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HomeMy WebLinkAbout2019/04/17 - Agenda PacketAGENDA FIRE PROTECTION DISTRICT BOARD­HOUSING SUCCESSOR AGENCY ­  SUCCESSOR AGENCY ­ PUBLIC FINANCE AUTHORITY ­ CITY COUNCIL Wednesday, April 17, 2019 10500 Civic Center Drive Rancho Cucamonga, CA 91730 REGULAR MEETINGS:1st and 3rd Wednesdays ­ 7:00 P.M. ORDER OF BUSINESS: CLOSED SESSION TAPIA CONFERENCE ROOM         5:00 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 Rancho Cucamonga City Council Mission Statement Make decisions, and be perceived as making decisions, for the general welfare of the community. Always work to improve existing services and develop policies to meet the expected as well as anticipated needs of the community. Work together cooperatively to respect all persons and their ideas in order to develop and maintain the trust of the community. Reflect the community's desires and priorities by assuring that decisions accurately reflect the community's interests by fairly translating public feedback into public policy. Enhance the quality of life of all Rancho Cucamonga residents through the continued pursuit of excellence and commitment to the City's core values and goals.  Set the vision for the community for the future.  Have a professional, objective and respectful relationship with each other in order to more effectively address the challenges of the future. Page 1 AGENDAFIRE PROTECTION DISTRICT BOARD­HOUSING SUCCESSOR AGENCY ­ SUCCESSOR AGENCY ­ PUBLIC FINANCE AUTHORITY ­ CITY COUNCILWednesday, April 17, 201910500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays ­ 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TAPIA CONFERENCE ROOM         5:00 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. FrostRancho Cucamonga City Council Mission StatementMake decisions, and be perceived as making decisions, for the general welfare of the community.Always work to improve existing services and develop policies to meet the expected as well as anticipated needsof the community.Work together cooperatively to respect all persons and their ideas in order to develop and maintain the trust of thecommunity.Reflect the community's desires and priorities by assuring that decisions accurately reflect the community'sinterests by fairly translating public feedback into public policy.Enhance the quality of life of all Rancho Cucamonga residents through the continued pursuit of excellence andcommitment to the City's core values and goals. Set the vision for the community for the future. Have a professional, objective and respectful relationship with each other in order to more effectively address thechallenges of the future. 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/cityhall/council/videos.asp. 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 AGENDAFIRE PROTECTION DISTRICT BOARD­HOUSING SUCCESSOR AGENCY ­ SUCCESSOR AGENCY ­ PUBLIC FINANCE AUTHORITY ­ CITY COUNCILWednesday, April 17, 201910500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays ­ 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TAPIA CONFERENCE ROOM         5:00 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. FrostRancho Cucamonga City Council Mission StatementMake decisions, and be perceived as making decisions, for the general welfare of the community.Always work to improve existing services and develop policies to meet the expected as well as anticipated needsof the community.Work together cooperatively to respect all persons and their ideas in order to develop and maintain the trust of thecommunity.Reflect the community's desires and priorities by assuring that decisions accurately reflect the community'sinterests by fairly translating public feedback into public policy.Enhance the quality of life of all Rancho Cucamonga residents through the continued pursuit of excellence andcommitment to the City's core values and goals. Set the vision for the community for the future. Have a professional, objective and respectful relationship with each other in order to more effectively address thechallenges of the future.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/cityhall/council/videos.asp.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. APRIL 17, 2019 FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY AND CITY COUNCIL AGENDA CLOSED SESSION ­ 5:00 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 ­ Tapia Conference Room D.1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABOR NEGOTIATIONS WITH RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274, FIRE SUPPORT SERVICES ASSOCIATION AND FIRE MANAGEMENT EMPLOYEE GROUP, TEAMSTERS LOCAL 1932 AND EXECUTIVE MANAGEMENT GROUP. DISTRICT/CITY D.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTHWEST CORNER OF HAVEN AVENUE AND JERSEY BOULEVARD IDENTIFIED AS PARCEL NUMBERS 0209­ 131­01; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND POWER MEDIC TECHNOLOGIES, INC., THE PROPERTY OWNER; REGARDING PRICE AND TERMS OF PAYMENT. – CITY D.3.CONFERENCE WITH LEGAL COUNSEL REGARDING PENDING LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(d)(1); NAME OF CASE: CITY OF RANCHO CUCAMONGA V. DR LANDMARK, INC.; POWER MEDIC TECHNOLOGIES, INC.; HOFER PROPERTIES, LLC; AND DOES 1 THROUGH 5 INCLUSIVE, SBSC CASE NO.: CIVDS 1904713 ­ CITY D.4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTH WEST CORNER OF ARROW ROUTE AND ROCHESTER AVENUE IDENTIFIED AS PARCEL NUMBER 0229­012­10­0000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE AGGAZZOTTI, PROPERTY OWNER; 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. Page 3 AGENDAFIRE PROTECTION DISTRICT BOARD­HOUSING SUCCESSOR AGENCY ­ SUCCESSOR AGENCY ­ PUBLIC FINANCE AUTHORITY ­ CITY COUNCILWednesday, April 17, 201910500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays ­ 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TAPIA CONFERENCE ROOM         5:00 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. FrostRancho Cucamonga City Council Mission StatementMake decisions, and be perceived as making decisions, for the general welfare of the community.Always work to improve existing services and develop policies to meet the expected as well as anticipated needsof the community.Work together cooperatively to respect all persons and their ideas in order to develop and maintain the trust of thecommunity.Reflect the community's desires and priorities by assuring that decisions accurately reflect the community'sinterests by fairly translating public feedback into public policy.Enhance the quality of life of all Rancho Cucamonga residents through the continued pursuit of excellence andcommitment to the City's core values and goals. Set the vision for the community for the future. Have a professional, objective and respectful relationship with each other in order to more effectively address thechallenges of the future.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/cityhall/council/videos.asp.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.APRIL 17, 2019FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY ANDCITY COUNCIL AGENDACLOSED SESSION ­ 5:00 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 ­ Tapia Conference RoomD.1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABORNEGOTIATIONS WITH RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274, FIRESUPPORT SERVICES ASSOCIATION AND FIRE MANAGEMENT EMPLOYEE GROUP,TEAMSTERS LOCAL 1932 AND EXECUTIVE MANAGEMENT GROUP. DISTRICT/CITYD.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTHWEST CORNEROF HAVEN AVENUE AND JERSEY BOULEVARD IDENTIFIED AS PARCEL NUMBERS 0209­131­01; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER, REPRESENTING THECITY OF RANCHO CUCAMONGA, AND POWER MEDIC TECHNOLOGIES, INC., THEPROPERTY OWNER; REGARDING PRICE AND TERMS OF PAYMENT. – CITYD.3.CONFERENCE WITH LEGAL COUNSEL REGARDING PENDING LITIGATION PURSUANT TOGOVERNMENT CODE SECTION 54956.9(d)(1); NAME OF CASE: CITY OF RANCHOCUCAMONGA V. DR LANDMARK, INC.; POWER MEDIC TECHNOLOGIES, INC.; HOFERPROPERTIES, LLC; AND DOES 1 THROUGH 5 INCLUSIVE, SBSC CASE NO.: CIVDS1904713 ­ CITYD.4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTH WESTCORNER OF ARROW ROUTE AND ROCHESTER AVENUE IDENTIFIED AS PARCELNUMBER 0229­012­10­0000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGERREPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE AGGAZZOTTI,PROPERTY OWNER; 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 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.Recognition of Outstanding Women Award Recipients: Liliana Andriani – Woman of the Year (23rd Senate District ­ Senator Morrell) Kristine Scott – Woman of the Year (40th A ssembly District ­ Assembly Member Ramos) Diane Williams – Woman of Distinction (41st Assembly District ­ Assembly Member Holden) A.2.Presentation of a Proclamation Declaring the Month of April as "Child Abuse Prevention Month". A.3.Presentation of the Inland Empire Annual MADD (Mothers Against Drunk Driving) Awards. 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 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:  Regular Meetings of April 3, 2019, December 19, 2018 and Special Meeting of December 19, 2018. Page 4 AGENDAFIRE PROTECTION DISTRICT BOARD­HOUSING SUCCESSOR AGENCY ­ SUCCESSOR AGENCY ­ PUBLIC FINANCE AUTHORITY ­ CITY COUNCILWednesday, April 17, 201910500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays ­ 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TAPIA CONFERENCE ROOM         5:00 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. FrostRancho Cucamonga City Council Mission StatementMake decisions, and be perceived as making decisions, for the general welfare of the community.Always work to improve existing services and develop policies to meet the expected as well as anticipated needsof the community.Work together cooperatively to respect all persons and their ideas in order to develop and maintain the trust of thecommunity.Reflect the community's desires and priorities by assuring that decisions accurately reflect the community'sinterests by fairly translating public feedback into public policy.Enhance the quality of life of all Rancho Cucamonga residents through the continued pursuit of excellence andcommitment to the City's core values and goals. Set the vision for the community for the future. Have a professional, objective and respectful relationship with each other in order to more effectively address thechallenges of the future.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/cityhall/council/videos.asp.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.APRIL 17, 2019FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY ANDCITY COUNCIL AGENDACLOSED SESSION ­ 5:00 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 ­ Tapia Conference RoomD.1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABORNEGOTIATIONS WITH RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274, FIRESUPPORT SERVICES ASSOCIATION AND FIRE MANAGEMENT EMPLOYEE GROUP,TEAMSTERS LOCAL 1932 AND EXECUTIVE MANAGEMENT GROUP. DISTRICT/CITYD.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTHWEST CORNEROF HAVEN AVENUE AND JERSEY BOULEVARD IDENTIFIED AS PARCEL NUMBERS 0209­131­01; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER, REPRESENTING THECITY OF RANCHO CUCAMONGA, AND POWER MEDIC TECHNOLOGIES, INC., THEPROPERTY OWNER; REGARDING PRICE AND TERMS OF PAYMENT. – CITYD.3.CONFERENCE WITH LEGAL COUNSEL REGARDING PENDING LITIGATION PURSUANT TOGOVERNMENT CODE SECTION 54956.9(d)(1); NAME OF CASE: CITY OF RANCHOCUCAMONGA V. DR LANDMARK, INC.; POWER MEDIC TECHNOLOGIES, INC.; HOFERPROPERTIES, LLC; AND DOES 1 THROUGH 5 INCLUSIVE, SBSC CASE NO.: CIVDS1904713 ­ CITYD.4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTH WESTCORNER OF ARROW ROUTE AND ROCHESTER AVENUE IDENTIFIED AS PARCELNUMBER 0229­012­10­0000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGERREPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE AGGAZZOTTI,PROPERTY OWNER; 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.Recognition of Outstanding Women Award Recipients:Liliana Andriani – Woman of the Year (23rd Senate District ­ Senator Morrell)Kristine Scott – Woman of the Year (40th A ssembly District ­ Assembly Member Ramos)Diane Williams – Woman of Distinction (41st Assembly District ­ Assembly MemberHolden)A.2.Presentation of a Proclamation Declaring the Month of April as "Child Abuse Prevention Month".A.3.Presentation of the Inland Empire Annual MADD (Mothers Against Drunk Driving) Awards.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 DISTRICT C.1.Consideration of Meeting Minutes:  Regular Meetings of April 3, 2019, December 19, 2018 and Special Meeting of December 19, 2018. C.2.Consideration to Approve Bi­Weekly Payroll in the Amount of $664,509.07 and Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Amount of $100,988.38 Dated March 26, 2019 Through April 08, 2019. C.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California Gas Company in the Amount of $4,123.55 Dated March 26, 2019 Through April 08, 2019. C.4.Consideration to Receive and File Current Investment Schedule as of March 31, 2019. C.5.Consideration to Approve the Use of a Cooperative Contract through NASPO Value Point #MA19101 Awarded to The Goodyear Year Tire and Rubber Company (Goodyear), by the State of Iowa, for the Purchase of Goodyear Tires, Tubes, and Services for the Remainder of Fiscal Year 2018/2019 And Authorize the use  of Future Renewals As Awarded by the State of Iowa through NASPO Value Point, to be Funded by Various Citywide Account Numbers in Accordance with the Adopted Fiscal Year Budgets. C.6.Consideration of Resolution No. FD19­001, Adopting Revised Records Retention Schedules, Authorizing Destruction, and Rescinding Previous Records Retention Schedules. RESOLUTION NO. FD19­001 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 April 3, 2019 and December 19, 2018. E.CONSENT CALENDAR – SUCCESSOR AGENCY E.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019 and December 19, 2018. F.CONSENT CALENDAR – PUBLIC FINANCE AUTHORITY F.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019 and December 19, 2018. G.CONSENT CALENDAR – CITY COUNCIL G.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019, December 19, 2018 and Special Meeting of December 19, 2018. G.2.Consideration to Approve Bi­Weekly Payroll in the Amount of $1,613,614.96 and Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Amount of $4,899,737.53 Dated March 26 ,2019 Through April 08,2019. G.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California Gas Company in the Amount of $19,741.99 Dated March 26, 2019 Through April 08 , 2019. G.4.Consideration to Receive and File Current Investment Schedule as of March 31, 2019. G.5.Consideration of Resolution No. 19­017, Adopting Revised Records Retention Schedules, Authorizing Destruction and Rescinding Previous Records Retention Schedules. RESOLUTION NO. 19­017 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.6.Consideration of a Resolution Allocating the Road Maintenance and Rehabilitation Program Funds for Fiscal Year 2019/20. RESOLUTION NO. 19­018 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, STATE OF CALIFORNIA, ADOPTING THE PROJECTS FOR THE ROAD MAINTENANCE AND REHABILITATION PROGRAM FOR FISCAL YEAR 2019/20 FOR THE EXPENDITURE OF ROAD MAINTENANCE AND REHABILITATION ACCOUNT (RMRA) FUNDS Page 5 AGENDAFIRE PROTECTION DISTRICT BOARD­HOUSING SUCCESSOR AGENCY ­ SUCCESSOR AGENCY ­ PUBLIC FINANCE AUTHORITY ­ CITY COUNCILWednesday, April 17, 201910500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays ­ 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TAPIA CONFERENCE ROOM         5:00 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. FrostRancho Cucamonga City Council Mission StatementMake decisions, and be perceived as making decisions, for the general welfare of the community.Always work to improve existing services and develop policies to meet the expected as well as anticipated needsof the community.Work together cooperatively to respect all persons and their ideas in order to develop and maintain the trust of thecommunity.Reflect the community's desires and priorities by assuring that decisions accurately reflect the community'sinterests by fairly translating public feedback into public policy.Enhance the quality of life of all Rancho Cucamonga residents through the continued pursuit of excellence andcommitment to the City's core values and goals. Set the vision for the community for the future. Have a professional, objective and respectful relationship with each other in order to more effectively address thechallenges of the future.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/cityhall/council/videos.asp.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.APRIL 17, 2019FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY ANDCITY COUNCIL AGENDACLOSED SESSION ­ 5:00 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 ­ Tapia Conference RoomD.1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABORNEGOTIATIONS WITH RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274, FIRESUPPORT SERVICES ASSOCIATION AND FIRE MANAGEMENT EMPLOYEE GROUP,TEAMSTERS LOCAL 1932 AND EXECUTIVE MANAGEMENT GROUP. DISTRICT/CITYD.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTHWEST CORNEROF HAVEN AVENUE AND JERSEY BOULEVARD IDENTIFIED AS PARCEL NUMBERS 0209­131­01; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER, REPRESENTING THECITY OF RANCHO CUCAMONGA, AND POWER MEDIC TECHNOLOGIES, INC., THEPROPERTY OWNER; REGARDING PRICE AND TERMS OF PAYMENT. – CITYD.3.CONFERENCE WITH LEGAL COUNSEL REGARDING PENDING LITIGATION PURSUANT TOGOVERNMENT CODE SECTION 54956.9(d)(1); NAME OF CASE: CITY OF RANCHOCUCAMONGA V. DR LANDMARK, INC.; POWER MEDIC TECHNOLOGIES, INC.; HOFERPROPERTIES, LLC; AND DOES 1 THROUGH 5 INCLUSIVE, SBSC CASE NO.: CIVDS1904713 ­ CITYD.4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTH WESTCORNER OF ARROW ROUTE AND ROCHESTER AVENUE IDENTIFIED AS PARCELNUMBER 0229­012­10­0000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGERREPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE AGGAZZOTTI,PROPERTY OWNER; 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.Recognition of Outstanding Women Award Recipients:Liliana Andriani – Woman of the Year (23rd Senate District ­ Senator Morrell)Kristine Scott – Woman of the Year (40th A ssembly District ­ Assembly Member Ramos)Diane Williams – Woman of Distinction (41st Assembly District ­ Assembly MemberHolden)A.2.Presentation of a Proclamation Declaring the Month of April as "Child Abuse Prevention Month".A.3.Presentation of the Inland Empire Annual MADD (Mothers Against Drunk Driving) Awards.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:  Regular Meetings of April 3, 2019, December 19, 2018 andSpecial Meeting of December 19, 2018.C.2.Consideration to Approve Bi­Weekly Payroll in the Amount of $664,509.07 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$100,988.38 Dated March 26, 2019 Through April 08, 2019.C.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $4,123.55 Dated March 26, 2019 Through April 08, 2019.C.4.Consideration to Receive and File Current Investment Schedule as of March 31, 2019.C.5.Consideration to Approve the Use of a Cooperative Contract through NASPO Value Point#MA19101 Awarded to The Goodyear Year Tire and Rubber Company (Goodyear), by the Stateof Iowa, for the Purchase of Goodyear Tires, Tubes, and Services for the Remainder of FiscalYear 2018/2019 And Authorize the use  of Future Renewals As Awarded by the State of Iowathrough NASPO Value Point, to be Funded by Various Citywide Account Numbers in Accordancewith the Adopted Fiscal Year Budgets.C.6.Consideration of Resolution No. FD19­001, Adopting Revised Records Retention Schedules,Authorizing Destruction, and Rescinding Previous Records Retention Schedules.RESOLUTION NO. FD19­001A 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 April 3, 2019 and December 19, 2018.E.CONSENT CALENDAR – SUCCESSOR AGENCYE.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019 and December 19, 2018.F.CONSENT CALENDAR – PUBLIC FINANCE AUTHORITYF.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019 and December 19, 2018.G.CONSENT CALENDAR – CITY COUNCILG.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019, December 19, 2018 andSpecial Meeting of December 19, 2018.G.2.Consideration to Approve Bi­Weekly Payroll in the Amount of $1,613,614.96 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$4,899,737.53 Dated March 26 ,2019 Through April 08,2019.G.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $19,741.99 Dated March 26, 2019 Through April 08 , 2019.G.4.Consideration to Receive and File Current Investment Schedule as of March 31, 2019.G.5.Consideration of Resolution No. 19­017, Adopting Revised Records Retention Schedules,Authorizing Destruction and Rescinding Previous Records Retention Schedules.RESOLUTION NO. 19­017A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZINGDESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULESG.6.Consideration of a Resolution Allocating the Road Maintenance and Rehabilitation ProgramFunds for Fiscal Year 2019/20.RESOLUTION NO. 19­018A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, STATEOF CALIFORNIA, ADOPTING THE PROJECTS FOR THE ROAD MAINTENANCE AND REHABILITATION PROGRAM FOR FISCAL YEAR 2019/20 FOR THE EXPENDITURE OF ROAD MAINTENANCE AND REHABILITATION ACCOUNT (RMRA) FUNDS G.7.Consideration to Accept as Complete, File the Notice of Completion, and Authorize the Release of Retention and Bonds, for the Fiscal Year 2018/19 Sidewalk Improvements for Bus Stops at 5 Locations Project. RESOLUTION NO. 19­019 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AUTHORIZING THE CITY ENGINEER TO FILE A CLAIM FOR REIMBURSEMENT OF APPROVED SAN BERNARDINO COUNTY TRANSPORTATION AUTHORITY (SBCTA) FUNDING FROM TRANSPORTATION DEVELOPMENT ACT (TDA) ARTICLE 3, 20% TRANSIT ACCESS FUNDS FOR THE FISCAL YEAR 2018/19 SIDEWALK IMPROVEMENTS FOR BUS STOPS AT 5 LOCATIONS PROJECT, CONTRACT NO. 18­138 AND AUTHORIZING THE FILING OF A NOTICE OF COMPLETION FOR THE WORK G.8.Consideration of an Improvement Agreement, Improvement Security, and Ordering the Annexation to the Landscape Maintenance District No. 2 and Street Light Maintenance Districts No's. 1 and 3 related to Site Development Review Case No. DRC2017­00889, located in the Village Commercial (VC) District of the Victoria Planned Community, South of Attwood Street and west of Victoria Park Lane. RESOLUTION NO. 19­020 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ORDERING THE ANNEXATION OF CERTAIN TERRITORY TO LANDSCAPE MAINTENANCE DISTRICT NO. 2 (VICTORIA NEIGHBORHOOD PARKS) FOR DRC2017­ 00889 RESOLUTION NO. 19­021 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 DRC2017­00889 RESOLUTION NO. 19­022 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. 3 (VICTORIA PLANNED COMMUNITY) FOR DRC2017­00889 G.9.Consideration to Accept as Complete, File the Notice of Completion and Authorize Release of Bonds for the Citywide LED Streetlight Renovation Project. G.10.Consideration of Amendment No. 07 to the Professional Services Agreement with Butsko Utility Design, Inc. (CO#12­077) in an additional amount of $183,000 for Fiscal Year 2018/19 and Authorize an Appropriation in the Amount of $183,000 from the Municipal Utility Fund (Fund 705) for Electrical Engineering Support and Inspection Services. G.11.Consideration to Award Contract to Pacific Builders and Roofing, Inc., dba WSP Roofing for the “Lions Community Center West – Roof Replacement Project.” G.12.Consideration to Award Contract to Commercial Roofing Systems, Inc., for the “Lions Community Center East – Roof Maintenance & Repair Project” and Authorize the Additional Appropriation of $60,709. G.13.Consideration to Reject Bids for the “Animal Care & Adoption Center – Roof Maintenance & Repair Project” as Non­Responsive to the Needs of the City. G.14.Consideration to Approve the Use of a Cooperative Contract through NASPO Value Point #MA19101 Awarded to The Goodyear Year Tire and Rubber Company (Goodyear), by the State of Iowa, for the Purchase of Goodyear Tires, Tubes, and Services for the Remainder of Fiscal Year 2018/2019 And Authorize the use of Future Renewals As Awarded by the State of Iowa through NASPO Value Point, to be Funded by Various Citywide Account Numbers in Accordance with the Adopted Fiscal Year Budgets. G.15.Consideration of Memorandum of Understanding (MOU) for Safe Routes to School (SRTS) Enforcement Program with San Bernardino County Department of Public Health. G.16.Consideration of a Professional Services Agreement with Tetra Tech, Inc in an Amount of $193,170, Plus a 15% Contingency in the Amount of $28,980 for the Central Park Master Plan’s CEQA Environmental Analysis and an Appropriation in the Amount Of $222,150 from the Park Development Fund. Page 6 AGENDAFIRE PROTECTION DISTRICT BOARD­HOUSING SUCCESSOR AGENCY ­ SUCCESSOR AGENCY ­ PUBLIC FINANCE AUTHORITY ­ CITY COUNCILWednesday, April 17, 201910500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays ­ 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TAPIA CONFERENCE ROOM         5:00 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. FrostRancho Cucamonga City Council Mission StatementMake decisions, and be perceived as making decisions, for the general welfare of the community.Always work to improve existing services and develop policies to meet the expected as well as anticipated needsof the community.Work together cooperatively to respect all persons and their ideas in order to develop and maintain the trust of thecommunity.Reflect the community's desires and priorities by assuring that decisions accurately reflect the community'sinterests by fairly translating public feedback into public policy.Enhance the quality of life of all Rancho Cucamonga residents through the continued pursuit of excellence andcommitment to the City's core values and goals. Set the vision for the community for the future. Have a professional, objective and respectful relationship with each other in order to more effectively address thechallenges of the future.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/cityhall/council/videos.asp.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.APRIL 17, 2019FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY ANDCITY COUNCIL AGENDACLOSED SESSION ­ 5:00 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 ­ Tapia Conference RoomD.1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABORNEGOTIATIONS WITH RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274, FIRESUPPORT SERVICES ASSOCIATION AND FIRE MANAGEMENT EMPLOYEE GROUP,TEAMSTERS LOCAL 1932 AND EXECUTIVE MANAGEMENT GROUP. DISTRICT/CITYD.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTHWEST CORNEROF HAVEN AVENUE AND JERSEY BOULEVARD IDENTIFIED AS PARCEL NUMBERS 0209­131­01; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER, REPRESENTING THECITY OF RANCHO CUCAMONGA, AND POWER MEDIC TECHNOLOGIES, INC., THEPROPERTY OWNER; REGARDING PRICE AND TERMS OF PAYMENT. – CITYD.3.CONFERENCE WITH LEGAL COUNSEL REGARDING PENDING LITIGATION PURSUANT TOGOVERNMENT CODE SECTION 54956.9(d)(1); NAME OF CASE: CITY OF RANCHOCUCAMONGA V. DR LANDMARK, INC.; POWER MEDIC TECHNOLOGIES, INC.; HOFERPROPERTIES, LLC; AND DOES 1 THROUGH 5 INCLUSIVE, SBSC CASE NO.: CIVDS1904713 ­ CITYD.4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTH WESTCORNER OF ARROW ROUTE AND ROCHESTER AVENUE IDENTIFIED AS PARCELNUMBER 0229­012­10­0000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGERREPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE AGGAZZOTTI,PROPERTY OWNER; 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.Recognition of Outstanding Women Award Recipients:Liliana Andriani – Woman of the Year (23rd Senate District ­ Senator Morrell)Kristine Scott – Woman of the Year (40th A ssembly District ­ Assembly Member Ramos)Diane Williams – Woman of Distinction (41st Assembly District ­ Assembly MemberHolden)A.2.Presentation of a Proclamation Declaring the Month of April as "Child Abuse Prevention Month".A.3.Presentation of the Inland Empire Annual MADD (Mothers Against Drunk Driving) Awards.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:  Regular Meetings of April 3, 2019, December 19, 2018 andSpecial Meeting of December 19, 2018.C.2.Consideration to Approve Bi­Weekly Payroll in the Amount of $664,509.07 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$100,988.38 Dated March 26, 2019 Through April 08, 2019.C.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $4,123.55 Dated March 26, 2019 Through April 08, 2019.C.4.Consideration to Receive and File Current Investment Schedule as of March 31, 2019.C.5.Consideration to Approve the Use of a Cooperative Contract through NASPO Value Point#MA19101 Awarded to The Goodyear Year Tire and Rubber Company (Goodyear), by the Stateof Iowa, for the Purchase of Goodyear Tires, Tubes, and Services for the Remainder of FiscalYear 2018/2019 And Authorize the use  of Future Renewals As Awarded by the State of Iowathrough NASPO Value Point, to be Funded by Various Citywide Account Numbers in Accordancewith the Adopted Fiscal Year Budgets.C.6.Consideration of Resolution No. FD19­001, Adopting Revised Records Retention Schedules,Authorizing Destruction, and Rescinding Previous Records Retention Schedules.RESOLUTION NO. FD19­001A 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 April 3, 2019 and December 19, 2018.E.CONSENT CALENDAR – SUCCESSOR AGENCYE.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019 and December 19, 2018.F.CONSENT CALENDAR – PUBLIC FINANCE AUTHORITYF.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019 and December 19, 2018.G.CONSENT CALENDAR – CITY COUNCILG.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019, December 19, 2018 andSpecial Meeting of December 19, 2018.G.2.Consideration to Approve Bi­Weekly Payroll in the Amount of $1,613,614.96 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$4,899,737.53 Dated March 26 ,2019 Through April 08,2019.G.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $19,741.99 Dated March 26, 2019 Through April 08 , 2019.G.4.Consideration to Receive and File Current Investment Schedule as of March 31, 2019.G.5.Consideration of Resolution No. 19­017, Adopting Revised Records Retention Schedules,Authorizing Destruction and Rescinding Previous Records Retention Schedules.RESOLUTION NO. 19­017A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZINGDESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULESG.6.Consideration of a Resolution Allocating the Road Maintenance and Rehabilitation ProgramFunds for Fiscal Year 2019/20.RESOLUTION NO. 19­018A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, STATEOF CALIFORNIA, ADOPTING THE PROJECTS FOR THE ROAD MAINTENANCE ANDREHABILITATION PROGRAM FOR FISCAL YEAR 2019/20 FOR THE EXPENDITURE OFROAD MAINTENANCE AND REHABILITATION ACCOUNT (RMRA) FUNDSG.7.Consideration to Accept as Complete, File the Notice of Completion, and Authorize the Releaseof Retention and Bonds, for the Fiscal Year 2018/19 Sidewalk Improvements for Bus Stops at 5Locations Project.RESOLUTION NO. 19­019A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, AUTHORIZING THE CITY ENGINEER TO FILE A CLAIM FOR REIMBURSEMENTOF APPROVED SAN BERNARDINO COUNTY TRANSPORTATION AUTHORITY (SBCTA)FUNDING FROM TRANSPORTATION DEVELOPMENT ACT (TDA) ARTICLE 3, 20% TRANSITACCESS FUNDS FOR THE FISCAL YEAR 2018/19 SIDEWALK IMPROVEMENTS FOR BUSSTOPS AT 5 LOCATIONS PROJECT, CONTRACT NO. 18­138 AND AUTHORIZING THEFILING OF A NOTICE OF COMPLETION FOR THE WORKG.8.Consideration of an Improvement Agreement, Improvement Security, and Ordering the Annexationto the Landscape Maintenance District No. 2 and Street Light Maintenance Districts No's. 1 and3 related to Site Development Review Case No. DRC2017­00889, located in the VillageCommercial (VC) District of the Victoria Planned Community, South of Attwood Street and westof Victoria Park Lane.RESOLUTION NO. 19­020A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ORDERING THE ANNEXATION OF CERTAIN TERRITORY TO LANDSCAPEMAINTENANCE DISTRICT NO. 2 (VICTORIA NEIGHBORHOOD PARKS) FOR DRC2017­00889 RESOLUTION NO. 19­021A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ORDERING THE ANNEXATION OF CERTAIN TERRITORY TO STREET LIGHTMAINTENANCE DISTRICT NO. 1 (ARTERIAL STREETS) FOR DRC2017­00889RESOLUTION NO. 19­022A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ORDERING THE ANNEXATION OF CERTAIN TERRITORY TO STREET LIGHTMAINTENANCE DISTRICT NO. 3 (VICTORIA PLANNED COMMUNITY) FOR DRC2017­00889G.9.Consideration to Accept as Complete, File the Notice of Completion and Authorize Release ofBonds for the Citywide LED Streetlight Renovation Project.G.10.Consideration of Amendment No. 07 to the Professional Services Agreement with Butsko UtilityDesign, Inc. (CO#12­077) in an additional amount of $183,000 for Fiscal Year 2018/19 andAuthorize an Appropriation in the Amount of $183,000 from the Municipal Utility Fund (Fund705) for Electrical Engineering Support and Inspection Services.G.11.Consideration to Award Contract to Pacific Builders and Roofing, Inc., dba WSP Roofing for the“Lions Community Center West – Roof Replacement Project.”G.12.Consideration to Award Contract to Commercial Roofing Systems, Inc., for the “Lions CommunityCenter East – Roof Maintenance & Repair Project” and Authorize the Additional Appropriation of$60,709.G.13.Consideration to Reject Bids for the “Animal Care & Adoption Center – Roof Maintenance &Repair Project” as Non­Responsive to the Needs of the City.G.14.Consideration to Approve the Use of a Cooperative Contract through NASPO Value Point#MA19101 Awarded to The Goodyear Year Tire and Rubber Company (Goodyear), by the Stateof Iowa, for the Purchase of Goodyear Tires, Tubes, and Services for the Remainder of FiscalYear 2018/2019 And Authorize the use of Future Renewals As Awarded by the State of Iowathrough NASPO Value Point, to be Funded by Various Citywide Account Numbers in Accordancewith the Adopted Fiscal Year Budgets.G.15.Consideration of Memorandum of Understanding (MOU) for Safe Routes to School (SRTS)Enforcement Program with San Bernardino County Department of Public Health.G.16.Consideration of a Professional Services Agreement with Tetra Tech, Inc in an Amount of$193,170, Plus a 15% Contingency in the Amount of $28,980 for the Central Park Master Plan’sCEQA Environmental Analysis and an Appropriation in the Amount Of $222,150 from the ParkDevelopment Fund. 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. I.ADMINISTRATIVE HEARING ITEM I.1.Summary of Review of Results of Annual Independent Audit Concerning FY 2017/18 Expenditures in LMDs 2 (Victoria), 4­R (Terra Vista), 6­R (Caryn), And 7 (North Etiwanda). I.2.Summary of Review of Results of Annual Independent Audit Concerning Fiscal Year 2017/18 Expenditures in Landscape Maintenance District #1, Street Lighting District #2, And Park and Recreation Improvement District #85. I.3.Consideration of Implementation of Drive­Thru Only Ordinance at the Thoroughbred Holiday Light Display for the 2019 Holiday Season. J.ADVERTISED PUBLIC HEARINGS – CITY COUNCIL/FIRE PROTECTION DISTRICT J.1.Consideration of Ordinance No. 948, Amending Title 17 of the Rancho Cucamonga Municipal Code Pertaining to Standards and Land Use Regulations for Car Washes. ORDINANCE NO. 948 AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AMENDING THE RANCHO CUCAMONGA MUNICIPAL CODE PERTAINING TO REQUIREMENTS AND STANDARDS FOR CAR WASHES WITHIN THE CITY AND MAKING FINDINGS IN SUPPORT THEREOF K.CITY MANAGER’S STAFF REPORTS K.1.Update on Old Town Park Retrofitted Lighting. 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 AGENDAFIRE PROTECTION DISTRICT BOARD­HOUSING SUCCESSOR AGENCY ­ SUCCESSOR AGENCY ­ PUBLIC FINANCE AUTHORITY ­ CITY COUNCILWednesday, April 17, 201910500 Civic Center DriveRancho Cucamonga, CA 91730REGULAR MEETINGS:1st and 3rd Wednesdays ­ 7:00 P.M.ORDER OF BUSINESS:CLOSED SESSION TAPIA CONFERENCE ROOM         5:00 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. FrostRancho Cucamonga City Council Mission StatementMake decisions, and be perceived as making decisions, for the general welfare of the community.Always work to improve existing services and develop policies to meet the expected as well as anticipated needsof the community.Work together cooperatively to respect all persons and their ideas in order to develop and maintain the trust of thecommunity.Reflect the community's desires and priorities by assuring that decisions accurately reflect the community'sinterests by fairly translating public feedback into public policy.Enhance the quality of life of all Rancho Cucamonga residents through the continued pursuit of excellence andcommitment to the City's core values and goals. Set the vision for the community for the future. Have a professional, objective and respectful relationship with each other in order to more effectively address thechallenges of the future.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/cityhall/council/videos.asp.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.APRIL 17, 2019FIRE PROTECTION DISTRICT, SUCCESSOR AGENCY, HOUSING SUCCESSORAGENCY, PUBLIC FINANCE AUTHORITY ANDCITY COUNCIL AGENDACLOSED SESSION ­ 5:00 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 ­ Tapia Conference RoomD.1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABORNEGOTIATIONS WITH RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274, FIRESUPPORT SERVICES ASSOCIATION AND FIRE MANAGEMENT EMPLOYEE GROUP,TEAMSTERS LOCAL 1932 AND EXECUTIVE MANAGEMENT GROUP. DISTRICT/CITYD.2.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTHWEST CORNEROF HAVEN AVENUE AND JERSEY BOULEVARD IDENTIFIED AS PARCEL NUMBERS 0209­131­01; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER, REPRESENTING THECITY OF RANCHO CUCAMONGA, AND POWER MEDIC TECHNOLOGIES, INC., THEPROPERTY OWNER; REGARDING PRICE AND TERMS OF PAYMENT. – CITYD.3.CONFERENCE WITH LEGAL COUNSEL REGARDING PENDING LITIGATION PURSUANT TOGOVERNMENT CODE SECTION 54956.9(d)(1); NAME OF CASE: CITY OF RANCHOCUCAMONGA V. DR LANDMARK, INC.; POWER MEDIC TECHNOLOGIES, INC.; HOFERPROPERTIES, LLC; AND DOES 1 THROUGH 5 INCLUSIVE, SBSC CASE NO.: CIVDS1904713 ­ CITYD.4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODESECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTH WESTCORNER OF ARROW ROUTE AND ROCHESTER AVENUE IDENTIFIED AS PARCELNUMBER 0229­012­10­0000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGERREPRESENTING THE CITY OF RANCHO CUCAMONGA, AND STEVE AGGAZZOTTI,PROPERTY OWNER; 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.Recognition of Outstanding Women Award Recipients:Liliana Andriani – Woman of the Year (23rd Senate District ­ Senator Morrell)Kristine Scott – Woman of the Year (40th A ssembly District ­ Assembly Member Ramos)Diane Williams – Woman of Distinction (41st Assembly District ­ Assembly MemberHolden)A.2.Presentation of a Proclamation Declaring the Month of April as "Child Abuse Prevention Month".A.3.Presentation of the Inland Empire Annual MADD (Mothers Against Drunk Driving) Awards.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:  Regular Meetings of April 3, 2019, December 19, 2018 andSpecial Meeting of December 19, 2018.C.2.Consideration to Approve Bi­Weekly Payroll in the Amount of $664,509.07 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$100,988.38 Dated March 26, 2019 Through April 08, 2019.C.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $4,123.55 Dated March 26, 2019 Through April 08, 2019.C.4.Consideration to Receive and File Current Investment Schedule as of March 31, 2019.C.5.Consideration to Approve the Use of a Cooperative Contract through NASPO Value Point#MA19101 Awarded to The Goodyear Year Tire and Rubber Company (Goodyear), by the Stateof Iowa, for the Purchase of Goodyear Tires, Tubes, and Services for the Remainder of FiscalYear 2018/2019 And Authorize the use  of Future Renewals As Awarded by the State of Iowathrough NASPO Value Point, to be Funded by Various Citywide Account Numbers in Accordancewith the Adopted Fiscal Year Budgets.C.6.Consideration of Resolution No. FD19­001, Adopting Revised Records Retention Schedules,Authorizing Destruction, and Rescinding Previous Records Retention Schedules.RESOLUTION NO. FD19­001A 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 April 3, 2019 and December 19, 2018.E.CONSENT CALENDAR – SUCCESSOR AGENCYE.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019 and December 19, 2018.F.CONSENT CALENDAR – PUBLIC FINANCE AUTHORITYF.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019 and December 19, 2018.G.CONSENT CALENDAR – CITY COUNCILG.1.Consideration of Meeting Minutes: Regular Meetings of April 3, 2019, December 19, 2018 andSpecial Meeting of December 19, 2018.G.2.Consideration to Approve Bi­Weekly Payroll in the Amount of $1,613,614.96 and Weekly CheckRegisters (Excluding Checks Issued to Southern California Gas Company) in the Amount of$4,899,737.53 Dated March 26 ,2019 Through April 08,2019.G.3.Consideration to Approve Weekly Check Registers for Checks Issued to Southern California GasCompany in the Amount of $19,741.99 Dated March 26, 2019 Through April 08 , 2019.G.4.Consideration to Receive and File Current Investment Schedule as of March 31, 2019.G.5.Consideration of Resolution No. 19­017, Adopting Revised Records Retention Schedules,Authorizing Destruction and Rescinding Previous Records Retention Schedules.RESOLUTION NO. 19­017A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZINGDESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULESG.6.Consideration of a Resolution Allocating the Road Maintenance and Rehabilitation ProgramFunds for Fiscal Year 2019/20.RESOLUTION NO. 19­018A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, STATEOF CALIFORNIA, ADOPTING THE PROJECTS FOR THE ROAD MAINTENANCE ANDREHABILITATION PROGRAM FOR FISCAL YEAR 2019/20 FOR THE EXPENDITURE OFROAD MAINTENANCE AND REHABILITATION ACCOUNT (RMRA) FUNDSG.7.Consideration to Accept as Complete, File the Notice of Completion, and Authorize the Releaseof Retention and Bonds, for the Fiscal Year 2018/19 Sidewalk Improvements for Bus Stops at 5Locations Project.RESOLUTION NO. 19­019A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, AUTHORIZING THE CITY ENGINEER TO FILE A CLAIM FOR REIMBURSEMENTOF APPROVED SAN BERNARDINO COUNTY TRANSPORTATION AUTHORITY (SBCTA)FUNDING FROM TRANSPORTATION DEVELOPMENT ACT (TDA) ARTICLE 3, 20% TRANSITACCESS FUNDS FOR THE FISCAL YEAR 2018/19 SIDEWALK IMPROVEMENTS FOR BUSSTOPS AT 5 LOCATIONS PROJECT, CONTRACT NO. 18­138 AND AUTHORIZING THEFILING OF A NOTICE OF COMPLETION FOR THE WORKG.8.Consideration of an Improvement Agreement, Improvement Security, and Ordering the Annexationto the Landscape Maintenance District No. 2 and Street Light Maintenance Districts No's. 1 and3 related to Site Development Review Case No. DRC2017­00889, located in the VillageCommercial (VC) District of the Victoria Planned Community, South of Attwood Street and westof Victoria Park Lane.RESOLUTION NO. 19­020A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ORDERING THE ANNEXATION OF CERTAIN TERRITORY TO LANDSCAPEMAINTENANCE DISTRICT NO. 2 (VICTORIA NEIGHBORHOOD PARKS) FOR DRC2017­00889 RESOLUTION NO. 19­021A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ORDERING THE ANNEXATION OF CERTAIN TERRITORY TO STREET LIGHTMAINTENANCE DISTRICT NO. 1 (ARTERIAL STREETS) FOR DRC2017­00889RESOLUTION NO. 19­022A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA,CALIFORNIA, ORDERING THE ANNEXATION OF CERTAIN TERRITORY TO STREET LIGHTMAINTENANCE DISTRICT NO. 3 (VICTORIA PLANNED COMMUNITY) FOR DRC2017­00889G.9.Consideration to Accept as Complete, File the Notice of Completion and Authorize Release ofBonds for the Citywide LED Streetlight Renovation Project.G.10.Consideration of Amendment No. 07 to the Professional Services Agreement with Butsko UtilityDesign, Inc. (CO#12­077) in an additional amount of $183,000 for Fiscal Year 2018/19 andAuthorize an Appropriation in the Amount of $183,000 from the Municipal Utility Fund (Fund705) for Electrical Engineering Support and Inspection Services.G.11.Consideration to Award Contract to Pacific Builders and Roofing, Inc., dba WSP Roofing for the“Lions Community Center West – Roof Replacement Project.”G.12.Consideration to Award Contract to Commercial Roofing Systems, Inc., for the “Lions CommunityCenter East – Roof Maintenance & Repair Project” and Authorize the Additional Appropriation of$60,709.G.13.Consideration to Reject Bids for the “Animal Care & Adoption Center – Roof Maintenance &Repair Project” as Non­Responsive to the Needs of the City.G.14.Consideration to Approve the Use of a Cooperative Contract through NASPO Value Point#MA19101 Awarded to The Goodyear Year Tire and Rubber Company (Goodyear), by the Stateof Iowa, for the Purchase of Goodyear Tires, Tubes, and Services for the Remainder of FiscalYear 2018/2019 And Authorize the use of Future Renewals As Awarded by the State of Iowathrough NASPO Value Point, to be Funded by Various Citywide Account Numbers in Accordancewith the Adopted Fiscal Year Budgets.G.15.Consideration of Memorandum of Understanding (MOU) for Safe Routes to School (SRTS)Enforcement Program with San Bernardino County Department of Public Health.G.16.Consideration of a Professional Services Agreement with Tetra Tech, Inc in an Amount of$193,170, Plus a 15% Contingency in the Amount of $28,980 for the Central Park Master Plan’sCEQA Environmental Analysis and an Appropriation in the Amount Of $222,150 from the ParkDevelopment Fund.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.I.ADMINISTRATIVE HEARING ITEMI.1.Summary of Review of Results of Annual Independent Audit Concerning FY 2017/18 Expendituresin LMDs 2 (Victoria), 4­R (Terra Vista), 6­R (Caryn), And 7 (North Etiwanda).I.2.Summary of Review of Results of Annual Independent Audit Concerning Fiscal Year 2017/18Expenditures in Landscape Maintenance District #1, Street Lighting District #2, And Park andRecreation Improvement District #85.I.3.Consideration of Implementation of Drive­Thru Only Ordinance at the Thoroughbred Holiday LightDisplay for the 2019 Holiday Season.J.ADVERTISED PUBLIC HEARINGS – CITY COUNCIL/FIRE PROTECTIONDISTRICTJ.1.Consideration of Ordinance No. 948, Amending Title 17 of the Rancho Cucamonga MunicipalCode Pertaining to Standards and Land Use Regulations for Car Washes.ORDINANCE NO. 948AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AMENDING THERANCHO CUCAMONGA MUNICIPAL CODE PERTAINING TO REQUIREMENTS ANDSTANDARDS FOR CAR WASHES WITHIN THE CITY AND MAKING FINDINGS IN SUPPORTTHEREOFK.CITY MANAGER’S STAFF REPORTSK.1.Update on Old Town Park Retrofitted Lighting.L.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: April 17, 2019 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:  REGULAR MEETINGS OF APRIL 3, 2019, DECEMBER 19, 2018 AND SPECIAL MEETING OF DECEMBER 19, 2018. RECOMMENDATION: Staff recommends approval of the April 3, 2019 and December 19, 2018 Regular Meeting Minutes and Special Meeting Minutes of December 19, 2018. BACKGROUND: N/A COUNCIL GOAL(S) ADDRESSED: N/A ATTACHMENTS: Description Attachment 1 ­ April 3, 2019 Regular Meeting Attachment 2 ­ December 19, 2018 Regular Meeting Attachment 3 ­ December 19, 2018 Special Meeting ANALYSIS: N/A FISCAL IMPACT: N/A Page 9 **DRAFT** April 3, 2019| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 1 of 7 April 3, 2019 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, April 3, 2019 in the Tapia Conference Room at the City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor Michael called the meeting to order at 5:00 p.m. Present were Council Members: Ryan Hutchison, Kristine Scott, Sam Spagnolo, Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael. Also present were: John Gillison, City Manager; James L. Markman, City Attorney; Lori Sassoon, Deputy City Manager/Administrative Services; Elisa Cox, Deputy City Manager/Cultural & Civic 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 LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABOR NEGOTIATIONS WITH RANCHO CUCAMONGA FIREFIGHTERS LOCAL 2274, FIRE SUPPORT SERVICES ASSOCIATION AND FIRE MANAGEMENT EMPLOYEE GROUP AND TEAMSTERS LOCAL 1932. DISTRICT/CITY D.2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTHWEST CORNER OF HAVEN AVENUE AND JERSEY BOULEVARD IDENTIFIED AS PARCEL NUMBERS 020913101; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND POWER MEDIC TECHNOLOGIES, INC., THE PROPERTY OWNER; REGARDING PRICE AND TERMS OF PAYMENT. – CITY D.3. CONFERENCE WITH LEGAL COUNSEL REGARDING PENDING LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(d)(1); NAME OF CASE: CITY OF RANCHO CUCAMONGA V. DR LANDMARK, INC.; POWER MEDIC 5:00 P.M. – CLOSED SESSION C ALL 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 – T APIA CONFERENCE ROOM Page 10 **DRAFT** April 3, 2019| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 2 of 7 TECHNOLOGIES, INC.; HOFER PROPERTIES, LLC; AND DOES 1 THROUGH 5 INCLUSIVE, SBSC CASE NO.: CIVDS 1904713 - CITY D.4. 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 022916214; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND KULAR TRUCK LINE, INC., OWNER; REGARDING PRICE AND TERMS. – CITY D.5. 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 INTEREST 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.6. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8821 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR’S PARCEL NUMBER 022916215; 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 1/3 INTEREST, JAMES ROY GARNESS AND RHONDA ANN GARNESS, TRUSTEES OF THE GARNESS FAMILY TRUST DATED JUNE 28, 2012, AS TO AN UNDIVIDED 1/3 INTEREST, AND JOHN S. CLEMONS AND PATRICIA R. CLEMONS, TRUSTEES OF THE CLEMONS REVOCABLE TRUST DATED DECEMBER 4, 2014, AS TO AN UNDIVIDED 1/3 INTEREST, OWNERS; REGARDING PRICE AND TERMS – CITY D.7. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8768 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR’S PARCEL NUMBERS 022913115, 16 & 26; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND DP ETIWANDA, LLC, OWNER; REGARDING PRICE AND TERMS CITY D.8. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE NORTHWEST CORNER OF CIVIC CENTER DRIVE AND UTICA AVENUE IDENTIFIED AS PARCEL NUMBER 0208353060000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, WES JONES, SENIOR VICE PRESIDENT, REPRESENTING CBRE GROUP; REGARDING PRICE AND TERMS. – CITY Page 11 **DRAFT** April 3, 2019| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 3 of 7 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 April 3, 2019 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, Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael. Also present were: John Gillison, City Manager; Jam es L. Markman, City Attorney; and Patricia Bravo-Valdez, Assistant City Clerk. Council Member Hutchison led the Pledge of Allegiance. A.1. Presentation of a Proclamation Declaring the Month of April as "Donate Life Month". Mayor Michael along with Members of the City Council presented a Proclamation to One Legacy Ambassadors – Donate Life: Ina Strickland, Brenda Yunt, Adam Yunt, Regina Armstrong, and Cheryl Machan declaring the month of April as “Donate Life Month”. A.2. Recognizing Rancho Cucamonga High School for its First-Ever Title in the 36th Annual San Bernardino County Academic Decathlon. Mayor Michael along with Members of the City Council and Rancho Cucamonga High School representatives, Cary Willborn, Principal, Jeremy Hansen, Assistant Principal of Achievement, John Nath, Teacher and Academic Decathlon Coach and Academic Decathlon Team Members presented Certificates of Recognition to Rancho Cucamonga High School students recognizing them for receiving the First-Ever Title in the 36th Annual San Bernardino County Academic Decathlon and for placing fourth place at the annual California Academic Decathlon State Championship, the highest ever finish for a San Bernardino team. Cherry Dobbs and Joe Blackslock shared information about an upcoming Ontario Museum of History and Art event to be held on April 25, 2019 to honor three awardees that have supported arts and culture in the community; and provided invitations for the City Council and City Manager. Janet Walton, offered a prayer and spoke on the annual National Day of Prayer event. Luana Hernandez and Gwynn Frost, shared information on designated historical landmarks in District No. 3, suggested the City explain the pictures being shared in the Grapevine newsletter by adding informational material; and provided Council with a listing of designated historical landmarks in District No. 3. E. RECESS REGULAR MEETING – 7:00 P.M. CALL TO ORDER – COUNCIL CHAMBERS A. ANNOUNCEMENTS/PRESENTATIONS B. PUBLIC COMMUNICATIONS Page 12 **DRAFT** April 3, 2019| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 4 of 7 Frank Atry, spoke on his views between religion and government and asked Council to keep religion out of schools and public meetings. C.1. Consideration of Meeting Minutes: Regular Meetings of December 5, 2018, March 20, 2019 and Special Meetings of December 5, 2018. C.2. Consideration to Approve Bi-Weekly Payroll in the Amount of $590,970.13 and Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Amount of $151,334.98 Dated March 12, 2019 Through March 25, 2019. C.3. Consideration to Approve Weekly Check Registers for Checks Issued to Southern California Gas Company in the Amount of $0 Dated March 12, 2019 Through March 25, 2019. C.4. Consideration of an Enterprise License Agreement (ELA) for Microsoft Applications and Server Software in a Total Amount not to Exceed $1,200,000 for a Three (3) Year Term Beginning Fiscal Year 2018/19 Through Fiscal Year 2021/22. MOTION: Moved by Council Member Spagnolo, seconded by Vice-President Kennedy, to approve Consent Calendar Items C1. through C4. Motion carried, 5-0, with Council Member Scott abstaining on item C2. D.1. Consideration of Meeting Minutes: Regular Meetings of December 5, 2018, March 20, 2019. D.2. Consideration to File a Certificate of Completion for Villa Pacifica II Senior Housing Project MOTION: Moved by Vice-Chair Kennedy, seconded by Agency Member Hutchison, to approve Consent Calendar Items D1. and D2. Motion carried unanimously, 5-0. E.1. Consideration of Meeting Minutes: Regular Meetings of December 5, 2018, March 20, 2019. MOTION: Moved by Vice-Chair Kennedy, seconded by Agency Member Hutchison, to approve Consent Calendar Item E1. Motion carried unanimously, 5-0. CONSENT C ALENDARS C. CONSENT CALENDAR – FIRE PROTECTION DISTRICT D. CONSENT C ALENDAR – HOUSING SUCCESSOR AGENCY E. CONSENT C ALENDAR – SUCCESSOR AGENCY Page 13 **DRAFT** April 3, 2019| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 5 of 7 F.1. Consideration of Meeting Minutes: Regular Meetings of December 5, 2018, March 20, 2019. MOTION: Moved by Agency Member Spagnolo, seconded by Agency Member Scott, to approve Consent Calendar Item F1. Motion carried unanimously, 5-0. G.1. Consideration of Meeting Minutes: Regular Meetings of December 5, 2018, March 20, 2019 and Special Meetings of December 5, 2018 and March 20, 2019. G.2. Consideration to Approve Bi-Weekly Payroll in the Amount of $1,125,762.01 and Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Amount of $1,898,286.21 Dated March 12, 2019 Through March 25, 2019. G.3. Consideration to Approve Weekly Check Registers for Checks Issued to Southern California Gas Company in the Amount of $0 Dated March 12, 2019 Through March 25, 2019. G.4. Consideration to Schedule a Public Hearing for Placement of Liens for Delinquent Solid Waste Accounts. G.5. Consideration to Schedule a Public Hearing to Approve Revisions to Solid Waste Rates. G.6. Consideration of a Contract with Sequel Contractors, Inc., in an Amount of $740,420, Plus a 10% Contingency, and Authorization of an Appropriation Totaling $237,210 for the Amethyst Avenue Street Improvements Project. G.7. Consideration of a Contract with Kalban, Inc., in an Amount of $766,320, Plus a 10% Contingency for the Fiscal Year 2018/19 ADA Access Ramp Improvements at Various Locations Project. G.8. Consideration of Contract Amendment No. 3 to Aufbau Corporation in the Amount of $322,600, Plus a 10% Contingency, for Engineering Support Services for the Etiwanda Avenue Grade Separation Project. G.9. Consideration to Accept the Improvements Constructed by Flatiron West, Inc. for the Base Line Interchange Project. G.10. Consideration of a Contract with Siemens Mobility, Inc. for the “Traffic Signal Battery Backup System Replacement FY 1819 Project”. G.11. Consideration to Purchase a Replacement CNG Engine for the Urban Forestry Clam Truck and Authorize the Appropriation of $79,380. G.12. Consideration of a Professional Services Agreement with the Kindred Corporation for Printing Services for the Lewis Family Playhouse Season Brochure in the Amount of $33,000 Annually; Not to Exceed $231,000 over a Seven-Year Period. F. CONSENT C ALENDAR – PUBLIC FINANCING AUTHORITY G. CONSENT CALENDAR – CITY COUNCIL Page 14 **DRAFT** April 3, 2019| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 6 of 7 G.13. Consideration to Accept Homeland Security 2017 Grant Revenue in an Amount of up to $31,410, Awarded by the Department of Homeland Security and Administered by the State of California and San Bernardino County Office of Emergency Services. G.14. Consideration of an Enterprise License Agreement (ELA) for Microsoft Applications and Server Software in a Total Amount not to Exceed $1,200,000 for a Three (3) Year Term Beginning Fiscal Year 2018/19 Through Fiscal Year 2021/22. MOTION: Moved by Mayor Pro Tem Kennedy, seconded by Council Member Spagnolo, to approve Consent Calendar Items G1. through G14. Motion carried, 5-0, with Council Member Scott abstaining on item C2. H. CONSENT ORDINANCES Item H1 and H2 were heard concurrently. H.1. Conduct Second Reading and Adoption of Ordinance 946, By Title Only Sidewalk Vending Program. ORDINANCE NO. 946 AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA AMENDING SECTIONS 10.44.110, 12.04.010, AND ADDING A NEW CHAPTER 9.35 TO THE RANCHO CUCAMONGA MUNICIPAL CODE TO CREATE A SIDEWALK VENDING PROGRAM H.2. Conduct Second Reading and Adoption of Ordinance No. 947, By Title Only, to Update Permit Parking District Requirements within the City. ORDINANCE NO. 947 AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AMENDING THE RANCHO CUCAMONGA MUNICIPAL CODE TO UPDATE PERMIT PARKING DISTRICT REQUIREMENTS WITHIN THE CITY MOTION: Moved by Council Member Scott, seconded by Council Member Hutchison, to adopt Ordinance No. 946 and 947, by title only and waive further reading. Patricia Bravo-Valdez, Assistant City Clerk, read the title of Ordinance No. 946 and 947. VOTES NOW CAST ON MOTION: Moved by Council Member Scott, seconded by Council Member Hutchison, to adopt Ordinance No. 946 and 947, by title only and waive further reading. Motion carried unanimously, 5-0. None. None. I. ADMINISTRATIVE HEARING ITEM J. ADVERTISED PUBLIC HEARINGS CITY COUNCIL Page 15 **DRAFT** April 3, 2019| Fire Protection District, Housing Successor Agency, Successor Agency, Public Finance Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 7 of 7 None. L.1. Selection of a Delegate for the Southern California Association of Government's (SCAG) General Assembly. MOTION: Moved by Mayor Pro Tem Kennedy, seconded by Council Member Spagnolo, to appoint Council Member Kristine Scott to serve as Rancho Cucamonga’s delegate at the upcoming SCAG General Assembly. Motion carried unanimously, 5-0. MOTION: Moved by Council Member Scott, seconded by Council Member Spagnolo, to appoint Mayor Pro Tem Lynne B. Kennedy to serve as Rancho Cucamonga’s alternate at the upcoming SCAG General Assembly. Motion carried unanimously, 5-0. L.2. COUNCIL ANNOUNCEMENTS Mayor Pro Tem Kennedy reported on her attendance at a Policy Committee meeting for Transportation Communication in Public Works. Council Member Scott acknowledged an organization in the City that donated prom dresses and accessories to underprivileged girls and thanked everyone that helped by donating and putting this event together. City Attorney Markman shared information on a legal case regarding prayer at public meetings and clarified that prayer is legal under the five minutes allotted to speakers and that audience members are allowed to speak about anything that is appropriate in the jurisdiction of the City. L.3. INTER-AGENCY UPDATES None. None. Mayor Michael adjourned the meeting at 7:50 p.m. and recessed into Closed Session in the Tapia Conference Room to finish discussion on Closed Session items listed on the agenda. The Closed Session adjourned at 8:15 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 16 DRAFT December 19, 2018 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 1 of 10 December 19, 2018 CITY OF RANCHO CUCAMONGA CLOSED SESSION, FIRE PROTECTION DISTRICT, HOUSING SUCCESSOR AGENCY, SUCCESSOR AGENCY, PUBLIC FINANCE AUTHORITY AND CITY COUNCIL REGULAR MEETINGS MINUTES 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 December 19, 2018 in the Council Chambers at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor Michael called the meeting to order at 7:30 p.m. Present were Council Members: Ryan Hutchison, Kristine Scott, Sam Spagnolo, Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael. Also present were: John Gillison, City Manager; James L. Markman, City Attorney; and Linda A. Troyan, City Clerk Services Director. Council Member Scott led the Pledge of Allegiance. A.1. Recognition of Executive Director Hasan Ikhrata’s 24 Years of Service with Southern California Association of Governments (SCAG). Presentation was not conducted. A.2. Recognition of Southern California Municipal Athletic Federation (SCMAF) 2018 Outstanding Facility Award Received for the RC Sports Center. Mayor Michael along with Members of the City Council presented an award recognition to Jennifer Hunt- Gracia, Community Services Director, for receiving the “2018 Outstanding Facility Award” by the Southern California Municipal Athletic Federation (SCMAF). A.3. Presentation of "2018 American Public Works Association (APWA) BEST" Award Received for the RC Sports Center. Mayor Michael along with Members of the City Council presented an award recognition to Jennifer Hunt-Gracia, Community Services Director, for receiving the “2018 American Public Works Association (APWA) BEST” award by the American Public Works Association in recognition of the RC Sports Center facility design. REGULAR MEETING – 7:00 P.M. C ALL TO ORDER – COUNCIL CHAMBERS A. ANNOUNCEMENTS/PRESENTATIONS Page 17 DRAFT December 19, 2018 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 2 of 10 Monty Campbell, shared an article that appeared on the Grapevine news, spoke on a building permit issued to his neighbor and a notice of violation that he received, suggested a name change for the City, and spoke on being unable to meet with the Mayor and demonstrated photographs. Randy Korgan, Principal Officer, Teamsters Local 1932, congratulated newly elected officials, spoke on bargaining efforts by the union, and requested to have a meaningful dialog on their requests and avoid labor disputes. Janet Walton, welcomed the new Council Members, read an article about Christmas trees and offered a prayer. C1. Consideration to Approve Bi-Weekly Payroll in the Amount of $637,658.65 and Weekly Check Registers in the Amount of $313,185.58. Dated November 27, 2018 Through December 10, 2018. C2. Consideration to Receive and File Current Investment Schedule as of November 30, 2018. MOTION: Moved by Board Member Spagnolo, seconded by Vice-President Kennedy, to approve Consent Calendar Item C1 and C2. Motion carried unanimously, 5-0, with Council Member Scott abstaining on approving Check Numbers 00396065 and 00396240 item C1. D.1. Review and approval of the Housing Successor’s Fiscal Year 2017/18 Annual Report MOTION: Moved by Vice-Chair Kennedy, seconded by Agency Member Hutchison, to approve Consent Calendar Item D1. Motion carried unanimously, 5-0. No Items. No Items. B. PUBLIC COMMUNICATIONS CONSENT C ALENDARS C. CONSENT CALENDAR – FIRE PROTECTION DISTRICT D. CONSENT CALENDAR – HOUSING SUCCESSOR AGENCY E. CONSENT C ALENDAR – SUCCESSOR AGENCY F. CONSENT C ALENDAR – PUBLIC FINANCING AUTHORITY Page 18 DRAFT December 19, 2018 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 3 of 10 G.1. Consideration to Approve Bi-Weekly Payroll in the Amount of $1,107,510.75 and Weekly Check Registers in the Amount of $5,179,363.73. Dated November 27, 2018 Through December 10, 2018. G.2. Consideration to Receive and File Current Investment Schedule as of November 30, 2018. G.3. Consideration to Receive and File AB 1600 Development Impact Fee Annual Report for Fiscal Year Ended June 30, 2018 and Make Findings as Required by California Government Code Section 66001. RESOLUTION NO. 18-132 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA ACCEPTING THE AB 1600 DEVELOPMENT IMPACT FEE ANNUAL REPORT FOR THE FISCAL YEAR ENDED JUNE 30, 2018 AND MAKING FINDINGS AS REQUIRED BY CALIFORNIA GOVERNMENT CODE SECTION 66001 G.4. Consideration to Accept Homeland Security Grant 2016 Revenue in an Amount of up to $33,060 Awarded by the Department of Homeland Security and Administered by the State of California and San Bernardino County Office of Emergency Services. G.5. Consideration of an Improvement Agreement, Improvement Security, and Ordering the Annexation to the Landscape Maintenance District No. 6 and Street Light Maintenance Districts No's. 1 and 6 for Case No. DRC2017-00084, Located at the Northwest Corner of the Burlington Northern Santa Fe Railway and Etiwanda Avenue, Submitted by Dedeaux Properties, LLC. RESOLUTION NO. 18-133 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 MAINTENANCE DISTRICT) FOR DRC2017-00084 RESOLUTION NO. 18-134 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 DRC2017-00084 RESOLUTION NO. 18-135 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 DRC2017- 00084 G.6. Consideration of Reimbursements for the Etiwanda/San Sevaine Area Master Plan Drainage Improvements Program for Fiscal Year 2017/18 and an Appropriation of $53,341 from the G. CONSENT CALENDAR – CITY COUNCIL Page 19 DRAFT December 19, 2018 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 4 of 10 Etiwanda/San Sevaine Drainage Fund (Fund 116). G.7. Consideration of an Update for the Trash Implementation Plan, Completed in Accordance with Santa Ana Regional Water Quality Control Board Order 13383. G.8. Consideration to Accept as Complete, File the Notice of Completion and Authorize Release of Retention and Bonds for the Fiscal Year 2017/18 Non-Local Pavement Rehabilitation Project for Haven Avenue. G.9. Consideration to Accept Public Improvements at the Northwest Corner of Base Line Road and Day Creek Boulevard Related to Parcel Map No. 19637 as Complete, File the Notice of Completion, and Authorize Release of Bonds. G.10. Consideration of Amendment No. 006 to Contract No. 15-103 with Siemens Industry, Inc. in the Amount of $100,000 for Fiscal Year 2018/19 and Authorization of an Appropriation in the Amount of $200,000 From the General City Street Lights Fund for Street Light Maintenance and Material. G.11. Consideration for Additional Scope of Services for Midwest Tape LLC to Provide Shelf- Ready Audiovisual Materials Processing for the Rancho Cucamonga Public Library. G.12. Consideration of a Second Amendment to the Exclusive Negotiating Agreement Between the City of Rancho Cucamonga, San Bernardino County Transportation Authority, and Creative Housing Associates, LLC for Property Generally Located on the Northwest Corner of Azusa Court and Milliken Avenue. G.13. Consideration to Approve an Award to Dell Inc. for the Purchase of Server Software Maintenance and Subscription Renewal in the Amount of $92,932. MOTION: Moved by Board Member Spagnolo, seconded by Vice-President Kennedy, to approve Consent Calendar Item G1 through G13. Motion carried unanimously, 5-0, with Council Member Scott abstaining on approving Check Numbers 00396065, 00396066, 00396240 on item G1. H. CONSENT ORDINANCES No Items. No Items. I. ADMINISTRATIVE HEARING ITEM Page 20 DRAFT December 19, 2018 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 5 of 10 J.1. Public Hearing for the Formation of the Resort at Empire Lakes Community Facilities District No. 2018-01 of the City of Rancho Cucamonga and to Adopt a Resolution for the Formation; Conduct an Election of the Qualified Voters and Adopt a Resolution Declaring the Results of the Election; and Introduce an Ordinance to Levy a Special Tax RESOLUTION NO. 18-136 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, ACTING IN ITS CAPACITY AS THE LEGISLATIVE BODY OF THE RESORT AT EMPIRE LAKES COMMUNITY FACILITIES DISTRICT NO. 2018-01 OF THE CITY OF RANCHO CUCAMONGA, ESTABLISHING SUCH COMMUNITY FACILITIES DISTRICT, AND AUTHORIZING SUBMITTAL OF THE LEVY OF SPECIAL TAXES TO THE QUALIFIED ELECTORS OF SUCH COMMUNITY FACILITIES DISTRICT RESOLUTION NO. 18-137 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, ACTING IN ITS CAPACITY AS THE LEGISLATIVE BODY OF THE RESORT AT EMPIRE LAKES COMMUNITY FACILITIES DISTRICT NO. 2018-01 OF THE CITY OF RANCHO CUCAMONGA, DECLARING THE RESULTS OF A SPECIAL ELECTION IN SUCH COMMUNITY FACILITIES DISTRICT ORDINANCE NO. 943 ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA ACTING IN ITS CAPACITY AS THE LEGISLATIVE BODY OF THE RESORT AT EMPIRE LAKES COMMUNITY FACILITIES DISTRICT NO. 2018-01 OF THE CITY OF RANCHO CUCAMONGA, AUTHORIZING THE LEVY OF A SPECIAL TAX IN SUCH COMMUNITY FACILITIES DISTRICT City Manager Gillison introduced the item and Noah Daniels, Finance Manager, and Mrunal Shah, Best Best & Krieger, Attorneys and Law, who gave the staff report and reviewed statutory steps required for the formation of the Resorts at Empire Lakes Community Facilities District No. 2018-01. Mayor Michael opened the Public Hearing. No public communications were received. Mayor Michael closed the Public Hearing. Bond Counsel Shah inquired if there is a majority protest of landowners. City Clerk Services Director Troyan reported that there were no protests received. MOTION: Moved by Council Member Spagnolo, seconded by Council Member Scott, to adopt Formation Resolution No. 18-136. Motion carried unanimously, 5-0. J. ADVERTISED PUBLIC HEARINGS CITY COUNCIL Page 21 DRAFT December 19, 2018 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 6 of 10 City Clerk Services Director Troyan canvassed the ballots, reported the results of the election and announced that 3 ballots were received with a total of 73 votes casts; all 73 votes are in support of the propositions; therefore Proposition A and B are approved. MOTION: Moved by Mayor Pro Tem Kennedy, seconded by Council Member Spagnolo, to adopt Resolution No. 18-137. Motion carried unanimously, 5-0. MOTION: Moved by Mayor Pro Tem Kennedy, seconded by Council Member Scott, to introduce First Reading of Ordinance No. 943, by title only and waive further reading. Linda Troyan, City Clerk Services Director, read the title of Ordinance No. 943. VOTES NOW CAST ON MOTION: Moved by Mayor Pro Tem Kennedy, seconded by Council Member Scott, to introduce First Reading of Ordinance No. 943, by title only and waive further reading. Motion carried unanimously, 5-0. J.2. Public Hearing to Consider the Proposed Issuance of Bonds for the Acquisition, Design, and Construction of a Fiber Optics Network. City Manager Gillison introduced the item and Tamara Layne, Finance Director, and Mrunal Shah, Best, Best & Krieger, who gave the Staff Report and reviewed the steps required for the issuance of bonds. Mayor Michael opened the Public Hearing. There were no public communications were received. Mayor Michael closed the Public Hearing. No Action required. The item will be placed on the January 16, 2019 agenda. K.1. Consideration to Approve Amendment No. 004 Authorizing an Increase to Professional Services Agreement (CO#15-082) to Sargent Town Planning, Inc, in the Amount of $489,958.39, to Amend the Contract Scope of Services, and an Allocation of 5% contingency of $24,497.92, for a total expenditure of $514,456.31, and to Authorize an Appropriation in the amount of $514,456.31 from the Sphere of Influence Issues Reserve into Account No. 1001314-5300. City Manager Gillison introduced Candyce Burnett, City Planner, who gave the staff report. Council Member Hutchison reported on attending the public outreach meetings and thanked staff for the work they have done. Discussion ensued on funding of the contract. MOTION: Moved by Mayor Pro Tem Kennedy, seconded by Council Member Scott, to approve Contract Amendment No. 004. Motion carried unanimously, 5-0. K. CITY MANAGERS STAFF REPORTS Page 22 DRAFT December 19, 2018 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 7 of 10 K.2. Consideration of the Adoption of an Amended Reimbursement Resolution for the Fiber Optics Project. RESOLUTION NO. 18-139 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA DECLARING ITS INTENT TO ISSUE TAX-EXEMPT BONDS TO B E USED TO REIMBURSE THE CITY FOR EXPENDITURES PRIOR TO THE ISSUANCE OF TAX- EXEMPT BONDS AND RESCINDING RESOLUTION NO. 18- 110 City Manager Gillison introduced Tamara Layne, Finance Director, who gave the Staff Report. City Manager Gillison clarified that the contract will be awarded at one time and reviewed potential network revenues. MOTION: Moved by Council Member Hutchison, seconded by Council Member Scott, to adopt Resolution No. 18-139. Motion carried unanimously, 5-0. K.3. Consideration of a Contract with Elecnor Belco Electric, Inc. in an Amount of $9,416,167, a 10% Contingency for the RCMU Fiber - Outside Plant Fiber Optic Network/Fiber Conduit Construction, Authorization of $500,000 for Last Mile Segments, and Authorization of an Appropriation in the Amount of $9,457,784 to Fully Fund the Project Costs in the Fiber Optic Network Fund. City Manager Gillison introduced Fred Lynn, Utility Division Manager, who gave the staff report. City Manager Gillison clarified that they will only connect customers that request the service and reviewed areas of potential network connections. MOTION: Moved by Council Member Spagnolo, seconded by Mayor Pro Tem Kennedy, to approve the plans and specifications for the RCMU Fiber - Outside Plant Fiber Optic Network/Fiber Conduit Construction; Accept the bids received for the Project; Award and authorize the execution of the contract in the amount of $9,416,167 to the lowest responsive bidder, Elecnor Belco Electric, Inc., for the total bid; Authorize an expenditure of a 10% contingency in the amount of $941,617; Authorize an appropriation in the amount of $9,457,784 to fully fund the project costs in the Fiber Optic Network Fund; and Authorize a Purchase Order in the amount of $500,000 to Elecnor Belco Electric, Inc. for the completion of on-call work associated with installation of "last mile segments" of fiber optic conduit and ancillary material. Motion carried unanimously, 5-0. L.1. Consideration and Discussion of Selection of Mayor Pro Tem (Verbal). MOTION: Moved by Council Member Hutchison, seconded by Council Member Scott, to approve selection of Lynne Kennedy to be Mayor Pro Tem. Motion carried unanimously, 5-0. L.2. Consideration to Cancel the Regular Meetings of the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority and City Council on January 2, 2019. MOTION: Moved by Council Member Spagnolo, seconded by Council Member Scott, to approve cancelling the January 2, 2019 Regular City Council Meeting. Motion carried unanimously, 5-0. L. COUNCIL BUSINESS Page 23 DRAFT December 19, 2018 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 8 of 10 L.3. Review of Appointments to Standing Committees and Other Governmental Agencies. City Council reviewed the appointments to Standing Committees and Other Governmental Agencies and recommended the following appointments: Community Services Subcommittee Committee members: Kristine Scott and Sam Spagnolo Community Development/Historic Preservation Subcommittee Committee members: L. Dennis Michael and Lynne Kennedy Library Subcommittee Committee members: Kristine Scott and Lynne Kennedy Mobile Home Accord Renewal Subcommittee Committee members: Ryan Hutchison and Sam Spagnolo Public Works Subcommittee Committee members: Ryan Hutchison and Lynne Kennedy Economic Development Marketing Subcommittee Committee members: Lynne Kennedy and Ryan Hutchison Technology & Communications Subcommittee Committee members: Lynne Kennedy and Sam Spagnolo West Side Oversight Committee Subcommittee Committee members: Sam Spagnolo and Kristine Scott City Selection Committee Required Delegate: L. Dennis Michael (Mayor) ConFire Board of Directors Delegate: Lynne Kennedy Alternate: Kristine Scott Omnitrans Delegate: Sam Spagnolo Alternate: Lynne Kennedy Rancho Cucamonga Chamber of Commerce Delegate: L. Dennis Michael Alternate: Lynne Kennedy Page 24 DRAFT December 19, 2018 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 9 of 10 San Bernardino County Transportation Authority/San Bernardino Council of Governments (SBCOG) Delegate: L. Dennis Michael Alternate: Lynne Kennedy North Etiwanda Preserve Delegate: Sam Spagnolo Alternate: Ryan Hutchison Solid Waste Advisory Task Force Delegate: Ryan Hutchison Alternate: Linda Ceballos (staff) Maloof Foundation Board Member: Kristine Scott MOTION: Moved by Mayor Pro Tem Kennedy, seconded by Council Member Hutchison, to approve the recommended appointments to Standing Committees and other Governmental Agencies as outlined above. Motion carried unanimously, 5-0. L.4. COUNCIL ANNOUCEMENTS Council Member Hutchison acknowledged former Council Members Diane Williams and William Alexander for their service on the City Council and in the community. Mayor Pro Tem Kennedy and Council Member Spagnolo wished everyone a happy holiday season. Council Member Scott thanked staff for helping her in the transition to her new position and thanked the community for attending an event hosted by Congressmember Rutherford. Mayor Michael wished everyone a happy holiday season and happy New Year. L.5. INTER-AGENCY UPDATES None. None. Mayor Michael reminded the public that City Hall and most City facilities will be Closed from December 21, 2018 through January 1, 2019. Mayor Michael recessed the Council Meeting to the Closed Session at 8:42 p.m. M. IDENTIFICATION OF ITEMS FOR NEXT MEETING N. ANNOUNCEMENT AND CONDUCT OF CLOSED SESSION ITEM(S) – DE ANZA ROOM Page 25 DRAFT December 19, 2018 | Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority and City Council Regular Meetings Minutes City of Rancho Cucamonga | Page 10 of 10 None. P.1. CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR PER GOVERNMENT CODE SECTION 54954.2 REGARDING LABOR NEGOTIATIONS WITH TEAMSTERS LOCAL 1932. – CITY P.2. 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 0209-272-11, 0209-143-21, AND 0209-272-22; 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 P.3. CONFERENCE WITH LEGAL COUNSEL REGARDING PENDING LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(d)(1); NAME OF CASE: CARDENAS V. CITY OF RANCHO CUCAMONGA, SBSC CASE NO.: CIVDS1814960 - CITY P.4. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY GENERALLY LOCATED AT THE SOUTH WEST CORNER OF BASE LINE ROAD AND VICTORIA PARK LANE IDENTIFIED AS PARCEL NUMBERS 1090-331-03-0000; 1090-331- 04-0000; AND 1089-581-04-0000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND TERRY DRAMITINOS, REPRESENTING NETPRO REALTY; REGARDING PRICE AND TERMS. P.5. CONFERENCE WITH LEGAL COUNSEL - PENDING LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(D) (2) (TWO CASES) – CITY P.6. CONFERENCE WITH LEGAL COUNSEL - POTENTIAL LITIGATION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(B) – NUMBER OF CASES (1) – CITY Mayor Michael adjourned the Closed Session meeting at 11:41 p.m. Respectfully submitted, __________________________________ Linda A. Troyan, MMC City Clerk Services Director Approved: O. CITY MANAGER ANNOUNCEMENTS P. CONDUCT OF CLOSED SESSION Q. ADJOURNMENT Page 26 * December 19, 2018 | City Council Fire Protection District Special Meeting Minutes City of Rancho Cucamonga | Page 1 of 3 December 19, 2018 CITY OF RANCHO CUCAMONGA CITY COUNCIL AND FIRE PROTECTION DISTRICT SPECIAL MEETING MINUTES The City of Rancho Cucamonga City Council held a special meeting on Wednesday, December 19, 2018, in the Council Chambers located at 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor L. Dennis Michael called the meeting to order at 6:00 p.m. Present were Council Members Diane Williams, Sam Spagnolo, Mayor Pro Tem Lynne Kennedy and Mayor L. Dennis Michael. Absent: Council Member William Alexander Also present were: John Gillison, City Manager; Jim Markman, City Attorney; and Linda A. Troyan, City Clerk Services Director. B.1. Public Communications on Items Listed on the Special Meeting Agenda. No Public Communications were received. B.2. Recognition of 10 and 15 year Service Awards for Rancho Cucamonga Library Foundation Directors (Teresa Akahoshi, Tina Gilfry and Ruth Leal). Mayor Michael and Members of the City Council recognized Rancho Cucamonga Library Foundation Directors Teresa Akahoshi, Tina Gilfry and Ruth Leal for their years of service. B.3. Recognition of 5 and 10 year Service Awards for Rancho Cucamonga Community & Arts Foundation Directors (Linda Bryan, Tina Chen, Paula Pachon and Mark Rivera). Mayor Michael and Members of the City Council recognized Rancho Cucamonga Community & Arts Foundation Directors Linda Bryan, Tina Chen, Paula Pachon and Mark Rivera for their years of service. B.4. Wallet Hub 2018: Safest Cities in America. Police Chief Mahoney provided a PowerPoint presentation on the results from Wallet Hub 2018: Safest Cities in America, noting that the City of Rancho Cucamonga ranked 45th in the nation and No. 1 in the Inland Empire. B.5. Recognition and Acceptance of a Naming Rights Level Donation to the Rancho Cucamonga Library Foundation’s Second Story and Beyond Capital Campaign from Randall and Janell Lewis. Randall and Janell Lewis presented a check to Mayor Michael and Members of the City Council in the amount of $1.5 million for the Rancho Cucamonga Foundation’s Second Story and Beyond Capital Campaign. Council thanked the Lewis Family for their generous donation. B.6. Recognition of Outgoing Council Members Diane Williams and William J. Alexander. Outgoing Council Members Diane Williams and Bill Alexander were recognized and presented plaques by Assembly Member Chris Holden’s Office, Assemblymember James Ramos Office, Assemblymember Mike Morrell’s Office, Congressmember Pete Aguilars Office, Congressmember Rutherford, City of Fontana, Inland Empire California Route 66, Cucamonga Water District and the City of Rancho Cucamonga for their dedication and years of service to the community. Certificate plaques will be forwarded to Council Member Bill Alexander who was absent from the meeting. CALL TO ORDER PUBLIC COMMUNICATIONS Page 27 * December 19, 2018 | City Council Fire Protection District Special Meeting Minutes City of Rancho Cucamonga | Page 2 of 3 Items C1 and C2 were heard concurrently. C.1. City Clerk Services Director to recite Election Results for the Election held on November 6, 2018. C.2. Resolution Certifying November 6, 2018 Municipal Election Results. RESOLUTION NO. 18-138 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, RECITING THE FACT OF THE GENERAL MUNICIPAL ELECTION HELD IN SAID CITY ON NOVEMBER 6, 2018, DECLARING THE RESULTS AND SUCH OTHER MATTERS PROVIDED BY PROVISION OF LAW City Manager Gillison introduced Linda Troyan, City Clerk Services Director, who gave the Staff Report and recited the Election Results of the November 6, 2018 Election: • That the number of registered voters in the City was 89,195, making a total of 58,863 ballots cast in the City. • That the names of persons voted for at the election for Mayor are as follows: Thomas James Reed 4,263 L. Dennis Michael 29,143 Mark Gibboney 18,068 • That the names of persons voted for at the Election for Member of the City Council, District 2, are as follows: Elvira Harris 2,007 Kevin Kenley 3,937 Kristine Scott 4,182 • That the names of persons voted for at the Election for Member of the City Council, District 3, are as follows: Ben Cutler 1,231 Edward David Rodarte 989 Ryan Hutchison 4,215 Marc Steinorth 4,050 John Gallegos-Cordero 1,772 • That the Certified Results Declare that: L. Dennis Michael was re-elected as Mayor for the Full Term of Four Years; Kristine Scott was elected as Member of the City Council, District 2, for the full term of four years; Ryan Hutchison was elected as Member of the City Council, District 3, for the full term of four years. MOTION: Moved by Council Member Spagnolo, seconded by Mayor Pro Tem Kennedy, to adopt Resolution No. 18-138. Motion carried unanimously, 5-0. ITEMS OF DISCUSSION Page 28 * December 19, 2018 | City Council Fire Protection District Special Meeting Minutes City of Rancho Cucamonga | Page 3 of 3 C3. Administration of Oaths of Office to Newly Elected Officials: • L. Dennis Michael, Mayor, joined by his mother Marian Michael on the dais. • Kristine Scott, Council Member, District 2, joined by her family on the dais. • Ryan Hutchison, Council Member, District 3, joined by his family and friends on the dais. Janice Reynolds, City Clerk, administered the Oath of Office to newly elected officials. C.4. Remarks by the Newly Elected Officials. Mayor Michael, Council Members Scott and Hutchison thanked the community and their family for their support. Mayor Michael adjourned the meeting at 7:09 p.m. Respectfully submitted, __________________________________ Linda A. Troyan, MMC City Clerk Services Director Approved: ADJOURNMENT Page 29 DATE: April 17, 2019 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 $664,509.07 AND WEEKLY CHECK REGISTERS (EXCLUDING CHECKS ISSUED TO SOUTHERN CALIFORNIA GAS COMPANY) IN THE AMOUNT OF $100,988.38 DATED MARCH 26, 2019 THROUGH APRIL 08, 2019. 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 30 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00008864 03/27/2019 BiCOASTAL PRODUCTIONS 11,887.00 0.00 11,887.00 AP 00008865 03/27/2019 CALIF GOVERNMENT VEBA/RANCHO CUCAMONGA 13,955.00 0.00 13,955.00 AP 00008866 03/27/2019 CHAFFEY JOINT UNION HS DISTRICT 1,073.04 0.00 1,073.04 AP 00008867 03/27/2019 RCCEA 1,783.00 0.00 1,783.00 AP 00008868 03/27/2019 RCPFA 11,989.18 0.00 11,989.18 AP 00008869 03/27/2019 TANKO LIGHTING 5,343.75 0.00 5,343.75 AP 00008870 04/03/2019 ALL CITY MANAGEMENT SERVICES INC.35,881.21 0.00 35,881.21 AP 00008871 04/03/2019 SAN BERNARDINO CTY SHERIFFS DEPT 3,179,412.00 0.00 3,179,412.00 AP 00399031 03/27/2019 ABLE BUILDING MAINTENANCE 1,099.40 0.00 1,099.40 AP 00399032 03/27/2019 ABSOLUTE SECURITY INTERNATIONAL INC 15,350.24 0.00 15,350.24 AP 00399033 03/27/2019 ADVANCED CHEMICAL TRANSPORT 1,280.00 0.00 1,280.00 AP 00399034 03/27/2019 AFLAC GROUP INSURANCE 40.97 0.00 40.97 AP 00399035 03/27/2019 ALL WELDING 354.00 0.00 354.00 AP 00399036 03/27/2019 ALPHAGRAPHICS 135.24 0.00 135.24 AP 00399037 03/27/2019 AMERICAN SOLAR ADVANTAGE INC 359.19 0.00 359.19 AP 00399038 03/27/2019 AMERON POLE PRODUCTS LLC 23,099.55 0.00 23,099.55 AP 00399039 03/27/2019 ARCHITERRA DESIGN GROUP 7,633.75 0.00 7,633.75 AP 00399040 03/27/2019 AROCHO, ALMA 1,529.30 0.00 1,529.30 AP 00399041 03/27/2019 ART OF LIVING FOUNDATION 36.00 0.00 36.00 AP 00399042 03/27/2019 BADGE FRAME INC 1,497.73 0.00 1,497.73 AP 00399043 03/27/2019 BAST, KAROLYN 432.00 0.00 432.00 AP 00399044 03/27/2019 BLACKSMITH SHOP, THE 4,959.00 0.00 4,959.00 AP 00399045 03/27/2019 BRIGHT BOX ENTERPRISES 1,200.00 0.00 1,200.00 AP 00399046 03/27/2019 BRIGHTVIEW LANDSCAPE SERVICES INC.19,791.67 0.00 19,791.67 AP 00399050 03/27/2019 C V W D 26,736.26 0.00 26,736.26 AP 00399051 03/27/2019 CABLE INC.43,539.85 0.00 43,539.85 AP 00399052 03/27/2019 CAL PERS LONG TERM CARE PROGRAM 152.48 0.00 152.48 AP 00399053 03/27/2019 CALIFA GROUP 14,299.63 0.00 14,299.63 AP 00399054 03/27/2019 CALIFORNIA, STATE OF 250.00 0.00 250.00 AP 00399055 03/27/2019 CALIFORNIA, STATE OF 314.11 0.00 314.11 AP 00399056 03/27/2019 CALIFORNIA, STATE OF 7.22 0.00 7.22 AP 00399057 03/27/2019 CALIFORNIA, STATE OF 8.44 0.00 8.44 AP 00399058 03/27/2019 CALIFORNIA, STATE OF 526.28 0.00 526.28 AP 00399059 03/27/2019 CALPROMAX ENGINEERING INC.5,891.08 0.00 5,891.08 AP 00399060 03/27/2019 CALPROMAX ENGINEERING INC.4,000.00 0.00 4,000.00 AP 00399061 03/27/2019 CARAHSOFT TECHNOLOGY CORP 5,376.34 0.00 5,376.34 AP 00399062 03/27/2019 CART RETRIEVAL INC 138.00 0.00 138.00 AP 00399063 03/27/2019 CINTAS CORPORATION #150 0.00 318.55 318.55 AP 00399064 03/27/2019 CIVIC SOLUTIONS INC 5,400.00 0.00 5,400.00 AP 00399065 03/27/2019 CLARK, KAREN 720.00 0.00 720.00 AP 00399066 03/27/2019 CRRA 400.00 0.00 400.00 AP 00399067 03/27/2019 DANIELS, NOAH 45.28 0.00 45.28 AP 00399068 03/27/2019 DELTA DENTAL INSURANCE COMPANY 1,333.78 0.00 1,333.78 AP 00399069 03/27/2019 DELTA DENTAL INSURANCE COMPANY 42,706.59 0.00 42,706.59 AP 00399070 03/27/2019 DOLLARHIDE, GINGER 184.00 0.00 184.00 AP 00399071 03/27/2019 DREAM BIG CHILDREN'S CENTER 283.14 0.00 283.14 AP 00399072 03/27/2019 DUNN, ANN MARIE 779.97 0.00 779.97 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:1 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399073 03/27/2019 EASTERLING, RAY 268.79 0.00 268.79 AP 00399074 03/27/2019 ELECNOR BELCO ELECTRIC INC 67,697.00 0.00 67,697.00 AP 00399075 03/27/2019 ENN GEE CORP.427.00 0.00 427.00 AP 00399076 03/27/2019 EXECUTIVE AUTO DETAIL 0.00 205.00 205.00 AP 00399077 03/27/2019 FEDERAL EXPRESS CORP 18.68 0.00 18.68 AP 00399078 03/27/2019 FORD OF UPLAND INC 9,838.06 0.00 9,838.06 AP 00399079 03/27/2019 FORTIN LAW GROUP 2,606.51 0.00 2,606.51 AP 00399080 03/27/2019 FRANKLIN TRUCK PARTS 0.00 1,990.53 1,990.53 AP 00399081 03/27/2019 GEISSLER, RICK L 100.00 0.00 100.00 AP 00399082 03/27/2019 GEOGRAPHICS 653.75 0.00 653.75 AP 00399083 03/27/2019 GIORDANO, MARIANNA 57.60 0.00 57.60 ***AP 00399084 03/27/2019 GOLDEN STATE RISK MANAGEMENT AUTHORITY 100,073.00 1,381.00 101,454.00 AP 00399085 03/27/2019 GONSALVES AND SON, JOE A 3,000.00 0.00 3,000.00 AP 00399086 03/27/2019 GRAYBAR ELECTRIC CO.1,847.16 0.00 1,847.16 AP 00399087 03/27/2019 GREEN SOLAR TECH CALIFORNIA INC 407.00 0.00 407.00 AP 00399088 03/27/2019 GREENBERG GLUSKER 2,228.75 0.00 2,228.75 AP 00399089 03/27/2019 HALE, KY 51.99 0.00 51.99 AP 00399090 03/27/2019 HAMILTON, MONIQUE 1,800.00 0.00 1,800.00 AP 00399091 03/27/2019 HAMPTON YOGA 1,214.96 0.00 1,214.96 AP 00399092 03/27/2019 HI WAY SAFETY INC 8,993.22 0.00 8,993.22 AP 00399093 03/27/2019 HORIZONS CONSTRUCTION COMPANY INTERNATIONAL 0.00 9,857.81 9,857.81 AP 00399094 03/27/2019 HOYT LUMBER CO., SM 0.00 27.11 27.11 AP 00399095 03/27/2019 IMPRESSIONS GOURMET CATERING 894.33 0.00 894.33 AP 00399096 03/27/2019 INLAND DESERT SECURITY & COMMUNICATIONS INC 50.00 0.00 50.00 AP 00399097 03/27/2019 INTERNATIONAL CREATIVE MANAGEMENT PARTNERS 5,000.00 0.00 5,000.00 ***AP 00399098 03/27/2019 INTERSTATE BATTERIES 328.15 535.07 863.22 AP 00399099 03/27/2019 IPERMIT E RATERS 209.60 0.00 209.60 AP 00399100 03/27/2019 J AND S STRIPING CO INC 3,599.00 0.00 3,599.00 AP 00399101 03/27/2019 JANDI ENTERPRISES INC 1,000.00 0.00 1,000.00 AP 00399102 03/27/2019 JEEP CHRYSLER OF ONTARIO INC 214.98 0.00 214.98 AP 00399103 03/27/2019 KAISER FOUNDATION HEALTH PLAN INC 231,523.04 0.00 231,523.04 AP 00399104 03/27/2019 LA STAGE ALLIANCE 300.00 0.00 300.00 AP 00399105 03/27/2019 LATREACE, RAINEY 368.00 0.00 368.00 AP 00399106 03/27/2019 LEE, DIANNA 180.75 0.00 180.75 AP 00399107 03/27/2019 LEVEL 3 COMMUNICATIONS LLC 5,391.94 0.00 5,391.94 AP 00399108 03/27/2019 LEVERAGE INFORMATION SYSTEMS INC 0.00 2,977.74 2,977.74 AP 00399109 03/27/2019 LEWIS II, BILL C 265.00 0.00 265.00 AP 00399110 03/27/2019 LITTLE BEAR PRODUCTIONS 275.00 0.00 275.00 AP 00399111 03/27/2019 MACIAS, JOSHUA 400.00 0.00 400.00 AP 00399112 03/27/2019 MADD SOUTHERN CALIFORNIA 300.00 0.00 300.00 AP 00399113 03/27/2019 MAIN STREET SIGNS 1,430.00 0.00 1,430.00 AP 00399114 03/27/2019 MALOOF FOUNDATION, SAM & ALFREDA 13,000.00 0.00 13,000.00 AP 00399115 03/27/2019 MARIPOSA LANDSCAPES INC 6,086.55 0.00 6,086.55 AP 00399116 03/27/2019 MAUNGLAY, SOE 205.68 0.00 205.68 AP 00399117 03/27/2019 MCMASTER CARR SUPPLY COMPANY 288.47 0.00 288.47 AP 00399118 03/27/2019 MIDWEST TAPE 659.38 0.00 659.38 AP 00399119 03/27/2019 MIJAC ALARM COMPANY 72.00 0.00 72.00 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:2 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399120 03/27/2019 MOTOROLA SOLUTIONS INC 11,015.64 0.00 11,015.64 AP 00399121 03/27/2019 MOUNTAIN VIEW SMALL ENG REPAIR 58.17 0.00 58.17 AP 00399122 03/27/2019 MULLEN, CLINTON 52.88 0.00 52.88 AP 00399123 03/27/2019 NAPA AUTO PARTS 0.00 66.98 66.98 AP 00399124 03/27/2019 NATIONAL DATA & SURVEYING SERVICES 825.00 0.00 825.00 AP 00399125 03/27/2019 NPI PRODUCTION SERVICES INC 42,287.00 0.00 42,287.00 AP 00399126 03/27/2019 ONTARIO WINNELSON CO 51.72 0.00 51.72 AP 00399127 03/27/2019 ORKIN PEST CONTROL 607.42 0.00 607.42 AP 00399128 03/27/2019 ORONA, PATRICIA 315.00 0.00 315.00 AP 00399129 03/27/2019 OTT, LAURA 900.01 0.00 900.01 AP 00399130 03/27/2019 OTT, SHARON 377.07 0.00 377.07 AP 00399131 03/27/2019 PARS 3,500.00 0.00 3,500.00 AP 00399132 03/27/2019 PIP PRINTING 315.28 0.00 315.28 AP 00399133 03/27/2019 PORAC LEGAL DEFENSE FUND 310.50 0.00 310.50 AP 00399134 03/27/2019 PRE-PAID LEGAL SERVICES INC 60.17 0.00 60.17 AP 00399135 03/27/2019 PRIME GLASS 563.25 0.00 563.25 AP 00399136 03/27/2019 QUALITY CODE PUBLISHING 1,076.70 0.00 1,076.70 AP 00399137 03/27/2019 QUALLS, ELENA 69.23 0.00 69.23 AP 00399138 03/27/2019 QUINN COMPANY 1,757.95 0.00 1,757.95 AP 00399139 03/27/2019 R AND R AUTOMOTIVE 793.74 0.00 793.74 AP 00399140 03/27/2019 RANCHO CUCAMONGA CHAMBER OF COMMERCE 3,166.00 0.00 3,166.00 AP 00399141 03/27/2019 RDO EQUIPMENT COMPANY 2.66 0.00 2.66 AP 00399142 03/27/2019 READ THE BOOKS LLC 1,070.00 0.00 1,070.00 AP 00399143 03/27/2019 REED, JOYCE 0.00 30.36 30.36 AP 00399144 03/27/2019 RF WHITE CO INC 3,169.61 0.00 3,169.61 AP 00399145 03/27/2019 RIGLEMAN, ENCARNACION ONTIVEROS 160.00 0.00 160.00 AP 00399146 03/27/2019 RJ NOBLE COMPANY 42,539.77 0.00 42,539.77 AP 00399147 03/27/2019 ROTARY CLUB OF RANCHO CUCAMONGA 223.25 0.00 223.25 AP 00399148 03/27/2019 ROTARY CORPORATION 546.16 0.00 546.16 AP 00399149 03/27/2019 ROTO ROOTER 3,981.00 0.00 3,981.00 AP 00399150 03/27/2019 ROYAL INDUSTRIAL SOLUTIONS CITY OF INDUSTRY 56.86 0.00 56.86 AP 00399151 03/27/2019 SAFEWAY SIGN COMPANY 331.87 0.00 331.87 AP 00399152 03/27/2019 SAMPLES, RYAN 252.70 0.00 252.70 AP 00399153 03/27/2019 SAN BERNARDINO CO AUDITOR CONT 12,215.93 0.00 12,215.93 AP 00399154 03/27/2019 SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT 6,500.00 0.00 6,500.00 AP 00399155 03/27/2019 SAN BERNARDINO CTY 0.00 12,697.62 12,697.62 AP 00399156 03/27/2019 SAN BERNARDINO CTY AUDITOR CONTROLLER 52.00 0.00 52.00 AP 00399157 03/27/2019 SAN BERNARDINO CTY FPO ASSOCIATION 0.00 80.00 80.00 AP 00399158 03/27/2019 SAN BERNARDINO SHERIFF'S DEPT 0.00 300.00 300.00 AP 00399159 03/27/2019 SANTILLANA, VANESSA 700.00 0.00 700.00 AP 00399160 03/27/2019 SBPEA 1,533.25 0.00 1,533.25 AP 00399161 03/27/2019 SC FUELS 23,682.91 0.00 23,682.91 AP 00399162 03/27/2019 SC FUELS 0.00 3,053.07 3,053.07 AP 00399163 03/27/2019 SHERIFFS COURT SERVICES 579.08 0.00 579.08 AP 00399164 03/27/2019 SHERIFFS COURT SERVICES 100.00 0.00 100.00 AP 00399165 03/27/2019 SIGN SHOP, THE 0.00 49.57 49.57 AP 00399166 03/27/2019 SIMPLY SOLAR LLC 407.00 0.00 407.00 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:3 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399167 03/27/2019 SIMPLYWELL 2,898.25 0.00 2,898.25 AP 00399168 03/27/2019 SIRSIDYNIX 400.00 0.00 400.00 AP 00399169 03/27/2019 SMART SOLAR MARKETING 407.00 0.00 407.00 AP 00399171 03/27/2019 SOLARMAX RENEWABLE ENERGY PROVIDER INC 814.00 0.00 814.00 AP 00399172 03/27/2019 SOUTH WEST SUN SOLAR INC 407.00 0.00 407.00 AP 00399174 03/27/2019 SOUTHERN CALIFORNIA EDISON 8,730.15 0.00 8,730.15 AP 00399175 03/27/2019 SOUTHLAND SPORTS OFFICIALS 1,080.00 0.00 1,080.00 AP 00399176 03/27/2019 STANDARD INSURANCE COMPANY 3,829.62 0.00 3,829.62 AP 00399177 03/27/2019 STANDARD INSURANCE COMPANY 11,746.95 0.00 11,746.95 AP 00399178 03/27/2019 STAPLETON, JOSHUA 0.00 270.00 270.00 AP 00399179 03/27/2019 STOR'EM SELF STORAGE 560.00 0.00 560.00 AP 00399180 03/27/2019 STOVER SEED COMPANY 3,340.25 0.00 3,340.25 AP 00399181 03/27/2019 SUNRUN INSTALLATION SERVICES INC 407.00 0.00 407.00 AP 00399182 03/27/2019 TECH 24 COMMERCIAL FOODSERVICE REPAIR INC 400.55 0.00 400.55 ***AP 00399183 03/27/2019 TESLA INC.36,107.83 7,739.31 43,847.14 ***AP 00399184 03/27/2019 THE COUNSELING TEAM INTERNATIONAL 1,662.50 180.00 1,842.50 AP 00399185 03/27/2019 THOMPSON BUILDING MATERIALS 701.11 0.00 701.11 AP 00399186 03/27/2019 TICKET ENVELOPE COMPANY 755.00 0.00 755.00 AP 00399187 03/27/2019 TIREHUB LLC 168.97 0.00 168.97 AP 00399188 03/27/2019 TORO TOWING 700.00 0.00 700.00 AP 00399189 03/27/2019 TORRES, EDWIN ANGULO 37.77 0.00 37.77 AP 00399190 03/27/2019 TRACEY, VAL 180.00 0.00 180.00 AP 00399191 03/27/2019 TRUJILLO, KASSANDRA 15.00 0.00 15.00 AP 00399192 03/27/2019 TYUS, IDA 518.40 0.00 518.40 AP 00399193 03/27/2019 U S LEGAL SUPPORT INC 388.11 0.00 388.11 AP 00399194 03/27/2019 ULINE 1,490.41 0.00 1,490.41 AP 00399195 03/27/2019 UNITED PACIFIC SERVICES INC 22,959.00 0.00 22,959.00 AP 00399196 03/27/2019 UNITED WAY 60.00 0.00 60.00 AP 00399197 03/27/2019 UTILIQUEST 4,474.35 0.00 4,474.35 AP 00399198 03/27/2019 VALLEY POWER SYSTEMS INC 0.00 12.28 12.28 AP 00399199 03/27/2019 VERIZON 26.29 0.00 26.29 AP 00399204 03/27/2019 VERIZON WIRELESS - LA 5,264.77 0.00 5,264.77 AP 00399205 03/27/2019 VERIZON WIRELESS - LA 5,382.39 0.00 5,382.39 AP 00399206 03/27/2019 VICTOR MEDICAL COMPANY 2,278.39 0.00 2,278.39 AP 00399207 03/27/2019 VOHNE LICHE KENNELS INC 125.00 0.00 125.00 AP 00399208 03/27/2019 VULCAN MATERIALS COMPANY 1,974.41 0.00 1,974.41 AP 00399209 03/27/2019 WAXIE SANITARY SUPPLY 5,360.77 0.00 5,360.77 AP 00399210 03/27/2019 WINZER CORPORATION 0.00 152.17 152.17 AP 00399211 03/27/2019 WT.COX INFORMATION SERVICES 6,256.83 0.00 6,256.83 AP 00399212 03/27/2019 ZENCITY TECHNOLOGIES US INC 22,800.00 0.00 22,800.00 AP 00399213 03/27/2019 ZHENG, CHUN YAN 200.00 0.00 200.00 AP 00399214 03/28/2019 AIRGAS USA LLC 82.83 0.00 82.83 AP 00399215 03/28/2019 BEST BEST AND KRIEGER 130.00 0.00 130.00 AP 00399216 03/28/2019 BIBLIOTHECA LLC 4,816.95 0.00 4,816.95 AP 00399221 03/28/2019 BRODART BOOKS 9,094.18 0.00 9,094.18 AP 00399222 03/28/2019 CARQUEST AUTO PARTS 331.59 0.00 331.59 ***AP 00399223 03/28/2019 DUMBELL MAN FITNESS EQUIPMENT, THE 230.67 300.00 530.67 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:4 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399224 03/28/2019 ECS IMAGING INC 19,511.88 0.00 19,511.88 AP 00399225 03/28/2019 EMCOR SERVICE 320.00 0.00 320.00 AP 00399226 03/28/2019 HOSE MAN INC 67.32 0.00 67.32 AP 00399227 03/28/2019 INLAND VALLEY DAILY BULLETIN 7,040.56 0.00 7,040.56 AP 00399228 03/28/2019 MINUTEMAN PRESS 323.40 0.00 323.40 AP 00399229 03/28/2019 MIRION TECHNOLOGIES GDS INC 607.07 0.00 607.07 AP 00399231 03/28/2019 OFFICE DEPOT 5,365.92 0.00 5,365.92 AP 00399232 03/28/2019 PSA PRINT GROUP 77.58 0.00 77.58 AP 00399233 03/28/2019 SIMPLOT PARTNERS 881.40 0.00 881.40 AP 00399234 03/28/2019 SUNRISE FORD 155.97 0.00 155.97 AP 00399235 03/28/2019 SWANK MOTION PICTURES INC 495.00 0.00 495.00 AP 00399236 03/28/2019 THOMPSON PLUMBING SUPPLY INC 497.28 0.00 497.28 AP 00399237 03/28/2019 TICKETS.COM 15,000.00 0.00 15,000.00 AP 00399238 04/03/2019 ALBERT GROVER & ASSOCIATES 2,660.00 0.00 2,660.00 AP 00399239 04/03/2019 ALL AMERICAN TRUCK FLEET PAINTING 0.00 2,404.70 2,404.70 AP 00399240 04/03/2019 ALL CITIES TOOLS 651.89 0.00 651.89 AP 00399241 04/03/2019 ALTA VISTA MOBILE HOME PARK 400.00 0.00 400.00 AP 00399242 04/03/2019 AMERICAN TRAINING RESOURCES INC 1,076.68 0.00 1,076.68 AP 00399243 04/03/2019 AQUABIO ENVIRONMENTAL TECHNOLOGIES INC.1,745.00 0.00 1,745.00 AP 00399244 04/03/2019 ASSI SECURITY 0.00 7,899.50 7,899.50 AP 00399245 04/03/2019 BAB STEERING HYDRAULICS INC 0.00 50.75 50.75 AP 00399246 04/03/2019 BARKSHIRE LASER LEVELING INC.1,600.00 0.00 1,600.00 AP 00399247 04/03/2019 BC TRAFFIC SPECIALISTS 129.30 0.00 129.30 AP 00399248 04/03/2019 BERNELL HYDRAULICS INC 351.90 0.00 351.90 AP 00399249 04/03/2019 BILL AND WAGS INC.0.00 725.63 725.63 AP 00399250 04/03/2019 BOEHRINGER INGELHEIM ANIMAL HEALTH USA INC 314.63 0.00 314.63 AP 00399251 04/03/2019 C V W D 538.62 0.00 538.62 ***AP 00399255 04/03/2019 C V W D 34,639.64 55.20 34,694.84 AP 00399256 04/03/2019 CA LLC - DBA ALTA LAGUNA MHP 600.00 0.00 600.00 AP 00399257 04/03/2019 CALIFA GROUP 5,519.16 0.00 5,519.16 AP 00399258 04/03/2019 CALIFORNIA DEPARTMENT OF PUBLIC HEALTH 512.00 0.00 512.00 AP 00399259 04/03/2019 CARNIGHAN, DAVID 850.00 0.00 850.00 AP 00399260 04/03/2019 CARSON, DANIEL 0.00 447.93 447.93 AP 00399261 04/03/2019 CASA VOLANTE MOBILE HOME PARK 800.00 0.00 800.00 AP 00399262 04/03/2019 CCS ORANGE COUNTY JANITORIAL INC.0.00 2,167.84 2,167.84 AP 00399263 04/03/2019 CHAPARRAL HEIGHTS MOBILE HOME PARK 500.00 0.00 500.00 ***AP 00399264 04/03/2019 CHARTER COMMUNICATIONS 7,974.94 6,362.14 14,337.08 ***AP 00399265 04/03/2019 CINTAS CORPORATION #150 3,196.58 360.30 3,556.88 AP 00399266 04/03/2019 CLEAN STREET INC.250.00 0.00 250.00 AP 00399267 04/03/2019 CONCEPT POWDER COATING 1,020.00 0.00 1,020.00 AP 00399268 04/03/2019 CONNOR, CURT 500.00 0.00 500.00 AP 00399269 04/03/2019 CONSOLIDATED ELECTRICAL DISTR INC 0.00 219.59 219.59 AP 00399270 04/03/2019 COST RECOVERY SYSTEMS INC 10,000.00 0.00 10,000.00 AP 00399271 04/03/2019 CREATIVE BUS SALES 45.61 0.00 45.61 AP 00399272 04/03/2019 CRIME SCENE STERI-CLEAN LLC 540.00 0.00 540.00 AP 00399273 04/03/2019 D & D SERVICES INC.451.50 0.00 451.50 AP 00399274 04/03/2019 DANG, TIM 1,283.00 0.00 1,283.00 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:5 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399275 04/03/2019 DATA TICKET INC 9,281.24 0.00 9,281.24 AP 00399276 04/03/2019 DAVID, DIANE 210.00 0.00 210.00 AP 00399277 04/03/2019 DEALER ALTERNATIVE SOLUTIONS 361.44 0.00 361.44 AP 00399278 04/03/2019 DELL MARKETING LP 22,573.53 0.00 22,573.53 AP 00399279 04/03/2019 DESERT-CANDLE LP 3,733.00 0.00 3,733.00 AP 00399280 04/03/2019 DLIMAGING 854.79 0.00 854.79 AP 00399281 04/03/2019 DOG WASTE DEPOT 537.62 0.00 537.62 AP 00399282 04/03/2019 EMBROIDME 341.37 0.00 341.37 AP 00399283 04/03/2019 EMPIRE ECONOMICS INC 6,500.00 0.00 6,500.00 AP 00399284 04/03/2019 FEDERAL EXPRESS CORP 28.95 0.00 28.95 AP 00399285 04/03/2019 FEDERAL EXPRESS CORP 23.37 0.00 23.37 AP 00399286 04/03/2019 FORD OF UPLAND INC 1,080.00 0.00 1,080.00 AP 00399287 04/03/2019 FRASURE, MICHAEL 24.77 0.00 24.77 ***AP 00399289 04/03/2019 FRONTIER COMM 3,807.51 571.22 4,378.73 AP 00399290 04/03/2019 FUEL SERV 673.40 0.00 673.40 AP 00399291 04/03/2019 GAIL MATERIALS 3,518.78 0.00 3,518.78 AP 00399292 04/03/2019 GALE, BRIAN 866.00 0.00 866.00 AP 00399293 04/03/2019 GATEWAY PET CEMETERY AND CREMATORY 650.00 0.00 650.00 AP 00399294 04/03/2019 GERTESCCA TOURING INC 19,500.00 0.00 19,500.00 AP 00399295 04/03/2019 GLADWELL GOVERNMENT SERVICES 4,800.00 0.00 4,800.00 AP 00399296 04/03/2019 GLOBALSTAR USA 171.82 0.00 171.82 AP 00399297 04/03/2019 GOLDEN OAKS VET HOSPITAL 50.00 0.00 50.00 AP 00399298 04/03/2019 GOSE, DALE 160.00 0.00 160.00 ***AP 00399299 04/03/2019 GRAINGER 1,787.09 1,185.99 2,973.08 AP 00399300 04/03/2019 GRAPHICS FACTORY PRINTING INC.105.04 0.00 105.04 AP 00399301 04/03/2019 GRAYBAR ELECTRIC CO.495.61 0.00 495.61 AP 00399302 04/03/2019 GROVES ON FOOTHILL, THE 300.00 0.00 300.00 AP 00399303 04/03/2019 H2 INTERNATIONAL INC 307.48 0.00 307.48 AP 00399304 04/03/2019 HIETT, BARRY 105.00 0.00 105.00 AP 00399305 04/03/2019 HILLS PET NUTRITION SALES INC 818.29 0.00 818.29 ***AP 00399306 04/03/2019 HMC ARCHITECTS 12,857.50 23,202.20 36,059.70 AP 00399307 04/03/2019 HO, HOWARD 833.00 0.00 833.00 AP 00399308 04/03/2019 HO, JOSEPHINE 833.00 0.00 833.00 AP 00399309 04/03/2019 HOMECOMING V AT TERRA VISTA LLC 31.61 0.00 31.61 AP 00399310 04/03/2019 HOMETOWN AMERICA RAMONA VILLA 600.00 0.00 600.00 AP 00399311 04/03/2019 HOYT LUMBER CO., SM 0.00 41.87 41.87 AP 00399312 04/03/2019 IDEXX DISTRIBUTION INC 3,010.01 0.00 3,010.01 AP 00399313 04/03/2019 IMEG CORP 6,016.00 0.00 6,016.00 AP 00399314 04/03/2019 INLAND EMPIRE RESOURCE CONSERVATION DISTRICT 5,000.00 0.00 5,000.00 AP 00399315 04/03/2019 INLAND PACIFIC BALLET 34,000.00 0.00 34,000.00 ***AP 00399316 04/03/2019 INTERSTATE BATTERIES 1,561.32 1,053.80 2,615.12 AP 00399317 04/03/2019 IRON MOUNTAIN OSDP 874.49 0.00 874.49 AP 00399318 04/03/2019 JOHNNY ALLEN TENNIS ACADEMY 2,346.60 0.00 2,346.60 AP 00399319 04/03/2019 JORDAN, SHARON 100.00 0.00 100.00 AP 00399320 04/03/2019 LEVERAGE INFORMATION SYSTEMS INC 15,333.45 0.00 15,333.45 AP 00399321 04/03/2019 LINDA RYAN REPORTING 1,746.00 0.00 1,746.00 AP 00399322 04/03/2019 LU'S LIGHTHOUSE INC 2,423.13 0.00 2,423.13 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:6 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399323 04/03/2019 MAIN STREET SIGNS 387.68 0.00 387.68 AP 00399324 04/03/2019 MANKARIOUS, FONDA 70.00 0.00 70.00 ***AP 00399325 04/03/2019 MARIPOSA LANDSCAPES INC 26,111.47 2,431.98 28,543.45 AP 00399326 04/03/2019 MCI 33.36 0.00 33.36 AP 00399327 04/03/2019 MCLOUGHLIN, CATHY 878.00 0.00 878.00 AP 00399328 04/03/2019 MCMASTER CARR SUPPLY COMPANY 212.81 0.00 212.81 AP 00399329 04/03/2019 MUNOZ, LUIS 26.00 0.00 26.00 ***AP 00399330 04/03/2019 NAPA AUTO PARTS 77.45 68.66 146.11 AP 00399331 04/03/2019 NEOPOST-4715 - FIRST DATA REMITCO 25,000.00 0.00 25,000.00 AP 00399332 04/03/2019 NEWCO DISTRIBUTORS INC 526.47 0.00 526.47 AP 00399333 04/03/2019 NGUYEN, THANH 180.29 0.00 180.29 AP 00399334 04/03/2019 NICKEL, MARY 500.00 0.00 500.00 AP 00399335 04/03/2019 ONTARIO SPAY AND NEUTER INC 550.00 0.00 550.00 AP 00399336 04/03/2019 ONTARIO WINNELSON CO 139.00 0.00 139.00 AP 00399337 04/03/2019 OPARC 748.00 0.00 748.00 ***AP 00399338 04/03/2019 ORKIN PEST CONTROL 280.00 234.41 514.41 AP 00399339 04/03/2019 PACIFIC UTILITY INSTALLATION INC 531.60 0.00 531.60 AP 00399340 04/03/2019 PINES MOBILE HOME PARK, THE 300.00 0.00 300.00 AP 00399341 04/03/2019 PRIME GLASS 736.73 0.00 736.73 AP 00399342 04/03/2019 RANCHO CUCAMONGA QUAKES 12,900.00 0.00 12,900.00 AP 00399343 04/03/2019 RANCHO REGIONAL VETERINARY HOSPITAL INC 69.68 0.00 69.68 AP 00399344 04/03/2019 RITMAR PRODUCTIONS INC 13,764.00 0.00 13,764.00 AP 00399345 04/03/2019 ROADRUNNER PHARMACY 166.97 0.00 166.97 AP 00399346 04/03/2019 RODAS' AUTO REPAIR 2,624.03 0.00 2,624.03 AP 00399347 04/03/2019 SAN BERNARDINO CTY 17,708.34 0.00 17,708.34 AP 00399348 04/03/2019 SAN BERNARDINO CTY AUDITOR CONTROLLER 2,904.60 0.00 2,904.60 AP 00399349 04/03/2019 SCENE 508 INC 833.00 0.00 833.00 AP 00399350 04/03/2019 SHAHID, USMAN 100.00 0.00 100.00 AP 00399351 04/03/2019 SIGN SHOP, THE 0.00 75.96 75.96 AP 00399352 04/03/2019 SIMPLYWELL 49.95 0.00 49.95 AP 00399355 04/03/2019 SOCIAL VOCATIONAL SERVICES 4,032.00 0.00 4,032.00 AP 00399356 04/03/2019 SONSRAY MACHINERY LLC 665.61 0.00 665.61 ***AP 00399363 04/03/2019 SOUTHERN CALIFORNIA EDISON 10,052.14 2,292.08 12,344.22 AP 00399364 04/03/2019 SOUTHERN CALIFORNIA EDISON 59.92 0.00 59.92 AP 00399365 04/03/2019 SOUTHERN CALIFORNIA EDISON 1,844.25 0.00 1,844.25 AP 00399366 04/03/2019 SOUTHERN CALIFORNIA EDISON 745.02 0.00 745.02 AP 00399367 04/03/2019 STERLING COFFEE SERVICE 0.00 384.75 384.75 AP 00399368 04/03/2019 STROHMAN, JASON 33.00 0.00 33.00 AP 00399369 04/03/2019 SUN BADGE CO 0.00 141.92 141.92 AP 00399370 04/03/2019 SYCAMORE VILLA MOBILE HOME PARK 400.00 0.00 400.00 AP 00399371 04/03/2019 TIREHUB LLC 675.87 0.00 675.87 AP 00399372 04/03/2019 TKATCH, GIBBI 3,227.00 0.00 3,227.00 AP 00399373 04/03/2019 TOMCO LLC 13,978.12 0.00 13,978.12 AP 00399374 04/03/2019 TORO TOWING 100.00 0.00 100.00 AP 00399375 04/03/2019 TSAI, THOMAS 666.00 0.00 666.00 AP 00399376 04/03/2019 U.S. BANK PARS ACCT #6746022500 1,216.05 0.00 1,216.05 AP 00399377 04/03/2019 U.S. BANK PARS ACCT #6746022500 15,916.24 0.00 15,916.24 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:7 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 37 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399378 04/03/2019 U.S. BANK PARS ACCT #6745033700 6,605.00 0.00 6,605.00 AP 00399379 04/03/2019 ULINE 68.37 0.00 68.37 AP 00399380 04/03/2019 UNDERGROUND SVC ALERT OF SO CAL 382.90 0.00 382.90 AP 00399381 04/03/2019 UNITED PACIFIC SERVICES INC 30,520.00 0.00 30,520.00 AP 00399382 04/03/2019 UPS 54.94 0.00 54.94 AP 00399383 04/03/2019 US POSTMASTER 11,250.00 0.00 11,250.00 AP 00399384 04/03/2019 UTILIQUEST 1,758.31 0.00 1,758.31 AP 00399385 04/03/2019 UY, FRANCIS R.210.00 0.00 210.00 AP 00399386 04/03/2019 VALVERDE SCHOOL OF PERFORMING ARTS 9,819.75 0.00 9,819.75 AP 00399387 04/03/2019 VAN SCOYOC ASSOCIATES INC 4,000.00 0.00 4,000.00 AP 00399388 04/03/2019 VERIZON WIRELESS - LA 0.00 4,102.50 4,102.50 AP 00399389 04/03/2019 VICTOR MEDICAL COMPANY 19,928.58 0.00 19,928.58 AP 00399390 04/03/2019 VORTEX INDUSTRIES INC 865.00 0.00 865.00 AP 00399391 04/03/2019 WAXIE SANITARY SUPPLY 1,194.50 0.00 1,194.50 AP 00399392 04/03/2019 WEST END MATERIAL SUPPLY 161.67 0.00 161.67 AP 00399394 04/03/2019 WESTERN UNIVERSITY OF HEALTH SCIENCE 3,315.00 0.00 3,315.00 AP 00399395 04/03/2019 YI, KAITLYN 15.00 0.00 15.00 AP 00399396 04/03/2019 YORK INDUSTRIES 1,261.28 0.00 1,261.28 AP 00399397 04/03/2019 ZOETIS US LLC 2,476.75 0.00 2,476.75 AP 00399398 04/04/2019 ABC LOCKSMITHS 0.00 9.70 9.70 AP 00399400 04/04/2019 BRODART BOOKS 2,893.89 0.00 2,893.89 AP 00399401 04/04/2019 CITRUS MOTORS ONTARIO INC 0.00 81.93 81.93 AP 00399402 04/04/2019 CRAFCO INC 1,017.54 0.00 1,017.54 ***AP 00399403 04/04/2019 DUMBELL MAN FITNESS EQUIPMENT, THE 150.00 528.40 678.40 AP 00399404 04/04/2019 EMCOR SERVICE 1,680.00 0.00 1,680.00 AP 00399405 04/04/2019 GRANICUS INC 6,863.51 0.00 6,863.51 AP 00399406 04/04/2019 HOSE MAN INC 69.48 0.00 69.48 AP 00399407 04/04/2019 KME FIRE APPARATUS 0.00 1,158.21 1,158.21 AP 00399408 04/04/2019 LENOVO (UNITED STATES) INC.20,235.45 0.00 20,235.45 AP 00399409 04/04/2019 OC TANNER RECOGNITION COMPANY 369.13 0.00 369.13 ***AP 00399410 04/04/2019 OFFICE DEPOT 4,242.73 505.05 4,747.78 AP 00399411 04/04/2019 PSA PRINT GROUP 38.79 0.00 38.79 AP 00399412 04/04/2019 SITEONE LANDSCAPE SUPPLY LLC 3,445.90 0.00 3,445.90 AP 00399413 04/04/2019 THOMPSON PLUMBING SUPPLY INC 756.29 0.00 756.29 $4,899,737.53 $5,000,725.91 $100,988.38 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:8 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 38 DATE: April 17, 2019 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 $4,123.55 DATED MARCH 26, 2019 THROUGH APRIL 08, 2019. 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 ­ Fire ANALYSIS: N/A FISCAL IMPACT: Adequate budgeted funds are available for the payment of demands per the attached listing.  Page 39 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT So Calif Gas Company Only. AND CITY OF RANCHO CUCAMONGA 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399170 03/27/2019 SO CALIF GAS COMPANY 0.00 1,527.79 1,527.79 ***AP 00399353 04/03/2019 SO CALIF GAS COMPANY 18,917.49 2,595.76 21,513.25 AP 00399354 04/03/2019 SO CALIF GAS COMPANY 824.50 0.00 824.50 $19,741.99 $23,865.54 $4,123.55 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 08:55:20 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:1 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 40 DATE: April 17, 2019 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, Management Analyst III SUBJECT:CONSIDERATION TO RECEIVE AND FILE CURRENT INVESTMENT SCHEDULE AS OF MARCH 31, 2019. 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 March 31, 2019. BACKGROUND: The attached investment schedule as of March 31, 2019 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 March 31, 2019 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 41 Page 42 Page 43 Page 44 Page 45 Page 46 Page 47 DATE: April 17, 2019 TO:President and Members of the Board of Directors FROM:John Gillison, City Manager INITIATED BY:Ruth Cain, CPPB, Procurement Manager Cheryl Combs, Procurement Technician SUBJECT:CONSIDERATION TO APPROVE THE USE OF A COOPERATIVE CONTRACT THROUGH NASPO VALUE POINT #MA19101 AWARDED TO THE GOODYEAR YEAR TIRE AND RUBBER COMPANY (GOODYEAR), BY THE STATE OF IOWA, FOR THE PURCHASE OF GOODYEAR TIRES, TUBES, AND SERVICES FOR THE REMAINDER OF FISCAL YEAR 2018/2019 AND AUTHORIZE THE USE  OF FUTURE RENEWALS AS AWARDED BY THE STATE OF IOWA THROUGH NASPO VALUE POINT, TO BE FUNDED BY VARIOUS CITYWIDE ACCOUNT NUMBERS IN ACCORDANCE WITH THE ADOPTED FISCAL YEAR BUDGETS. RECOMMENDATION: Staff recommends the Fire Board approve the use of a cooperative contract through NASPO Value Point, #MA19101 awarded to The Goodyear Tire and Rubber Company by the State of Iowa, to be utilized citywide for the purchase of tires, tubes, and services for the remainder of Fiscal Year 2018/2019, and authorize the use of future renewals as awarded by the State of Iowa through the NASPO Value Point Contract #MA19101, to be funded by various citywide account numbers in accordance with the adopted fiscal year budgets. BACKGROUND: Per the City of Rancho Cucamonga's Municipal Code, Section 3.08.070, the Fire Board may award contracts when the purchase is beneficial to the interest of the Fire Board and is from a supplier who has been awarded a specific item or items in a contract resulting from a formal competitive bid process by another governmental agency within the State of California or by the federal government within the last year. ANALYSIS: As part of an ongoing review of Board operations, the Procurement Division has identified a viable cooperative purchasing option with Goodyear  for the supply of tires, tubes, and related services as needed. Goodyear was awarded the contract from NASPO Value Point, which allows other agencies to award a contract at the same prices, terms and conditions. Staff has reviewed the contract and is satisfied that it meets the Board's requirements. Staff recommends that Fire Board authorize the purchase of tires, tubes and services as needed for the remainder of Fiscal Year 2018/2019 from Goodyear utilizing the Iowa State Contract #MA19101 through NASPO Value Point and authorize the use of future renewals as awarded by  the State of Iowa, to be funded by various citywide account numbers in accordance with the adopted fiscal year budgets. The contract term has an effective date of April 1, 2019 and an expiration date of March 31, 2024. Page 48 DATE: April 17, 2019TO:President and Members of the Board of DirectorsFROM:John Gillison, City ManagerINITIATED BY:Ruth Cain, CPPB, Procurement ManagerCheryl Combs, Procurement TechnicianSUBJECT:CONSIDERATION TO APPROVE THE USE OF A COOPERATIVECONTRACT THROUGH NASPO VALUE POINT #MA19101 AWARDED TOTHE GOODYEAR YEAR TIRE AND RUBBER COMPANY (GOODYEAR), BYTHE STATE OF IOWA, FOR THE PURCHASE OF GOODYEAR TIRES,TUBES, AND SERVICES FOR THE REMAINDER OF FISCAL YEAR2018/2019 AND AUTHORIZE THE USE  OF FUTURE RENEWALS ASAWARDED BY THE STATE OF IOWA THROUGH NASPO VALUE POINT, TOBE FUNDED BY VARIOUS CITYWIDE ACCOUNT NUMBERS INACCORDANCE WITH THE ADOPTED FISCAL YEAR BUDGETS.RECOMMENDATION:Staff recommends the Fire Board approve the use of a cooperative contract through NASPO ValuePoint, #MA19101 awarded to The Goodyear Tire and Rubber Company by the State of Iowa, to beutilized citywide for the purchase of tires, tubes, and services for the remainder of Fiscal Year2018/2019, and authorize the use of future renewals as awarded by the State of Iowa through theNASPO Value Point Contract #MA19101, to be funded by various citywide account numbers inaccordance with the adopted fiscal year budgets.BACKGROUND:Per the City of Rancho Cucamonga's Municipal Code, Section 3.08.070, the Fire Board may awardcontracts when the purchase is beneficial to the interest of the Fire Board and is from a supplier whohas been awarded a specific item or items in a contract resulting from a formal competitive bid processby another governmental agency within the State of California or by the federal government within thelast year. COUNCIL GOAL(S) ADDRESSED: Use of  the Iowa State Cooperative Contract #MA19101 through NASPO Value Point with Goodyear is tied to the mid and long range City Council goal by effectively managing cost by providing steeper discounts to the City due to the high product volume procured by Citywide Departments as well as other entities that also utilize the Contract. This allows for more accurate budget planning for departments for the term of the Agreement.  ANALYSIS:As part of an ongoing review of Board operations, the Procurement Division has identified a viablecooperative purchasing option with Goodyear  for the supply of tires, tubes, and related services asneeded. Goodyear was awarded the contract from NASPO Value Point, which allows other agencies toaward a contract at the same prices, terms and conditions. Staff has reviewed the contract and issatisfied that it meets the Board's requirements.Staff recommends that Fire Board authorize the purchase of tires, tubes and services as needed for theremainder of Fiscal Year 2018/2019 from Goodyear utilizing the Iowa State Contract #MA19101through NASPO Value Point and authorize the use of future renewals as awarded by  the State of Iowa, to be funded by various citywide account numbers in accordance with the adopted fiscal year budgets. The contract term has an effective date of April 1, 2019 and an expiration date of March 31, 2024. FISCAL IMPACT: During FY 2018/2019, the approximate amount spent on purchases of tires, tubes, and services was $44,961. There would be no fiscal impact beyond that which has already been budgeted in the FY 2018/2019 adopted budget. Page 49 DATE: April 17, 2019 TO:President and Members of the Board of Directors FROM:John R. Gillison, City Manager INITIATED BY:Linda A. Troyan, MMC, City Clerk Services Director Patricia Bravo­Valdez, CMC, Assistant City Clerk SUBJECT:CONSIDERATION OF RESOLUTION NO. FD19­001, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES. RECOMMENDATION: Staff recommends the Fire Board adopt Resolution No. FD19­001, adopting revised Records Retention Schedules, authorizing destruction of certain obsolete City Records, and rescinding previous Records Retention Schedules. BACKGROUND: General records management principles recommend review and update of retention schedules periodically to ensure that the Fire District has an up­to­date inventory of documents and that current administrative procedures and legal mandates are applied. In 2018, the Fire District adopted new Records Retention Schedules. COUNCIL GOAL(S) ADDRESSED: ANALYSIS: 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. City staff has worked closely with City Departments, Gladwell Governmental Services, and the City Attorney's Office to revise the schedules.  The proposed revisions to the Schedule are reflective of new laws since 2018, and best practices, and are identified on the attached Records Retention Schedules in colored and strike­out format. At this time, staff recommends the Fire District approve the revised Records Retention Schedules.  It is standard business practice for agencies to authorize the routine destruction of records that have exceeded their adopted retention period. The Fire District currently authorizes records to be destroyed with the consent of the Fire Chief, City Manager, City Clerk Services Director, and City Attorney without further action by the Fire Board and recommends continuing this practice. FISCAL IMPACT: The Fire District will realize a savings in records storage expenses. Page 50 DATE: April 17, 2019TO:President and Members of the Board of DirectorsFROM:John R. Gillison, City ManagerINITIATED BY:Linda A. Troyan, MMC, City Clerk Services DirectorPatricia Bravo­Valdez, CMC, Assistant City ClerkSUBJECT:CONSIDERATION OF RESOLUTION NO. FD19­001, ADOPTING REVISEDRECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION,AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES.RECOMMENDATION:Staff recommends the Fire Board adopt Resolution No. FD19­001, adopting revised RecordsRetention Schedules, authorizing destruction of certain obsolete City Records, and rescinding previousRecords Retention Schedules.BACKGROUND:General records management principles recommend review and update of retention schedulesperiodically to ensure that the Fire District has an up­to­date inventory of documents and that currentadministrative procedures and legal mandates are applied. In 2018, the Fire District adopted newRecords Retention Schedules. 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. FD19­001 and Records Retention Schedules ANALYSIS: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.City staff has worked closely with City Departments, Gladwell Governmental Services, and the CityAttorney's Office to revise the schedules. The proposed revisions to the Schedule are reflective of new laws since 2018, and best practices, andare identified on the attached Records Retention Schedules in colored and strike­out format. At thistime, staff recommends the Fire District approve the revised Records Retention Schedules. It is standard business practice for agencies to authorize the routine destruction of records that haveexceeded their adopted retention period. The Fire District currently authorizes records to be destroyedwith the consent of the Fire Chief, City Manager, City Clerk Services Director, and City Attorney withoutfurther action by the Fire Board and recommends continuing this practice.FISCAL IMPACT:The Fire District will realize a savings in records storage expenses. Page 51 RESOLUTION NO. FD19-001 - Page 1 of 2 RESOLUTION NO. FD19-001 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 1 Page 52 RESOLUTION NO. FD19-001 - 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 papers, 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 __________, 2019. APPROVED AS TO FORM: District Counsel Page 53 HOW TO USE RETENTION SCHEDULES ©1995-2018 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).” Page 54 RECORDS RETENTION SCHEDULE LEGEND ©1995 - 2018 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, mee ting 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 period; 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 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 55 Ver. 4.0 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. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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; CCP §§337 et seq, 349.4; 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 Adopted: 1/16/2018 Page 56 Ver. 4.0 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. 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 grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; 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., 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133GC §§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 Adopted: 1/16/2018 Page 57 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 58 Ver. 4.0 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. 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) 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 Adopted: 1/16/2018 Page 59 Ver. 4.0 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. 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 10 years 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 Adopted: 1/16/2018 Page 60 Ver. 4.0 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. 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 §§338 et seq., 340 et seq., 342, GC §§945.6, 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 Adopted: 1/16/2018 Page 61 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 62 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 63 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 64 Ver. 4.0 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. 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; 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 Adopted: 1/16/2018 Page 65 Ver. 4.0 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. 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, 945.6, 34090, 34090.6; PC §832.5(b) 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 Adopted: 1/16/2018 Page 66 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 67 Ver. 4.0 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. 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; CCP§337 et seq; 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 Adopted: 1/16/2018 Page 68 Ver. 4.0 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. 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; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §§34090, 60201 et seq. 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 Adopted: 1/16/2018 Page 69 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 70 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 71 Ver. 4.0 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. 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) 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 Adopted: 1/16/2018 Page 72 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 73 Ver. 4.0 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. 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-008 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 2 years 7 years Mag, Ppr Department Preference; GC §34090 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. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 74 Ver. 4.0 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. 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-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 Adopted: 1/16/2018 Page 75 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 76 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 77 Ver. 4.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-023 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-025 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-027 W-9s 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 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 78 Ver. 4.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUDGET MANAGEMENT Finance / Budget Manage. FIN-028 Budgets - Preliminary, Proposed, Backup Documents (The Final Budget is maintained by the City Clerk with the Agenda Packet) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 BUSINESS LICENSE & REVENUE Finance / Business License & Revenue FIN-029 Business License & Permit Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Business License & Revenue FIN-030 Business License & Permit Applications and Changes P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Used by Planning for Zoning Clearances); GC §34090 et seq. Finance / Business License & Revenue FIN-031 Business License & Permit Renewals 5 years 5 years Mag, Ppr Department preference (meets municipal government auditing requirements); GC §34090 et seq. SPECIAL DISTRICTS Finance / Special Districts 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. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 79 Ver. 4.0 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. 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-033 Planned Communities Citizens' Oversight Committee (Landscape Maintenance Districts / Special Districts) 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) Finance / Special Districts FIN-034 Planned Communities Citizens' Oversight Committee (Landscape Maintenance Districts / Special Districts) MINUTES P P Yes Mag, Mfr, OD, Ppr S No Send originals to the City Clerk; GC §34090.7 Finance / Special Districts FIN-035 Planned Communities Citizens' Oversight Committee and Landscape Maintenance Districts Citizens' Oversight Committee AGENDAS & AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 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 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 Adopted: 1/16/2018 Page 80 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 81 Ver 9.0 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. Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). 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 ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 82 Ver 9.0 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. 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 5 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, 60201, 53235.2(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 ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 83 Ver 9.0 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. 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 ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 84 Ver 9.0 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. 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 Shop Drawings Necessary for 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 180 days 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 Plans, 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 ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 85 Ver 9.0 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. 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 ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 86 Ver 9.0 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. 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 ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 87 Ver 9.0 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. 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 ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 88 Ver 9.0 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. 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 ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 89 Ver 9.0 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. 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 Plans, Fire Sprinkler Plans, 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 ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 90 Ver 9.0 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. 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 5 years When No Longer Required - Minimum 2 5 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 ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 91 Ver 9.0 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. 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 ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 92 DATE: April 17, 2019 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 $1,613,614.96 AND WEEKLY CHECK REGISTERS (EXCLUDING CHECKS ISSUED TO SOUTHERN CALIFORNIA GAS COMPANY) IN THE AMOUNT OF $4,899,737.53 DATED MARCH 26 ,2019 THROUGH APRIL 08,2019. 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 93 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00008864 03/27/2019 BiCOASTAL PRODUCTIONS 11,887.00 0.00 11,887.00 AP 00008865 03/27/2019 CALIF GOVERNMENT VEBA/RANCHO CUCAMONGA 13,955.00 0.00 13,955.00 AP 00008866 03/27/2019 CHAFFEY JOINT UNION HS DISTRICT 1,073.04 0.00 1,073.04 AP 00008867 03/27/2019 RCCEA 1,783.00 0.00 1,783.00 AP 00008868 03/27/2019 RCPFA 11,989.18 0.00 11,989.18 AP 00008869 03/27/2019 TANKO LIGHTING 5,343.75 0.00 5,343.75 AP 00008870 04/03/2019 ALL CITY MANAGEMENT SERVICES INC.35,881.21 0.00 35,881.21 AP 00008871 04/03/2019 SAN BERNARDINO CTY SHERIFFS DEPT 3,179,412.00 0.00 3,179,412.00 AP 00399031 03/27/2019 ABLE BUILDING MAINTENANCE 1,099.40 0.00 1,099.40 AP 00399032 03/27/2019 ABSOLUTE SECURITY INTERNATIONAL INC 15,350.24 0.00 15,350.24 AP 00399033 03/27/2019 ADVANCED CHEMICAL TRANSPORT 1,280.00 0.00 1,280.00 AP 00399034 03/27/2019 AFLAC GROUP INSURANCE 40.97 0.00 40.97 AP 00399035 03/27/2019 ALL WELDING 354.00 0.00 354.00 AP 00399036 03/27/2019 ALPHAGRAPHICS 135.24 0.00 135.24 AP 00399037 03/27/2019 AMERICAN SOLAR ADVANTAGE INC 359.19 0.00 359.19 AP 00399038 03/27/2019 AMERON POLE PRODUCTS LLC 23,099.55 0.00 23,099.55 AP 00399039 03/27/2019 ARCHITERRA DESIGN GROUP 7,633.75 0.00 7,633.75 AP 00399040 03/27/2019 AROCHO, ALMA 1,529.30 0.00 1,529.30 AP 00399041 03/27/2019 ART OF LIVING FOUNDATION 36.00 0.00 36.00 AP 00399042 03/27/2019 BADGE FRAME INC 1,497.73 0.00 1,497.73 AP 00399043 03/27/2019 BAST, KAROLYN 432.00 0.00 432.00 AP 00399044 03/27/2019 BLACKSMITH SHOP, THE 4,959.00 0.00 4,959.00 AP 00399045 03/27/2019 BRIGHT BOX ENTERPRISES 1,200.00 0.00 1,200.00 AP 00399046 03/27/2019 BRIGHTVIEW LANDSCAPE SERVICES INC.19,791.67 0.00 19,791.67 AP 00399050 03/27/2019 C V W D 26,736.26 0.00 26,736.26 AP 00399051 03/27/2019 CABLE INC.43,539.85 0.00 43,539.85 AP 00399052 03/27/2019 CAL PERS LONG TERM CARE PROGRAM 152.48 0.00 152.48 AP 00399053 03/27/2019 CALIFA GROUP 14,299.63 0.00 14,299.63 AP 00399054 03/27/2019 CALIFORNIA, STATE OF 250.00 0.00 250.00 AP 00399055 03/27/2019 CALIFORNIA, STATE OF 314.11 0.00 314.11 AP 00399056 03/27/2019 CALIFORNIA, STATE OF 7.22 0.00 7.22 AP 00399057 03/27/2019 CALIFORNIA, STATE OF 8.44 0.00 8.44 AP 00399058 03/27/2019 CALIFORNIA, STATE OF 526.28 0.00 526.28 AP 00399059 03/27/2019 CALPROMAX ENGINEERING INC.5,891.08 0.00 5,891.08 AP 00399060 03/27/2019 CALPROMAX ENGINEERING INC.4,000.00 0.00 4,000.00 AP 00399061 03/27/2019 CARAHSOFT TECHNOLOGY CORP 5,376.34 0.00 5,376.34 AP 00399062 03/27/2019 CART RETRIEVAL INC 138.00 0.00 138.00 AP 00399063 03/27/2019 CINTAS CORPORATION #150 0.00 318.55 318.55 AP 00399064 03/27/2019 CIVIC SOLUTIONS INC 5,400.00 0.00 5,400.00 AP 00399065 03/27/2019 CLARK, KAREN 720.00 0.00 720.00 AP 00399066 03/27/2019 CRRA 400.00 0.00 400.00 AP 00399067 03/27/2019 DANIELS, NOAH 45.28 0.00 45.28 AP 00399068 03/27/2019 DELTA DENTAL INSURANCE COMPANY 1,333.78 0.00 1,333.78 AP 00399069 03/27/2019 DELTA DENTAL INSURANCE COMPANY 42,706.59 0.00 42,706.59 AP 00399070 03/27/2019 DOLLARHIDE, GINGER 184.00 0.00 184.00 AP 00399071 03/27/2019 DREAM BIG CHILDREN'S CENTER 283.14 0.00 283.14 AP 00399072 03/27/2019 DUNN, ANN MARIE 779.97 0.00 779.97 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:1 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399073 03/27/2019 EASTERLING, RAY 268.79 0.00 268.79 AP 00399074 03/27/2019 ELECNOR BELCO ELECTRIC INC 67,697.00 0.00 67,697.00 AP 00399075 03/27/2019 ENN GEE CORP.427.00 0.00 427.00 AP 00399076 03/27/2019 EXECUTIVE AUTO DETAIL 0.00 205.00 205.00 AP 00399077 03/27/2019 FEDERAL EXPRESS CORP 18.68 0.00 18.68 AP 00399078 03/27/2019 FORD OF UPLAND INC 9,838.06 0.00 9,838.06 AP 00399079 03/27/2019 FORTIN LAW GROUP 2,606.51 0.00 2,606.51 AP 00399080 03/27/2019 FRANKLIN TRUCK PARTS 0.00 1,990.53 1,990.53 AP 00399081 03/27/2019 GEISSLER, RICK L 100.00 0.00 100.00 AP 00399082 03/27/2019 GEOGRAPHICS 653.75 0.00 653.75 AP 00399083 03/27/2019 GIORDANO, MARIANNA 57.60 0.00 57.60 ***AP 00399084 03/27/2019 GOLDEN STATE RISK MANAGEMENT AUTHORITY 100,073.00 1,381.00 101,454.00 AP 00399085 03/27/2019 GONSALVES AND SON, JOE A 3,000.00 0.00 3,000.00 AP 00399086 03/27/2019 GRAYBAR ELECTRIC CO.1,847.16 0.00 1,847.16 AP 00399087 03/27/2019 GREEN SOLAR TECH CALIFORNIA INC 407.00 0.00 407.00 AP 00399088 03/27/2019 GREENBERG GLUSKER 2,228.75 0.00 2,228.75 AP 00399089 03/27/2019 HALE, KY 51.99 0.00 51.99 AP 00399090 03/27/2019 HAMILTON, MONIQUE 1,800.00 0.00 1,800.00 AP 00399091 03/27/2019 HAMPTON YOGA 1,214.96 0.00 1,214.96 AP 00399092 03/27/2019 HI WAY SAFETY INC 8,993.22 0.00 8,993.22 AP 00399093 03/27/2019 HORIZONS CONSTRUCTION COMPANY INTERNATIONAL 0.00 9,857.81 9,857.81 AP 00399094 03/27/2019 HOYT LUMBER CO., SM 0.00 27.11 27.11 AP 00399095 03/27/2019 IMPRESSIONS GOURMET CATERING 894.33 0.00 894.33 AP 00399096 03/27/2019 INLAND DESERT SECURITY & COMMUNICATIONS INC 50.00 0.00 50.00 AP 00399097 03/27/2019 INTERNATIONAL CREATIVE MANAGEMENT PARTNERS 5,000.00 0.00 5,000.00 ***AP 00399098 03/27/2019 INTERSTATE BATTERIES 328.15 535.07 863.22 AP 00399099 03/27/2019 IPERMIT E RATERS 209.60 0.00 209.60 AP 00399100 03/27/2019 J AND S STRIPING CO INC 3,599.00 0.00 3,599.00 AP 00399101 03/27/2019 JANDI ENTERPRISES INC 1,000.00 0.00 1,000.00 AP 00399102 03/27/2019 JEEP CHRYSLER OF ONTARIO INC 214.98 0.00 214.98 AP 00399103 03/27/2019 KAISER FOUNDATION HEALTH PLAN INC 231,523.04 0.00 231,523.04 AP 00399104 03/27/2019 LA STAGE ALLIANCE 300.00 0.00 300.00 AP 00399105 03/27/2019 LATREACE, RAINEY 368.00 0.00 368.00 AP 00399106 03/27/2019 LEE, DIANNA 180.75 0.00 180.75 AP 00399107 03/27/2019 LEVEL 3 COMMUNICATIONS LLC 5,391.94 0.00 5,391.94 AP 00399108 03/27/2019 LEVERAGE INFORMATION SYSTEMS INC 0.00 2,977.74 2,977.74 AP 00399109 03/27/2019 LEWIS II, BILL C 265.00 0.00 265.00 AP 00399110 03/27/2019 LITTLE BEAR PRODUCTIONS 275.00 0.00 275.00 AP 00399111 03/27/2019 MACIAS, JOSHUA 400.00 0.00 400.00 AP 00399112 03/27/2019 MADD SOUTHERN CALIFORNIA 300.00 0.00 300.00 AP 00399113 03/27/2019 MAIN STREET SIGNS 1,430.00 0.00 1,430.00 AP 00399114 03/27/2019 MALOOF FOUNDATION, SAM & ALFREDA 13,000.00 0.00 13,000.00 AP 00399115 03/27/2019 MARIPOSA LANDSCAPES INC 6,086.55 0.00 6,086.55 AP 00399116 03/27/2019 MAUNGLAY, SOE 205.68 0.00 205.68 AP 00399117 03/27/2019 MCMASTER CARR SUPPLY COMPANY 288.47 0.00 288.47 AP 00399118 03/27/2019 MIDWEST TAPE 659.38 0.00 659.38 AP 00399119 03/27/2019 MIJAC ALARM COMPANY 72.00 0.00 72.00 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:2 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399120 03/27/2019 MOTOROLA SOLUTIONS INC 11,015.64 0.00 11,015.64 AP 00399121 03/27/2019 MOUNTAIN VIEW SMALL ENG REPAIR 58.17 0.00 58.17 AP 00399122 03/27/2019 MULLEN, CLINTON 52.88 0.00 52.88 AP 00399123 03/27/2019 NAPA AUTO PARTS 0.00 66.98 66.98 AP 00399124 03/27/2019 NATIONAL DATA & SURVEYING SERVICES 825.00 0.00 825.00 AP 00399125 03/27/2019 NPI PRODUCTION SERVICES INC 42,287.00 0.00 42,287.00 AP 00399126 03/27/2019 ONTARIO WINNELSON CO 51.72 0.00 51.72 AP 00399127 03/27/2019 ORKIN PEST CONTROL 607.42 0.00 607.42 AP 00399128 03/27/2019 ORONA, PATRICIA 315.00 0.00 315.00 AP 00399129 03/27/2019 OTT, LAURA 900.01 0.00 900.01 AP 00399130 03/27/2019 OTT, SHARON 377.07 0.00 377.07 AP 00399131 03/27/2019 PARS 3,500.00 0.00 3,500.00 AP 00399132 03/27/2019 PIP PRINTING 315.28 0.00 315.28 AP 00399133 03/27/2019 PORAC LEGAL DEFENSE FUND 310.50 0.00 310.50 AP 00399134 03/27/2019 PRE-PAID LEGAL SERVICES INC 60.17 0.00 60.17 AP 00399135 03/27/2019 PRIME GLASS 563.25 0.00 563.25 AP 00399136 03/27/2019 QUALITY CODE PUBLISHING 1,076.70 0.00 1,076.70 AP 00399137 03/27/2019 QUALLS, ELENA 69.23 0.00 69.23 AP 00399138 03/27/2019 QUINN COMPANY 1,757.95 0.00 1,757.95 AP 00399139 03/27/2019 R AND R AUTOMOTIVE 793.74 0.00 793.74 AP 00399140 03/27/2019 RANCHO CUCAMONGA CHAMBER OF COMMERCE 3,166.00 0.00 3,166.00 AP 00399141 03/27/2019 RDO EQUIPMENT COMPANY 2.66 0.00 2.66 AP 00399142 03/27/2019 READ THE BOOKS LLC 1,070.00 0.00 1,070.00 AP 00399143 03/27/2019 REED, JOYCE 0.00 30.36 30.36 AP 00399144 03/27/2019 RF WHITE CO INC 3,169.61 0.00 3,169.61 AP 00399145 03/27/2019 RIGLEMAN, ENCARNACION ONTIVEROS 160.00 0.00 160.00 AP 00399146 03/27/2019 RJ NOBLE COMPANY 42,539.77 0.00 42,539.77 AP 00399147 03/27/2019 ROTARY CLUB OF RANCHO CUCAMONGA 223.25 0.00 223.25 AP 00399148 03/27/2019 ROTARY CORPORATION 546.16 0.00 546.16 AP 00399149 03/27/2019 ROTO ROOTER 3,981.00 0.00 3,981.00 AP 00399150 03/27/2019 ROYAL INDUSTRIAL SOLUTIONS CITY OF INDUSTRY 56.86 0.00 56.86 AP 00399151 03/27/2019 SAFEWAY SIGN COMPANY 331.87 0.00 331.87 AP 00399152 03/27/2019 SAMPLES, RYAN 252.70 0.00 252.70 AP 00399153 03/27/2019 SAN BERNARDINO CO AUDITOR CONT 12,215.93 0.00 12,215.93 AP 00399154 03/27/2019 SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT 6,500.00 0.00 6,500.00 AP 00399155 03/27/2019 SAN BERNARDINO CTY 0.00 12,697.62 12,697.62 AP 00399156 03/27/2019 SAN BERNARDINO CTY AUDITOR CONTROLLER 52.00 0.00 52.00 AP 00399157 03/27/2019 SAN BERNARDINO CTY FPO ASSOCIATION 0.00 80.00 80.00 AP 00399158 03/27/2019 SAN BERNARDINO SHERIFF'S DEPT 0.00 300.00 300.00 AP 00399159 03/27/2019 SANTILLANA, VANESSA 700.00 0.00 700.00 AP 00399160 03/27/2019 SBPEA 1,533.25 0.00 1,533.25 AP 00399161 03/27/2019 SC FUELS 23,682.91 0.00 23,682.91 AP 00399162 03/27/2019 SC FUELS 0.00 3,053.07 3,053.07 AP 00399163 03/27/2019 SHERIFFS COURT SERVICES 579.08 0.00 579.08 AP 00399164 03/27/2019 SHERIFFS COURT SERVICES 100.00 0.00 100.00 AP 00399165 03/27/2019 SIGN SHOP, THE 0.00 49.57 49.57 AP 00399166 03/27/2019 SIMPLY SOLAR LLC 407.00 0.00 407.00 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:3 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399167 03/27/2019 SIMPLYWELL 2,898.25 0.00 2,898.25 AP 00399168 03/27/2019 SIRSIDYNIX 400.00 0.00 400.00 AP 00399169 03/27/2019 SMART SOLAR MARKETING 407.00 0.00 407.00 AP 00399171 03/27/2019 SOLARMAX RENEWABLE ENERGY PROVIDER INC 814.00 0.00 814.00 AP 00399172 03/27/2019 SOUTH WEST SUN SOLAR INC 407.00 0.00 407.00 AP 00399174 03/27/2019 SOUTHERN CALIFORNIA EDISON 8,730.15 0.00 8,730.15 AP 00399175 03/27/2019 SOUTHLAND SPORTS OFFICIALS 1,080.00 0.00 1,080.00 AP 00399176 03/27/2019 STANDARD INSURANCE COMPANY 3,829.62 0.00 3,829.62 AP 00399177 03/27/2019 STANDARD INSURANCE COMPANY 11,746.95 0.00 11,746.95 AP 00399178 03/27/2019 STAPLETON, JOSHUA 0.00 270.00 270.00 AP 00399179 03/27/2019 STOR'EM SELF STORAGE 560.00 0.00 560.00 AP 00399180 03/27/2019 STOVER SEED COMPANY 3,340.25 0.00 3,340.25 AP 00399181 03/27/2019 SUNRUN INSTALLATION SERVICES INC 407.00 0.00 407.00 AP 00399182 03/27/2019 TECH 24 COMMERCIAL FOODSERVICE REPAIR INC 400.55 0.00 400.55 ***AP 00399183 03/27/2019 TESLA INC.36,107.83 7,739.31 43,847.14 ***AP 00399184 03/27/2019 THE COUNSELING TEAM INTERNATIONAL 1,662.50 180.00 1,842.50 AP 00399185 03/27/2019 THOMPSON BUILDING MATERIALS 701.11 0.00 701.11 AP 00399186 03/27/2019 TICKET ENVELOPE COMPANY 755.00 0.00 755.00 AP 00399187 03/27/2019 TIREHUB LLC 168.97 0.00 168.97 AP 00399188 03/27/2019 TORO TOWING 700.00 0.00 700.00 AP 00399189 03/27/2019 TORRES, EDWIN ANGULO 37.77 0.00 37.77 AP 00399190 03/27/2019 TRACEY, VAL 180.00 0.00 180.00 AP 00399191 03/27/2019 TRUJILLO, KASSANDRA 15.00 0.00 15.00 AP 00399192 03/27/2019 TYUS, IDA 518.40 0.00 518.40 AP 00399193 03/27/2019 U S LEGAL SUPPORT INC 388.11 0.00 388.11 AP 00399194 03/27/2019 ULINE 1,490.41 0.00 1,490.41 AP 00399195 03/27/2019 UNITED PACIFIC SERVICES INC 22,959.00 0.00 22,959.00 AP 00399196 03/27/2019 UNITED WAY 60.00 0.00 60.00 AP 00399197 03/27/2019 UTILIQUEST 4,474.35 0.00 4,474.35 AP 00399198 03/27/2019 VALLEY POWER SYSTEMS INC 0.00 12.28 12.28 AP 00399199 03/27/2019 VERIZON 26.29 0.00 26.29 AP 00399204 03/27/2019 VERIZON WIRELESS - LA 5,264.77 0.00 5,264.77 AP 00399205 03/27/2019 VERIZON WIRELESS - LA 5,382.39 0.00 5,382.39 AP 00399206 03/27/2019 VICTOR MEDICAL COMPANY 2,278.39 0.00 2,278.39 AP 00399207 03/27/2019 VOHNE LICHE KENNELS INC 125.00 0.00 125.00 AP 00399208 03/27/2019 VULCAN MATERIALS COMPANY 1,974.41 0.00 1,974.41 AP 00399209 03/27/2019 WAXIE SANITARY SUPPLY 5,360.77 0.00 5,360.77 AP 00399210 03/27/2019 WINZER CORPORATION 0.00 152.17 152.17 AP 00399211 03/27/2019 WT.COX INFORMATION SERVICES 6,256.83 0.00 6,256.83 AP 00399212 03/27/2019 ZENCITY TECHNOLOGIES US INC 22,800.00 0.00 22,800.00 AP 00399213 03/27/2019 ZHENG, CHUN YAN 200.00 0.00 200.00 AP 00399214 03/28/2019 AIRGAS USA LLC 82.83 0.00 82.83 AP 00399215 03/28/2019 BEST BEST AND KRIEGER 130.00 0.00 130.00 AP 00399216 03/28/2019 BIBLIOTHECA LLC 4,816.95 0.00 4,816.95 AP 00399221 03/28/2019 BRODART BOOKS 9,094.18 0.00 9,094.18 AP 00399222 03/28/2019 CARQUEST AUTO PARTS 331.59 0.00 331.59 ***AP 00399223 03/28/2019 DUMBELL MAN FITNESS EQUIPMENT, THE 230.67 300.00 530.67 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:4 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399224 03/28/2019 ECS IMAGING INC 19,511.88 0.00 19,511.88 AP 00399225 03/28/2019 EMCOR SERVICE 320.00 0.00 320.00 AP 00399226 03/28/2019 HOSE MAN INC 67.32 0.00 67.32 AP 00399227 03/28/2019 INLAND VALLEY DAILY BULLETIN 7,040.56 0.00 7,040.56 AP 00399228 03/28/2019 MINUTEMAN PRESS 323.40 0.00 323.40 AP 00399229 03/28/2019 MIRION TECHNOLOGIES GDS INC 607.07 0.00 607.07 AP 00399231 03/28/2019 OFFICE DEPOT 5,365.92 0.00 5,365.92 AP 00399232 03/28/2019 PSA PRINT GROUP 77.58 0.00 77.58 AP 00399233 03/28/2019 SIMPLOT PARTNERS 881.40 0.00 881.40 AP 00399234 03/28/2019 SUNRISE FORD 155.97 0.00 155.97 AP 00399235 03/28/2019 SWANK MOTION PICTURES INC 495.00 0.00 495.00 AP 00399236 03/28/2019 THOMPSON PLUMBING SUPPLY INC 497.28 0.00 497.28 AP 00399237 03/28/2019 TICKETS.COM 15,000.00 0.00 15,000.00 AP 00399238 04/03/2019 ALBERT GROVER & ASSOCIATES 2,660.00 0.00 2,660.00 AP 00399239 04/03/2019 ALL AMERICAN TRUCK FLEET PAINTING 0.00 2,404.70 2,404.70 AP 00399240 04/03/2019 ALL CITIES TOOLS 651.89 0.00 651.89 AP 00399241 04/03/2019 ALTA VISTA MOBILE HOME PARK 400.00 0.00 400.00 AP 00399242 04/03/2019 AMERICAN TRAINING RESOURCES INC 1,076.68 0.00 1,076.68 AP 00399243 04/03/2019 AQUABIO ENVIRONMENTAL TECHNOLOGIES INC.1,745.00 0.00 1,745.00 AP 00399244 04/03/2019 ASSI SECURITY 0.00 7,899.50 7,899.50 AP 00399245 04/03/2019 BAB STEERING HYDRAULICS INC 0.00 50.75 50.75 AP 00399246 04/03/2019 BARKSHIRE LASER LEVELING INC.1,600.00 0.00 1,600.00 AP 00399247 04/03/2019 BC TRAFFIC SPECIALISTS 129.30 0.00 129.30 AP 00399248 04/03/2019 BERNELL HYDRAULICS INC 351.90 0.00 351.90 AP 00399249 04/03/2019 BILL AND WAGS INC.0.00 725.63 725.63 AP 00399250 04/03/2019 BOEHRINGER INGELHEIM ANIMAL HEALTH USA INC 314.63 0.00 314.63 AP 00399251 04/03/2019 C V W D 538.62 0.00 538.62 ***AP 00399255 04/03/2019 C V W D 34,639.64 55.20 34,694.84 AP 00399256 04/03/2019 CA LLC - DBA ALTA LAGUNA MHP 600.00 0.00 600.00 AP 00399257 04/03/2019 CALIFA GROUP 5,519.16 0.00 5,519.16 AP 00399258 04/03/2019 CALIFORNIA DEPARTMENT OF PUBLIC HEALTH 512.00 0.00 512.00 AP 00399259 04/03/2019 CARNIGHAN, DAVID 850.00 0.00 850.00 AP 00399260 04/03/2019 CARSON, DANIEL 0.00 447.93 447.93 AP 00399261 04/03/2019 CASA VOLANTE MOBILE HOME PARK 800.00 0.00 800.00 AP 00399262 04/03/2019 CCS ORANGE COUNTY JANITORIAL INC.0.00 2,167.84 2,167.84 AP 00399263 04/03/2019 CHAPARRAL HEIGHTS MOBILE HOME PARK 500.00 0.00 500.00 ***AP 00399264 04/03/2019 CHARTER COMMUNICATIONS 7,974.94 6,362.14 14,337.08 ***AP 00399265 04/03/2019 CINTAS CORPORATION #150 3,196.58 360.30 3,556.88 AP 00399266 04/03/2019 CLEAN STREET INC.250.00 0.00 250.00 AP 00399267 04/03/2019 CONCEPT POWDER COATING 1,020.00 0.00 1,020.00 AP 00399268 04/03/2019 CONNOR, CURT 500.00 0.00 500.00 AP 00399269 04/03/2019 CONSOLIDATED ELECTRICAL DISTR INC 0.00 219.59 219.59 AP 00399270 04/03/2019 COST RECOVERY SYSTEMS INC 10,000.00 0.00 10,000.00 AP 00399271 04/03/2019 CREATIVE BUS SALES 45.61 0.00 45.61 AP 00399272 04/03/2019 CRIME SCENE STERI-CLEAN LLC 540.00 0.00 540.00 AP 00399273 04/03/2019 D & D SERVICES INC.451.50 0.00 451.50 AP 00399274 04/03/2019 DANG, TIM 1,283.00 0.00 1,283.00 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:5 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399275 04/03/2019 DATA TICKET INC 9,281.24 0.00 9,281.24 AP 00399276 04/03/2019 DAVID, DIANE 210.00 0.00 210.00 AP 00399277 04/03/2019 DEALER ALTERNATIVE SOLUTIONS 361.44 0.00 361.44 AP 00399278 04/03/2019 DELL MARKETING LP 22,573.53 0.00 22,573.53 AP 00399279 04/03/2019 DESERT-CANDLE LP 3,733.00 0.00 3,733.00 AP 00399280 04/03/2019 DLIMAGING 854.79 0.00 854.79 AP 00399281 04/03/2019 DOG WASTE DEPOT 537.62 0.00 537.62 AP 00399282 04/03/2019 EMBROIDME 341.37 0.00 341.37 AP 00399283 04/03/2019 EMPIRE ECONOMICS INC 6,500.00 0.00 6,500.00 AP 00399284 04/03/2019 FEDERAL EXPRESS CORP 28.95 0.00 28.95 AP 00399285 04/03/2019 FEDERAL EXPRESS CORP 23.37 0.00 23.37 AP 00399286 04/03/2019 FORD OF UPLAND INC 1,080.00 0.00 1,080.00 AP 00399287 04/03/2019 FRASURE, MICHAEL 24.77 0.00 24.77 ***AP 00399289 04/03/2019 FRONTIER COMM 3,807.51 571.22 4,378.73 AP 00399290 04/03/2019 FUEL SERV 673.40 0.00 673.40 AP 00399291 04/03/2019 GAIL MATERIALS 3,518.78 0.00 3,518.78 AP 00399292 04/03/2019 GALE, BRIAN 866.00 0.00 866.00 AP 00399293 04/03/2019 GATEWAY PET CEMETERY AND CREMATORY 650.00 0.00 650.00 AP 00399294 04/03/2019 GERTESCCA TOURING INC 19,500.00 0.00 19,500.00 AP 00399295 04/03/2019 GLADWELL GOVERNMENT SERVICES 4,800.00 0.00 4,800.00 AP 00399296 04/03/2019 GLOBALSTAR USA 171.82 0.00 171.82 AP 00399297 04/03/2019 GOLDEN OAKS VET HOSPITAL 50.00 0.00 50.00 AP 00399298 04/03/2019 GOSE, DALE 160.00 0.00 160.00 ***AP 00399299 04/03/2019 GRAINGER 1,787.09 1,185.99 2,973.08 AP 00399300 04/03/2019 GRAPHICS FACTORY PRINTING INC.105.04 0.00 105.04 AP 00399301 04/03/2019 GRAYBAR ELECTRIC CO.495.61 0.00 495.61 AP 00399302 04/03/2019 GROVES ON FOOTHILL, THE 300.00 0.00 300.00 AP 00399303 04/03/2019 H2 INTERNATIONAL INC 307.48 0.00 307.48 AP 00399304 04/03/2019 HIETT, BARRY 105.00 0.00 105.00 AP 00399305 04/03/2019 HILLS PET NUTRITION SALES INC 818.29 0.00 818.29 ***AP 00399306 04/03/2019 HMC ARCHITECTS 12,857.50 23,202.20 36,059.70 AP 00399307 04/03/2019 HO, HOWARD 833.00 0.00 833.00 AP 00399308 04/03/2019 HO, JOSEPHINE 833.00 0.00 833.00 AP 00399309 04/03/2019 HOMECOMING V AT TERRA VISTA LLC 31.61 0.00 31.61 AP 00399310 04/03/2019 HOMETOWN AMERICA RAMONA VILLA 600.00 0.00 600.00 AP 00399311 04/03/2019 HOYT LUMBER CO., SM 0.00 41.87 41.87 AP 00399312 04/03/2019 IDEXX DISTRIBUTION INC 3,010.01 0.00 3,010.01 AP 00399313 04/03/2019 IMEG CORP 6,016.00 0.00 6,016.00 AP 00399314 04/03/2019 INLAND EMPIRE RESOURCE CONSERVATION DISTRICT 5,000.00 0.00 5,000.00 AP 00399315 04/03/2019 INLAND PACIFIC BALLET 34,000.00 0.00 34,000.00 ***AP 00399316 04/03/2019 INTERSTATE BATTERIES 1,561.32 1,053.80 2,615.12 AP 00399317 04/03/2019 IRON MOUNTAIN OSDP 874.49 0.00 874.49 AP 00399318 04/03/2019 JOHNNY ALLEN TENNIS ACADEMY 2,346.60 0.00 2,346.60 AP 00399319 04/03/2019 JORDAN, SHARON 100.00 0.00 100.00 AP 00399320 04/03/2019 LEVERAGE INFORMATION SYSTEMS INC 15,333.45 0.00 15,333.45 AP 00399321 04/03/2019 LINDA RYAN REPORTING 1,746.00 0.00 1,746.00 AP 00399322 04/03/2019 LU'S LIGHTHOUSE INC 2,423.13 0.00 2,423.13 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:6 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399323 04/03/2019 MAIN STREET SIGNS 387.68 0.00 387.68 AP 00399324 04/03/2019 MANKARIOUS, FONDA 70.00 0.00 70.00 ***AP 00399325 04/03/2019 MARIPOSA LANDSCAPES INC 26,111.47 2,431.98 28,543.45 AP 00399326 04/03/2019 MCI 33.36 0.00 33.36 AP 00399327 04/03/2019 MCLOUGHLIN, CATHY 878.00 0.00 878.00 AP 00399328 04/03/2019 MCMASTER CARR SUPPLY COMPANY 212.81 0.00 212.81 AP 00399329 04/03/2019 MUNOZ, LUIS 26.00 0.00 26.00 ***AP 00399330 04/03/2019 NAPA AUTO PARTS 77.45 68.66 146.11 AP 00399331 04/03/2019 NEOPOST-4715 - FIRST DATA REMITCO 25,000.00 0.00 25,000.00 AP 00399332 04/03/2019 NEWCO DISTRIBUTORS INC 526.47 0.00 526.47 AP 00399333 04/03/2019 NGUYEN, THANH 180.29 0.00 180.29 AP 00399334 04/03/2019 NICKEL, MARY 500.00 0.00 500.00 AP 00399335 04/03/2019 ONTARIO SPAY AND NEUTER INC 550.00 0.00 550.00 AP 00399336 04/03/2019 ONTARIO WINNELSON CO 139.00 0.00 139.00 AP 00399337 04/03/2019 OPARC 748.00 0.00 748.00 ***AP 00399338 04/03/2019 ORKIN PEST CONTROL 280.00 234.41 514.41 AP 00399339 04/03/2019 PACIFIC UTILITY INSTALLATION INC 531.60 0.00 531.60 AP 00399340 04/03/2019 PINES MOBILE HOME PARK, THE 300.00 0.00 300.00 AP 00399341 04/03/2019 PRIME GLASS 736.73 0.00 736.73 AP 00399342 04/03/2019 RANCHO CUCAMONGA QUAKES 12,900.00 0.00 12,900.00 AP 00399343 04/03/2019 RANCHO REGIONAL VETERINARY HOSPITAL INC 69.68 0.00 69.68 AP 00399344 04/03/2019 RITMAR PRODUCTIONS INC 13,764.00 0.00 13,764.00 AP 00399345 04/03/2019 ROADRUNNER PHARMACY 166.97 0.00 166.97 AP 00399346 04/03/2019 RODAS' AUTO REPAIR 2,624.03 0.00 2,624.03 AP 00399347 04/03/2019 SAN BERNARDINO CTY 17,708.34 0.00 17,708.34 AP 00399348 04/03/2019 SAN BERNARDINO CTY AUDITOR CONTROLLER 2,904.60 0.00 2,904.60 AP 00399349 04/03/2019 SCENE 508 INC 833.00 0.00 833.00 AP 00399350 04/03/2019 SHAHID, USMAN 100.00 0.00 100.00 AP 00399351 04/03/2019 SIGN SHOP, THE 0.00 75.96 75.96 AP 00399352 04/03/2019 SIMPLYWELL 49.95 0.00 49.95 AP 00399355 04/03/2019 SOCIAL VOCATIONAL SERVICES 4,032.00 0.00 4,032.00 AP 00399356 04/03/2019 SONSRAY MACHINERY LLC 665.61 0.00 665.61 ***AP 00399363 04/03/2019 SOUTHERN CALIFORNIA EDISON 10,052.14 2,292.08 12,344.22 AP 00399364 04/03/2019 SOUTHERN CALIFORNIA EDISON 59.92 0.00 59.92 AP 00399365 04/03/2019 SOUTHERN CALIFORNIA EDISON 1,844.25 0.00 1,844.25 AP 00399366 04/03/2019 SOUTHERN CALIFORNIA EDISON 745.02 0.00 745.02 AP 00399367 04/03/2019 STERLING COFFEE SERVICE 0.00 384.75 384.75 AP 00399368 04/03/2019 STROHMAN, JASON 33.00 0.00 33.00 AP 00399369 04/03/2019 SUN BADGE CO 0.00 141.92 141.92 AP 00399370 04/03/2019 SYCAMORE VILLA MOBILE HOME PARK 400.00 0.00 400.00 AP 00399371 04/03/2019 TIREHUB LLC 675.87 0.00 675.87 AP 00399372 04/03/2019 TKATCH, GIBBI 3,227.00 0.00 3,227.00 AP 00399373 04/03/2019 TOMCO LLC 13,978.12 0.00 13,978.12 AP 00399374 04/03/2019 TORO TOWING 100.00 0.00 100.00 AP 00399375 04/03/2019 TSAI, THOMAS 666.00 0.00 666.00 AP 00399376 04/03/2019 U.S. BANK PARS ACCT #6746022500 1,216.05 0.00 1,216.05 AP 00399377 04/03/2019 U.S. BANK PARS ACCT #6746022500 15,916.24 0.00 15,916.24 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:7 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 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399378 04/03/2019 U.S. BANK PARS ACCT #6745033700 6,605.00 0.00 6,605.00 AP 00399379 04/03/2019 ULINE 68.37 0.00 68.37 AP 00399380 04/03/2019 UNDERGROUND SVC ALERT OF SO CAL 382.90 0.00 382.90 AP 00399381 04/03/2019 UNITED PACIFIC SERVICES INC 30,520.00 0.00 30,520.00 AP 00399382 04/03/2019 UPS 54.94 0.00 54.94 AP 00399383 04/03/2019 US POSTMASTER 11,250.00 0.00 11,250.00 AP 00399384 04/03/2019 UTILIQUEST 1,758.31 0.00 1,758.31 AP 00399385 04/03/2019 UY, FRANCIS R.210.00 0.00 210.00 AP 00399386 04/03/2019 VALVERDE SCHOOL OF PERFORMING ARTS 9,819.75 0.00 9,819.75 AP 00399387 04/03/2019 VAN SCOYOC ASSOCIATES INC 4,000.00 0.00 4,000.00 AP 00399388 04/03/2019 VERIZON WIRELESS - LA 0.00 4,102.50 4,102.50 AP 00399389 04/03/2019 VICTOR MEDICAL COMPANY 19,928.58 0.00 19,928.58 AP 00399390 04/03/2019 VORTEX INDUSTRIES INC 865.00 0.00 865.00 AP 00399391 04/03/2019 WAXIE SANITARY SUPPLY 1,194.50 0.00 1,194.50 AP 00399392 04/03/2019 WEST END MATERIAL SUPPLY 161.67 0.00 161.67 AP 00399394 04/03/2019 WESTERN UNIVERSITY OF HEALTH SCIENCE 3,315.00 0.00 3,315.00 AP 00399395 04/03/2019 YI, KAITLYN 15.00 0.00 15.00 AP 00399396 04/03/2019 YORK INDUSTRIES 1,261.28 0.00 1,261.28 AP 00399397 04/03/2019 ZOETIS US LLC 2,476.75 0.00 2,476.75 AP 00399398 04/04/2019 ABC LOCKSMITHS 0.00 9.70 9.70 AP 00399400 04/04/2019 BRODART BOOKS 2,893.89 0.00 2,893.89 AP 00399401 04/04/2019 CITRUS MOTORS ONTARIO INC 0.00 81.93 81.93 AP 00399402 04/04/2019 CRAFCO INC 1,017.54 0.00 1,017.54 ***AP 00399403 04/04/2019 DUMBELL MAN FITNESS EQUIPMENT, THE 150.00 528.40 678.40 AP 00399404 04/04/2019 EMCOR SERVICE 1,680.00 0.00 1,680.00 AP 00399405 04/04/2019 GRANICUS INC 6,863.51 0.00 6,863.51 AP 00399406 04/04/2019 HOSE MAN INC 69.48 0.00 69.48 AP 00399407 04/04/2019 KME FIRE APPARATUS 0.00 1,158.21 1,158.21 AP 00399408 04/04/2019 LENOVO (UNITED STATES) INC.20,235.45 0.00 20,235.45 AP 00399409 04/04/2019 OC TANNER RECOGNITION COMPANY 369.13 0.00 369.13 ***AP 00399410 04/04/2019 OFFICE DEPOT 4,242.73 505.05 4,747.78 AP 00399411 04/04/2019 PSA PRINT GROUP 38.79 0.00 38.79 AP 00399412 04/04/2019 SITEONE LANDSCAPE SUPPLY LLC 3,445.90 0.00 3,445.90 AP 00399413 04/04/2019 THOMPSON PLUMBING SUPPLY INC 756.29 0.00 756.29 $4,899,737.53 $5,000,725.91 $100,988.38 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 07:56:07 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:8 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 101 DATE: April 17, 2019 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 $19,741.99 DATED MARCH 26, 2019 THROUGH APRIL 08 , 2019. 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 ­ City ANALYSIS: N/A FISCAL IMPACT: Adequate budgeted funds are available for the payment of demands per the attached listing. Page 102 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT So Calif Gas Company Only. AND CITY OF RANCHO CUCAMONGA 3/26/2019 through 4/8/2019 Check No.Check Date Vendor Name City Fire Amount AP 00399170 03/27/2019 SO CALIF GAS COMPANY 0.00 1,527.79 1,527.79 ***AP 00399353 04/03/2019 SO CALIF GAS COMPANY 18,917.49 2,595.76 21,513.25 AP 00399354 04/03/2019 SO CALIF GAS COMPANY 824.50 0.00 824.50 $19,741.99 $23,865.54 $4,123.55 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 08:55:20 04/09/2019Current Date:VLOPEZ - VERONICA LOPEZ Page:1 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report: Page 103 DATE: April 17, 2019 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, Management Analyst III SUBJECT:CONSIDERATION TO RECEIVE AND FILE CURRENT INVESTMENT SCHEDULE AS OF MARCH 31, 2019. RECOMMENDATION: Staff recommends that the City Council receive and file the attached current investment schedule for the City of Rancho Cucamonga as of March 31, 2019. BACKGROUND: The attached investment schedule as of March 31, 2019 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 March 31, 2019 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 104 Page 105 Page 106 Page 107 Page 108 Page 109 Page 110 Page 111 Page 112 Page 113 Page 114 Page 115 DATE: April 17, 2019 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, Assistant City Clerk SUBJECT:CONSIDERATION OF RESOLUTION NO. 19­017, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES. RECOMMENDATION: Staff recommends the City Council adopt Resolution No. 19­017, adopting revised Records Retention Schedules, authorizing destruction of certain obsolete City Records, and rescinding previous Records Retention Schedules. BACKGROUND: General records management principles recommend review and update of retention schedules periodically to ensure that the City has an up­to­date inventory of documents and that current administrative procedures and legal mandates are applied. In 2018, the City Council adopted new Records Retention Schedules. COUNCIL GOAL(S) ADDRESSED: ENHANCING PREMIER COMMUNITY STATUS ­ by offering excellent professional services to all ANALYSIS: 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. City staff has worked closely with City Departments, Gladwell Governmental Services, and the City Attorney's Office to revise the schedules. The proposed revisions to the schedules are reflective of new laws since 2018, 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.  It is standard business practice for California Cities to authorize the routine destruction of records that have exceeded their adopted retention period. The City currently authorizes records to be destroyed with the consent of the Department Director, Deputy City Manager, City Clerk Services Director, City Manager, and City Attorney without further action by the City Council and recommends continuing this practice. FISCAL IMPACT: The City will realize a savings in records storage expenses. Page 116 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Linda A. Troyan, MMC, City Clerk Services DirectorPatricia Bravo­Valdez, CMC, Assistant City ClerkSUBJECT:CONSIDERATION OF RESOLUTION NO. 19­017, ADOPTING REVISEDRECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION ANDRESCINDING PREVIOUS RECORDS RETENTION SCHEDULES.RECOMMENDATION:Staff recommends the City Council adopt Resolution No. 19­017, adopting revised Records RetentionSchedules, authorizing destruction of certain obsolete City Records, and rescinding previous RecordsRetention Schedules.BACKGROUND:General records management principles recommend review and update of retention schedulesperiodically to ensure that the City has an up­to­date inventory of documents and that currentadministrative procedures and legal mandates are applied. In 2018, the City Council adopted newRecords Retention Schedules. 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. 19­017 and Records Retention Schedules ANALYSIS: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.City staff has worked closely with City Departments, Gladwell Governmental Services, and the CityAttorney's Office to revise the schedules.The proposed revisions to the schedules are reflective of new laws since 2018, 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. It is standard business practice for California Cities to authorize the routine destruction of records thathave exceeded their adopted retention period. The City currently authorizes records to be destroyedwith the consent of the Department Director, Deputy City Manager, City Clerk Services Director, CityManager, and City Attorney without further action by the City Council and recommends continuing thispractice.FISCAL IMPACT:The City will realize a savings in records storage expenses. Page 117 RESOLUTION NO. 19-017 - Page 1 of 1 RESOLUTION NO. 19-017 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 2018. 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 __________, 2019. APPROVED AS TO FORM: City Attorney ATTACHMENT 1 Page 118 HOW TO USE RETENTION SCHEDULES ©1995-2018 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).” Page 119 RECORDS RETENTION SCHEDULE LEGEND ©1995 - 2018 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, mee ting 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 period; 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 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 120 Ver. 4.0 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. Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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; CCP §§337 et seq, 349.4; 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 Adopted: 1/16/2018 Page 121 Ver. 4.0 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. 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 grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; 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., 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133GC §§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 Adopted: 1/16/2018 Page 122 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 123 Ver. 4.0 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. 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) 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 Adopted: 1/16/2018 Page 124 Ver. 4.0 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. 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 10 years 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 Adopted: 1/16/2018 Page 125 Ver. 4.0 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. 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 §§338 et seq., 340 et seq., 342, GC §§945.6, 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 Adopted: 1/16/2018 Page 126 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 127 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 128 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 129 Ver. 4.0 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. 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; 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 Adopted: 1/16/2018 Page 130 Ver. 4.0 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. 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, 945.6, 34090, 34090.6; PC §832.5(b) 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 Adopted: 1/16/2018 Page 131 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 132 Ver. 4.0 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. 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; CCP§337 et seq; 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 Adopted: 1/16/2018 Page 133 Ver. 4.0 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. 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; 24 CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42, GC §§34090, 60201 et seq. 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 Adopted: 1/16/2018 Page 134 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 135 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 136 Ver. 4.0 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. 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) 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 Adopted: 1/16/2018 Page 137 Ver. 3.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 Animal Services AS-011 Officer's Daily Log 2 years 2 years Mag, Ppr GC §34090, GC §6252 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 Adopted: 1/16/2018 Page 138 Ver. 3.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 Adopted: 1/16/2018 Page 139 Ver. 8.0 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. 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. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 1/16/2018 Page 140 Ver. 8.0 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. 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. Site Plans are Only for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, 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 Adopted: 1/16/2018 Page 141 Ver. 8.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 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. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 1/16/2018 Page 142 Ver. 8.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 Adopted: 1/16/2018 Page 143 Ver. 8.0 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. 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 Adopted: 1/16/2018 Page 144 Ver. 8.0 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. 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 Adopted: 1/16/2018 Page 145 Ver. 8.0 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. 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 Adopted: 1/16/2018 Page 146 Ver. 8.0 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. 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 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 §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; 2 CCR 18944(c)(3)(G);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 Adopted: 1/16/2018 Page 147 Ver. 8.0 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. 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 Adopted: 1/16/2018 Page 148 Ver. 8.0 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. 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 Adopted: 1/16/2018 Page 149 Ver. 8.0 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. 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 if No Election + 1 year after petition examination if insufficient 8 mo. Results + 8 months or Final Examination if No Election + 1 year after petition examination if insufficient 8 mo. 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 Adopted: 1/16/2018 Page 150 Ver. 8.0 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. 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 Adopted: 1/16/2018 Page 151 Ver. 8.0 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. 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 Adopted: 1/16/2018 Page 152 Ver. 8.0 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. 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 10 years Minimum 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 Adopted: 1/16/2018 Page 153 Ver. 5.0 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. 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-001 Annual Reports / Strategic Plans P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Manager CM-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 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 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 154 Ver. 5.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 Adopted: 1/16/2018 Page 155 Ver. 8.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 Adopted: 1/16/2018 Page 156 Ver. 8.0 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. 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 Adopted: 1/16/2018 Page 157 Ver. 8.0 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. 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 Adopted: 1/16/2018 Page 158 Ver. 8.0 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. 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 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; 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 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 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 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 Adopted: 1/16/2018 Page 159 Ver. 8.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 (Theatre) Includes Contract Billing When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 Community Services CS-025 Lewis Family Playhouse Memberships Inactive + 5 years Inactive + 5 years Mag, Ppr Department preference (meets auditing standards); 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 Adopted: 1/16/2018 Page 160 Ver. 8.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-026 Park and Recreation Commission AGENDA PACKETS & AGENDAS P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years Original Staff Reports are filed in the project file; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Community Services CS-027 Park and Recreation Commission AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Tape (Mag) City preference; State law only requires for 30 days; GC §54953.5(b) Community Services CS-028 Park and Recreation Commission MINUTES RESOLUTIONS & BYLAWS P P Yes Mag, Mfr, OD, Ppr S No GC §34090 Community Services CS-029 Performance Contracts Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-030 Photo Waivers 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 Community Services CS-031 Recreation Database (Active Net)Indefinite Indefinite Mag Department Preference; data is interrelated; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 1/16/2018 Page 161 Ver. 8.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-032 Registration / Applications / Liability Forms / Release of Liability Forms / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years 2 years Yes: During Class or Program Mag, Ppr GC §34090 Community Services CS-033 Safety Inspections 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 Community Services CS-034 Schedules / Hours When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Community Services CS-035 Scholarships 5 years 5 years Mag, Ppr Department Preference (meets auditing standards); GC §34090 Community Services CS-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) 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) 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 Adopted: 1/16/2018 Page 162 Ver. 8.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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)) 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 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 Adopted: 1/16/2018 Page 163 Ver. 8.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 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 Adopted: 1/16/2018 Page 164 Ver. 4.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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, 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 Adopted: 1/16/2018 Page 165 Ver. 3.0 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. 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 Adopted: 1/16/2018 Page 166 Ver. 3.0 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. 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; 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 Adopted: 1/16/2018 Page 167 Ver. 3.0 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. 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; 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 Adopted: 1/16/2018 Page 168 Ver. 10.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 Adopted: 1/16/2018 Page 169 Ver. 10.0 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. 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 Adopted: 1/16/2018 Page 170 Ver. 10.0 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. 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 §§122.21, 122.41; 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, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 1/16/2018 Page 171 Ver. 10.0 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. 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 Adopted: 1/16/2018 Page 172 Ver. 10.0 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. 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 GENERAL ENGINEERING 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 Adopted: 1/16/2018 Page 173 Ver. 10.0 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. 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-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 Adopted: 1/16/2018 Page 174 Ver. 10.0 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. 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 Adopted: 1/16/2018 Page 175 Ver. 10.0 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. 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 Adopted: 1/16/2018 Page 176 Ver. 10.0 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. 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 Adopted: 1/16/2018 Page 177 Ver. 10.0 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. 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 / Warrants: Signals, Stop Signs, Crossing Guards, etc. 10 years 10 years Mag Ppr 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 Adopted: 1/16/2018 Page 178 Ver. 10.0 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. 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 Adopted: 1/16/2018 Page 179 Ver. 10.0 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. 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 Adopted: 1/16/2018 Page 180 Ver. 10.0 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. 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 Adopted: 1/16/2018 Page 181 Ver. 10.0 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. 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 Adopted: 1/16/2018 Page 182 Ver. 10.0 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. 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 Adopted: 1/16/2018 Page 183 Ver. 10.0 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. 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 §§945.6, 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 Adopted: 1/16/2018 Page 184 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 185 Ver. 4.0 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. 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-008 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 2 years 7 years Mag, Ppr Department Preference; GC §34090 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. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 186 Ver. 4.0 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. 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-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 Adopted: 1/16/2018 Page 187 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 188 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 189 Ver. 4.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-023 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-025 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-027 W-9s 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 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 190 Ver. 4.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUDGET MANAGEMENT Finance / Budget Manage. FIN-028 Budgets - Preliminary, Proposed, Backup Documents (The Final Budget is maintained by the City Clerk with the Agenda Packet) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 BUSINESS LICENSE & REVENUE Finance / Business License & Revenue FIN-029 Business License & Permit Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Business License & Revenue FIN-030 Business License & Permit Applications and Changes P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Used by Planning for Zoning Clearances); GC §34090 et seq. Finance / Business License & Revenue FIN-031 Business License & Permit Renewals 5 years 5 years Mag, Ppr Department preference (meets municipal government auditing requirements); GC §34090 et seq. SPECIAL DISTRICTS Finance / Special Districts 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. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 1/16/2018 Page 191 Ver. 4.0 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. 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-033 Planned Communities Citizens' Oversight Committee (Landscape Maintenance Districts / Special Districts) 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) Finance / Special Districts FIN-034 Planned Communities Citizens' Oversight Committee (Landscape Maintenance Districts / Special Districts) MINUTES P P Yes Mag, Mfr, OD, Ppr S No Send originals to the City Clerk; GC §34090.7 Finance / Special Districts FIN-035 Planned Communities Citizens' Oversight Committee and Landscape Maintenance Districts Citizens' Oversight Committee AGENDAS & AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 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 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 Adopted: 1/16/2018 Page 192 Ver. 4.0 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. 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 Adopted: 1/16/2018 Page 193 Ver. 7.0 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. 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 Adopted: 1/16/2018 Page 194 Ver. 7.0 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. 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 Adopted: 1/16/2018 Page 195 Ver. 7.0 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. 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), 34090, 60201 GC §§12946, 29 USC 1113 Human Resources HR-009 I-9s Separation + 3 years Separation + 3 years Mag Ppr Non-citizens must re-certify periodically; 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)(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 Adopted: 1/16/2018 Page 196 Ver. 7.0 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. 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 Adopted: 1/16/2018 Page 197 Ver. 7.0 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. 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 Adopted: 1/16/2018 Page 198 Ver. 7.0 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. 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 Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years, whichever is longer 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 Adopted: 1/16/2018 Page 199 Ver. 7.0 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. 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)(i), 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 Adopted: 1/16/2018 Page 200 Ver. 7.0 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. 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)(i), 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 Adopted: 1/16/2018 Page 201 Ver. 7.0 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. 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 Resolution 5 years Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After Settled Claim must be filed within 6 months 1 year, 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, 945.6, 34090, 34090.6, 60201; PC §832.5(b) 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 Adopted: 1/16/2018 Page 202 Ver. 7.0 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. 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 Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years, whichever is longer 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 Adopted: 1/16/2018 Page 203 Ver. 3.0 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. Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). 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 Adopted: 1/16/2018 Page 204 Ver. 3.0 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. 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 Adopted: 1/16/2018 Page 205 Ver. 3.0 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. 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 Adopted: 1/16/2018 Page 206 Ver. 6.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-001 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 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-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) 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 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 Adopted: 1/16/2018 Page 207 Ver. 6.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 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 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 Adopted: 1/16/2018 Page 208 Ver. 6.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 Adopted: 1/16/2018 Page 209 Ver. 6.0 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. 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. 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 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 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 Adopted: 1/16/2018 Page 210 Ver. 6.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-021 Special Event Permits / Temporary Entitlements / Temporary Permits (Approved & Unapproved): Christmas Tree Lots, Pumpkin Lots, Banner 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 Adopted: 1/16/2018 Page 211 Ver. 3.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 Adopted: 1/16/2018 Page 212 Ver. 5.0 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. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 Adopted: 1/16/2018 Page 213 Ver. 5.0 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. 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 §§945.6, 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 Adopted: 1/16/2018 Page 214 Ver. 5.0 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. 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 Adopted: 1/16/2018 Page 215 Ver. 5.0 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. 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 §§945.6, 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 Adopted: 1/16/2018 Page 216 Ver. 5.0 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. 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; 3 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(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 Adopted: 1/16/2018 Page 217 Ver. 5.0 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. 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 Adopted: 1/16/2018 Page 218 Ver. 5.0 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. 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 §§945.6, 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 Adopted: 1/16/2018 Page 219 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Jason C. Welday, Director of Engineering Services/City Engineer Gianfranco Laurie, Senior Civil Engineer SUBJECT:CONSIDERATION OF A RESOLUTION ALLOCATING THE ROAD MAINTENANCE AND REHABILITATION PROGRAM FUNDS FOR FISCAL YEAR 2019/20. RECOMMENDATION: Staff recommends that the City Council adopt the attached resolution allocating the Road Maintenance and Rehabilitation Account (RMRA) funds for Fiscal Year 2019/20 to the projects listed in the Analysis Section below. BACKGROUND: On April 28, 2017, the Governor signed Senate Bill SB1, the Road Repair and Accountability Act of 2017 creating the Road Maintenance and Rehabilitation Program in order to address deferred maintenance on the State highway and local street and road systems. Funds made available by the program are required to be utilized for basic road maintenance and road rehabilitation projects, and on critical safety projects. Prior to receiving an apportionment of funds under the program in a fiscal year the City must submit a list of the projects proposed to the California Transportation Commission (CTC), and the funding must be adopted by resolution.  ANALYSIS: The guidelines and regulations for obtaining funds from the program have been previously amended by the CTC requiring local agencies to adopt their project list by resolution; submission of a project list adopted in the City's budget is no longer acceptable. The CTC has announced the deadline of May 1, 2019 for local agencies to submit their adopted project list by resolution for the upcoming fiscal year. On that basis, staff recommends the following projects which are planned for consideration in the Fiscal Year 2019/20 Capital Improvement Program (CIP) for funding from the Road Maintenance and Rehabilitation Account (Fund 179). Staff would like to mention that the first two projects below are carryover projects. Based on the timing of projected funding revenue, staff proceeded with the completion of the construction drawings in this fiscal year while postponing the construction to Fiscal Year 2019/20.  1. Hermosa Avenue from Banyan Street to 300 feet N/O Wilson Avenue Pavement Rehabilitation (JL 1815) 2. Highland Avenue from Archibald Avenue to Haven Avenue Pavement Rehabilitation (JL 1960) 3. Local Street Pavement Rehabilitation at Various Locations (JL 1022) Ambrosia Road from Harmony Drive to North End Page 220 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Jason C. Welday, Director of Engineering Services/City EngineerGianfranco Laurie, Senior Civil EngineerSUBJECT:CONSIDERATION OF A RESOLUTION ALLOCATING THE ROADMAINTENANCE AND REHABILITATION PROGRAM FUNDS FOR FISCALYEAR 2019/20.RECOMMENDATION:Staff recommends that the City Council adopt the attached resolution allocating the Road Maintenanceand Rehabilitation Account (RMRA) funds for Fiscal Year 2019/20 to the projects listed in the AnalysisSection below.BACKGROUND:On April 28, 2017, the Governor signed Senate Bill SB1, the Road Repair and Accountability Act of2017 creating the Road Maintenance and Rehabilitation Program in order to address deferredmaintenance on the State highway and local street and road systems. Funds made available by theprogram are required to be utilized for basic road maintenance and road rehabilitation projects, and oncritical safety projects. Prior to receiving an apportionment of funds under the program in a fiscal yearthe City must submit a list of the projects proposed to the California Transportation Commission (CTC),and the funding must be adopted by resolution.  COUNCIL GOAL(S) ADDRESSED: Allocating RMRA funds Enhances Premier Community Status by addressing deferred maintenance for well­maintained roadway infrastructure. ATTACHMENTS: Description ATTACHMENT 1 ­ RESOLUTION ANALYSIS:The guidelines and regulations for obtaining funds from the program have been previously amended bythe CTC requiring local agencies to adopt their project list by resolution; submission of a project listadopted in the City's budget is no longer acceptable. The CTC has announced the deadline of May 1,2019 for local agencies to submit their adopted project list by resolution for the upcoming fiscal year. Onthat basis, staff recommends the following projects which are planned for consideration in the FiscalYear 2019/20 Capital Improvement Program (CIP) for funding from the Road Maintenance andRehabilitation Account (Fund 179).Staff would like to mention that the first two projects below are carryover projects. Based on the timingof projected funding revenue, staff proceeded with the completion of the construction drawings in thisfiscal year while postponing the construction to Fiscal Year 2019/20. 1. Hermosa Avenue from Banyan Street to 300 feet N/O Wilson Avenue Pavement Rehabilitation (JL1815)2. Highland Avenue from Archibald Avenue to Haven Avenue Pavement Rehabilitation (JL 1960) 3. Local Street Pavement Rehabilitation at Various Locations (JL 1022) Ambrosia Road from Harmony Drive to North End Aurora Place from Sunburst Drive to Harmony Drive Beechwood Drive from West End to Peridot Avenue Boulder Canyon Road from Haven Avenue to Northwind Place Broken Arrow Road from Boulder Canyon Road to Deer Canyon Drive Canistel Avenue from Deer Canyon Drive to Hillside Road Carol Avenue from North End to Beechwood Drive Cobblestone Lane from Boulder Canyon Road to Deer Canyon Drive Deer Canyon Drive from West End to Canistel Avenue Della Avenue from North End to Beechwood Drive Harmony Drive from Aurora Place to Ambrosia Road Highgrove Place from Wildrose Drive to Orange Blossom Drive Moonstone Avenue from North End to Lemon Avenue Northwind Place from Boulder Canyon Road to Wilderness Drive Opal Street from North End to Lemon Avenue Orange Blossom Drive from Highgrove Place to Ambrosia Road Orchard Street from West End to Pearl Street Pearl Street from Turquoise Avenue to Hillside Road Sacramento Avenue from North End to Lemon Avenue Sunstone Avenue from North End to Lemon Avenue Sunstone Court from West End to Sunstone Avenue Valencia Avenue from Base Line Road to Orange Blossom Drive Wildrose Drive from Highgrove Place to Ambrosia Road FISCAL IMPACT: Funding for the anticipated revenue from RMRA is anticipated to be budgeted in the CIP for Fiscal Year 2019/20. Page 221 ATTACHMENT 1 Resolution No. 19-XXX – Page 1 of 2 RESOLUTION NO. 19-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, STATE OF CALIFORNIA, ADOPTING THE PROJECTS FOR THE ROAD MAINTENANCE AND REHABILITATION PROGRAM FOR FISCAL YEAR 2019/20 FOR THE EXPENDITURE OF ROAD MAINTENANCE AND REHABILITATION ACCOUNT (RMRA) FUNDS WHEREAS, Senate Bill 1 (SB1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statues of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 to address the significant multi-modal transportation funding shortfalls statewide; WHEREAS, SB1 includes accountability and transparency provisions that will ensure the residents of our City are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the City must adopt by resolution a list of projects proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and WHEREAS, the City, will receive an estimated $2,924,194 in RMRA funding in Fiscal Year 2019/20 from SB1; and WHEREAS, this is the third year in which the City is receiving SB1 funding and will enable the City to continue essential road maintenance and rehabilitation projects, safety improvements, repairing and replacing aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB1; and WHEREAS, the City used a Pavement Management System to develop the SB1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the communities priorities for transportation investment; and WHEREAS, the funding from SB1 will help the City maintain and rehabilitate two (2) major arterial roadways and various local residential streets throughout the City this year and similar projects into the future; and WHEREAS, the 2018 California Statewide Local Streets and Roads Needs Assessment found that the City’s streets and roads are in good condition and this revenue will help us increase the overall quality of our road system and over the next decade will maintain our streets and roads in a good condition; and WHEREAS, the SB1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide. Page 222 Resolution No. 19-XXX – Page 2 of 2 NOW, THEREFORE IT IS HEREBY RESOLVED, ORDERED AND FOUND by the City Council of the City of Rancho Cucamonga, State of California, as follows: 1. The foregoing recitals are true and correct. 2. The following list of proposed projects will be funded in-part or solely with Fiscal Year 2019/20 Road Maintenance and Rehabilitation Account revenues: Project 1 – Local Street Pavement Rehabilitation at Various Locations Citywide (JL 1022): This project includes cold planning, localized asphalt repair, crack sealing, asphalt concrete overlay, ADA ramp upgrades, utility adjustments and pavement striping for approximately 3.10 miles of roadway. The estimated useful life of this roadway is 10 years and construction is anticipated to start in June 2020. 3. The following previous proposed and adopted projects may utilize Fiscal Year 2019/20 Road Maintenance and Rehabilitation Account revenues in their delivery. With the relisting of these projects in the adopted fiscal year resolution, the City is reaffirming to the public and the State our intent to fund these projects with Road Maintenance and Rehabilitation Account revenues: Project 1 - Hermosa Avenue from Banyan Street to 300 feet N/O Wilson Avenue Pavement Rehabilitation (JL 1815): This project includes cold planning, localized asphalt repair, crack sealing, asphalt rubber hot mix overlay, ADA ramp upgrades, utility adjustments and pavement striping for approximately 0.65 miles of roadway. The estimated useful life of this roadway is 20 years and construction is anticipated to start in June 2020. Project 2 - Highland Avenue from Archibald Avenue to Haven Avenue Pavement Rehabilitation (JL 1960): This project includes cold planning, localized asphalt repair, crack sealing, asphalt rubber hot mix overlay, video detection signal upgrades, ADA ramp upgrades, utility adjustments and pavement striping for approximately 1.05 miles of roadway. The estimated useful life of this roadway is 20 years and construction is anticipated to start in June 2020. PASSED, APPROVED, AND ADOPTED this 17th day of April 2019. __________________________________________________________________________________ Page 223 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Jason C. Welday, Director of Engineering Services/City Engineer Gianfranco Laurie, Senior Civil Engineer Curt Billings, Associate Engineer SUBJECT:CONSIDERATION TO ACCEPT AS COMPLETE, FILE THE NOTICE OF COMPLETION, AND AUTHORIZE THE RELEASE OF RETENTION AND BONDS, FOR THE FISCAL YEAR 2018/19 SIDEWALK IMPROVEMENTS FOR BUS STOPS AT 5 LOCATIONS PROJECT. RECOMMENDATION: Staff recommends that the City Council: 1. Accept the Fiscal Year 2018/19 Sidewalk Improvements for Bus Stops at 5 Locations Project, Contract No. 18­138, as complete (Project); 2. Approve the final contract amount of $43,687; 3. Authorize the release the Faithful Performance Bond 35 days after recordation of Notice of Completion and accept a Maintenance Guarantee Bond; 4. Authorize the release of the Labor and Materials Bond in the amount of $43,412, six months after the recordation of said notice if no claims have been received; 5. Authorize the City Engineer to file a Notice of Completion and release of the project retention, 35 days after recordation of Notice of Completion; 6. Authorize the City Engineer to approve the release of the Maintenance Guarantee Bond one year following the filing of the Notice of Completion if the improvements remain free from defects in material and workmanship; and    7. Adopt a resolution authorizing the City Engineer to file a claim for reimbursement of approved San Bernardino County Transportation Authority funding from Transportation Development Act, Article 3 Program. BACKGROUND: In late 2017, the City was awarded a grant by the San Bernardino County Transportation Authority (SBCTA) Transportation Development Act, Article 3 Program. This grant provides funding for accessibility improvements by connecting sidewalks to existing public transit stops. These improvements are intended to increase ridership, resulting in less vehicle trips and reduced CO2 emissions.  The Project scope of work consisted of minor removals and installation of portland Page 224 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Jason C. Welday, Director of Engineering Services/City EngineerGianfranco Laurie, Senior Civil EngineerCurt Billings, Associate EngineerSUBJECT:CONSIDERATION TO ACCEPT AS COMPLETE, FILE THE NOTICE OFCOMPLETION, AND AUTHORIZE THE RELEASE OF RETENTIONAND BONDS, FOR THE FISCAL YEAR 2018/19 SIDEWALKIMPROVEMENTS FOR BUS STOPS AT 5 LOCATIONS PROJECT.RECOMMENDATION:Staff recommends that the City Council:1. Accept the Fiscal Year 2018/19 Sidewalk Improvements for Bus Stops at 5 Locations Project, ContractNo. 18­138, as complete (Project);2. Approve the final contract amount of $43,687;3. Authorize the release the Faithful Performance Bond 35 days after recordation of Notice of Completionand accept a Maintenance Guarantee Bond;4. Authorize the release of the Labor and Materials Bond in the amount of $43,412, six months after therecordation of said notice if no claims have been received;5. Authorize the City Engineer to file a Notice of Completion and release of the project retention, 35 daysafter recordation of Notice of Completion;6. Authorize the City Engineer to approve the release of the Maintenance Guarantee Bond one yearfollowing the filing of the Notice of Completion if the improvements remain free from defects in materialand workmanship; and   7. Adopt a resolution authorizing the City Engineer to file a claim for reimbursement of approved SanBernardino County Transportation Authority funding from Transportation Development Act, Article 3Program.BACKGROUND:In late 2017, the City was awarded a grant by the San Bernardino County Transportation Authority(SBCTA) Transportation Development Act, Article 3 Program. This grant provides funding foraccessibility improvements by connecting sidewalks to existing public transit stops. Theseimprovements are intended to increase ridership, resulting in less vehicle trips and reducedCO2 emissions.  The Project scope of work consisted of minor removals and installation of portland concrete cement sidewalks, retaining curbs, cobble stone, accessible ramps and landscape restoration to provide accessible pedestrian pathway connections to and from existing bus stops. A vicinity map is included as Attachment 1. Bids were received and opened on November 13, 2018, and the subject project was awarded to FS Contractors, Inc., on January 16, 2019, in the amount of $43,412. COUNCIL GOAL(S) ADDRESSED: This Project Enhances Premier Community Status and Public Safety by improving access for residents and visitors to the City. ATTACHMENTS: Description Attachment 1 ­ Vicinity Map Attachment 2 ­ Resolution ANALYSIS: The subject project has been completed in accordance with the approved plans and specifications and to the satisfaction of the City Engineer. A net increase in the amount of $275 in the total project cost is a result of additional concrete required which is accounted for in the balancing statement. At the end of the one­year maintenance period, if the improvements remain free from defects in materials and workmanship, the City Clerk will authorize the release of the Maintenance Guarantee Bond upon approval by the City Engineer. FISCAL IMPACT: A total of $54,000 was budgeted in Fiscal Year 2018/19 from the Gas Tax R&T 7360 (Fund 174) and Pedestrian Grant, Article 3 (Fund 214) Funds, all of which are identified under Capital Improvement Project Account No’s. and in the amounts listed below.   Account No.Funding Source Description Amount 11743035650/1823174­0 Gas Tax R&T 7360 Bus Stop/Var. Locations $11,000 12143035650/1823214­0 Pedestrian Grant, Article 3 Bus Stop/Var. Locations $43,000 Total =$54,000 The final project cost is $47,504 as shown in the table below. Expenditure Amount Bid Advertisement $1,225 Construction Contract $43,687 Construction Inspection $2,592 Total =$47,504 A total of $6,496 is remaining in the budget for this project and will be returned to Fund Balance for the respective funding sources to be used for future capital improvement projects. Page 225 ATTACHMENT 1 FY 2018/2019 Sidewalk Improvements For Bus Stops At 5 Locations Project Vicinity Map NOT TO SCALE Project Site Page 226 ATTACHMENT 2 Resolution No. 19-XXX – Page 1 of 1 RESOLUTION NO. 19-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AUTHORIZING THE CITY ENGINEER TO FILE A CLAIM FOR REIMBURSEMENT OF APPROVED SAN BERNARDINO COUNTY TRANSPORTATION AUTHORITY (SBCTA) FUNDING FROM TRANSPORTATION DEVELOPMENT ACT (TDA) ARTICLE 3, 20% TRANSIT ACCESS FUNDS FOR THE FISCAL YEAR 2018/19 SIDEWALK IMPROVEMENTS FOR BUS STOPS AT 5 LOCATIONS PROJECT, CONTRACT NO. 18-138 AND AUTHORIZING THE FILING OF A NOTICE OF COMPLETION FOR THE WORK WHEREAS, the Fiscal Year 2018/19 Sidewalk Improvements for Bus Stops at 5 Locations Project, Contract No. 18-138, has been completed and accepted by the City Engineer; and WHEREAS, a Notice of Completion has been filed, certifying the work complete. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA HEREBY RESOLVES that the work is hereby accepted, and the City Engineer is authorized to sign and file a Notice of Completion with the County Recorder of San Bernardino County. PASSED, APPROVED, AND ADOPTED this 17th day of April 2019. ______________________________________________________________________ Page 227 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Jason C. Welday, Director of Engineering Services/City Engineer Brian Sandona, Senior Civil Engineer  SUBJECT:CONSIDERATION OF AN IMPROVEMENT AGREEMENT, IMPROVEMENT SECURITY, AND ORDERING THE ANNEXATION TO THE LANDSCAPE MAINTENANCE DISTRICT NO. 2 AND STREET LIGHT MAINTENANCE DISTRICTS NO'S. 1 AND 3 RELATED TO SITE DEVELOPMENT REVIEW CASE NO. DRC2017­00889, LOCATED IN THE VILLAGE COMMERCIAL (VC) DISTRICT OF THE VICTORIA PLANNED COMMUNITY, SOUTH OF ATTWOOD STREET AND WEST OF VICTORIA PARK LANE. RECOMMENDATION: Staff recommends that the City Council: 1. Approve an Improvement Agreement for DRC2017­00889 with Victoria Park Preschool LLC, and authorize the Mayor and City Clerk to sign the agreement; 2. Accept the security submitted for the Faithful Performance and Labor & Materials bonds; 3. Approve the design and plans for the required public improvements on file with the City Engineer; and 4. Order the annexation to Landscape Maintenance District No.2 and Street Light Maintenance District No's. 1 and 3. BACKGROUND: On July 26, 2018, the Planning Commission (Commission) approved DRC2017­00889 to construct a child care facility and outdoor play areas in the Village Commercial (VC) District of the Victoria Planned Community, located south of Atwood Street and west of Victoria Park Lane.  This approval included conditions to construct certain public improvements including street improvements. ANALYSIS: The developer, Victoria Park Preschool LLC, a California Limited Liability Company, has submitted street improvement plans along with an associated Improvement Agreement, security to guarantee the construction of the off­site improvements in the following amounts: Faithful Performance Bond     $ 12,900           Bond # 491495S Labor and Material Bond        $ 12,900           Bond # 491495S Copies of the agreement are available in the City Clerk’s office. The Consent and Waiver to Annexation forms signed by the developer are also on file in the City Clerk’s office. Page 228 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Jason C. Welday, Director of Engineering Services/City EngineerBrian Sandona, Senior Civil Engineer SUBJECT:CONSIDERATION OF AN IMPROVEMENT AGREEMENT, IMPROVEMENTSECURITY, AND ORDERING THE ANNEXATION TO THE LANDSCAPEMAINTENANCE DISTRICT NO. 2 AND STREET LIGHT MAINTENANCEDISTRICTS NO'S. 1 AND 3 RELATED TO SITE DEVELOPMENT REVIEWCASE NO. DRC2017­00889, LOCATED IN THE VILLAGE COMMERCIAL(VC) DISTRICT OF THE VICTORIA PLANNED COMMUNITY, SOUTH OFATTWOOD STREET AND WEST OF VICTORIA PARK LANE.RECOMMENDATION:Staff recommends that the City Council:1. Approve an Improvement Agreement for DRC2017­00889 with Victoria Park Preschool LLC, andauthorize the Mayor and City Clerk to sign the agreement;2. Accept the security submitted for the Faithful Performance and Labor & Materials bonds;3. Approve the design and plans for the required public improvements on file with the City Engineer;and4. Order the annexation to Landscape Maintenance District No.2 and Street Light MaintenanceDistrict No's. 1 and 3.BACKGROUND:On July 26, 2018, the Planning Commission (Commission) approved DRC2017­00889 to construct achild care facility and outdoor play areas in the Village Commercial (VC) District of the Victoria PlannedCommunity, located south of Atwood Street and west of Victoria Park Lane.  This approval includedconditions to construct certain public improvements including street improvements. COUNCIL GOAL(S) ADDRESSED: This item addresses the City Council's goal to Enhance Premier Community Status by ensuring the construction of high quality public improvements. ATTACHMENTS: Description Attachment 1 ­ Vicinity Map Attachment 2 ­ Resolution LMD 2 Attachment 3 ­ Resolution SLD 1 Attachment 4 ­ Resolution SLD 3 ANALYSIS:The developer, Victoria Park Preschool LLC, a California Limited Liability Company, has submittedstreet improvement plans along with an associated Improvement Agreement, security to guarantee theconstruction of the off­site improvements in the following amounts:Faithful Performance Bond     $ 12,900           Bond # 491495SLabor and Material Bond        $ 12,900           Bond # 491495SCopies of the agreement are available in the City Clerk’s office. The Consent and Waiver to Annexation forms signed by the developer are also on file in the City Clerk’s office. FISCAL IMPACT: The proposed annexations would satisfy the conditions of approval for the development and supply additional annual revenue into the lighting and landscape maintenance districts in the following amounts: Landscape Maintenance District No. 2:          $ 2,857.92 Street Lighting District No. 1:                          $      42.65 Street Lighting District No. 3:                          $    113.16 The development includes installation of 1 LED street light that will be maintained by Street Light Maintenance District No. 3. Page 229 ATTACHMENT 1 DRC2017-00889 Vicinity Map  NOT TO SCALE  Project Site  Page 230 ATTACHMENT 2 Resolution No. 19-XXX – Page 1 of 5 RESOLUTION NO. 19-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ORDERING THE ANNEXATION OF CERTAIN TERRITORY TO LANDSCAPE MAINTENANCE DISTRICT NO. 2 (VICTORIA NEIGHBORHOOD PARKS) FOR DRC2017-00889 WHEREAS, the City Council of the City of Rancho Cucamonga, California, has previously formed a special maintenance district pursuant to the terms of the “Landscape and Lighting Act of 1972”, being Division 15, Part 2 of the Streets and Highways Code of the State of California (the “Act”, said special maintenance district known and designated as Victoria Neighborhood Parks and Landscape Maintenance District (LMD 2) (the “District”); and WHEREAS, the provisions of Article 2 of Chapter 2 of the Act authorize the annexation of additional territory to the District; and WHEREAS, such provisions also provide that the requirement for the preparation of resolutions, and assessment engineer’s report, notices of public hearing and the right of majority protest may be waived in writing with the written consent of all of the owners of property within the territory to be annexed; and WHEREAS, notwithstanding that such provisions of the Act related to the annexation of territory to the District, Article XIII D of the Constitution of the State of California (“Article XIII D”) establishes certain procedural requirements for the authorization to levy assessments which apply to the levy of annual assessments for the District on the territory proposed to be annexed to such District; and WHEREAS, the owners of certain property described in Exhibit A attached hereto, and incorporated herein by this reference, have requested that such property (collectively, the “Territory”) be annexed to the District in order to provide for the levy of annual assessments to finance the maintenance of certain improvements described in Exhibit B hereto (the “Improvements”); and WHEREAS, all of the owners of the Territory have filed with the City Clerk duly executed forms entitled “Consent And Waiver To Annexation Of Certain Real Property To A Maintenance District And Approval Of The Levy Of Assessments On Such Real Property” (the “Consent and Waiver”); and WHEREAS, by such Consent and Waiver, all of the owners of the Territory have expressly waived any and all of the procedural requirements as prescribed in the Act to the annexation of the Territory to the District and have expressly consented to the annexation of the Territory to the District; and WHEREAS, by such Consent and Waiver, all of the owners of the Territory have also expressly waived any and all of the procedural requirements as prescribed in the Act and/or Article XIII D applicable to the authorization to levy the proposed annual assessment against the Territory set forth in Exhibit B attached hereto and incorporated herein by this reference and have declared support for, consent to and approval of the authorization to levy such proposed annual assessment set forth in Exhibit C attached hereto; and Page 231 Resolution No. 19-XXX – Page 2 of 5 WHEREAS, by such Consent and Waiver, all of the owners of the Territory have also expressly agreed for themselves, their heirs, successors and assigns that: (1) The proportionate special benefit derived by each parcel in the Territory from the District Improvements has been determined in relationship to the entirety of the maintenance and operation expenses of the Improvements; (2) The proposed annual assessment does not exceed the reasonable cost of the proportional special benefit from the Improvements conferred on each parcel in the Territory. (3) Only the special benefits derived or to be derived by each parcel in the Territory from the Improvements have been included in the proposed annual assessment. WHEREAS, at this time the City Council desires to order the annexation of the Territory to the District and to authorize the levy of annual assessments against the Territory in amounts not to exceed the amounts set forth in Exhibit C hereto. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA HEREBY RESOLVES AS FOLLOWS: SECTION 1: That the above recitals are true and correct. SECTION 2: The City Council hereby finds and determines that: a. The annual assessments proposed to be levied on each parcel in the Territory do not exceed the reasonable cost of the proportional special benefit conferred on each such parcel from the Improvements. b. The proportional special benefit derived by each parcel in the Territory from the Improvements has been determined in relationship to the entirety of the cost of the maintenance of the Improvement. c. Only special benefits will be assessed on the Territory by the levy of the proposed annual assessments. SECTION 3: This legislative body hereby orders the annexation the Territory to the District, approves the financing of the maintenance of the Improvements from the proceeds of annual assessments to be levied against the Territory and approves and orders the levy of annual assessments against the Territory in amounts not to exceed the amounts set forth in Exhibit C. SECTION 4: All future proceedings of the District, including the levy of all assessments, shall be applicable to the Territory. PASSED, APPROVED, AND ADOPTED this 17th day of April 2019. Page 232 Resolution No. 19-XXX – Page 3 of 5 Exhibit A Identification of the Owner and Description of the Property to be Annexed The Owner of the Property is: Victoria Park Preschool LLC, a California limited liability company The legal description of the Property is: Lot 2 of Tract No. 18212, in the City of Rancho Cucamonga, County of San Bernardino, State of California, as per map filed in book 340, pages 13 through 18, inclusive, of maps, in the office of the County Recorder of said County. Assessor’s Parcels Numbers of the Property: 1089-581-09 Page 233 Resolution No. 19-XXX – Page 4 of 5 Exhibit B Description of the District Improvements Fiscal Year 2018/2019 Victoria Neighborhood Parks and Landscape Maintenance District (LMD 2): Victoria Neighborhood Parks and Landscape Maintenance District (LMD 2) (the “Maintenance District”) represents landscape sites throughout the Victoria Planned Community. The sites maintained by the district consist of parkways, median islands, street trees, paseos, community trails and parks. Parks within LMD No. 2 include: Ellena Park, Kenyon Park, Victoria Arbors Park, Victoria Groves Park, Vintage Park, and Windrows Park. Proposed additions to the Improvements for Project DRC2017-00889: NONE Page 234 Resolution No. 19-XXX – Page 5 of 5 Exhibit C Proposed Annual Assessment Fiscal Year 2018/2019 Landscape Maintenance District No. 2 (Victoria Planned Community): The Maximum Assessment rate per Equivalent Benefit Unit (EBU) is $45.80 for the fiscal year 2018/19. The following table summarizes the assessment rate for Victoria Neighborhood Parks and Landscape Maintenance District (LMD 2) for DRC2017-00889: Parcel Land Use Category Total Benefit Points Parcel Factor Maximum Allowable Assessment Single-Family Residential 11.00 Parcel $503.80 Condominium Residential 8.10 Unit 370.98 Multi-Family Residential 7.70 Unit 352.66 Commercial/Industrial 52.00 Acre 2,381.60 Public Service Parcels-Church/Fire Station/School 3.00 Acre 137.40 Undeveloped 2.20 Acre 100.76 Common Area/Roads/Easements/Utility 0.00 Parcel 0.00 The proposed annual assessment for the property described in Exhibit A is as follows: 1.20 ACRES x 52 Total Benefit Points x $45.80 Maximum Assessment per Benefit Unit = $2,857.92 Annual Assessment *Commencing with fiscal year 2014/15, the maximum allowable assessment amount may be increased by the lesser of 3.0% or the percentage change in the year ending February preceding the start of the Fiscal Year of the Consumer Price Index for all Urban Consumers (CPI-U), for the Los Angeles-Riverside-Orange County area. Page 235 ATTACHMENT 3 Resolution No. 19-XXX – Page 1 of 5 RESOLUTION NO. 19-XXX 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 DRC2017-00889 WHEREAS, the City Council of the City of Rancho Cucamonga, California, has previously formed a special maintenance district pursuant to the terms of the “Landscape and Lighting Act of 1972”, being Division 15, Part 2 of the Streets and Highways Code of the State of California (the “Act”, said special maintenance district known and designated as Street Light Maintenance District No. 1 (Arterial Streets) (the “District”); and WHEREAS, the provisions of Article 2 of Chapter 2 of the Act authorize the annexation of additional territory to the District; and WHEREAS, such provisions also provide that the requirement for the preparation of resolutions, and assessment engineer’s report, notices of public hearing and the right of majority protest may be waived in writing with the written consent of all of the owners of property within the territory to be annexed; and WHEREAS, notwithstanding that such provisions of the Act related to the annexation of territory to the District, Article XIII D of the Constitution of the State of California (“Article XIII D”) establishes certain procedural requirements for the authorization to levy assessments which apply to the levy of annual assessments for the District on the territory proposed to be annexed to such District; and WHEREAS, the owners of certain property described in Exhibit A attached hereto, and incorporated herein by this reference, have requested that such property (collectively, the “Territory”) be annexed to the District in order to provide for the levy of annual assessments to finance the maintenance of certain improvements described in Exhibit B hereto (the “Improvements”); and WHEREAS, all of the owners of the Territory have filed with the City Clerk duly executed forms entitled “Consent And Waiver To Annexation Of Certain Real Property To A Maintenance District And Approval Of The Levy Of Assessments On Such Real Property” (the “Consent and Waiver”); and WHEREAS, by such Consent and Waiver, all of the owners of the Territory have expressly waived any and all of the procedural requirements as prescribed in the Act to the annexation of the Territory to the District and have expressly consented to the annexation of the Territory to the District; and WHEREAS, by such Consent and Waiver, all of the owners of the Territory have also expressly waived any and all of the procedural requirements as prescribed in the Act and/or Article XIII D applicable to the authorization to levy the proposed annual assessment against the Territory set forth in Exhibit B attached hereto and incorporated herein by this reference and have declared support for, consent to and approval of the authorization to levy such proposed annual assessment set forth in Exhibit C attached hereto; and Page 236 Resolution No. 19-XXX – Page 2 of 5 WHEREAS, by such Consent and Waiver, all of the owners of the Territory have also expressly agreed for themselves, their heirs, successors and assigns that: (1) The proportionate special benefit derived by each parcel in the Territory from the District Improvements has been determined in relationship to the entirety of the maintenance and operation expenses of the Improvements; (2) The proposed annual assessment does not exceed the reasonable cost of the proportional special benefit from the Improvements conferred on each parcel in the Territory. (3) Only the special benefits derived or to be derived by each parcel in the Territory from the Improvements have been included in the proposed annual assessment. WHEREAS, at this time the City Council desires to order the annexation of the Territory to the District and to authorize the levy of annual assessments against the Territory in amounts not to exceed the amounts set forth in Exhibit C hereto. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA HEREBY RESOLVES AS FOLLOWS: SECTION 1: That the above recitals are true and correct. SECTION 2: The City Council hereby finds and determines that: a. The annual assessments proposed to be levied on each parcel in the Territory do not exceed the reasonable cost of the proportional special benefit conferred on each such parcel from the Improvements. b. The proportional special benefit derived by each parcel in the Territory from the Improvements has been determined in relationship to the entirety of the cost of the maintenance of the Improvement. c. Only special benefits will be assessed on the Territory by the levy of the proposed annual assessments. SECTION 3: This legislative body hereby orders the annexation the Territory to the District, approves the financing of the maintenance of the Improvements from the proceeds of annual assessments to be levied against the Territory and approves and orders the levy of annual assessments against the Territory in amounts not to exceed the amounts set forth in Exhibit C. SECTION 4: All future proceedings of the District, including the levy of all assessments, shall be applicable to the Territory. PASSED, APPROVED, AND ADOPTED this 17th day of April 2019. Page 237 Resolution No. 19-XXX – Page 3 of 5 Exhibit A Identification of the Owner and Description of the Property to be Annexed The Owner of the Property is: Victoria Park Preschool LLC, a California limited liability company The legal description of the Property is: Lot 2 of Tract No. 18212, in the City of Rancho Cucamonga, County of San Bernardino, State of California, as per map filed in book 340, pages 13 through 18, inclusive, of maps, in the office of the County Recorder of said County. Assessor’s Parcels Numbers of the Property: 1089-581-09 Page 238 Resolution No. 19-XXX – Page 4 of 5 Exhibit B Description of the District Improvements Fiscal Year 2018/2019 Street Light Maintenance District No. 1 (Arterial Streets): Street Light Maintenance District No. 1 (Arterial Streets) (the “Maintenance District”) is used to fund the maintenance and/or installation of street lights and traffic signals located on arterial streets throughout the City. These sites consist of several non-contiguous areas throughout the City. The sites maintained by the district consist of street lights on arterial streets and traffic signals on arterial streets within the rights-of-way or designated easements of streets dedicated to the City. Proposed additions to the Improvements for Project DRC2017-00889: NONE Page 239 Resolution No. 19-XXX – Page 5 of 5 Exhibit C Proposed Annual Assessment Fiscal Year 2018/2019 Street Light Maintenance District No.1 (Arterial Streets): The rate per Equivalent Benefit Unit (EBU) is $17.77 for the fiscal year 2018/19. The following table summarizes the assessment rate for Street Light Maintenance District No.1 (Arterial Streets) for DRC2017-00889: Land Use Basis EBU Factor* Rate per EBU* Single Family Residential Parcel 1.00 $17.77 Multi-Family Residential Parcel 1.00 17.77 Non-Residential Acre 2.00 17.77 The proposed annual assessment for the property described in Exhibit A is as follows: 1.20 ACRES x 2.00 EBU Factor x $17.77 Rate per EBU = $ 42.65 Annual Assessment Page 240 ATTACHMENT 4 Resolution No. 19-XXX – Page 1 of 5 RESOLUTION NO. 19-XXX 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. 3 (VICTORIA PLANNED COMMUNITY) FOR DRC2017-00889 WHEREAS, the City Council of the City of Rancho Cucamonga, California, has previously formed a special maintenance district pursuant to the terms of the “Landscape and Lighting Act of 1972”, being Division 15, Part 2 of the Streets and Highways Code of the State of California (the “Act”, said special maintenance district known and designated as Street Light Maintenance District No. 3 (Victoria Planned Community) (the “District”); and WHEREAS, the provisions of Article 2 of Chapter 2 of the Act authorize the annexation of additional territory to the District; and WHEREAS, such provisions also provide that the requirement for the preparation of resolutions, and assessment engineer’s report, notices of public hearing and the right of majority protest may be waived in writing with the written consent of all of the owners of property within the territory to be annexed; and WHEREAS, notwithstanding that such provisions of the Act related to the annexation of territory to the District, Article XIII D of the Constitution of the State of California (“Article XIII D”) establishes certain procedural requirements for the authorization to levy assessments which apply to the levy of annual assessments for the District on the territory proposed to be annexed to such District; and WHEREAS, the owners of certain property described in Exhibit A attached hereto, and incorporated herein by this reference, have requested that such property (collectively, the “Territory”) be annexed to the District in order to provide for the levy of annual assessments to finance the maintenance of certain improvements described in Exhibit B hereto (the “Improvements”); and WHEREAS, all of the owners of the Territory have filed with the City Clerk duly executed forms entitled “Consent And Waiver To Annexation Of Certain Real Property To A Maintenance District And Approval Of The Levy Of Assessments On Such Real Property” (the “Consent and Waiver”); and WHEREAS, by such Consent and Waiver, all of the owners of the Territory have expressly waived any and all of the procedural requirements as prescribed in the Act to the annexation of the Territory to the District and have expressly consented to the annexation of the Territory to the District; and WHEREAS, by such Consent and Waiver, all of the owners of the Territory have also expressly waived any and all of the procedural requirements as prescribed in the Act and/or Article XIII D applicable to the authorization to levy the proposed annual assessment against the Territory set forth in Exhibit B attached hereto and incorporated herein by this reference and have declared support for, consent to and approval of the authorization to levy such proposed annual assessment set forth in Exhibit C attached hereto; and Page 241 Resolution No. 19-XXX – Page 2 of 5 WHEREAS, by such Consent and Waiver, all of the owners of the Territory have also expressly agreed for themselves, their heirs, successors and assigns that: (1) The proportionate special benefit derived by each parcel in the Territory from the District Improvements has been determined in relationship to the entirety of the maintenance and operation expenses of the Improvements; (2) The proposed annual assessment does not exceed the reasonable cost of the proportional special benefit from the Improvements conferred on each parcel in the Territory. (3) Only the special benefits derived or to be derived by each parcel in the Territory from the Improvements have been included in the proposed annual assessment. WHEREAS, at this time the City Council desires to order the annexation of the Territory to the District and to authorize the levy of annual assessments against the Territory in amounts not to exceed the amounts set forth in Exhibit C hereto. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA HEREBY RESOLVES AS FOLLOWS: SECTION 1: That the above recitals are true and correct. SECTION 2: The City Council hereby finds and determines that: a. The annual assessments proposed to be levied on each parcel in the Territory do not exceed the reasonable cost of the proportional special benefit conferred on each such parcel from the Improvements. b. The proportional special benefit derived by each parcel in the Territory from the Improvements has been determined in relationship to the entirety of the cost of the maintenance of the Improvement. c. Only special benefits will be assessed on the Territory by the levy of the proposed annual assessments. SECTION 3: This legislative body hereby orders the annexation the Territory to the District, approves the financing of the maintenance of the Improvements from the proceeds of annual assessments to be levied against the Territory and approves and orders the levy of annual assessments against the Territory in amounts not to exceed the amounts set forth in Exhibit C. SECTION 4: All future proceedings of the District, including the levy of all assessments, shall be applicable to the Territory. PASSED, APPROVED, AND ADOPTED this 17th day of April 2019. Page 242 Resolution No. 19-XXX – Page 3 of 5 Exhibit A Identification of the Owner and Description of the Property to be Annexed The Owner of the Property is: Victoria Park Preschool LLC, a California limited liability company The legal description of the Property is: Lot 2 of Tract No. 18212, in the City of Rancho Cucamonga, County of San Bernardino, State of California, as per map filed in book 340, pages 13 through 18, inclusive, of maps, in the office of the County Recorder of said County. Assessor’s Parcels Numbers of the Property: 1089-581-09 Page 243 Resolution No. 19-XXX – Page 4 of 5 Exhibit B Description of the District Improvements Fiscal Year 2018/2019 Street Light Maintenance District No. 3 (Victoria Planned Community): Street Light Maintenance District No. 3 (Victoria Planned Community) (the “Maintenance District”) is used to fund the maintenance and/or installation of street lights and traffic signals located within the Victoria Planned Community. This area generally encompasses the area of the City east of Deer Creek Channel, south of Highland Avenue, north of Base Line Road, and west of Etiwanda Avenue. This sites maintained by the District consist of streetlights on local streets and traffic signals (or a portion thereof) on local streets within the Victoria Planned Community. Proposed additions to the Improvements for Project DRC2017-00889: 1 new 3600 Lumen street light on Atwood Street Page 244 Resolution No. 19-XXX – Page 5 of 5 Exhibit C Proposed Annual Assessment Fiscal Year 2018/2019 Street Light Maintenance District No. 3 (Victoria Planned Community): The rate per Equivalent Benefit Unit (EBU) is $47.15 for the fiscal year 2018/19. The following table summarizes the assessment rate for Street Light Maintenance District No. 3 (Victoria Planned Community) for DRC2017-00889: Land Use Basis EBU Factor* Rate per EBU* Single Family Residential Parcel 1.00 $47.15 Multi-Family Residential Parcel 1.00 47.15 Non-Residential Acre 2.00 47.15 The proposed annual assessment for the property described in Exhibit A is as follows: 1.20 Acres x 2.00 EBU Factor x $47.15 Rate per EBU = $ 113.16 Annual Assessment Page 245 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Jason C. Welday, Director of Engineering Services/City Engineer Trina Valdez, Management Analyst I SUBJECT:CONSIDERATION TO ACCEPT AS COMPLETE, FILE THE NOTICE OF COMPLETION AND AUTHORIZE RELEASE OF BONDS FOR THE CITYWIDE LED STREETLIGHT RENOVATION PROJECT. RECOMMENDATION: Staff recommends that the City Council: 1. Accept the Citywide LED Streetlight Renovation, Contract No. 17­136 (Project), as complete; 2. Approve the final contract amount of $3,015,655; 3. Authorize the release of the Faithful Performance Bond 35 days after recordation of Notice of Completion; 4. Authorize the release of the Labor and Materials Bond in the amount of $2,994,486.02, six months after the recordation of said notice if no claims have been received; and 5. Authorize the City Engineer to file a Notice of Completion. BACKGROUND: The project scope of work consisted of a full turnkey retrofit of 14,944 existing high pressure sodium (HPS) lights to light­emitting diodes (LEDs), material handling and project reporting, HPS fixture disposal, project management, retrofitting the existing decorative streetlights on Foothill Boulevard with an LED lamp, and a networked smart control lighting system along the major corridors of the City. Bids were received and opened on June 1, 2017, and the subject project was awarded to Tanko Streetlighting, Inc. on June 22, 2017, in the amount of $2,994,486. ANALYSIS: The Project has been completed in accordance with the approved plans and specifications and to the satisfaction of the City Engineer. The net increase in the total cost of the project is a result of five (5) Contract Change Orders, including the final balancing statement which are summarized below. Change Order No. 1:  Replace photocell (Sun­Tech ELL­124) as per the RFP to Ripley RD8645. The change in contract cost due to this change order was a decrease of $21,007. Change Order No. 2:  The quantities used for the initial scope of work were based off of existing data the City had collected and was a close estimate of total fixtures and wattage type. After completing the Page 246 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Jason C. Welday, Director of Engineering Services/City EngineerTrina Valdez, Management Analyst ISUBJECT:CONSIDERATION TO ACCEPT AS COMPLETE, FILE THE NOTICE OFCOMPLETION AND AUTHORIZE RELEASE OF BONDS FOR THECITYWIDE LED STREETLIGHT RENOVATION PROJECT.RECOMMENDATION:Staff recommends that the City Council:1. Accept the Citywide LED Streetlight Renovation, Contract No. 17­136 (Project), as complete;2. Approve the final contract amount of $3,015,655;3. Authorize the release of the Faithful Performance Bond 35 days after recordation of Notice ofCompletion;4. Authorize the release of the Labor and Materials Bond in the amount of $2,994,486.02, sixmonths after the recordation of said notice if no claims have been received; and5. Authorize the City Engineer to file a Notice of Completion.BACKGROUND:The project scope of work consisted of a full turnkey retrofit of 14,944 existing high pressure sodium(HPS) lights to light­emitting diodes (LEDs), material handling and project reporting, HPS fixturedisposal, project management, retrofitting the existing decorative streetlights on Foothill Boulevard withan LED lamp, and a networked smart control lighting system along the major corridors of the City.Bids were received and opened on June 1, 2017, and the subject project was awarded to TankoStreetlighting, Inc. on June 22, 2017, in the amount of $2,994,486. COUNCIL GOAL(S) ADDRESSED: This project addresses the City Council Goal of Public Safety by improving the reliability of the street lighting system with brighter and more efficient LED street light fixtures and reducing maintenance costs. ANALYSIS:The Project has been completed in accordance with the approved plans and specifications and to thesatisfaction of the City Engineer.The net increase in the total cost of the project is a result of five (5) Contract Change Orders, includingthe final balancing statement which are summarized below.Change Order No. 1:  Replace photocell (Sun­Tech ELL­124) as per the RFP to Ripley RD8645. Thechange in contract cost due to this change order was a decrease of $21,007. Change Order No. 2:  The quantities used for the initial scope of work were based off of existing data the City had collected and was a close estimate of total fixtures and wattage type. After completing the six phases of the SCE purchase, the total amount of street lights needing to be retrofitted to LED exceeded certain fixture wattage quantities. The change in contract cost due to this change order was an increase of $3,970. Change Order No. 3:  Sales tax on the equipment was inadvertently omitted from the proposal amount. The change in contract cost due to this change order was an increase of $139,421. Change Order No. 4:  The installation of pole tags in Street Lighting Maintenance District No. 8 was not accounted for as part of the initial scope of work due to the majority of lights in this district having existing LED fixtures. The change in contract cost due to this change order was an increase of $18,890. Change Order No. 5:  In the initial scope of work, the Echelon TOP900TLX­E were included in the bid as a separate line item. The smart controls were included in the turnkey amount for the fixture being installed and was not needed as a separate line item. The change in contract cost due to this change order was a decrease of $120,105. The sum of all five change orders resulted in a net increase in the amount of $21,169. Staff has reviewed these change orders for completeness and accuracy as to the materials, equipment and labor included. FISCAL IMPACT: A total of $3,076,486 had been budgeted in Fiscal Year 2017/18 from the Street Lighting Maintenance District Fund Nos. 151 through 158 in the amounts listed below. Account No.Funding Source Amount 1151303­5650/1973151­0 Street Light District No. 1 $977,877 1152303­5650/1973152­0 Street Light District No. 2 $986,557 1153303­5650/1973153­0 Street Light District No. 3 $383,067 1154303­5650/1973154­0 Street Light District No. 4 $202,020 1155303­5650/1973155­0 Street Light District No. 5 $96,381 1156303­5650/1973156­0 Street Light District No. 6 $138,770 1157303­5650/1973157­0 Street Light District No. 7 $274,811 1158303­5650/1973158­0 Street Light District No. 8 $17,000 Total:$3,076,483 The final project cost is $3,015,655. A total of $60,828 is remaining in the budget for this project and will be returned to the Fund Balance for the respective funding sources to be used for future capital improvement projects. Page 247 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Jason C. Welday, Director of Engineering Services/City Engineer Trina Valdez, Management Analyst I SUBJECT:CONSIDERATION OF AMENDMENT NO. 07 TO THE PROFESSIONAL SERVICES AGREEMENT WITH BUTSKO UTILITY DESIGN, INC. (CO#12­ 077) IN AN ADDITIONAL AMOUNT OF $183,000 FOR FISCAL YEAR 2018/19 AND AUTHORIZE AN APPROPRIATION IN THE AMOUNT OF $183,000 FROM THE MUNICIPAL UTILITY FUND (FUND 705) FOR ELECTRICAL ENGINEERING SUPPORT AND INSPECTION SERVICES. RECOMMENDATION: Staff recommends that the City Council approve and authorize Amendment No. 07 with Butsko Utility Design, Inc. in an additional amount of $183,000 and appropriate funds in the amount of $183,000 to Account 1705303­5309 (Contract Services) from the Municipal Utility Fund (Fund 705). BACKGROUND: In 2012, the City of Rancho Cucamonga and Butsko Utility Design, Inc. entered into a Professional Services Agreement (CO#12­077) to provide electrical engineering, design support, inspection and project management services for the Rancho Cucamonga Municipal Utility. COUNCIL GOAL(S) ADDRESSED: ANALYSIS: During Fiscal Year 2018/19, there has been an influx of new development and line extension projects within the Rancho Cucamonga Municipal Utility (RCMU) area. As part of the line extension agreement, the applicant for the development project is required to pay for the plan preparation, plan check costs and inspection services provided by Butsko Utility Design, Inc. on behalf of RCMU.  These projects include the Utica Business Park, Van Daele Homes, 4th and Utica, The Resort's Loop Road, The Resorts Parkway, IPT Arrow Route and D.R. Horton totaling $152,243 of applicant paid fees. These developer paid projects were not accounted for in the Fiscal Year 2018/19 budget and were funded out of the department's routine electrical engineering support services line item. In order to cover anticipated costs for normal utility operations through the end of the fiscal year, a contract amendment and appropriation in the amount of $183,000 is needed to backfill the above­mentioned project related expenditures along with a slight increase in operational expenditures.  FISCAL IMPACT: An appropriation in the amount of $183,000 from the Municipal Utility Fund (Fund 705) to Account No. 1705303­5309 (Contract Services) is required to fully fund the amendment. Page 248 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Jason C. Welday, Director of Engineering Services/City EngineerTrina Valdez, Management Analyst ISUBJECT:CONSIDERATION OF AMENDMENT NO. 07 TO THE PROFESSIONALSERVICES AGREEMENT WITH BUTSKO UTILITY DESIGN, INC. (CO#12­077) IN AN ADDITIONAL AMOUNT OF $183,000 FOR FISCAL YEAR 2018/19AND AUTHORIZE AN APPROPRIATION IN THE AMOUNT OF $183,000FROM THE MUNICIPAL UTILITY FUND (FUND 705) FORELECTRICAL ENGINEERING SUPPORT AND INSPECTION SERVICES.RECOMMENDATION:Staff recommends that the City Council approve and authorize Amendment No. 07 with Butsko UtilityDesign, Inc. in an additional amount of $183,000 and appropriate funds in the amount of $183,000 toAccount 1705303­5309 (Contract Services) from the Municipal Utility Fund (Fund 705).BACKGROUND:In 2012, the City of Rancho Cucamonga and Butsko Utility Design, Inc. entered into a ProfessionalServices Agreement (CO#12­077) to provide electrical engineering, design support, inspection andproject management services for the Rancho Cucamonga Municipal Utility. COUNCIL GOAL(S) ADDRESSED: Utility electrical engineering, design support, inspection and project management services for the Rancho Cucamonga Municipal Utility assist in providing sufficient, safe and reliable electric utility infrastructure, thus enhancing the City’s position as the Premier Community in our region. ANALYSIS:During Fiscal Year 2018/19, there has been an influx of new development and line extension projectswithin the Rancho Cucamonga Municipal Utility (RCMU) area. As part of the line extension agreement,the applicant for the development project is required to pay for the plan preparation, plan check costsand inspection services provided by Butsko Utility Design, Inc. on behalf of RCMU. These projects include the Utica Business Park, Van Daele Homes, 4th and Utica, The Resort's LoopRoad, The Resorts Parkway, IPT Arrow Route and D.R. Horton totaling $152,243 of applicant paid fees.These developer paid projects were not accounted for in the Fiscal Year 2018/19 budget and werefunded out of the department's routine electrical engineering support services line item. In order to coveranticipated costs for normal utility operations through the end of the fiscal year, a contract amendmentand appropriation in the amount of $183,000 is needed to backfill the above­mentioned project relatedexpenditures along with a slight increase in operational expenditures. FISCAL IMPACT:An appropriation in the amount of $183,000 from the Municipal Utility Fund (Fund 705) to Account No.1705303­5309 (Contract Services) is required to fully fund the amendment. Page 249 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:William Wittkopf, Public Works Services Director Neil Plummer, Maintenance Supervisor Kenneth Fung, Assistant Engineer SUBJECT:CONSIDERATION TO AWARD CONTRACT TO PACIFIC BUILDERS AND ROOFING, INC., DBA WSP ROOFING FOR THE “LIONS COMMUNITY CENTER WEST – ROOF REPLACEMENT PROJECT.” RECOMMENDATION: Staff recommends the City Council approve the specifications, accept the bids received, award and authorize the execution of a contract in the amount of $142,573 for the “Lions Community Center West – Roof Replacement Project” to the lowest responsive bidder, Pacific Builders and Roofing, Inc., dba WSP Roofing of Banning and authorize the expenditure of a 10% contingency in the amount of $14,257 to be funded from account number 1025001­5602 (Capital Reserve). BACKGROUND: Several years ago, the roofing specialist firm of Independent Roofing Consultants (IRC) was hired to evaluate the condition of the existing roofs at several City facilities and prepare a report recommending repair/maintenance work for each roof. Due to the extent of the Lions Community Center West’s roof deterioration, the IRC report recommended that this facility’s roof be replaced. The existing roof is the original roof with some miscellaneous repairs/patching to the roof over the years. However, the roof has deteriorated to the point where leaks adversely affect the usage of this facility.  Replacing the deteriorated roof at Lions Community Center West will reduce maintenance costs by eliminating the need to cover rooms prior to rain events and/or clean up water damage resulting from new leaks. In addition, it will enable Lions Community Center West to host more revenue generating events and activities. ANALYSIS: Four (4) bids for this project were opened at 2:00 pm on Tuesday, February 26, 2019 (see attached Bid Summary). One bid was non­responsive because the bidder did not include a signed Addendum No. 1 and did not incorporate the changes to the bid proposal noted in Addendum No. 1. A second bid was withdrawn by the bidder after the bidder realized a clerical error resulted in no bid amount written for Additive Bid No 1. Staff has completed the required background investigation and finds that the lowest responsive bidder, Pacific Builders and Roofing, Inc., dba WSP Roofing of Banning, has met the requirements of the bid documents.  The project is scheduled to be completed within fourteen (14) working days. Page 250 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:William Wittkopf, Public Works Services DirectorNeil Plummer, Maintenance SupervisorKenneth Fung, Assistant EngineerSUBJECT:CONSIDERATION TO AWARD CONTRACT TO PACIFIC BUILDERS ANDROOFING, INC., DBA WSP ROOFING FOR THE “LIONS COMMUNITYCENTER WEST – ROOF REPLACEMENT PROJECT.”RECOMMENDATION:Staff recommends the City Council approve the specifications, accept the bids received, award andauthorize the execution of a contract in the amount of $142,573 for the “Lions Community Center West– Roof Replacement Project” to the lowest responsive bidder, Pacific Builders and Roofing, Inc., dbaWSP Roofing of Banning and authorize the expenditure of a 10% contingency in the amount of $14,257to be funded from account number 1025001­5602 (Capital Reserve).BACKGROUND:Several years ago, the roofing specialist firm of Independent Roofing Consultants (IRC) was hired toevaluate the condition of the existing roofs at several City facilities and prepare a report recommendingrepair/maintenance work for each roof. Due to the extent of the Lions Community Center West’s roofdeterioration, the IRC report recommended that this facility’s roof be replaced. The existing roof is theoriginal roof with some miscellaneous repairs/patching to the roof over the years. However, the roof hasdeteriorated to the point where leaks adversely affect the usage of this facility. Replacing the deteriorated roof at Lions Community Center West will reduce maintenance costs byeliminating the need to cover rooms prior to rain events and/or clean up water damage resulting fromnew leaks. In addition, it will enable Lions Community Center West to host more revenue generatingevents and activities. COUNCIL GOAL(S) ADDRESSED: Public Enhancement – The new roofing at the Lions Community Center West will increase the functionality of the facility to host a wide variety of activities. ATTACHMENTS: Description Attachment 1 ­ Bid Summary Attachment 2 ­ Project Contract ANALYSIS:Four (4) bids for this project were opened at 2:00 pm on Tuesday, February 26, 2019 (see attached BidSummary). One bid was non­responsive because the bidder did not include a signed Addendum No. 1and did not incorporate the changes to the bid proposal noted in Addendum No. 1. A second bid waswithdrawn by the bidder after the bidder realized a clerical error resulted in no bid amount written forAdditive Bid No 1. Staff has completed the required background investigation and finds that the lowestresponsive bidder, Pacific Builders and Roofing, Inc., dba WSP Roofing of Banning, has met therequirements of the bid documents.  The project is scheduled to be completed within fourteen (14) working days. FISCAL IMPACT: The project cost is within the budget line items in the approved budget for FY 2018/2019. Page 251 itemDescriptionQtyUnitUnit PriceCostUnit PriceCostUnit PriceCostUnit PriceCost1Roof Replacement Work (1)1LS$141,573.00$141,573.00$184,332.00$184,332.00$180,342.00$180,342.00$178,262.00$178,262.00$171,127.25BASE BID TOTAL =$141,573.00$184,332.00$180,342.00$178,262.00Included Signed Addendum No 1?Y/NYESYESYESNO (3)ADDITIVE BIDSitemDescriptionQtyUnitUnit PriceCostUnit PriceCostUnit PriceCostUnit PriceCost2Additive Bid No 1 Work (1)1LS$1,000.00$1,000.00$5,439.00$5,439.00$0.00$0.00$0.00$0.00$1,609.75ADDITIVE BID NO 1 TOTAL =$1,000.00$5,439.00$0.00$0.00BASE BID + ADDITIVE BID N0 1 =$142,573.00$189,771.00$180,342.00Commercial Roofing Systems, Inc.Attachment 1 - Bid Summary(3) Bid proposal is not compliant because it did not include revised sheets P-1A and P-1B Additive Bid No 1 as called for in Addendum No 1BASE BIDPacific Builders & Roofing, Inc dba WSP RoofingDanny Letner, Inc. dba Letner Roofing Co. (3)Best Contracting Services, Inc. (2)(2) Bid proposal withdrawn due to clerical error on Additive Bid No 1 Work.(1) See bid documents for description of work.FEBRUARY 26, 2019 BID OPENING SUMMARYLIONS COMMUNITY CENTER WEST - ROOF REPLACEMENT PROJECTAverage of Unit PricesAverage of Unit PricesCommercial Roofing Systems, Inc.Pacific Builders & Roofing, Inc dba WSP RoofingDanny Letner, Inc. dba Letner Roofing Co. (3)Best Contracting Services, Inc. (2)Page 252 Attachment 2 - Project Contract Page 253 Page 254 Page 255 Page 256 Page 257 Page 258 Page 259 Page 260 Page 261 Page 262 Page 263 Page 264 Page 265 Page 266 Page 267 Page 268 Page 269 Page 270 Page 271 Page 272 Page 273 Page 274 Page 275 Page 276 Page 277 Page 278 Page 279 Page 280 Page 281 Page 282 Page 283 Page 284 Page 285 Page 286 Page 287 Page 288 Page 289 Page 290 Page 291 Page 292 Page 293 Page 294 Page 295 Page 296 Page 297 Page 298 Page 299 Page 300 Page 301 Page 302 Page 303 Page 304 Page 305 Page 306 Page 307 Page 308 Page 309 Page 310 Page 311 Page 312 Page 313 Page 314 Page 315 Page 316 Page 317 Page 318 Page 319 Page 320 Page 321 Page 322 Page 323 Page 324 Page 325 Page 326 Page 327 Page 328 Page 329 Page 330 Page 331 Page 332 Page 333 Page 334 Page 335 Page 336 Page 337 Page 338 Page 339 Page 340 Page 341 Page 342 Page 343 Page 344 Page 345 Page 346 Page 347 Page 348 Page 349 Page 350 Page 351 Page 352 Page 353 Page 354 Page 355 Page 356 Page 357 Page 358 Page 359 Page 360 Page 361 Page 362 Page 363 Page 364 Page 365 Page 366 Page 367 Page 368 Page 369 Page 370 Page 371 Page 372 Page 373 Page 374 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:William Wittkopf, Public Works Services Director Neil Plummer, Maintenance Supervisor Kenneth Fung, Assistant Engineer SUBJECT:CONSIDERATION TO AWARD CONTRACT TO COMMERCIAL ROOFING SYSTEMS, INC., FOR THE “LIONS COMMUNITY CENTER EAST – ROOF MAINTENANCE & REPAIR PROJECT” AND AUTHORIZE THE ADDITIONAL APPROPRIATION OF $60,709. RECOMMENDATION: Staff recommends the City Council approve the specifications, accept the bids received, award and authorize the execution of a contract in the amount of $139,890 for the “Lions Community Center East – Roof Maintenance & Repair Project” to the lowest responsive bidder, Commercial Roofing Systems, Inc., of Arcadia, authorize the expenditure of a 10% contingency in the amount of $13,989, and authorize an additional appropriation of $60,709 into account number 1025001­5602 from the Capital Reserve fund balance (Fund 025). BACKGROUND: Several years ago, the roofing specialist firm of Independent Roofing Consultants (IRC) was hired to evaluate the condition of the existing roofs at several City facilities and prepare a report recommending repair/maintenance work for each roof. The IRC report called for various maintenance and repair work on the Lions Community Center East facility roof. However, the roof has deteriorated significantly since the report was prepared. During this rainy season, multiple leaks occurred throughout this facility. In an effort to minimize leaks, staff installed blue tarps to cover the entire north, east, and half the south facing steep sloped roof sections of this building. Since leaks would eventually appear on the tarp covered west facing and remaining south facing steep sloped roof sections, an Alternate Bid to repair all four (4) steep sloped roof sections was added to the bid documents (Addendum No. 1).  By repairing all four (4) steep sloped roof sections, staff service calls to cover rooms prior to rain events and/or clean up water damage resulting from new leaks would be eliminated. This would allow Lions Community Center East to host more revenue generating events and activities. ANALYSIS: Three (3) bids for this project were opened at 2:00 pm on Tuesday, February 26, 2019 (see attached Bid Summary). One bid was non­responsive because it did not include a signed Addendum No. 1 and did not incorporate the changes to the bid proposal noted in Addendum No. 1. Staff has completed the required background investigation and finds that the lowest responsive bidder, Commercial Roofing Systems, Inc. of Arcadia has met the requirements of the bid documents.  Page 375 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:William Wittkopf, Public Works Services DirectorNeil Plummer, Maintenance SupervisorKenneth Fung, Assistant EngineerSUBJECT:CONSIDERATION TO AWARD CONTRACT TO COMMERCIAL ROOFINGSYSTEMS, INC., FOR THE “LIONS COMMUNITY CENTER EAST – ROOFMAINTENANCE & REPAIR PROJECT” AND AUTHORIZE THE ADDITIONALAPPROPRIATION OF $60,709.RECOMMENDATION:Staff recommends the City Council approve the specifications, accept the bids received, award andauthorize the execution of a contract in the amount of $139,890 for the “Lions Community Center East –Roof Maintenance & Repair Project” to the lowest responsive bidder, Commercial Roofing Systems,Inc., of Arcadia, authorize the expenditure of a 10% contingency in the amount of $13,989, andauthorize an additional appropriation of $60,709 into account number 1025001­5602 from the CapitalReserve fund balance (Fund 025).BACKGROUND:Several years ago, the roofing specialist firm of Independent Roofing Consultants (IRC) was hired toevaluate the condition of the existing roofs at several City facilities and prepare a report recommendingrepair/maintenance work for each roof. The IRC report called for various maintenance and repair workon the Lions Community Center East facility roof. However, the roof has deteriorated significantly sincethe report was prepared. During this rainy season, multiple leaks occurred throughout this facility. In aneffort to minimize leaks, staff installed blue tarps to cover the entire north, east, and half the south facingsteep sloped roof sections of this building. Since leaks would eventually appear on the tarp coveredwest facing and remaining south facing steep sloped roof sections, an Alternate Bid to repair all four (4)steep sloped roof sections was added to the bid documents (Addendum No. 1). By repairing all four (4) steep sloped roof sections, staff service calls to cover rooms prior to rain eventsand/or clean up water damage resulting from new leaks would be eliminated. This would allow LionsCommunity Center East to host more revenue generating events and activities. COUNCIL GOAL(S) ADDRESSED: Public Enhancement – The new roofing at the Lions Community Center East will increase the functionality of the facility to host a wide variety of activities. ATTACHMENTS: Description Attachment 1 ­ Bid Summary Attachment 2 ­ Project Contract ANALYSIS:Three (3) bids for this project were opened at 2:00 pm on Tuesday, February 26, 2019 (see attachedBid Summary). One bid was non­responsive because it did not include a signed Addendum No. 1 anddid not incorporate the changes to the bid proposal noted in Addendum No. 1. Staff has completed therequired background investigation and finds that the lowest responsive bidder, Commercial Roofing Systems, Inc. of Arcadia has met the requirements of the bid documents.  Since leaks will eventually appear below the not tarp covered west facing and remaining south facing steep sloped roof section, staff recommends awarding the Alternate Bid to repair all four (4) steep sloped roof sections of Lions Community Center East.  The project is scheduled to be completed within ten (10) working days. FISCAL IMPACT: An additional appropriation in the amount of $60,709 from the Capital Reserve Fund (Fund 025) to Account No. 1025001­5602 (Capital Outlay ­ Building & Improvement) is required to fully fund this project. Page 376 item Description Qty Unit Unit Price Cost Unit Price CostUnit Price Cost1Roof Maintenance & Repair Work for the entire north facing, east facing and approx. one half of the south facing steep - sloped roof sections. 1 LS $107,518.00 $107,518.00 $144,222.00 $144,222.00$123,240.00 $123,240.00$124,993.33BASE BID TOTAL =$107,518.00$144,222.00$123,240.00Included Signed Addendum No 1? Y/N YES YESNO (1)ALTERNATE BIDitem Description Qty Unit Unit Price Cost Unit Price CostUnit Price Cost2Roof Maintenance & Repair Work for all four (4) steep - sloped roof sections 1 LS $139,890.00 $139,890.00 $170,963.00 $170,963.00$0.00 $0.00$103,617.67ALTERNATE BID TOTAL = $139,890.00 $170,963.00$0.00(1) Bid proposal is non compliant because it did not include revised sheets P-1A and P-1B Alternate BidBASE BIDCommercial Roofing Systems, Inc.Danny Letner, Inc. dba Letner Roofing Co (1)FEBRUARY 26, 2019 BID OPENING SUMMARYLIONS COMMUNITY CENTER EAST - ROOF MAINTENANCE & REPAIR PROJECTBest Contracting Services, Inc.Attachment 1 - Bid SummaryAverage of Unit PricesAverage of Unit PricesCommercial Roofing Systems, Inc.Danny Letner, Inc. dba Letner Roofing Co (1)Best Contracting Services, Inc.Page 377 Attachment 2 - Project Contract Page 378 Page 379 Page 380 Page 381 Page 382 Page 383 Page 384 Page 385 Page 386 Page 387 Page 388 Page 389 Page 390 Page 391 Page 392 Page 393 Page 394 Page 395 Page 396 Page 397 Page 398 Page 399 Page 400 Page 401 Page 402 Page 403 Page 404 Page 405 Page 406 Page 407 Page 408 Page 409 Page 410 Page 411 Page 412 Page 413 Page 414 Page 415 Page 416 Page 417 Page 418 Page 419 Page 420 Page 421 Page 422 Page 423 Page 424 Page 425 Page 426 Page 427 Page 428 Page 429 Page 430 Page 431 Page 432 Page 433 Page 434 Page 435 Page 436 Page 437 Page 438 Page 439 Page 440 Page 441 Page 442 Page 443 Page 444 Page 445 Page 446 Page 447 Page 448 Page 449 Page 450 Page 451 Page 452 Page 453 Page 454 Page 455 Page 456 Page 457 Page 458 Page 459 Page 460 Page 461 Page 462 Page 463 Page 464 Page 465 Page 466 Page 467 Page 468 Page 469 Page 470 Page 471 Page 472 Page 473 Page 474 Page 475 Page 476 Page 477 Page 478 Page 479 Page 480 Page 481 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:William Wittkopf, Public Works Services Director Neil Plummer, Maintenance Supervisor Kenneth Fung, Assistant Engineer SUBJECT:CONSIDERATION TO REJECT BIDS FOR THE “ANIMAL CARE & ADOPTION CENTER – ROOF MAINTENANCE & REPAIR PROJECT” AS NON­RESPONSIVE TO THE NEEDS OF THE CITY. RECOMMENDATION: Staff recommends the City Council consider rejecting the bids for the “Animal Care & Adoption Center – Roof Maintenance & Repair Project” as non­responsive to the needs of the City. BACKGROUND: Several years ago, Independent Roofing Consultants was hired to evaluate the condition of the existing roofs at several City facilities and prepare a report recommending repair/maintenance for each facility’s roof. The report called for various maintenance and repair work on the Animal Care & Adoption Center roof. During the on­site pre­bid inspection with potential bidders, additional deterioration was discovered. To account for the additional costs to repair the additional deteriorated areas, Additive Bids No. 1 and No. 2 were added to the bid documents. COUNCIL GOAL(S) ADDRESSED: N/A ATTACHMENTS: Description Attachment 1 ­ Bid Summary ANALYSIS: Two (2) bids were opened at 2:00 pm on Tuesday, February 26, 2019 for the “Animal Care & Adoption Center – Roof Maintenance & Repair Project.”  The low bid proposal of $153,619 exceeded the Engineer’s Estimate of $75,000. Attached is a copy of the Bid Summary.  Staff will review and adjust the bid specifications and rebid the project in the future. FISCAL IMPACT: N/A Page 482 itemDescriptionQtyUnitUnit PriceCostUnit PriceCost1Roof Maintenance & Repair Work (1)1LS$153,619.00$153,619.00$65,506.00$65,506.00$109,562.50BASE BID TOTAL =$153,619.00$65,506.00Included Signed Addendum No 1?Y/NYESYESADDITIVE BIDSitemDescriptionQtyUnitUnit PriceCostUnit PriceCost2Additive Bid No 1 Work (1)1LS$24,900.00$24,900.00$28,222.00$28,222.00$26,561.003Additive Bid No 2 Work (1)1LS$32,913.00$32,913.00$32,110.00$32,110.00$32,511.50ADDITIVE BIDS TOTAL =$57,813.00$60,332.00$211,432.00$125,838.00Attachment 1 - Bid SummaryFEBRUARY 26, 2019 BID OPENING SUMMARYANIMAL CARE & ADOPTION CENTER - ROOF MAINTENANCE & REPAIR PROJECT(2) Bid withdrawan due to significant clerical error.(1) See bid documents for description of workBase Bid + Additive Bid No 1 + Additive Bid No 2 =Average of Unit PricesAverage of Unit PricesBest Contracting Services, Inc. (2)Commercial Roofing Systems, Inc.BASE BIDBest Contracting Services, Inc. (2)Commercial Roofing Systems, Inc.Page 483 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John Gillison, City Manager INITIATED BY:Ruth Cain, CPPB, Procurement Manager Cheryl Combs, Procurement Technician SUBJECT:CONSIDERATION TO APPROVE THE USE OF A COOPERATIVE CONTRACT THROUGH NASPO VALUE POINT #MA19101 AWARDED TO THE GOODYEAR YEAR TIRE AND RUBBER COMPANY (GOODYEAR), BY THE STATE OF IOWA, FOR THE PURCHASE OF GOODYEAR TIRES, TUBES, AND SERVICES FOR THE REMAINDER OF FISCAL YEAR 2018/2019 AND AUTHORIZE THE USE OF FUTURE RENEWALS AS AWARDED BY THE STATE OF IOWA THROUGH NASPO VALUE POINT, TO BE FUNDED BY VARIOUS CITYWIDE ACCOUNT NUMBERS IN ACCORDANCE WITH THE ADOPTED FISCAL YEAR BUDGETS. RECOMMENDATION: Staff recommends the City Council approve the use of a cooperative contract through NASPO Value Point, #MA19101 awarded to The Goodyear Tire and Rubber Company by the State of Iowa, to be utilized citywide for the purchase of tires, tubes, and services for the remainder of Fiscal Year 2018/2019, and authorize the use of future renewals as awarded by the State of Iowa through the NASPO Value Point Contract #MA19101, to be funded by various citywide account numbers in accordance with the adopted fiscal year budgets. BACKGROUND: Per the City of Rancho Cucamonga's Municipal Code, Section 3.08.070, the City may award contracts when the purchase is beneficial to the interest of the City and is from a supplier who has been awarded a specific item or items in a contract resulting from a formal competitive bid process by another governmental agency within the State of California or by the federal government within the last year. ANALYSIS: As part of an ongoing review of City operations, the Procurement Division has identified a viable cooperative purchasing option with Goodyear  for the supply of tires, tubes, and related services as needed. Goodyear was awarded the contract from NASPO Value Point, which allows other agencies to award a contract at the same prices, terms and conditions. Staff has reviewed the contract and is satisfied that it meets the City's requirements. Staff recommends that City Council authorize the purchase of tires, tubes and services as needed for the remainder of Fiscal Year 2018/2019 from Goodyear utilizing the Iowa State Contract #MA19101 through NASPO Value Point and authorize the use of future renewals as awarded by  the State of Iowa, to be funded by various citywide account numbers in accordance with the adopted fiscal year budgets. The contract term has an effective date of April 1, 2019 and an expiration date of March 31, 2024. Page 484 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John Gillison, City ManagerINITIATED BY:Ruth Cain, CPPB, Procurement ManagerCheryl Combs, Procurement TechnicianSUBJECT:CONSIDERATION TO APPROVE THE USE OF A COOPERATIVECONTRACT THROUGH NASPO VALUE POINT #MA19101 AWARDED TOTHE GOODYEAR YEAR TIRE AND RUBBER COMPANY (GOODYEAR), BYTHE STATE OF IOWA, FOR THE PURCHASE OF GOODYEAR TIRES,TUBES, AND SERVICES FOR THE REMAINDER OF FISCAL YEAR2018/2019 AND AUTHORIZE THE USE OF FUTURE RENEWALS ASAWARDED BY THE STATE OF IOWA THROUGH NASPO VALUE POINT, TOBE FUNDED BY VARIOUS CITYWIDE ACCOUNT NUMBERS INACCORDANCE WITH THE ADOPTED FISCAL YEAR BUDGETS.RECOMMENDATION:Staff recommends the City Council approve the use of a cooperative contract through NASPO ValuePoint, #MA19101 awarded to The Goodyear Tire and Rubber Company by the State of Iowa, to beutilized citywide for the purchase of tires, tubes, and services for the remainder of Fiscal Year2018/2019, and authorize the use of future renewals as awarded by the State of Iowa through theNASPO Value Point Contract #MA19101, to be funded by various citywide account numbers inaccordance with the adopted fiscal year budgets.BACKGROUND:Per the City of Rancho Cucamonga's Municipal Code, Section 3.08.070, the City may award contractswhen the purchase is beneficial to the interest of the City and is from a supplier who has been awardeda specific item or items in a contract resulting from a formal competitive bid process by anothergovernmental agency within the State of California or by the federal government within the last year. COUNCIL GOAL(S) ADDRESSED: Use of  the Iowa State Cooperative Contract #MA19101 through NASPO Value Point with Goodyear is tied to the mid and long range City Council goal by effectively managing cost by providing steeper discounts to the City due to the high product volume procured by Citywide Departments as well as other entities that also utilize the Contract. This allows for more accurate budget planning for departments for the term of the Agreement. ANALYSIS:As part of an ongoing review of City operations, the Procurement Division has identified a viablecooperative purchasing option with Goodyear  for the supply of tires, tubes, and related services asneeded. Goodyear was awarded the contract from NASPO Value Point, which allows other agencies toaward a contract at the same prices, terms and conditions. Staff has reviewed the contract and issatisfied that it meets the City's requirements.Staff recommends that City Council authorize the purchase of tires, tubes and services as needed forthe remainder of Fiscal Year 2018/2019 from Goodyear utilizing the Iowa State Contract #MA19101through NASPO Value Point and authorize the use of future renewals as awarded by  the State of Iowa, to be funded by various citywide account numbers in accordance with the adopted fiscal year budgets. The contract term has an effective date of April 1, 2019 and an expiration date of March 31, 2024. FISCAL IMPACT: During FY 2018/2019, the approximate amount spent on purchases of tires, tubes, and services was $44,961. There would be no fiscal impact beyond that which has already been budgeted in the FY 2018/2019 adopted budget. Page 485 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Elisa Cox, Deputy City Manager Erika Lewis­Huntley, Management Analyst III Justine Garcia, Management Analyst II SUBJECT:CONSIDERATION OF MEMORANDUM OF UNDERSTANDING (MOU) FOR SAFE ROUTES TO SCHOOL (SRTS) ENFORCEMENT PROGRAM WITH SAN BERNARDINO COUNTY DEPARTMENT OF PUBLIC HEALTH. RECOMMENDATION: Staff recommends City Council approve the MOU with San Bernardino County Department of Public Health to provide funding for the Rancho Cucamonga Police Department to conduct Safe Routes to School enforcement for Rancho Cucamonga Middle School and to direct the Finance Department to allocate $7,200 into revenue account 1001000­4740 General Administration Grant Income as well as to appropriate $7,200 into account 1001701­5300/7300­6195 Police Department Contract Services for costs associated with enforcement to be reimbursed once the enforcement is completed. BACKGROUND: The City of Rancho Cucamonga has had a long standing Safe Routes to School Program housed within the City Manager's Office.  The program has been grant funded through the federal SRTS program since 2011 and has provided encouragement, education, and enforcement for the 31 elementary and middle schools in the city.  The program has offered schools the ability to host Walk Wednesday's throughout the year, Walk Audits for students and parents, Bicycle Safety Trainings, and most notably the celebration of International Walk to School Day each October.  The SRTS Program brings together staff from all departments, Engineering, PD, Fire, and Public Works to ensure that the areas around our schools are safe for students to walk, bike, and roll.  Grant funding for this program is currently in its final phase and will be exhausted at the end of the calendar year.  Staff is currently working with a handful of schools and the San Bernardino County Department of Public Health to ensure the Rancho Cucamonga SRTS program continues even after grant funding ends.  In 2018 the San Bernardino County Department of Public Health was awarded an Active Transportation Program (ATP) grant from the State of California to continue implementation of a County­wide SRTS Program for selected schools, one of them being Rancho Cucamonga Middle School located here in the City of Rancho Cucamonga. The grant supports the same education, encouragement and enforcement efforts that have been long established by the Rancho Cucamonga SRTS Program. ANALYSIS: This MOU will specifically provide the City of Rancho Cucamonga funding, up to $7,200, to conduct Safe Routes to School enforcement in the school drop­off and pick­up hours.  Law Enforcement will Page 486 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Elisa Cox, Deputy City ManagerErika Lewis­Huntley, Management Analyst IIIJustine Garcia, Management Analyst IISUBJECT:CONSIDERATION OF MEMORANDUM OF UNDERSTANDING (MOU) FORSAFE ROUTES TO SCHOOL (SRTS) ENFORCEMENT PROGRAM WITHSAN BERNARDINO COUNTY DEPARTMENT OF PUBLIC HEALTH.RECOMMENDATION:Staff recommends City Council approve the MOU with San Bernardino County Department of PublicHealth to provide funding for the Rancho Cucamonga Police Department to conduct Safe Routes toSchool enforcement for Rancho Cucamonga Middle School and to direct the Finance Department toallocate $7,200 into revenue account 1001000­4740 General Administration Grant Income as well as toappropriate $7,200 into account 1001701­5300/7300­6195 Police Department Contract Services forcosts associated with enforcement to be reimbursed once the enforcement is completed.BACKGROUND:The City of Rancho Cucamonga has had a long standing Safe Routes to School Program housed withinthe City Manager's Office.  The program has been grant funded through the federal SRTS programsince 2011 and has provided encouragement, education, and enforcement for the 31 elementary andmiddle schools in the city.  The program has offered schools the ability to host Walk Wednesday'sthroughout the year, Walk Audits for students and parents, Bicycle Safety Trainings, and most notablythe celebration of International Walk to School Day each October.  The SRTS Program brings togetherstaff from all departments, Engineering, PD, Fire, and Public Works to ensure that the areas around ourschools are safe for students to walk, bike, and roll.  Grant funding for this program is currently in its finalphase and will be exhausted at the end of the calendar year.  Staff is currently working with a handful ofschools and the San Bernardino County Department of Public Health to ensure the Rancho CucamongaSRTS program continues even after grant funding ends. In 2018 the San Bernardino County Department of Public Health was awarded an Active TransportationProgram (ATP) grant from the State of California to continue implementation of a County­wide SRTSProgram for selected schools, one of them being Rancho Cucamonga Middle School located here inthe City of Rancho Cucamonga. The grant supports the same education, encouragement andenforcement efforts that have been long established by the Rancho Cucamonga SRTS Program.ANALYSIS: This MOU will specifically provide the City of Rancho Cucamonga funding, up to $7,200, to conduct Safe Routes to School enforcement in the school drop­off and pick­up hours.  Law Enforcement will provide enforcement of traffic laws including warning/ticketing for violations such as speeding, failure to yield, jaywalking, etc.  Education and positive ticketing is also acceptable enforcement.  This funding will allow for the continued development of the SRTS Program here in Rancho Cucamonga and will bring additional resources to a school that has been actively promoting SRTS throughout the program's history. FISCAL IMPACT: This MOU will provide the City with up to $7,200 in funding through reimbursement from the San Bernardino County Department of Public Health.  Funds will be specifically used to pay for SRTS enforcement hours billed by the Rancho Cucamonga Police Department. Funding in the amount of $7,200 should be allocated into revenue account 1001000­4740 General Administration Grant Income as well as appropriated into account 1001701­5300/7300­6195 Police Department Contract Services for costs associated with enforcement to be reimbursed once the enforcement is completed. COUNCIL GOAL(S) ADDRESSED: This item addresses City Council Goal Enhancing Premier Community Status by providing funding for additional enforcement hours for the RC Safe Routes to School Program. ATTACHMENTS: Description Attachment 1 ­ SB County SRTS MOU Page 487 Page 1 of 5 Department of Public Health Department Contract Representative Lisa Ordaz, Contract Analyst Telephone Number (909) 388-0222 Contractor City of Rancho Cucamonga Contractor Representative Justine Garcia Telephone Number (909) 774-2046 Contract Term April 1, 2019 – December 31, 2019 Original Contract Amount $7,200 Amendment Amount Not Applicable Total Contract Amount $7,200 Cost Center 9300291000 IT IS HEREBY AGREED AS FOLLOWS: WHEREAS, The County desires to provide Safe Routes to School (SRTS) program services at participating schools; and WHEREAS, Local Law Enforcement is qualified to provide enforcement of traffic laws at participating schools; and WHEREAS, County desires that such services be provided by Local Law Enforcement to perform these services as set forth below; and NOW THEREFORE, County and Local Law Enforcement mutually agree to the following terms and conditions: Contract Number SAP Number 440011172 Page 488 Page 2 of 5 TABLE OF CONTENTS I. COUNTY RESPONSIBILITIES ..................................................................................................................... 3 II. LOCAL LAW ENFORCEMENT RESPONSIBILITIES ................................................................................... 3 III. MUTUAL RESPONSIBILITIES ..................................................................................................................... 3 IV. FISCAL PROVISIONS .................................................................................................................................. 4 V. TERM ............................................................................................................................................................ 4 VI. EARLY TERMINATION ................................................................................................................................ 4 VII. GENERAL PROVISIONS ............................................................................................................................. 4 VIII. CONCLUSION .............................................................................................................................................. 5 ATTACHMENT ATTACHMENT A – SCOPE OF WORK Page 489 Page 3 of 5 I. COUNTY RESPONSIBILITIES A. The County shall provide a project coordinator who will coordinate the specifics of the MOU. This includes developing a schedule with local law enforcement. B. The County will explain the Safe Routes to School (SRTS) program to the participating school. II. LOCAL LAW ENFORCEMENT RESPONSIBILITIES A. Local Law Enforcement will work the DPH assigned Project Coordinator and develop a schedule for each participating school. B. Local Law Enforcement will provide enforcement of traffic laws at participating schools, which includes warning/ticketing for violations such as speeding, failure to yield, jaywalking, etc. Education and positive ticketing is also acceptable enforcement. C. Local law enforcement will provide basic reporting elements, such as number (#) of citations issued, etc. III. MUTUAL RESPONSIBILITIES A. In the performance of this MOU, County, its agents and employees, shall act in an independent capacity and not as officers, employees, or agents of the Local Law Enforcement. B. Indemnification 1. The Local Law Enforcement agrees to indemnify, defend and hold harmless the County and its officers, employees, agents and volunteers from any and all claims, actions, losses, damages, and/or liability arising out of its negligent acts or omissions in performing its obligations under this MOU. 2. The County agrees to indemnify and hold harmless the Local Law Enforcement, its officers, agents and volunteers from any and all claims, actions or losses, damages and/or liability resulting from the County’s negligent acts or omissions in performing its obligations under this MOU. 3. In the event the County and Local Law Enforcement are found to be comparatively at fault for any claim, action, loss or damage which results from their respective obligations under this MOU, the County and Local Law Enforcement shall each indemnify the other to the extent of its comparative fault or negligence. C. Insurance 1. County and Local Law Enforcement are authorized self-insured public entities for purposes of Professional Liability, General Liability, Automobile Liability and Worker’s Compensation and warrant that through their respective programs of self-insurance, they have adequate coverage or resources to protect against liabilities arising out of the performance of the terms and conditions of this MOU. 2. The Local Law Enforcement shall require the carriers of required coverages to waive all rights of subrogation against the County, its officers, employees, agents, volunteers, contractors and subcontractors. All general or auto liability insurance coverage provided shall not prohibit the Local Law Enforcement or the Local Law Enforcement’s employees or agents from waiving the right of subrogation prior to a loss or claim. The Local Law Enforcement hereby waives all rights of subrogation against the County. Page 490 Page 4 of 5 D. In the event of any dispute hereunder, each Party to this MOU shall bear its own attorney’s fees and costs regardless of who prevails in the outcome of the dispute. IV. FISCAL PROVISIONS A. Local Law Enforcement shall submit an invoice to DPH reflecting hours worked at the participating school, Rancho Cucamonga Middle School. It is anticipated that officers will patrol and enforce traffic laws as indicated in the Scope of Work (Attachment A). B. Local Law Enforcement will invoice at the rate of $150 per hour, for a maximum total of $7,200, at the participating school, for the entire term of the MOU. C. Invoices shall be submitted, once all hours have been completed, to: Patty Castillo, Office Assistant (Healthy Communities) Department of Public Health 172 W. 3rd Street, 6th Floor San Bernardino, CA 92415-0010 V. TERM This MOU is effective upon execution of both parties and expires December 31, 2019. VI. EARLY TERMINATION This MOU may be terminated without cause by either party by serving a written notice to the other party thirty (30) days in advance of termination. The Director of Public Health is authorized to exercise the County’s rights with respect to any termination of this MOU. VII. GENERAL PROVISIONS A. When notices are required to be given pursuant to this MOU, the notices shall be in writing and mailed to the following respective addresses listed below. Local Law Enforcement: City of Rancho Cucamonga City Manager’s Office 10500 Civic Center Drive Rancho Cucamonga, CA 91730 County (Program/Fiscal): Department of Public Health Attn: Patty Castillo 172 W. 3rd Street, 6th Floor San Bernardino, CA 92415-0010 County: HS – Administrative Support Division Contracts Unit 150 S. Lena Road San Bernardino, CA 92415-0515 B. Any alterations, variations, modifications, or waivers of provisions of the MOU, unless specifically allowed in the MOU, shall be valid only when they have been reduced to writing, duly signed and approved by the Authorized Representatives of both parties as an amendment to this MOU. No oral understanding or MOU not incorporated herein shall be binding on any of the Parties hereto. Page 491 Page 5 of 5 VIII. CONCLUSION A. This MOU, consisting of five (5) pages and Attachment A, is the full and complete document describing services to be rendered by County and Local Law Enforcement, including all covenants, conditions and benefits. B. The signatures of the Parties affixed to this MOU affirm that they are duly authorized to commit and bind their respective institutions to the terms and conditions set forth in this document. FOR COUNTY USE ONLY Approved as to Legal Form Reviewed for Contract Compliance Reviewed/Approved by Department Adam Ebright, Deputy County Counsel Jennifer Mulhall-Daudel, HS Contracts Trudy Raymundo, Director Date Date Date COUNTY OF SAN BERNARDINO CITY OF RANCHO CUCAMONGA ► ► Purchasing Agent (Authorized signature – sign in blue ink) Name: (Print or Type Name) (Print or type name of person signing contract) Title: Dated: (Print or Type) Dated: Address: 10500 Civic Center Drive Rancho Cucamonga, CA 91730 Page 492 ATTACHMENT A Page 1 SCOPE OF WORK Contract Period: April 1, 2019 – December 31, 2019 Contractor: City of Rancho Cucamonga Service Category: Law Enforcement Service Goal: Provide targeted area school enforcement at Rancho Cucamonga Middle School in the City of Rancho Cucamonga TASK Requirements Total #1-Provide enforcement of traffic laws at school. May include warning/ticketing for violations such as speeding, failure to yield, jaywalking, etc. (12 days, 24 visits (1 in AM and 1 in PM) X 1 hour X 2 officers 48 hrs staff time/school Task Timeline Measurements & Goals Task #1 Effective for 2018/19 School Year. Varies due to scheduling. Reduce traffic infractions, collisions, injuries. Increase in biking and walking Page 493 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Elisa Cox, Deputy City Manager ­ Civic and Cultural Services Jeff Benson, Management Analyst II Jennifer Nakamura, Associate Planner Ruth Cain, CPPB, Procurement Manager SUBJECT:CONSIDERATION OF A PROFESSIONAL SERVICES AGREEMENT WITH TETRA TECH, INC IN AN AMOUNT OF $193,170, PLUS A 15% CONTINGENCY IN THE AMOUNT OF $28,980 FOR THE CENTRAL PARK MASTER PLAN’S CEQA ENVIRONMENTAL ANALYSIS AND AN APPROPRIATION IN THE AMOUNT OF $222,150 FROM THE PARK DEVELOPMENT FUND. RECOMMENDATION: Staff recommends the City Council approve a Professional Services Agreement with Tetra Tech, Inc. for the Central Park Master Plan's CEQA Environmental Analysis. Staff also recommends the City Council appropriate $222,150 from the Park Development Fund (Fund 120) for the Central Park Master Plan CEQA Environmental Analysis. BACKGROUND: The California Environmental Quality Act requires state and local governments to consider the potential effects of a project before deciding whether to approve it. CEQA’s purpose is to disclose the potential impacts of a project, suggest methods to minimize those impacts and discuss alternative to the project so that decision makers will have full information upon which to base their decisions. CEQA applies to both public and private projects. The Central Park Master Plan is defined as a project under CEQA and an environmental analysis is required prior to adoption of the plan. ANALYSIS: The Planning Department provided a detailed scope of services to the Procurement Division for the purposes of selecting a qualified vendor to perform the environmental analysis required under CEQA consulting services.  A formal Request for Proposals (“RFP”) #18/19­008 was posted and advertised in the City’s electronic bidding system. There were seven hundred and sixty three (763) notified vendors,  seventy (70) prospective vendors downloaded or reviewed the bid documentation and nine (9) responses were received. An evaluation panel was formed and the proposal responses were evaluated and rated in accordance with the criteria identified in the RFP. The top three (3) firms were interviewed. After evaluating interview scores and Best and Final cost proposals, Tetra Tech was selected. Page 494 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Elisa Cox, Deputy City Manager ­ Civic and Cultural ServicesJeff Benson, Management Analyst IIJennifer Nakamura, Associate PlannerRuth Cain, CPPB, Procurement ManagerSUBJECT:CONSIDERATION OF A PROFESSIONAL SERVICES AGREEMENT WITHTETRA TECH, INC IN AN AMOUNT OF $193,170, PLUS A 15%CONTINGENCY IN THE AMOUNT OF $28,980 FOR THE CENTRAL PARKMASTER PLAN’S CEQA ENVIRONMENTAL ANALYSIS AND ANAPPROPRIATION IN THE AMOUNT OF $222,150 FROM THE PARKDEVELOPMENT FUND.RECOMMENDATION:Staff recommends the City Council approve a Professional Services Agreement with Tetra Tech, Inc. forthe Central Park Master Plan's CEQA Environmental Analysis. Staff also recommends the City Councilappropriate $222,150 from the Park Development Fund (Fund 120) for the Central Park Master PlanCEQA Environmental Analysis.BACKGROUND:The California Environmental Quality Act requires state and local governments to consider the potentialeffects of a project before deciding whether to approve it. CEQA’s purpose is to disclose the potentialimpacts of a project, suggest methods to minimize those impacts and discuss alternative to the projectso that decision makers will have full information upon which to base their decisions. CEQA applies toboth public and private projects. The Central Park Master Plan is defined as a project under CEQA andan environmental analysis is required prior to adoption of the plan. COUNCIL GOAL(S) ADDRESSED: The execution of this contract supports the Council’s Park and Recreation Development Goal by completing the planning process for the Central Park Master Plan, moving the plan closer to final adoption and eventual implementation. ANALYSIS:The Planning Department provided a detailed scope of services to the Procurement Division for thepurposes of selecting a qualified vendor to perform the environmental analysis required under CEQAconsulting services.  A formal Request for Proposals (“RFP”) #18/19­008 was posted and advertised inthe City’s electronic bidding system. There were seven hundred and sixty three (763) notified vendors, seventy (70) prospective vendors downloaded or reviewed the bid documentation and nine (9)responses were received. An evaluation panel was formed and the proposal responses were evaluatedand rated in accordance with the criteria identified in the RFP. The top three (3) firms were interviewed. After evaluating interview scores and Best and Final cost proposals, Tetra Tech was selected. FISCAL IMPACT: An appropriation in the amount of $222,145 from the Rancho Cucamonga Park Development Fund (Fund 120) to Account 1120401­5650/1660120­0 (Capital Projects ­ Central Park Phase II) is required to fully fund the contract. Page 495 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Planned Communities Citizens' Oversight Committee Tamara L. Layne, Finance Director Noah Daniels, Finance Manager SUBJECT:SUMMARY OF REVIEW OF RESULTS OF ANNUAL INDEPENDENT AUDIT CONCERNING FY 2017/18 EXPENDITURES IN LMDS 2 (VICTORIA), 4­R (TERRA VISTA), 6­R (CARYN), AND 7 (NORTH ETIWANDA). RECOMMENDATION: It is recommended that the City Council receive and file this report. BACKGROUND: When property owners approved new rates in LMD 2 in June 2013, as part of that action a Citizens’ Oversight Committee was established by the City Council. The purpose of this Committee was to meet annually to review the annual audit after it is prepared, and confirm that the revenues received from the assessments were spent appropriately. The Committee has neither budgetary or operational decision­ making authority, nor the authority to allocate financial resources or direct staff. As established in Resolution 13­079, the Committee is made up of members of the public who must be least eighteen years of age and own property within any LMD under the oversight of the Committee. Over the years, the Committee's scope of oversight has been expanded beyond LMD 2 to include LMD 4­R (Terra Vista), LMD 6­R (Caryn Communities), and LMD 7 (North Etiwanda). ANALYSIS: At our meeting of March 25, 2019, Finance Manager Noah Daniels and a representative from the accounting firm of Lance, Soll & Lunghard LLP provided an overview of the audit for these LMDs for FY 2017/18.  The reports generated by the audit include: Audit Communication Letter (Attachment 1) Independent Auditors’ Report on Statement of Revenues, Expenditures, and Changes in Fund Balance (Attachment 2) Independent Auditors’ Report on Internal Control Over Financial Reporting (Attachment 3) It was noted that in accordance with the law, each of these LMDs accounts for its own revenue and expenditures in its own funds.  The auditor provided an overview of their work and a discussion was held regarding the audit process and how the City ensures that funds collected for LMD maintenance Page 496 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Planned Communities Citizens' Oversight CommitteeTamara L. Layne, Finance DirectorNoah Daniels, Finance ManagerSUBJECT:SUMMARY OF REVIEW OF RESULTS OF ANNUAL INDEPENDENT AUDITCONCERNING FY 2017/18 EXPENDITURES IN LMDS 2 (VICTORIA), 4­R(TERRA VISTA), 6­R (CARYN), AND 7 (NORTH ETIWANDA).RECOMMENDATION:It is recommended that the City Council receive and file this report.BACKGROUND:When property owners approved new rates in LMD 2 in June 2013, as part of that action a Citizens’Oversight Committee was established by the City Council. The purpose of this Committee was tomeet annually to review the annual audit after it is prepared, and confirm that the revenues receivedfrom the assessments were spent appropriately. The Committee has neither budgetary or operationaldecision­ making authority, nor the authority to allocate financial resources or direct staff.As established in Resolution 13­079, the Committee is made up of members of the public who must beleast eighteen years of age and own property within any LMD under the oversight of the Committee.Over the years, the Committee's scope of oversight has been expanded beyond LMD 2 to include LMD4­R (Terra Vista), LMD 6­R (Caryn Communities), and LMD 7 (North Etiwanda). COUNCIL GOAL(S) ADDRESSED: N/A ATTACHMENTS: Description Attachment 1 ­ Audit Communication Letter Attachment 2 ­ Statement of Revenues, Expenditures and Changes Attachment 3 ­ Independent Auditors' Report on Internal Control ANALYSIS:At our meeting of March 25, 2019, Finance Manager Noah Daniels and a representative from theaccounting firm of Lance, Soll & Lunghard LLP provided an overview of the audit for these LMDs for FY2017/18.  The reports generated by the audit include:Audit Communication Letter (Attachment 1)Independent Auditors’ Report on Statement of Revenues, Expenditures, and Changes in FundBalance (Attachment 2)Independent Auditors’ Report on Internal Control Over Financial Reporting (Attachment 3)It was noted that in accordance with the law, each of these LMDs accounts for its own revenue and expenditures in its own funds.  The auditor provided an overview of their work and a discussion was held regarding the audit process and how the City ensures that funds collected for LMD maintenance and operations are spent for the benefit of each LMD.  The auditors and City Finance staff confirmed that the revenues received have been expended appropriately on maintenance, operations, and capital improvements in each of these districts. We appreciate the opportunity to serve our community on this Committee.  If you have any questions regarding our annual meeting, members of the Committee will be present at the City Council meeting to present this report and discuss those questions with you. FISCAL IMPACT: N/A Page 497 February 25, 2019 To the Planned Communities Citizens’ Oversight Committee City of Rancho Cucamonga, California We have audited the statement of revenues, expenditures and changes in fund balances of the Landscape Maintenance Districts #2 Victoria, #4R Terra Vista, #6R Caryn Community, and #7 North Etiwanda (collectively, the Districts) of the City of Rancho Cucamonga for the year ended June 30, 2018. Professional standards require that we provide you with information about our responsibilities under generally accepted auditing standards, Government Auditing Standards and the Uniform Guidance, as well as certain information related to the planned scope and timing of our audit. We have communicated such information in our letter to the City Council of Rancho Cucamonga dated June 5, 2018. Professional standards also require that we communicate to you the following information related to our audit. Significant Audit Findings Qualitative Aspects of Accounting Practices Management is responsible for the selection and use of appropriate accounting policies. The significant accounting policies used by the Districts are described in the notes to the statement of revenues, expenditures and changes in fund balances.No new accounting policies were adopted that impacted the statement of revenues, expenditures and changes in fund balances of the Districts, and the application of existing policies was not changed during Fiscal Year 2017/18. We noted no transactions entered into by the Districts during the fiscal year for which there is a lack of authoritative guidance or consensus. All significant transactions have been recognized in the revenues, expenditures and changes in fund balances in the proper period. The revenues, expenditures and changes in fund balances disclosures are neutral, consistent, and clear. Difficulties Encountered in Performing the Audit We encountered no significant difficulties in dealing with management in performing and completing our audit. Corrected and Uncorrected Misstatements Professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that are trivial, and communicate them to the appropriate level of management. No misstatements were found. Disagreements with Management For purposes of this letter, a disagreement with management is a financial accounting, reporting, or auditing matter, whether or not resolved to our satisfaction that could be significant to the revenues, expenditures and changes in fund balances or the auditor’s report. We are pleased to report that no such disagreements arose during the course of our audit. 203 N. Brea Blvd., Suite 203 Brea, CA 92821 Phone: 714.672.0022 An Association of Independent Accounting Firms Page 498 To the Planned Communities Citizens’ Oversight Committee City of Rancho Cucamonga, California Management Representations We have requested certain representations from management that are included in the management representation letter dated February 25, 2019. Management Consultations with Other Independent Accountants In some cases, management may decide to consult with other accountants about auditing and accounting matters, similar to obtaining a “second opinion” on certain situations. If a consultation involves application of an accounting principle to the Districts’revenues, expenditures and changes in fund balances or a determination of the type of auditor’s opinion that may be expressed on those statements, our professional standards require the consulting accountant to check with us to determine that the consultant has all the relevant facts. To our knowledge, there were no such consultations with other accountants. Other Audit Findings or Issues We generally discuss a variety of matters, including the application of accounting principles and auditing standards,with management each year prior to retention as the Districts’auditors. However, these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention. Other Matters New Accounting Standards The following new Governmental Accounting Standards Board (GASB) pronouncements were effective for Fiscal Year 2017/18 audit: GASB Statement No. 75, Accounting and Financial Reporting for Post-Employment Benefits Other Than Pensions. GASB Statement No. 81, Irrevocable Split Interest Agreements. GASB Statement No. 85, Omnibus 2017. GASB Statement No. 86, Certain Debt Extinguishment Issues. The following Governmental Accounting Standards Board (GASB) pronouncements are effective in the following fiscal year audits and should be reviewed for proper implementation by management: Fiscal Year 2018/19: GASB Statement No. 83, Certain Assets Retirement Obligations. GASB Statement No. 88, Certain Disclosures Related to Debt, including Direct Borrowing and Direct Placements. Fiscal Year 2019/20: GASB Statement No. 84, Fiduciary Activities. Page 499 To the Planned Communities Citizens’ Oversight Committee City of Rancho Cucamonga, California Fiscal Year 2020/21: GASB Statement No. 87,Leases. Restriction on Use This information is intended solely for the use of the Planned Communities Citizens’ Oversight Committee and management of the Districts and is not intended to be, and should not be, used by anyone other than these specified parties. Very truly yours, Brea, California Page 500  /$1'6&$3(0$,17(1$1&(',675,&76 9,&725,$57(55$9,67$ 5&$5<1&20081,7<$1' 1257+(7,:$1'$  &,7<2)5$1&+2&8&$021*$&$/,)251,$  67$7(0(172)5(9(18(6(;3(1',785(6 $1'&+$1*(6,1)81'%$/$1&(6  <($5(1'('-81( Page 501  /$1'6&$3(0$,17(1$1&(',675,&76 9,&725,$57(55$9,67$ 5&$5<1&20081,7<$1' 1257+(7,:$1'$  &,7<2)5$1&+2&8&$021*$&$/,)251,$  67$7(0(172)5(9(18(6(;3(1',785(6 $1'&+$1*(6,1)81'%$/$1&(6  <($5(1'('-81(  Page 502  /$1'6&$3(0$,17(1$1&(',675,&769,&725,$57(55$9,67$ 5&$5<1&20081,7<$1'1257+(7,:$1'$  &,7<2)5$1&+2&8&$021*$&$/,)251,$  <($5(1'('-81(  7$%/(2)&217(176  3DJH 1XPEHU  ,1'(3(1'(17$8',7256¶5(3257  67$7(0(172)5(9(18(6(;3(1',785(6$1'&+$1*(6 ,1)81'%$/$1&(6  127(67267$7(0(172)5(9(18(6(;3(1',785(6$1'&+$1*(6  ,1)81'%$/$1&(6  Page 503 ,1'(3(1'(17$8',7256¶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anagement’s Responsibility for the Statement of Revenues, Expenditures and Changes in Fund Balances  0DQDJHPHQW LV UHVSRQVLEOH IRU WKH SUHSDUDWLRQ DQG IDLU SUHVHQWDWLRQ RI WKH VWDWHPHQW RI UHYHQXHV H[SHQGLWXUHVDQGFKDQJHVLQIXQGEDODQFHVLQDFFRUGDQFHZLWKDFFRXQWLQJSULQFLSOHVJHQHUDOO\DFFHSWHG LQWKH8QLWHG6WDWHVRI$PHULFDWKLVLQFOXGHVWKHGHVLJQLPSOHPHQWDWLRQDQGPDLQWHQDQFHRILQWHUQDO FRQWUROUHOHYDQWWRWKHSUHSDUDWLRQDQGIDLUSUHVHQWDWLRQRIWKHVWDWHPHQWRIUHYHQXHVH[SHQGLWXUHVDQG FKDQJHVLQIXQGEDODQFHVWKDWDUHIUHHIURPPDWHULDOPLVVWDWHPHQWZKHWKHUGXHWRIUDXGRUHUURU Auditors’ Responsibility  2XUUHVSRQVLELOLW\LVWRH[SUHVVRSLQLRQVRQWKHVWDWHPHQWRIUHYHQXHVH[SHQGLWXUHVDQGFKDQJHVLQIXQG EDODQFHVEDVHGRQRXUDXGLW:HFRQGXFWHGRXUDXGLWLQDFFRUGDQFHZLWKDXGLWLQJVWDQGDUGVJHQHUDOO\ DFFHSWHG LQ WKH 8QLWHG 6WDWHV RI $PHULFD WKH VWDQGDUGV DSSOLFDEOH WR ILQDQFLDO DXGLWV FRQWDLQHG LQ Government Auditing StandardsLVVXHGE\WKH&RPSWUROOHU*HQHUDORIWKH8QLWHG6WDWHVDQGWKH6WDWH &RQWUROOHU¶V0LQLPXP$XGLW5HTXLUHPHQWVIRU&DOLIRUQLD6SHFLDO'LVWULFW7KRVHVWDQGDUGVUHTXLUHWKDWZH SODQDQGSHUIRUPWKHDXGLWWRREWDLQUHDVRQDEOHDVVXUDQFHDERXWZKHWKHUWKHVWDWHPHQWRIUHYHQXHV H[SHQGLWXUHVDQGFKDQJHVLQIXQGEDODQFHVDUHIUHHIURPPDWHULDOPLVVWDWHPHQW  $QDXGLWLQYROYHVSHUIRUPLQJSURFHGXUHVWRREWDLQDXGLWHYLGHQFHDERXWWKHDPRXQWVDQGGLVFORVXUHVLQ WKHVWDWHPHQWRIUHYHQXHVH[SHQGLWXUHVDQGFKDQJHVLQIXQGEDODQFHV7KHSURFHGXUHVVHOHFWHGGHSHQG RQWKHDXGLWRU¶VMXGJPHQWLQFOXGLQJWKHDVVHVVPHQWRIWKHULVNVRIPDWHULDOPLVVWDWHPHQWRIWKHVWDWHPHQW RIUHYHQXHVH[SHQGLWXUHVDQGFKDQJHVLQIXQGEDODQFHVZKHWKHUGXHWRIUDXGRUHUURU,QPDNLQJWKRVH ULVN DVVHVVPHQWV WKH DXGLWRU FRQVLGHUV LQWHUQDO FRQWURO UHOHYDQW WR WKH 'LVWULFWV¶ SUHSDUDWLRQ DQG IDLU SUHVHQWDWLRQRIWKHVWDWHPHQWRIUHYHQXHVH[SHQGLWXUHVDQGFKDQJHVLQIXQGEDODQFHVLQRUGHUWRGHVLJQ DXGLWSURFHGXUHVWKDWDUHDSSURSULDWHLQWKHFLUFXPVWDQFHVEXWQRWIRUWKHSXUSRVHRIH[SUHVVLQJDQ RSLQLRQRQWKHHIIHFWLYHQHVVRIWKH'LVWULFWV¶LQWHUQDOFRQWURO$FFRUGLQJO\ZHH[SUHVVQRVXFKRSLQLRQ$Q DXGLWDOVRLQFOXGHVHYDOXDWLQJWKHDSSURSULDWHQHVVRIDFFRXQWLQJSROLFLHVXVHGDQGWKHUHDVRQDEOHQHVVRI VLJQLILFDQWDFFRXQWLQJHVWLPDWHVPDGHE\PDQDJHPHQWDVZHOODVHYDOXDWLQJWKHRYHUDOOSUHVHQWDWLRQRI WKHVWDWHPHQWRIUHYHQXHVH[SHQGLWXUHVDQGFKDQJHVLQIXQGEDODQFHV  :HEHOLHYHWKDWWKHDXGLWHYLGHQFHZHKDYHREWDLQHGLVVXIILFLHQWDQGDSSURSULDWHWRSURYLGHDEDVLVIRU RXUDXGLWRSLQLRQV 203 N. Brea Blvd., Suite 203 Brea, CA 92821 Phone: 714.672.0022 An Association of Independent Accounting Firms Page 504  7RWKH3ODQQHG&RPPXQLWLHV&LWL]HQ V2YHUVLJKW&RPPLWWHH &LW\RI5DQFKR&XFDPRQJD&DOLIRUQLD  Opinions  ,QRXURSLQLRQWKHVWDWHPHQWRIUHYHQXHVH[SHQGLWXUHVDQGFKDQJHVLQIXQGEDODQFHVUHIHUUHGWRDERYH SUHVHQWIDLUO\LQDOOPDWHULDOUHVSHFWVWKHUHVSHFWLYHILQDQFLDOSRVLWLRQRIWKHUHYHQXHVH[SHQGLWXUHVDQG FKDQJHV LQ IXQG EDODQFHV RI /DQGVFDSH 0DLQWHQDQFH 'LVWULFWV 9LFWRULD 5 7HUUD 9LVWD &DU\Q&RPPXQLW\DQG1RUWK(WLZDQGDRIWKH&LW\RI5DQFKR&XFDPRQJDIRUWKH\HDUWKHQHQGHG -XQH   LQ DFFRUGDQFH ZLWK DFFRXQWLQJ SULQFLSOHV JHQHUDOO\ DFFHSWHG LQ WKH 8QLWHG 6WDWHV RI $PHULFD  2WKHU5HSRUWLQJ5HTXLUHGE\Government Auditing Standards  ,Q DFFRUGDQFH ZLWKGovernment Auditing Standards ZH KDYH DOVR LVVXHG RXU UHSRUW GDWHG )HEUXDU\RQRXUFRQVLGHUDWLRQRIWKH'LVWULFWV¶LQWHUQDOFRQWURORYHUILQDQFLDOUHSRUWLQJDQGRQRXU WHVWVRILWVFRPSOLDQFHZLWKFHUWDLQSURYLVLRQVRIODZVUHJXODWLRQVFRQWUDFWVDQGJUDQWDJUHHPHQWVDQG RWKHUPDWWHUV7KHSXUSRVHRIWKDWUHSRUWLVWRGHVFULEHWKHVFRSHRIRXUWHVWLQJRILQWHUQDOFRQWURORYHU ILQDQFLDOUHSRUWLQJDQGFRPSOLDQFHDQGWKHUHVXOWVRIWKDWWHVWLQJDQGQRWWRSURYLGHDQRSLQLRQRQLQWHUQDO FRQWURORYHUILQDQFLDOUHSRUWLQJRURQFRPSOLDQFH7KDWUHSRUWLVDQLQWHJUDOSDUWRIDQDXGLWSHUIRUPHGLQ DFFRUGDQFH ZLWKGovernment Auditing Standards LQ FRQVLGHULQJ WKH 'LVWULFWV¶ LQWHUQDO FRQWURO RYHU ILQDQFLDOUHSRUWLQJDQGFRPSOLDQFH  %UHD&DOLIRUQLD )HEUXDU\ 2 Page 505 LANDSCAPE MAINTENANCE DISTRICTS #2 VICTORIA, #4R TERRA VISTA, #6R CARYN COMMUNITY, AND #7 NORTH ETIWANDA CITY OF RANCHO CUCAMONGA STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES YEAR ENDED JUNE 30, 2018 Revenues: Taxes 3,403,834$ 2,749,632$ 498,034$ 947,754$ Charges for services 1,315 1,202 - 5,346 Use of money and property 4,717 10,690 437 30,509 Contributions from City 293,490 - 52,460 50,000 Miscellaneous - - - 10 Total Revenues 3,703,356 2,761,524 550,931 1,033,619 Expenditures: Personnel services 790,788 926,068 15,191 177,615 Operating costs: Operations and maintenance 142,696 89,673 5,553 22,444 Contract services 1,088,151 296,803 211,664 316,525 Tree maintenance 163,321 54,735 28,361 7,450 Utilities 839,411 377,145 120,893 281,337 Assessment administration 36,060 22,080 7,030 16,910 General overhead allocation 265,170 221,990 31,690 84,600 Interfund allocation 75,180 - - - Capital outlay 139,224 15,976 - - Total Expenditures 3,540,001 2,004,470 420,382 906,881 Excess (Deficiency) of Revenues Over (Under) Expenditures 163,355 757,054 130,549 126,738 Net Change in Fund Balances 163,355 757,054 130,549 126,738 Fund Balances, Beginning of Year 3,528,134 4,897,659 419,983 1,135,274 Fund Balances, End of Year 3,691,489$ 5,654,713$ 550,532$ 1,262,012$ Landscape Maintenance District #4R Terra Vista Landscape Maintenance District #6R Caryn Community Landscape Maintenance District #2 Victoria Landscape Maintenance District #7 North Etiwanda See Notes to Financial Statements 3 Page 506 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DVVHVVPHQWLVGXH)HEUXDU\$OODVVHVVPHQWVDUHGHOLQTXHQWLIXQSDLGRQ'HFHPEHU DQG$SULOUHVSHFWLYHO\  )XQG7\SH  $OORIWKHIXQGVLQFOXGHGLQWKLVUHSRUWDUHDFFRXQWHGIRULQWKH&LW\¶VILQDQFLDOUHFRUGVDV VSHFLDOUHYHQXHIXQGV6SHFLDOUHYHQXHIXQGVDFFRXQWIRUDQGUHSRUWWKHSURFHHGVRIVSHFLILF UHYHQXHVRXUFHVWKDWDUHUHVWULFWHGRUFRPPLWWHGWRH[SHQGLWXUHVIRUVSHFLILHGSXUSRVHV 6SHFLDOUHYHQXHIXQGVDUHGHVLJQHGWRKHOSGHWHUPLQHDQGGHPRQVWUDWHUHVRXUFHVWKDWPXVW EHXVHGIRUDVSHFLILHGSXUSRVHDUHLQIDFWXVHGIRUWKDWSXUSRVH 6 Page 509 INDEPENDENT AUDITORS’ REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS To the Planned Communities Citizens’Oversight Committee City of Rancho Cucamonga, California We have audited, in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the statement of revenues, expenditures and changes in fund balances of Landscape Maintenance Districts #2 Victoria, #4R Terra Vista, #6R Caryn Community, and #7 North Etiwanda of the City o f Rancho Cucamonga, California, (collectively, the Districts) for the year ended June 30, 2018, and the related notes to statement of revenues, expenditures and changes in fund balances, and have issued our report thereon dated February 25, 2019. Internal Control over Financial Reporting In planning and performing our audit of the statement of revenues, expenditures and changes in fund balances, we considered the Districts’internal control over financial reporting (internal control) to determine the audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the statement of revenues, expenditures and changes in fund balances, but not for the purpose of expressing an opinion on the effectiveness of the Districts’internal control. Accordingly, we do not express an opinion on the effectiveness of the Districts’internal control. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the Districts’ statement of revenues, expenditures and changes in fund balances will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or, significant deficiencies. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified. Compliance and Other Matters As part of obtaining reasonable assurance about whether the Districts’statement of revenues, expenditures and changes in fund balances are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of statement of revenues, expenditures and changes in fund balances amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. 203 N. Brea Blvd., Suite 203 Brea, CA 92821 Phone: 714.672.0022 An Association of Independent Accounting Firms Page 510 To the Planned Communities Citizens’Oversight Committee City of Rancho Cucamonga, California Purpose of this Report The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the Districts’ internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the Districts’ internal control and compliance. Accordingly, this communication is not suitable for any other purpose. Brea, California February 25, 2019 Page 511 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:West­side Districts Citizens' Oversight Committee Tamara L. Layne, Finance Director Noah Daniels, Finance Manager SUBJECT:SUMMARY OF REVIEW OF RESULTS OF ANNUAL INDEPENDENT AUDIT CONCERNING FISCAL YEAR 2017/18 EXPENDITURES IN LANDSCAPE MAINTENANCE DISTRICT #1, STREET LIGHTING DISTRICT #2, AND PARK AND RECREATION IMPROVEMENT DISTRICT #85. RECOMMENDATION: It is recommended that the City Council receive and file this report. BACKGROUND: Established by Resolution 15­207, the West­side Districts Citizens’ Oversight Committee is made up of members of the public that reside, and own property, within Landscape Maintenance District #1, Street Light District #2 Residential, and Park and Recreation Improvement District #85 (collectively “the Districts”), and do not serve on any other standing City Commission or Committee. The purpose of this Committee was to meet annually to review the annual audit after it is prepared, and confirm that the revenues received from the assessments were spent appropriately.  The Committee has neither budgetary or operational decision­making authority, nor the authority to allocate financial resources or direct staff. ANALYSIS: At our meeting of March 18, 2019, Finance Director Tamara Layne and a representative from the accounting firm of Lance, Soll & Lunghard LLP provided an overview of the audit for the Districts for Fiscal Year 2017/18. The reports generated by the audit include: Audit Communication Letter (Attachment 1) Independent Auditors’ Report on Statement of Revenues, Expenditures and Changes in Fund Balance (Attachment 2) Independent Auditors’ Report on Internal Control Over Financial Reporting (Attachment 3) It was noted that in accordance with the law, each of the Districts accounts for its own revenue and expenditures in its own funds. The auditor provided an overview of their work and a discussion was held regarding the audit process and how the City ensures that funds collected for maintenance and operations are spent for the benefit of each District. The auditors and City Finance staff confirmed that the revenues received have been expended appropriately on maintenance, operations, and capital improvements in each of the Districts. We appreciate the opportunity to serve our community on this Committee. If you have any questions regarding our annual meeting, members of the Committee will be present at the City Council meeting to present this report and discuss those questions with you. Page 512 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:West­side Districts Citizens' Oversight CommitteeTamara L. Layne, Finance DirectorNoah Daniels, Finance ManagerSUBJECT:SUMMARY OF REVIEW OF RESULTS OF ANNUAL INDEPENDENT AUDITCONCERNING FISCAL YEAR 2017/18 EXPENDITURES IN LANDSCAPEMAINTENANCE DISTRICT #1, STREET LIGHTING DISTRICT #2, AND PARKAND RECREATION IMPROVEMENT DISTRICT #85.RECOMMENDATION:It is recommended that the City Council receive and file this report.BACKGROUND:Established by Resolution 15­207, the West­side Districts Citizens’ Oversight Committee is made up ofmembers of the public that reside, and own property, within Landscape Maintenance District #1, StreetLight District #2 Residential, and Park and Recreation Improvement District #85 (collectively “theDistricts”), and do not serve on any other standing City Commission or Committee. The purpose of thisCommittee was to meet annually to review the annual audit after it is prepared, and confirm that therevenues received from the assessments were spent appropriately.  The Committee has neitherbudgetary or operational decision­making authority, nor the authority to allocate financial resources ordirect staff. COUNCIL GOAL(S) ADDRESSED: N/A ATTACHMENTS: Description Attachment 1 ­ Audit Communication Letter Attachment 2 ­ Statement of Revenues, Expenditures and Changes Attachment 3 ­ Independent Auditors' Report on Internal Control ANALYSIS:At our meeting of March 18, 2019, Finance Director Tamara Layne and a representative from theaccounting firm of Lance, Soll & Lunghard LLP provided an overview of the audit for the Districts forFiscal Year 2017/18. The reports generated by the audit include:Audit Communication Letter (Attachment 1)Independent Auditors’ Report on Statement of Revenues, Expenditures and Changes in FundBalance (Attachment 2)Independent Auditors’ Report on Internal Control Over Financial Reporting (Attachment 3)It was noted that in accordance with the law, each of the Districts accounts for its own revenue andexpenditures in its own funds. The auditor provided an overview of their work and a discussion was heldregarding the audit process and how the City ensures that funds collected for maintenance andoperations are spent for the benefit of each District. The auditors and City Finance staff confirmed thatthe revenues received have been expended appropriately on maintenance, operations, and capitalimprovements in each of the Districts.We appreciate the opportunity to serve our community on this Committee. If you have any questions regarding our annual meeting, members of the Committee will be present at the City Council meeting to present this report and discuss those questions with you. FISCAL IMPACT: N/A Page 513 February 25, 2019 To the West-Side Districts Citizens’ Oversight Committee City of Rancho Cucamonga, California We have audited the statement of revenues, expenditures and changes in fund balances of the Landscape Maintenance District #1 General City, Street Lighting District #2 Residential, and Park and Recreation Improvement District #85 (collectively, the Districts) of the City of Rancho Cucamonga for the year ended June 30, 2018. Professional standards require that we provide you with information about our responsibilities under generally accepted auditing standards, Government Auditing Standards and the Uniform Guidance, as well as certain information related to the planned scope and timing of our audit. W e have communicated such information in our letter to the City Council of Rancho Cucamonga dated June 5, 2018. Professional standards also require that we communicate to you the following information related to our audit. Significant Audit Findings Qualitative Aspects of Accounting Practices Management is responsible for the selection and use of appropriate accounting policies. The significant accounting policies used by the Districts are described in the notes to the statement of revenues, expenditures and changes in fund balances.No new accounting policies were adopted that impacted the statement of revenues, expenditures and changes in fund balances of the Districts, and the application of existing policies was not changed during Fiscal Year 2017/18. We noted no transactions entered into by the Districts during the fiscal year for which there is a lack of authoritative guidance or consensus. All significant transactions have been recognized in the revenues, expenditures and changes in fund balances in the proper period. The revenues, expenditures and changes in fund balances disclosures are neutral, consistent, and clear. Difficulties Encountered in Performing the Audit We encountered no significant difficulties in dealing with management in performing and completing our audit. Corrected and Uncorrected Misstatements Professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that are trivial, and communicate them to the appropriate level of management. No misstatements were found. Disagreements with Management For purposes of this letter, a disagreement with management is a financial accounting, reporting, or auditing matter, whether or not resolved to our satisfaction that could be significant to the revenues, expenditures and changes in fund balances or the auditor’s report. We are pleased to report that no such disagreements arose during the course of our audit. 203 N. Brea Blvd., Suite 203 Brea, CA 92821 Phone: 714.672.0022 An Association of Independent Accounting Firms Page 514 To the West-Side Districts Citizens’ Oversight Committee City of Rancho Cucamonga, California Management Representations We have requested certain representations from management that are included in the management representation letter dated February 25, 2019. Management Consultations with Other Independent Accountants In some cases, management may decide to consult with other accountants about auditing and accounting matters, similar to obtaining a “second opinion” on certain situations. If a consultation involves application of an accounting principle to the Districts’revenues, expenditures and changes in fund balances or a determination of the type of auditor’s opinion that may be expressed on those statements, our professional standards require the consulting accountant to check with us to determine that the consultant has all the relevant facts. To our knowledge, there were no such consultations with other accountants. Other Audit Findings or Issues We generally discuss a variety of matters, including the application of accounting principles and auditing standards,with management each year prior to retention as the Districts’auditors. However, these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention. Other Matters New Accounting Standards The following new Governmental Accounting Standards Board (GASB) pronouncements were effective for Fiscal Year 2017/18 audit: GASB Statement No. 75, Accounting and Financial Reporting for Post-Employment Benefits Other Than Pensions. GASB Statement No. 81, Irrevocable Split Interest Agreements. GASB Statement No. 85, Omnibus 2017. GASB Statement No. 86, Certain Debt Extinguishment Issues. The following Governmental Accounting Standards Board (GASB) pronouncements are effective in the following fiscal year audits and should be reviewed for proper implementation by management: Fiscal Year 2018/19: GASB Statement No. 83, Certain Assets Retirement Obligations. GASB Statement No. 88, Certain Disclosures Related to Debt, including Direct Borrowing and Direct Placements. Fiscal Year 2019/20: GASB Statement No. 84, Fiduciary Activities. Page 515 To the West-Side Districts Citizens’ Oversight Committee City of Rancho Cucamonga, California Fiscal Year 2020/21: GASB Statement No. 87,Leases. Restriction on Use This information is intended solely for the use of the West-Side Districts Citizens’Oversight Committee and management of the Districts and is not intended to be, and should not be, used by anyone other than these specified parties. 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Brea Blvd., Suite 203 Brea, CA 92821 Phone: 714.672.0022 An Association of Independent Accounting Firms Page 520  7RWKH:HVW6LGH'LVWULFWV&LWL]HQV¶2YHUVLJKW&RPPLWWHH &LW\RI5DQFKR&XFDPRQJD&DOLIRUQLD  Opinions  ,QRXURSLQLRQWKHVWDWHPHQWRIUHYHQXHVH[SHQGLWXUHVDQGFKDQJHVLQIXQGEDODQFHVUHIHUUHGWRDERYH SUHVHQWIDLUO\LQDOOPDWHULDOUHVSHFWVWKHUHVSHFWLYHILQDQFLDOSRVLWLRQRIWKHUHYHQXHVH[SHQGLWXUHVDQG FKDQJHVLQIXQGEDODQFHVRI/DQGVFDSH0DLQWHQDQFH'LVWULFW*HQHUDO&LW\6WUHHW/LJKWLQJ'LVWULFW 5HVLGHQWLDODQG3DUNDQG5HFUHDWLRQ,PSURYHPHQW'LVWULFWRIWKH&LW\RI5DQFKR&XFDPRQJDIRUWKH \HDU WKHQ HQGHG -XQH   LQ DFFRUGDQFH ZLWK DFFRXQWLQJ SULQFLSOHV JHQHUDOO\ DFFHSWHG LQ WKH 8QLWHG6WDWHVRI$PHULFD  2WKHU5HSRUWLQJ5HTXLUHGE\Government Auditing Standards  ,Q DFFRUGDQFH ZLWKGovernment Auditing Standards ZH KDYH DOVR LVVXHG RXU UHSRUW GDWHG )HEUXDU\RQRXUFRQVLGHUDWLRQRIWKH'LVWULFWV¶LQWHUQDOFRQWURORYHUILQDQFLDOUHSRUWLQJDQGRQRXU WHVWVRILWVFRPSOLDQFHZLWKFHUWDLQSURYLVLRQVRIODZVUHJXODWLRQVFRQWUDFWVDQGJUDQWDJUHHPHQWVDQG RWKHUPDWWHUV7KHSXUSRVHRIWKDWUHSRUWLVWRGHVFULEHWKHVFRSHRIRXUWHVWLQJRILQWHUQDOFRQWURORYHU ILQDQFLDOUHSRUWLQJDQGFRPSOLDQFHDQGWKHUHVXOWVRIWKDWWHVWLQJDQGQRWWRSURYLGHDQRSLQLRQRQLQWHUQDO FRQWURORYHUILQDQFLDOUHSRUWLQJRURQFRPSOLDQFH7KDWUHSRUWLVDQLQWHJUDOSDUWRIDQDXGLWSHUIRUPHGLQ DFFRUGDQFH ZLWKGovernment Auditing Standards LQ FRQVLGHULQJ WKH 'LVWULFWV¶ LQWHUQDO FRQWURO RYHU ILQDQFLDOUHSRUWLQJDQGFRPSOLDQFH  %UHD&DOLIRUQLD )HEUXDU\  2 Page 521 LANDSCAPE MAINTENANCE DISTRICT #1 GENERAL CITY, STREET LIGHTING DISTRICT #2 RESIDENTIAL, AND PARK AND RECREATION IMPROVEMENT DISTRICT #85 CITY OF RANCHO CUCAMONGA STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES YEAR ENDED JUNE 30, 2018 Revenues: Taxes 1,245,948$ 373,255$ 1,164,042$ Charges for services 15,313 - 20,909 Use of money and property 28,257 (11,013) 122,249 Contributions from City 123,410 350,170 203,990 Miscellaneous 390 410,605 2,163 Total Revenues 1,413,318 1,123,017 1,513,353 Expenditures: Personnel services 27,203 - 200,940 Operating costs: Operations and maintenance 60,391 4,276,761 54,085 Contract services 473,933 32,770 232,065 Tree maintenance 51,985 - 19,124 Utilities 383,532 336,844 290,468 Reimbursement of election costs - - - Assessment administration 66,090 40,030 152,220 General overhead allocation 40,960 3,400 48,640 Miscellaneous - - 2,960 Capital outlay - - 65,000 Debt service: Principal retirement - 156,494 - Interest and fiscal charges - 31,543 - Total Expenditures 1,104,094 4,877,842 1,065,502 Net Change in Fund Balances 309,224 (3,754,825) 447,851 Fund Balances, Beginning of Year 1,262,355 235,795 1,445,174 Fund Balances, End of Year 1,571,579$ (3,519,030)$ 1,893,025$ Landscape Maintenance District #1 General City Street Lighting District #2 Residential Park and Recreation Improvement District #85 See Notes to Financial Statements 3 Page 522 /$1'6&$3(0$,17(1$1&(',675,&7*(1(5$/&,7<675((7/,*+7,1*',675,&7 5(6,'(17,$/$1'3$5.$1'5(&5($7,21,03529(0(17',675,&7 &,7<2)5$1&+2&8&$021*$&$/,)251,$  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ERXQGDU\RI3'LVFLW\ZLGHH[FHSWSURSHUWLHVZLWKLQWKHSODQQHGFRPPXQLWLHV7KHDVVHVVPHQW UDWHVDUHDVIROORZV  )LVFDO<HDU )LVFDO<HDU 3HUFHQWDJH   &KDQJH 6LQJOHIDPLO\KRPH    &RQGRPLQLXPXQLW    0XOWLIDPLO\XQLW    &RPPHUFLDOLQGXVWULDOSDUFHO DFUHV /RW /RW  DFUHV /RW /RW  DFUHV /RW /RW  DFUHV /RW /RW  DFUHV /RW /RW  !DFUHV /RW /RW   5 Page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-XO\WR-XQH2QHKDOIRIWKHDVVHVVPHQWLVGXH1RYHPEHUWKHVHFRQGKDOIRIWKH DVVHVVPHQWLVGXH)HEUXDU\$OODVVHVVPHQWVDUHGHOLQTXHQWLIXQSDLGRQ'HFHPEHU DQG$SULOUHVSHFWLYHO\  )XQG7\SH  7KH/DQGVFDSH0DLQWHQDQFH'LVWULFW*HQHUDO&LW\DQG6WUHHW/LJKWLQJ'LVWULFWIXQGV LQFOXGHGLQWKLVUHSRUWDUHDFFRXQWHGIRULQWKH&LW\¶VILQDQFLDOUHFRUGVDVVSHFLDOUHYHQXH IXQGV6SHFLDOUHYHQXHIXQGVDFFRXQWIRUDQGUHSRUWWKHSURFHHGVRIVSHFLILFUHYHQXHVRXUFHV WKDWDUHUHVWULFWHGRUFRPPLWWHGWRH[SHQGLWXUHVIRUVSHFLILHGSXUSRVHV6SHFLDOUHYHQXH IXQGVDUHGHVLJQHGWRKHOSGHWHUPLQHDQGGHPRQVWUDWHUHVRXUFHVWKDWPXVWEHXVHGIRUD VSHFLILHGSXUSRVHDUHLQIDFWXVHGIRUWKDWSXUSRVH7KH3DUNDQG5HFUHDWLRQ,PSURYHPHQW 'LVWULFWIXQGLQFOXGHGLQWKLVUHSRUWLVDFFRXQWHGIRULQWKH&LW\¶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age 525 INDEPENDENT AUDITORS’ REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS To the West-Side Districts Citizens’ Oversight Committee City of Rancho Cucamonga, California We have audited, in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the statement of revenues, expenditures and changes in fund balances of Landscape Maintenance District #1 General City, Street Lighting District #2 Residential, and Park and Recreation Improvement District #85 of the City of Rancho Cucamonga, California, (collectively, the Districts) for the year ended June 30, 2018, and the related notes to statement of revenues, expenditures and changes in fund balances, and have issued our report thereon dated February 25, 2019. Internal Control over Financial Reporting In planning and performing our audit of the statement of revenues, expenditures and changes in fund balances, we considered the Districts’internal control over financial reporting (internal control) to determine the audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the statement of revenues, expenditures and changes in fund balances, but not for the purpose of expressing an opinion on the effectiveness of the Districts’internal control. Accordingly, we do not express an opinion on the effectiveness of the Districts’internal control. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the Districts’ statement of revenues, expenditures and changes in fund balances will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or, significant deficiencies. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified. Compliance and Other Matters As part of obtaining reasonable assurance about whether the Districts’statement of revenues, expenditures and changes in fund balances are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of the statement of revenues, expenditures and changes in fund balances amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. 203 N. Brea Blvd., Suite 203 Brea, CA 92821 Phone: 714.672.0022 An Association of Independent Accounting Firms Page 526 To the West-Side Districts Citizens’ Oversight Committee City of Rancho Cucamonga, California Purpose of this Report The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the Districts’ internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the Districts’ internal control and compliance. Accordingly, this communication is not suitable for any other purpose. Brea, California February 25, 2019 Page 527 DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Donny Mahoney, Police Chief SUBJECT:CONSIDERATION OF IMPLEMENTATION OF DRIVE­THRU ONLY ORDINANCE AT THE THOROUGHBRED HOLIDAY LIGHT DISPLAY FOR THE 2019 HOLIDAY SEASON. RECOMMENDATION: Staff recommends the City Council provide direction for implementing the Drive­Thru Only ordinance for the 2019 holiday season. BACKGROUND: For more than 20 years the residents of Thoroughbred and Jennet Streets have created a visual display of lights during the weeks leading up to Christmas.  With the advent of social media, the light displays now attract visitors from all over Southern California. In fact, through surveying visitors at the Holiday Lights Display over multiple days during the 2018 holiday season, almost 80% of those surveyed came from outside of Rancho Cucamonga.   Over the last several years, the Holiday Lights Display, and the overwhelming crowds it attracts, has created substantial public safety concerns as well as significant impacts on the quality of life for area residents who are not part of the Holiday Lights Display.  In response to these critical public safety concerns, the RCPD had recommended two years ago that the City transition the Holiday Light Display into a Drive­Thru Only experience by limiting pedestrian traffic during certain peak times. At its March 15, 2017 meeting, the City Council held an Administrative Hearing to receive public testimony regarding the consideration to transition. The City Council voted 5­0 to give staff direction to move forward with this option and ultimately adopted Ordinance No. 904 adding Section 10.40.040 to RCMC “Regarding Violations of Temporary Street Closures.” When the Drive­Thru Only ordinance was first implemented during the 2017 holiday season, it only included the first two weeks prior to Christmas from December 15 to December 24, 2017. This resulted in an extraordinary number of pedestrians squeezed into the prior weekend before the transition to Drive­Thru.  That same weekend also saw 21,923 vehicles go through the Holiday Light Display, resulting in chaotic, unsafe conditions.  After observing these unsafe conditions, RCPD recommended that for the following 2018 holiday season, the previous weekend (December 7­9, 2018) also be part of the Drive­Thru Only transition. At its February 20, 2019 meeting, the City Council received a presentation by the Rancho Cucamonga Police Department (RCPD) regarding the successful implementation of the Drive­Thru Only Ordinance for the 2018 holiday season.  Drive­Thru Only was implemented December 7­9 and December 14­24 from 5 to 11 p.m., limiting pedestrian access during these peak times due to unsafe conditions that have been observed in the past.  As part of the presentation, RCPD recommended that the same Page 528 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Donny Mahoney, Police ChiefSUBJECT:CONSIDERATION OF IMPLEMENTATION OF DRIVE­THRU ONLYORDINANCE AT THE THOROUGHBRED HOLIDAY LIGHT DISPLAY FORTHE 2019 HOLIDAY SEASON.RECOMMENDATION:Staff recommends the City Council provide direction for implementing the Drive­Thru Only ordinance forthe 2019 holiday season.BACKGROUND:For more than 20 years the residents of Thoroughbred and Jennet Streets have created a visual displayof lights during the weeks leading up to Christmas.  With the advent of social media, the light displaysnow attract visitors from all over Southern California. In fact, through surveying visitors at the HolidayLights Display over multiple days during the 2018 holiday season, almost 80% of those surveyed camefrom outside of Rancho Cucamonga.  Over the last several years, the Holiday Lights Display, and the overwhelming crowds it attracts, hascreated substantial public safety concerns as well as significant impacts on the quality of life for arearesidents who are not part of the Holiday Lights Display.  In response to these critical public safetyconcerns, the RCPD had recommended two years ago that the City transition the Holiday Light Displayinto a Drive­Thru Only experience by limiting pedestrian traffic during certain peak times. At its March15, 2017 meeting, the City Council held an Administrative Hearing to receive public testimonyregarding the consideration to transition. The City Council voted 5­0 to give staff direction to moveforward with this option and ultimately adopted Ordinance No. 904 adding Section 10.40.040 to RCMC“Regarding Violations of Temporary Street Closures.”When the Drive­Thru Only ordinance was first implemented during the 2017 holiday season, it onlyincluded the first two weeks prior to Christmas from December 15 to December 24, 2017. This resultedin an extraordinary number of pedestrians squeezed into the prior weekend before the transition toDrive­Thru.  That same weekend also saw 21,923 vehicles go through the Holiday Light Display,resulting in chaotic, unsafe conditions. After observing these unsafe conditions, RCPD recommended that for the following 2018 holidayseason, the previous weekend (December 7­9, 2018) also be part of the Drive­Thru Only transition.At its February 20, 2019 meeting, the City Council received a presentation by the Rancho CucamongaPolice Department (RCPD) regarding the successful implementation of the Drive­Thru Only Ordinancefor the 2018 holiday season.  Drive­Thru Only was implemented December 7­9 and December 14­24 from 5 to 11 p.m., limiting pedestrian access during these peak times due to unsafe conditions that have been observed in the past.  As part of the presentation, RCPD recommended that the same approach be implemented for the upcoming 2019 holiday season: Drive­Thru Only would be implemented for the two weeks leading up to Christmas, December 15­24, 2019, as well as the prior weekend of December 6­8, 2019.  This would provide nine days in December for pedestrians to visit the Holiday Lights Display (December 1­5 and December 9­12). COUNCIL GOAL(S) ADDRESSED: This item addresses City Council Goal PUBLIC SAFETY:  Transitioning to a Drive­Thru Only experience addresses the critical public safety concerns previously identified ATTACHMENTS: Description Staff Report Dated February 20, 2019 ANALYSIS: For the past couple holiday seasons, Traffic Engineering has been periodically administering vehicle traffic counts entering the Holiday Light Display at Sapphire Street as well as on streets in the general vicinity, specifically Carnelian Street between Wilson Street and Banyan Avenue and Hillside Road between Jasper and Carnelian streets.  Key findings include: On average, each weekend in December sees 21,260 vehicles approaching the Holiday Light Display along Sapphire Street during the Friday to Sunday period.        With two years of data, a slight trend is emerging that demonstrates a correlation between traffic volumes in the Holiday Light Display and in the surrounding neighborhoods.  As traffic increases on Sapphire entering the Holiday Light Display, traffic decreases on the surrounding streets.  It is anticipated that this trend will become more pronounced in future years. Based on a) the prior experience in 2017 with the tremendous influx of pedestrians on the weekend before the two­week Drive­Thru Only period, and b) the established fact that each weekend in December typically experiences 21,000+ vehicles going up Sapphire Street, it is reasonable to conclude that allowing pedestrians on the weekend of December 6­8, 2019 will result in unsafe conditions and create a threat to public safety. Additionally, it should be noted that the Rancho Cucamonga Fire Protection District also has legitimate concerns about these unsafe conditions, the increased potential for an emergency event to occur, and the extreme challenge of emergency apparatus accessing the area during an emergency when both pedestrians and vehicles are present on the congested roadways along Thoroughbred and Jennet streets.  It is for these reasons that RCPD and the Fire District recommends that the Drive­Thru Only ordinance be implemented in 2019 as previously presented which includes December 13­24 as well as the previous weekend December 6­8, 2019. With City Council direction, staff will prepare a resolution to bring back at a subsequent City Council meeting identifying the Drive­Thru Only dates for the 2019 holiday season. FISCAL IMPACT: In order to properly staff their response, RCPD utilized 2,021 hours in sworn personnel. The final cost for RCPD’s response in 2018 was $139,520. It is anticipated that costs for the 2019 holiday season would be the same as the previous year. Page 529 Page 530 Page 531 4/17/2019 CITY COUNCIL MEETING: ITEM I3 – CORRESPONDENCE -----Original Message----- From: lynnwithey@gmail.com <lynnwithey@gmail.com> Sent: Monday, April 8, 2019 1:57 PM To: City Council <CityCouncil@cityofrc.us> Subject: Thank you for listening - Christmas/HolidayLights 1st Weekend Pedestrian Walkingb CAUTION: This email is from outside our Corporate network. Do not click links or open attachments unless you recognize the sender and know the content is safe. Thank you Lynne Kennedy and New Council Members for listening and commenting on the recommendation to allow the People of Rancho Cucamonga to walk the Christmas Street of Thoroughbred December 6-8th, due to Thanksgiving falling the week prior to December 2019. This will be a very short Christmas 🎄🎄/Holiday season for pedestrians to walk the HolidayLights if Thoroughbred is blocked for walkers. We residents often decorate AFTER Thanksgiving and are not in full swing until the 2nd or 3rd weekend of Christmas. There has been diminished visitation and no trash even after the pedestrian walk days last December (trash deposits were much less). Please compromise with us and allow our RC citizens to walk December 6, 7, and 8th (Friday Saturday Sunday) to enjoy the HolidayLights display. Last year was the FIRST TRIAL YEAR the City of RC tested banning pedestrians the first weekend of December. We ask that the first weekend be open to pedestrian walking. If you only allow Sunday- the children and grownups will be getting ready for work and school the next day. Let them enjoy the traditional Christmas spirit by opening the full weekend after Thanksgiving. Thank you, Lynn Withey 8272 Thoroughbred Street Rancho Cucamonga, CA 91701 4/17/2019 CITY COUNCIL MEETING: ITEM I3 – CORRESPONDENCE From: Ole Ellingson <oleellingson@gmail.com> Sent: Friday, April 12, 2019 10:23 AM To: Camacho-Curtis, Jennifer <Jennifer.Camacho-Curtis@cityofrc.us>; Garcia, Justine <Justine.Garcia@cityofrc.us> Subject: Re: Holiday Lights Item on 4/17 Council Agenda Thank you Please change the name to Christmas Lights Ha ha I know that’s not going to happen, but you never know Happy Easter The Ellingson’s 4/17/2019 CITY COUNCIL MEETING: ITEM I3 – CORRESPONDENCE From: herbert siegmund <siegmundherb@yahoo.com> Sent: Friday, April 12, 2019 7:51 AM To: Camacho-Curtis, Jennifer <Jennifer.Camacho-Curtis@cityofrc.us> Subject: Re: Holiday Lights Item on 4/17 Council Agenda Thank you sir for the update I will attempt to be there. I think the city is going above and beyond in discussing this issue. Good job hope to see you there. Sent from Yahoo Mail on Android Recommendations for 2019 Holiday Season Background •In April 2017, City Council enacted and ordinance allowing RCPD to implemented a Drive-Thru only participation for viewing the Thoroughbred Lights from December 15-24. City Resolution 17-027 •In March 2018, City Council took action establishing Drive-Thru Only modification to include December7-9 and 14-24 from 5 p.m. to 11 p.m. Pedestrians were allowed to walk the loop before December 7th and from December 10-13. City Resolution 18-008 •In February 2019, City Council held a public hearing to consider continuing a Drive-Thru ordinance for the Thoroughbred Holiday Lights display to include December 6-8 and 13-24. Members of the community requested a consideration allowing pedestrians the weekend of December 6-8. Drive-Thru Only Results •Traffic volumes changed •93% increase on a weekend night. •Traffic counts also show significant decrease on neighboring streets during Drive-Thru Only •Overall 6% decrease in traffic in the surrounding neighborhoods in the 2018 season. •Traffic flow improved •An average loop time of 25 minutes •An average time of 45 minutes from Sapphire and Banyan to the exit of the loop. Drive-Thru Only Results A survey was conducted on December 13th and 14th of observers who traveled to the Holiday Lights display. Visitors from about 80 different cities. Drive-Thru Only Results Drive-Thru Only Results Drive-Thru Only Results Drive-Thru Only Results •2017: 136 moving violation citations issued 162 parking citations issued •2018: 200 moving violation citations issued, most for no use of a child restraint (car seat) 91 parking citations issued 1 citation issued for violating Drive-Thru Only ordinance Recommendations for 2019 Holiday Season Remain within the spirit of the City Council’s goal of Public Safety, we recommend the following; •Establish a Drive-Thru only ordinance for the Thoroughbred Holiday Lights display to include the dates of December 6-8 and 13-24. DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Candyce Burnett, City Planner Jennifer Nakamura, Associate Planner Perry Banner, Contract Planner SUBJECT:CONSIDERATION OF ORDINANCE NO. 948, AMENDING TITLE 17 OF THE RANCHO CUCAMONGA MUNICIPAL CODE PERTAINING TO STANDARDS AND LAND USE REGULATIONS FOR CAR WASHES. RECOMMENDATION: Staff and the Planning Commission recommend that City Council conduct a first reading of Ordinance 948 amending standards and land use regulation for car wash uses within the City. BACKGROUND: Timeline: On May 23, 2018, the Planning Commission was presented with information on the City’s car wash regulations. Staff expressed concerns about the current standards for the land use and presented options to address the matter. The Commission supported a moratorium on new commercial car washes for a period up to one (1) year to allow staff to prepare an amendment to the car wash regulations.  On June 20, 2018, the City Council approved Urgency Ordinance No. 932 establishing a moratorium on the establishment or expansion of car washes for a period of 45 days. And then on August 1, 2018, the City Council extended the urgency ordinance for an additional 10 months and 15 days for a period of one (1) year in total. (Ordinance No. 935). On December 12, 2018, the Planning Commission had a discussion on possible development standards and operational requirements for car washes, mobile car washes, and other mobile automotive­related uses and directed staff to first reach out to existing car wash operators and then return with a draft ordinance. On February 19, 2019, staff held a focus group meeting with local owners/operators of car washes and received input on the proposed new requirements and standards. At its meeting of March 27, 2019, the Planning Commission held a public hearing and adopted Resolution No. 19­23 recommending that the City Council approve the proposed ordinance and find that the project is exempt from the California Environmental Quality Act.  Car Washes – Background History: Car washes have been around since 1914 and have steadily developed to incorporate automation and water­saving technologies. There are three primary types of car washes today: full service, express service, and flex­serve. Full service car washes are typically stand­alone facilities that employ several people either to wash, hand wash, or detail vehicles. These types of car washes are typically a primary and only use on a property. Express car washes are usually associated with gas stations and are more commonly called drive­thru car washes. These facilities are a secondary, Page 532 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Candyce Burnett, City PlannerJennifer Nakamura, Associate PlannerPerry Banner, Contract PlannerSUBJECT:CONSIDERATION OF ORDINANCE NO. 948, AMENDING TITLE 17 OF THERANCHO CUCAMONGA MUNICIPAL CODE PERTAINING TO STANDARDSAND LAND USE REGULATIONS FOR CAR WASHES.RECOMMENDATION:Staff and the Planning Commission recommend that City Council conduct a first reading of Ordinance948 amending standards and land use regulation for car wash uses within the City.BACKGROUND:Timeline: On May 23, 2018, the Planning Commission was presented with information on the City’scar wash regulations. Staff expressed concerns about the current standards for the land use andpresented options to address the matter. The Commission supported a moratorium on newcommercial car washes for a period up to one (1) year to allow staff to prepare an amendment to thecar wash regulations. On June 20, 2018, the City Council approved Urgency Ordinance No. 932 establishing a moratorium on theestablishment or expansion of car washes for a period of 45 days. And then on August 1, 2018, the CityCouncil extended the urgency ordinance for an additional 10 months and 15 days for a period of one (1) yearin total. (Ordinance No. 935).On December 12, 2018, the Planning Commission had a discussion on possible development standardsand operational requirements for car washes, mobile car washes, and other mobile automotive­related usesand directed staff to first reach out to existing car wash operators and then return with a draft ordinance. OnFebruary 19, 2019, staff held a focus group meeting with local owners/operators of car washes andreceived input on the proposed new requirements and standards.At its meeting of March 27, 2019, the Planning Commission held a public hearing and adopted ResolutionNo. 19­23 recommending that the City Council approve the proposed ordinance and find that the project isexempt from the California Environmental Quality Act. Car Washes – Background History: Car washes have been around since 1914 and have steadily developedto incorporate automation and water­saving technologies. There are three primary types of car washestoday: full service, express service, and flex­serve. Full service car washes are typically stand­alonefacilities that employ several people either to wash, hand wash, or detail vehicles. These types of car washes are typically a primary and only use on a property. Express car washes are usually associated with gas stations and are more commonly called drive­thru car washes. These facilities are a secondary, accessory use relative to the gas station, convenience store, or combination thereof. They are fully automated and require little to no staff. Older, unattended self­service car washes where customers wash, dry, and vacuum their own vehicles also fall within the express car wash category as these types of facilities are typically unattended. Flex­serve car washes combine the full service and express car wash models to offer both services at one location. The car wash industry is trending toward greater flexibility and reducing labor costs by transitioning from a full service model to a flex­serve model, often with a flat monthly fee for unlimited washes. There are currently no citywide regulations in effect regarding the operational and locational standards for car wash facilities of any type. Mobile Car Washes: Mobile car wash and detailing provides the convenience of having the service provided on­site, at home or at the office. Operators utilize a generator, a water tank or waterless tank, and adapted products. However, there are environmental concerns with mobile car washes due to the potential for illicit discharge of pollutants. ANALYSIS: There are currently 3 full service, 10 express, and 1 flex­serve car washes operating in the City, as outlined in the following table and attached map (Attachment 1): NUMBER TYPE NAME ADDRESS 1 Full Service Los Osos Car Wash 10431 Alta Loma Drive 2 Full Service Deer Creek Car Wash 10340 Foothill Boulevard 3 Full Service Rancho Carwash 10075 Arrow Route 4 Express Grove Self­Service Car Wash 8761 Grove Avenue 5 Express Red Hill Car Wash (Self­ Service)8285 San Bernardino Road 6 Express Sunrise Car Wash (Self­ Service)8601 Base Line Road 7 Express 7­Eleven Shell (Drive­Thru)8118 Masi Drive 8 Express Chevron 12659 Foothill Boulevard 9 Express Chevron 8075 Monet Avenue 10 Express Chevron 8801 Foothill Boulevard 11 Express Circle K 10550 Town Center Drive 12 Express Circle K 6539 Milliken Avenue 13 Express Tesoro Arco 9280 Haven Avenue 14 Express Tesoro Arco 12280 Highland Avenue 15 Flex­Serve Haven Car Wash 8777 Haven Avenue Car washes remain popular among vehicle owners as the convenience and relative low cost of getting a car wash continues to attract customers. Additionally, there are environmental benefits to modern car washes as they utilize water recycling systems that consume less water than washing a car at home on a driveway. Car washes are often loud because, in addition to other equipment that generates noise during their operation, they require the use of large­scale, industrial vacuuming systems. These impacts can be particularly acute when car washes are located near residential uses and when multiple car washes are concentrated in a small area. Car washes surrounded by residential uses may have the potential to expose neighboring residents to excessive noise. There are examples in other cities of car washes becoming a nuisance use. As car washes move from full service to express and flex­serve models, there is also concern that fewer on­site employees may result in less on­site oversight, and therefore less control of impacts that these facilities may have on adjacent properties. Page 533 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Candyce Burnett, City PlannerJennifer Nakamura, Associate PlannerPerry Banner, Contract PlannerSUBJECT:CONSIDERATION OF ORDINANCE NO. 948, AMENDING TITLE 17 OF THERANCHO CUCAMONGA MUNICIPAL CODE PERTAINING TO STANDARDSAND LAND USE REGULATIONS FOR CAR WASHES.RECOMMENDATION:Staff and the Planning Commission recommend that City Council conduct a first reading of Ordinance948 amending standards and land use regulation for car wash uses within the City.BACKGROUND:Timeline: On May 23, 2018, the Planning Commission was presented with information on the City’scar wash regulations. Staff expressed concerns about the current standards for the land use andpresented options to address the matter. The Commission supported a moratorium on newcommercial car washes for a period up to one (1) year to allow staff to prepare an amendment to thecar wash regulations. On June 20, 2018, the City Council approved Urgency Ordinance No. 932 establishing a moratorium on theestablishment or expansion of car washes for a period of 45 days. And then on August 1, 2018, the CityCouncil extended the urgency ordinance for an additional 10 months and 15 days for a period of one (1) yearin total. (Ordinance No. 935).On December 12, 2018, the Planning Commission had a discussion on possible development standardsand operational requirements for car washes, mobile car washes, and other mobile automotive­related usesand directed staff to first reach out to existing car wash operators and then return with a draft ordinance. OnFebruary 19, 2019, staff held a focus group meeting with local owners/operators of car washes andreceived input on the proposed new requirements and standards.At its meeting of March 27, 2019, the Planning Commission held a public hearing and adopted ResolutionNo. 19­23 recommending that the City Council approve the proposed ordinance and find that the project isexempt from the California Environmental Quality Act. Car Washes – Background History: Car washes have been around since 1914 and have steadily developedto incorporate automation and water­saving technologies. There are three primary types of car washestoday: full service, express service, and flex­serve. Full service car washes are typically stand­alonefacilities that employ several people either to wash, hand wash, or detail vehicles. These types of carwashes are typically a primary and only use on a property. Express car washes are usually associated withgas stations and are more commonly called drive­thru car washes. These facilities are a secondary,accessory use relative to the gas station, convenience store, or combination thereof. They are fullyautomated and require little to no staff. Older, unattended self­service car washes where customers wash,dry, and vacuum their own vehicles also fall within the express car wash category as these types of facilitiesare typically unattended. Flex­serve car washes combine the full service and express car wash models tooffer both services at one location. The car wash industry is trending toward greater flexibility and reducinglabor costs by transitioning from a full service model to a flex­serve model, often with a flat monthly fee forunlimited washes.There are currently no citywide regulations in effect regarding the operational and locational standards forcar wash facilities of any type. Mobile Car Washes: Mobile car wash and detailing provides the convenienceof having the service provided on­site, at home or at the office. Operators utilize a generator, a water tank orwaterless tank, and adapted products. However, there are environmental concerns with mobile car washesdue to the potential for illicit discharge of pollutants.ANALYSIS:There are currently 3 full service, 10 express, and 1 flex­serve car washes operating in the City, asoutlined in the following table and attached map (Attachment 1):NUMBER TYPE NAME ADDRESS1Full Service Los Osos Car Wash 10431 Alta Loma Drive2Full Service Deer Creek Car Wash 10340 Foothill Boulevard3Full Service Rancho Carwash 10075 Arrow Route4ExpressGrove Self­Service CarWash 8761 Grove Avenue5ExpressRed Hill Car Wash (Self­Service)8285 San Bernardino Road6ExpressSunrise Car Wash (Self­Service)8601 Base Line Road7Express7­Eleven Shell (Drive­Thru)8118 Masi Drive8ExpressChevron12659 Foothill Boulevard9ExpressChevron8075 Monet Avenue10ExpressChevron8801 Foothill Boulevard11ExpressCircle K 10550 Town Center Drive12ExpressCircle K 6539 Milliken Avenue13ExpressTesoro Arco 9280 Haven Avenue14ExpressTesoro Arco 12280 Highland Avenue15Flex­Serve Haven Car Wash 8777 Haven AvenueCar washes remain popular among vehicle owners as the convenience and relative low cost of gettinga car wash continues to attract customers. Additionally, there are environmental benefits to modern carwashes as they utilize water recycling systems that consume less water than washing a car at home ona driveway.Car washes are often loud because, in addition to other equipment that generates noise during theiroperation, they require the use of large­scale, industrial vacuuming systems. These impacts can beparticularly acute when car washes are located near residential uses and when multiple car washes areconcentrated in a small area. Car washes surrounded by residential uses may have the potential toexpose neighboring residents to excessive noise. There are examples in other cities of car washesbecoming a nuisance use. As car washes move from full service to express and flex­serve models, there is also concern that fewer on­site employees may result in less on­site oversight, and therefore less control of impacts that these facilities may have on adjacent properties. Except for the Haven Avenue Overlay District, the Rancho Cucamonga Municipal Code does not have citywide development standards to mitigate impacts caused by car washes. Currently, car washes are a conditionally permitted use in the Office Professional (OP), Neighborhood Commercial (NC), General Commercial (GC), Commercial Community (CC), and Regional Related Commercial (RRC) Districts. Note that some of these districts are also in the Terra Vista and Victoria Community Plans. The Haven Avenue Overlay District prohibits car washing and detailing establishments within 0.5­mile of the intersection of Haven Avenue and Foothill Boulevard, and the intersection of Haven Avenue and 4th Street. Additionally, car washing and detailing establishments are prohibited within a 0.5­mile of another car wash and/or detailing establishment. Staff has studied the issues associated with car washes to determine which locations are most appropriate for the use and the types of development standards that should be imposed on their operation to mitigate any potential impacts. This included reviewing land use definitions for car washes to determine if revisions are needed, evaluating all land use districts in which car washes are permitted for suitability, and studying development standards and best practices from other jurisdictions to determine if they would be appropriate in Rancho Cucamonga. Existing Regulations: Currently, car washes can only be approved in Rancho Cucamonga following the approval of a Conditional Use Permit (CUP), which provides the City with discretionary review ability. This allows staff and the Planning Commission to consider each car wash application on a case­by­ case basis and to apply specific conditions to a project to ensure land use compatibility with the surrounding area. It is recommended that the City maintain this requirement for a CUP for car wash facilities. Locations: As noted above, car washes are allowed in several commercial land use districts. Car washes are also allowed in both the Haven Avenue Overlay District and the Industrial Commercial Overlay District within the Industrial Park (IP) underlying zone. But as developable land becomes scarcer in the City, there is concern that a proliferation of car washes without further regulation could have adverse impacts on neighborhoods and result in significant, irreversible change to neighborhood and community character. As the City has transitioned to in­fill development and re­development of existing areas, there is less available open commercial land to locate new car wash facilities. Many smaller commercial parcels potentially available for this type of land use are near or adjacent to residential uses that could be negatively impacted by this use. Unattended or lightly staffed car washes with the potential for traffic and noise impacts may not be the best use of the sparsely available commercial land and on those sites that are close to residentially zoned properties they may not be compatible. In evaluating the suitability of the land use districts in which car washes are permitted an argument can be made that the Neighborhood Commercial (NC) District and the Office/Professional (OP) District may be the two least suitable and the suitability of allowing car washes in these land use districts should be reconsidered. Although residential zones abut much of the commercial land in the City, with the one exception being for the Regional Related Commercial (RRC) District, the Neighborhood Commercial District is intended for smaller scale, less intensive uses that serve the needs of the immediate neighborhood. Likewise, the Office/Professional District is primarily meant for professional/administrative offices and personal services. Given that development pressure will continue throughout the City for land that will become increasingly scarce, preserving the Neighborhood Commercial District and the Office/Professional District for higher and better uses may be an economically strategic option. Furthermore, removing car washes as a conditionally permitted use in the Neighborhood Commercial District and the Office/Professional District will minimize, if not eliminate, any potential conflict between car wash operations and sensitive residential receptors. Two existing car washes lay within these districts and would be allowed to continue operations as legal, nonconforming uses. The two car washes are Los Osos Car Wash and Sunrise Car Wash. Page 534 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Candyce Burnett, City PlannerJennifer Nakamura, Associate PlannerPerry Banner, Contract PlannerSUBJECT:CONSIDERATION OF ORDINANCE NO. 948, AMENDING TITLE 17 OF THERANCHO CUCAMONGA MUNICIPAL CODE PERTAINING TO STANDARDSAND LAND USE REGULATIONS FOR CAR WASHES.RECOMMENDATION:Staff and the Planning Commission recommend that City Council conduct a first reading of Ordinance948 amending standards and land use regulation for car wash uses within the City.BACKGROUND:Timeline: On May 23, 2018, the Planning Commission was presented with information on the City’scar wash regulations. Staff expressed concerns about the current standards for the land use andpresented options to address the matter. The Commission supported a moratorium on newcommercial car washes for a period up to one (1) year to allow staff to prepare an amendment to thecar wash regulations. On June 20, 2018, the City Council approved Urgency Ordinance No. 932 establishing a moratorium on theestablishment or expansion of car washes for a period of 45 days. And then on August 1, 2018, the CityCouncil extended the urgency ordinance for an additional 10 months and 15 days for a period of one (1) yearin total. (Ordinance No. 935).On December 12, 2018, the Planning Commission had a discussion on possible development standardsand operational requirements for car washes, mobile car washes, and other mobile automotive­related usesand directed staff to first reach out to existing car wash operators and then return with a draft ordinance. OnFebruary 19, 2019, staff held a focus group meeting with local owners/operators of car washes andreceived input on the proposed new requirements and standards.At its meeting of March 27, 2019, the Planning Commission held a public hearing and adopted ResolutionNo. 19­23 recommending that the City Council approve the proposed ordinance and find that the project isexempt from the California Environmental Quality Act. Car Washes – Background History: Car washes have been around since 1914 and have steadily developedto incorporate automation and water­saving technologies. There are three primary types of car washestoday: full service, express service, and flex­serve. Full service car washes are typically stand­alonefacilities that employ several people either to wash, hand wash, or detail vehicles. These types of carwashes are typically a primary and only use on a property. Express car washes are usually associated withgas stations and are more commonly called drive­thru car washes. These facilities are a secondary,accessory use relative to the gas station, convenience store, or combination thereof. They are fullyautomated and require little to no staff. Older, unattended self­service car washes where customers wash,dry, and vacuum their own vehicles also fall within the express car wash category as these types of facilitiesare typically unattended. Flex­serve car washes combine the full service and express car wash models tooffer both services at one location. The car wash industry is trending toward greater flexibility and reducinglabor costs by transitioning from a full service model to a flex­serve model, often with a flat monthly fee forunlimited washes.There are currently no citywide regulations in effect regarding the operational and locational standards forcar wash facilities of any type. Mobile Car Washes: Mobile car wash and detailing provides the convenienceof having the service provided on­site, at home or at the office. Operators utilize a generator, a water tank orwaterless tank, and adapted products. However, there are environmental concerns with mobile car washesdue to the potential for illicit discharge of pollutants.ANALYSIS:There are currently 3 full service, 10 express, and 1 flex­serve car washes operating in the City, asoutlined in the following table and attached map (Attachment 1):NUMBER TYPE NAME ADDRESS1Full Service Los Osos Car Wash 10431 Alta Loma Drive2Full Service Deer Creek Car Wash 10340 Foothill Boulevard3Full Service Rancho Carwash 10075 Arrow Route4ExpressGrove Self­Service CarWash 8761 Grove Avenue5ExpressRed Hill Car Wash (Self­Service)8285 San Bernardino Road6ExpressSunrise Car Wash (Self­Service)8601 Base Line Road7Express7­Eleven Shell (Drive­Thru)8118 Masi Drive8ExpressChevron12659 Foothill Boulevard9ExpressChevron8075 Monet Avenue10ExpressChevron8801 Foothill Boulevard11ExpressCircle K 10550 Town Center Drive12ExpressCircle K 6539 Milliken Avenue13ExpressTesoro Arco 9280 Haven Avenue14ExpressTesoro Arco 12280 Highland Avenue15Flex­Serve Haven Car Wash 8777 Haven AvenueCar washes remain popular among vehicle owners as the convenience and relative low cost of gettinga car wash continues to attract customers. Additionally, there are environmental benefits to modern carwashes as they utilize water recycling systems that consume less water than washing a car at home ona driveway.Car washes are often loud because, in addition to other equipment that generates noise during theiroperation, they require the use of large­scale, industrial vacuuming systems. These impacts can beparticularly acute when car washes are located near residential uses and when multiple car washes areconcentrated in a small area. Car washes surrounded by residential uses may have the potential toexpose neighboring residents to excessive noise. There are examples in other cities of car washesbecoming a nuisance use. As car washes move from full service to express and flex­serve models,there is also concern that fewer on­site employees may result in less on­site oversight, and thereforeless control of impacts that these facilities may have on adjacent properties.Except for the Haven Avenue Overlay District, the Rancho Cucamonga Municipal Code does not havecitywide development standards to mitigate impacts caused by car washes. Currently, car washes area conditionally permitted use in the Office Professional (OP), Neighborhood Commercial (NC), GeneralCommercial (GC), Commercial Community (CC), and Regional Related Commercial (RRC) Districts.Note that some of these districts are also in the Terra Vista and Victoria Community Plans.The Haven Avenue Overlay District prohibits car washing and detailing establishments within 0.5­mile ofthe intersection of Haven Avenue and Foothill Boulevard, and the intersection of Haven Avenue and 4thStreet. Additionally, car washing and detailing establishments are prohibited within a 0.5­mile of anothercar wash and/or detailing establishment.Staff has studied the issues associated with car washes to determine which locations are mostappropriate for the use and the types of development standards that should be imposed on theiroperation to mitigate any potential impacts. This included reviewing land use definitions for car washesto determine if revisions are needed, evaluating all land use districts in which car washes are permittedfor suitability, and studying development standards and best practices from other jurisdictions todetermine if they would be appropriate in Rancho Cucamonga.Existing Regulations: Currently, car washes can only be approved in Rancho Cucamonga following theapproval of a Conditional Use Permit (CUP), which provides the City with discretionary review ability.This allows staff and the Planning Commission to consider each car wash application on a case­by­case basis and to apply specific conditions to a project to ensure land use compatibility with thesurrounding area. It is recommended that the City maintain this requirement for a CUP for car washfacilities.Locations: As noted above, car washes are allowed in several commercial land use districts. Carwashes are also allowed in both the Haven Avenue Overlay District and the Industrial CommercialOverlay District within the Industrial Park (IP) underlying zone. But as developable land becomesscarcer in the City, there is concern that a proliferation of car washes without further regulation couldhave adverse impacts on neighborhoods and result in significant, irreversible change to neighborhoodand community character. As the City has transitioned to in­fill development and re­development ofexisting areas, there is less available open commercial land to locate new car wash facilities. Manysmaller commercial parcels potentially available for this type of land use are near or adjacent toresidential uses that could be negatively impacted by this use. Unattended or lightly staffed car washeswith the potential for traffic and noise impacts may not be the best use of the sparsely availablecommercial land and on those sites that are close to residentially zoned properties they may not becompatible.In evaluating the suitability of the land use districts in which car washes are permitted an argument canbe made that the Neighborhood Commercial (NC) District and the Office/Professional (OP) Districtmay be the two least suitable and the suitability of allowing car washes in these land use districts shouldbe reconsidered. Although residential zones abut much of the commercial land in the City, with the oneexception being for the Regional Related Commercial (RRC) District, the Neighborhood CommercialDistrict is intended for smaller scale, less intensive uses that serve the needs of the immediateneighborhood. Likewise, the Office/Professional District is primarily meant forprofessional/administrative offices and personal services. Given that development pressure willcontinue throughout the City for land that will become increasingly scarce, preserving the NeighborhoodCommercial District and the Office/Professional District for higher and better uses may be aneconomically strategic option. Furthermore, removing car washes as a conditionally permitted use inthe Neighborhood Commercial District and the Office/Professional District will minimize, if noteliminate, any potential conflict between car wash operations and sensitive residential receptors. Twoexisting car washes lay within these districts and would be allowed to continue operations as legal,nonconforming uses. The two car washes are Los Osos Car Wash and Sunrise Car Wash. OP Office/Professional. Designates areas primarily for the development of professional/administrative offices and personal services rather than commodities. Site development regulations and performance standards are designed to make such uses relatively compatible with residential uses. NC Neighborhood Commercial. Designates areas for immediate day­to­day convenience shopping and services for the residents of the immediate neighborhood. Site development regulations and performance standards are intended to make such uses compatible to and harmonious with the character of surrounding residential or less intense land use area. Proposed Development Standards: The application of development and operational standards for car washes will ensure the consistency of regulations for new car washes and for the expansion of existing car washes. Of principal concern is the impact of car washes on residential uses. The proposed development standards will mitigate against the negative impacts that could result from new and remodeled car wash sites. The site layout and design shall ensure that the queuing and drying areas will not create overspill onto adjoining walkways and streets, or onto adjacent properties/parcels not associated with the car wash use. All washing facilities shall be completely within an enclosed building. Whether automatic, by hand, or self­service, the car wash structure (including wash bays) shall be located a minimum one hundred (100) feet from the boundary of any residentially zoned or developed property. All washing facilities shall be located within a building which is enclosed except those openings necessary for vehicular and pedestrian access. Such openings shall not face any adjacent residentially zoned or developed property. Vacuuming facilities shall not be located along public or private streets and shall be completely screened from adjacent residential properties for noise attenuation purposes. Additional noise attenuation may be required depending on the number of vacuums, including distance separation, to the satisfaction of the Planning Director. All car wash developments shall be subject to the Rancho Cucamonga Commercial and Industrial Design Guidelines. The car wash structure must be architecturally compatible in terms of mass, scale, and building colors and materials with any other buildings on site and with the surrounding neighborhood. Proposed Operational Requirements Hours of operation shall be limited to Monday through Saturday, 8:00 a.m. to 7:00 p.m., and Sunday, 9:00 a.m. to 6:00 p.m., unless site specific circumstances otherwise warrant alternative hours of operation, as determined through the conditional use permit process. Recycling of water used for vehicle washing shall be maximized. The use of recycling water systems and the disposal of water fluids and solids shall comply with applicable state and federal guidelines/standards and must be approved by the Engineering Services Department. All mechanical ventilating equipment shall be directed to exhaust vents and cannot face adjacent residential properties. Exhaust systems shall be equipped with appropriate control systems to minimize or eliminate noxious pollutants that may impact ambient air quality and must adhere to all applicable local, state, and federal air quality standards. All uses at the subject site, including any power driven or steam cleaning machinery, drying equipment, or vacuuming machines shall maintain noise levels below the levels provided in Page 535 DATE: April 17, 2019TO:Mayor and Members of the City CouncilFROM:John R. Gillison, City ManagerINITIATED BY:Candyce Burnett, City PlannerJennifer Nakamura, Associate PlannerPerry Banner, Contract PlannerSUBJECT:CONSIDERATION OF ORDINANCE NO. 948, AMENDING TITLE 17 OF THERANCHO CUCAMONGA MUNICIPAL CODE PERTAINING TO STANDARDSAND LAND USE REGULATIONS FOR CAR WASHES.RECOMMENDATION:Staff and the Planning Commission recommend that City Council conduct a first reading of Ordinance948 amending standards and land use regulation for car wash uses within the City.BACKGROUND:Timeline: On May 23, 2018, the Planning Commission was presented with information on the City’scar wash regulations. Staff expressed concerns about the current standards for the land use andpresented options to address the matter. The Commission supported a moratorium on newcommercial car washes for a period up to one (1) year to allow staff to prepare an amendment to thecar wash regulations. On June 20, 2018, the City Council approved Urgency Ordinance No. 932 establishing a moratorium on theestablishment or expansion of car washes for a period of 45 days. And then on August 1, 2018, the CityCouncil extended the urgency ordinance for an additional 10 months and 15 days for a period of one (1) yearin total. (Ordinance No. 935).On December 12, 2018, the Planning Commission had a discussion on possible development standardsand operational requirements for car washes, mobile car washes, and other mobile automotive­related usesand directed staff to first reach out to existing car wash operators and then return with a draft ordinance. OnFebruary 19, 2019, staff held a focus group meeting with local owners/operators of car washes andreceived input on the proposed new requirements and standards.At its meeting of March 27, 2019, the Planning Commission held a public hearing and adopted ResolutionNo. 19­23 recommending that the City Council approve the proposed ordinance and find that the project isexempt from the California Environmental Quality Act. Car Washes – Background History: Car washes have been around since 1914 and have steadily developedto incorporate automation and water­saving technologies. There are three primary types of car washestoday: full service, express service, and flex­serve. Full service car washes are typically stand­alonefacilities that employ several people either to wash, hand wash, or detail vehicles. These types of carwashes are typically a primary and only use on a property. Express car washes are usually associated withgas stations and are more commonly called drive­thru car washes. These facilities are a secondary,accessory use relative to the gas station, convenience store, or combination thereof. They are fullyautomated and require little to no staff. Older, unattended self­service car washes where customers wash,dry, and vacuum their own vehicles also fall within the express car wash category as these types of facilitiesare typically unattended. Flex­serve car washes combine the full service and express car wash models tooffer both services at one location. The car wash industry is trending toward greater flexibility and reducinglabor costs by transitioning from a full service model to a flex­serve model, often with a flat monthly fee forunlimited washes.There are currently no citywide regulations in effect regarding the operational and locational standards forcar wash facilities of any type. Mobile Car Washes: Mobile car wash and detailing provides the convenienceof having the service provided on­site, at home or at the office. Operators utilize a generator, a water tank orwaterless tank, and adapted products. However, there are environmental concerns with mobile car washesdue to the potential for illicit discharge of pollutants. COUNCIL GOAL(S) ADDRESSED: The proposed amendment builds on the Council’s goal of Enhancing Premier Community Status through the implementation of development standards and requirements for new car washes to help mitigate nuisance issues that might otherwise impact residents and ensuring that car wash uses are sited in appropriate zones throughout the City. ATTACHMENTS: Description Attachment 1 ­ Car Wash Map Attachment 2 ­ Planning Commission Minutes, March 27, 2019, Item D6 ­ Car Wash Code Amendment Attachment 3­ Planning Commission Resolution 19­23 Attachment 4 ­ Ordinance No. 948 ANALYSIS:There are currently 3 full service, 10 express, and 1 flex­serve car washes operating in the City, asoutlined in the following table and attached map (Attachment 1):NUMBER TYPE NAME ADDRESS1Full Service Los Osos Car Wash 10431 Alta Loma Drive2Full Service Deer Creek Car Wash 10340 Foothill Boulevard3Full Service Rancho Carwash 10075 Arrow Route4ExpressGrove Self­Service CarWash 8761 Grove Avenue5ExpressRed Hill Car Wash (Self­Service)8285 San Bernardino Road6ExpressSunrise Car Wash (Self­Service)8601 Base Line Road7Express7­Eleven Shell (Drive­Thru)8118 Masi Drive8ExpressChevron12659 Foothill Boulevard9ExpressChevron8075 Monet Avenue10ExpressChevron8801 Foothill Boulevard11ExpressCircle K 10550 Town Center Drive12ExpressCircle K 6539 Milliken Avenue13ExpressTesoro Arco 9280 Haven Avenue14ExpressTesoro Arco 12280 Highland Avenue15Flex­Serve Haven Car Wash 8777 Haven AvenueCar washes remain popular among vehicle owners as the convenience and relative low cost of gettinga car wash continues to attract customers. Additionally, there are environmental benefits to modern carwashes as they utilize water recycling systems that consume less water than washing a car at home ona driveway.Car washes are often loud because, in addition to other equipment that generates noise during theiroperation, they require the use of large­scale, industrial vacuuming systems. These impacts can beparticularly acute when car washes are located near residential uses and when multiple car washes areconcentrated in a small area. Car washes surrounded by residential uses may have the potential toexpose neighboring residents to excessive noise. There are examples in other cities of car washesbecoming a nuisance use. As car washes move from full service to express and flex­serve models,there is also concern that fewer on­site employees may result in less on­site oversight, and thereforeless control of impacts that these facilities may have on adjacent properties.Except for the Haven Avenue Overlay District, the Rancho Cucamonga Municipal Code does not havecitywide development standards to mitigate impacts caused by car washes. Currently, car washes area conditionally permitted use in the Office Professional (OP), Neighborhood Commercial (NC), GeneralCommercial (GC), Commercial Community (CC), and Regional Related Commercial (RRC) Districts.Note that some of these districts are also in the Terra Vista and Victoria Community Plans.The Haven Avenue Overlay District prohibits car washing and detailing establishments within 0.5­mile ofthe intersection of Haven Avenue and Foothill Boulevard, and the intersection of Haven Avenue and 4thStreet. Additionally, car washing and detailing establishments are prohibited within a 0.5­mile of anothercar wash and/or detailing establishment.Staff has studied the issues associated with car washes to determine which locations are mostappropriate for the use and the types of development standards that should be imposed on theiroperation to mitigate any potential impacts. This included reviewing land use definitions for car washesto determine if revisions are needed, evaluating all land use districts in which car washes are permittedfor suitability, and studying development standards and best practices from other jurisdictions todetermine if they would be appropriate in Rancho Cucamonga.Existing Regulations: Currently, car washes can only be approved in Rancho Cucamonga following theapproval of a Conditional Use Permit (CUP), which provides the City with discretionary review ability.This allows staff and the Planning Commission to consider each car wash application on a case­by­case basis and to apply specific conditions to a project to ensure land use compatibility with thesurrounding area. It is recommended that the City maintain this requirement for a CUP for car washfacilities.Locations: As noted above, car washes are allowed in several commercial land use districts. Carwashes are also allowed in both the Haven Avenue Overlay District and the Industrial CommercialOverlay District within the Industrial Park (IP) underlying zone. But as developable land becomesscarcer in the City, there is concern that a proliferation of car washes without further regulation couldhave adverse impacts on neighborhoods and result in significant, irreversible change to neighborhoodand community character. As the City has transitioned to in­fill development and re­development ofexisting areas, there is less available open commercial land to locate new car wash facilities. Manysmaller commercial parcels potentially available for this type of land use are near or adjacent toresidential uses that could be negatively impacted by this use. Unattended or lightly staffed car washeswith the potential for traffic and noise impacts may not be the best use of the sparsely availablecommercial land and on those sites that are close to residentially zoned properties they may not becompatible.In evaluating the suitability of the land use districts in which car washes are permitted an argument canbe made that the Neighborhood Commercial (NC) District and the Office/Professional (OP) Districtmay be the two least suitable and the suitability of allowing car washes in these land use districts shouldbe reconsidered. Although residential zones abut much of the commercial land in the City, with the oneexception being for the Regional Related Commercial (RRC) District, the Neighborhood CommercialDistrict is intended for smaller scale, less intensive uses that serve the needs of the immediateneighborhood. Likewise, the Office/Professional District is primarily meant forprofessional/administrative offices and personal services. Given that development pressure willcontinue throughout the City for land that will become increasingly scarce, preserving the NeighborhoodCommercial District and the Office/Professional District for higher and better uses may be aneconomically strategic option. Furthermore, removing car washes as a conditionally permitted use inthe Neighborhood Commercial District and the Office/Professional District will minimize, if noteliminate, any potential conflict between car wash operations and sensitive residential receptors. Twoexisting car washes lay within these districts and would be allowed to continue operations as legal,nonconforming uses. The two car washes are Los Osos Car Wash and Sunrise Car Wash.OP Office/Professional. Designates areas primarily for the development ofprofessional/administrative offices and personal services rather than commodities.Site development regulations and performance standards are designed to make suchuses relatively compatible with residential uses.NC Neighborhood Commercial. Designates areas for immediate day­to­day convenienceshopping and services for the residents of the immediate neighborhood. Sitedevelopment regulations and performance standards are intended to make such usescompatible to and harmonious with the character of surrounding residential orless intense land use area.Proposed Development Standards: The application of development and operational standards for carwashes will ensure the consistency of regulations for new car washes and for the expansion of existingcar washes. Of principal concern is the impact of car washes on residential uses. The proposeddevelopment standards will mitigate against the negative impacts that could result from new andremodeled car wash sites.The site layout and design shall ensure that the queuing and drying areas will not create overspill ontoadjoining walkways and streets, or onto adjacent properties/parcels not associated with the car washuse.All washing facilities shall be completely within an enclosed building.Whether automatic, by hand, or self­service, the car wash structure (including wash bays) shall belocated a minimum one hundred (100) feet from the boundary of any residentially zoned ordeveloped property.All washing facilities shall be located within a building which is enclosed except those openingsnecessary for vehicular and pedestrian access. Such openings shall not face any adjacent residentiallyzoned or developed property.Vacuuming facilities shall not be located along public or private streets and shall be completelyscreened from adjacent residential properties for noise attenuation purposes. Additional noiseattenuation may be required depending on the number of vacuums, including distance separation,to the satisfaction of the Planning Director.All car wash developments shall be subject to the Rancho Cucamonga Commercial and IndustrialDesign Guidelines. The car wash structure must be architecturally compatible in terms of mass,scale, and building colors and materials with any other buildings on site and with the surroundingneighborhood.Proposed Operational RequirementsHours of operation shall be limited to Monday through Saturday, 8:00 a.m. to 7:00 p.m., andSunday, 9:00 a.m. to 6:00 p.m., unless site specific circumstances otherwise warrant alternativehours of operation, as determined through the conditional use permit process.Recycling of water used for vehicle washing shall be maximized. The use of recycling watersystems and the disposal of water fluids and solids shall comply with applicable state and federalguidelines/standards and must be approved by the Engineering Services Department.All mechanical ventilating equipment shall be directed to exhaust vents and cannot face adjacentresidential properties. Exhaust systems shall be equipped with appropriate control systems tominimize or eliminate noxious pollutants that may impact ambient air quality and must adhere toall applicable local, state, and federal air quality standards. All uses at the subject site, including any power driven or steam cleaning machinery, drying equipment, or vacuuming machines shall maintain noise levels below the levels provided in Section 17.66.050 “Noise standards” of this Code. The installation and operation of outdoor loudspeakers or public address systems is not permitted. Proposed Operational Requirements ­ Mobile Car Washes: By their nature, mobile car washes do not have a fixed location – the car washing and/or detailing service is provided on­site at the customer’s home or place of business. Although development standards may not apply to the use, operational requirements are necessary to mitigate nuisance issues associated with noise and the illicit discharge of pollutants into the stormwater system. The following are proposed operational requirements: Operators are prohibited from engaging in washing the exterior of a vehicle on any public street or public right­of­way, or on any vacant unimproved lot. Mobile car washing and detailing businesses operating in non­residential districts shall not operate within 300 feet of a boundary of a residential district and/or residential structure. Hours of operation in residential districts shall be limited to Monday through Saturday, 8:00 a.m. to 7:00 p.m., and Sunday, 9:00 a.m. to 6:00 p.m. Hours of operation in non­residential districts shall be limited to Monday through Sunday, 8:00 a.m. to 7:00 p.m. In non­residential districts, mobile car washing and detailing businesses shall not operate at the same location and/or at the same property for more than four (4) hours during the permitted hours of operation (as identified above) and shall not operate for more than one day per week. In non­residential districts, mobile car washing and detailing businesses shall not service more than twenty (20) vehicles per week. Operators shall maintain noise levels below the levels provided in Section 17.66.050 “Noise standards” of this Code. The operator of a mobile car washing and detailing business shall obtain, and have evidence of, the authorization of the property owner (or the property owner’s authorized representative) to operate prior to commencement of operations and throughout the duration of the activities. At all times operators shall either contain wastewater for disposal off site or divert wastewater to a sanitary sewer on site to the satisfaction of the Engineering Services Director/City Engineer. FISCAL IMPACT: Although the development of new car washes can provide additional sales tax revenue to the City, the proposed regulations neither promote nor discourage car wash development. The regulations only address negative impacts associated with car washes. Page 536 Page 537 MARCH 27, 2019 HISTORIC PRESERVATION COMMISSION AND PLANNING COMMISSION MINUTES RANCHO CUCAMONGA CIVIC CENTER COUNCIL CHAMBERS 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA, CALIFORNIA Page 5 of 7 D6. MUNICIPAL CODE AMENDMENT DRC2019-00120 – CITY OF RANCHO CUCAMONGA – A request to amend Title 17 of the Municipal Code pertaining to standards and land use regulations for car wash uses. This item is exempt from the requirements of the California Environmental Quality Act (CEQA) and the City’s CEQA guidelines under CEQA Section 15061(b)(3). This item will be forwarded to the City Council for final action. Perry Banner, Contract Planner with Jennifer Nakamura, Associate Planner, gave the staff report and PowerPoint presentation (copy on file). Mr. Banner noted that existing operators went through the CUP process that addressed their hours of operation. All current hours of operation will continue as in their CUP. Commissioner Dopp asked about the focus groups and what the feedback was from the community. Letters were sent out to all 15 City car wash owners with two car wash owners attending. An informal conversation provided excellent feedback to staff. Chairman Guglielmo enquired about the enforcement of the mobile operators. Ms. Nakamura stated that a flyer would be given to operators with their business license. The Community Improvement Department would take the lead to investigate and determine whether any complaints are founded and for compliance. Chairman Guglielmo opened the public hearing and hearing none closed. Commissioner Munoz stated that this ordinance is proactive and consistent with Council Goals and timely. He noted that it is excellent regarding protecting our residents especially regarding vacuuming and noise. Commissioner Wimberly concurred. Commissioner Oaxaca supports this ordinance especially the zoning for acceptable locations. Commissioner Dopp concurred and appreciated the staff’s diligence. He appreciated our being proactive with water recycling and our resources. Page 538 MARCH 27, 2019 HISTORIC PRESERVATION COMMISSION AND PLANNING COMMISSION MINUTES RANCHO CUCAMONGA CIVIC CENTER COUNCIL CHAMBERS 10500 CIVIC CENTER DRIVE RANCHO CUCAMONGA, CALIFORNIA Page 6 of 7 If you need special assistance or accommodations to participate in this meeting, please contact the Planning Department at (909) 477-2750. 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. Chairman Guglielmo concurred and noted that he appreciated staff reaching out to the community. Moved by Munoz, second by Wimberly; carried 5-0-0. to recommend item be forwarded to City Council for action. E. COMMISSION BUSINESS/HISTORIC PRESERVATION AND PLANNING COMMISSION INTER-AGENCY UPDATES: Commissioner Munoz thanked the City Council for the joint meeting last week and the great exchange of ideas regarding the General Plan update. COMMISSION ANNOUNCEMENTS: None. F. ADJOURNMENT Moved by Wimberly, second by Oaxaca to adjournment the meeting; carried 5-0-0. 7:44pm I, Valerie Victorino, Executive Assistant of the City of Rancho Cucamonga, or my designee, hereby certify that a true, accurate copy of the foregoing agenda was posted on March 21, 2019, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. Valerie Victorino Executive Assistant City of Rancho Cucamonga Page 539 Page 540 Page 541 Page 542 Ordinance No 948 – Page 1 of 6 ORDINANCE NO 948 AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, AMENDING THE RANCHO CUCAMONGA MUNICIPAL CODE PERTAINING TO REQUIREMENTS AND STANDARDS FOR CAR WASHES WITHIN THE CITY AND MAKING FINDINGS IN SUPPORT THEREOF The City Council of the City of Rancho Cucamonga does ordain as follows: SECTION 1. The City of Rancho Cucamonga has prepared Municipal Code Amendment DRC2019-00120, as described in the title of this Ordinance. Hereinafter in this Ordinance, the subject Municipal Code Amendment is referred to as “the Amendment”. A. The City of Rancho Cucamonga, California (the “City”) is a municipal corporation, duly organized under the constitution and laws of the State of California. B. The City may adopt ordinances from time to time pertaining to land use issues to address municipal options. C. On May 23, 2018, the Planning Commission was presented with information on the City’s car wash regulations and learned of staff’s concerns about the standards currently in place for the land use. The Commission expressed support of a moratorium on new commercial car washes for a period up to one (1) year to allow staff to prepare an amendment to the car wash regulations. D. On June 20, 2018, the City Council approved Urgency Ordinance No. 932 establishing a moratorium on the establishment or expansion of car washes for a period of 45 days. E. On August 1, 2018, the City Council approved Urgency Ordinance No. 935, which extended the moratorium for an additional 10 months and 15 days for a period of one (1) year in total. F. On March 27, 2019, the Planning Commission of the City of Rancho Cucamonga conducted a noticed public hearing with respect to the amendment and, following the conclusion thereof, issued Resolution No. 19-23, recommending that the City Council of the City of Rancho Cucamonga adopt said amendment. G. On April 17, 2019, the City Council of the City of Rancho Cucamonga conducted a noticed public hearing on the amendment and concluded said hearing on that date. H. All legal prerequisites prior to the adoption of this Ordinance have occurred. SECTION 2. Based upon the substantial evidence presented to this 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 Land Use Policy 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. Regulating the Page 543 Ordinance No 948 – Page 2 of 6 development standards and operational requirements for car wash and mobile automotive-related uses that may be near residential neighborhoods will reduce potential impacts created by such uses. Also, Land Use Goal LU-11 requires that community aesthetics are maintained through appropriate regulations. Establishing design provisions for cash washes will encourage better site design and improved architecture with the use of higher quality building materials. SECTION 3. 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. The project qualifies under the general rule that CEQA applies only to projects, which have the potential for causing significant effect on the environment. Pursuant to State CEQA Guidelines Section 15061(B)(3), where it can be seen with certainty that there is no possibility that the activity in question may have significant effect on the environment, the activity is not subject to CEQA. The proposed Municipal Code Amendment does not propose any physical change to the environment itself. The amendment only revises the land use regulations to apply development and operational standards for car wash and mobile automotive-related uses, which will in fact help to mitigate impacts on noise, water and air quality, and aesthetics. Applications for development subject to these provisions will be reviewed for CEQA compliance under a separate entitlement. During the entitlement process, the applicant may be required to submit environmental studies that analyze potential impacts such as air quality, biological resources, cultural resources, noise levels, and transportation/traffic caused by the site-specific project. On a case-by-case review of each project, the appropriate environmental document will be prepared to address project-specific impacts. Therefore, the amendment will not have a significant effect on the environment. SECTION 4. The land use labeled “Car Washing and Detailing” in Table 17.30.030- 1 (Allowed Land Uses and Permit Requirements) of Chapter 17.30 (Allowed Land Use by Base Zoning District) shall be modified as follows: Land Use/Zoning District VL L LM M MH H MU OP NC GC CC SC RRC CO IP GI MI/HI HI OS HR FC UC Car Washing and Detailing N N N N N N N N N C C N C N C N N N N N N N SECTION 5. Land use definitions for “Mobile automotive-related uses” and “Mobile car washing and detailing” shall be added in alphabetical order to Section 17.126.020 (Universal definitions) of Article VIII (Glossary) as follows: “Mobile automotive-related uses. Any activity conducted for compensation that involves minor vehicle repair including battery replacement, brake part replacement, minor tune-up, change of oil and filter, repair of flat tire, lubrication, auto glass repair and replacement, and other similar operations as determined by the Planning Director, but shall not include major automobile repair or maintenance, such as body or painting work of vehicle or vehicle parts. Mobile car washing and detailing. Any activity conducted for compensation that involves the washing of automobiles, trucks, motorcycles, recreational vehicles, or any other vehicle, and which is moved from one location to another, such as to serve customers at their residences or Page 544 Ordinance No 948 – Page 3 of 6 places of work. Temporary car washes (e.g., fundraising activities) are not part of this use classification.” SECTION 6. Chapter 17.89 (Car Washing and Detailing) of Title 17 (Development Code) of the Rancho Cucamonga Municipal Code is hereby added as follows: “CHAPTER 17.89 CAR WASHING AND DETAILING Section 17.89.010 Purpose. Section 17.89.020 Development Standards. Section 17.89.030 Operational Requirements. Section 17.89.040 Mobile Car Washing and Detailing. 17.89.010 Purpose. The purpose of this chapter is to regulate car washing and detailing uses, including mobile car washing, with development standards and operational requirements that will ensure high quality car wash development and address the mitigation of impacts that can be associated with car washes such as noise, water and air quality, aesthetics, and traffic related impacts. 17.89.020 Development Standards. A. The site layout and design shall ensure that the queuing and drying areas will not create overspill onto adjoining walkways and streets, or onto adjacent properties/parcels not associated with the car wash use. B. All washing facilities shall be completely within an enclosed building. C. Whether automatic, by hand, or self-service, the car wash structure (including wash bays) shall be located a minimum one hundred (100) feet from the boundary of any residentially zoned or developed property. D. All washing facilities shall be located within a building which is enclosed except those openings necessary for vehicular and pedestrian access. Such openings shall not face any adjacent residentially zoned or developed property. E. Vacuuming facilities shall not be located along public or private streets and shall be completely screened from adjacent residential properties for noise attenuation purposes. Additional noise attenuation may be required depending on the number of vacuums, including distance separation, to the satisfaction of the Planning Director. F. All car wash developments shall be subject to the Rancho Cucamonga Commercial and Industrial Design Guidelines. The car wash structure must be architecturally compatible in terms of mass, scale, and building colors and materials with any other buildings on site and with the surrounding neighborhood. G. The queuing area shall be of a sufficient length to accommodate the necessary stacking of vehicles. The stacking distance shall be determined through a parking study as provided in Chapter 17.64 (Parking and Loading Standards). Each drive-through lane shall be Page 545 Ordinance No 948 – Page 4 of 6 separate from the circulation route necessary for ingress and egress from the property or access to any parking spaces within the site. 17.89.030 Operational Requirements. A. Hours of operation shall be limited to Monday through Saturday, 8:00 a.m. to 7:00 p.m., and Sunday, 9:00 a.m. to 6:00 p.m., unless site specific circumstances otherwise warrant alternative hours of operation, as determined through the conditional use permit process. B. Recycling of water used for vehicle washing shall be maximized. The use of recycling water systems and the disposal of water fluids and solids shall comply with applicable state and federal guidelines/standards and must be approved by the Engineering Services Department. C. All mechanical ventilating equipment shall be directed to exhaust vents and cannot face adjacent residential properties. Exhaust systems shall be equipped with appropriate control systems to minimize or eliminate noxious pollutants that may impact ambient air quality and must adhere to all applicable local, state, and federal air quality standards. D. All uses at the subject site, including any power driven or steam cleaning machinery, drying equipment, or vacuuming machines shall maintain noise levels below the levels provided in Section 17.66.050 (Noise standards) of this Code. E. The installation and operation of outdoor loudspeakers or public address systems is not permitted. 17.89.040 Mobile Car Washing and Detailing. Mobile car washing and detailing is considered an incidental use related to the permitted principal land use in any zoning district upon which the activity takes place. A city business license and any applicable permits related to wastewater or environmental protection must be obtained. The following operational requirements shall apply to all mobile car washing and detailing uses: A. Operators are prohibited from engaging in washing the exterior of a vehicle on any public street or public right-of-way, or on any vacant unimproved lot. B. Mobile car washing and detailing businesses operating in non-residential districts shall not operate within 300 feet of a boundary of a residential district and/or residential structure. C. Hours of operation in residential districts shall be limited to Monday through Saturday, 8:00 a.m. to 7:00 p.m., and Sunday, 9:00 a.m. to 6:00 p.m. Hours of operation in non- residential districts shall be limited to Monday through Sunday, 8:00 a.m. to 7:00 p.m. D. In non-residential districts, mobile car washing and detailing businesses shall not operate at the same location and/or at the same property for more than four (4) hours during the permitted hours of operation (as identified above) and shall not operate for more than one day per week. Page 546 Ordinance No 948 – Page 5 of 6 E. In non-residential districts, mobile car washing and detailing businesses shall not service more than twenty (20) vehicles per location per week. F. Operators shall maintain noise levels below the levels provided in Section 17.66.050 “Noise standards” of this Code. G. The operator of a mobile car washing and detailing business shall obtain, and have evidence of, the authorization of the property owner (or the property owner’s authorized representative) to operate prior to commencement of operations and throughout the duration of the activities. H. At all times operators shall either contain wastewater for disposal off site or divert wastewater to a sanitary sewer on site to the satisfaction of the Engineering Services Director/City Engineer. SECTION 7. The City Council declares that, should any section, subsection, subdivision, sentence, clause, phrase, or portion of this 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 Ordinance. The City Council hereby declares that it would have adopted this 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 8. Neither the adoption of this Ordinance nor the repeal of any other Ordinance of this City shall in any manner affect the prosecution for violations of ordinances, which violations were committed prior to the effective date hereof, nor be construed as a waiver of any penalty or the penal provisions applicable to any violation thereof. SECTION 9. The City Clerk shall certify to the adoption of this Ordinance and shall cause it to be published in the manner required by law. PASSED, APPROVED, AND ADOPTED this _____ day of ______________, 2019. _____________________________________ Dennis Michael Mayor I, JANICE 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 _______________, 2019, and was finally passed at a regular meeting of the City Council of the City of Rancho Cucamonga held on the ______ day of ______________, 2019, by the following vote: Page 547 Ordinance No 948 – Page 6 of 6 AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ABSTAINED: COUNCILMEMBERS: ATTEST: ______________________________ City Clerk Page 548 Municipal Code Amendment DRC2019-00120 Amending Regulations for Car Washes City Council Meeting April 17, 2019 Background •Currently no citywide regulations for car wash facilities of any type •Car washes can have certain negative impacts, particularly on neighboring residential uses •Development standards will mitigate against potential impacts from new and remodeled car washes Background •June 20, 2018 –City Council adopted an urgency interim ordinance for a moratorium on new or expanded car washes for a period of 45 days •August 1, 2018 –City Council extended the urgency ordinance for a period of one year in total •December 12, 2018 –Planning Commission considered information on car washes and provided direction to staff •February 19, 2019 –Focus group meeting with existing car wash owners/operators •March 27, 2019 –Planning Commission public hearing; adopted Resolution No. 19-23 Car Wash Map •15 car washes operating in the city •Staff has received many recent inquiries for new car washes Concerns with Car Washes •Drivetrain machinery and industrial vacuuming systems are often very loud, exposing neighboring residents to excessive noise •Car washes are shifting from full service to express and flex-service car wash models –may result in less oversight and less control of impacts on adjacent properties Existing Regulations •Conditional Use Permit (CUP) is currently required to operate a car wash •CUP allows the City to consider each car wash application on a case-by-case basis and to apply specific conditions to ensure land use compatibility with the surrounding neighborhood •It is recommended that the City maintain this requirement of a CUP for car washes Locations •Car washes conditionally permitted in the following districts: •Office Professional (OP) •Neighborhood Commercial (NC) •General Commercial (GC) •Commercial Community (CC) •Regional Related Commercial (RRC) •Haven Avenue Overlay District and Industrial Commercial Overlay District within the Industrial Park (IP) underlying zone Locations •Development pressure will continue for land that will become increasingly scarce •Many commercial properties potentially available for a car wash are near to residential uses that could be negatively impacted •Removing car washes as a conditionally permitted use in the NC and OP Zones to preserve the land for other uses may be an economically strategic option •Limiting locations will also minimize conflict between car wash operations and residents Proposed Development Standards •Residential Setback –Structure shall be located min. 100 feet from boundary of any residentially zoned or developed property •Openings –Washing facilities shall be completely enclosed except openings for vehicular and pedestrian access; openings shall not face any adjacent residentially zoned or developed property •Vacuums –Cannot be located along public or private streets and shall be completely screened from adjacent residential properties for noise attenuation purposes Proposed Development Standards •Queuing of Vehicles –Require a queuing plan/parking study that shows traffic circulation is designed to ensure efficient circulation on and off the site and that vehicles will not back-up onto a public ROW •Design –Car wash developments to be subject to design review and car wash structures must be architecturally compatible with other buildings on site Proposed Operational Requirements •Hours of Operation –Limited to: Mon-Sat, 8:00 AM to 7:00 PM; and Sun, 9:00 AM to 6:00 PM, unless site specific circumstances warrant alternative hours of operation •Water Recycling –Recycling of water shall be maximized and comply with all applicable state and federal guidelines/standards •Air Quality –All mechanical ventilating equipment shall be directed to exhaust vents and cannot face adjacent residential properties Proposed Operational Requirements •Noise –All power driven or steam cleaning machinery, drying equipment, or vacuuming machines shall maintain noise levels below the levels provided in the Noise Ordinance •Outdoor Loudspeakers –Not permitted Mobile Car Washes Proposed Operational Requirements •Wash Area –Cannot wash a vehicle exterior on any public street or public right-of-way, or on any vacant unimproved lot •Location –A mobile car wash operating in non-residential districts shall not operate within 300 feet of a residential district and/or residential structure •Hours of Operation –Residential districts limited to: Mon- Sat, 8:00 AM to 7:00 PM; and Sun, 9:00 AM to 6:00 PM. Industrial districts limited to: Mon-Fri, 8:00 AM to 7:00 PM. Mobile Car Washes Proposed Operational Requirements •Time Limits –In non-residential districts, shall not operate at the same location for more than 4 hours and shall not operate for more than one day per week •Number of Vehicles –In non-residential districts, shall not service more than 20 vehicles per location per week Mobile Car Washes Proposed Operational Requirements •Noise –Operators shall maintain noise levels below the levels in the Noise Ordinance •P/O Authorization – Permission of the property owner shall be required •Water Containment or Diversion –Wastewater shall either be contained for disposal off site or diverted to a sanitary sewer on site Recommendation •Staff and the Planning Commission recommend that the City Council conduct a first reading of Ordinance No.948 amending standards and land use regulations for car wash uses within the City. DATE: April 17, 2019 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:William Wittkopf, Public Works Services Director SUBJECT:UPDATE ON OLD TOWN PARK RETROFITTED LIGHTING. RECOMMENDATION: Staff recommends the City Council receive and file this report. BACKGROUND: The Old Town Park baseball field was constructed in 1990, and included thirty two Thorn brand sports lighting fixtures mounted atop six poles to allow for evening recreational play. In recent years, the existing sports lighting fixtures have begun to fail and unfortunately, replacement repair parts are no longer produced by the manufacturer. Due to the sports lighting fixture failures, evening play at Old Town Park was suspended over the past year due to unsafe lighting levels on the field. This fiscal year, funding for the lights was approved to re­purpose and install sports lighting fixtures that were acquired from the demolition of the Sports Complex soccer fields. Staff worked with Ace Electric, the Public Works Services Department contractor, for the installation of the re­purposed sports lighting fixtures. The project was completed by the Contractor on April 2, 2019, and the field is now safely illuminated and available for allocation through the Community Services Department’s sports programming division. COUNCIL GOAL(S) ADDRESSED: Enhanced public safety in facility – The new lighting fixtures help ensure adequate lighting in the facility. ANALYSIS: The new lighting fixtures restored the existing field lights, and allow recreational programming to continue at Old Town Park. FISCAL IMPACT: The lighting fixtures were re­purposed from the demolition of the Sports Complex soccer fields, which provided the City some cost savings for the project. Funding for the labor for this project is included in FY 19/20, in Landscape Maintenance District #1 Fund. Page 549 Update on Old Town Park Baseball Field Lighting City Council Meeting April 17, 2019 Background The Old Town Park baseball field was constructed in 1990. The park includes six light poles to allow for evening recreational play. In recent years, the lighting fixtures have begun to fail. Due to the light fixture failures, evening play at the field has been suspended over the past year. Background Continued This Fiscal Year, funding was approved to install repurposed light fixtures. The light fixtures were recycled from the Adult Sports Complex Soccer Fields. City staff and contractor worked to install the repurposed lights. Project Complete! On April 2, 2019, the installation of the lights was complete. The field is now safely illuminated, allowing for evening play at Old Town Park to resume! Update on Red Hill & Heritage Park Sports Lighting Background Light pole evaluation was done in 2011 •Corrections were made based on findings City engaged ABS Consulting to provide an updated Sports Lighting Evaluation Report •Report will be completed in May Questions