 2021 Total Units to Date (all years) Total Remaining RHNA by Income Level Deed Restricted 18 Non-Deed Restricted Deed Restricted 11 Non-Deed Restricted Deed Restricted 140 Non-Deed Restricted 31 Above Moderate 340 388 425 171 296 255 300 1835 848 388 425 171 356 255 440 2035 321 Note: units serving extremely low-income households are included in the very low-income permitted units totals Cells in grey contain auto-calculation formulas 18 This table is auto-populated once you enter your jurisdiction name and current year data. Past year information comes from previous APRs. 171Moderate 209 141 158 Please contact HCD if your data is different than the material supplied here 11 2 Table B Regional Housing Needs Allocation Progress Permitted Units Issued by Affordability 191 130 Total RHNA Total Units Income Level Very Low Low Page 138 Jurisdiction Rancho Cucamonga Reporting Year 2019 (Jan. 1 - Dec. 31) 1 2 3 4 Name of Program Objective Timeframe in H.E Status of Program Implementation Program HE-1: Inventory of Residential Sites Monitor the sites inventory annually to assess the City's continued ability to facilitate a range of residential housing types. Provide an inventory of vacant residentially zoned properties to interested affordable housing developers after adoption of the Housing Element. Annually update the listing to promote the continued availability and marketability of the identified properties. 2021 As part of the 2013 Housing Element update, the City prepared a map identifying the Vacant Uncommitted Residential Land within the City. This inventory assesses the City's continued ability to facilitate a range of residential housing types. Program HE-2: Mobile Home Park Conservation Continue to encourage the conservation of mobile home parks and discourage the conversion of mobile home parks to other uses in order to maintain a valuable source of affordable housing. Continue to promote the conservation of mobile home parks through implementation of the Mobile Home Accord (Program HE-9) that serves as a rent stabilization agreement between the City and mobile home park owners, implementation of the Mobile Home Rental Assistance Program (Program HE- 10) 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. 2021 The Mobile Home Accord was amended in 2016 and will expire in 2026. The Mobile Home Accord serves as a rent stabilization agreement between the City and 7 of the 8 mobile home park owners. The Mobile Home Rental Assistance Program provides a monthly rental subsidy to 42 low-income mobile home households. Housing Programs Progress Report Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element. Table D Program Implementation Status pursuant to GC Section 65583 ANNUAL ELEMENT PROGRESS REPORT Housing Element Implementation (CCR Title 25 §6202) Page 139 Program HE-3: Condominium Conversion Ensure compliance with the City's Condominium Conversion Ordinance. Annually monitor the rate of conversion to determine if modifications to the ordinance are needed to maintain a healthy rental housing market. 2021 No applications were submitted under the City's Condominium Conversion Ordinance. Program HE-4: Mixed Use District Utilize the Mixed Use District to provide development standards ranging from 14 to 30 dwelling units per acre. Utilize appropriate development standards to achieve 30 units per acre on the four identified Mixed Use District properties, potentially achieving 1,035 dwelling units on 34.5 acres of land. 2021 The City amended its Development Code to establish specific development standards for the City's Mixed Use (MU) Districts. Specifically identifying standards for increased density, increased building height, reduced building setbacks, and landscape coverage. Program HE-5: First Time Homebuyer Program Annually monitor the participation of all existing property owners assisted through the First Time Homebuyer program. As this activity was previously RDA funded, the continued monitoring of this program will not provide new funds or allow for new applicant participation. 2021 The City continues to monitor the participation of all existing property owners assisted through the First Time Homebuyer Program to ensure compliance with all program requirements. There are currently 76 loans outstanding including 63 RDA funded and 3 NSP funded. Program HE-6: Neighborhood Stabilization Program Acquire 12 properties for participation in the two NSP funded activities making 10 properties available through the Acquisition/Rehabilitation and Resale program and 2 properties available to local non-profit housing providers through the Acquisition/Rehabilitation and Reuse program. Implement program close out consistent with HUD's "Notice of Neighborhood Stabilization Program; Close Out Requirements and Recapture." 2021 In 2018, the City sold the last remaining single-family property acquired through the City’s participation in HUD's NSP program. During 2019 the City will initiate close out consistent with HUDS Close Out Requirements. Program HE-7: Section 8 Promote the use of Section 8 by making program information available at the public counter and community facilities. Encourage non-profit service providers to refer eligible clients to the Section 8 program for assistance. Coordinate with the HACSB to prioritize vouchers to be set aside for extremely low-income households. Provide Section 8 information to owners of small rental properties to encourage acceptance of Section 8 vouchers. 2021 The City continues to promote the Housing Choice Voucher program operated by the HACSB. Page 140 Program HE-8: Mobile Home Accord Continue to administer the Mobile Home Accord.2021 The Mobile Home Accord was updated in 2016 and will expire in February 2026. The Mobile Home Accord serves as rent stabilization agreement between the City and 7 of the 8 mobile home park owners. Program HE-9: Mobile Home Rental Assistance Program Continue to administer and market the program to 122 households annually. Monitor the participation of all existing participants assisted through the program on a monthly basis. As this activity was previously RDA funded, the continued monitoring of this program will not provide new funds or allow for new applicant participation. As existing participants drop out of the program no new households will be permitted. 2021 The City annually recertifies all program participants. There are currently 34 participants in the Mobile Home Rental Assistance Program. Program HE-10: Preservation of At-Risk Units Continue to keep in contact with the owners of projects with units due to convert to market rate to determine the status of projects with respect to the expiration of regulatory agreements. Continue to contact the owners of all units at risk and discussed options for retaining restricted affordable units. Work with private non-profit agencies interested in purchasing and/or managing units at-risk, including but not limited to 501(c)(3) Housing Development Corporations. On a case- by-case basis, provide technical assistance to these organizations with respect to organization and financing. On a case-by-case basis as opportunities arise, enter into agreements with property owners to preserve existing affordable housing units. 2021 There are currently 265 units at-risk of conversion to market rate. All 265 units are located within 4 apartment complexes, with affordability covenants monitored by the Housing Authority of the County of San Bernardino (HACSB). Program HE-11: Inclusionary Ordinance Initiate a Committee to consider the feasibility of establishing an Inclusionary Ordinance as a means to create opportunities for the development of affordable housing units. 2021 The City has initiated the formation of a Committee to consider the feasibility of establishing an Inclusionary Ordinance. Three meetings are tentatively scheduled to discuss the contents, feasibility, impacts, etc of an inclusionary zoning ordinance. The committee will assist the City will forming a recommendation in anticipation of any State mandated requirements related to inclusionary housing. Program HE-12: Hillside Development Regulations Continue to monitor residential development on slopes 8 percent and greater for compliance with the Hillside Development Regulations. Continue to evaluate and improve hillside development processing procedures to facilitate residential development in hillside areas. 2021 The City has initiated the review of the hillside development standards and is currently working towards establishing new processing procedures and standards. The review includes various workshops with residents and property owners in hillside areas and will ultimately result in a recommendation to City Council at a future date. Page 141 Program HE-13: Crime Prevention Through Environmental Design When funding resources become available, establish CPTED concepts to evaluate single-family and multi-family developments and write CPTED guidelines to improve the safety of new residential developments. Add to the Planning Department work program and complete when funding sources become available. 2021 No activity occurred in the implementation of this program due to a lack of funding/resources. The City will, however, budget for funds to initiate a CPTED development review and draft guidelines in the 2020 reporting period. Program HE-14: Homeowner Rehabilitation Programs Assist 40 households annually through the Home Improvement Program. Continue to promote the availability of these funding opportunities through occasional articles in the "Grapevine", a quarterly publication by the Community Services Department, announcements on the local public access channel RCTV-3, and program information and applications at the Planning Department public counter, and various community facilities. 2021 The City's CDBG funded Home Improvement Program assisted approximately 30 low-income households during 2019. Program HE-15: Mills Act Contracts Monitor existing Mills Act contracts and promote the program to assist in the preservation of historic resources. 2021 The City continues to monitor existing Mills Act contracts. No new contracts were entered into during 2019. Program HE-17: Graffiti Removal Continue to provide graffiti removal services to the residents of LMA eligible Census Tract Block Groups within the City. 2021 This CDBG funded activity removed roughly 50,000 square feet of graffiti in 2019. Program HE-18: Housing for Persons with Special Needs Continue to fund a wide variety of nonprofit organizations providing services for homeless people, and those at risk of homelessness, through the Consolidated Plan process. Amend the Development Code within twelve months of adopting the Housing Element, or at the time of application submittal, to establish objective standards for emergency shelters including the maximum number of beds, provision of onsite management, length of stay, and security as allowed by SB 2. 2021 The City continues to fund a variety of nonprofit organizations that provide services for homeless people and those at-risk of homelessness. The Development Code was not amended within twelve months of adoption to establish objective standards for emergency shelters. The City is planning to undertake a series of Development Code amendments in 2020 to complete this portion of the program. Program HE-19: Regulatory Incentives Continue to approve General Plan Amendments, Development Code Amendments, Conditional Use Permits, Variances, Minor Exceptions, and Density Bonuses as appropriate while balancing the goal of preserving established residential neighborhoods. 2021 The City continues to implement regulatory incentives to facilitate the development of quality housing that furthers City goals. Page 142 Program HE-20: Financial Incentives Assist as appropriate the construction of affordable housing projects that address the City's housing needs. Seek opportunities to leverage housing resources with those of for-profit groups, developers, and nonprofit groups in the community. Prioritize projects that include components for extremely low-income households and large households. 2021 The City encourages and facilitates the construction of affordable senior and family housing projects. The City will be finalizng for occupancy one affordable senior housing project in the 2020 reporting period and beginning the construction of a second project which will also be ready for occupancy in the 2020 time period. Program HE-21: Permit Processing Continue to evaluate and improve the permit processing procedures to facilitate residential development. Within twelve months of the adoption of the Housing Element, revise the development review process to establish fast-tracking procedures for those residential development projects that include housing for large households and lower income households, especially extremely low income households. 2021 The City continues to evaluate and improve the permit processing procedures to facilitate residential development. The City did not revise the development review procedures to establish fast tracking procedures for specific residential developments within 12 months of approval; however, it is targeted for completion by July 2020. Program HE-22: Development Fees Pursue the availability of additional funds for infrastructure improvements needed to support affordable and special needs housing. Pursue the establishment of development fee waivers and development fee deferrals for those residential development projects that include housing for large households and lower income households, especially extremely low income households. 2021 The City provides opportunities for development fee waivers and development fee deferrals, particularly for those residential development projects that include housing for large households and lower income households, especially extremely low income households. Program HE-23: Analyze Development Fees on the Supply and Affordability of Housing Within twelve months of the adoption of the Housing Element, analyze the impacts of increased development fees on the supply and affordability of housing and commit to biennial monitoring. Promote the financial feasibility of development affordable to lower income households. 2019 The City continues to evaluate application fees on an annual basis; however, fees were not analyzed for their impact on the supply and affordability of housing. The current fee schedule was adopted by the City Council in 2018, becoming effective on January 1, 2019. The fee schedule was then updated July 1, 2019 to reflect the CPI increase. Page 143 Program HE-24: Fair Housing Continue to contract with local fair housing providers to provide educational, advocacy, and mediation services for the City. Continue to provide fair housing and landlord/tenant counseling resources on the City website and make fair housing and landlord/tenant counseling brochures available at public counters and community facilities. Continue to periodically prepare an Analysis of Impediments to Fair Housing Choice and implement its findings. 2021 The City provides fair housing services through the CDBG program. This CDBG funded activity annually assists approximately 206 households. Page 144 Jurisdiction Rancho Cucamonga Reporting Year 2019 (Jan. 1 - Dec. 31) Current Year Deed Restricted 0 Non-Deed Restricted 0 Deed Restricted 0 Non-Deed Restricted 0 Deed Restricted 140 Non-Deed Restricted 0 300 440 6 1,196 3 1,193 0 0 0 0 Income Rental Ownership Total Very Low 0 0 0 Low 0 0 0 Moderate 0 0 0 Above Moderate 0 0 0 Total 0 0 0 Cells in grey contain auto-calculation formulas Income Level Very Low Low Moderate Above Moderate Units Constructed - SB 35 Streamlining Permits Number of Streamlining Applications Approved Total Developments Approved with Streamlining Total Units Constructed with Streamlining Total Housing Applications Submitted: Number of Proposed Units in All Applications Received: Total Housing Units Approved: Total Housing Units Disapproved: Total Units Housing Applications Summary Use of SB 35 Streamlining Provisions Note: Units serving extremely low-income households are included in the very low- income permitted units totals Number of Applications for Streamlining Building Permits Issued by Affordability Summary Page 145 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Anne McIntosh, AICP, Planning Director David F. Eoff IV, Senior Planner Ruth Cain, CPPB, Procurement Manager SUBJECT:CONSIDERATION TO APPROVE A CONTRACT WITH COMMUNITY WORKS DESIGN GROUP FOR A TOTAL AMOUNT NOT TO EXCEED $223,235.00 FOR DESIGN SERVICES FOR THE CENTRAL PARK DOG PARK TO BE INITIALLY FUNDED FROM COMMUNITY SERVICES CAPITAL PROJECTS FUND (12744015650/20222740) AND REIMBURSED THROUGH A GRANT FROM THE STATE OF CALIFORNIA, ADMINISTERED BY OFFICE OF GRANTS AND LOCAL SERVICES (OGALS). RECOMMENDATION: Staff recommends that City Council approve and execute a contract with Community Works Design Group for contract design services for the Central Park Dog Park. BACKGROUND: In 2017 the Rancho Cucamonga City Council approved efforts for a Central Park Master Plan Update. The update was designed to create a vision for the remaining park space and identify smaller, buildable sections comprised of financially responsible amenities. These smaller sections, roughly 3 to 10 acres in size, would establish a framework for a comprehensive communityinspired vision that could be implemented when funding becomes available. One of the notable changes that occurred with the master plan update was the inclusion of a new dog park. During the community outreach and public input process, the dog park was identified as a high priority by the residents and emerged as one of the top “passive facilities” for Central Park. The result was a 4.4acre site on the Central Park phasing plan designated for a new dog park facility. In 2019, the City was awarded a grant in the amount of $3 million dollars from the State of California as part of the 20192020 State budget. The funding was specifically requested for the dog park because it is one of the smaller segments of the overall master plan, and many of the dog park components will be useful for future improvements to Central Park. The dog park also gained high interest from the community, which expressed a desire for a centrally located dog park that could effectively serve more residents. The State Department of Parks and Recreation and the Office of Grants and Local Services (OGALS) is responsible for overseeing the grant administration. On October 2, 2019, the City Council adopted Resolution No. 19086, approving the filing of all project applications associated with the specified grant funds and entering into a contract with the State Department of Parks and Recreation. A copy of the Resolution has been provided to OGALS for their records. Page 146 DATE: March 18, 2020TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Anne McIntosh, AICP, Planning DirectorDavid F. Eoff IV, Senior PlannerRuth Cain, CPPB, Procurement ManagerSUBJECT:CONSIDERATION TO APPROVE A CONTRACT WITH COMMUNITY WORKSDESIGN GROUP FOR A TOTAL AMOUNT NOT TO EXCEED $223,235.00FOR DESIGN SERVICES FOR THE CENTRAL PARK DOG PARK TO BEINITIALLY FUNDED FROM COMMUNITY SERVICES CAPITAL PROJECTSFUND (12744015650/20222740) AND REIMBURSED THROUGH A GRANTFROM THE STATE OF CALIFORNIA, ADMINISTERED BY OFFICE OFGRANTS AND LOCAL SERVICES (OGALS). RECOMMENDATION:Staff recommends that City Council approve and execute a contract with Community Works DesignGroup for contract design services for the Central Park Dog Park.BACKGROUND:In 2017 the Rancho Cucamonga City Council approved efforts for a Central Park Master Plan Update.The update was designed to create a vision for the remaining park space and identify smaller, buildablesections comprised of financially responsible amenities. These smaller sections, roughly 3 to 10 acresin size, would establish a framework for a comprehensive communityinspired vision that could beimplemented when funding becomes available. One of the notable changes that occurred with themaster plan update was the inclusion of a new dog park. During the community outreach and publicinput process, the dog park was identified as a high priority by the residents and emerged as one of thetop “passive facilities” for Central Park. The result was a 4.4acre site on the Central Park phasing plandesignated for a new dog park facility.In 2019, the City was awarded a grant in the amount of $3 million dollars from the State of California aspart of the 20192020 State budget. The funding was specifically requested for the dog park because itis one of the smaller segments of the overall master plan, and many of the dog park components will beuseful for future improvements to Central Park. The dog park also gained high interest from thecommunity, which expressed a desire for a centrally located dog park that could effectively serve moreresidents.The State Department of Parks and Recreation and the Office of Grants and Local Services (OGALS)is responsible for overseeing the grant administration. On October 2, 2019, the City Council adoptedResolution No. 19086, approving the filing of all project applications associated with the specified grant funds and entering into a contract with the State Department of Parks and Recreation. A copy of the Resolution has been provided to OGALS for their records. COUNCIL GOAL(S) ADDRESSED: The execution of this contract supports the Council’s goal of contributing to active and healthy lifestyles and providing attractive community service facilities that adequately meet the community’s needs. ATTACHMENTS: Description Attachment 1 Community Works Design Group Proposal ANALYSIS: A detailed scope of services was provided to the Procurement Division for the purposes of selecting a consulting firm to work alongside City staff to provide design and construction document services for the dog park project. A formal Request for Proposals (“RFP”)#19/20024 for Dog Park Consulting Design Services was posted and advertised in Planet Bids. There were one thousand and fortyfive (1045)notified vendors, forty (40) prospective vendors downloaded or reviewed the proposal documentation and five (5) responses were received with one (1) response being considered as non responsive for an incomplete submittal. An evaluation panel was formed, and the proposal responses were evaluated and rated in accordance with the criteria identified in the RFP. All four (4) vendors were invited in to interview with the evaluation panel. After review of the rating results from the interview process, staff found that the best team to complete this effort was Community Works Design Group of Riverside, CA. Community Works Design Group will be responsible for preparing full design drawings for the dog park and full construction drawings that will be used for an ensuing RFP for construction services. The grant performance period is from July 1, 2019 through June 30, 2022. The dog park project has a set completion date to be operational by no later than December of 2021. The design and construction plans are anticipated to be complete by August/September of this year, with construction beginning thereafter around December 2020/January 2021. FISCAL IMPACT: The total upfront cost of the City for this contract with Community Works Design Group is in an amount not to exceed $223,235.00. Staff requests an appropriation of $223,235.00 from the Community Services Department Capital Project fund (12744015650) to fund the contract for Community Works Design Group. Once the project is complete (fully constructed) and accepted by OGALS, the City will request reimbursement for the overall cost of the dog park from the State through the specified grant funds. The reimbursement will offset the cost associated with consultant design services, construction and construction management services, among others, minimizing the fiscal impact to primarily staff time for project management and processing, and future maintenance for the dog park Page 147 dog park consulting proposal (#19/20-019) for: submitted by: design services submitted by:submitted by: Page 148 Respectfully submitted, COMMUNITY WORKS DESIGN GROUP Timothy I. Maloney ASLA, CPRS Scott Rice ASLA, LEED AP, CASp President Vice President Landscape Architect CA# 2110 / NV# 389 Landscape Architect CA #5111 / NY #2645 tim@cwdg.fun Certiﬁ ed Access Specialist CASp-709 (951) 369-0700 x203 (951) 369-0700 x208 scott@cwdg.fun November 21, 2019 submitted online via PlanetBids CITY OF RANCHO CUCAMONGA - PROCUREMENT DIVISION Attn: Ruth Cain, Procurement Manager 10500 Civic Center Drive Rancho Cucamonga, CA 91730 RE: Proposal for Dog Park Consulting Services (RFP #19/20-019) Dear Ms. Cain and Members of the Consultant Selection Committee: On behalf of the Park Planning and Landscape Architecture ﬁ rm of Community Works Design Group (CWDG), we are pleased to present this proposal to provide professional design services for the design of the City of Rancho Cucamonga’s premiere Dog Park facility within Central Park. Our team has reviewed the proposed Dog Park site as described within the City’s Request for Proposals as well as within the latest Central Park Master Plan update. We have begun to envision how our community-centered process can best assist the City in the realization of a completed dog park that will best accommodate Rancho Cucamonga’s two- and four-legged residents for decades to follow. This proposal shall remain valid for a period of not less than 60 days from the date of submittal. The members of the Design Team and I appreciate your consideration of our team for the design of the City’s Dog Park. 4649 Brockton Avenue - Riverside, CA 92506 - (951) 369-0700 / (951) 369-4039 fax- www.cwdg.fun Scott t RiRRRRRRRRceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee ASLA, LEED A Vi ce PPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPrerererrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrsisisisisiisisiisiiiiiiiiiiisisisiiiiiiiiiiisisiiiiiiiiiiisiisiisiiiiiiiiiiiiisisisisssssssssssssssssdedddddddddddddddddddddddddddddntnttttttttt Ld Ahi C Page 149 iii PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 TABLE OF CONTENTS A. EXECUTIVE SUMMARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 B. EXPERIENCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 C. THIRD-PARTY/ SUBCONTRACTORS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 D. STAFF BIOGRAPHIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 E. PROPOSAL RESPONSE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 F. REQUIRED EXHIBITS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Page 150 1 PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 A. EXECUTIVE SUMMARY Page 151 2 EXECUTIVE SUMMARY The City of Rancho Cucamonga has worked very well with their current master planning consultant to develop the general sizing, placement and layout of the Dog Park within Central Park, based on an extensive and well-documented community input process. While there are many advantages to utilizing the same consultant team for the continuation of the project, it is in the City and its residents’ best interest to switch to a local , readily available team to carefully expedite the project through construction. Community Works Design Group has both the proven experience and bandwidth necessary to supercharge the preparation of ﬁ nal design and development of the Dog Park plans. Not only does our ﬁ rm have a wealth of Dog Park-speciﬁ c design experience, but we also have an excellent track record when it comes to fast- paced design development and construction documentation. We are there when you need us - and can be on site or at City Hall within a matter of minutes as opposed to hours. Our multi-disciplinary team will be led by Scott Rice, Vice President of CWDG. Not only is Scott a seasoned park planner, with over 100 park design projects completed during his professional career, but he is one of only three licensed Landscape Architects within the State of California that is also a Certiﬁ ed Access Specialist (CASp). There are numerous ADA accessibility challenges for new construction in general, but these challenges are ampliﬁ ed in exterior spaces with signiﬁ cant changes in elevation, like what is present at the Central Park site in relation to Base Line Road. PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Rancho Mirage Dog Park - 2017 CPRS Award of Excellence Winner - Park Planning Specialty Class 1; Designed by Community Works Design Group Page 152 3 PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 B. EXPERIENCE Page 153 Community Works Design Group does what its name implies - it assists communities with the design of park projects that “Work”. Our focus is on park and recreation and municipal projects and has been since day one in 1985. (That’s 34 Years!!!) We come from “your side of the fence”. Tim Maloney worked in municipal park and recreation departments. Tim Maloney worked for the City of San Luis Obispo as a Park Planner, and Scott Rice has served as the City Landscape Architect for City of Highland continuously since 2005. We are midway through a multi-year ownership succession plan, where 100% ownership of the company is being transferred from Tim Maloney to Scott Rice. Currently, Mr. Maloney and Mr. Rice each own a 50% share of Community Works Design Group. 4 Community Wor ks Design Group does what its name implies - it assists communities with the design of park projects that “Work”. Our focus is on park and recreation and municipal projects and has been since day one in 1985. (That’s 34 Years!!!) We come from “your side of the fence”. Tim Maloney worked in municipal park and recreation departments. Tim Maloney wor ked for the City of San Luis Obispo as a Park Planner, and Scott Rice has served as the City Landscape Architect for City of Highland continuously since 2005. We are midway t hrough a multi-year ownership succession plan, where 100% ownership of the company is being transferred from Tim Maloney to Scott Rice. Currently, Mr. Maloney and Mr. Rice each own a 50% share of Community Wor ks Design Group. EXPERIENCE: FIRM/ TEAM OVERVIEW COMMUNITY WORKS DESIGN GROUP - LLC (CWDG) Landscape Architecture - Planning 4649 Brockton Avenue Riverside, California 92506 (951) 369-0700 Federal I.D. 82-1854334 Registered Small Business #1769579 Community Works Design Group was established in 1985 and provides municipal planning services throughout the State of California. The ﬁ rm focuses on Park, Recreation, Streetscape and Trails Planning projects. CWDG has a ready and available staff of seven highly professional individuals. We draw on three Licensed Landscape Architects, two of whom are LEED Accredited Professionals, as well as an in-house Civil Engineering, Certiﬁ ed Irrigation Designer/ Certiﬁ ed Landscape Irrigation Auditor, and Certiﬁ ed Access Specialist. PRINCIPALS: Tim Maloney ASLA, CPRS - President Scott Rice ASLA, LEED AP, CASp - Vice President “Designing your Dreams” starts here at our two story design studio - complete with an indoor spiral slide and a 25’ swing! PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 “Designing your Dreams”starts here at our CWDG has designed over 250 park projects in our 34 year history, including 5 dog parks within the past 5 years Page 154 STAFF AVAILABILITY: All staff members listed in this proposal are available to begin work immediately upon City request. We guarantee that we will adjust our master schedule to dedicate sufﬁ cient resources to expediting the Rancho Cucamonga Dog Park project. ORGANIZATION AND SCHEDULING: We will provide the City with a critical path schedule, prepared in Microsoft Project, and will adhere to the schedule we present. Our ofﬁ ce holds weekly Staff Meetings where we review ALL of our current projects, and the Principals have total accountability with the Project Managers to adhere to all set deadlines. We will keep key staff consistent, so that everyone remains on the same page. DELIVERABLES: We will provide all levels of deliverables outlined in the proposal. We utilize a wide variety of software, including AutoCAD 2019, Adobe Creative Cloud, Microsoft Ofﬁ ce, SketchUp Pro 3-d, and much more. We will provide hard copy and digital media in PDF or any requested format. OUR APPROACH: Our approach to design and quality control is unique to the industry. Every design project is assigned one Licensed Landscape Architect as Project Principal, one Licensed Landscape Architect as Project Manager, and one Assistant Project Manager. CWDG realizes that our success is based on our ability to deliver projects on time and within budget. This team approach will guarantee that the project comes in on budget and stays on budget with minimal change orders. CWDG can also offer complete construction administration and construction management services to assist the City at whatever level is desired. WHAT SETS CWDG APART: While there are many similarities between municipal design projects, we have developed an understanding of what it takes for a project to truly stand apart and shine, as evidenced in our consistent winning of CPRS Awards PROJECT MANAGEMENT, STAFF AVAILABILITY AND DETAILED PROJECT WORK PLAN 5 Page 155 6 of Excellence in Park Planning and APWA Project of Merit awards. Our team offers a wide variety of in- house services, such as Irrigation Auditing via our Certiﬁ ed Landscape Irrigation Auditor, and Accessibility Evaluation from our Certiﬁ ed Access Specialist (CASp), that are dovetailed into our ﬁ nal products. WORKING WITH CITY STAFF AND POLICY-MAKING AGENCIES AND STAKEHOLDERS: As we have worked on park projects all over the Inland Empire and beyond, our team is very well versed in the intricacies of the region. We maintain a great rapport and positive working relationship with each and all of our primary municipal clients. We are conﬁ dent that we can continue providing the high quality of service the City has come to expect from CWDG into the future! OUR “NOT SO SECRET” INGREDIENT TO SUCCESSFUL PROJECTS is remaining in close, ongoing communication with the City and all key stakeholders throughout the life of the project - from concept to construction! OUR RECORD OF MEETING SCHEDULES ON SIMILAR PROJECTS: We invite you to contact our listed references for conﬁ rmation of CWDG’s ability to meet deadlines and critical path schedule milestones. This is especially apparent with our various projects for the City of Perris, where the project funding was directly connected to grant deadlines. PENDING LITIGATION: Our ﬁ rm has NO pending litigation that would affect our ability to deliver expedited design development and construction documents, nor provide construction support services to the City of Rancho Cucamonga. The City of Ojai has had many successes in working with the Community Works Design Group team for many years on various projects - from skate park design and management to the Sarzotti Park Master Plan. Their creativity and willingness to work well beyond the scope of the project in order to exceed our City’s needs is just extraordinary. They have always been there for our City and they have always been on time and within budget time and time again. Steve McClary - City Manager City of Ojai TT m““Timothy Maloney Licensed Landscape Architect (State of California) 2110 Expires 10/31/21 Scott Rice Licensed Landscape Architect (State of California) 5111 Expires 12/31/20 Allison Rush Licensed Landscape Architect (State of California) 6378 Expires 11/30/21 Grosvenor (Bud) Fish Professional Engineer - Civil (State of California) 61342 Expires 6/30/21 Scott Rice Certiﬁ ed Access Specialist (CASp) 709 Expires 8/12/22 Kay Kite Certiﬁ ed Irrigation Designer/ Auditor (CID/ CLIA) 6190 Expires 7/31/20 ACTIVE LICENSES AND CERTIFICATIONS PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 156 ““Community Works Design Group has been the City of Highland’s exclusive Landscape Architectural firm since 1990. Their commitment to the City is reflected in their quality of work, timely response and customized solutions to our challenges, and overall responsiveness. - Lawrence A. Mainez, Community Development Director - City of Highland Community Works Design Group has been the City of Highland’s exclusive Landscape Architectural firm C since 1990. Their commitment to the City is reflected in their quality of work, timely response and s customized solutions to our challenges, and overall responsiveness. - Lawrence A. Mainez, Community Development Director - City of Highland 7 We understand the importance of deﬁ ning realistic construction costs and cost increase projections when utilizing grant funds. Our ﬁ rm excels in this type of cost estimating in house, as we regularly prepare detailed construction plans, details, speciﬁ cations and estimates for park projects, and strive to make our construction drawing packages the most biddable and buildable across the industry. Since we perform Landscape Plan Check for various agencies, our ﬁ nger remains on the pulse of the industry, and are able to glean tips and tricks to making plans more readable, maintaining a good balance of notes and clariﬁ cations without overwhelming the drawings with redundant information. We are regularly receiving bids for various public work projects. Upon receiving the bid we also request from the two apparent low bidders their unit prices. We incorporate these updated unit prices into our own in-house cost estimates. This allows our ﬁ rm to provide up-to date cost estimates for our clients. We just received bids in mid August for an $18 million park expansion and renovation in Rialto. Our Construction Estimate for the project was $18.2 million for the entire project. We received 11 competitive bids with the low bid being $15.8 million and the high at $21.8 million. We always shoot for our estimates to be “in the middle”. The table below was provided by and developed by the City of Rialto for Frisbie Park Expansion. COST ESTIMATING y PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 157 REFERENCES 8 Community Works Design Group (CWDG) excels in providing Landscape Architectural and Park Planning Services for our municipal clients. We encourage you to reach out to the following clients for a candid assessment of our ability to maintain proactive, dedicated service on the successful execution of multiple projects: Project Principals: Scott Rice (Design) Tim Maloney (QA/QC) Project Manager: Allison Rush CWDG has served as prime consultant for various Park Planning Services at various City park sites, including community design process, conceptual design, 3d modeling, construction drawings, and construction administration. CWDG Stafﬁ ng: Services rendered within past 3 years (since 2016): Client: Sabrina Chavez, Director of Community Services and Housing (951) 943-6603 schavez@cityofperris.org Contact: Enchanted Hills Park - Prop 68 Grant Application submitted August 2019 Goetz Park, Phase II - Currently Preparing Construction Docs Mercado Park -Past CPRS Award of Excellence Winner in Park Planning Reference Projects: CITY OF PERRIS Above: Final Concept for Goetz Park Expansion, July 2019 Top and Bottom Left: CWDG worked diligently with the City of Perris and their Grant Writing Consultant on the expedited preparation of multiple design options, narrowed down through active community participation. PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 158 9 Project Principals: Tim Maloney and Scott Rice Project Managers: Scott Rice, Kay Kite, Allison Rush CWDG served as prime consultant for various Park Planning Services at ﬁ ve City park sites for $25+ million in park improvements, including community design process, conceptual design, 3d modeling, construction drawings, construction administration. CITY OF RIALTO CWDG Stafﬁ ng: Services rendered within past 3 years (since 2015): Client: Hector Gonzalez, Principal Civil Engineer | (909) 820-2602 | hgonzalez@rialtoca.gov Perry Brents, Director of Community Services | (909) 820-8035 | pbrents@rialtoca.gov Contact: Bud Bender Park: Renovation to Existing 8 acre Park ($2.5 M/ Comp. 2016); Joe Sampson Park: 8 acre New Neighborhood Park ($5.5 M/ Opened February 2019); Frisbie Park:16.7 acre Park Renovation and Expansion ($18 M/ Currently Bidding) Design fees for the above-listed projects were approximately 4%-6% of estimated construction cost, varying depending on complexity and detail of each project. Reference Projects: The Bud Bender Park Improvement project involved the coordination between multiple City departments, local residents and key stakeholders. CWDG worked diligently to provide modern park improvements including a regulation Pony League field while preserving large shade trees, a group picnic shelter, and a historic adobe building. Before Renovation (2014) During Renovation (2015) After Renovation (2016) PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 159 10 CITY OF RIALTO (continued)Client: • Dry-stream infiltration feature along its south and west perimeter, constructed of rock harvested during on-site grading operations Joe Sampson Park: 8 ac. New Neighborhood Park ($5.5 M/ Opened February 2019) Notable Features: • Custom “Rialto” bridge over dry stream at main entry • California-friendly planting palette, generally consisting of low water use plants, irrigated by Calsense ET adjusted controller • Porous rubberized jogging track at perimeter of sports field, keeping overspray off impervious surfaces ““We found the CWDG team, led by Scott Rice, to be very proactive, friendly, and detailed throughout the construction of Joe Sampson Park. Sam Kasbar, VP KASA Construction samk@kasaconstruction.com PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 160 11 CITY OF RIALTO (continued)Client: We have provided a few more examples of renderings that were prepared by CWDG and utilized during the public outreach phases of the Frisbie Park Renovation and Expansion project for the City of Rialto. Frisbie Park: 16.7 ac. Renovation + Expansion ($18 M/ Currently Under Construction) W hh id d f l f • Park designed with direct input from City Maintenance staff, including materials selection, amenity arrangement to allow proper clearances for service equipment Notable Features: • Complete analysis and renovation of all accessibility (ADA) aspects of existing park, led by CWDG’s in- house Certified Access Specialist (CASp) • Several existing heritage trees protected in place Frisbie Park Expansion - Construction Progress as of September 3, 2019 PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 161 12 CITY OF ONTARIO, CALIFORNIAClient: Project Principals: Tim Maloney and Scott Rice Project Manager: Allison Rush CWDG, in the capacity as an On-Call Landscape Architecture consultant for the City of Ontario, assisted the City in the community design process, conceptual design for a Proposition 68 Grant Application. CWDG Stafﬁ ng: Services rendered within past 3 years (since 2016): Tito Haes, Executive Director of Public Works (909) 395-2625 thaes@ontarioca.gov Contact: Galanis Park - Prop 68 Grant Application submitted August 2019; Celebration Park Amphitheatre Concept currently in progress. Reference Projects: PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 162 13 COUNTY OF SAN BERNARDINO, CALIFORNIAClient: Project Principals: Tim Maloney Project Manager: Scott Rice, Kay Kite CWDG assisted the County in the community design process, conceptual design and construction drawings (underway) for a new park project, including assistance in the Proposition 68 Grant Application. Design includes a Dog Park. CWDG Stafﬁ ng: Services rendered within past 3 years (since 2016): David Van Diest, Project Manager - Community Development and Housing Agency (909) 387-4331 david.vandiest@cdh.sbcounty.gov Contact: Ayala Park - Prop 68 Grant Application submitted August 2019Reference Project: PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 163 14 Project Principals: Tim Maloney and Scott Rice Project Managers: Scott Rice, Kay Kite, Allison Rush CWDG served as prime consultant for various park design and renovation projects throughout the District. CWDG also has provided all Landscape Plan Check and Inspection Services for the District continuously since 2015. JURUPA AREA RECREATION & PARK DISTRICT (JARPD) CWDG Stafﬁ ng: Services rendered within past 3 years (since 2016): Client: Colby Diuguid, General Manager (951) 361-2090 colby@jarpd.org Contact: Various Playground Renovation Projects - $1 million (Completed 2017-2018) Veterans Park Renovation and Splash Pad -$ 1 million (Opened October 2018) Horseshoe Lake Park Improvements - $3 million (Construction begins Summer 2019) Reference Projects: • Entire park utilizes solar power for lighting and irrigation control Notable Features: • Balanced grading on-site (no import or export) • Existing vernal pools protected in place • Pervious paving used for walking pathspaths Horseshoe Lake Park CWDG and JARPD met on-site with residents surrounding the park site, to physically identify locations of all proposed features. PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 164 15 Project Principals: Tim Maloney Project Managers: Scott Rice, Kay Kite CWDG served as prime consultant for various park design and renovation projects throughout the City. CITY OF BEVERLY HILLS, CALIFORNIA CWDG Stafﬁ ng: Services rendered: Client: Mandana Motahari, City Architect (310) 288-2866 mmotahari@beverlyhills.org Contact: Hamel Mini-Park (below - renovation) Beverly Gardens Park (renovation) Roxbury Park (renovation) La Cienega Park (renovation) Will Rogers Park (renovation) Reference Projects:“We have worked with CWDG for over 30 years on a variety of park projects. We enjoy working with their leadership team and have found them to be efficient and timely in their responses. Mitch Adkison, VP Adkan Engineers madkison@adkan.com WW“ PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 165 16 QUALITY ASSURANCE AND QUALITY CONTROL To assist in the development of accurate plans, speciﬁ cations and “buildable” projects, we are pleased to have Principal Landscape Architect/ Company Founder Tim Maloney assist and provide Quality Assurance and Quality Control for our team. Tim has overseen the design and implementation of well over $250 million in park construction over the course of his career. His “inside Design/Build” knowledge of the construction industry will be very valuable to the City and our team. His knowledge of putting Public Works bids together will be invaluable. His knowledge of the construction industry with his hands on approach and knowledge of working years in the ﬁ eld on construction projects will assure that the designs are Value Engineered from day one. In addition to reviewing our plans and construction cost estimates, Tim will also act as a second set of independent review of our plans and speciﬁ cations. He will cross check our plans and cost estimates with his “on-site construction” numbers and also with our latest recent bid results. PROJECT SCHEDULE - PARK PLANNING We understand that the City needs to deliver a ﬁ nished Dog Park prior to December 2021, and that ﬁ nal design plans will need to be completed within 4-6 months of contract award. Our team has the capability and track record to expedite this project within those time frames. Here are a couple of examples: BAGDOUMA PARK EXPANSION - City of Coachella: $6 million of park improvements: Start of CD’s: June 2012 / Plans approved: August 2012 / Start of Construction: October 2012 GOETZ PARK, PHASE II - City of Perris: $2 million of park improvements: Start of CD’s: July 2019 / Plans approved: November 2019 / Start of Construction: January 2020 PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 166 17 PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 C. THIRD-PARTY/ SUBCONTRACTORS Page 167 18 Since the Rancho Cucamonga Dog Park project is located within 22 miles of our ofﬁ ce, we will be able to work with our “home team” of subconsultants, as listed below: SURVEYING / CIVIL ENGINEERING: Adkan Engineers, Riverside, CA; Mitch Adkison, PE, PLS Adkan Engineers will be involved in the topographic surveying, utility coordination, civil engineering design, SWPPP/ WQMP preparation for this project. Adkan has partnered with CWDG for numerous park design projects, including: 1) Frisbie Park Expansion and Joe Sampson Park in Rialto; Contact Hector Gonzalez, Principal Engineer, City of Rialto Public Works - (909) 421-4986 2) Mercado Park and Goetz Park, Phase II; San Jacinto River Trail; Perris Valley Storm Drain Channel Trail; Contact Sabrina Chavez, Director of Community Services, City of Perris - (951) 442-5115 3) Eastvale Community Park, Phase I and Harada Heritage Park (multiple phases); Contact Rafael Gonzalez, Park and Recreation Manager, Jurupa Community Services District (951) 727-3524 ELECTRICAL ENGINEERING: RASC Engineering, Rancho Cucamonga, CA: Joe Rogowicz, PE RASC Engineers will be involved in the lighting design and electrical engineering for this project. RASC has partnered with CWDG for numerous park design projects, including: 1) Frisbie Park Expansion and Joe Sampson Park in Rialto; Contact Hector Gonzalez, Principal Engineer, City of Rialto Public Works - (909) 421-4986 2) Goetz Park, Phase II; Contact Sabrina Chavez, Director of Community Services, City of Perris - (951) 442-5115 3) Kennedy Park Renovation in Pomona; Contact Matt Pilarz, Acting City Engineer, City of Pomona - (909) 620-3652 GEOTECHNICAL ENGINEERING: Geocon West, Redlands, CA: Lisa Battiato, CEG Geocon West will be involved in the geotechnical engineering for this project. Geocon has partnered with CWDG for numerous park design projects, including (see next page): THIRD-PARTY/ SUBCONTRACTORS: PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 168 19 1) Rancho Mirage Dog Park; Contact Jesse Eckenroth, Public Works Director (760) 770-3224 2) Cypress Sports Park: Contact Nick Mangkalakiri, Assistant City Engineer (714) 229-6729 3) Phillips Paw Park in Pomona; Contact Matt Pilarz, Acting City Engineer, City of Pomona - (909) 620-3652 STRUCTURAL ENGINEERING: Innovative Structural Engineers, Temecula, CA; Shane Lothrop, PE Innovative Structural Engineers (ISE) will be involved in the structural details and calculations for this project. ISE has partnered with CWDG for numerous park design projects, including: 1) Frisbie Park Expansion and Margaret Todd Park in Rialto; Contact Hector Gonzalez, Principal Engineer, City of Rialto Public Works - (909) 421-4986 2) Goetz Park, Phase II and San Jacinto River Trail in Perris; Contact Sabrina Chavez, Director of Community Services, City of Perris - (951) 442-5115 3) Horseshoe Lake Park; Contact Colby Diuguid, General Manager, Jurupa Area Recreation and Park District (951) 361-2090 PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 169 20 PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 D. STAFF BIOGRAPHIES Page 170 PRIMARY CONTACT INFORMATION: CWDG: Scott Rice, Vice President scott@cwdg.fun (951) 369-0700 ORGANIZATION CHART TEAM INFORMATION Scott Rice will serve as the Project Principal and Allison Rush will be the Senior Project Manager assigned to work with the team. Kay Kite will handle all Irrigation portions of the project. Tim Maloney will be providing all Quality Assurance and Quality Control. CWDG will not replace any of the above-listed key team members without prior consultation with the City of Rancho Cucamonga. 21 Landscape Architect, #5111 (CA), #2645 (NY) ASLA, LEED AP, CASpASCOTT RICE 18 Years Landscape Architectural Experience Has Designed Over 100 Parks SENIOR PROJECT MANAGER TIM MALONEY ASLA, CPRS TRICE PRINCIPAL - QUALITY CONTROL/ QUALITY ASSURANCE Landscape Architect, #2110 (CA), #385 (NV) ALLISON RUSH Landscape Architect, #6378 (CA) Certified Irrigation Designer and Certified Landscape Irrigation Auditor IRRIGATION DESIGNER KAY KITE 20 Years Irrigation Design Experience 40 Years Landscape Architectural Experience PRINCIPAL - PROJECT COORDINATOR SUPPORT STAFF: LOCALLY-BASED SUBCONSULTANTS (as needed): LAND SURVEYING GEOTECHNICAL ENGINEERING STRUCTURAL ENGINEERING ELECTRICAL ENGINEERING ETC. Bud Fish - Civil Engineer Benjamin Perez - Landscape Designer Cindy Ingram - Clerical Support CID, CLIA, RWSS, CPSI ASLA PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 171 22 TIMOTHY I. MALONEY ASLA, CPRS PRESIDENT / PRINCIPAL Mr. Tim Maloney is the President and Founder of Community Works Design Group (34 years with ﬁ rm). Graduating with Honors from Cal Poly, San Luis Obispo, he holds a Bachelor of Science Degree in Landscape Architecture. He is a member of the American Society of Landscape Architects (ASLA), California Park and Recreation Society (CPRS), and the Southern California Turfgrass Council. Prior to entry into the private sector of the profession, Tim was Assistant Landscape Architect for the City of San Luis Obispo. His varied responsibilities with the City included park design, streetscene design, consultation for the Architectural Review Board and City/ consultant liaison. The ﬁ rm’s philosophy, “We will exceed your needs,” is accomplished by his hands-on approach to each project. As President of the ﬁ rm, Tim maintains a strong role in the overall coordination of each project. He stresses physical and economical feasibility of the total project, through careful supervision and production coordination from initial design phases through construction implementation. B.S., Landscape Architecture, California Polytechnic State University at San Luis Obispo Licensed Landscape Architect, State of California, #2110 SCOTT J. RICE ASLA, LEED AP, CASp VICE PRESIDENT / PRINCIPAL Mr. Scott Rice is a Principal with Community Works Design Group. Scott graduated with Honors from Cal Poly Pomona, with a Bachelor of Science Degree in Landscape Architecture. He is a full member of the American Society of Landscape Architects (ASLA). Scott is a LEED Accredited Professional, and is one of only three Licensed Landscape Architects holding CASp (Certiﬁ ed Access Specialist) certiﬁ cation. He currently serves as the City Landscape Architect for the City of Highland, and has served continuously in that role since 2005. Scott is in charge of CWDG’s in-house quality control/ quality assurance process. In addition to his 17 year tenure with CWDG, Scott has also managed the design division of a nationally- recognized design-build ﬁ rm, specializing in action sport facilities. B.S., Landscape Architecture, California State Polytechnic University at Pomona Licensed Landscape Architect, State of California, #5111, State of New York #2645 Certiﬁ ed Access Specialist CASp-709 RESUMES Note: All individuals listed below were actively involved in ALL reference projects included within this Statement of Qualiﬁ cations. We are a true TEAM, in every sense of the word. 34YEARS WITH COMPANY: 17YEARS WITH COMPANY: PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 172 23 KAY C. KITE CID, CLIA IRRIGATION SPECIALIST/ PROJECT MANAGER Ms. Kay Kite is an Irrigation Specialist with Community Works Design Group. Kay graduated from California State University in San Bernardino, Cum Laude, earning a Bachelor of Arts degree. Kay has been with CWDG for 20 years. She will be providing services in Irrigation Design and Water Auditing. Kay draws from over ten years of practical and theoretical irrigation training in order to design systems for projects, ranging from small pocket parks to one hundred and twenty acre sports parks. Not limited to irrigation systems, Kay has over nine years of experience in a variety of landscape design projects including various parks, Multi-family Housing, Planned Residential Communities, Urban Streetscapes, and other private/ commercial ventures. Bachelor of Arts, California State University at San Bernardino Master of Landscape Architecture (in progress); Cal Poly Pomona (estimated completion: Spring 2020) CID/ CLIA Irrigation Association #006190 Shown above are a couple of examples of our 3-d renderings, prepared for the City of Rialto. Top: Frisbie Park Expansion; Bottom: Joe Sampson Park. ALLISON RUSH, ASLA SENIOR PROJECT MANAGER Bachelor of Arts, The Pennsylvania State University Master of Landscape Architecture, Temple University Licensed Landscape Architect, State of California, #6378 Ms. Allison Rush is a Project Manager with Community Works Design Group, with East Coast roots. Allison earned her Bachelor’s degree in Human Geography from Penn State, and her Master of Landscape Architecture degree from Temple University. Allison’s education focused on the means and methods of interaction between people and public spaces. She excels at understanding how best to conﬁ gure and optimize outdoor spaces for the health and enjoyment of users of all ages and abilities. Allison also has a strong grasp of designing with various digital media techniques, including CAD, 3-d modeling and photo simulation. With her education and skills, Allison has been integral in our team’s efforts of conveying and shaping ideas for many important projects throughout California. ShShhown babove are a couple of examples of our 3 d 6YEARS WITH COMPANY: 21YEARS WITH COMPANY: PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 173 24 PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 E. PROPOSAL RESPONSE Page 174 25 Since the City has already reached a working conceptual plan with full Community input, we will begin our scope at Design Development, then will continue into Construction Drawings, and Bidding/ Construction support services. We will work with the City Staff using the approved Master Plan for the dog park, to advance and prepare ﬁ nal design documents. These plans will begin to deﬁ ne the exact size, quality and method of construction of the master plan. Plans will be 24” x 36” format in AutoCAD 2015 or newer format, at 20 scale. We will secure a topographic survey of the park site. All existing and proposed grades, drainage systems, soft and hard elevations, pad elevations, ADA access from adjacent walks and throughout the project areas, property lines, easements, boundaries, etc. will be indicated. Previously prepared geotechnical and percolation borings and reports for the site will be utilized for grading speciﬁ cations, pavement sections, over excavation requirements for structures and footings/foundation design. 2. 3. CWDG will coordinate the site amenity details with the manufacturers, such as shade covers and restroom building. All Utility connections will be included. 4. All site furnishings and amenities to be incorporated into each park will be provided to the City to review in a booklet format. We want to assure that all site furnishings comply with the City’s current inventory and/or will be acceptable to the City for post construction ownership and maintenance purposes. 5. The irrigation plans will be prepared by our in-house Certiﬁ ed Irrigation Design team. We will review with City Staff all proposed equipment to be incorporated into the design of the irrigation system. 6. The grading and paving plans will reﬂ ect all soft and hard paving, parking lot, ﬂ atwork, drainage devices, utility services, landscape areas, erosion control devices, curbs, gutters, fencing and walks and pad design. The grading plan will be in compliance with NPDES permitting requirements. An erosion control plan and WQMP will be provided as part of the grading submittal. TASK 1- DESIGN DEVELOPMENT 1. All of the design teams plans will be reviewed with the City Staff (all departments required) on a regular basis. 8. Schematic Planting Plans with all necessary photo and plant descriptions will be provided. Plant suitability, maintainability, drought resistance, and reliability will be primary concerns. 7. PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 SCOPE OF WORK Page 175 26 • PDF copies of all documents • Regular e-mail progress updates and ongoing coordination documentation • 6 sets hard copies of each submittal (65% level) • Documentation of QA/QC Plan Implementation • Preliminary Cost Estimates (updated throughout project) • 50% Draft Technical Specifi cations (Word) TASK 1 - DESIGN DEVELOPMENT PHASE - DELIVERABLES Mercado Park is a ﬁ ne example of recent teaming efforts between our ﬁ rm and the City of Perris. Statewide Park Program Grant Winner; CPRS Award of Excellence in Park Planning Winner Continuous construction and maintenance cost estimate updates from CWDG will be presented as required. 9. We will attend all meetings with City staff and project stakeholders and lead all presentations as required during this phase of the project. 10. PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 176 27 Upon receipt of approval of the Design Development portion, we will continue preparation of the Construction Documents. The plans will continue the concepts of low maintenance, vandal resistance, attractive and practical design solutions. CIVIL ENGINEERING PLANS: Our locally-based civil engineering consultant will prepare and process a ﬁ ne grading plan for construction of ﬁ nished grading, horizontal control, water plans, bio-swales and dust control plans. Cut and Fill earthwork calculations will be prepared at the 50% point and again at the 80% submittal. The plans will be at a scale of 1”=20’ and indicate detail ﬁ nish grading, Particular emphasis will be placed on ADA access into and within the park and will be designed with City input. Various options will be explored and reﬁ ned into the construction document details. The Civil Engineer will prepare a Storm Water Pollution Prevention Plan (SWPPP). A SWPPP will need to be prepared and submitted to the Regional Water Quality Control Board. The SWPPP Manual will be prepared in accordance with the National Pollution Discharge Elimination System (NPDES) guidelines. The SWPPP Manual will be developed and certiﬁ ed by a Qualiﬁ ed SWPPP Developer (QSD). It is assumed that the client and/ or the Contractor will retain an on-site Qualiﬁ ed SWPPP Practitioner (QSP) for implementation and monitoring of the SWPPP Manual, including all efﬂ uent sampling and reporting. Upon completion of the preparation of the SWPPP Manual, a digital pdf will be provided to the client and Legally Responsible Person (LRP). One (1) hard copy of the SWPPP will be provided to be kept on-site during construction. This category does not include any City fees associated with submittal. Once the SWPPP is uploaded, approved, and fees have been paid, a Notice of Intent (NOI) will be issued and forwarded to the Client for their records. Mitigation options for reducing erosion will be shown on an erosion control plan, or on the precise grading plan. 1. CONSTRUCTION DRAWINGS: Construction Drawings will include site plans and details (will locate by dimensioning all project elements as approved in the Final Master Plan - potentially including picnic structures, shade shelters, fencing, all ADA access including access to park, parking lot, site furnishings). Plans will identify recommended suppliers and products, with emphasis given to local sources, sustainable concepts, recycled/ recyclable materials, and durability of products. 2. IRRIGATION PLANS: We will prepare complete irrigation plans. All elements of the system will be designed to carry optimal amounts of water to irrigate the affected sites. Full detailing of all equipment will be included. Vandal resistance, durability, serviceability, reliability, water conservation, reclaimed water options, efﬁ ciency and, most importantly, consistency with City standards will be our primary concerns. 3. TASK 2 - CONSTRUCTION DOCUMENTS PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 177 28 PLANTING PLANS: Complete Planting Plans with all necessary details will be provided. Native and naturally sustainable species will be of primary importance in the plant selection process. Planting options for students and the community will be included. 4. SPECIFICATIONS: Speciﬁ cations detailing materials and workmanship for all of the above items will be provided as required. 6. COST ESTIMATES: Final estimates of probable construction and maintenance costs will be prepared with CWDG providing regular value engineering recommendations. 7. DOCUMENT PROCESSING: We will submit the documents for City and various Utility approvals. We will review documents and make all necessary corrections. 8. MEETINGS: We will attend all meetings with City staff and project stakeholders and lead all presentations as required during this phase of the project. 9. FINAL DOCUMENTS: After ﬁ nal approval, 24” x 36” mylars shall be submitted to the City along with a hard copy and an electronic copy of the plans and speciﬁ cations for bidding purposes. 10. • PDF copies of all documents • Regular e-mail progress updates and ongoing coordination documentation • 6 sets hard copies of each submittal (90% and 100% level) • Documentation of QA/QC Plan Implementation • Preliminary Cost Estimates (updated throughout project) • 90% Draft plans, estimates and technical Specifi cations; 100% Final Techni cal plans, specifi cations and estimates. • Spreadsheet identifying community volunteer opportunities • CAD fi les of all pertinent drawings • Construction Reference File (For Construction Inspector) TASK 2 - CONSTRUCTION DOCUMENT PHASE - DELIVERABLES ELECTRICAL: Complete Electrical Plans with all necessary details will be provided. We will be evaluating all existing systems and incorporate all of the latest technologies including solar, low voltage, LED systems to produce the most efﬁ cient and long term solutions for the City. 5. TASK 2 - CONSTRUCTION DOCUMENTS - continued PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 178 29 When the project goes out for competitive bidding, we will assist the City in the bid process, distributing bid packages, noting direction given to contractors, respond to Requests for Information and other questions asked. We will provide follow-up clariﬁ cations or addendum items for all electronic bids. TASK 3 - BIDDING/ CONSTRUCTION PHASE 1. We will attend and chair the pre-bid meeting and provide written minutes and follow up information as required. We will assist the City in obtaining and evaluating bids for the project as required. 2. We will assist the City with construction administration assistance for specialty areas where speciﬁ c technical expertise is required in determining conformance to design concepts and approved plans and speciﬁ cations. 3. TASK 3 - BIDDING/ CONSTRUCTION PHASE - DELIVERABLES • PDF copies of all documents (ﬁ eld reports, etc.) • Preparation of Architect’s Supplemental Instructions (ASI) as needed. • Prepare as-built/ record drawings • CAD ﬁ les of all pertinent drawings We will participate in twice monthly construction meetings. Based on our observations at the site and on the contractor’s application for payment, we will assist in determining the amount owed to the contractor. We will review job drawings, as- builts, RFI’s samples and other submissions of the contractor for conformance with the design of the project and for compliance with the information given in the conformance contract documents, for the project. 4 We will review change orders and submittals for approval and issuance by the City. We will respond to requests for information from the contractor, issue ﬁ eld bulletins and requests for quotations. 5 We will review as-builts and assist in the reproduction of the as-built information on disc, for the project. 6 PROPOSAL FOR DOG PARK CONSULTING SERVICES (RFP #19/20-019): CITY OF RANCHO CUCAMONGA NOVEMBER 21, 2019 Page 179 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Donny Mahoney, Chief of Police Michael Smith, Administrative Lieutenant SUBJECT:REQUEST AUTHORIZATION TO INCREASE CONTRACT WITH FORD OF UPLAND IN THE AMOUNT OF $49,999 FOR A TOTAL CONTRACT IN THE AMOUNT OF $149,997. RECOMMENDATION: Staff recommends the City Council approve an increase of the current contract with Ford of Upland from $99,998 to a total contract amount of $149,997, an increase of $49,999. BACKGROUND: The Police Department uses Ford of Upland for automotive maintenance, repair, and collision services. The current contract with Ford of Upland totals $99,998. This is broken into two sections, $49,999 for maintenance and $49,999 for collision repair. The Police Department has used approximately 79% of the total amount and anticipates future billings from Ford of Upland to exceed the current contracted amount. Over the past two fiscal years, the Department terminated vehicle services with two other vendors. Based on our limited selection of vendors and our current need, Ford of Upland has become one of the Department’s primary vendor for vehicle services COUNCIL GOAL(S) ADDRESSED: PUBLIC SAFETY Provide a wellmaintained vehicle fleet for the Police Department so the community’s needs are met. ATTACHMENTS: Description FORD OF UPLAND CONTRACT ANALYSIS: Annualizing yeartodate expenditure, it is anticipated the Police Department will need to increase the current contract with Ford of Upland by $49,999 for a total of $149,997 to meet the Department’s needs through the end of the fiscal year. FISCAL IMPACT: There will be no net fiscal impact as the Department has sufficient savings from our overall vehicle and operations maintenance budget that will fund the increase in the Ford of Upland contract. Page 180 Page 181 Page 182 Page 183 Page 184 Page 185 Page 186 Page 187 Page 188 Page 189 Page 190 Page 191 Page 192 Page 193 Page 194 Page 195 Page 196 Page 197 Page 198 Page 199 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Linda A. Troyan, MMC, City Clerk Services Director Patricia BravoValdez, CMC, Deputy Director of City Clerk Services SUBJECT:CONSIDERATION OF RESOLUTION NO. 2020013, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES. RECOMMENDATION: Staff recommends that the City Council adopt Resolution No. 2020013, adopting revised Records Retention Schedules, authorizing destruction of certain obsolete City Records, and rescinding previous Records Retention Schedules. BACKGROUND: The City’s Records Retention Schedules were last revised in 2019. The Records Retention Schedule is a key element of an effective records management program. The Retention Schedules assist the City 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. COUNCIL GOAL(S) ADDRESSED: ENHANCING PREMIER COMMUNITY STATUS by offering excellent professional services to all customers. MID AND LONGRANGE PLANNING by adopting a uniformed City file archive and retention system, ANALYSIS: General records management principles recommend review and update of retention schedules periodically. Under our subscription, the City's consultant in California city records, Gladwell Governmental Services, Inc., has reviewed and updated the Schedules to bring them current with new laws and best practices. The City Clerk’s Office/Records Management Department has worked closely with City Departments, Gladwell Governmental Services, and the City Attorney's Office to update the schedules. The proposed revisions to the schedules are reflective of new laws since 2019, and best practices, and are identified on the attached Records Retention Schedules in colored and strikeout format. At this time, staff recommends that Council approve the revised Records Retention Schedules. FISCAL IMPACT: The City will realize a savings in records storage expenses. Page 200 DATE: March 18, 2020TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Linda A. Troyan, MMC, City Clerk Services Director Patricia BravoValdez, CMC, Deputy Director of City Clerk ServicesSUBJECT:CONSIDERATION OF RESOLUTION NO. 2020013, ADOPTING REVISEDRECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION ANDRESCINDING PREVIOUS RECORDS RETENTION SCHEDULES.RECOMMENDATION:Staff recommends that the City Council adopt Resolution No. 2020013, adopting revised RecordsRetention Schedules, authorizing destruction of certain obsolete City Records, and rescinding previousRecords Retention Schedules.BACKGROUND:The City’s Records Retention Schedules were last revised in 2019. The Records Retention Schedule isa key element of an effective records management program. The Retention Schedules assist the Cityby documenting which records require to be maintained in the office or temporary storage, whichrecords have historic or research value, and which records should be destroyed because they no longerhave administrative, operational, fiscal or legal value.COUNCIL GOAL(S) ADDRESSED:ENHANCING PREMIER COMMUNITY STATUS by offering excellent professional services to allcustomers. MID AND LONGRANGE PLANNING by adopting a uniformed City file archive and retention system, ensuring compliance with current state law, and implementing the system. ATTACHMENTS: Description Attachment 1 – Resolution No. 2020013 and Records Retention Schedules ANALYSIS:General records management principles recommend review and update of retention schedulesperiodically. Under our subscription, the City's consultant in California city records, GladwellGovernmental Services, Inc., has reviewed and updated the Schedules to bring them current with newlaws and best practices. The City Clerk’s Office/Records Management Department has worked closelywith City Departments, Gladwell Governmental Services, and the City Attorney's Office to update theschedules.The proposed revisions to the schedules are reflective of new laws since 2019, and best practices, andare identified on the attached Records Retention Schedules in colored and strikeout format. At thistime, staff recommends that Council approve the revised Records Retention Schedules.FISCAL IMPACT:The City will realize a savings in records storage expenses. Page 201 RESOLUTION NO. 20-XXX- Page 1 of 1 RESOLUTION NO. 2020-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Rancho Cucamonga; 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 Council of the City of Rancho Cucamonga has previously adopted records retention schedules, the most recent in 2019. 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. All Resolutions previously adopting City records retention schedules, and those schedules, are hereby rescinded and replaced with the Records Retention Schedules adopted herein. 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. The term “records” as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, 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 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 6. This resolution shall become effective immediately upon its passage and adoption. PASSED, APPROVED AND ADOPTED this ____ day of __________, 2020. APPROVED AS TO FORM: City Attorney ATTACHMENT Page 202 HOW TO USE RETENTION SCHEDULES ©1995-2019 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 erased) 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 the 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 203 RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2019 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 = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, thumb drives, 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: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media – DVD-R, CD-R, or WORM, or microfilmed), 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) 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) GC§34090 is a base minimum retention; the “Total Retention” column is what has been adopted by the City Council. Page 204 Ver. 7.0 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-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 CUCUMONGA, 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: 4/17/2019 Page 205 Ver. 7.0 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; statewide guidelines propose 4 years; 2 CFR 200.333; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCUMONGA, 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: 4/17/2019 Page 206 Ver. 7.0 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-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. 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 / CAFR - Comprehensive 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 RANCHO CUCUMONGA, 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: 4/17/2019 Page 207 Ver. 7.0 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-011 Boards, Commissions, & Committees: Employees Staff Meetings / 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 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) RANCHO CUCUMONGA, 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: 4/17/2019 Page 208 Ver. 7.0 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). Staffing Dept.CW-015 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings / Audio Tapes Minimum 3 10 years Minimum 3 10 years Mag, OD Department Preference; Video recording of meetings are only required for 90 days; 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 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 RANCHO CUCUMONGA, 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: 4/17/2019 Page 209 Ver. 7.0 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). 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 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 CUCUMONGA, 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: 4/17/2019 Page 210 Ver. 7.0 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, 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 CUCUMONGA, 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: 4/17/2019 Page 211 Ver. 7.0 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 CUCUMONGA, 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: 4/17/2019 Page 212 Ver. 7.0 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. RANCHO CUCUMONGA, 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: 4/17/2019 Page 213 Ver. 7.0 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). 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; statewide guidelines propose 4 years; 2 CFR 200.333; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCUMONGA, 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: 4/17/2019 Page 214 Ver. 7.0 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). 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, 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. RANCHO CUCUMONGA, 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: 4/17/2019 Page 215 Ver. 7.0 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-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. 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. RANCHO CUCUMONGA, 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: 4/17/2019 Page 216 Ver. 7.0 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). 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 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) RANCHO CUCUMONGA, 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: 4/17/2019 Page 217 Ver. 7.0 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-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 200.333; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §§34090, 60201 et seq.; GC §8546.7 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 RANCHO CUCUMONGA, 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: 4/17/2019 Page 218 Ver. 7.0 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). 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 CUCUMONGA, 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: 4/17/2019 Page 219 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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? 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. RANCHO CUCUMONGA, 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: 4/17/2019 Page 220 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 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-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. 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)(ii), LC §6429(c); GC §§12946, 34090, 53235.2(b), 53237.2(b) RANCHO CUCUMONGA, 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: 4/17/2019 Page 221 Ver. 4.0 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 §§12946, 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: 4/17/2019 Page 222 Ver. 4.0 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-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: 4/17/2019 Page 223 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: 4/17/2019 Page 224 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: 4/17/2019 Page 225 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: 4/17/2019 Page 226 Ver. 12.0 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: 4/17/2019 Page 227 Ver. 12.0 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: 4/17/2019 Page 228 Ver. 12.0 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: 4/17/2019 Page 229 Ver. 12.0 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 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: 4/17/2019 Page 230 Ver. 12.0 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-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) City Clerk CC-011 Economic Interest Filings (FPPC Form 602/635) - Lobbyist Authorization Reporting 2 years 5 3 years 7 5 years Mag, Ppr 2 CCR 18615(d), GC §34090 81009(e)&(g) 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) ELECTIONS - CONSOLIDATED 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: 4/17/2019 Page 231 Ver. 12.0 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). 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) 2 years P P Mag, Mfr, OD, Ppr S Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC-020 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) 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) 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) 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: 4/17/2019 Page 232 Ver. 12.0 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-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: 4/17/2019 Page 233 Ver. 12.0 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 (Sample ballot, 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: 4/17/2019 Page 234 Ver. 12.0 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 City Clerk CC-032 Oath of Office: City Council, Boards & Commission Members Term of Office + 4 years P 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: 4/17/2019 Page 235 Ver. 12.0 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) 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: 4/17/2019 Page 236 Ver. 12.0 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-038 Recordings - VIDEO of City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission Minimum 3 10 years Minimum 3 10 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 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-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 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 City Clerk CC-043 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Sale or Disposal 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: 4/17/2019 Page 237 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 Planning PL-004 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-015 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-016 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 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 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: 4/17/2019 Page 238 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-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: 4/17/2019 Page 239 Ver. 12.0 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 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: 4/17/2019 Page 240 Ver. 12.0 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-007 Attendance Tracking 2 years 2 years Mag, Ppr 2 years, unless it is a preliminary draft; GC §34090 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: 4/17/2019 Page 241 Ver. 12.0 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: 4/17/2019 Page 242 Ver. 12.0 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: 4/17/2019 Page 243 Ver. 12.0 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 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: 4/17/2019 Page 244 Ver. 12.0 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 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: 4/17/2019 Page 245 Ver. 12.0 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-031 Recreation Database (Active Net)Indefinite Indefinite Mag Department Preference; data is interrelated; GC §34090 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 (Member are not Appointed by the City Council) 2 years 2 years Mag, Ppr GC §34090 Community Services CS-036 Senior Advisory Committee 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) 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: 4/17/2019 Page 246 Ver. 12.0 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-037 Senior Advisory Committee 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-038 Senior Advisory Committee MINUTES RESOLUTIONS & BYLAWS P P Yes Mag, Mfr, OD, Ppr S No 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 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)) 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: 4/17/2019 Page 247 Ver. 12.0 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). 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)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 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: 4/17/2019 Page 248 Ver. 12.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-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). 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)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 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: 4/17/2019 Page 249 Ver. 5.0 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 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); GC 60200, 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: 4/17/2019 Page 250 Ver. 4.0 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 Economic Develop. / RDA / Successor Agency ED-006 Redevelopment Plans P P Mag, Ppr Department Preference for Historical Purposes; 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: 4/17/2019 Page 251 Ver. 4.0 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-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 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; statewide guidelines propose 4 years; 2 CFR 200.333; 24 CFR 85.42, 92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, 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: 4/17/2019 Page 252 Ver. 4.0 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-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 200.333; 24 CFR 85.42, 92.508(a)&(c) & 570.502(a)(16), 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: 4/17/2019 Page 253 Ver. 12.0 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: 4/17/2019 Page 254 Ver. 12.0 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 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: 4/17/2019 Page 255 Ver. 12.0 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). 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 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 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: 4/17/2019 Page 256 Ver. 12.0 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-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 Engineering Services / Environment al Programs ENG-012 Solid Waste Reduction / Recycling / AB 939 Compliance / Tonnage Reports 10 years 10 years Mag, Ppr Department preference; 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. 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: 4/17/2019 Page 257 Ver. 12.0 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-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 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) Land Use No Longer Applicable Land Use No Longer Applicable 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: 4/17/2019 Page 258 Ver. 12.0 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: 4/17/2019 Page 259 Ver. 12.0 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 - Formation and Boundaries 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: 4/17/2019 Page 260 Ver. 12.0 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: 4/17/2019 Page 261 Ver. 12.0 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: 4/17/2019 Page 262 Ver. 12.0 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 10 years P 10 years 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: 4/17/2019 Page 263 Ver. 12.0 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: 4/17/2019 Page 264 Ver. 12.0 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: 4/17/2019 Page 265 Ver. 12.0 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: 4/17/2019 Page 266 Ver. 12.0 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: CEC,CFTC, 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: 4/17/2019 Page 267 Ver. 12.0 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: CEC,CFTC, 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: CEC,CFTC, 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: CEC,CFTC, 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 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: 4/17/2019 Page 268 Ver. 12.0 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-034 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 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: 4/17/2019 Page 269 Ver. 12.0 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 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 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: 4/17/2019 Page 270 Ver. 12.0 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 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: 4/17/2019 Page 271 Ver. 12.0 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: 4/17/2019 Page 272 Ver. 12.0 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: 4/17/2019 Page 273 Ver. 12.0 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: 4/17/2019 Page 274 Ver. 12.0 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 City Clerk FIN-025.1 CC-043 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 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: 4/17/2019 Page 275 Ver. 12.0 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). Finance / Accounting & Financial Reporting FIN-027 W-9s Minimum 5 years Minimum 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 BUDGET MANAGEMENT Finance / Budget Manage. FIN-028 Budgets - Preliminary, Proposed, Backup Documents (The Final Budget is maintained by the City Clerk with the Agenda Packet) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; 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: 4/17/2019 Page 276 Ver. 12.0 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). 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 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 Planned Communities 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) 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: 4/17/2019 Page 277 Ver. 12.0 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 / Special Districts FIN-034 Community Parks and Landscape Citizens’ Oversight Committee Planned Communities 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 Planned Communities Citizens' Oversight Committee and Landscape Maintenance Districts Citizens' Oversight Committee AGENDAS & AGENDA 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 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 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: 4/17/2019 Page 278 Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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). 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: 4/17/2019 Page 279 Ver 10.0 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, Ppr 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 Rev. Adopted: 4/17/2019 Page 280 Ver 10.0 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)(ii), LC §6429(c); GC §§12946, 60201, 53235.2(b), 53237.2(b) Fire / Admin.FR-014 Training Database / Log (Target 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 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 Rev. Adopted: 4/17/2019 Page 281 Ver 10.0 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)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 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)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 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 Rev. Adopted: 4/17/2019 Page 282 Ver 10.0 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, Ppr 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 Rev. Adopted: 4/17/2019 Page 283 Ver 10.0 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 Rev. Adopted: 4/17/2019 Page 284 Ver 10.0 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 3 years 3 years Mag, Ppr Statute of Limitations for health providers is 3 years; 13 CCR 1100.7, UFC §104.3.2, §104.3.4, GC §60201, 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) 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 Rev. Adopted: 4/17/2019 Page 285 Ver 10.0 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-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)(ii), LC §6429(c); GC §§12946, 60201 Fire / EMS FR-038 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS 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 Rev. Adopted: 4/17/2019 Page 286 Ver 10.0 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 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 Rev. Adopted: 4/17/2019 Page 287 Ver 10.0 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, Ppr 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 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 Rev. Adopted: 4/17/2019 Page 288 Ver 10.0 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 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 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 Rev. Adopted: 4/17/2019 Page 289 Ver 10.0 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). 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 Rev. Adopted: 4/17/2019 Page 290 Ver. 10.0 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 + 6 years Duration of the Contract + 6 years Yes: For Duration of Contract Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date for retirement; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 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, 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, 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: 4/17/2019 Page 291 Ver. 10.0 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 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 7287.0; GC §§12946, 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, 34090, 60201; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 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: 4/17/2019 Page 292 Ver. 10.0 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, 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, 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: 4/17/2019 Page 293 Ver. 10.0 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)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090, 60201; 29 USC 1113 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. 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: 4/17/2019 Page 294 Ver. 10.0 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-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)(ii), GC §§ 3105, 12946, 34090, 60201; 29 USC 1113 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)(ii), GC §§ 3105, 12946, 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: 4/17/2019 Page 295 Ver. 10.0 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-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)(ii), GC §§ 3105, 12946, 34090, 60201; 29 USC 1113 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, 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: 4/17/2019 Page 296 Ver. 10.0 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-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)(ii), GC §§ 3105, 12946, 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 et seq.2 CCR 11013(c); GC §§12946, 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: 4/17/2019 Page 297 Ver. 10.0 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). 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 + 3 years Hiring Decision + 3 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq. 2 CCR 7287.0(c)(2), GC §§12946, 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. 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: 4/17/2019 Page 298 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-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). 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 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 Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §§34090.7, 60200; 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. 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: 4/17/2019 Page 299 Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-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). 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, 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: 4/17/2019 Page 300 Ver. 4.0 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: 4/17/2019 Page 301 Ver. 4.0 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, 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: 4/17/2019 Page 302 Ver. 4.0 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: 4/17/2019 Page 303 Ver. 9.0 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-001 Planning Director Approvals Administrative Reviews 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 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 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Planning PL-004 Art in Public Places 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-005 Census, Demographics When No Longer Required When No Longer Required Mag, Ppr (Non-Records - Census Bureau is OFR) Planning PL-006 Design Review Committee (Subcommittee of Planning Commission) AGENDAS, & AGENDA PACKETS, ACTION AGENDAS 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-007 Design Review Committee 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: 4/17/2019 Page 304 Ver. 9.0 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-008 Design Review Committee MINUTES, BYLAWS & RESOLUTIONS P P Yes Mag, Mfr, OD, Ppr S No Send originals to the City Clerk; GC §34090.7 Planning PL-009 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundaries 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 Planning PL-011 General Plan, Elements and Amendments 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 P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-013 Master Plans, Specific Plans, Land Use Plans, etc.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 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: 4/17/2019 Page 305 Ver. 9.0 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-015 Planning and Historic Preservation Commission AGENDAS & AGENDA PACKETS 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-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) Planning PL-017 Planning and Historic Preservation Commission MINUTES, BYLAWS & RESOLUTIONS P P Yes Mag, Mfr, OD, Ppr S No Send originals to the City Clerk; GC §34090.7 Planning PL-018 Planning Project Log of Applications, Database Indefinite Indefinite Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 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: 4/17/2019 Page 306 Ver. 9.0 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-019 Planning Project Files - Approved Permanent Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Examples: Conditional Use Permits (CUPs), Correspondence, Design Review, Development Review Cases (DRC), Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. Project Complete, or 5 years, if not Complete 10 years 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-020 Courtesy Reviews / Government Referrals Correspondence Preliminary Review File 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-026 Sign Permits Life of Sign, Minimum 2 years Life of Sign, 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: 4/17/2019 Page 307 Ver. 9.0 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-021 Temporary Permits / Special Event Permits / Temporary Entitlements / Temporary Permits (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-022 Special Studies Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Planning PL-023 Zoning Compliance Letters 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-024 Zoning Maps (Historically Significant)P P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; GC §34090.7 Planning PL-025 Zoning Ordinance Amendments, Reclassifications / Zone Change P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (copies); 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: 4/17/2019 Page 308 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: 4/17/2019 Page 309 Ver. 6.0 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: 4/17/2019 Page 310 Ver. 6.0 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, 40 CFR 171.11 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: 4/17/2019 Page 311 Ver. 6.0 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-013 Playground Inspections 10 years 10 years Mag, Ppr Department preference; GC §34090 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 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: 4/17/2019 Page 312 Ver. 6.0 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). 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 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 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: 4/17/2019 Page 313 Ver. 6.0 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). 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(3) Public Works / Maint. / Streets & Fleets PW-025 Sidewalk Complaints - Right of Way 10 years 10 years Mag, Ppr Department preference; GC §34090 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) 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d), 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: 4/17/2019 Page 314 Ver. 6.0 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). 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 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 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: 4/17/2019 Page 315 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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). 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: 4/17/2019 Page 316 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Ivan Rojer, Fire Chief Joseph Ramos, Emergency Management Coordinator SUBJECT:CONSIDERATION OF ADOPTION OF RESOLUTION NO. 202014, PROCLAIMING EXISTENCE OF A LOCAL EMERGENCY DUE TO THE NOVEL CORONAVIRUS DISEASE (COVID19). RECOMMENDATION: Adopt the resolution proclaiming the existence of a local emergency related to COVID 19 (Coronavirus). BACKGROUND: In early 2020 the novel coronavirus began infecting Americans. On February 26, 2020, the first case of community spread of the coronavirus in the United States was reported. Since then, the infection rate in the United States has increased substantially. Many more cases likely exist that have not been reported. As of the date of this staff report, California has reported 368 confirmed cases of the virus and 5 deaths, one confirmed case in the County of San Bernardino, but the risk remains low, and no cases in Rancho Cucamonga. On January 31, 2020 Health and Human Services declared this global outbreak a public health emergency for the United States. This was followed by a declaration on March 4, 2020 by the State of California of a state of emergency. Subsequently on March 10, 2020 the San Bernardino County Department of Public Health declared a public health emergency. In order for the City of Rancho Cucamonga to take advantage of funding, equipment and supplies likely needed to confront the spread of the virus, the City must declare a local emergency. Such a declaration will allow the City to request funding, equipment and supplies from both CalOES and FEMA. Further, the declaration will allow the City to exercise the emergency powers required to continue providing vital services during the duration of the emergency and to limit the impact of the Coronavirus on the community. ANALYSIS: The emergency proclamation is needed to allow the City to access funding, equipment and supplies from CalOES and FEMA to assist the City in the battle against the Coronavirus. Further, the emergency proclamation will allow, during the existence of the Local Emergency, the powers, functions and duties of the emergency organization of the City as prescribed in State law by ordinances, resolutions and Page 317 DATE: March 18, 2020TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Ivan Rojer, Fire ChiefJoseph Ramos, Emergency Management CoordinatorSUBJECT:CONSIDERATION OF ADOPTION OF RESOLUTION NO. 202014,PROCLAIMING EXISTENCE OF A LOCAL EMERGENCY DUE TO THENOVEL CORONAVIRUS DISEASE (COVID19).RECOMMENDATION:Adopt the resolution proclaiming the existence of a local emergency related to COVID 19 (Coronavirus).BACKGROUND:In early 2020 the novel coronavirus began infecting Americans. On February 26, 2020, the first case ofcommunity spread of the coronavirus in the United States was reported. Since then, the infection rate inthe United States has increased substantially. Many more cases likely exist that have not been reported.As of the date of this staff report, California has reported 368 confirmed cases of the virus and 5deaths, one confirmed case in the County of San Bernardino, but the risk remains low, and no cases inRancho Cucamonga.On January 31, 2020 Health and Human Services declared this global outbreak a public healthemergency for the United States. This was followed by a declaration on March 4, 2020 by the State ofCalifornia of a state of emergency. Subsequently on March 10, 2020 the San Bernardino CountyDepartment of Public Health declared a public health emergency.In order for the City of Rancho Cucamonga to take advantage of funding, equipment and supplies likelyneeded to confront the spread of the virus, the City must declare a local emergency. Such a declarationwill allow the City to request funding, equipment and supplies from both CalOES and FEMA. Further,the declaration will allow the City to exercise the emergency powers required to continue providing vitalservices during the duration of the emergency and to limit the impact of the Coronavirus on thecommunity. COUNCIL GOAL(S) ADDRESSED: The adoption of this resolution falls under the City Council goal of public safety. ATTACHMENTS: Description Attachment 1 Resolution ANALYSIS:The emergency proclamation is needed to allow the City to access funding, equipment and suppliesfrom CalOES and FEMA to assist the City in the battle against the Coronavirus. Further, the emergency proclamation will allow, during the existence of the Local Emergency, the powers, functions and duties of the emergency organization of the City as prescribed in State law by ordinances, resolutions and approved plans of this City and by the current City of Rancho Cucamonga Emergency Operations Plan previously approved by the City Council. FISCAL IMPACT: It is unknown at this time what the fiscal impact will be. It is anticipated that a significant amount of staff time will be spent on emergency preparations and operations. Furthermore, depending upon the severity of the Coronavirus, the receipt of various revenues including sales tax and transient occupancy tax (TOT) along with various City fees could be greatly reduced. Finally, depending upon the severity of the emergency, the City may have to expend funds in its General Fund, and potentially its reserves, to combat the virus and to continue operations during the emergency. Page 318 RESOLUTION NO. 2020-014 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, STATE OF CALIFORNIA, PROCLAIMING EXISTENCE OF A LOCAL EMERGENCY DUE TO THE NOVEL CORONAVIRUS DISEASE (COVID-19) WHEREAS, California Government Code section 8630 empowers the City Council to proclaim the existence of a local emergency when the City of Rancho Cucamonga is threatened or likely to be threatened by the conditions of extreme peril to the safety of persons and property that are or are likely to be beyond the control of the services, personnel, equipment, and facilities of this City; and WHEREAS, pursuant to the City of Rancho Cucamonga Emergency Services Ordinance No. 104, the Director of Emergency Services has requested the City Council to proclaim the existence of a local emergency; and WHEREAS, the Director of Emergency Services does hereby find that conditions of extreme peril to safety and public health has arisen within the City of Rancho Cucamonga and the Rancho Cucamonga Fire Protection District in the County of San Bernardino, California, caused by COVID-19 that initially was detected in Wuhan City, Hubei Province in China in December of 2019. Since then, on January 31, 2020, Health and Human Services declared this global outbreak a public health emergency for the United States. WHEREAS, on March 4, 2020, the State of California declared a state of emergency. On March 10, 2020, the San Bernardino County Department of Public Health declared a public health emergency. On March 11, 2020 the World Health Organization declared a global pandemic. On March 13, 2020, President Trump declared a national emergency. WHEREAS, today’s recommended actions will provide the City additional powers to coordinate local efforts and identify resources that may be necessary to fully address the response in the event that the situation evolves. COVID-19 has created conditions that are likely to be beyond the control of local resources and require the combined forces of other political subdivisions. WHEREAS, the City’s ability to mobilize local resources, coordinate interagency response, accelerate procurement of vital supplies, use mutual aid, and seek future reimbursement by the State and Federal governments will be critical to successfully responding to COVID-19; and WHEREAS, the aforesaid condition of extreme peril warrants and necessitates the proclamation of the existence of a local emergency; and NOW THEREFORE IT IS HEREBY PROCLAIMED that a Local Emergency now exists throughout the City; and WHEREFORE, IT IS FURTHER PROCLAIMED AND ORDERED that during the existence of said Local Emergency the powers, functions, and duties of the emergency organization of the City shall be those prescribed in State law by ordinances, resolutions and approved plans Page 319 of this City and by the current City of Rancho Cucamonga Emergency Operations Plan as approved by the City Council. IT IS FURTHER PROCLAIMED AND ORDERED that said Local Emergency shall be deemed to continue to exist until its termination is proclaimed by the City Council, or it is terminated by operation of law. IT IS FURTHER DIRECTED, that all City Departments shall track costs for staffing, supplies, and equipment related to COVID-19 preparation and prevention and forward that information to the Finance Department; and IT IS FURTHER DIRECTED, that the Emergency Management Division shall coordinate Citywide planning, preparedness and response efforts regarding COVID-19 with the San Bernardino County Department of Public Health and the San Bernardino County Office of Emergency Services (OES). NOW THEREFORE IT IS FURTHER HEREBY PROCLAIMED AND ORDERED that a copy of this Resolution is to be forwarded to the Governor of the State of California requesting that the Director find it acceptable in accordance with State law; that the Governor of California, pursuant to the Emergency Services Act, issue a proclamation proclaiming an emergency in the City of Rancho Cucamonga and request a Presidential Disaster Declaration; that the Governor waive regulations that may hinder response and recovery efforts; that recovery assistance be made available under the California Disaster Assistance Act (CDAA); and that the State expedite access to Federal resources and any other appropriate Federal Disaster Relief programs. PASSED, APPROVED, AND ADOPTED this 18th day of March, 2020. Page 320 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Anne McIntosh, AICP, Planning Director Jennifer Nakamura, Management Analyst II SUBJECT:CONSIDERATION OF SECOND READING AND ADOPTION OF ORDINANCE NO. 966 TO AMEND TITLE 17 OF THE MUNICIPAL CODE TO AMEND STANDARDS FOR ACCESSORY DWELLING UNITS IN COMPLIANCE WITH STATE LAW. RECOMMENDATION: Staff recommends the City Council conduct a second reading of Ordinance No. 966, by title only and approve "An Ordinance of the City of Rancho Cucamonga, Amending the Rancho Cucamonga Municipal Code Amending Requirements and Standards for the Development of Accessory Dwelling Units Consistent with State Law, and Making Findings in Support Thereof". BACKGROUND: The introduction and first reading of the aboveentitled Ordinance was approved at the Regular City Council Meeting on March 4, 2020. Vote at first reading: AYES: Kennedy, Hutchison, Scott, Spagnolo. ABSENT: Michael. COUNCIL GOAL(S) ADDRESSED: Please refer to the March 4, 2020 City Council Staff Report. ATTACHMENTS: Description Attachment No.1 Ordinance No. 966 ANALYSIS: Please refer to the March 4, 2020 City Council Staff Report. FISCAL IMPACT: Please refer to the March 4, 2020 City Council Staff Report. Page 321 ORDINANCE NO. 966 AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AMENDING THE RANCHO CUCAMONGA MUNICIPAL CODE TO REVISE REGULATIONS REGARDING ACCESSORY DWELLING UNITS, AND FINDING THE ORDINANCE TO BE EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA DOES HEREBY ORDAIN AS FOLLOWS: Section 1. Recitals. A. Effective January 1, 2020, Senate Bill 13 (“SB 13”), Assembly Bill 68 (“AB 68”), and Assembly Bill 881 (“AB 881”) amend Government Code Sections 65852.2 and 65852.22 to further limit the standards cities may impose on accessory dwelling units (“ADUs”) and junior accessory dwelling units (“JADUs”). This Ordinance updates the City’s local standards to comply with the revisions to State law. B. The Planning Commission considered this Ordinance on January 22, 2020, at a duly noticed public hearing, as prescribed by law, at which time City staff and interested persons had an opportunity to and did testify either in support of or against this matter. C. At the conclusion of the Planning Commission hearing and after due consideration of the testimony, the Planning Commission adopted Resolution No. 20-08, recommending approval of the Ordinance by the City Council. D. The City Council, at a regular meeting, considered the Ordinance on March 4, 2020, at a duly noticed public hearing, as prescribed by law, at which time City staff and interested persons had an opportunity to and did testify either in support or against this matter. E. Following the public hearing, the City Council considered the entire record of information received at the public hearings before the Planning Commission and City Council. F. Based upon the substantial evidence presented to the City Council during the above-referenced public hearing, this Council hereby finds and concludes that the changes proposed to Title 17 (Development Code) in the amendment are consistent with the General Plan goals, policies and implementation programs. General Plan Housing Goal HE-1 promotes the creation of new opportunities that enable a broad range of housing types, maintain a balanced supply of ownership and rental units, and provide Page 322 sufficient numbers of dwelling units to accommodate expected new household formations. The development of accessory dwelling units provides an opportunity for additional development of low- and moderate-income housing. General Plan Land Use Goal LU-1.1 encourages the protection of neighborhoods from the encroachment of incompatible activities or land uses that may have a negative impact on the residential living environment. The standards proposed in this Ordinance are designed to minimize impacts to surrounding and existing residential neighborhoods while ensuring compliance with State law. G. All legal prerequisites to the adoption of this Ordinance have occurred. Section 2. Section 17.126.020 (Universal Definitions) is hereby amended by adding a definition of “Unit, junior accessory dwelling or JADU” as follows, with all other definitions to remain unchanged: “Unit, junior accessory dwelling or JADU, means a unit that is no more than 500 square feet in size and contained entirely within a single-family residence. A junior accessory dwelling unit may include separate sanitation facilities, or may share sanitation facilities with the existing structure.” Section 3. Chapter 17.100 (Accessory Dwelling Units) of Article V (Specific Use Requirements) of Title 17 (Zoning) of the Rancho Cucamonga Municipal Code is hereby amended to read as follows: “Chapter 17.100 ACCESSORY DWELLING UNITS 17.100.010 Purpose. The purpose of this chapter is to establish development standards for the construction and operation of accessory dwelling units in a manner that is consistent with the requirements of state law. 17.100.020 Applicability. The provisions of this chapter apply to all lots that are zoned to allow single-family or multi-family use. Accessory dwelling units shall be deemed to be an accessory residential use, which is consistent with the existing General Plan and zoning designations for the lot. The addition of an accessory dwelling unit shall not be considered to exceed the allowable density of the lot upon which such unit is proposed to be established. 17.100.030 Approval required. A. Except for applications submitted pursuant to Section 17.100.040, an application for an accessory dwelling unit shall be reviewed for compliance with the provisions of this section through the plan check/zoning clearance process. Page 323 B. The application shall be approved or denied within 60 days after the city receives the application, or in accordance with the deadline required by Government Code Section 65852.2, as that section may be amended from time to time. C. Notwithstanding any other provision of this code to the contrary, no minor exception from any requirement of this chapter shall be approved, nor shall any application for such a minor exception be accepted for processing. D. Where an application for an accessory dwelling unit or junior accessory dwelling unit is submitted with an application for a single-family dwelling or multi-family dwelling that is subject to discretionary review under this code, the accessory dwelling unit or junior accessory dwelling unit permit application will be considered separately without discretionary review or a public hearing, following the action on the portion of the project that is subject to discretionary review. E. An application for an accessory dwelling unit or junior accessory dwelling unit shall be authorized by every owner of the property that is the subject of the application. 17.100.040 Exempt projects - building permit approval process. A. An applicant shall not be required to submit an application for plan check/ zoning clearance under this chapter, and may instead seek building permit approval for an accessory dwelling unit or junior accessory dwelling unit that satisfies the requirements of both the California Building Standards Code, as amended by the City, and Government Code Section 65852.2(e)(1), as the same may be amended from time to time, which requires the City to ministerially approve a building permit within a residential or mixed- use zone to create any of the following: 1. One accessory dwelling unit or junior accessory dwelling unit per lot with a proposed or existing single-family dwelling if all of the following apply: a. The accessory dwelling unit or junior accessory dwelling unit is within the proposed space of a single-family dwelling or existing space of either an existing single-family dwelling or existing accessory structure, and may include an expansion of not more than 150 square feet beyond the same physical dimensions as the existing accessory structure. b. The space has exterior access from the proposed or existing single-family dwelling. c. The side and rear setbacks are sufficient for fire and safety. d. The JADU complies with the requirements of Government Code Section 65852.22 and with the requirements set forth in subsection D below. 2. One detached, new construction accessory dwelling unit that does not exceed four-foot side and rear yard setbacks for a lot with a proposed or existing single-family dwelling. The accessory dwelling unit may be combined with a JADU Page 324 described in paragraph 1 above. The accessory dwelling unit shall be no more than 800 square feet in size, with a height limit of 16 feet. 3. One accessory dwelling unit within the portions of existing multifamily dwelling structures that are not used as livable space, including, but not limited to, storage rooms, boiler rooms, passageways, attics, basements, or garages, if each unit complies with state building standards for dwellings. If requested, multiple accessory dwelling units shall be allowed, up to the number of accessory dwelling units that equals 25 percent of the existing multifamily dwelling units in the structure. 4. Not more than two detached accessory dwelling units located on a lot that has an existing multifamily dwelling, subject to a height limit of 16 feet and four - foot rear yard and side setbacks. B. A proposed accessory dwelling unit or JADU approved pursuant to this section shall comply with section 17.100.080 of this chapter. C. Conversion of the following structures shall not be approved pursuant to this section, but may be approved pursuant to the full requirements of this chapter: Unenclosed accessory buildings or unenclosed accessory structures, such as patios, gazebos, breezeways, carports, porte cocheres, or similar structures. D. In accordance with the standards set forth in Government Code section 65852.22, JADUs shall comply with the following requirements, unless State law is amended to set forth different standards in which case State law standards will govern: 1. A JADU shall be a minimum of 220 square feet and a maximum of 500 square feet of gross floor area. The gross floor area of a shared sanitation facility shall not be included in the maximum gross floor area of a JADU. 2. A JADU must be contained entirely within the walls of the existing or proposed single-family dwelling. 3. A separate exterior entry from the main entrance to the single-family dwelling shall be provided to serve a JADU. 4. A JADU may include separate sanitation facilities, or may share sanitation facilities with the single-family dwelling in which case the JADU shall have an interior door to allow access to the facilities in the single -family dwelling. 5. A JADU shall include an efficiency kitchen which shall include all of the following: a. a cooking facility with appliances. b. a food preparation counter and storage cabinets that are of reasonable size in relation to the size of the JADU. Page 325 6. No additional parking is required for a JADU. 17.100.050 Local Accessory Dwelling Unit development standards. Except for applications submitted pursuant to Section 17.100.040, a ll accessory dwelling units shall comply with the following development standards: A. Number of units per parcel. No more than one accessory dwelling unit shall be allowed on a single lot. B. Code compliance. Accessory dwelling units shall be constructed in accordance with provisions of the latest edition of building and other codes adopted by the city unless specifically exempted in this chapter. C. Existing lot and uses. An accessory dwelling unit shall be permitted if the existing lot and dwelling, or proposed lot and dwelling, meet the following req uirements: 1. The lot on which the accessory dwelling unit is proposed to be established shall contain at least one existing permanent dwelling unit or the application for the accessory dwelling unit shall be made concurrently with an application for at least one dwelling unit on the same lot; 2. The lot on which the accessory dwelling unit is proposed to be established shall not contain any existing accessory living quarters, second dwelling units, granny flats, guest houses, servant’s quarters, or similar facilities, unless the proposal includes demolition or modification of such facilities so as to comply with the provisions of this section; 3. The zoning regulations for the lot allow for the development of a single- family dwelling or multi-family use. D. Facilities. The accessory dwelling unit shall have a separate entrance and shall contain kitchen and bathroom facilities separate from those of the main dwelling unit. E. Utility services. The accessory dwelling unit may be metered separately from the main dwelling unit for gas, electricity, communications, water and sewer services. F. Fire sprinklers. Accessory dwelling units shall not be required to provide fire sprinklers if they are not required for the primary residence. G. Size. The size of the accessory dwelling unit shall comply with the following requirements indicated in Table 17.100.050-1: TABLE 17.100.050-1 DEVELOPMENT STANDARDS FOR ACCESSORY DWELLING UNITS Accessory Dwelling Unit Type Minimum Size Maximum Size1 Height Attached 220 sq. ft. 50% of main dwelling unit or 1,200 sq. ft., whichever is less Cannot exceed the height of the primary structure or 16 feet, whichever is higher Detached 350 sq. ft. 1,200 sq. ft. 16 feet 1 Maximum size for ADU does not include optional accessory structures (i.e. garage) Page 326 H. Lot coverage. Accessory dwelling units shall conform to the lot coverage requirements for the zoning district in which it is located , except where the application of the lot coverage regulations would not permit construction of an 800 square foot accessory dwelling unit that is 16 feet in height with four-foot side and rear yard setbacks. I. Setbacks. Accessory dwelling units shall comply with the following standards: 1. Accessory dwelling units shall maintain at least a 4-foot setback from the side and rear lot lines. 2. Notwithstanding the above, no setback shall be required for an accessory dwelling unit that is within an existing structure or within a structure constructed in the same location and dimensions as an existing structure. J. Parking. Parking for accessory dwelling units shall be provided as follows, in addition to the parking required for the main dwelling unit: 1. Newly constructed, detached accessory dwelling units shall provide a minimum of one parking space, unless they are exempt pursuant to subsection (5) herein. The parking space may be provided as tandem parking, in an enclosed garage, or in setback areas. 2. If parking for the accessory dwelling unit is provided in a garage which also provides parking for the main dwelling unit, the provided space(s) shall be for the exclusive use of the accessory dwelling unit. The space(s) shall be separated from any garage spaces for the main dwelling unit by a wall or other permanent barrier and shall have a separate or independent garage door. 3. The accessory dwelling unit shall utilize the same vehicular access that serves the existing main dwelling unit, unless the accessory dwelling unit has access from a public alley contiguous to the lot or is located on a corner lot for which secondary access is permitted for parking outside the street side setback. A vehicular driveway that provides access to required parking shall have a minimum width of 10 feet. 4. When a required garage, carport, or covered parking structure for the main dwelling unit is converted or demolished in conjunction with the construction of an accessory dwelling unit, replacement of parking spaces that are eliminated by the construction of the accessory dwelling unit shall not be required as long as the accessory dwelling unit remains in use as a legal accessory dwelling unit. 5. Notwithstanding subsection J.1 herein, on-site parking is not required for an accessory dwelling unit in any of the following instances: a. The accessory dwelling unit is located within a one -half mile walking distance of public transit, as that term is defined in Government Code Section 65852.2, as may be amended from time to time; b. The accessory dwelling unit is located within a historic district; c. The accessory dwelling unit is part of the existing primary residence or an existing accessory structure; d. When on-street parking permits are required but not offered to the occupant of the accessory dwelling unit; or e. Where there is a car share station located within one block of the accessory dwelling unit. 17.100.060 Design standards. Page 327 Except for applications submitted pursuant to Section 17.100.040, all accessory dwelling units shall comply with the following design standards: A. Exterior stairs shall not be visible from any public right-of-way, excluding alleys or trails. B. The color, material, and texture of the roof shall be substantially the same as the main dwelling unit. C. The color, material, and texture of all building walls shall be substantially the same as the main dwelling unit. D. Permitted driveways and walkways shall occupy no more than 50% of the front yard area, in compliance with Section 17.56.070. E. When a garage, carport, or covered parking structure that is visible from any public right-of-way is converted or demolished in conjunction with the construction of an accessory dwelling unit, the design shall incorporate features to match the materials, textures, trim, and landscaping of the main dwelling unit. 17.100.070 Historic buildings. A. An accessory dwelling unit proposed for a property under a Mills Act contract must comply with all Mills Act guidelines, including design conformance with the United States Secretary of the Interior Standards. 17.100.080 Ownership, rental, and occupancy requirements. A. Owner occupancy required for junior accessory dwelling units. If the property contains a junior accessory dwelling unit, one of the residential dwellings on the lot shall be occupied as the primary residence of the owner of the lot and shall not be rented or leased as long as the junior accessory dwelling unit exists, unless state law is amended to prohibit owner occupancy requirements for junior accessory dwelling units. B. Rental occupancy. Any residential unit on a lot with an accessory dwelling unit or junior accessory dwelling unit must be rented for a period exceeding 30 consecutive days. C. Sale of accessory dwelling units. Sale or ownership of an accessory dwelling unit or junior accessory dwelling unit separate from the main dwelling unit is prohibited. D. Deed restrictions. Prior to final inspection for an accessory dwelling unit or junior accessory dwelling unit, the property owner shall execute and record in the office of the county recorder a covenant setting forth the following minimum requirements, in a form and substance satisfactory to the planning department and city attorney’s office: 1. The accessory dwelling unit or junior accessory dwelling unit shall not be sold or owned separately from the main dwelling unit, and the parcel upon which the unit is located shall not be subdivided in any manner that would authorize such sale or ownership; 2. If the property contains a junior accessory dwelling unit, the junior accessory dwelling unit shall be a legal unit and may be used as habitable space, only so long as either the main dwelling unit, or the junior accessory dwelling unit, Page 328 is occupied by the owner of record of the property, unless state law is amended to prohibit local agencies from requiring owner-occupancy; 3. Any rental of an accessory dwelling unit or junior accessory dwelling unit shall be for a period exceeding 30 consecutive days; and 4. The restrictions shall be binding upon any successor in owners hip of the property. 17.100.090 Existing nonconforming units. Accessory dwelling units, second dwelling units, granny flat or similar accessory structures that exist as of October 19, 2018 that have previously been legally established may continue to operate as legal nonconforming accessory dwelling units. Any accessory dwelling unit that exists as of the effective date of this section, and has not previously been legally established, is considered an unlawful use, unless the planning director determines that the unit meets the provisions of this section.” Section 4. California Environmental Quality Act Exemption. The City Council determines that this Ordinance is exempt from environmental review under the California Environmental Quality Act, (California Public Resources Code §§ 21000, et seq., (“CEQA”) and the CEQA Guidelines (14 California Code of Regulations §§ 15000, et seq.) because this zoning ordinance implements the provisions of Government Code Section 65852.2 and is therefore exempt from CEQA pursuant to Public Resources Code Section 21080.17 and California Code of Regulations Section 15282(h). To the extent that any provisions of this ordinance are not exempt pursuant to Section 15282(h), the amendments are not subject to CEQA pursuant to CEQA Guidelines Section 15061(b)(3), because it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. Section 5. Submittal of Ordinance. The Community Development Director, or the Director’s designee, shall submit a copy of the Ordinance to the Department of Housing and Community Development within 60 days after adoption of th is Ordinance. Section 6. Severability. The City Council declares that, should any provision, section, paragraph, sentence, or word of this Ordinance be rendered or declared invalid by any final court action in a court of competent jurisdiction, or by rea son of any preemptive legislation, the remaining provisions, sections, paragraphs, sentences and words of this Ordinance shall remain in full force and effect. Section 7. Certification. The City Clerk shall certify to the passage and adoption of this Ordinance and shall cause the same to be published or posted in the manner required by law. Section 8. Effective Date. This Ordinance shall take effect thirty (30) days after passage. Page 329 PASSED, APPROVED, AND ADOPTED by the City Council of the City of Rancho Cucamonga this 4th day of March, 2020. L. Dennis Michael, Mayor ATTEST: Janice C. Reynolds, City Clerk [SEAL] STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss CITY OF RANCHO CUCAMONGA ) I, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Ordinance was introduced at a regular meeting of the City Council of the City of Rancho Cucamonga held on the ___ day of ___________, 2020, and was passed at a regular meeting of the City Council of the City of Rancho Cucamonga held on ____________, 2020, by the following vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: Janice C. Reynolds, City Clerk Page 330 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Fabian Villenas, Principal Management Analyst SUBJECT:CONSIDERATION OF URGENCY ORDINANCE N0. 967, ADOPTING EMERGENCY REGULATIONS RELATED TO RESIDENTIAL AND/OR COMMERCIAL TENANT EVICTIONS. RECOMMENDATION: Staff recommends that the City Council: Provide direction regarding whether to include commercial tenants in a proposed urgency ordinance to temporarily prohibit evictions due to financial hardships arising out of the COVID19 pandemic. Based on that direction, adopt one of the following motions: 1) Read by title only and adopt Urgency Ordinance No. 967, "An Urgency Ordinance of the City Council of the City of Rancho Cucamonga Adopting Emergency Regulations Related to Residential and Commercial Tenant Evictions and Declaring the Urgency Thereof.”; or 2) Read by title only and adopt Urgency Ordinance No. 967, "An Urgency Ordinance of the City Council of the City of Rancho Cucamonga Adopting Emergency Regulations Related to Residential Tenant Evictions and Declaring the Urgency Thereof.” Whichever Urgency Ordinance is selected, it will require a fourfifths vote for adoption whereupon it will take effect immediately. BACKGROUND: In response to a global outbreak of a novel coronavirus, also known as COVID19, city, county, state and federal officials have taken decisive actions in the last several weeks in order to minimize the spread of COVID19. These actions include: March 4, 2020: California Governor Newsom declared a state of emergency in order to address the spread of COVID19. March 12, 2020: San Bernardino County Health Officer temporarily prohibited large gatherings of 250 people or more. March 13, 2020: United States President Trump declared a national emergency. March 18, 2020: Rancho Cucamonga City Council is scheduled to consider Resolution No. 2020 14 declaring a local emergency. In order to minimize the spread of COVID19, the Centers for Disease Control and Prevention, the California Department of Public Health and the San Bernardino County Health Officer have all issued recommendations encouraging social distancing and avoiding public locations where exposure to COVID19 may occur such as retail stores, restaurants, bars, theatres, and group events. Page 331 DATE: March 18, 2020TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Fabian Villenas, Principal Management AnalystSUBJECT:CONSIDERATION OF URGENCY ORDINANCE N0. 967, ADOPTINGEMERGENCY REGULATIONS RELATED TO RESIDENTIAL AND/ORCOMMERCIAL TENANT EVICTIONS.RECOMMENDATION:Staff recommends that the City Council:Provide direction regarding whether to include commercial tenants in a proposed urgency ordinance totemporarily prohibit evictions due to financial hardships arising out of the COVID19 pandemic. Basedon that direction, adopt one of the following motions:1) Read by title only and adopt Urgency Ordinance No. 967, "An Urgency Ordinance of the City Councilof the City of Rancho Cucamonga Adopting Emergency Regulations Related to Residential andCommercial Tenant Evictions and Declaring the Urgency Thereof.”; or2) Read by title only and adopt Urgency Ordinance No. 967, "An Urgency Ordinance of the City Councilof the City of Rancho Cucamonga Adopting Emergency Regulations Related to Residential TenantEvictions and Declaring the Urgency Thereof.”Whichever Urgency Ordinance is selected, it will require a fourfifths vote for adoption whereupon it willtake effect immediately.BACKGROUND:In response to a global outbreak of a novel coronavirus, also known as COVID19, city, county, stateand federal officials have taken decisive actions in the last several weeks in order to minimize thespread of COVID19. These actions include:March 4, 2020: California Governor Newsom declared a state of emergency in order to addressthe spread of COVID19.March 12, 2020: San Bernardino County Health Officer temporarily prohibited large gatherings of250 people or more.March 13, 2020: United States President Trump declared a national emergency.March 18, 2020: Rancho Cucamonga City Council is scheduled to consider Resolution No. 202014 declaring a local emergency.In order to minimize the spread of COVID19, the Centers for Disease Control and Prevention, theCalifornia Department of Public Health and the San Bernardino County Health Officer have all issued recommendations encouraging social distancing and avoiding public locations where exposure to COVID19 may occur such as retail stores, restaurants, bars, theatres, and group events. As such, the economic impacts from COVID19 are significant and threaten the housing security for many in California. Even further economic impacts are anticipated, leaving tenants vulnerable to eviction. On the evening of March 16, 2020, Governor Newsom issued Executive Order N2820 which includes the suspension of any provision of state law that would preempt or otherwise restrict the City’s exercise of its police powers to impose limitations on residential or commercial evictions based on nonpayment of rent arising out of a substantial decrease in household or business income caused by the COVID19 pandemic. ATTACHMENTS: Description Attachment 1 Ordinance No. 967 Residential & Commercial Attachment 2 Ordinance No. 967 Residential ANALYSIS: As the public is being asked to practice social distancing and avoid public places in order to reduce the spread of COVID19, the economy has taken a tremendous and sudden downturn as businesses close their doors per guidance and/or orders given by various governmental officials and entities. Businesses are suffering tremendous losses and reducing work hours and/or laying off employees. Furthermore, many schools nationwide, including all schools in Rancho Cucamonga, have closed for an extended time period, leaving many working parents without daycare options and forced to stay home from work, often unpaid. With certain businesses temporarily closed, and their workers displaced, there is a concern that the sudden reduction in household income could affect the ability of renters to meet their ongoing rent obligations. Similarly, those businesses suffering from closures or significantly reduced operating hours, may find it difficult to meet their own commercial rent obligations. This could result in a sudden and unanticipated waive of eviction notices and, potentially, unlawfully detainer actions. The attached urgency ordinance establishes a temporary moratorium on the eviction of residential and commercial tenants impacted by COVID19 pandemic. The moratorium applies to evictions based on the nonpayment of rent due to a financial hardship related to COVID19. Tenant must notify landlord in writing within 30 days after the rent is due of lost income and inability to pay full rent due to circumstances related to COVID19 and provides supporting documentation. Upon adoption of Ordinance No. 967, the moratorium would go into effect immediately and through May 31, 2020, unless the City’s emergency declaration is ended sooner. As currently drafted, the urgency ordinance would temporarily prohibit evictions for both residential and commercial tenants, as authorized by the Governor’s order. Staff is seeking direction on whether the City Council would want to implement the moratorium for both residential and commercial evictions or implement the moratorium for residential evictions only. Draft urgency ordinances to address both residential and commercial tenants and residential tenants only are attached to this staff report. Once direction is received, the appropriate ordinance will be presented for adoption. FISCAL IMPACT: Fiscal impact is minimal. Page 332 -1- 11231-0001\2404494v1.doc URGENCY ORDINANCE NO. 967 AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA ADOPTING EMERGENCY REGULATIONS RELATED TO RESIDENTIAL AND COMMERCIAL TENANT EVICTIONS AND DECLARING THE URGENCY THEREOF I. Recitals. A. International, national, state, and local health and governmental authorities are responding to an outbreak of respiratory disease caused by a novel coronavirus named “coronavirus disease 2019,” abbreviated COVID-19, (“COVID-19”); and B. On March 4, 2020, the Governor of the State of California declared a state of emergency to make additional resources available, formalize emergency actions already underway across multiple state agencies and departments, and help the state prepare for broader spread of COVID-19; and C. On March 12, 2020, the Health Officer of the County of San Bernardino temporarily prohibited large gatherings of 250 people or more in responding to COVID-19; and D. On March 13, 2020, the President of the United States of America declared a national emergency and announced that the federal government would make emergency funding available to assist state and local governments in preventing the spread of and addressing the effects of COVID-19; and E. On March 17, 2020, the Health Officer of the County of San Bernardino adopted a new order that places a prohibition on certain types of public gatherings until 11:59 p.m. on April 6, 2020. This order replaced the Health Officer’s March 12th Order; and F. On March 18, 2020, the City Council adopted Resolution No. 2020-14 declaring the existence of a local emergency pursuant to Government Code Section 8630 to set forth applicable powers, functions and duties of the City’s Disaster Council and Emergency Management Division, request the availability of mutual aid, and to ensure an effective response to the novel coronavirus (“COVID-19”); and G. The Centers for Disease Control and Prevention, the California Department of Public Health, and the San Bernardino County Health Officer have all issued recommendations and/or orders including but not limited to social distancing, staying home if sick, canceling or postponing large group events, working from home, and other precautions to protect public health and prevent transmission of this communicable virus; and H. As a result of the public health emergency and the precautions recommended by health authorities, tenants in Rancho Cucamonga have experienced or expect soon to experience sudden and unexpected income loss; and Page 333 -2- 11231-0001\2404494v1.doc I. The Governor of the State of California has stated that individuals exposed to COVID-19 may be temporarily unable to report to work due to illness caused by COVID-19 or quarantines related to COVID-19 and individuals directly affected by COVID-19 may experience potential loss of income, health care and medical coverage, and ability to pay for housing and basic needs, thereby placing increased demands on already strained regional and local health and safety resources, including shelters and food banks; and J. On March 16, 2020, the Governor issued an executive order, pursuant to his emergency powers under Government Code Sections 8567 and 8571, that suspended any provision of state law that would preempt or otherwise restrict the City’s exercise of its police power to impose substantive limitations on residential or commercial evictions based on nonpayment of rent arising out of a substantial decrease in household or business income caused by the COVID-19 pandemic; and K. Further economic impacts are anticipated, leaving tenants vulnerable to eviction; and L. During this local emergency, and in the interest of protecting the public health and preventing transmission of COVID-19, it is essential to avoid unnecessary housing displacement, to protect the City’s affordable housing stock, and to prevent housed individuals from falling into homelessness; and M. In the interest of public peace, health, and safety, as affected by the emergency caused by the spread of COVID-19, it is necessary for the City Council to exercise its authority to issue these regulations related to the protection of the public peace health, and safety. II. Ordinance. The City Council of the City of Rancho Cucamonga does ordain as follows: SECTION 1. Temporary Moratorium on Evictions. A temporary moratorium on eviction for non-payment of rent by residential or commercial tenants impacted by the COVID-19 crisis is imposed as follows: A. Until the period of local emergency declared in response to COVID-19 is concluded, or until May 31, 2020, whichever date is sooner, no landlord shall endeavor to evict a residential or commercial tenant under the following circumstances: 1. The basis for the eviction is nonpayment of rent, or a foreclosure, arising out of a substantial decrease in household or business income (including, but not limited to, a substantial decrease in household income caused by layoffs or a reduction in the number of compensable hours of work, or a substantial decrease in business income caused by a reduction in opening hours or consumer demand), or substantial out-of-pocket medical expenses; and 2. The decrease in household or business income or the out-of-pocket medical expenses described in subsection (1) was caused by the COVID-19 pandemic, or by any local, state, or federal government response to COVID-19, and is documented. Page 334 -3- 11231-0001\2404494v1.doc B. A landlord who knows that a tenant cannot pay some or all of the rent temporarily for the reasons set forth above shall not do any of the following: 1. Initiate a cause of action for judicial foreclosure pursuant to Code of Civil Procedure Section 725a et seq.; 2. Initiate a cause of action for unlawful detainer pursuant to Code of Civil Procedure Section 1161 et seq.; 3. Initiate any other statutory cause of action that could be used to evict or otherwise eject a residential or commercial tenant or occupant of residential real property; 4. Serve a notice to terminate tenancy pursuant to Code of Civil Procedure Section 1161 et seq, to evict for nonpayment of rent; or 5. Otherwise seek to evict for nonpayment of rent. C. A landlord knows of a tenant’s inability to pay rent within the meaning of this Urgency Ordinance if the tenant, within 30 days after the date that rent is due, notifies the landlord in writing of lost income and inability to pay full rent due to the circumstances set forth in Section 1.A., and provides documentation to support the claim. D. For purposes of this Urgency Ordinance, “in writing” includes email or text communications to a landlord or the landlord’s representative with whom the tenant has previously corresponded by email or text. Any medical or financial information provided to the landlord shall be held in confidence, and only used for evaluating the tenant’s claim. E. Nothing in this Urgency Ordinance shall relieve the tenant of liability for the unpaid rent, which the landlord may seek after expiration of the local emergency and the tenant must pay within six months of the expiration of the local emergency. Six months after the end of the emergency if the rent is unpaid, a landlord may charge or collect a late fee for rent that is delayed for the reasons stated in this Urgency Ordinance; or a landlord may seek rent that is delayed for the reasons stated in this Urgency Ordinance through the eviction or other appropriate legal process. F. This Urgency Ordinance applies to evictions and unlawful detainer actions served or filed on or after the date on which a local emergency was proclaimed to exist within the City of Rancho Cucamonga. SECTION 2. Violations. A. This Urgency Ordinance shall be punishable as set forth in Chapter 1.12 of the Rancho Cucamonga Municipal Code. Nothing in this Urgency Ordinance shall be construed to diminish or supersede the provisions of Penal Code Section 396. B. This Urgency Ordinance grants a defense in the event that an unlawful detainer action is commenced in violation of this Urgency Ordinance. Page 335 -4- 11231-0001\2404494v1.doc SECTION 3. Term. This Urgency Ordinance shall remain in effect for the period of local emergency declared in response to COVID-19 within the City, or until May 31, 2020, whichever date is sooner. SECTION 4. Effective Date. This Ordinance is adopted as an urgency ordinance for the immediate preservation of the public peace, health and safety within the meaning of Government Code Section 36937(b), and therefore shall be passed immediately upon its introduction and shall become effective at midnight tonight, March 18, 2020 upon its adoption by a minimum 4/5 vote of the City Council. SECTION 5. Uncodified. This Urgency Ordinance shall not be codified. SECTION 6. Severability. The City Council declares that, should any section, subsection, subdivision, sentence, clause, phrase, or portion of this Urgency Ordinance for any reason be held 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 Urgency Ordinance. The City Council hereby declares that it would have adopted this Urgency Ordinance and each section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared invalid or unconstitutional. SECTION 7. Certification and Publication. The City Clerk shall certify to the adoption of this Urgency Ordinance and shall cause it to be published in the manner required by law. PASSED, APPROVED, AND ADOPTED this _____ day of ______________, 2020. _____________________________________ Dennis Michael Mayor I, JANICE REYNOLDS, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Urgency Ordinance was passed, approved, and adopted at a __________ meeting of the City Council of the City of Rancho Cucamonga held on the 18th day of March, 2020, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ABSTAINED: COUNCILMEMBERS: ATTEST:______________________________ City Clerk Page 336 -1- 11231-0001\2404494v2.doc URGENCY ORDINANCE NO. 967 AN URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA ADOPTING EMERGENCY REGULATIONS RELATED TO RESIDENTIAL TENANT EVICTIONS AND DECLARING THE URGENCY THEREOF I. Recitals. A. International, national, state, and local health and governmental authorities are responding to an outbreak of respiratory disease caused by a novel coronavirus named “coronavirus disease 2019,” abbreviated COVID-19, (“COVID-19”); and B. On March 4, 2020, the Governor of the State of California declared a state of emergency to make additional resources available, formalize emergency actions already underway across multiple state agencies and departments, and help the state prepare for broader spread of COVID-19; and C. On March 12, 2020, the Health Officer of the County of San Bernardino temporarily prohibited large gatherings of 250 people or more in responding to COVID-19; and D. On March 13, 2020, the President of the United States of America declared a national emergency and announced that the federal government would make emergency funding available to assist state and local governments in preventing the spread of and addressing the effects of COVID-19; and E. On March 17, 2020, the Health Officer of the County of San Bernardino adopted a new order that places a prohibition on certain types of public gatherings until 11:59 p.m. on April 6, 2020. This order replaced the Health Officer’s March 12th Order; and F. On March 18, 2020, the City Council adopted Resolution No. 2020-14 declaring the existence of a local emergency pursuant to Government Code Section 8630 to set forth applicable powers, functions and duties of the City’s Disaster Council and Emergency Management Division, request the availability of mutual aid, and to ensure an effective response to the novel coronavirus (“COVID-19”); and G. The Centers for Disease Control and Prevention, the California Department of Public Health, and the San Bernardino County Health Officer have all issued recommendations and/or orders including but not limited to social distancing, staying home if sick, canceling or postponing large group events, working from home, and other precautions to protect public health and prevent transmission of this communicable virus; and H. As a result of the public health emergency and the precautions recommended by health authorities, tenants in Rancho Cucamonga have experienced or expect soon to experience sudden and unexpected income loss; and I. The Governor of the State of California has stated that individuals exposed to COVID-19 may be temporarily unable to report to work due to illness caused by COVID-19 or Page 337 -2- 11231-0001\2404494v2.doc quarantines related to COVID-19 and individuals directly affected by COVID-19 may experience potential loss of income, health care and medical coverage, and ability to pay for housing and basic needs, thereby placing increased demands on already strained regional and local health and safety resources, including shelters and food banks; and J. On March 16, 2020, the Governor issued an executive order, pursuant to his emergency powers under Government Code Sections 8567 and 8571, that suspended any provision of state law that would preempt or otherwise restrict the City’s exercise of its police power to impose substantive limitations on residential evictions based on nonpayment of rent arising out of a substantial decrease in household income caused by the COVID-19 pandemic; and K. Further economic impacts are anticipated, leaving tenants vulnerable to eviction; and L. During this local emergency, and in the interest of protecting the public health and preventing transmission of COVID-19, it is essential to avoid unnecessary housing displacement, to protect the City’s affordable housing stock, and to prevent housed individuals from falling into homelessness; and M. In the interest of public peace, health, and safety, as affected by the emergency caused by the spread of COVID-19, it is necessary for the City Council to exercise its authority to issue these regulations related to the protection of the public peace health, and safety. II. Ordinance. The City Council of the City of Rancho Cucamonga does ordain as follows: SECTION 1. Temporary Moratorium on Evictions. A temporary moratorium on eviction for non-payment of rent by residential tenants impacted by the COVID-19 crisis is imposed as follows: A. Until the period of local emergency declared in response to COVID-19 concludes, or until May 31, 2020, whichever date is sooner, no landlord shall endeavor to evict a residential tenant under the following circumstances: 1. The basis for the eviction is nonpayment of rent, or a foreclosure, arising out of a substantial decrease in household income (including, but not limited to, a substantial decrease in household income caused by layoffs or a reduction in the number of compensable hours of work, or substantial out-of-pocket medical expenses; and 2. The decrease in household income or the out-of-pocket medical expenses described in subparagraph (i) was caused by the COVID-19 pandemic, or by any local, state, or federal government response to COVID-19, and is documented. B. A landlord who knows that a tenant cannot pay some or all of the rent temporarily for the reasons set forth above shall not do any of the following: Page 338 -3- 11231-0001\2404494v2.doc 1. Initiate a cause of action for judicial foreclosure pursuant to Code of Civil Procedure Section 725a et seq.; 2. Initiate a cause of action for unlawful detainer pursuant to Code of Civil Procedure Section 1161 et seq.; 3. Initiate any other statutory cause of action that could be used to evict or otherwise eject a residential tenant or occupant of residential real property; 4. Serve a notice to terminate tenancy pursuant to Code of Civil Procedure Section 1161 et seq, to evict for nonpayment of rent; or 5. Otherwise seek to evict for nonpayment of rent. C. A landlord knows of a tenant’s inability to pay rent within the meaning of this Urgency Ordinance if the tenant, within 30 days after the date that rent is due, notifies the landlord in writing of lost income and inability to pay full rent due to the circumstances set forth in Section 1.A., and provides documentation to support the claim. D. For purposes of this Urgency Ordinance, “in writing” includes email or text communications to a landlord or the landlord’s representative with whom the tenant has previously corresponded by email or text. Any medical or financial information provided to the landlord shall be held in confidence, and only used for evaluating the tenant’s claim. E. Nothing in this Urgency Ordinance shall relieve the tenant of liability for the unpaid rent, which the landlord may seek after expiration of the local emergency and the tenant must pay within six months of the expiration of the local emergency. Six months after the end of the emergency if the rent is unpaid, a landlord may charge or collect a late fee for rent that is delayed for the reasons stated in this Urgency Ordinance; or a landlord may seek rent that is delayed for the reasons stated in this Urgency Ordinance through the eviction or other appropriate legal process. F. This Urgency Ordinance applies to evictions and unlawful detainer actions served or filed on or after the date on which a local emergency was proclaimed to exist within the City of Rancho Cucamonga. SECTION 2. Violations. A. This Urgency Ordinance shall be punishable as set forth in Chapter 1.12 of the Rancho Cucamonga Municipal Code. Nothing in this Urgency Ordinance shall be construed to diminish or supersede the provisions of Penal Code Section 396. B. This Urgency Ordinance grants a defense in the event that an unlawful detainer action is commenced in violation of this Urgency Ordinance. SECTION 3. Term. This Urgency Ordinance shall remain in effect for the period of local emergency declared in response to COVID-19 within the City, or until May 31, 2020, whichever date is sooner. Page 339 -4- 11231-0001\2404494v2.doc SECTION 4. Effective Date. This Ordinance is adopted as an urgency ordinance for the immediate preservation of the public peace, health and safety within the meaning of Government Code Section 36937(b), and therefore shall be passed immediately upon its introduction and shall become effective at midnight tonight, March 18, 2020 upon its adoption by a minimum 4/5 vote of the City Council. SECTION 5. Uncodified. This Urgency Ordinance shall not be codified. SECTION 6. Severability. The City Council declares that, should any section, subsection, subdivision, sentence, clause, phrase, or portion of this Urgency Ordinance for any reason be held 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 Urgency Ordinance. The City Council hereby declares that it would have adopted this Urgency Ordinance and each section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared invalid or unconstitutional. SECTION 7. Certification and Publication. The City Clerk shall certify to the adoption of this Urgency Ordinance and shall cause it to be published in the manner required by law. PASSED, APPROVED, AND ADOPTED this _____ day of ______________, 2020. _____________________________________ Dennis Michael Mayor I, JANICE REYNOLDS, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Urgency Ordinance was passed, approved, and adopted at a __________ meeting of the City Council of the City of Rancho Cucamonga held on the 18th day of March, 2020, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ABSTAINED: COUNCILMEMBERS: ATTEST:______________________________ City Clerk Page 340 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Anne McIntosh, AICP, Planning Director Tabe van der Zwaag, Associate Planner SUBJECT:REVISED STAFF REPORT: CONSIDERATION OF AN APPEAL OF THE PLANNING COMMISSION’S DECISION TO DENY HILLSIDE DESIGN REVIEW DRC201700244 AND MINOR EXCEPTION DRC201800473 –PAUL BARDOS, APPLICANT . THIS PROJECT CONSISTS OF A SITE PLAN AND ARCHITECTURAL REVIEW OF A PROPOSED 4,118 SQUARE FOOT TWO STORY, SINGLEFAMILY RESIDENCE WITH AN ATTACHED 771 SQUARE FOOT GARAGE AND A REQUEST TO CONSTRUCT RETAINING WALLS UP TO 5FEET AND 2INCHES HIGH ON A 15,430 SQUARE FOOT LOT WITHIN THE LOW (L) RESIDENTIAL DISTRICT AND WITHIN THE HILLSIDE OVERLAY DISTRICT AT 8035 CAMINO PREDERA APN: 020763103. A MINOR EXCEPTION WAS ALSO REQUESTED TO EXCEED THE MAXIMUM HEIGHT LIMIT FOR RETAINING WALLS IN THE ZONE. THIS ITEM WAS DETERMINED TO BE EXEMPT FROM THE REQUIREMENTS OF THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) AND THE CITY’S CEQA GUIDELINES PURSUANT TO CEQA GUIDELINES SECTION 15061(B)(4) AS A PROJECT THAT HAS BEEN REJECTED OR DISAPPROVED (THIS ITEM WAS CONTINUED FROM THE FEBRUARY 19, 2020 CITY COUNCIL MEETING). RECOMMENDATION: Staff recommends that the City Council continue the appeal of Hillside Design Review DRC2017 00244 and Minor Exception DRC201800473 to the City Council meeting on April 15, 2020 at 7:00 p.m. in the Council Chambers, 10500 Civic Center Drive, Rancho Cucamonga, CA 91730. BACKGROUND: The applicant lives out of the State and is requesting the continuance due to Covid19 travel restrictions. Attached is the original March 18, 2020 Staff Report. ATTACHMENTS: Description Attachment 1 Staff Report 03/18/2020 Page 341 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Anne McIntosh, AICP, Planning Director Tabe van der Zwaag, Associate Planner SUBJECT:CONSIDERATION OF AN APPEAL OF THE PLANNING COMMISSION’S DECISION TO DENY HILLSIDE DESIGN REVIEW DRC201700244 AND MINOR EXCEPTION DRC201800473 –PAUL BARDOS, APPLICANT . THIS PROJECT CONSISTS OF A SITE PLAN AND ARCHITECTURAL REVIEW OF A PROPOSED 4,118 SQUARE FOOT TWOSTORY, SINGLEFAMILY RESIDENCE WITH AN ATTACHED 771 SQUARE FOOT GARAGE AND A REQUEST TO CONSTRUCT RETAINING WALLS UP TO 5FEET AND 2INCHES HIGH ON A 15,430 SQUARE FOOT LOT WITHIN THE LOW (L) RESIDENTIAL DISTRICT AND WITHIN THE HILLSIDE OVERLAY DISTRICT AT 8035 CAMINO PREDERA APN: 020763103. A MINOR EXCEPTION WAS ALSO REQUESTED TO EXCEED THE MAXIMUM HEIGHT LIMIT FOR RETAINING WALLS IN THE ZONE. THIS ITEM WAS DETERMINED TO BE EXEMPT FROM THE REQUIREMENTS OF THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) AND THE CITY’S CEQA GUIDELINES PURSUANT TO CEQA GUIDELINES SECTION 15061(B)(4) AS A PROJECT THAT HAS BEEN REJECTED OR DISAPPROVED (THIS ITEM WAS CONTINUED FROM THE FEBRUARY 19, 2020 CITY COUNCIL MEETING). RECOMMENDATION: Staff recommends that the City Council uphold the decision by the Planning Commission to deny Hillside Development Review DRC201700244 and Minor Exception DRC201800473 through the adoption of the attached resolutions of denial. BACKGROUND: The Planning Commission denied Hillside Design Review DRC201700244 and Minor Exception DRC1800473 on December 11, 2019. The applicant, Paul Bardos, submitted a written appeal of the Planning Commission’s decision on December 19, 2019. The City Council held a public hearing to review the applicant’s appeal of the Planning Commission decision at the February 19, 2020, City Council meeting. At that meeting, the City Council recommended that the applicant work with the other Camino Predera property owners to come up with a mutually amicable solution. Further, the Council recommended that the proposed house be reduced by approximately 10 percent and the side yard setbacks be increased to reduce the overall massing of the house. ANALYSIS: Contact with Applicant : Staff contacted the applicant on March 4, 2020, to discuss the progress made in addressing the City Council directions. The applicant informed staff that he had been in conversation Page 331Page 342 DATE: March 18, 2020TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Anne McIntosh, AICP, Planning DirectorTabe van der Zwaag, Associate PlannerSUBJECT:CONSIDERATION OF AN APPEAL OF THE PLANNING COMMISSION’SDECISION TO DENY HILLSIDE DESIGN REVIEW DRC201700244 AND MINOREXCEPTION DRC201800473 –PAUL BARDOS, APPLICANT . THIS PROJECTCONSISTS OF A SITE PLAN AND ARCHITECTURAL REVIEW OF A PROPOSED4,118 SQUARE FOOT TWOSTORY, SINGLEFAMILY RESIDENCE WITH ANATTACHED 771 SQUARE FOOT GARAGE AND A REQUEST TO CONSTRUCTRETAINING WALLS UP TO 5FEET AND 2INCHES HIGH ON A 15,430 SQUAREFOOT LOT WITHIN THE LOW (L) RESIDENTIAL DISTRICT AND WITHIN THEHILLSIDE OVERLAY DISTRICT AT 8035 CAMINO PREDERA APN: 020763103. AMINOR EXCEPTION WAS ALSO REQUESTED TO EXCEED THE MAXIMUMHEIGHT LIMIT FOR RETAINING WALLS IN THE ZONE. THIS ITEM WASDETERMINED TO BE EXEMPT FROM THE REQUIREMENTS OF THECALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) AND THE CITY’S CEQAGUIDELINES PURSUANT TO CEQA GUIDELINES SECTION 15061(B)(4) AS APROJECT THAT HAS BEEN REJECTED OR DISAPPROVED (THIS ITEM WASCONTINUED FROM THE FEBRUARY 19, 2020 CITY COUNCIL MEETING).RECOMMENDATION:Staff recommends that the City Council uphold the decision by the Planning Commission to denyHillside Development Review DRC201700244 and Minor Exception DRC201800473 through theadoption of the attached resolutions of denial.BACKGROUND:The Planning Commission denied Hillside Design Review DRC201700244 and Minor ExceptionDRC1800473 on December 11, 2019. The applicant, Paul Bardos, submitted a written appeal of thePlanning Commission’s decision on December 19, 2019. The City Council held a public hearing toreview the applicant’s appeal of the Planning Commission decision at the February 19, 2020, CityCouncil meeting. At that meeting, the City Council recommended that the applicant work with the otherCamino Predera property owners to come up with a mutually amicable solution. Further, the Councilrecommended that the proposed house be reduced by approximately 10 percent and the side yardsetbacks be increased to reduce the overall massing of the house. COUNCIL GOAL(S) ADDRESSED: Although a specific current City Council goal does not apply to the project, the project is not consistent with the goals and policies of the General Plan and the objectives of the Development Code. The Land Use element within the General Plan (Chapter 2) encourages infill development that facilitates sustainable and attractive development that complements the surrounding neighborhood. The proposed singlefamily residence is significantly larger than those in the surrounding neighborhood, and the proposed residence is being built to the minimum side yard setbacks, increase the appearance of overbuilding the lot. ATTACHMENTS: Description Attachment 1 2/19/20 CC Staff Report With Exhibits Attachment 2 CC HDR Resolution of Approval Attachment 3 CC ME Resolution of Approval ANALYSIS: Contact with Applicant : Staff contacted the applicant on March 4, 2020, to discuss the progress made in addressing the City Council directions. The applicant informed staff that he had been in conversation with other property owners along Camino Predera and was working towards a solution to resolve the longstanding issues for developing the remaining vacant lots along the street. He stated that he would present these solutions at the March 18, 2020, City Council meeting. He also stated that he did not currently plan on modifying the design of the project that was reviewed by the City Council on February 19, 2020. Minor Exception: At the February 19, 2020, City Council meeting the applicant stated that the project no longer required the Minor Exception for retaining wall height. Staff has reviewed the current plans which include a 4foot 6inch high retaining wall. The maximum permitted retaining wall height in the Hillside Overlay District is 4 feet. This proposed retaining wall will require the approval of a Minor Exception. As it relates to the Planning Commission’s denial of the minor exception, staff notes that the Minor Exception was recommended for denial because it was related to the design review of the proposed singlefamily residence, which was recommended for denial based on its lack of compatibility with the other residences on Camino Predera. City Council Alternatives : As an alternative to upholding the Planning Commissions decision to deny the project, the City Council may also consider: 1) Overturn the Planning Commission appeal and direct staff to return with resolutions of approval for the subject entitlements, or; 2) Continue the hearing again and provide the applicant with additional time to make the changes recommended at the February 19, 2020, City Council meeting. FISCAL IMPACT: The project site currently is assessed by an annual property tax. A percentage of this annual tax is shared with the City. The proposed development will increase the value of the project site and the City’s annual share of the property tax will increase accordingly. The project proponent also will be responsible for paying onetime impact fees. These fees are intended to address the increased demand for City services due to the proposed project. The following types of services that these impact fees would support include the following: library services, transportation infrastructure, drainage infrastructure, animal services, police, parks, and community and recreation services. Page 332Page 343 DATE: February 19, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Anne McIntosh, Planning Director Tabe van der Zwaag, Associate Planner SUBJECT:CONSIDERATION OF AN APPEAL OF THE PLANNING COMMISSION’S DECISION TO DENY HILLSIDE DESIGN REVIEW DRC201700244 AND MINOR EXCEPTION DRC201800473 – PAUL BARDOS, APPLICANT.THIS PROJECT CONSISTS OF A SITE PLAN AND ARCHITECTURAL REVIEW OF A PROPOSED 4,118 SQUARE FOOT TWOSTORY, SINGLEFAMILY RESIDENCE WITH AN ATTACHED 771 SQUARE FOOT GARAGE AND A REQUEST TO CONSTRUCT RETAINING WALLS UP TO 5FEET AND 2 INCHES HIGH ON A 15,430 SQUARE FOOT LOT WITHIN THE LOW (L) RESIDENTIAL DISTRICT AND WITHIN THE HILLSIDE OVERLAY DISTRICT AT 8035 CAMINO PREDERA APN: 020763103. A MINOR EXCEPTION WAS ALSO REQUESTED TO EXCEED THE MAXIMUM HEIGHT LIMIT FOR RETAINING WALLS IN THE ZONE. THIS ITEM WAS DETERMINED TO BE EXEMPT FROM THE REQUIREMENTS OF THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) AND THE CITY’S CEQA GUIDELINES PURSUANT TO CEQA GUIDELINES SECTION 15061(B)(4) AS A PROJECT THAT HAS BEEN REJECTED OR DISAPPROVED. RECOMMENDATION: Staff recommends that the City Council deny appeal DRC201900975 and uphold the decision by the Planning Commission to deny Hillside Development Review DRC201700244 and Minor Exception DRC201800473 through the adoption of the attached resolutions of denial. BACKGROUND: Project Description: The applicant proposed to construct a 4,118 square foot twostory, singlefamily residence that includes a 771 square foot attached threecar garage along with 374 square feet of porches and decks. The 15,430 square foot project site (Lot 13 of Tract 10035) is located on the south side of Camino Predera, one lot to the east of the existing residence at 8045 Camino Predera, in the Low (L) Residential District and within the Hillside Overlay District. Review Process Timeline: The Hillside Design Review application for the project was submitted to the City on March 22, 2017. City Staff processed the application and during several cycles of review requested that the applicant provide additional information about the project and revise the design of the house to ensure compliance with the General Plan and Development Code. The City deemed the application “Complete” for processing purposes in September 2019. Page 185Page 333Page 344 DATE: February 19, 2020TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Anne McIntosh, Planning DirectorTabe van der Zwaag, Associate PlannerSUBJECT:CONSIDERATION OF AN APPEAL OF THE PLANNING COMMISSION’SDECISION TO DENY HILLSIDE DESIGN REVIEW DRC201700244 ANDMINOR EXCEPTION DRC201800473 – PAUL BARDOS, APPLICANT.THISPROJECT CONSISTS OF A SITE PLAN AND ARCHITECTURAL REVIEW OFA PROPOSED 4,118 SQUARE FOOT TWOSTORY, SINGLEFAMILYRESIDENCE WITH AN ATTACHED 771 SQUARE FOOT GARAGE AND AREQUEST TO CONSTRUCT RETAINING WALLS UP TO 5FEET AND 2INCHES HIGH ON A 15,430 SQUARE FOOT LOT WITHIN THE LOW (L)RESIDENTIAL DISTRICT AND WITHIN THE HILLSIDE OVERLAY DISTRICTAT 8035 CAMINO PREDERA APN: 020763103. A MINOR EXCEPTIONWAS ALSO REQUESTED TO EXCEED THE MAXIMUM HEIGHT LIMIT FORRETAINING WALLS IN THE ZONE. THIS ITEM WAS DETERMINED TO BEEXEMPT FROM THE REQUIREMENTS OF THE CALIFORNIAENVIRONMENTAL QUALITY ACT (CEQA) AND THE CITY’S CEQAGUIDELINES PURSUANT TO CEQA GUIDELINES SECTION 15061(B)(4) ASA PROJECT THAT HAS BEEN REJECTED OR DISAPPROVED.RECOMMENDATION:Staff recommends that the City Council deny appeal DRC201900975 and uphold the decision by thePlanning Commission to deny Hillside Development Review DRC201700244 and Minor ExceptionDRC201800473 through the adoption of the attached resolutions of denial.BACKGROUND:Project Description: The applicant proposed to construct a 4,118 square foot twostory, singlefamilyresidence that includes a 771 square foot attached threecar garage along with 374 square feet ofporches and decks. The 15,430 square foot project site (Lot 13 of Tract 10035) is located on the southside of Camino Predera, one lot to the east of the existing residence at 8045 Camino Predera, in theLow (L) Residential District and within the Hillside Overlay District.Review Process Timeline: The Hillside Design Review application for the project was submitted to theCity on March 22, 2017. City Staff processed the application and during several cycles of reviewrequested that the applicant provide additional information about the project and revise the design ofthe house to ensure compliance with the General Plan and Development Code. The City deemed the application “Complete” for processing purposes in September 2019. The Planning Commission reviewed Hillside Development Review DRC201700244 and Minor Exception DRC201800473 at the November 13, 2019, Planning Commission meeting. At that meeting, the Planning Commission voted 50 to have staff draft a resolution of denial for the subject entitlements for their action at the following Planning Commission meeting. The resolutions of denial for Hillside Development Review DRC201800473 and Minor Exception DRC201800473 were placed on December 11, 2019, Planning Commission Consent Calendar, which was approved without comment. The applicant appealed the Planning Commission decision on December 19, 2019, within the required 10day appeal period. ANALYSIS: Resident Concerns: The residents along Camino Predera raised concerns related to the project at the June 10, 2019, Neighborhood Meeting; at the October 15, 2019, Design Review Committee meeting; and at the November 13, 2019, Planning Commission meeting. The issues raised by the residents were related to building height, building setbacks and the overall size of the structure, each of which they believed was out of character to the existing neighborhood and the intent of the Hillside Design regulations. While the proposed singlefamily residence complies with the minimum development requirements of the Development Code, staff did not support the project based on building size/massing, building width/setbacks, and General Plan Compatibility.A detailed description and analysis of the project have been provided in the Staff Report that was presented to the Planning Commission on November 13, 2019 included with this staff report as Attachment 1. New Standards: It should be noted that the Planning Department has been working with the residents of the Red Hill neighborhood to develop development standards to address the longstanding issues related to the development of the 14 remaining vacant lots along Camino Predera. Staff hosted two separate meetings with the Red Hill residents on August 8, 2019, and on September 9, 2019. Based on comments received at these two meetings, it was determined that the residents were only interested in City developing new development standards for the vacant lots along Camino Predera. These updated standards were presented to the Planning Commission on January 22, 2020, as Municipal Code Amendment DRC202000004. At that meeting, both the existing residents and the vacant lot owners raised concerns about the proposed standards. The Planning Commission deliberated and asked staff to schedule an additional meeting with the residents along Camino Predera to determine whether a compromise could be reached. That meeting was held in the TriCommunity room of City Hall on January 30, 2020, with approximately 17 residents in attendance. This meeting concluded with neither the existing residents nor the vacant lot owners finding common ground on the major issue of building height or building setbacks. The residents did ask for more time to resolve the outstanding issues. It is important to note that the Camino Predera residents are aware that their neighbors may continue to submit applications for new homes like this one, and that any delay in adopting new regulations will result in these projects being reviewed under current standards. All of the neighbors were willing to go through the projects one by one in exchange for having more discussion about the standards. Therefore, staff determined that the Planning Commission public hearing for the Municipal Code Amendment with the new standards should be continued to an unspecified date to provide the residents with more time to work the unresolved issues. Mr. Bardos requested that his appeal move ahead to City Council tonight to avoid further delay. FISCAL IMPACT: The project site currently is assessed by an annual property tax. A percentage of this annual tax is shared with the City. The proposed development will increase the value of the project site and the City’s annual share of the property tax will increase accordingly. The project proponent also will be responsible for paying onetime impact fees. These fees are intended to address the increased demand for City Page 186Page 334Page 345 DATE: February 19, 2020TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Anne McIntosh, Planning DirectorTabe van der Zwaag, Associate PlannerSUBJECT:CONSIDERATION OF AN APPEAL OF THE PLANNING COMMISSION’SDECISION TO DENY HILLSIDE DESIGN REVIEW DRC201700244 ANDMINOR EXCEPTION DRC201800473 – PAUL BARDOS, APPLICANT.THISPROJECT CONSISTS OF A SITE PLAN AND ARCHITECTURAL REVIEW OFA PROPOSED 4,118 SQUARE FOOT TWOSTORY, SINGLEFAMILYRESIDENCE WITH AN ATTACHED 771 SQUARE FOOT GARAGE AND AREQUEST TO CONSTRUCT RETAINING WALLS UP TO 5FEET AND 2INCHES HIGH ON A 15,430 SQUARE FOOT LOT WITHIN THE LOW (L)RESIDENTIAL DISTRICT AND WITHIN THE HILLSIDE OVERLAY DISTRICTAT 8035 CAMINO PREDERA APN: 020763103. A MINOR EXCEPTIONWAS ALSO REQUESTED TO EXCEED THE MAXIMUM HEIGHT LIMIT FORRETAINING WALLS IN THE ZONE. THIS ITEM WAS DETERMINED TO BEEXEMPT FROM THE REQUIREMENTS OF THE CALIFORNIAENVIRONMENTAL QUALITY ACT (CEQA) AND THE CITY’S CEQAGUIDELINES PURSUANT TO CEQA GUIDELINES SECTION 15061(B)(4) ASA PROJECT THAT HAS BEEN REJECTED OR DISAPPROVED.RECOMMENDATION:Staff recommends that the City Council deny appeal DRC201900975 and uphold the decision by thePlanning Commission to deny Hillside Development Review DRC201700244 and Minor ExceptionDRC201800473 through the adoption of the attached resolutions of denial.BACKGROUND:Project Description: The applicant proposed to construct a 4,118 square foot twostory, singlefamilyresidence that includes a 771 square foot attached threecar garage along with 374 square feet ofporches and decks. The 15,430 square foot project site (Lot 13 of Tract 10035) is located on the southside of Camino Predera, one lot to the east of the existing residence at 8045 Camino Predera, in theLow (L) Residential District and within the Hillside Overlay District.Review Process Timeline: The Hillside Design Review application for the project was submitted to theCity on March 22, 2017. City Staff processed the application and during several cycles of reviewrequested that the applicant provide additional information about the project and revise the design ofthe house to ensure compliance with the General Plan and Development Code. The City deemed theapplication “Complete” for processing purposes in September 2019.The Planning Commission reviewed Hillside Development Review DRC201700244 and MinorException DRC201800473 at the November 13, 2019, Planning Commission meeting. At thatmeeting, the Planning Commission voted 50 to have staff draft a resolution of denial for the subjectentitlements for their action at the following Planning Commission meeting. The resolutions of denial forHillside Development Review DRC201800473 and Minor Exception DRC201800473 were placed onDecember 11, 2019, Planning Commission Consent Calendar, which was approved without comment.The applicant appealed the Planning Commission decision on December 19, 2019, within the required10day appeal period. COUNCIL GOAL(S) ADDRESSED: Although a specific current City Council goal does not apply to the project, the project is not consistent with the goals and policies of the General Plan and the objectives of the Development Code. The Land Use element within the General Plan (Chapter 2) encourages infill development that facilitates sustainable and attractive development that complements the surrounding neighborhood. The proposed singlefamily residence is significantly larger than those in the surrounding neighborhood, and the proposed residence is being built to the minimum side yard setbacks, increase the appearance of overbuilding the lot. ATTACHMENTS: Description Attachment 1 11/13/19 PC Staff Report Attachment 2 12/11/19 PC Staff Report Attachment 3CC HDR Reso Attachment 4 CC ME Reso ANALYSIS:Resident Concerns: The residents along Camino Predera raised concerns related to the project at theJune 10, 2019, Neighborhood Meeting; at the October 15, 2019, Design Review Committee meeting;and at the November 13, 2019, Planning Commission meeting. The issues raised by the residentswere related to building height, building setbacks and the overall size of the structure, each of whichthey believed was out of character to the existing neighborhood and the intent of the Hillside Designregulations.While the proposed singlefamily residence complies with the minimum development requirements ofthe Development Code, staff did not support the project based on building size/massing, buildingwidth/setbacks, and General Plan Compatibility.A detailed description and analysis of the projecthave been provided in the Staff Report that was presented to the Planning Commission on November13, 2019 included with this staff report as Attachment 1.New Standards: It should be noted that the Planning Department has been working with the residents ofthe Red Hill neighborhood to develop development standards to address the longstanding issuesrelated to the development of the 14 remaining vacant lots along Camino Predera. Staff hosted twoseparate meetings with the Red Hill residents on August 8, 2019, and on September 9, 2019. Based oncomments received at these two meetings, it was determined that the residents were only interested inCity developing new development standards for the vacant lots along Camino Predera. These updatedstandards were presented to the Planning Commission on January 22, 2020, as Municipal CodeAmendment DRC202000004.At that meeting, both the existing residents and the vacant lot owners raised concerns about theproposed standards. The Planning Commission deliberated and asked staff to schedule an additionalmeeting with the residents along Camino Predera to determine whether a compromise could bereached. That meeting was held in the TriCommunity room of City Hall on January 30, 2020, withapproximately 17 residents in attendance. This meeting concluded with neither the existing residentsnor the vacant lot owners finding common ground on the major issue of building height or buildingsetbacks. The residents did ask for more time to resolve the outstanding issues. It is important to notethat the Camino Predera residents are aware that their neighbors may continue to submit applicationsfor new homes like this one, and that any delay in adopting new regulations will result in theseprojects being reviewed under current standards. All of the neighbors were willing to go through theprojects one by one in exchange for having more discussion about the standards. Therefore, staffdetermined that the Planning Commission public hearing for the Municipal Code Amendment with thenew standards should be continued to an unspecified date to provide the residents with more time towork the unresolved issues. Mr. Bardos requested that his appeal move ahead to City Council tonightto avoid further delay.FISCAL IMPACT:The project site currently is assessed by an annual property tax. A percentage of this annual tax isshared with the City. The proposed development will increase the value of the project site and the City’s annual share of the property tax will increase accordingly. The project proponent also will be responsible for paying onetime impact fees. These fees are intended to address the increased demand for City services due to the proposed project. The following types of services that these impact fees would support include the following: library services, transportation infrastructure, drainage infrastructure, animal services, police, parks, and community and recreation services. Page 187Page 335Page 346 STAFF REPORT SUBJECT: HILLSIDE DESIGN REVIEW DRC2017-00244 AND MINOR EXCEPTION DRC2018-00473 – PAUL BARDOS - Site plan and architectural review of a 4,118 square foot two-story, single-family residence with an attached 771 square foot garage and a request to construct retaining walls up to 5-feet and 2-inches high on a 15,430 square foot lot within the Low (L) Residential District and within the Hillside Overlay District at 8035 Camino Predera - APN: 0207-631-03. This item is exempt from the requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA guidelines under CEQA Section 15303 – New Construction or Conversion of Small Structures, which permits the construction of a single-family residence in a residential zone. RECOMMENDATION: Staff recommends that the Planning Commission direct staff to prepare a resolution of denial for Hillside Design Review DRC2017-00244 and a resolution of denial without prejudice for Minor Exception DRC2018. PROJECT AND SITE DESCRIPTION: The 15,430 square foot vacant project site is located on the south side of Camino Predera, within the Low (L) Residential District and within the Hillside Overlay District. The property dimensions are approximately 80 feet along the north and south property lines, 195 feet along the east property line and 189 feet along the west property line. The downslope lot has an elevation of approximately 1,301 feet as measured at the curb face along the north property line and an elevation of approximately 1,260 feet as measured along the south property line, for a maximum grade change of approximately 41 feet. The existing Land Use, General Plan and Zoning Designations for the project site and adjacent properties are as follows: Land Use General Plan Zoning Site Vacant Land Low Residential Low (L) Residential District Hillside Overlay District North Existing Single-Family Residence Low Residential Low (L) Residential District Hillside Overlay District South Pacific Electric Trail Public Mixed-Use (MU) District East Vacant Land Low Residential Low (L) Residential District Hillside Overlay District DATE: November 13, 2019 TO: Chairman and Members of the Planning Commission FROM: Anne McIntosh, AICP, Planning Director INITIATED BY: Tabe van der Zwaag, Associate Planner Page 188Page 336Page 347 PLANNING COMMISSION STAFF REPORT HDR DRC2017-00244 & ME DRC2018-00473 – BARDOS CONSTRUCTION, INC. November 13, 2019 Page 2 West Existing Single-Family Residence Low Residential Low (L) Residential District Hillside Overlay District ANALYSIS: A. Project Overview: The applicant is requesting to construct a 4,118 square foot two-story, single-family residence along with an attached three-car 771 square foot garage and 374 square feet of porches and decks on the 15,430 square foot project site. The proposed grading includes up to 8 feet of cut, which necessitates that the project be reviewed and approved by the Planning Commission (The maximum cut of fill that can be permitted adminstratively by the Planning Director is 5 feet). The proposed residence has a craftsman design theme, which includes a concrete tile roof, horizontal wood siding, shake siding and a river rock wainscot. The proposed 4,118 square foot residence consists of a 2,352 square foot upper level, which includes the main living area and master bedroom, and a 1,766 square lower level, which includes 3 bedrooms and a bonus room. The upper and lower levels each include decks along the south elevations. The 771 square foot three-car garage is located on the upper level of the residence, with the garage doors facing Camino Predera. The driveway has a maximum grade of 15 percent. Hillside Development Standard 17.122.020.C.1.d. states that driveways with grades up to 20 percent are permitted when they are aligned with the natural contours of the lot and are necessary to achieve site design goals. The project complies with the minimum current development requirements of the Low (L) Residential District and the Hillside Overlay District except that the project includes retaining walls over 4 feet in height which necessitates the approval of a Minor Exception for wall height. The following table provide an overview of project compliance with the Development Code (it should be noted that the City is in the process of developing new development criteria for Camino Predera): Development Criteria Requirement Proposed Compliant? Front Yard Setback 37 feet 60 feet Yes Side Yard Setbacks 5 and 10 feet 5 and 10 feet Yes Rear Yard Setback 20 feet 85 feet Yes Lot Coverage 40 percent 32 percent Yes Building Height Overall 30 feet 30 feet Yes Building Height at Curb Face 10.5 feet N/A Retaining Wall Height 4 feet max 5 feet No** Cut/Fill 5 feet 8* Feet *Grading in Excess of 5 feet Requires Planning Commission Approval **Applicant has submitted Minor Exception (DRC2018-00473) to permit the additional wall height Page 189Page 337Page 348 PLANNING COMMISSION STAFF REPORT HDR DRC2017-00244 & ME DRC2018-00473 – PAUL BARDOS November 13, 2019 Page 3 An existing combination wall and wrought iron fence is located along the west property line that was constructed with the development of the single-family residence to the west. The applicant proposes an up to 4-foot retaining wall topped by a 5-foot wrought-iron fence along the east property line. A 6-foot-high wrought fence is proposed along the south elevation. The proposed perimeter walls are in keeping with Hillside Design Guideline Section 17.122.020.E., which encourages the use of open-view fencing and having walls that integrate the materials and colors used of the residence. The proposed grading design includes 784 cubic yards of import, which is necessary to construct the foundation of the residence. The foundation of the residence is stepped with the existing grade, with the upper pad at an elevation of 1,296 feet and the lower garage pad at an elevation of 1,286, in conformance with Hillside Design Section 17.122.020.D.1.a., to terrace the building to follow the slope. Hillside Development Section 17.122.020.D.1.C. requires that residences in the Hillside Overlay District be designed to fit within a 30-foot high building envelope. The applicant has provided two north-south and two east-west cross-sections with building envelopes demonstrating compliance with the 30-foot height requirement. The height of the residence ranges from approximately 10-feet and 6-inches, along the east side of the residence, to 6- feet and 11-inches, along the west side of the residence, as measured above curb face on Camino Predera. The proposed landscaping is designed to comply with Hillside Development Section 17.122.020.F., including the installation of a permanent irrigation system landscaping to protect slopes from erosion and planting shrubs to soften the views of the downslope elevations. The project is not within the High Fire Hazard Zone or within a wildland-urban interface area. The proposed landscaping also complies with the front yard landscape requirements, including reducing hardscape to less than 50 percent of the front yard area. The rear yard includes slope planting to prevent erosion. Neighborhood Concerns and Staff Analysis: Over the years, residents along Camino Predera have raised concerns related to the development of remaining undeveloped lots of Tract 10035. The overriding concern has been that the proposed residences are out of character with the existing neighborhood based on building size/massing, building height and building width (side setbacks). These same issues were raised by the residents related to the proposed project at the June 10, 2019, Neighborhood Meeting and again at the October 15, 2019, Design Review Committee meeting. As a result of these persistent neighborhood concerns, and in response to the subject development application, staff attempted to quantify certain characteristics, namely building size and massing, in order to identify what might be considered a compatible development within the neighborhood. To accomplish this, staff reviewed building permits issued by the City for each property within the tract. Where building permits were not available (in two instances), data was used from the Property Information Management System (PIMS) hosted by the San Bernardino County Assessor’s office. Staff notes that building size referenced in this report is inclusive of garages, patios, porches, etc., to account for massing which has been identified as a primary concern of the neighborhood. All data gathered regarding building square footage is approximate and has been organized into a spreadsheet which provides the average size of residences in the tract currently, as well as the average size of houses by decade since the tract was developed. Page 190Page 338Page 349 PLANNING COMMISSION STAFF REPORT HDR DRC2017-00244 & ME DRC2018-00473 – PAUL BARDOS November 13, 2019 Page 4 Further, since development along the southside of Camino Predera has been of particular concern to neighborhood residents, data collected by staff also provides the average size of residences along the south side of Camino Predera. This spreadsheet is included with this report as Exhibit E. The applicant has provided documentation showing two efforts to address concerns. First, the building could have been designed so that the top elevation is 14 feet above the street, whereas the applicant is only proposing 10 feet 6 inches above the street. Second, the eave has been truncated on the east and west, reducing the profile of the roof. Staff notes that while the Development Code does not provide an objective definition of the term “compatibility,” the proposed development requires discretionary review by the Planning Commission pursuant to Sections 17.16.140.B.1 and Section 17.122.020.G.i of the Development Code. As such, certain findings are required to be made, including a finding that a proposed project must be consistent with the General Plan (Section 17.16.140.F.1). While staff acknowledges that height and massing could be even greater, staff feels that the applicant could further reduce the roof height. As such, staff does not support the project for the following reasons: 1. Building Size/Massing: Tract 10035 was approved by Rancho Cucamonga City Council in March 1985 and comprises a total of 38 lots. As of 2019, 21 lots within the tract had been developed, with 3 more lots having been approved for development as recent as 2018 and 2019. 14 lots remain undeveloped, each of which are located on the south side of Camino Predera. Of the built residences in Tract 10035, 7 were built in the 1980s, 1 was built in the 1990s, 13 were built in the 2000s, and 3 houses have been approved in the 2010s, one of which is currently under construction. Generally, the average size of houses in Tract 10035 have increased from 3,128 square feet in the 1980s to an average of 4,237 square feet for those projects approved in the 2010s. This increase in size over time would seem to support certain neighborhood concerns that recent development has been out of character for the neighborhood. Based off building permits and PIMS data, which again, for the purposes of this review includes the cumulative building square footage of garages, patios and porches, etc., the average sized residence in Tract 10035 currently is approximately 3,912 square feet. Further, the average size for residences along the south side of Camino Predera, is slightly larger at 3,918 square feet. At 4,889 square feet of living and garage area, the proposed residence is larger than the average residence in the tract (3,912 square feet), larger than the average sized residence along the south side of Camino Predera (3,918 square feet), and larger than the average residence approved during the 2010s (4,237 square feet). Notably, when including porches and decks to be consistent with the methodology used in reviewing building permits and PIMS data (374 square feet proposed), the proposed residence increases to 5,263 square feet. Further, the massing of the proposed residence is accentuated by the height of the roof peak which is 10 feet and 6 inches above the curb face on Camino Predera. Staff has recommended to the applicant that the appearance of massing could be mitigated by increasing the front setback, thus reducing the overall height of the structure as seen from Camino Predera and/or by modifying the roof design to reduce the height of the roof peak. Page 191Page 339Page 350 PLANNING COMMISSION STAFF REPORT HDR DRC2017-00244 & ME DRC2018-00473 – PAUL BARDOS November 13, 2019 Page 5 2. Building Width/Setbacks: The project proposes to construct the proposed residence at the minimum side yard setbacks of 5 and 10 feet, which conflicts with the intent of Hillside Design Section 17.122.020.D.2.a, which explicitly encourages increased setbacks to avoid overbuilding and crowding of structures, etc. The existing residence to the west is also constructed at the minimum side yard setback, increasing the appearance of overbuilding along the Camino Predera streetscape. It should be noted that staff is currently considering amendments to the development code to increase minimum setbacks and reduce building height maximums within the Camino Predera neighborhood in a direct effort to address persistent neighborhood concerns regarding these development standards. It is anticipated that these code changes will be ready for public hearings within the coming months. 3. General Plan Compatibility: Staff asserts that the project as proposed is also not compatible with General Plan Policy LU-2.4, which aims to “promote complementary infill development, rehabilitation, and re-use that contributes positively to the surrounding residential neighborhood areas.” As evidenced by comments received from neighborhood residents at the Neighborhood Meeting on June 10, 2019, as well as comments received at the Design Review Committee meeting on October 22, 2019, and considering long-standing concerns regarding the scale of development proposed both within the tract and along the south side of Camino Predera, the proposed project does not meet the qualitative intent of General Plan Policy LU-2.4 which aims to promote development which contributes “positively” to the surrounding residential neighborhood. Staff acknowledges that the proposed project will develop a vacant lot which might provide an economic benefit to the property owner, however building permit and PIMS data gathered for this report reflect that the average size of residences within Tract 10035 have increased since the tract was approved in the 1980s, and that the proposed project is larger than the average residence in the tract which would further exacerbate this trend. Staff contends that this noted growth in average house size correlates to the persistent neighborhood concerns. B. Minor Exception (DRC2018-00473): The maximum permitted retaining wall height is 4 feet within the Hillside Overlay District, with stepped retaining walls permitted to have a maximum height of 3-feet with a minimum 3-foot separation between the stepped walls. The project includes retaining walls up to 5 feet-2 inches in height. The additional retaining wall height is necessary to lower the height of the foundation of the residence in order to reduce the overall height of the structure as seen from Camino Predera. The applicant has filed Minor Exception DRC2018-00473 requesting the additional retaining wall height. A Minor Exception permits an additional 2 feet above the maximum permitted wall height. While staff supports the applicant’s intent to lower the height of the proposed single-family residence, staff cannot support the proposed Minor Exception as the project is not consistent with the intent of the General Plan to “promote complementary infill development.” The findings of facts below do not support the necessary findings, which are required by the Development Code: Finding: The Minor Exception is consistent with the General Plan or any applicable specific plan or Development Agreement. Fact: The proposed Minor Exception to permit additional retaining wall height is not consistent with the General Plan. The General Plan encourages complementary infill development (General Plan Policy LU-2.4). The related Hillside Design Review (DRC2017- Page 192Page 340Page 351 PLANNING COMMISSION STAFF REPORT HDR DRC2017-00244 & ME DRC2018-00473 – PAUL BARDOS November 13, 2019 Page 6 00244) is for a 4,118 square foot single-family residence which is not complementary to surrounding neighborhood as it is significantly larger than the average house size within Tract 10035 (based on the existing and approved residences within the Tract 10035). Finding: The proposed development is compatible with existing and proposed land uses in the surrounding area. Fact: The proposed single-family residences is not compatible with the existing and proposed land uses in the surrounding area as it is significantly larger than the other residences in the same tract (Tract 10035) and is proposed to be constructed at the minimum side yard setbacks, creating the appearance of overbuilding the lot. Finding: The proposed exception to the specific development standard(s) is necessary to allow creative design solutions compatible with the desires of the community and/or to accommodate unique site conditions. Fact: The proposed increase in the maximum permitted retaining wall height is necessary to lower the overall height of the structure as seen from Camino Predera. Staff supports increasing the retaining wall heights on the project site to further reduce the height of the residence as seen from Camino Predera. Finding: The granting of the minor exception will not constitute a grant of special privilege inconsistent with the limitations on other properties classified in the same district, and will not be detrimental to public health, safety or welfare, or materially injurious to properties or improvements in the vicinity. Fact: The granting of the minor exception will constitute a grant of special privilege as the additional retaining wall height is related to a proposed single-family residence which is not complementary to the surrounding neighborhood as it is significantly larger than the average size residence within Tract 10035 and is constructed to the minimum setbacks. The City has been contacted by property owners in the surrounding neighborhood who are opposed to the project based on the size of the proposed residence, the height of the residence above curb face on Camino Predera and the width of the project (built at minimum setbacks). C. Design Review Committee: The project was reviewed by the Design Review Committee (Guglielmo, Wimberly and McIntosh) on October 22, 2019. A resident read a letter in opposition to the project during the public comment portion of the meeting. Staff presented the project and outlined the reasons why the project was not being supported as presented including lack of conformance with the intent of the Hillside Design Guidelines, neighborhood compatibility, and inconsistency with the General Plan. Staff also noted that the side elevations of the proposed residence should be enhanced by adding additional horizontal siding to match the front and rear elevations. The Committee stated that they were generally in support of the architecture of the proposed residence, but in the context of this specific location, they understood the neighbor's concerns and recommended that the project be forwarded to the Planning Commission without a recommendation for review by the full Planning Commission. The applicant did agree to add the requested horizontal siding to the side elevations of the residence to match the front and rear elevations. Those changes are reflected in the building elevations attached to this report (Exhibit B). Page 193Page 341Page 352 PLANNING COMMISSION STAFF REPORT HDR DRC2017-00244 & ME DRC2018-00473 – PAUL BARDOS November 13, 2019 Page 7 D. Neighborhood Meeting: The applicant held a neighborhood meeting in the Rains Room at City Hall on June 10, 2019, with approximately 20 persons in attendance. The applicant provided a general overview of the project and fielded questions. The attendees raised concerns related to the building height as seen from Camino Predera, the width of the residence (built to the minimum 5- and 10-foot setbacks), and the size of the residence as compared to older homes along Camino Predera. The applicant responded that lowering the residence would steepen the driveway to the point that it would be difficult to navigate, that reducing the width of the residence would make it difficult to construct a 3-car garage and that the size of the residence is in keeping with the existing residences most recently constructed along Camino Predera. The neighbors stated that the size of the recently constructed residences along Camino Predera were not in keeping with the intent of Hillside Design regulations and were too large compared to the older residences constructed along the street. E. Public Art: Residential development projects of fewer than 4 units are exempt from the public art requirement. F. Environmental Assessment: The Planning Department Staff has determined that the project is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines. The project qualifies as a Class 3 exemption under State CEQA Guidelines Section 15303 (New Construction or Conversion of Small Structures), which permits the construction of a single-family residence in a residential zone. The project is for the construction of a single-family residence in a residential zone and there is no substantial evidence that the project may have a significant effect on the environment. The project also qualifies as a Class 5 exemption under State CEQA Guidelines Section 15305, which covers minor alterations in land use limitations including allowing additional wall height due to onsite grades. FISCAL IMPACT: The project site currently is assessed by an annual property tax. A percentage of this annual tax is shared with the City. The proposed development will increase the value of the project site and the City’s annual share of the property tax will increase accordingly. The project proponent also will be responsible for paying one-time impact fees. These fees are intended to address the increased demand for City services due to the proposed project. The following types of services that these impact fees would support include the following: library services, transportation infrastructure, drainage infrastructure, animal services, police, parks, and community and recreation services. COUNCIL GOAL(S) ADDRESSED: Although a specific current City Council goal does not apply to the project, the project is not consistent with the goals and policies of the General Plan and the objectives of the Development Code. The Land Use element within the General Plan (Chapter 2) encourages infill development that facilitates sustainable and attractive development that complements the surrounding neighborhood. The proposed single-family residence is significantly larger than those in the surrounding neighborhood, and the proposed residence is being built to the minimum side yard setbacks, increase the appearance of overbuilding the lot. Page 194Page 342Page 353 PLANNING COMMISSION STAFF REPORT HDR DRC2017-00244 & ME DRC2018-00473 – PAUL BARDOS November 13, 2019 Page 8 CORRESPONDENCE: This item was advertised as a public hearing with a regular page legal advertisement in the Inland Valley Daily Bulletin newspaper, the property was posted, and notices were mailed to all property owners within a 660-foot radius of the project site. To date, no comment/correspondence has been received in response to these notifications. EXHIBITS: Exhibit A - Aerial Photo Showing Project Location Exhibit B - Complete Set of Plans Exhibit C - Correspondences Exhibit D - Design Review Committee Comments (October 15, 2019) and Action Agenda Exhibit E - Tract 10035 Data Exhibit F - Tract Map 10035 Page 195Page 343Page 354 EExhibit APage 196Page 344Page 355 Exhibit BPage 197Page 345Page 356 Page 198Page 346Page 357 Page 199Page 347Page 358 Page 200Page 348Page 359 Page 201Page 349Page 360 Page 202Page 350Page 361 Page 203Page 351Page 362 Page 204Page 352Page 363 Page 205Page 353Page 364 Page 206Page 354Page 365 Page 207Page 355Page 366 Page 208Page 356Page 367 Page 209Page 357Page 368 Page 210Page 358Page 369 Page 211Page 359Page 370 Page 212Page 360Page 371 Page 213Page 361Page 372 Exhibit CPage 214Page 362Page 373 Page 215Page 363Page 374 Page 216Page 364Page 375 Page 217Page 365Page 376 Page 218Page 366Page 377 Page 219Page 367Page 378 Page 220Page 368Page 379 Page 221Page 369Page 380 Page 222Page 370Page 381 Page 223Page 371Page 382 Page 224Page 372Page 383 Page 225Page 373Page 384 Page 226Page 374Page 385 Page 227Page 375Page 386 Page 228Page 376Page 387 Page 229Page 377Page 388 Page 230Page 378Page 389 Page 231Page 379Page 390 Page 232Page 380Page 391 Page 233Page 381Page 392 Page 234Page 382Page 393 Page 235Page 383Page 394 Page 236Page 384Page 395 Page 237Page 385Page 396 Page 238Page 386Page 397 Page 239Page 387Page 398 Page 240Page 388Page 399 Page 241Page 389Page 400 Page 242Page 390Page 401 Page 243Page 391Page 402 Page 244Page 392Page 403 Page 245Page 393Page 404 Page 246Page 394Page 405 Page 247Page 395Page 406 Page 248Page 396Page 407 Page 249Page 397Page 408 Page 250Page 398Page 409 Page 251Page 399Page 410 Page 252Page 400Page 411 Page 253Page 401Page 412 Page 254Page 402Page 413 Page 255Page 403Page 414 Page 256Page 404Page 415 Page 257Page 405Page 416 Page 258Page 406Page 417 Page 259Page 407Page 418 Page 260Page 408Page 419 Page 261Page 409Page 420 Page 262Page 410Page 421 Page 263Page 411Page 422 Page 264Page 412Page 423 Page 265Page 413Page 424 Page 266Page 414Page 425 Page 267Page 415Page 426 Page 268Page 416Page 427 Page 269Page 417Page 428 Page 270Page 418Page 429 Page 271Page 419Page 430 Exhibit DPage 272Page 420Page 431 Page 273Page 421Page 432 Page 274Page 422Page 433 Page 275Page 423Page 434 Page 276Page 424Page 435 Page 277Page 425Page 436 Page 278Page 426Page 437 Page 279Page 427Page 438 Address APN # Year Built or (year approved if not yet constructed) Building Permit (Combined residence, garage, porches, decks, etc)Notes North side of Camino Predera 7966 Camino Predera 0207-631-24 1988 3061 7978 Camino Predera 0207-631-25 1988 3061 8034 Camino Predera 0207-631-21 2007 4844 8044 Camino Predera 0207-631-22 2007 3974 8054 Camino Predera 0207-631-23 2008 5369 8062 Camino Predera 0207-641-11 2006 3734 Galvan Residence 0207-641-12 (Approved 12/18)4950 8072 Camino Predera 0207-641-13 1987 3194 8080 Camino Predera 0207-641-14 1989 2980 8088 Camino Predera 0207-641-15 1989 3012 Predera Court cul-de-sac 8714 Predera Court 0207-631-17 1995 6188 8715 Predera Court 0207-631-18 2007 5273 8720 Predera Court 0207-631-16 2002 3654 8721 Predera Court 0207-631-19 2002 3232 8725 Predera Court 0207-631-20 1989 3605 No bldg permit for house. County PIMS data 8728 Predera Court 0207-631-15 2003 3348 No bldg permit for house. County PIMS data 8736 Predera Court 0207-631-14 1989 2986 Southside of Camino Predera 7957 Camino Predera 0207-631-11 2004 4110 7967 Camino Predera 0207-631-10 2004 3682 7979 Camino Predera 0207-631-09 2004 3526 7997 Camino Predera 0207-631-07 2004 3975 8045 Camino Predera 0207-631-02 2008 4372 8083 Camino Predera 0207-641-03 (Approved 3/19)3077 8089 Camino Predera 0207-641-04 (Approved 2/18) 4686 8035 Camino Predera 0207-631-03 Proposed Residence (DRC2017-00244 5263 Total Tract Average 3912.208333 Total Average for 1980s 3128.428571 Total Average for 1990s 6188 Total Average for 2000s 4084.076923 Total Average for 2010s 4237.666667 Southside of Camino Predera Average 3918.285714 Camino Predera Data- House Size Exhibit EPage 280Page 428Page 439 b l 1,100 dvqAlw OWNERS 5HEET f OF J SHES fiE(EREBYC'EiPT/Fy 71147NE4RET,EONLYPArPI/ES,14P1N6<1iVY.QEC0X-V l/TLE/1VIEPES!//Y T11E L4N0S!/BO/d/DED 45SNOh'Y Tf.'E,41VN"6D 1V,4o4N,0!YE C0 VSEN!TD TWF R44ICyOCL/C4ON6.4 FQaP BLrUSE 0 NO PREDE,4 O G EDEfZ4 OaC/•4'lFUrQlf/E- Mq?E!4'E4LS0./ERE6'OED/C,4TETOT//E(/l'Q 44/l,/10 (L/l.4r0/G.4,'./EOR,4/N.4GEE-•- O 10035 MENTS,. CW l Ef/EREBY/R1V4Cxf 4BLY VeIVI 5 DEO II IV/ TyE OIrE/PFGUIy IN THE CITY OF RANCHO GUGAMONGA, GALIFORN IAE,4sEME/Vr,4/v0 r,rE 0.44 NgGE EASE/yE/vr AS S,yDwrV D/V T./E• eZ, 67.1'EO/+7WR A4.4/ASE 45,,&VeMr.5'AS A0eZ1&e EO 54,0M'4SS/G/S CEPTq/B.4/.4 WIN& A --A)WIVISION OF A FOKFIGN OP LOT5 7 AND 13, RED 14ILL 5U80IVI510N OWNERS: AS PER MAP R5 ORDED IN WOK 21, PAGe'53 OF MAP5 AND LOT IO,TRACT 149-30(o9l A5 PER MAP RWORCEC) IN ROOK 42 PAGES(P-9 AND70 OF/N,4 0S,,4LL, RANCHO ASSOCIATES, LTD. , A CALIFORNIA GENERAL PARTNERSHIP RECORDS OrrArCalAlryar54/VBER/t/,4R0/rl/d ST,47EQvC,4L/F-0,eN 4. BY: WESTERN DEVELOPMENT CO., A CALIFORNIA GENERAL PARTNERSHIP,6E0R6E/1/4j/1*fM.4CA" MAY) 1981 PARTNER OF RANCHO ASSOCIATES , LTD. ) CONSULT/NG C/1//L ENG/NEERS BY E . TO SEND, ( PARTNER OF WESTERN DEVELOPMENT CO. ) ONT JR/D GE 0 CAL/,--'DRN/,4 tNOINeeR'S CERTIFICATE RANCHO CUCAMONGA CITY COUNCIL CERTIFICATE 15E0/4GE!/M/MM4CK,HEREdY ce Tl1=Y THAT I AM A RE:G15reRtD CIVIL ENGINEER OF THC STATE I HEREDY CERTIrY THAT THC CITY COUNCIL QF THE CITY OF RANCHO CUCAMONGA, VYA MOTION DULY OF CALIMORN1A, AND THAT TH15 MAP CON816TI NG OP THREE 5HEsCT5 IS A TRUC AND GommeTE 5ECONDCO AND P)eGE77, APPROVED THe= ATTACHED MAr ON THt-zQmDAYOF MARCH 1'P' GEORGI 0. TOWNSEND RtPRe-SENTATION 0r A SURVEY MARC UI`4 `R MY WMRV15ION IN QCT. /994 , AND THAT ALL AND ACCtrrC-D FOR PUCLIC USE THE DEDICATIOt45 THCREIN OfT-Mtp, ,f#,P I AdafiFNY . 4CEoT ON 1?N..4S5OC/4TES .4 .4L/FQ4/V/Q ,4 41/vEPSf/P 4S TOA OEE,O M6NUMENT5 SHOWN HLrREON ARE OF THE: CHARACTER AND OCCUPY THE r0S ITION5 INDICATED,OR 04!WA(, OF TiVE L/TY Of "A1.C//0 CL/417M6oV4fA rALF 57V^f ACf/N eiP eAA&Wr, IL/l RE ECT UNDER OFEO OF T.4/SP.ECO.PDEO 0 '' 7 /96S .4S WILL DE SET IN sL)CH "TION5 ON OR DEI4]RE IN COMPLIANCY WITH eeCTIONS C.&495 7" OFfEROFaelO/CQT/O/V. S- OS4077 _QFi-/DY4L ff'ECL2QOS AND GG49(o Or THE 5L)COVISION MAr ACT AND ARE OR wILL DC SUI-FIGIENT To CNADLE T}IE SURVEY TO ec RCTRACCD. avvAEff4c y A41INE Z•C CIVIL 6/TY GIF ,P,NGVO !!/C,4AAAM I R8Cv CITY eN&NEER$ GLRTIFIGATE eY. T/TLE) j,I mewaY CEwtTIFY THAT S HAVE EXAMINED THE MAP, AND THAT THE SU"VISION SHOWN THEREON AUDITOR'S C6RTIFICATe 494wM,4CKEY, NER L J Ti E B - 5,q SOn/,6E Y G P4•PlNE 16 5UEOTANTIALLY -HE SAME A6 IT AFFEARED ON THE TENTATIVE MAP AND ANY ArPROVED 2 HCRCI Y CERTIFY THATFACCORDINGTOTHEReCCWZ50T1415 15 t A,3 Or THIS VATC T%Me ARS H/ COC, ,BO!'V/N 4/VD SCE/<JL'/TER Pi4Z'IF/T 5 R//G• TRUST.4SBE/E' ALTCRATION5 THEREON AND THAT ALL THE rzavi5ION5 OF THE 9UCDIV1510N MAr ACT AND rgE07),' NO LIENS AGAINST THE KEAL MOPIERTY GWWN UrON THE ANNEXED MAr FOR UNPAID STAlle COUNTY, I':'.'iC'. Nr'_.'_ MUNICIFAL, OR LOCAL TAXea OR Si'F-CIAL A"15 5MENTS O LECTCD AS TAXES. MZEPr TAVA*OR F/C/4RY 7014, EED,UNDERQ.EDOFTRI ST/QECOBLLD JULY/O /9614,45//VSTi4Y/MEM c' rfrs c, 44ya'jly F,r;/VCj/p WWAL A%e"MCNT5 Nd YET rA-4Ad, EynMATeD to ee * d; A00.DD ND /G228/ OFFICWZ REaWAO5 BYR04,6,97-g, SC/V CNTE,? T.Q!/STEE DATED 3 DY LL GI C N DATW l' 6 i tit'. •• ; ERROL J. MACKZUM, COUNTY AUDITOR A107717,gY ACI W49WZ EL1 11EA l"r CITY PLANNING COMM 15510 N 5 C S RTI F i CAT E couNT Y of 91o N>ticRNARp lvo'u f+arttd u 6TATEOFCALIFORNIA ) 5. N=rs=t y !=h'•, :7>1, >: SUB,6:;,/%rY.21WV ON,'14F fN/V E!'M.P,a,%Y 5 B.SrgN 5. T/"a CC;Yr"%?/4j,ti !Y/l.-r ,r1:i%YT 9T/G=,1.7F'.lH°'ri,ii-z,-9,4.:4.">- ii,vG oflNEPG.4411"1& IV DErtlfY i ONOTHISNTY // 7A6kY OF 4EgRj_14RY )%4 OCFORE Mt,THE UNDCRSI&NCD A NQrARY rUDLr- W AND C i 1M.J.5 i `.:_ .:i/` ,Fiti raiY r/ C!il/ /NG.•, ili.VlY 7r:5,4iv i/4:r?viiYGsr,4lE POR SAID coLWTY",0sTi?7L=, r'L PsO••RLLY,,7ArE,0,4Eo t BER1 B.sr L'f1TE P.rvow.7V,,We 7p 2 1.+c Q5 TM %.;/ c r A TRUSTEE OF T/E TRUST Tyq T EXECUTED THE W/Thi/N/NSTRIJMENT, ,C/l/6WIV TO DATED ' 2 ME TO BETx/ELERSGy N EXECUlE0T.4/Ew/IN//V//t/STRUME/VlO/VBE.S/.4GFOF TX/E THEREIN N•4ME0 r,QUST, ,4/VOgC.r/VD VLE06E0 TD ME T.y.4T SI C,N T,4U5 T Q% L4/ EXECUTED 1,4W W/1.y/N//V,ST,QUMENT.45BE/VEF/C/.4RY PUf SUa4Nl40 /,rS BYG4N/S SECh'ET,y r..i..vG /. /'JN EpgRp peRVI oR5 C.rrRT1>`IGATC Q4 DRESOLUT/O/V OF/TS BOIJ,PD OFO/rQEC,Or4'.S.C/TY /J..4/VCN CUC.4/i:/Y(i 4 1 I zcSY CEJM Y THAT A DOWD IN IUC OUM Or >1r•IAb CCG>tJ CXrLIJTED ANO PILED WITH TIS DCMRD d SIGNATURE OMISSION] SUPCRVI50R5 Or Twe COUNTY or SAN EERNARD1Np, 6TATe Or a*"roltw4, CONDITIONED Ufow TNC FAYMWT Gf TiVESS MYN•9NO.0WOOfF/C/AL -4ffAL. x1lTHE SIc+NATURE OF ISIAS W. WILLMAN, THE RECORD OWNER OF THE (`AGEMENT }COQ POLCLINE13 AND AW TMe-6, STATE, COUNTY, MUWGML at LOCAL., AND ALL btaW- A6ftft4CJ , C&AZ WA& TJW*i OW04 sAT 'THE TIME. OF THE PIUNG Of lUe ANMe& MAP WITH TMC COUNTY RCcag= Aft A LUM /"WW MIDPU.PPOlG`S A9 GRANTED DY INSTRJMENT RECORDED IN ROOK K PACE 251 OF DEED° HAS PRCIMRTY CUT NOT YET PAYAMZ AND THAT TNF- O0001VIOCK W6 PILED WITH MG A CCIR[IN ATC Off TIC PR'>MA NOTAWY AWOL/C /NANO AWr,01517 eZWA/TYONO N OMITTED PURSUANT-To THe PROVISIONS Or 5eCT ON c,&43<i (C),(/) OF 771E IU It1/S/O,il/AP,fr /7S z• I INTEREST CANNOT RJr6N INTO A FEE. 5AID EASEMENT- CANNOT Oe ,0CATED OF RECORD orriceK GIIVINC H19 etonmATt OF THE AwLiNT OF a040 IAKd6 AND A46eSbMCNM, ANO SAW-&XV 0"KAW STATE DULY APPROVED by SAID DOAKP Or ZUMWI!0ft- A/Y COA/N/fS/0N ",01AES: it THE 51GNATLIRC OF ONTARIO POWER COMMNY THE REi".ORD OWNER OP THE CASEMENT FOR r0.E-INES T' AND wNCIDENTAI- Piltro e,9 A5 GRANTe5D &Y INSTRJMENT RCCORDCD APRIL 11,190.5 IN BOOK 3=59, DATE M.4RTi 1,4 M. SEKER.4.t'i' heW'f o'.F t ; - AVM,Rr FAGC 31 OF DEEDS HAS BEEN omiTr D PJRSUANT TO THE PROVIyIONIg OF SC:TIJN C.4.43G (C),(i) Of AVE CLE,wor rwf",co OFSUP64/.,GIBS, STATEDf C4L/FGJQN/f SUDOIVISION MAP ACT !T5 INTEREST CANNOT RIPEN INTO A FEE.-SAID T"AID EACoEMBNT CANNODE Q TNECGY//VTYG'S4/VBE,OPN.4RAOINJ0 COU/VTYOFLQ5.4NGtL_ ES ''I.OGATCO Of= RECORD, AY la AFftJlY a,V FEBR!/gRY//r'y 19,95 1,V THE 51GNATURe OF THE CJCAMONGA IN VESTMENT COMPANY AND THE CUCAMONGA WATERCOMPANY FOR .S4/D ST.4!'E A7t•4SC1 1'4LLG,4RY THE RECORD OWNeR OF THe: EASEMENT POR FO,L' LINEIfj AND INCIDENTAL PUR'09E-9 A5 GRANTCD e9Y A 4C,tEY RERS01V,,4LLy AW0-*YA1/V MEIGW OF 1NyTRUMENT RGCORDCD OCTOCCR 5, 1925 IN 1500K 804,PAGE:280 OF DEEDS, HAS Iee:N OMITreD F4CTOR1 EY/DE/CE.'D BE T.IERERsp/VS T//,47 EXECUTED 1yE!N/ly//V/NSl,QU/r1E/vl rURyUANT TO THE PROVISIONS OF SECTION GG43(.(C),(/3J OF Tif/E t!//O/r/f/!W AI,VP.VCT. /7S/NTG.PEST M7T 4S THE 6ENE.P4L P4f?lNE.PS 0.1'BGH JLFOFR//.45SOC/SITES, THE PARrNER5Hh0 RIPEN INTO A PEE. SAID tASCMENT CANNOT CSC LOG4TCp OF RECORD. Tf E,4E/NN,4M,Fr,4AX)A7tIYel,wz,51151! TGMETy4TlrlEF/7lNERS.y/oEXFCUT=. ASBENFF/C/.4RY.THE SIGNATJRE OF THE 5OOTHMN CALIFORNIA 501901N COMPANY RECORD OWNER OF THE EA5CME14f MR rOLE L-INE5 AND INCIDENTAL PJR1009C5 A5 &RANTED 15Y INSTROMeNT RE-LORDCO IN DOOK ZOCfJ, N'/7A46.ff MrHi4i OWO Off/l/,QY lFAL. Qb PAGE 153, OFFICIAL RECORDS HAS beeN ONITTEID PURSLANT TO Tl+E FROVI(W0N5 Of 5DGT92N 1r44*X.,jl-C) Ir/) OF THE SUDDIVISION MAP ACT. IT5 INTEREST CANNOT RIFCN INTOA FEC N4Ti4,QY P1/SL/C /N.4d/0 fd,4 f.4/O ADVO Tf/E S/6N4lURE LJ 4SSOC/4TE0 TELEo.ONE COMPANY OWNERS OF,4/V E,4SEMENt FAP rELEO//D/1L f7ATE My COMM/SS/O. EXP/RES: L/NES RECORDED ON JULY/7, /947//1',&OA- 20G B,P,4GE"7 O.4. /rS IIYTERES r CX&N01rR/PEN/Nl0 r A FEE. THE 5/6N4TURE OF S!X/rr/ERN G4L/FOrS'N14 ED/SON CD/yP,4NY Tf1ERElG1f?O O/'NEiQOF,4NEASE VE/YT FAQ E[EClR/C L/NES,4ECG vEO l,Yl'M.4/QC//G,/9G•//BOK Sd65, P.QGE//7 O.R M F 2 Lor/ f i C%v s ,Y/ . A Tf/EPREC'SE.1E9/67AV.4.4,7 PL,QCEMEN7 OF,4LL 4GL LGA `Y/T,y/N PR TH,S SUBO/1'S/O.N .5 1.4LL BE ./B./K.T.rG 0/?4.':4 ?.1 .-__. =E. .., .4'E•. ._: 9 COMMir1EE OF 7mf Ci 11-yOF rP,4/YcAl0 e*l/C•4/I1 v6,4 Rio/GAP/0- ryE/S5&,,4n-E OF A 1 t9 30 1 S- lIl0 3s STATE OF CALIFORNIA OJj 31 SS COUNTY OF LOS ANGELES )7CF11LIED ROF sSRAcr. ' rN%= / 3Z ON THIS THE 6 TH DAY OF MARCH, 1985, BEFORE ME, THE UNDERSIGNED, A NOTARY PUBLIC IN AND FORQ• ` t 4 7 SAID STATE, PERSONAi-LY APPEARED GEORGE 0. TOWNSEND PERSONALLY KNOWN TO ME TO BE ONE OF THE PARTNERS OF33 WESTERN DEVELOPMENT CO. , A PARTNERSHIP, SAID PARTNERSHIP BEING KNOWN TO ME TO BE ONE OF THE Q E' SNy 4 PARTNERS OF RANCHO ASSOCIATES, LTD ., A PARTNERSHIP, THE PARTNERSHIP THAT EXECUTED THE WITHIN ON ....'..f.Y.t.••Af. Ar/..... Of Z INSTRUMENT, AND ACKNOWLEDGED TO ME THAT HE EXECUTED THE SAME AS PARTNER OF THE PARTNERSHIP FIRST ABOVE NAMED, THAT SAID PARTNERSHIP FIRST ABOVE NAMED EXECUTED THE SAME AS A PARTNER of AT.... :. ......(.:.i.: . RANCHO ASSOCIATES , LTD. , AND THAT SAID NAMED PARTNERSHIP EXECUTED THE SAME. I 11 WITNESS MY HAND AND OFFICIAL SEAL. BOOK•.1•7•?... PAGE&...gQ W/ 8 AND i,i"" A. heti ' OF... AY 4t a 0/ f CA11T Y /140 L:,:;, 11_-c SAN BE INC n REC ii6ERCl/L,av li O NOTARY PUBLIC 74 3 3Exhibit F Page 281Page 429Page 440 Z. 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V b I . K l l q yj.l'J H H ti L.•3 ce N./•/9'/d'E. G,<G.4/ " O N.4f/'/9%9'"E. K:rsr2 o'I :-.- --•• fD <"/ e.Zs'Nr[Y f.Paw i'> T.PAc/c'S Tway_ i L4 /ph) /EiP lS. M150 AV //99 O L// MYLAR COPY 17 7 . 5 Page 283Page 431Page 442 STAFF REPORT SUBJECT: CONSIDERATION TO ADOPT A RESOLUTION OF DENIAL FOR HILLSIDE DEVELOPMENT REVIEW DRC2017-00244 AND MINOR EXCEPTION DRC2018-00473 – PAUL BARDOS - Site plan and architectural review of a 4,118 square foot two-story, single-family residence with an attached 771 square foot garage and a request to construct retaining walls up to 5-feet and 2-inches high on a 15,430 square foot lot within the Low (L) Residential District and within the Hillside Overlay District at 8035 Camino Predera - APN: 0207-631-03. RECOMMENDATION: Staff recommends that the Planning Commission deny Hillside Design Review DRC2017-00244 and Minor Exception DRC2018-00473 through the adoption of the attached resolutions of denial. PROJECT REVIEW BACKGROUND: Hillside Development Review DRC2018-00473 and minor exception on DRC2018-00473 was reviewed by the Planning Commission at the November 13, 2019, Planning Commission meeting. At that meeting, staff presented an overview of the project, the applicant responded to staff comments and the public was provided time to comment on the project. The Planning Commission closed said meeting, deliberated and voted 5-0 to have staff draft resolution of denial for the subject entitlements for their action at the next Planning Commission meeting. ANALYSIS: A detailed description and analysis of the project has been provided in the Staff Report that was presented to Planning Commission on November 13, 2019. DATE: December 11, 2019 TO: Chairman and Members of the Planning Commission FROM: Anne McIntosh, AICP, Planning Director INITIATED BY: Tabe van der Zwaag, Associate Planner Page 284Page 432Page 443 RESOLUTION NO. 19-75 A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, DENYING HILLSIDE DEVELOPMENT REVIEW DRC2017-00244 - A REQUEST FOR SITE PLAN AND ARCHITECTURAL REVIEW OF A 4,118 SQUARE FOOT, TWO-STORY SINGLE-FAMILY RESIDENCE WITH AN ATTACHED 771 SQUARE FOOT GARAGE ON A 15,430 SQUARE FOOT LOT WITHIN THE LOW (L) RESIDENTIAL DISTRICT AND WITHIN THE HILLSIDE OVERLAY DISTRICT AT 8035 CAMINO PREDERA; AND MAKING FINDINGS IN SUPPORT THEREOF – APN: 0207-631-03. A. Recitals. 1. Bardos Construction, Inc., filed an application for Hillside Design Review DRC2017-00244, as described in the title of this Resolution. Hereinafter in this Resolution, the subject Hillside Development Review request is referred to as "the application." 2. On the 13th day of November 2019, the Planning Commission of the City of Rancho Cucamonga conduced a noticed public hearing on the application, concluded said hearing on that date and directed staff to prepare a resolution of denial to formally adopt the action. 3. On the 11th day of December 2019, the Planning Commission of the City of Rancho Cucamonga adopted this Resolution denying the application and making findings in support of its decision. 4. All legal prerequisites prior to the adoption of this Resolution have occurred. B. Resolution. NOW, THEREFORE, it is hereby found, determined, and resolved by the Planning Commission of the City of Rancho Cucamonga as follows: 1. This Commission hereby specifically finds that all of the facts set forth in the Recitals, Part A, of this Resolution are true and correct. 2. Based upon the all available evidence presented to this Commission during the above-referenced public hearing on December 11, 2019, including written and oral staff reports, together with public testimony, this Commission hereby specifically finds as follows: a. The applicant is requesting to construct a 4,118 square foot, two-story single-family residence along with an attached 771 square foot three-car garage on the 15,430 square foot project site (the “project”); and b. The existing Land Use, General Plan and Zoning Designations for the project site and adjacent properties are as follows: Land Use General Plan Zoning Site Vacant Land Low Residential Low (L) Residential District Hillside Overlay District North Existing Single-Family Residence Low Residential Low (L) Residential District Hillside Overlay District Page 285Page 433Page 444 PLANNING COMMISSION RESOLUTION NO. 19-75 HDR DRC2017-00244– BARDOS CONSTRUCTION, INC. DECEMBER 11, 2019 Page 2 South Pacific Electric Trail Public Mixed-Use (MU) District East Vacant Land Low Residential Low (L) Residential District Hillside Overlay District West Existing Single-Family Residence Low Residential Low (L) Residential District Hillside Overlay District c. While the proposed project generally conforms to the minimum development requirements of the Hillside Design Standards, the Planning Commission finds that the project is not in character with the surrounding neighborhood and existing residences along Camino Predera for the following reasons: 1. Building Size/Massing: Tract 10035, which includes the project site, was approved by the Rancho Cucamonga City Council in March 1985 and comprises a total of 38 lots. Twenty-one of the lots are currently developed with single-family homes. Based on staff’s review of available building permit data, which measures the cumulative building square footage of all development, including garages, patios, and porches, as well as information provided by the Property Information Management System hosted by the San Bernardino County Assessor’s Office and square footage data for other projects recently approved within the tract, the average size for residences in the tract is 3,912 square feet, and the average size of residences along the south side of Camino Predera is approximately 3,918 square feet. The size of the proposed project’s living and garage area alone is 4,889 square feet. Notably, when including porches and decks (374 square feet proposed), to be consistent with the methodology used in reviewing building permit data, the proposed project’s size increases to 5,263 square feet. For the foregoing reasons, the Planning Commission finds that the project’s size is substantially larger than the predominant home size within the neighborhood and is therefore not consistent with the neighborhood’s character. In addition, the Planning Commission finds that the project’s massing could be mitigated by increasing the front setback, thus reducing the overall height of the structure as seen from Camino Predera and/or by modifying the roof design to reduce the height of the roof peak. 2. Building Width/Setbacks: The project proposes to construct the proposed residence at the minimum side yard setbacks of 5 and 10 feet (Development Code Table 17.36.010-1). Section 17.122.020.D.2.a of the Municipal Code provides that the “design of the structure shall give consideration to the lot’s size and configuration in order to avoid the appearance of overbuilding or crowding and to minimize the blocking of views.” The Planning Commission expressed concerns that the proposed project as well as the neighboring existing residence, both having been built to the minimum setbacks, would result in the appearance of overbuilding along the Camino Predera streetscape therefore establishing an adverse precedent. As a result, the Planning Commission finds that the project is not consistent with the goals and guidelines of the City’s Hillside Development Ordinance. 3. General Plan Compatibility: The Planning Commission finds that the project as proposed is also not compatible with General Plan Policy LU-2.4, which aims to “promote complementary infill development, rehabilitation, and re-use that contributes positively to the surrounding residential neighborhood areas.” The proposed project does not meet the qualitative intent of General Plan Policy LU-2.4 which aims to promote development which contributes “positively” to the surrounding residential neighborhood. This is based on the following factors: (1) as discussed above, the project is out of character with the size and massing of the existing single-family Page 286Page 434Page 445 PLANNING COMMISSION RESOLUTION NO. 19-75 HDR DRC2017-00244– BARDOS CONSTRUCTION, INC. DECEMBER 11, 2019 Page 3 homes in the neighborhood; and (2) the project’s side yard setbacks contribute to the appearance of overcrowding and overbuilding on the south side of Camino Predera. In addition, the Planning Commission recognizes the comments received from neighborhood residents that the scale of development within the tract and along the south side of Camino Predera is not in character with the neighborhood’s small single-family homes. Such comments were received from neighborhood residents at the Neighborhood Meeting on June 10, 2019, as well as comments received at the Design Review Committee meeting on October 22, 2019. The Planning Commission finds that the increasing growth in average house size, including the proposed project, correlates to the neighborhood concerns about maintaining the neighborhood’s character and its negative impact on development that contributes positively to the neighborhood. 3. Based upon all of the evidence presented to this Commission during the above-referenced public hearing and upon the specific findings of facts set forth above, this Commission hereby finds and concludes as follows: a. The proposed project is inconsistent with the General Plan, specifically General Plan Policy LU-2.4. The General Plan encourages complementary infill development (General Plan Policy LU-2.4). The proposed residence is not complementary to the surrounding development as it is significantly larger than the other residences in Tract 10035. At 4,889 square feet include living and garage area, it is 977 square feet larger than the average residence in Tract 10035 (3,912 square feet) and provides side yard setbacks that are not compatible with the Hillside Development Ordinance. b. The proposed use is not in accord with the objective of the Development Code and the purposes of the district in which the site is located. The project is not in accord with the objectives of Section 17.122.020 (Hillside Development) of the Development Code which states that the hillside design standards and guidelines are intended to facilitate the appropriate development of hillside areas. The proposed single-family residence is incompatible with the other single-family residences as it significantly larger (977 square feet) than the existing and approved residences in Tract 10035 and is proposed at the minimum side yard setbacks (5 and 10 feet) in conflict Hillside Design Section 17.122.020.D.2.a, which encourages increased setbacks to avoid overbuilding and crowding of structures. In addition, the project does not conform to the maximum height restriction for retaining walls in the Hillside Overlay Zone. Pursuant to Municipal Code Section 17.122.020.C.1.g., retaining walls may not exceed four feet in height, although within the minimum required street front setback, individual retaining walls shall not exceed three feet in height. In this case, the project proposes retaining walls of up to five feet, two inches in height. By separate resolution, the Planning Commission has denied a proposed minor exception to permit the additional retaining wall height above the height limit permitting by the Development Code. Accordingly, the project does not comply with the retaining wall height limit in the Development Code. c. The proposed use is not in compliance with each of the applicable provisions of the Development Code. The project is not in accord with the Development Code as the project site is located within the Hillside Overlay District which was intended to facilitate the appropriate development of hillside areas. The project proposes to construct a single-family residence at the minimum side yard setbacks of 5 and 10 feet, in conflict with the intent of Hillside Design Section 17.122.020.D.2.a, which explicitly encourages increased setbacks to avoid overbuilding and crowding of structures, etc. The existing residence to the west is also constructed at the minimum side yard setback, increasing the appearance of overbuilding along the Camino Predera streetscape. d. The proposed use, together with the conditions applicable thereto, will be detrimental to the public health, safety, or welfare, or materially injurious to properties or improvements in the Page 287Page 435Page 446 PLANNING COMMISSION RESOLUTION NO. 19-75 HDR DRC2017-00244– BARDOS CONSTRUCTION, INC. DECEMBER 11, 2019 Page 4 vicinity. The proposed single-family residence is not complementary to the surrounding neighborhood as it is significantly larger than the average size residence within Tract 10035 and is constructed to the minimum setbacks, creating the appearance of overbuilding. 4. The Planning Department Staff has determined that the project is exempt from the requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines pursuant to CEQA Guidelines Section 15061(b)(4) as a project that is rejected or disapproved. The Planning Commission has reviewed the Planning Department’s determination of exemption, and based on its own independent judgment, concurs in the staff’s determination of exemption. 5. Based upon the findings and conclusions set forth above, and all of the evidence in the record, this Commission hereby denies Hillside Development Review DRC2017-00244 and the project proposed by the application. 6. The Secretary to this Commission shall certify to the adoption of this Resolution. APPROVED AND ADOPTED THIS 11TH DAY OF December 2019. PLANNING COMMISSION OF THE CITY OF RANCHO CUCAMONGA BY: Tony Guglielmo, Chairman ATTEST: Anne McIntosh, AICP, Secretary I, Anne McIntosh, AICP, Secretary of the Planning Commission of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly and regularly introduced, passed, and adopted by the Planning Commission of the City of Rancho Cucamonga, at a regular meeting of the Planning Commission held on the 11th day of December 2019, by the following vote-to-wit: AYES: COMMISSIONERS: NOES: COMMISSIONERS: ABSENT: COMMISSIONERS: ABSTAIN: COMMISSIONERS: Page 288Page 436Page 447 RESOLUTION NO. 19-76 A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, DENYING MINOR EXCEPTION DRC2018-00473 - A REQUEST TO CONSTRUCT RETAINING WALLS UP TO 5-FEET AND 2-INCHES HIGH FOR A 4,118 SQUARE FOOT, TWO-STORY SINGLE-FAMILY RESIDENCE WITH AN ATTACHED 771 SQUARE FOOT GARAGE ON A 15,430 SQUARE FOOT LOT WITHIN THE LOW (L) RESIDENTIAL DISTRICT AND WITHIN THE HILLSIDE OVERLAY DISTRICT AT 8035 CAMINO PREDERA; AND MAKING FINDINGS IN SUPPORT THEREOF – APN: 0207-631-03. A. Recitals. 1. Bardos Construction, Inc., filed an application for the approval of Minor Exception DRC2018-00473, as described in the title of this Resolution. Hereinafter in this Resolution, the subject Minor Exception request is referred to as "the application." 2. On the 13th day of November 2019, the Planning Commission of the City of Rancho Cucamonga conduced a noticed public hearing on the application, concluded said hearing on that date and directed staff to prepare a resolution of denial to formally adopt the action. 3. On the 11th day of December 2019, the Planning Commission of the City of Rancho Cucamonga adopted this Resolution denying the application and making findings in support of its decision. 4. All legal prerequisites prior to the adoption of this Resolution have occurred. B. Resolution. NOW, THEREFORE, it is hereby found, determined, and resolved by the Planning Commission of the City of Rancho Cucamonga as follows: 1. This Commission hereby specifically finds that all of the facts set forth in the Recitals, Part A, of this Resolution are true and correct. 2. Based upon all available evidence presented to this Commission during the above-referenced public hearing on December 11, 2019, including written and oral staff reports, together with public testimony, this Commission hereby specifically finds as follows: a. The applicant is requesting to construct a 4,118 square foot two-story, single-family residence along with an attached 771 square foot, three-car garage on the 15,430 square foot project site (the “project”); and b. Pursuant to Municipal Code Section 17.122.020.C.1.g., retaining walls may not exceed four feet in height within the Hillside Overlay Zone, although within the minimum required street front setback, individual retaining walls shall not exceed three feet in height. c. The application is for a Minor Exception (DRC2018-00473) to permit the project’s proposed retaining walls to be over the 4 foot maximum height limit (five feet, two inches proposed). The project site is within the Hillside Overlay Zone. Page 289Page 437Page 448 PLANNING COMMISSION RESOLUTION NO. 19-76 HDR DRC2018-00473– BARDOS CONSTRUCTION, INC. DECEMBER 11, 2019 Page 2 d. The Planning Commission makes the following findings in support of its decision to deny the application: 1. Building Size/Massing: Tract 10035, which includes the project site, was approved by the Rancho Cucamonga City Council in March 1985 and comprises a total of 38 lots. Twenty-one of the lots are currently developed with single-family homes. Based on staff’s review of available building permit data, which measures the cumulative building square footage of all development, including garages, patios, and porches, as well as information provided by the Property Information Management System hosted by the San Bernardino County Assessor’s Office and square footage data for other projects recently approved within the tract, the average size for residences in the tract is 3,912 square feet, and the average size of residences along the south side of Camino Predera is approximately 3,918 square feet. The size of the proposed project’s living and garage area alone is 4,889 square feet. Notably, when including porches and decks (374 square feet proposed), to be consistent with the methodology used in reviewing building permit data, the proposed project’s size increases to 5,263 square feet. For the foregoing reasons, the Planning Commission finds that the project’s size is substantially larger than the predominant home size within the neighborhood and is therefore not consistent with the neighborhood’s character. In addition, the Planning Commission finds that the project’s massing could be mitigated by increasing the front setback, thus reducing the overall height of the structure as seen from Camino Predera and/or by modifying the roof design to reduce the height of the roof peak. 2. Building Width/Setbacks: The project proposes to construct the proposed residence at the minimum side yard setbacks of 5 and 10 feet (Development Code Table 17.36.010-1). Section 17.122.020.D.2.a of the Municipal Code provides that the “design of the structure shall give consideration to the lot’s size and configuration in order to avoid the appearance of overbuilding or crowding and to minimize the blocking of views.” The Planning Commission expressed concerns that the proposed project as well as the neighboring existing residence, both having been built to the minimum setbacks, would result in the appearance of overbuilding along the Camino Predera streetscape therefore establishing an adverse precedent. As a result, the Planning Commission finds that the project is not consistent with the goals and guidelines of the City’s Hillside Development Ordinance. General Plan Compatibility: The Planning Commission finds that the project as proposed is also not compatible with General Plan Policy LU-2.4, which aims to “promote complementary infill development, rehabilitation, and re-use that contributes positively to the surrounding residential neighborhood areas.” The proposed project does not meet the qualitative intent of General Plan Policy LU-2.4 which aims to promote development which contributes “positively” to the surrounding residential neighborhood. This is based on the following factors: (1) as discussed above, the project is out of character with the size and massing of the existing single-family homes in the neighborhood; and (2) the project’s side yard setbacks contribute to the appearance of overcrowding and overbuilding on the south side of Camino Predera. In addition, the Planning Commission recognizes the comments received from neighborhood residents that the scale of development within the tract and along the south side of Camino Predera is not in character with the neighborhood’s small single-family homes. Such comments were received from neighborhood residents at the Neighborhood Meeting on June 10, 2019, as well as comments received at the Design Review Committee meeting on October 22, 2019. The Planning Commission finds that the increasing growth in average house size, including the proposed project, correlates to the neighborhood concerns about maintaining the Page 290Page 438Page 449 PLANNING COMMISSION RESOLUTION NO. 19-76 HDR DRC2018-00473– BARDOS CONSTRUCTION, INC. DECEMBER 11, 2019 Page 3 neighborhood’s character and its negative impact on development that contributes positively to the neighborhood. 3. Based upon all available evidence presented to this Commission during the above-referenced public hearing and upon the specific findings of facts set forth above, this Commission hereby finds and concludes as follows: a. The proposed project is not consistent with the General Plan or any applicable specific plan or Development Agreement. The proposed Minor Exception to permit additional retaining wall height is not consistent with the General Plan. The General Plan encourages complementary infill development (General Plan Policy LU-2.4). The related design review (DRC2017-00244) is for a 4,118 square foot single-family residence which is not complementary to the surrounding neighborhood as it is significantly larger than the average house size within Tract 10035 (based on the existing and approved residences within the Tract 10035). The proposed building size along with the proposed building setbacks creates the necessity for retaining walls over the maximum height limit. b. The proposed development is not compatible with existing and proposed land uses in the surrounding area. For the reasons stated above, the proposed single-family residence is not compatible with the existing and proposed land uses in the surrounding area as it is significantly larger than the other residences in the same tract (Tract 10035) and is proposed to be constructed at the minimum side yard setbacks, creating the appearance of overbuilding the lot and increasing the necessity for retaining walls over the maximum height limit. c. The proposed exception to the specific development standard(s) is not necessary to allow creative design solutions compatible with the desires of the community and/or to accommodate unique site conditions. The necessity for retaining walls above the height limit can be mitigated by reducing the size of the proposed residence and by increasing the side yard setbacks. d. The granting of the minor exception will constitute a grant of special privilege inconsistent with the limitations on other properties classified in the same district, and will not be detrimental to public health, safety or welfare, or materially injurious to properties or improvements in the vicinity. The granting of the minor exception will constitute a grant of special privilege as the additional retaining wall height is related to a proposed single-family residence which is not complementary to the surrounding neighborhood as it is significantly larger than the average size residence within Tract 10035 and is constructed to the minimum setbacks. The City has been contacted by property owners in the surrounding neighborhood who are opposed to the project based on the size of the proposed residence, the height of the residence above curb face on Camino Predera and the width of the project (built at minimum setbacks). 4. The Planning Department Staff has determined that the project is exempt from the requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines pursuant to CEQA Guidelines Section 15061(b)(4) as a project that is rejected or disapproved. The Planning Commission has reviewed the Planning Department’s determination of exemption, and based on its own independent judgment, concurs in the staff’s determination of exemption. 5. Based upon the findings and conclusions set forth above, and all of the evidence in the record, this Commission hereby denies Minor Exception DRC2018-00473 and the project proposed by the application. 6. The Secretary to this Commission shall certify to the adoption of this Resolution. Page 291Page 439Page 450 PLANNING COMMISSION RESOLUTION NO. 19-76 HDR DRC2018-00473– BARDOS CONSTRUCTION, INC. DECEMBER 11, 2019 Page 4 APPROVED AND ADOPTED THIS 11TH DAY OF December 2019. PLANNING COMMISSION OF THE CITY OF RANCHO CUCAMONGA BY: Tony Guglielmo, Chairman ATTEST: Anne McIntosh, AICP, Secretary I, Anne McIntosh, AICP, Secretary of the Planning Commission of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly and regularly introduced, passed, and adopted by the Planning Commission of the City of Rancho Cucamonga, at a regular meeting of the Planning Commission held on the 11th day of December 2019, by the following vote-to-wit: AYES: COMMISSIONERS: NOES: COMMISSIONERS: ABSENT: COMMISSIONERS: ABSTAIN: COMMISSIONERS: Page 292Page 440Page 451 RESOLUTION NO. 20-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, DENYING APPEAL DRC2019-00975 AND UPHOLDING THE PLANNING COMMISSION DECISION TO DENY HILLSIDE DEVELOPMENT REVIEW DRC2017-00244; AND MAKING FINDINGS IN SUPPORT THEREOF – APN: 0207-631-03. A. Recitals. 1. Bardos Construction, Inc., filed an application for Hillside Design Review DRC2017-00244, as described in the title of this Resolution. Hereinafter in this Resolution, the subject Hillside Development Review request is referred to as "the application." 2. On the 13th day of November 2019, the Planning Commission of the City of Rancho Cucamonga conduced a noticed public hearing on the application, concluded said hearing on that date and directed staff to prepare a resolution of denial to formally adopt the action. 3. On the 11th day of December 2019, the Planning Commission of the City of Rancho Cucamonga adopted Resolution No. 19.75 denying the application and making findings in support of its decision. 4. On December 19, 2019, the applicant, Bardos Construction, Inc., filed a timely appeal of the Planning Commission’s decision to deny the application. 5. On the 19th day of February 2020, the City Council of the City of Rancho Cucamonga conducted a duly noticed public hearing regarding the appeal, concluded said hearing on that date, and adopted this Resolution to deny the appeal and uphold the Planning Commission’s decision to deny the application and making findings in support thereof. 6. All legal prerequisites prior to the adoption of this Resolution have occurred. B. Resolution. NOW, THEREFORE, it is hereby found, determined, and resolved by the City Council of the City of Rancho Cucamonga as follows: 1. The City Council hereby specifically finds that all of the facts set forth in the Recitals, Part A, of this Resolution are true and correct. 2. Based upon the all available evidence presented to this Council during the above-referenced public hearing on February 19, 2020, including written and oral staff reports, together with public testimony, this Council hereby specifically finds as follows: a. The applicant is requesting to construct a 4,118 square foot, two-story single-family residence along with an attached 771 square foot three-car garage on the 15,430 square foot project site (the “project”); and b. The existing Land Use, General Plan and Zoning Designations for the project site and adjacent properties are as follows: Page 293Page 441Page 452 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APEAL OF DR DRC2017-00244 – BARDOS CONSTRUCTION, INC. February 19, 2020 Page 2 Land Use General Plan Zoning Site Vacant Land Low Residential Low (L) Residential District Hillside Overlay District North Existing Single-Family Residence Low Residential Low (L) Residential District Hillside Overlay District South Pacific Electric Trail Public Mixed-Use (MU) District East Vacant Land Low Residential Low (L) Residential District Hillside Overlay District West Existing Single-Family Residence Low Residential Low (L) Residential District Hillside Overlay District c. The proposed project does not conform to the minimum development requirements of the Development Code and Hillside Design Standards because it does not conform to the retaining wall height limit applicable to the project. Concurrent with this Resolution, the City Council is also adopting a Resolution to uphold the Planning Commission’s decision to deny a minor exception for retaining wall height. The City Council also finds that the project is not in character with the surrounding neighborhood and existing residences along Camino Predera for the following reasons: 1. Building Size/Massing: Tract 10035, which includes the project site, was approved by the Rancho Cucamonga City Council in March 1985 and comprises a total of 38 lots. Twenty-one of the lots are currently developed with single-family homes. Based on staff’s review of available building permit data, which measures the cumulative building square footage of all development, including garages, patios, and porches, as well as information provided by the Property Information Management System hosted by the San Bernardino County Assessor’s Office and square footage data for other projects recently approved within the tract, the average size for residences in the tract is 3,912 square feet, and the average size of residences along the south side of Camino Predera is approximately 3,918 square feet. The size of the proposed project’s living and garage area alone is 4,889 square feet. Notably, when including porches and decks (374 square feet proposed), to be consistent with the methodology used in reviewing building permit data, the proposed project’s size increases to 5,263 square feet. This means that the project is approximately 1,351 square feet larger than the average residence in Tract 10035 and 1,345 square feet larger than the average residence on the south side of Camino Predera. For the foregoing reasons, the City Council finds that the project’s size is substantially larger than the predominant home size within the neighborhood and street and is therefore not consistent with the neighborhood’s character. In addition, the City Council finds that the project’s massing could be mitigated by increasing the front setback, thus reducing the overall height of the structure as seen from Camino Predera and/or by modifying the roof design to reduce the height of the roof peak. 2. Building Width/Setbacks: The project proposes to construct the proposed residence at the minimum side yard setbacks of 5 and 10 feet (Development Code Table 17.36.010-1). Section 17.122.020.D.2.a of the Municipal Code provides that the “design of the structure shall give consideration to the lot’s size and configuration in order to avoid the appearance of overbuilding or crowding and to minimize the blocking of views.” At the November 13, 2019, Page 294Page 442Page 453 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APEAL OF DR DRC2017-00244 – BARDOS CONSTRUCTION, INC. February 19, 2020 Page 3 Planning Commission meeting, the Planning Commission expressed concerns that the proposed project as well as the neighboring existing residence, both having been built to the minimum setbacks, would result in the appearance of overbuilding along the Camino Predera streetscape therefore establishing an adverse precedent. The City Council has independently reviewed the record and concurs with the Planning Commission’s findings and concerns. As a result, the City Council finds that the project is not consistent with the goals and guidelines of the City’s Hillside Development Ordinance. 3. General Plan Compatibility: The City Council finds that the project as proposed is also not compatible with General Plan Policy LU-2.4, which aims to “promote complementary infill development, rehabilitation, and re-use that contributes positively to the surrounding residential neighborhood areas.” The proposed project does not meet the qualitative intent of General Plan Policy LU-2.4, which aims to promote development which contributes “positively” to the surrounding residential neighborhood. This is based on the following factors: (1) as discussed above, the project is out of character with the size and massing of the existing single-family homes in the neighborhood; and (2) the project’s side yard setbacks contribute to the appearance of overcrowding and overbuilding on the south side of Camino Predera. The Planning Commission, at the November 13, 2019, Planning Commission meeting, received public comments that the scale of development within the tract and along the south side of Camino Predera is not in character with the neighborhood’s smaller single-family homes. Similar comments were received from neighborhood residents at the Neighborhood Meeting on June 10, 2019, as well as comments received at the Design Review Committee meeting on October 22, 2019. 3. Based upon all of the evidence presented to this Council during the above-referenced public hearing and upon the specific findings of facts set forth above, this Council hereby finds and concludes as follows: a. The proposed project is inconsistent with the General Plan, specifically General Plan Policy LU-2.4 which encourages complementary infill development. The proposed residence is not complementary to the surrounding development as it is significantly larger than the other residences in Tract 10035. At 4,889 square feet include living and garage area, it is 977 square feet larger than the average residence in Tract 10035 (3,912 square feet) and provides side yard setbacks that are not compatible with the Hillside Development Ordinance which encourages increase setback to avoid the appearance of overbuilding and crowding of structures b. The proposed use is not in accord with the objective of the Development Code and the purposes of the district in which the site is located. The project is not in accord with the objectives of Section 17.122.020 (Hillside Development) of the Development Code which states that the hillside design standards and guidelines are intended to facilitate the appropriate development of hillside areas. The proposed single-family residence is incompatible with the other single-family residences as it significantly larger (977 square feet) than the existing and approved residences in Tract 10035 and is proposed at the minimum side yard setbacks (5 and 10 feet) in conflict Hillside Design Section 17.122.020.D.2.a, which encourages increased setbacks to avoid overbuilding and crowding of structures. In addition, the project does not conform to the maximum height restriction for retaining walls in the Hillside Overlay Zone. Pursuant to Municipal Code Section 17.122.020.C.1.g., retaining walls may not exceed four feet in height, although within the minimum required street front setback, individual retaining walls shall not exceed three feet in height. In this case, the project proposes retaining walls of up to five feet, two inches in height. By separate resolution, the City Council upheld the Planning Commission’s decision to deny the proposed minor exception to permit the additional Page 295Page 443Page 454 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APEAL OF DR DRC2017-00244 – BARDOS CONSTRUCTION, INC. February 19, 2020 Page 4 retaining wall height above the height limit permitting by the Development Code. Accordingly, the project does not comply with the retaining wall height limit in the Development Code. c. The proposed use is not in compliance with each of the applicable provisions of the Development Code. The project is not in accord with the Development Code as the project site is located within the Hillside Overlay District which was intended to facilitate the appropriate development of hillside areas. The project proposes to construct a single-family residence at the minimum side yard setbacks of 5 and 10 feet, in conflict with the intent of Hillside Design Section 17.122.020.D.2.a, which explicitly encourages increased setbacks to avoid overbuilding and crowding of structures, etc. The existing residence to the west is also constructed at the minimum side yard setback, increasing the appearance of overbuilding along the Camino Predera streetscape. d. The proposed use, together with the conditions applicable thereto, will be detrimental to the public health, safety, or welfare, or materially injurious to properties or improvements in the vicinity. The proposed single-family residence is not complementary to the surrounding neighborhood as it is significantly larger than the average size residence within Tract 10035 and is constructed to the minimum setbacks, creating the appearance of overbuilding. 4. The Planning Department Staff has determined that the project is exempt from the requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines pursuant to CEQA Guidelines Section 15061(b)(4) as a project that is rejected or disapproved. The City Council has reviewed the Planning Department’s determination of exemption, and based on its own independent judgment, concurs in the staff’s determination of exemption. 5. Based upon the findings and conclusions set forth in Paragraphs 1, 2, 3, and 4 above, the City Council hereby denies the Appeal of Planning Commission Decision DRC2019-00975, and upholds the Planning Commission’s decision denying Hillside Design Review DRC2017-00244. 6. This Council hereby provides notice to the appellants that the time within which judicial review of the decision represented by this Resolution must be sought is governed by the provisions of California Code of Civil Procedure Section 1094.6. 7. The City Clerk of the City of Rancho Cucamonga is hereby directed to: (a) certify to the adoption of this Resolution, and (b) forthwith transmit a certified copy of this Resolution, by certified mail, return-receipt requested, to Mr. Paul Bardos, at the address identified in City records. APPROVED AND ADOPTED THIS 19TH DAY OF FEBRUARY 2020. L. Dennis Michael, Mayor I, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Rancho Cucamonga at a regular meeting held on the 19th day of February 2020, by the following vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: Page 296Page 444Page 455 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APEAL OF DR DRC2017-00244 – BARDOS CONSTRUCTION, INC. February 19, 2020 Page 5 ABSTAIN: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: Dated: JANICE C. REYNOLDS, City Clerk Page 297Page 445Page 456 RESOLUTION NO. 20-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, DENYING APPEAL DRC2019-00975 AND UPHOLDING THE PLANNING COMMISSION DECISION TO DENY MINOR EXCEPTION DRC2018-00473; AND MAKING FINDINGS IN SUPPORT THEREOF – APN: 0207-631-03. A. Recitals. 1. Bardos Construction, Inc., filed an application for the approval of Minor Exception DRC2018-00473, as described in the title of this Resolution. Hereinafter in this Resolution, the subject Minor Exception request is referred to as "the application." 2. On the 13th day of November 2019, the Planning Commission of the City of Rancho Cucamonga conduced a noticed public hearing on the application, concluded said hearing on that date and directed staff to prepare a resolution of denial to formally adopt the action. 3. On the 11th day of December 2019, the Planning Commission of the City of Rancho Cucamonga adopted Resolution No. 19.76 denying the application and making findings in support of its decision. 4. On December 19-2019, the applicant, Bardos Construction, Inc., filed a timely appeal of the Planning Commission’s decision to deny the application. 5. On the 19th day of February 2020, the City Council of the City of Rancho Cucamonga conducted a duly noticed public hearing regarding the appeal, concluded said hearing on that date, and adopted this Resolution to deny the appeal and uphold the Planning Commission’s decision to deny the application and making findings in support thereof. 6. All legal prerequisites prior to the adoption of this Resolution have occurred. B. Resolution. NOW, THEREFORE, it is hereby found, determined, and resolved by the City Council of the City of Rancho Cucamonga as follows: 1. This Council hereby specifically finds that all of the facts set forth in the Recitals, Part A, of this Resolution are true and correct. 2. Based upon all available evidence presented to this Council during the above-referenced public hearing on February 19, 2020, including written and oral staff reports, together with public testimony, the City Council hereby specifically finds as follows: a. The applicant is requesting to construct a 4,118 square foot two-story, single-family residence along with an attached 771 square foot, three-car garage on the 15,430 square foot project site (the “project”); and b. Pursuant to Municipal Code Section 17.122.020.C.1.g., retaining walls may not exceed four feet in height within the Hillside Overlay Zone, although within the minimum required street front setback, individual retaining walls shall not exceed three feet in height. Page 298Page 446Page 457 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APPEAL OF ME DRC2018-00473 – BARDOS CONSTRUCTION, INC. FEBRUARY 19, 2020 Page 2 c. The application is for a Minor Exception (DRC2018-00473) to permit the project’s proposed retaining walls to be over the 4-foot maximum height limit (five feet, two inches proposed). The project site is within the Hillside Overlay Zone. d. The City Council makes the following findings in support of its decision to deny the application: 1. Building Size/Massing: Tract 10035, which includes the project site, was approved by the Rancho Cucamonga City Council in March 1985 and comprises a total of 38 lots. Twenty-one of the lots are currently developed with single-family homes. Based on staff’s review of available building permit data, which measures the cumulative building square footage of all development, including garages, patios, and porches, as well as information provided by the Property Information Management System hosted by the San Bernardino County Assessor’s Office and square footage data for other projects recently approved within the tract, the average size for residences in the tract is 3,912 square feet, and the average size of residences along the south side of Camino Predera is approximately 3,918 square feet. The size of the proposed project’s living and garage area alone is 4,889 square feet. Notably, when including porches and decks (374 square feet proposed), to be consistent with the methodology used in reviewing building permit data, the proposed project’s size increases to 5,263 square feet. This means that the project is approximately 1,351 square feet larger than the average residence in Tract 10035 and 1,345 square feet larger than the average residence on the south side of Camino Predera. For the foregoing reasons, the City Council finds that the project’s size is substantially larger than the predominant home size within the neighborhood and street and is therefore not consistent with the neighborhood’s character. In addition, the City Council finds that the project’s massing could be mitigated by increasing the front setback, thus reducing the overall height of the structure as seen from Camino Predera and/or by modifying the roof design to reduce the height of the roof peak. 2. Building Width/Setbacks: The project proposes to construct the proposed residence at the minimum side yard setbacks of 5 and 10 feet (Development Code Table 17.36.010-1). Section 17.122.020.D.2.a of the Municipal Code provides that the “design of the structure shall give consideration to the lot’s size and configuration in order to avoid the appearance of overbuilding or crowding and to minimize the blocking of views.” The Planning Commission, at the November 13th Planning Commission meeting, expressed concerns that the proposed project as well as the neighboring existing residence, both having been built to the minimum setbacks, would result in the appearance of overbuilding along the Camino Predera streetscape therefore establishing an adverse precedent. The City Council has independently reviewed the record and concurs with the Planning Commission’s findings and concerns. As a result, the City Council finds that the project is not consistent with the goals and guidelines of the City’s Hillside Development Ordinance. 3. General Plan Compatibility: The City Council finds that the project as proposed is also not compatible with General Plan Policy LU-2.4, which aims to “promote complementary infill development, rehabilitation, and re-use that contributes positively to the surrounding residential neighborhood areas.” The proposed project does not meet the qualitative intent of General Plan Policy LU-2.4 which aims to promote development which contributes “positively” to the surrounding residential neighborhood. This is based on the following factors: (1) as discussed Page 299Page 447Page 458 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APPEAL OF ME DRC2018-00473 – BARDOS CONSTRUCTION, INC. FEBRUARY 19, 2020 Page 3 above, the project is out of character with the size and massing of the existing single-family homes in the neighborhood; and (2) the project’s side yard setbacks contribute to the appearance of overcrowding and overbuilding on the south side of Camino Predera. In addition, the City Council recognizes the comments have been received from neighborhood residents that the scale of development within the tract and along the south side of Camino Predera is not in character with the neighborhood’s small single-family homes. The Planning Commission, at the November 13, 2019, Planning Commission meeting, received public comments that the scale of development within the tract and along the south side of Camino Predera is not in character with the neighborhood’s smaller single-family homes. Similar comments were received from neighborhood residents at the Neighborhood Meeting on June 10, 2019, as well as comments received at the Design Review Committee meeting on October 22, 2019. 3. Based upon all available evidence presented to this City Council during the above-referenced public hearing and upon the specific findings of facts set forth above, this Council hereby finds and concludes as follows: a. The proposed project is not consistent with the General Plan. The proposed Minor Exception to permit additional retaining wall height is not consistent with the General Plan. The General Plan encourages complementary infill development (General Plan Policy LU-2.4). The related design review (DRC2017-00244) is for a 4,118 square foot single-family residence which is not complementary to the surrounding neighborhood as it is significantly larger than the average house size within Tract 10035 (based on the existing and approved residences within the Tract 10035). The proposed building size along with the proposed building setbacks creates the necessity for retaining walls over the maximum height limit. b. The proposed development is not compatible with existing and proposed land uses in the surrounding area. For the reasons stated above, the proposed single-family residence is not compatible with the existing and proposed land uses in the surrounding area as it is significantly larger than the other residences in the same tract (Tract 10035) and is proposed to be constructed at the minimum side yard setbacks, creating the appearance of overbuilding the lot and increasing the necessity for retaining walls over the maximum height limit. c. The proposed exception to the specific development standard(s) is not necessary to allow creative design solutions compatible with the desires of the community and/or to accommodate unique site conditions. The necessity for retaining walls above the height limit can be mitigated by reducing the size of the proposed residence and by increasing the side yard setbacks. d. The granting of the minor exception will constitute a grant of special privilege inconsistent with the limitations on other properties classified in the same district, and will not be detrimental to public health, safety or welfare, or materially injurious to properties or improvements in the vicinity. The granting of the minor exception will constitute a grant of special privilege as the additional retaining wall height is related to a proposed single-family residence which is not complementary to the surrounding neighborhood as it is significantly larger than the average size residence within Tract 10035 and is constructed to the minimum setbacks. The City has been contacted by property owners in the surrounding neighborhood who are opposed to the project based on the size of the proposed residence, the height of the residence above curb face on Camino Predera and the width of the project (built at minimum setbacks). 4. The Planning Department Staff has determined that the project is exempt from the Page 300Page 448Page 459 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APPEAL OF ME DRC2018-00473 – BARDOS CONSTRUCTION, INC. FEBRUARY 19, 2020 Page 4 requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines pursuant to CEQA Guidelines Section 15061(b)(4) as a project that is rejected or disapproved. The City Council has reviewed the Planning Department’s determination of exemption, and based on its own independent judgment, concurs in the staff’s determination of exemption. 5. Based upon the findings and conclusions set forth in Paragraphs 1, 2, 3, and 4 above, the City Council hereby denies the Appeal of Planning Commission Decision DRC2019-00975 and upholds the Planning Commission decision to deny Minor Exception DRC2018-00473. 6. This Council hereby provides notice to the appellants that the time within which judicial review of the decision represented by this Resolution must be sought is governed by the provisions of California Code of Civil Procedure Section 1094.6. 7. The City Clerk of the City of Rancho Cucamonga is hereby directed to: (a) certify to the adoption of this Resolution, and (b) forthwith transmit a certified copy of this Resolution, by certified mail, return-receipt requested, to Mr. Paul Bardos, at the address identified in City records. APPROVED AND ADOPTED THIS 19TH DAY OF FEBRUARY 2020. L. Dennis Michael, Mayor I, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Rancho Cucamonga at a regular meeting held on the 19th day of February, 2020, by the following vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: Dated: JANICE C. REYNOLDS, City Clerk Page 301Page 449Page 460 RESOLUTION NO. 20-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, DENYING APPEAL DRC2019-00975 AND UPHOLDING THE PLANNING COMMISSION DECISION TO DENY HILLSIDE DEVELOPMENT REVIEW DRC2017-00244; AND MAKING FINDINGS IN SUPPORT THEREOF – APN: 0207-631-03. A. Recitals. 1. Bardos Construction, Inc., filed an application for Hillside Design Review DRC2017-00244, as described in the title of this Resolution. Hereinafter in this Resolution, the subject Hillside Development Review request is referred to as "the application." 2. On the 13th day of November 2019, the Planning Commission of the City of Rancho Cucamonga conduced a noticed public hearing on the application, concluded said hearing on that date and directed staff to prepare a resolution of denial to formally adopt the action. 3. On the 11th day of December 2019, the Planning Commission of the City of Rancho Cucamonga adopted Resolution No. 19.75 denying the application and making findings in support of its decision. 4. On the 19th day of December 2019, the applicant, Bardos Construction, Inc., filed a timely appeal of the Planning Commission’s decision to deny the application. 5. On the 19th day of February 2020, the City Council of the City of Rancho Cucamonga conducted a duly noticed public hearing regarding the appeal and continued said hearing to the 18th day of March 2020. 6. On the 18th day of March 2020, the City Council of the City of Rancho Cucamonga conducted a duly noticed public hearing regarding the appeal, concluded said hearing on that date, and adopted this Resolution to deny the appeal and uphold the Planning Commission’s decision to deny the application and making findings in support thereof. 7. All legal prerequisites prior to the adoption of this Resolution have occurred. B. Resolution. NOW, THEREFORE, it is hereby found, determined, and resolved by the City Council of the City of Rancho Cucamonga as follows: 1. The City Council hereby specifically finds that all of the facts set forth in the Recitals, Part A, of this Resolution are true and correct. 2. Based upon the all available evidence presented to this Council during the above-referenced public hearing on March 18, 2020, including written and oral staff reports, together with public testimony, this Council hereby specifically finds as follows: a. The applicant is requesting to construct a 4,118 square foot, two-story single-family residence along with an attached 771 square foot three-car garage on the 15,430 square foot project site (the “project”); and Page 450Page 461 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APPEAL OF DR DRC2017-00244 – BARDOS CONSTRUCTION, INC. March 18, 2020 Page 2 b. The existing Land Use, General Plan and Zoning Designations for the project site and adjacent properties are as follows: Land Use General Plan Zoning Site Vacant Land Low Residential Low (L) Residential District Hillside Overlay District North Existing Single-Family Residence Low Residential Low (L) Residential District Hillside Overlay District South Pacific Electric Trail Public Mixed-Use (MU) District East Vacant Land Low Residential Low (L) Residential District Hillside Overlay District West Existing Single-Family Residence Low Residential Low (L) Residential District Hillside Overlay District c. The proposed project does not conform to the minimum development requirements of the Development Code and Hillside Design Standards because it does not conform to the retaining wall height limit applicable to the project. Concurrent with this Resolution, the City Council is also adopting a Resolution to uphold the Planning Commission’s decision to deny a minor exception for retaining wall height. The City Council also finds that the project is not in character with the surrounding neighborhood and existing residences along Camino Predera for the following reasons: 1. Building Size/Massing: Tract 10035, which includes the project site, was approved by the Rancho Cucamonga City Council in March 1985 and comprises a total of 38 lots. Twenty-one of the lots are currently developed with single-family homes. Based on staff’s review of available building permit data, which measures the cumulative building square footage of all development, including garages, patios, and porches, as well as information provided by the Property Information Management System hosted by the San Bernardino County Assessor’s Office and square footage data for other projects recently approved within the tract, the average size for residences in the tract is 3,912 square feet, and the average size of residences along the south side of Camino Predera is approximately 3,918 square feet. The size of the proposed project’s living and garage area alone is 4,889 square feet. Notably, when including porches and decks (374 square feet proposed), to be consistent with the methodology used in reviewing building permit data, the proposed project’s size increases to 5,263 square feet. This means that the project is approximately 1,351 square feet larger than the average residence in Tract 10035 and 1,345 square feet larger than the average residence on the south side of Camino Predera. For the foregoing reasons, the City Council finds that the project’s size is substantially larger than the predominant home size within the neighborhood and street and is therefore not consistent with the neighborhood’s character. In addition, the City Council finds that the project’s massing could be mitigated by increasing the front setback, thus reducing the overall height of the structure as seen from Camino Predera and/or by modifying the roof design to reduce the height of the roof peak. 2. Building Width/Setbacks: The project proposes to construct the proposed residence at the minimum side yard setbacks of 5 and 10 feet (Development Code Table 17.36.010-1). Section Page 451Page 462 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APPEAL OF DR DRC2017-00244 – BARDOS CONSTRUCTION, INC. March 18, 2020 Page 3 17.122.020.D.2.a of the Municipal Code provides that the “design of the structure shall give consideration to the lot’s size and configuration in order to avoid the appearance of overbuilding or crowding and to minimize the blocking of views.” At the November 13, 2019, Planning Commission meeting, the Planning Commission expressed concerns that the proposed project as well as the neighboring existing residence, both having been built to the minimum setbacks, would result in the appearance of overbuilding along the Camino Predera streetscape, therefore, establishing an adverse precedent. The City Council has independently reviewed the record and concurs with the Planning Commission’s findings and concerns. As a result, the City Council finds that the project is not consistent with the goals and guidelines of the City’s Hillside Development Ordinance. 3. General Plan Compatibility: The City Council finds that the project as proposed is also not compatible with General Plan Policy LU-2.4, which aims to “promote complementary infill development, rehabilitation, and re-use that contributes positively to the surrounding residential neighborhood areas.” The proposed project does not meet the qualitative intent of General Plan Policy LU-2.4, which aims to promote development which contributes “positively” to the surrounding residential neighborhood. This is based on the following factors: (1) as discussed above, the project is out of character with the size and massing of the existing single-family homes in the neighborhood; and (2) the project’s side yard setbacks contribute to the appearance of overcrowding and overbuilding on the south side of Camino Predera. The Planning Commission, at the November 13, 2019, Planning Commission meeting, received public comments that the scale of development within the tract and along the south side of Camino Predera is not in character with the neighborhood’s smaller single-family homes. Similar comments were received from neighborhood residents at the Neighborhood Meeting on June 10, 2019, as well as comments received at the Design Review Committee meeting on October 22, 2019. 3. Based upon all of the evidence presented to this Council during the above-referenced public hearing and upon the specific findings of facts set forth above, this Council hereby finds and concludes as follows: a. The proposed project is inconsistent with the General Plan, specifically General Plan Policy LU-2.4 which encourages complementary infill development. The proposed residence is not complementary to the surrounding development as it is significantly larger than the other residences in Tract 10035. At 4,889 square feet include living and garage area, it is 977 square feet larger than the average residence in Tract 10035 (3,912 square feet) and provides side yard setbacks that are not compatible with the Hillside Development Ordinance which encourages increase setback to avoid the appearance of overbuilding and crowding of structures b. The proposed use is not in accord with the objective of the Development Code and the purposes of the district in which the site is located. The project is not in accord with the objectives of Section 17.122.020 (Hillside Development) of the Development Code which states that the hillside design standards and guidelines are intended to facilitate the appropriate development of hillside areas. The proposed single-family residence is incompatible with the other single-family residences as it significantly larger (977 square feet) than the existing and approved residences in Tract 10035 and is proposed at the minimum side yard setbacks (5 and 10 feet) in conflict Hillside Design Section 17.122.020.D.2.a, which encourages increased setbacks to avoid overbuilding and crowding of structures. In addition, the project does not conform to the maximum height restriction for retaining walls in the Hillside Overlay Zone. Pursuant to Municipal Code Section 17.122.020.C.1.g., retaining walls may not exceed four feet in height, although within the minimum required street front setback, individual retaining walls shall not exceed three feet in height. In this case, the project proposes Page 452Page 463 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APPEAL OF DR DRC2017-00244 – BARDOS CONSTRUCTION, INC. March 18, 2020 Page 4 retaining walls of up to five feet, two inches in height. By separate resolution, the City Council upheld the Planning Commission’s decision to deny the proposed minor exception to permit the additional retaining wall height above the height limit permitting by the Development Code. Accordingly, the project does not comply with the retaining wall height limit in the Development Code. c. The proposed use is not in compliance with each of the applicable provisions of the Development Code. The project is not in accord with the Development Code as the project site is located within the Hillside Overlay District which was intended to facilitate the appropriate development of hillside areas. The project proposes to construct a single-family residence at the minimum side yard setbacks of 5 and 10 feet, in conflict with the intent of Hillside Design Section 17.122.020.D.2.a, which explicitly encourages increased setbacks to avoid overbuilding and crowding of structures, etc. The existing residence to the west is also constructed at the minimum side yard setback, increasing the appearance of overbuilding along the Camino Predera streetscape. d. The proposed use, together with the conditions applicable thereto, will be detrimental to the public health, safety, or welfare, or materially injurious to properties or improvements in the vicinity. The proposed single-family residence is not complementary to the surrounding neighborhood as it is significantly larger than the average size residence within Tract 10035 and is constructed to the minimum setbacks, creating the appearance of overbuilding. 4. The Planning Department Staff has determined that the project is exempt from the requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines pursuant to CEQA Guidelines Section 15061(b)(4) as a project that is rejected or disapproved. The City Council has reviewed the Planning Department’s determination of exemption, and based on its own independent judgment, concurs in the staff’s determination of exemption. 5. Based upon the findings and conclusions set forth in Paragraphs 1, 2, 3, and 4 above, the City Council hereby denies the Appeal of Planning Commission Decision DRC2019-00975 and upholds the Planning Commission’s decision denying Hillside Design Review DRC2017-00244. 6. This Council hereby provides notice to the appellants that the time within which judicial review of the decision represented by this Resolution must be sought is governed by the provisions of California Code of Civil Procedure Section 1094.6. 7. The City Clerk of the City of Rancho Cucamonga is hereby directed to: (a) certify to the adoption of this Resolution, and (b) forthwith transmit a certified copy of this Resolution, by certified mail, return-receipt requested, to Mr. Paul Bardos, at the address identified in City records. APPROVED AND ADOPTED THIS 18TH DAY OF MARCH 2020. L. Dennis Michael, Mayor I, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Rancho Cucamonga at a regular meeting held on the 18th day of March 2020, by the following vote: Page 453Page 464 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APPEAL OF DR DRC2017-00244 – BARDOS CONSTRUCTION, INC. March 18, 2020 Page 5 AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: Dated: JANICE C. REYNOLDS, City Clerk Page 454Page 465 RESOLUTION NO. 20-XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, DENYING APPEAL DRC2019-00975 AND UPHOLDING THE PLANNING COMMISSION DECISION TO DENY MINOR EXCEPTION DRC2018-00473; AND MAKING FINDINGS IN SUPPORT THEREOF – APN: 0207-631-03. A. Recitals. 1. Bardos Construction, Inc., filed an application for the approval of Minor Exception DRC2018-00473, as described in the title of this Resolution. Hereinafter in this Resolution, the subject Minor Exception request is referred to as "the application." 2. On the 13th day of November 2019, the Planning Commission of the City of Rancho Cucamonga conduced a noticed public hearing on the application, concluded said hearing on that date and directed staff to prepare a resolution of denial to formally adopt the action. 3. On the 11th day of December 2019, the Planning Commission of the City of Rancho Cucamonga adopted Resolution No. 19.76 denying the application and making findings in support of its decision. 4. On the 19th day of December 2019, the applicant, Bardos Construction, Inc., filed a timely appeal of the Planning Commission’s decision to deny the application. 5. On the 19th day of February 2020, the City Council of the City of Rancho Cucamonga conducted a duly noticed public hearing regarding the appeal and continued said hearing to the 18th day of March 2020. 6. On the 18th day of March 2020, the City Council of the City of Rancho Cucamonga conducted a duly noticed public hearing regarding the appeal, concluded said hearing on that date, and adopted this Resolution to deny the appeal and uphold the Planning Commission’s decision to deny the application and making findings in support thereof. 7. All legal prerequisites prior to the adoption of this Resolution have occurred. B. Resolution. NOW, THEREFORE, it is hereby found, determined, and resolved by the City Council of the City of Rancho Cucamonga as follows: 1. This Council hereby specifically finds that all of the facts set forth in the Recitals, Part A, of this Resolution are true and correct. 2. Based upon all available evidence presented to this Council during the above-referenced public hearing on March 18, 2020, including written and oral staff reports, together with public testimony, the City Council hereby specifically finds as follows: a. The applicant is requesting to construct a 4,118 square foot two-story, single-family residence along with an attached 771 square foot, three-car garage on the 15,430 square foot project site (the “project”); and Page 455Page 466 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APPEAL OF ME DRC2018-00473 – BARDOS CONSTRUCTION, INC. March 18, 2020 Page 2 b. Pursuant to Municipal Code Section 17.122.020.C.1.g., retaining walls may not exceed four feet in height within the Hillside Overlay Zone, although within the minimum required street front setback, individual retaining walls shall not exceed three feet in height. c. The application is for a Minor Exception (DRC2018-00473) to permit the project’s proposed retaining walls to be over the 4-foot maximum height limit (five feet, two inches proposed). The project site is within the Hillside Overlay Zone. d. The City Council makes the following findings in support of its decision to deny the application: 1. Building Size/Massing: Tract 10035, which includes the project site, was approved by the Rancho Cucamonga City Council in March 1985 and comprises a total of 38 lots. Twenty-one of the lots are currently developed with single-family homes. Based on staff’s review of available building permit data, which measures the cumulative building square footage of all development, including garages, patios, and porches, as well as information provided by the Property Information Management System hosted by the San Bernardino County Assessor’s Office and square footage data for other projects recently approved within the tract, the average size for residences in the tract is 3,912 square feet, and the average size of residences along the south side of Camino Predera is approximately 3,918 square feet. The size of the proposed project’s living and garage area alone is 4,889 square feet. Notably, when including porches and decks (374 square feet proposed), to be consistent with the methodology used in reviewing building permit data, the proposed project’s size increases to 5,263 square feet. This means that the project is approximately 1,351 square feet larger than the average residence in Tract 10035 and 1,345 square feet larger than the average residence on the south side of Camino Predera. For the foregoing reasons, the City Council finds that the project’s size is substantially larger than the predominant home size within the neighborhood and street and is therefore not consistent with the neighborhood’s character. In addition, the City Council finds that the project’s massing could be mitigated by increasing the front setback, thus reducing the overall height of the structure as seen from Camino Predera and/or by modifying the roof design to reduce the height of the roof peak. 2. Building Width/Setbacks: The project proposes to construct the proposed residence at the minimum side yard setbacks of 5 and 10 feet (Development Code Table 17.36.010-1). Section 17.122.020.D.2.a of the Municipal Code provides that the “design of the structure shall give consideration to the lot’s size and configuration in order to avoid the appearance of overbuilding or crowding and to minimize the blocking of views.” The Planning Commission, at the November 13th Planning Commission meeting, expressed concerns that the proposed project as well as the neighboring existing residence, both having been built to the minimum setbacks, would result in the appearance of overbuilding along the Camino Predera streetscape, therefore, establishing an adverse precedent. The City Council has independently reviewed the record and concurs with the Planning Commission’s findings and concerns. As a result, the City Council finds that the project is not consistent with the goals and guidelines of the City’s Hillside Development Ordinance. 3. General Plan Compatibility: The City Council finds that the project as proposed is also not compatible with General Plan Policy LU-2.4, which aims to “promote complementary infill Page 456Page 467 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APPEAL OF ME DRC2018-00473 – BARDOS CONSTRUCTION, INC. March 18, 2020 Page 3 development, rehabilitation, and re-use that contributes positively to the surrounding residential neighborhood areas.” The proposed project does not meet the qualitative intent of General Plan Policy LU-2.4 which aims to promote development which contributes “positively” to the surrounding residential neighborhood. This is based on the following factors: (1) as discussed above, the project is out of character with the size and massing of the existing single-family homes in the neighborhood; and (2) the project’s side yard setbacks contribute to the appearance of overcrowding and overbuilding on the south side of Camino Predera. In addition, the City Council recognizes the comments have been received from neighborhood residents that the scale of development within the tract and along the south side of Camino Predera is not in character with the neighborhood’s small single-family homes. The Planning Commission, at the November 13, 2019, Planning Commission meeting, received public comments that the scale of development within the tract and along the south side of Camino Predera is not in character with the neighborhood’s smaller single-family homes. Similar comments were received from neighborhood residents at the Neighborhood Meeting on June 10, 2019, as well as comments received at the Design Review Committee meeting on October 22, 2019. 3. Based upon all available evidence presented to this City Council during the above-referenced public hearing and upon the specific findings of facts set forth above, this Council hereby finds and concludes as follows: a. The proposed project is not consistent with the General Plan. The proposed Minor Exception to permit additional retaining wall height is not consistent with the General Plan. The General Plan encourages complementary infill development (General Plan Policy LU-2.4). The related design review (DRC2017-00244) is for a 4,118 square foot single-family residence which is not complementary to the surrounding neighborhood as it is significantly larger than the average house size within Tract 10035 (based on the existing and approved residences within the Tract 10035). The proposed building size along with the proposed building setbacks creates the necessity for retaining walls over the maximum height limit. b. The proposed development is not compatible with existing and proposed land uses in the surrounding area. For the reasons stated above, the proposed single-family residence is not compatible with the existing and proposed land uses in the surrounding area as it is significantly larger than the other residences in the same tract (Tract 10035) and is proposed to be constructed at the minimum side yard setbacks, creating the appearance of overbuilding the lot and increasing the necessity for retaining walls over the maximum height limit. c. The proposed exception to the specific development standard(s) is not necessary to allow creative design solutions compatible with the desires of the community and/or to accommodate unique site conditions. The necessity for retaining walls above the height limit can be mitigated by reducing the size of the proposed residence and by increasing the side yard setbacks. d. The granting of the minor exception will constitute a grant of special privilege inconsistent with the limitations on other properties classified in the same district, and will not be detrimental to public health, safety or welfare, or materially injurious to properties or improvements in the vicinity. The granting of the minor exception will constitute a grant of special privilege as the additional retaining wall height is related to a proposed single-family residence which is not complementary to the surrounding neighborhood as it is significantly larger than the average size residence within Tract 10035 and is constructed to the minimum setbacks. The City has been contacted by property owners in the surrounding neighborhood who are opposed to the project based Page 457Page 468 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APPEAL OF ME DRC2018-00473 – BARDOS CONSTRUCTION, INC. March 18, 2020 Page 4 on the size of the proposed residence, the height of the residence above curb face on Camino Predera and the width of the project (built at minimum setbacks). 4. The Planning Department Staff has determined that the project is exempt from the requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA Guidelines pursuant to CEQA Guidelines Section 15061(b)(4) as a project that is rejected or disapproved. The City Council has reviewed the Planning Department’s determination of exemption, and based on its own independent judgment, concurs in the staff’s determination of exemption. 5. Based upon the findings and conclusions set forth in Paragraphs 1, 2, 3, and 4 above, the City Council hereby denies the Appeal of Planning Commission Decision DRC2019-00975 and upholds the Planning Commission decision to deny Minor Exception DRC2018-00473. 6. This Council hereby provides notice to the appellants that the time within which judicial review of the decision represented by this Resolution must be sought is governed by the provisions of California Code of Civil Procedure Section 1094.6. 7. The City Clerk of the City of Rancho Cucamonga is hereby directed to: (a) certify to the adoption of this Resolution, and (b) forthwith transmit a certified copy of this Resolution, by certified mail, return-receipt requested, to Mr. Paul Bardos, at the address identified in City records. APPROVED AND ADOPTED THIS 18TH DAY OF MARCH 2020. L. Dennis Michael, Mayor I, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Rancho Cucamonga at a regular meeting held on the 18th day of March 2020, by the following vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: Dated: JANICE C. REYNOLDS, City Clerk Page 458Page 469 CITY COUNCIL RESOLUTION NO. 20-XX DRC2019-00975 A CC APPEAL OF ME DRC2018-00473 – BARDOS CONSTRUCTION, INC. March 18, 2020 Page 5 Page 459Page 470 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Anne McIntosh, AICP, Planning Director Tabe van der Zwaag, Associate Planner SUBJECT:PUBLIC HEARING FOR CONSIDERATION OF AN APPEAL OF THE PLANNING COMMISSION’S DECISION TO APPROVE DESIGN REVIEW DRC201900590 – SHEAN KIM, APPLICANT.THE PROJECT CONSISTS OF A SITE PLAN AND ARCHITECTURAL REVIEW OF A 103,945 SQUARE FOOT WAREHOUSE DISTRIBUTION BUILDING ON 4.75 ACRES OF LAND IN THE GENERAL INDUSTRIAL (GI) DISTRICT ON THE EAST SIDE OF PECAN AVENUE SOUTH OF ARROW ROUTE; APN: 022917102. THIS ITEM IS EXEMPT FROM THE REQUIREMENTS OF THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) AND THE CITY’S CEQA GUIDELINES UNDER CEQA SECTION 15332 – INFILL DEVELOPMENT PROJECTS. RECOMMENDATION: Staff recommends that the City Council continue the appeal of Design Review DRC201900590 to the City Council meeting on April 15, 2020, in order to provide the applicant adequate time to address the issues raised in the appeal. BACKGROUND: On February 12, 2020, the Planning Commission approved Design Review DRC201900590 for the construction of a 103,945 square foot warehouse distribution building. Prior to that meeting, correspondence was received from Lozeau Drury, LLP, raising concerns related to staff’s determination that the project was categorically exempt from the California Environmental Quality Act (CEQA). The Planning Commission reviewed the correspondence from Lozeau Drury, LLP, and determined, after guidance from council, that the staff’s CEQA determination was adequate and approved the project. On February 20, 2020, an appeal of the Planning Commission approval was filed by Lozeau Drury, LLP, within the 10day appeal period. ANALYSIS: Staff believes that the concerns raised in the appeal can be addressed by the applicant. The applicant needs additional time to prepare the response to the appeal. The City Council can continue to appeal to a future date to allow adequate time for the preparation of this analysis. Page 471 DATE: March 18, 2020 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Elisa Cox, Deputy City Manager Hope Velarde, Management Analyst I Erika LewisHuntley, Management Analyst III SUBJECT:CONSIDERATION OF RESOLUTION ENCOURAGING EXCLUSIVE AND/OR EXTENDED HOURS AT GROCERY STORES FOR VULNERABLE POPULATIONS DURING THE COVID19 EMERGENCY. RECOMMENDATION: Staff recommends the City Council adopt Resolution No. 2020014 encouraging grocery stores to provide exclusive and/or extended hours for vulnerable populations during the COVID19 emergency. BACKGROUND: In response to a global outbreak of a novel coronavirus, also known as COVID19, community leaders have taken decisive actions in the last several weeks in order to minimize the spread of COVID19. On March 4, 2020, Governor Newsom proclaimed a State of Emergency to exist in California as a result of the threat of COVID19. To minimize the risk of transmission of the virus, the Centers for Disease Control and Prevention, the California Department of Public Health, and the San Bernardino County Health Officer have all issued recommendations to practice social distancing and stay at least six feet away from other people. Community members who are most vulnerable to COVID19, those 65 years and older and those with underlying health conditions, are advised to selfquarantine, selfisolate, or otherwise remain in their homes to reduce the transmission of the virus. ANALYSIS: In response to COVID19 concerns there has been an unprecedented demand in supermarkets and grocery stores, creating food and supply shortages throughout the community. Many stores nationwide have resulted in limiting the number of certain grocery items an individual can purchase, to discourage the stockpiling of essential items, and to ensure equitable access for our most vulnerable populations. In addition, many stores are also proactively dedicating special operating hours to populations most vulnerable to COVID19, including but not limited to elderly, disabled, and pregnant shoppers. These dedicated hours limit their potential exposure to the virus and ensure the accessibility and availability of these vital food and supplies, without the crowd regular store hours bring. The attached resolution encourages all local grocery stores and a broad range of businesses to implement exclusive and/or extended shopping hours specifically for the community’s most vulnerable populations, particularly seniors and those with underlying health conditions, during this COVID19 emergency. The City of Rancho Cucamonga during this State of Emergency reaffirms its commitment to sustaining and promoting a healthy, equitable, and resilient community that uses compassion as one of its fundamental guiding principles. Through its Compassionate Community initiative, the City encourages Page 472 DATE: March 18, 2020TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Elisa Cox, Deputy City ManagerHope Velarde, Management Analyst I Erika LewisHuntley, Management Analyst IIISUBJECT:CONSIDERATION OF RESOLUTION ENCOURAGING EXCLUSIVE AND/OREXTENDED HOURS AT GROCERY STORES FOR VULNERABLEPOPULATIONS DURING THE COVID19 EMERGENCY.RECOMMENDATION:Staff recommends the City Council adopt Resolution No. 2020014 encouraging grocery stores toprovide exclusive and/or extended hours for vulnerable populations during the COVID19 emergency.BACKGROUND:In response to a global outbreak of a novel coronavirus, also known as COVID19, community leadershave taken decisive actions in the last several weeks in order to minimize the spread of COVID19. OnMarch 4, 2020, Governor Newsom proclaimed a State of Emergency to exist in California as a result ofthe threat of COVID19. To minimize the risk of transmission of the virus, the Centers for DiseaseControl and Prevention, the California Department of Public Health, and the San Bernardino CountyHealth Officer have all issued recommendations to practice social distancing and stay at least six feetaway from other people. Community members who are most vulnerable to COVID19, those 65 yearsand older and those with underlying health conditions, are advised to selfquarantine, selfisolate, orotherwise remain in their homes to reduce the transmission of the virus. COUNCIL GOAL(S) ADDRESSED: This item addresses City Council Goal: PUBLIC SAFETY Adoption of exclusive and/or extended hours at grocery stores for vulnerable populations during this COVID19 outbreak is a compassionate solution that minimizes their potential risk of exposure to the virus and enhances public health and safety for all. ATTACHMENTS: Description Attachment 1 Resolution ANALYSIS:In response to COVID19 concerns there has been an unprecedented demand in supermarkets andgrocery stores, creating food and supply shortages throughout the community. Many stores nationwidehave resulted in limiting the number of certain grocery items an individual can purchase, to discouragethe stockpiling of essential items, and to ensure equitable access for our most vulnerable populations.In addition, many stores are also proactively dedicating special operating hours to populations mostvulnerable to COVID19, including but not limited to elderly, disabled, and pregnant shoppers. Thesededicated hours limit their potential exposure to the virus and ensure the accessibility and availability ofthese vital food and supplies, without the crowd regular store hours bring. The attached resolutionencourages all local grocery stores and a broad range of businesses to implement exclusive and/orextended shopping hours specifically for the community’s most vulnerable populations, particularlyseniors and those with underlying health conditions, during this COVID19 emergency.The City of Rancho Cucamonga during this State of Emergency reaffirms its commitment to sustaining and promoting a healthy, equitable, and resilient community that uses compassion as one of its fundamental guiding principles. Through its Compassionate Community initiative, the City encourages community members to come together as a kind and caring community and offer support and aid to neighbors, especially those most in need, including seniors and individuals with mobility and transportation barriers. Checking in on your neighbors ensures their health and safety, and most importantly fosters community connections and resilience, which is much needed during this time of uncertainty. The City of Rancho Cucamonga supports activities in which our citizens, government, and institutions work together to embrace and implement compassionate solutions to meet the needs of our families, friends, communities, and neighbors, especially seniors and those with underlying health conditions that are more susceptible to COVID19. FISCAL IMPACT: No fiscal impact. Page 473 RESOLUTION NO. 2020-014 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ENCOURAGING EXCLUSIVE AND/OR EXTENDED HOURS AT GROCERY STORES FOR VULNERABLE POPULATIONS DURING THE COVID-19 EMERGENCY WHEREAS, on March 4, 2020, Governor Newsom proclaimed a State of Emergency to exist in California as a result of the threat of COVID-19; and WHEREAS, despite sustained efforts, the virus remains a threat, and further efforts to control the spread of the virus to reduce and minimize the risk of infection and otherwise mitigate the effects of COVID-19 are needed; and WHEREAS, individuals, families, and communities are advised to practice social distancing and stay at least six feet away from other people to minimize the risk of transmission of COVID-19; and WHEREAS, Californians who are most vulnerable to COVID-19, those 65 years and older and those with underlying health conditions, are advised to self-quarantine, self-isolate, or otherwise remain in their homes to reduce the transmission of COVID-19; and WHEREAS, in response to COVID-19 concerns, there has been an unprecedented demand in supermarkets and grocery stores, creating food and supply shortages throughout the community; and WHEREAS, many stores nationwide are limiting the number of certain grocery items an individual can purchase, to discourage the stockpiling of essential items, and ensure equitable access for those most vulnerable, including those who rely on foodbanks; and WHEREAS, many stores nationwide are proactively dedicating special operating hours to populations most vulnerable to COVID-19, including but not limited to elderly, disabled, and pregnant shoppers, to limit their potential exposure to the virus and ensure they have access to vital food and supplies; and WHEREAS, the City Council of the City of Rancho Cucamonga during this State of Emergency reaffirms its commitment to sustaining and promoting a healthy, equitable, and resilient community that uses compassion as one of its fundamental guiding principles; and WHEREAS, the City of Rancho Cucamonga through its Compassionate Community initiative encourages community members to come together as a kind and caring community and offer support and provide help to your neighbors, especially those who are most vulnerable, to ensure their health and safety; and WHEREAS, the City of Rancho Cucamonga through its Compassionate Community initiative promotes activities in which our citizens, government, and institutions work together to embrace and implement compassionate solutions to meet the needs of our families, friends, communities, and neighbors; and NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, HEREBY RESOLVES AS FOLLOWS: 1. That the City of Rancho Cucamonga encourages its residents to practice social distancing in an effort to prevent the transmission of COVID-19, especially among its vulnerable populations. Page 474 2. That the City of Rancho Cucamonga encourages local grocery stores and a broad range of businesses to implement exclusive shopping hours for the community‘s most vulnerable populations, particularly seniors and those with underlying health conditions, during this COVID-19 State of Emergency . PASSED, APPROVED, and ADOPTED this [____________]. Page 475