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HomeMy WebLinkAbout2022/03/02- Regular Meeting Agenda PacketMayor L. Dennis Michael Mayor Pro Tem Lynne B. Kennedy Members of the City Council: Ryan A. Hutchison Kristine D. Scott Sam Spagnolo CITY OF RANCHO CUCAMONGA REGULAR MEETING AGENDA March 2, 2022 10500 Civic Center Drive Rancho Cucamonga, CA 91730  FIRE PROTECTION DISTRICT BOARD – CITY COUNCIL HOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLIC FINANCE AUTHORITY CLOSED SESSION TRI­COMMUNITIES ROOM 4:30 P.M. REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M. The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in the Council Chambers located at 10500 Civic Center Drive.  It Is the Intent to conclude the meeting by 10:00 p.m. unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings of meetings can be found at www.cityofrc.us or by contacting the City Clerk's Office at 909­774­2023. Live Broadcast available on Channel 3 (RCTV ­3). CLOSED SESSION – 4:30 P.M.   TRI­COMMUNITIES ROOM  ROLL CALL: Mayor Michael  Mayor Pro Tem Kennedy  Council Members Hutchison, Scott, and 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 D1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR PER GOVERNMENT CODE SECTION 54957.6 REGARDING LABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA CITY EMPLOYEES’ ASSOCIATION (RCCEA), TEAMSTERS LOCAL 1932, EXECUTIVE MANAGEMENT GROUP – (CITY) D2.CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: INITIATION OF LITIGATION PURSUANT TO PARAGRAPH (4) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9: 1 CASE – (CITY) D3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT THE TERMINUS OF SMOKESTONE STREET, EAST OF TORREY PINE COURT, RANCHO CUCAMONGA, CALIFORNIA 91739, IDENTIFIED AS COUNTY ASSESSOR’S PARCEL NUMBER 022804424, NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CHAO PING YANG; REGARDING PRICE AND TERMS. – (CITY) D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8949 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916222; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D5.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, AND OVERLAND, PACIFIC, AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND KULAR TRUCK LINE, INC., OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 9333 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916223; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8768 AND 8822 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913115, 16, AND 26; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND SCG/DP ETIWANDA LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8996 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022928379; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BTC III RANCHO CUCAMONGA LOGISTICS CENTER LP, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D9.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, AND KELLY DEWITT, OVERLAND, PACIFIC AND CUTLER, ON BEHALF OF 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 ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS, UNDIVIDED ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS, TRUSTEES OF THE GARNESS FAMILY TRUST DATED JUNE 28, 2012, AS TO AN UNDIVIDED ONETHIRD (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 ONETHIRD (1/3) INTEREST, AS TENANTS IN COMMON, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D10.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 12521 ARROW ROUTE AND 8688 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913130 AND 31; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND GOODMAN RANCHO SPE LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D11.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8889 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 0229 291 17 and 18; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND LIGHTNING P.M. LLC, A CALIFORNIA LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D12.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8685 TO 8821 ETIWANDA AVENUE AND 12928 TO 12974 WHITTRAM AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022915115 AND 28, 022916101, 02, 03, 04, 05, 19, AND 20; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND COLOMBERO FAMILY LIMITED PARTNERSHIP, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D13.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8939 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022929155; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BCORE IE WEST OWNER LLC, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D14.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED AS PARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS; REGARDING PRICE AND TERMS. – (CITY) E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the Council Chambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. REGULAR MEETING – 7:00 P.M. COUNCIL CHAMBERS PLEDGE OF ALLEGIANCE ROLL CALL:Mayor Michael Mayor Pro Tem Kennedy Council Members Hutchison, Scott, and Spagnolo A. AMENDMENTS TO THE AGENDA B. ANNOUNCEMENT / PRESENTATIONS B1.Presentation of Certificate of Recognition to Green Business Program Recipient, Bank of America.   B2.Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies: Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident. C. PUBLIC COMMUNICATIONS Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority. This is the time and place for the general public to address the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council on any item listed or not listed on the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council from addressing any issue not previously included on the Agenda. The Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Mayor, depending upon the number of individuals desiring to speak. All communications are to be addressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. This is a professional business meeting and courtesy and decorum are expected. Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting. The public communications period will not exceed one hour prior to the commencement of the business portion of the agenda. During this one hour period, all those who wish to speak on a topic contained in the business portion of the agenda will be given priority, and no further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion of the agenda commences. Any other public communications which have not concluded during this one hour period may resume after the regular business portion of the agenda has been completed. CONSENT CALENDARS: The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion. Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority and may act on the consent calendar for those bodies as part of a single motion with the City Council consent calendar. D. CONSENT CALENDAR D1.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of $1,816,580.18 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $6,692,944.62 Dated February 07, 2022, Through February 21, 2022 and City and Fire District Electronic Debit Registers for the Month of January in the Total Amount of $1,336,475.59. (CITY/FIRE) D2.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $41,344.63 Dated February 07, 2022, Through February 21, 2022. (CITY/FIRE) D3.Approval of AB 361 Findings for Special Brown Act Requirements for Teleconference. (CITY/FIRE) D4.Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2022­004) (RESOLUTION NO. 2022­032) (CITY/FIRE) D5.Consideration to Enter into an Agreement for the Temporary Transfer of Vehicular Equipment, Type VI Wildland Fire Engine, with the State of California Office of Emergency Services and Approval of (RESOLUTION NO. FD 2022­005) (FIRE) D6.Consideration to Accept the Citywide Concrete Repair ­ FY 2020/2021 Project as Complete, file the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D7.Consideration of a Purchase and Sale Agreement with Cucamonga Valley Water District for the Sale of Fee Interest of a City Owned Property Located Adjacent to and Immediately West of 7209 Layton Street Described as the Southerly Terminus of Layton Street. (CITY) D8.Consideration to Accept as Complete, File a Notice of Completion, and Authorize Release of Retention, and Bonds for the Fiscal Year 19/20 Traffic Signal Project (Contract No. 2020­058). (CITY) E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing for Consideration and Possible Action to Introduce, Waive Reading of and Adopt by a Four­fifths Vote, an Interim Urgency Ordinance Extending for an Additional 10 Months and 15 Days through January 20, 2023, an Existing Interim Ordinance Establishing Interim Objective Zoning and Subdivision Standards for Senate Bill 9 Projects in Single­Family Residential Zones in the City of Rancho Cucamonga and Making a Determination of Exemption Under the California Environmental Quality Act (CEQA). (INTERIM URGENCY ORDINANCE NO. 996) (CITY) G2.8:00 PM Time Certain: Public Hearing #5 – Conduct Public Hearing to Receive Public Input on District Boundaries and First Reading of Ordinance No. 997, to be Read by Title Only and Waive Further Reading, Adjusting the Boundaries of the Four City Council Districts and Adopting a New Official Council District Map Based on the Results of the 2020 Decennial Census. (ORDINANCE NO. 997) (CITY)  H. CITY MANAGER'S STAFF REPORT(S) H1.Consideration to Receive and File Midyear Financial Update for the Six­Month Period Ended December 31, 2021. (CITY) H2.Consideration of a Resolution Supporting the League of California Cities in its Opposition to Ballot Measure ­ "The Taxpayer Protection and Government Accountability Act" (Initiative AG# 21­0042A1). (RESOLUTION NO. 2022­033) (CITY) I. COUNCIL BUSINESS I1.Selection of a Delegate for the Southern California Association of Government's (SCAG) General Assembly. (CITY) I2.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I3.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC, City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least 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. LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to build on our success as a world class community,to create an equitable,sustainable,and vibrant city,rich in opportunity for all to thrive.” Page 1 MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAMarch 2, 202210500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TRI­COMMUNITIES ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It Is the Intent to conclude the meeting by 10:00p.m. unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings ofmeetings can be found at www.cityofrc.us or by contacting the City Clerk's Office at 909­774­2023. LiveBroadcast available on Channel 3 (RCTV ­3).CLOSED SESSION – 4:30 P.M.  TRI­COMMUNITIES ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott, and 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 D1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCES DIRECTOR PER GOVERNMENT CODE SECTION 54957.6 REGARDING LABOR NEGOTIATIONS WITH THE RANCHO CUCAMONGA CITY EMPLOYEES’ ASSOCIATION (RCCEA), TEAMSTERS LOCAL 1932, EXECUTIVE MANAGEMENT GROUP – (CITY) D2.CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: INITIATION OF LITIGATION PURSUANT TO PARAGRAPH (4) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION 54956.9: 1 CASE – (CITY) D3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT THE TERMINUS OF SMOKESTONE STREET, EAST OF TORREY PINE COURT, RANCHO CUCAMONGA, CALIFORNIA 91739, IDENTIFIED AS COUNTY ASSESSOR’S PARCEL NUMBER 022804424, NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CHAO PING YANG; REGARDING PRICE AND TERMS. – (CITY) D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8949 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916222; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D5.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, AND OVERLAND, PACIFIC, AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND KULAR TRUCK LINE, INC., OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 9333 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916223; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8768 AND 8822 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913115, 16, AND 26; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND SCG/DP ETIWANDA LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8996 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022928379; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BTC III RANCHO CUCAMONGA LOGISTICS CENTER LP, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D9.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, AND KELLY DEWITT, OVERLAND, PACIFIC AND CUTLER, ON BEHALF OF 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 ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS, UNDIVIDED ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS, TRUSTEES OF THE GARNESS FAMILY TRUST DATED JUNE 28, 2012, AS TO AN UNDIVIDED ONETHIRD (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 ONETHIRD (1/3) INTEREST, AS TENANTS IN COMMON, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D10.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 12521 ARROW ROUTE AND 8688 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913130 AND 31; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND GOODMAN RANCHO SPE LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D11.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8889 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 0229 291 17 and 18; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND LIGHTNING P.M. LLC, A CALIFORNIA LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D12.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8685 TO 8821 ETIWANDA AVENUE AND 12928 TO 12974 WHITTRAM AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022915115 AND 28, 022916101, 02, 03, 04, 05, 19, AND 20; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND COLOMBERO FAMILY LIMITED PARTNERSHIP, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D13.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8939 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022929155; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BCORE IE WEST OWNER LLC, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D14.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED AS PARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS; REGARDING PRICE AND TERMS. – (CITY) E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the Council Chambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. REGULAR MEETING – 7:00 P.M. COUNCIL CHAMBERS PLEDGE OF ALLEGIANCE ROLL CALL:Mayor Michael Mayor Pro Tem Kennedy Council Members Hutchison, Scott, and Spagnolo A. AMENDMENTS TO THE AGENDA B. ANNOUNCEMENT / PRESENTATIONS B1.Presentation of Certificate of Recognition to Green Business Program Recipient, Bank of America.   B2.Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies: Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident. C. PUBLIC COMMUNICATIONS Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority. This is the time and place for the general public to address the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council on any item listed or not listed on the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council from addressing any issue not previously included on the Agenda. The Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Mayor, depending upon the number of individuals desiring to speak. All communications are to be addressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. This is a professional business meeting and courtesy and decorum are expected. Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting. The public communications period will not exceed one hour prior to the commencement of the business portion of the agenda. During this one hour period, all those who wish to speak on a topic contained in the business portion of the agenda will be given priority, and no further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion of the agenda commences. Any other public communications which have not concluded during this one hour period may resume after the regular business portion of the agenda has been completed. CONSENT CALENDARS: 7KHIROORZLQJ&RQVHQW&DOHQGDULWHPVDUHH[SHFWHGWREHURXWLQHDQGQRQFRQWURYHUVLDO7KH\ZLOOEHDFWHG XSRQZLWKRXWGLVFXVVLRQXQOHVVDQLWHPLVUHPRYHGE\&RXQFLO0HPEHUIRUGLVFXVVLRQ 0HPEHUVRIWKH&LW\&RXQFLODOVRVLWDVWKH)LUH%RDUG+RXVLQJ6XFFHVVRU$JHQF\6XFFHVVRU$JHQF\DQG 3XEOLF)LQDQFH$XWKRULW\DQGPD\DFWRQWKHFRQVHQWFDOHQGDUIRUWKRVHERGLHVDVSDUWRIDVLQJOHPRWLRQZLWK WKH&LW\&RXQFLOFRQVHQWFDOHQGDU D. CONSENT CALENDAR D1.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of $1,816,580.18 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $6,692,944.62 Dated February 07, 2022, Through February 21, 2022 and City and Fire District Electronic Debit Registers for the Month of January in the Total Amount of $1,336,475.59. (CITY/FIRE) D2.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $41,344.63 Dated February 07, 2022, Through February 21, 2022. (CITY/FIRE) D3.Approval of AB 361 Findings for Special Brown Act Requirements for Teleconference. (CITY/FIRE) D4.Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2022­004) (RESOLUTION NO. 2022­032) (CITY/FIRE) D5.Consideration to Enter into an Agreement for the Temporary Transfer of Vehicular Equipment, Type VI Wildland Fire Engine, with the State of California Office of Emergency Services and Approval of (RESOLUTION NO. FD 2022­005) (FIRE) D6.Consideration to Accept the Citywide Concrete Repair ­ FY 2020/2021 Project as Complete, file the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D7.Consideration of a Purchase and Sale Agreement with Cucamonga Valley Water District for the Sale of Fee Interest of a City Owned Property Located Adjacent to and Immediately West of 7209 Layton Street Described as the Southerly Terminus of Layton Street. (CITY) D8.Consideration to Accept as Complete, File a Notice of Completion, and Authorize Release of Retention, and Bonds for the Fiscal Year 19/20 Traffic Signal Project (Contract No. 2020­058). (CITY) E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing for Consideration and Possible Action to Introduce, Waive Reading of and Adopt by a Four­fifths Vote, an Interim Urgency Ordinance Extending for an Additional 10 Months and 15 Days through January 20, 2023, an Existing Interim Ordinance Establishing Interim Objective Zoning and Subdivision Standards for Senate Bill 9 Projects in Single­Family Residential Zones in the City of Rancho Cucamonga and Making a Determination of Exemption Under the California Environmental Quality Act (CEQA). (INTERIM URGENCY ORDINANCE NO. 996) (CITY) G2.8:00 PM Time Certain: Public Hearing #5 – Conduct Public Hearing to Receive Public Input on District Boundaries and First Reading of Ordinance No. 997, to be Read by Title Only and Waive Further Reading, Adjusting the Boundaries of the Four City Council Districts and Adopting a New Official Council District Map Based on the Results of the 2020 Decennial Census. (ORDINANCE NO. 997) (CITY)  H. CITY MANAGER'S STAFF REPORT(S) H1.Consideration to Receive and File Midyear Financial Update for the Six­Month Period Ended December 31, 2021. (CITY) H2.Consideration of a Resolution Supporting the League of California Cities in its Opposition to Ballot Measure ­ "The Taxpayer Protection and Government Accountability Act" (Initiative AG# 21­0042A1). (RESOLUTION NO. 2022­033) (CITY) I. COUNCIL BUSINESS I1.Selection of a Delegate for the Southern California Association of Government's (SCAG) General Assembly. (CITY) I2.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I3.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC, City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least 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. LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to build on our success as a world class community,to create an equitable,sustainable,and vibrant city,rich in opportunity for all to thrive.” Page 2 MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAMarch 2, 202210500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TRI­COMMUNITIES ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It Is the Intent to conclude the meeting by 10:00p.m. unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings ofmeetings can be found at www.cityofrc.us or by contacting the City Clerk's Office at 909­774­2023. LiveBroadcast available on Channel 3 (RCTV ­3).CLOSED SESSION – 4:30 P.M.  TRI­COMMUNITIES ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott, and Spagnolo A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C. CITY MANAGER ANNOUNCEMENTSD. CONDUCT OF CLOSED SESSIOND1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54957.6 REGARDING LABOR NEGOTIATIONSWITH THE RANCHO CUCAMONGA CITY EMPLOYEES’ ASSOCIATION (RCCEA), TEAMSTERSLOCAL 1932, EXECUTIVE MANAGEMENT GROUP – (CITY)D2.CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: INITIATION OF LITIGATIONPURSUANT TO PARAGRAPH (4) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION54956.9: 1 CASE – (CITY)D3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT THE TERMINUS OF SMOKESTONE STREET, EAST OFTORREY PINE COURT, RANCHO CUCAMONGA, CALIFORNIA 91739, IDENTIFIED AS COUNTYASSESSOR’S PARCEL NUMBER 022804424, NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CHAO PING YANG;REGARDING PRICE AND TERMS. – (CITY)D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8949 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916222; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8783 ETIWANDA AVENUE/12949 WHITTRAM AVENUE,FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER022916214; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND,PACIFIC, AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND KULARTRUCK LINE, INC., OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNINGPRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTHABOVE. – (CITY)D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 9333 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916223; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8768 AND 8822 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913115, 16, AND 26; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND SCG/DP ETIWANDA LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8996 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022928379; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BTC III RANCHO CUCAMONGA LOGISTICS CENTER LP, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D9.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, AND KELLY DEWITT, OVERLAND, PACIFIC AND CUTLER, ON BEHALF OF 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 ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS, UNDIVIDED ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS, TRUSTEES OF THE GARNESS FAMILY TRUST DATED JUNE 28, 2012, AS TO AN UNDIVIDED ONETHIRD (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 ONETHIRD (1/3) INTEREST, AS TENANTS IN COMMON, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D10.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 12521 ARROW ROUTE AND 8688 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913130 AND 31; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND GOODMAN RANCHO SPE LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D11.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8889 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 0229 291 17 and 18; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND LIGHTNING P.M. LLC, A CALIFORNIA LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D12.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8685 TO 8821 ETIWANDA AVENUE AND 12928 TO 12974 WHITTRAM AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022915115 AND 28, 022916101, 02, 03, 04, 05, 19, AND 20; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND COLOMBERO FAMILY LIMITED PARTNERSHIP, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D13.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8939 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022929155; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BCORE IE WEST OWNER LLC, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D14.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED AS PARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS; REGARDING PRICE AND TERMS. – (CITY) E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the Council Chambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. REGULAR MEETING – 7:00 P.M. COUNCIL CHAMBERS PLEDGE OF ALLEGIANCE ROLL CALL:Mayor Michael Mayor Pro Tem Kennedy Council Members Hutchison, Scott, and Spagnolo A. AMENDMENTS TO THE AGENDA B. ANNOUNCEMENT / PRESENTATIONS B1.Presentation of Certificate of Recognition to Green Business Program Recipient, Bank of America.   B2.Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies: Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident. C. PUBLIC COMMUNICATIONS Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority. This is the time and place for the general public to address the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council on any item listed or not listed on the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council from addressing any issue not previously included on the Agenda. The Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Mayor, depending upon the number of individuals desiring to speak. All communications are to be addressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. This is a professional business meeting and courtesy and decorum are expected. Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting. The public communications period will not exceed one hour prior to the commencement of the business portion of the agenda. During this one hour period, all those who wish to speak on a topic contained in the business portion of the agenda will be given priority, and no further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion of the agenda commences. Any other public communications which have not concluded during this one hour period may resume after the regular business portion of the agenda has been completed. CONSENT CALENDARS: The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion. Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority and may act on the consent calendar for those bodies as part of a single motion with the City Council consent calendar. D. CONSENT CALENDAR D1.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of $1,816,580.18 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $6,692,944.62 Dated February 07, 2022, Through February 21, 2022 and City and Fire District Electronic Debit Registers for the Month of January in the Total Amount of $1,336,475.59. (CITY/FIRE) D2.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $41,344.63 Dated February 07, 2022, Through February 21, 2022. (CITY/FIRE) D3.Approval of AB 361 Findings for Special Brown Act Requirements for Teleconference. (CITY/FIRE) D4.Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2022­004) (RESOLUTION NO. 2022­032) (CITY/FIRE) D5.Consideration to Enter into an Agreement for the Temporary Transfer of Vehicular Equipment, Type VI Wildland Fire Engine, with the State of California Office of Emergency Services and Approval of (RESOLUTION NO. FD 2022­005) (FIRE) D6.Consideration to Accept the Citywide Concrete Repair ­ FY 2020/2021 Project as Complete, file the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D7.Consideration of a Purchase and Sale Agreement with Cucamonga Valley Water District for the Sale of Fee Interest of a City Owned Property Located Adjacent to and Immediately West of 7209 Layton Street Described as the Southerly Terminus of Layton Street. (CITY) D8.Consideration to Accept as Complete, File a Notice of Completion, and Authorize Release of Retention, and Bonds for the Fiscal Year 19/20 Traffic Signal Project (Contract No. 2020­058). (CITY) E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing for Consideration and Possible Action to Introduce, Waive Reading of and Adopt by a Four­fifths Vote, an Interim Urgency Ordinance Extending for an Additional 10 Months and 15 Days through January 20, 2023, an Existing Interim Ordinance Establishing Interim Objective Zoning and Subdivision Standards for Senate Bill 9 Projects in Single­Family Residential Zones in the City of Rancho Cucamonga and Making a Determination of Exemption Under the California Environmental Quality Act (CEQA). (INTERIM URGENCY ORDINANCE NO. 996) (CITY) G2.8:00 PM Time Certain: Public Hearing #5 – Conduct Public Hearing to Receive Public Input on District Boundaries and First Reading of Ordinance No. 997, to be Read by Title Only and Waive Further Reading, Adjusting the Boundaries of the Four City Council Districts and Adopting a New Official Council District Map Based on the Results of the 2020 Decennial Census. (ORDINANCE NO. 997) (CITY)  H. CITY MANAGER'S STAFF REPORT(S) H1.Consideration to Receive and File Midyear Financial Update for the Six­Month Period Ended December 31, 2021. (CITY) H2.Consideration of a Resolution Supporting the League of California Cities in its Opposition to Ballot Measure ­ "The Taxpayer Protection and Government Accountability Act" (Initiative AG# 21­0042A1). (RESOLUTION NO. 2022­033) (CITY) I. COUNCIL BUSINESS I1.Selection of a Delegate for the Southern California Association of Government's (SCAG) General Assembly. (CITY) I2.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I3.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC, City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least 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. LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to build on our success as a world class community,to create an equitable,sustainable,and vibrant city,rich in opportunity for all to thrive.” Page 3 MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAMarch 2, 202210500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TRI­COMMUNITIES ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It Is the Intent to conclude the meeting by 10:00p.m. unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings ofmeetings can be found at www.cityofrc.us or by contacting the City Clerk's Office at 909­774­2023. LiveBroadcast available on Channel 3 (RCTV ­3).CLOSED SESSION – 4:30 P.M.  TRI­COMMUNITIES ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott, and Spagnolo A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C. CITY MANAGER ANNOUNCEMENTSD. CONDUCT OF CLOSED SESSIOND1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54957.6 REGARDING LABOR NEGOTIATIONSWITH THE RANCHO CUCAMONGA CITY EMPLOYEES’ ASSOCIATION (RCCEA), TEAMSTERSLOCAL 1932, EXECUTIVE MANAGEMENT GROUP – (CITY)D2.CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: INITIATION OF LITIGATIONPURSUANT TO PARAGRAPH (4) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION54956.9: 1 CASE – (CITY)D3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT THE TERMINUS OF SMOKESTONE STREET, EAST OFTORREY PINE COURT, RANCHO CUCAMONGA, CALIFORNIA 91739, IDENTIFIED AS COUNTYASSESSOR’S PARCEL NUMBER 022804424, NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CHAO PING YANG;REGARDING PRICE AND TERMS. – (CITY)D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8949 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916222; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8783 ETIWANDA AVENUE/12949 WHITTRAM AVENUE,FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER022916214; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND,PACIFIC, AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND KULARTRUCK LINE, INC., OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNINGPRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTHABOVE. – (CITY)D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 9333 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916223; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8768 AND 8822 ETIWANDA AVENUE, FURTHERIDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913115,16, AND 26; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT,OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA,AND SCG/DP ETIWANDA LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER;REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIESMAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8996 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022928379; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BTC III RANCHOCUCAMONGA LOGISTICS CENTER LP, A DELAWARE LIMITED LIABILITY COMPANY, OWNER;REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIESMAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D9.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8821 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916215; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES ANDJOAN F. JONES, TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDEDONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS,UNDIVIDED ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANNGARNESS, TRUSTEES OF THE GARNESS FAMILY TRUST DATED JUNE 28, 2012, AS TO ANUNDIVIDED ONETHIRD (1/3) INTEREST, AND JOHN S. CLEMONS AND PATRICIA R. CLEMONS,TRUSTEES OF THE CLEMONS REVOCABLE TRUST DATED DECEMBER 4, 2014, AS TO ANUNDIVIDED ONETHIRD (1/3) INTEREST, AS TENANTS IN COMMON, OWNER; REGARDINGINSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAYNEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D10.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 12521 ARROW ROUTE AND 8688 ETIWANDA AVENUE,FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER022913130 AND 31; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLYDEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHOCUCAMONGA, AND GOODMAN RANCHO SPE LLC, A DELAWARE LIMITED LIABILITY COMPANY,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D11.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8889 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 0229 291 17 and 18;NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND,PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND LIGHTNINGP.M. LLC, A CALIFORNIA LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONSTO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D12.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8685 TO 8821 ETIWANDA AVENUE AND 12928 TO 12974 WHITTRAM AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022915115 AND 28, 022916101, 02, 03, 04, 05, 19, AND 20; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND COLOMBERO FAMILY LIMITED PARTNERSHIP, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D13.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 8939 ETIWANDA AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022929155; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BCORE IE WEST OWNER LLC, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY) D14.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED AS PARCEL NUMBERS 1090331030000, 1090331040000, 1089581040000; NEGOTIATING PARTIES JOHN GILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND JOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS; REGARDING PRICE AND TERMS. – (CITY) E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the Council Chambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. REGULAR MEETING – 7:00 P.M. COUNCIL CHAMBERS PLEDGE OF ALLEGIANCE ROLL CALL:Mayor Michael Mayor Pro Tem Kennedy Council Members Hutchison, Scott, and Spagnolo A. AMENDMENTS TO THE AGENDA B. ANNOUNCEMENT / PRESENTATIONS B1.Presentation of Certificate of Recognition to Green Business Program Recipient, Bank of America.   B2.Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies: Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident. C. PUBLIC COMMUNICATIONS Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority. This is the time and place for the general public to address the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council on any item listed or not listed on the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council from addressing any issue not previously included on the Agenda. The Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Mayor, depending upon the number of individuals desiring to speak. All communications are to be addressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. This is a professional business meeting and courtesy and decorum are expected. Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting. The public communications period will not exceed one hour prior to the commencement of the business portion of the agenda. During this one hour period, all those who wish to speak on a topic contained in the business portion of the agenda will be given priority, and no further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion of the agenda commences. Any other public communications which have not concluded during this one hour period may resume after the regular business portion of the agenda has been completed. CONSENT CALENDARS: 7KHIROORZLQJ&RQVHQW&DOHQGDULWHPVDUHH[SHFWHGWREHURXWLQHDQGQRQFRQWURYHUVLDO7KH\ZLOOEHDFWHG XSRQZLWKRXWGLVFXVVLRQXQOHVVDQLWHPLVUHPRYHGE\&RXQFLO0HPEHUIRUGLVFXVVLRQ 0HPEHUVRIWKH&LW\&RXQFLODOVRVLWDVWKH)LUH%RDUG+RXVLQJ6XFFHVVRU$JHQF\6XFFHVVRU$JHQF\DQG 3XEOLF)LQDQFH$XWKRULW\DQGPD\DFWRQWKHFRQVHQWFDOHQGDUIRUWKRVHERGLHVDVSDUWRIDVLQJOHPRWLRQZLWK WKH&LW\&RXQFLOFRQVHQWFDOHQGDU D. CONSENT CALENDAR D1.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of $1,816,580.18 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $6,692,944.62 Dated February 07, 2022, Through February 21, 2022 and City and Fire District Electronic Debit Registers for the Month of January in the Total Amount of $1,336,475.59. (CITY/FIRE) D2.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $41,344.63 Dated February 07, 2022, Through February 21, 2022. (CITY/FIRE) D3.Approval of AB 361 Findings for Special Brown Act Requirements for Teleconference. (CITY/FIRE) D4.Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2022­004) (RESOLUTION NO. 2022­032) (CITY/FIRE) D5.Consideration to Enter into an Agreement for the Temporary Transfer of Vehicular Equipment, Type VI Wildland Fire Engine, with the State of California Office of Emergency Services and Approval of (RESOLUTION NO. FD 2022­005) (FIRE) D6.Consideration to Accept the Citywide Concrete Repair ­ FY 2020/2021 Project as Complete, file the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D7.Consideration of a Purchase and Sale Agreement with Cucamonga Valley Water District for the Sale of Fee Interest of a City Owned Property Located Adjacent to and Immediately West of 7209 Layton Street Described as the Southerly Terminus of Layton Street. (CITY) D8.Consideration to Accept as Complete, File a Notice of Completion, and Authorize Release of Retention, and Bonds for the Fiscal Year 19/20 Traffic Signal Project (Contract No. 2020­058). (CITY) E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing for Consideration and Possible Action to Introduce, Waive Reading of and Adopt by a Four­fifths Vote, an Interim Urgency Ordinance Extending for an Additional 10 Months and 15 Days through January 20, 2023, an Existing Interim Ordinance Establishing Interim Objective Zoning and Subdivision Standards for Senate Bill 9 Projects in Single­Family Residential Zones in the City of Rancho Cucamonga and Making a Determination of Exemption Under the California Environmental Quality Act (CEQA). (INTERIM URGENCY ORDINANCE NO. 996) (CITY) G2.8:00 PM Time Certain: Public Hearing #5 – Conduct Public Hearing to Receive Public Input on District Boundaries and First Reading of Ordinance No. 997, to be Read by Title Only and Waive Further Reading, Adjusting the Boundaries of the Four City Council Districts and Adopting a New Official Council District Map Based on the Results of the 2020 Decennial Census. (ORDINANCE NO. 997) (CITY)  H. CITY MANAGER'S STAFF REPORT(S) H1.Consideration to Receive and File Midyear Financial Update for the Six­Month Period Ended December 31, 2021. (CITY) H2.Consideration of a Resolution Supporting the League of California Cities in its Opposition to Ballot Measure ­ "The Taxpayer Protection and Government Accountability Act" (Initiative AG# 21­0042A1). (RESOLUTION NO. 2022­033) (CITY) I. COUNCIL BUSINESS I1.Selection of a Delegate for the Southern California Association of Government's (SCAG) General Assembly. (CITY) I2.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I3.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC, City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least 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. LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to build on our success as a world class community,to create an equitable,sustainable,and vibrant city,rich in opportunity for all to thrive.” Page 4 MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAMarch 2, 202210500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TRI­COMMUNITIES ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It Is the Intent to conclude the meeting by 10:00p.m. unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings ofmeetings can be found at www.cityofrc.us or by contacting the City Clerk's Office at 909­774­2023. LiveBroadcast available on Channel 3 (RCTV ­3).CLOSED SESSION – 4:30 P.M.  TRI­COMMUNITIES ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott, and Spagnolo A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C. CITY MANAGER ANNOUNCEMENTSD. CONDUCT OF CLOSED SESSIOND1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54957.6 REGARDING LABOR NEGOTIATIONSWITH THE RANCHO CUCAMONGA CITY EMPLOYEES’ ASSOCIATION (RCCEA), TEAMSTERSLOCAL 1932, EXECUTIVE MANAGEMENT GROUP – (CITY)D2.CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: INITIATION OF LITIGATIONPURSUANT TO PARAGRAPH (4) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION54956.9: 1 CASE – (CITY)D3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT THE TERMINUS OF SMOKESTONE STREET, EAST OFTORREY PINE COURT, RANCHO CUCAMONGA, CALIFORNIA 91739, IDENTIFIED AS COUNTYASSESSOR’S PARCEL NUMBER 022804424, NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CHAO PING YANG;REGARDING PRICE AND TERMS. – (CITY)D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8949 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916222; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8783 ETIWANDA AVENUE/12949 WHITTRAM AVENUE,FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER022916214; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND,PACIFIC, AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND KULARTRUCK LINE, INC., OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNINGPRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTHABOVE. – (CITY)D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 9333 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916223; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8768 AND 8822 ETIWANDA AVENUE, FURTHERIDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913115,16, AND 26; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT,OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA,AND SCG/DP ETIWANDA LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER;REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIESMAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8996 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022928379; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BTC III RANCHOCUCAMONGA LOGISTICS CENTER LP, A DELAWARE LIMITED LIABILITY COMPANY, OWNER;REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIESMAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D9.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8821 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916215; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES ANDJOAN F. JONES, TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDEDONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS,UNDIVIDED ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANNGARNESS, TRUSTEES OF THE GARNESS FAMILY TRUST DATED JUNE 28, 2012, AS TO ANUNDIVIDED ONETHIRD (1/3) INTEREST, AND JOHN S. CLEMONS AND PATRICIA R. CLEMONS,TRUSTEES OF THE CLEMONS REVOCABLE TRUST DATED DECEMBER 4, 2014, AS TO ANUNDIVIDED ONETHIRD (1/3) INTEREST, AS TENANTS IN COMMON, OWNER; REGARDINGINSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAYNEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D10.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 12521 ARROW ROUTE AND 8688 ETIWANDA AVENUE,FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER022913130 AND 31; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLYDEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHOCUCAMONGA, AND GOODMAN RANCHO SPE LLC, A DELAWARE LIMITED LIABILITY COMPANY,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D11.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8889 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 0229 291 17 and 18;NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND,PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND LIGHTNINGP.M. LLC, A CALIFORNIA LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONSTO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THEPROPERTY OWNERS SET FORTH ABOVE. – (CITY)D12.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8685 TO 8821 ETIWANDA AVENUE AND 12928 TO 12974WHITTRAM AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'SPARCEL NUMBER 022915115 AND 28, 022916101, 02, 03, 04, 05, 19, AND 20; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND COLOMBERO FAMILYLIMITED PARTNERSHIP, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORSCONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTYOWNERS SET FORTH ABOVE. – (CITY)D13.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8939 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022929155; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BCORE IE WESTOWNER LLC, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE.NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTHABOVE. – (CITY)D14.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED AS PARCELNUMBERS 1090331030000, 1090331040000, 1089581040000; NEGOTIATING PARTIES JOHNGILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, ANDJOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS; REGARDING PRICE AND TERMS.– (CITY)E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the Council Chambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. REGULAR MEETING – 7:00 P.M. COUNCIL CHAMBERS PLEDGE OF ALLEGIANCE ROLL CALL:Mayor Michael Mayor Pro Tem Kennedy Council Members Hutchison, Scott, and Spagnolo A. AMENDMENTS TO THE AGENDA B. ANNOUNCEMENT / PRESENTATIONS B1.Presentation of Certificate of Recognition to Green Business Program Recipient, Bank of America.   B2.Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies: Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their Heroic Efforts in Saving the Life of a Rancho Cucamonga Resident. C. PUBLIC COMMUNICATIONS Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority. This is the time and place for the general public to address the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council on any item listed or not listed on the agenda. State law prohibits the Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council from addressing any issue not previously included on the Agenda. The Fire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Council may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual or less, as deemed necessary by the Mayor, depending upon the number of individuals desiring to speak. All communications are to be addressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to the members of the audience. This is a professional business meeting and courtesy and decorum are expected. Please refrain from any debate between audience and speaker, making loud noises, or engaging in any activity which might be disruptive to the decorum of the meeting. The public communications period will not exceed one hour prior to the commencement of the business portion of the agenda. During this one hour period, all those who wish to speak on a topic contained in the business portion of the agenda will be given priority, and no further speaker cards for these business items (with the exception of public hearing items) will be accepted once the business portion of the agenda commences. Any other public communications which have not concluded during this one hour period may resume after the regular business portion of the agenda has been completed. CONSENT CALENDARS: The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion. Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority and may act on the consent calendar for those bodies as part of a single motion with the City Council consent calendar. D. CONSENT CALENDAR D1.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of $1,816,580.18 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $6,692,944.62 Dated February 07, 2022, Through February 21, 2022 and City and Fire District Electronic Debit Registers for the Month of January in the Total Amount of $1,336,475.59. (CITY/FIRE) D2.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $41,344.63 Dated February 07, 2022, Through February 21, 2022. (CITY/FIRE) D3.Approval of AB 361 Findings for Special Brown Act Requirements for Teleconference. (CITY/FIRE) D4.Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2022­004) (RESOLUTION NO. 2022­032) (CITY/FIRE) D5.Consideration to Enter into an Agreement for the Temporary Transfer of Vehicular Equipment, Type VI Wildland Fire Engine, with the State of California Office of Emergency Services and Approval of (RESOLUTION NO. FD 2022­005) (FIRE) D6.Consideration to Accept the Citywide Concrete Repair ­ FY 2020/2021 Project as Complete, file the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D7.Consideration of a Purchase and Sale Agreement with Cucamonga Valley Water District for the Sale of Fee Interest of a City Owned Property Located Adjacent to and Immediately West of 7209 Layton Street Described as the Southerly Terminus of Layton Street. (CITY) D8.Consideration to Accept as Complete, File a Notice of Completion, and Authorize Release of Retention, and Bonds for the Fiscal Year 19/20 Traffic Signal Project (Contract No. 2020­058). (CITY) E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing for Consideration and Possible Action to Introduce, Waive Reading of and Adopt by a Four­fifths Vote, an Interim Urgency Ordinance Extending for an Additional 10 Months and 15 Days through January 20, 2023, an Existing Interim Ordinance Establishing Interim Objective Zoning and Subdivision Standards for Senate Bill 9 Projects in Single­Family Residential Zones in the City of Rancho Cucamonga and Making a Determination of Exemption Under the California Environmental Quality Act (CEQA). (INTERIM URGENCY ORDINANCE NO. 996) (CITY) G2.8:00 PM Time Certain: Public Hearing #5 – Conduct Public Hearing to Receive Public Input on District Boundaries and First Reading of Ordinance No. 997, to be Read by Title Only and Waive Further Reading, Adjusting the Boundaries of the Four City Council Districts and Adopting a New Official Council District Map Based on the Results of the 2020 Decennial Census. (ORDINANCE NO. 997) (CITY)  H. CITY MANAGER'S STAFF REPORT(S) H1.Consideration to Receive and File Midyear Financial Update for the Six­Month Period Ended December 31, 2021. (CITY) H2.Consideration of a Resolution Supporting the League of California Cities in its Opposition to Ballot Measure ­ "The Taxpayer Protection and Government Accountability Act" (Initiative AG# 21­0042A1). (RESOLUTION NO. 2022­033) (CITY) I. COUNCIL BUSINESS I1.Selection of a Delegate for the Southern California Association of Government's (SCAG) General Assembly. (CITY) I2.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I3.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC, City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least 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. LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.” Page 5 --- --- MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAMarch 2, 202210500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TRI­COMMUNITIES ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It Is the Intent to conclude the meeting by 10:00p.m. unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings ofmeetings can be found at www.cityofrc.us or by contacting the City Clerk's Office at 909­774­2023. LiveBroadcast available on Channel 3 (RCTV ­3).CLOSED SESSION – 4:30 P.M.  TRI­COMMUNITIES ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott, and Spagnolo A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C. CITY MANAGER ANNOUNCEMENTSD. CONDUCT OF CLOSED SESSIOND1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54957.6 REGARDING LABOR NEGOTIATIONSWITH THE RANCHO CUCAMONGA CITY EMPLOYEES’ ASSOCIATION (RCCEA), TEAMSTERSLOCAL 1932, EXECUTIVE MANAGEMENT GROUP – (CITY)D2.CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: INITIATION OF LITIGATIONPURSUANT TO PARAGRAPH (4) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION54956.9: 1 CASE – (CITY)D3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT THE TERMINUS OF SMOKESTONE STREET, EAST OFTORREY PINE COURT, RANCHO CUCAMONGA, CALIFORNIA 91739, IDENTIFIED AS COUNTYASSESSOR’S PARCEL NUMBER 022804424, NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CHAO PING YANG;REGARDING PRICE AND TERMS. – (CITY)D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8949 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916222; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8783 ETIWANDA AVENUE/12949 WHITTRAM AVENUE,FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER022916214; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND,PACIFIC, AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND KULARTRUCK LINE, INC., OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNINGPRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTHABOVE. – (CITY)D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 9333 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916223; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8768 AND 8822 ETIWANDA AVENUE, FURTHERIDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913115,16, AND 26; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT,OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA,AND SCG/DP ETIWANDA LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER;REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIESMAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8996 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022928379; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BTC III RANCHOCUCAMONGA LOGISTICS CENTER LP, A DELAWARE LIMITED LIABILITY COMPANY, OWNER;REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIESMAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D9.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8821 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916215; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES ANDJOAN F. JONES, TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDEDONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS,UNDIVIDED ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANNGARNESS, TRUSTEES OF THE GARNESS FAMILY TRUST DATED JUNE 28, 2012, AS TO ANUNDIVIDED ONETHIRD (1/3) INTEREST, AND JOHN S. CLEMONS AND PATRICIA R. CLEMONS,TRUSTEES OF THE CLEMONS REVOCABLE TRUST DATED DECEMBER 4, 2014, AS TO ANUNDIVIDED ONETHIRD (1/3) INTEREST, AS TENANTS IN COMMON, OWNER; REGARDINGINSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAYNEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D10.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 12521 ARROW ROUTE AND 8688 ETIWANDA AVENUE,FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER022913130 AND 31; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLYDEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHOCUCAMONGA, AND GOODMAN RANCHO SPE LLC, A DELAWARE LIMITED LIABILITY COMPANY,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D11.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8889 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 0229 291 17 and 18;NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND,PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND LIGHTNINGP.M. LLC, A CALIFORNIA LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONSTO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THEPROPERTY OWNERS SET FORTH ABOVE. – (CITY)D12.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8685 TO 8821 ETIWANDA AVENUE AND 12928 TO 12974WHITTRAM AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'SPARCEL NUMBER 022915115 AND 28, 022916101, 02, 03, 04, 05, 19, AND 20; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND COLOMBERO FAMILYLIMITED PARTNERSHIP, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORSCONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTYOWNERS SET FORTH ABOVE. – (CITY)D13.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8939 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022929155; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BCORE IE WESTOWNER LLC, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE.NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTHABOVE. – (CITY)D14.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED AS PARCELNUMBERS 1090331030000, 1090331040000, 1089581040000; NEGOTIATING PARTIES JOHNGILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, ANDJOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS; REGARDING PRICE AND TERMS.– (CITY)E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the CouncilChambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California.REGULAR MEETING – 7:00 P.M.COUNCIL CHAMBERSPLEDGE OF ALLEGIANCEROLL CALL:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott, and SpagnoloA. AMENDMENTS TO THE AGENDAB. ANNOUNCEMENT / PRESENTATIONSB1.Presentation of Certificate of Recognition to Green Business Program Recipient, Bank of America.  B2.Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies:Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their HeroicEfforts in Saving the Life of a Rancho Cucamonga Resident.C. PUBLIC COMMUNICATIONSMembers of the City Council also sit as the Fire Board, Housing Successor Agency, SuccessorAgency, and Public Finance Authority. This is the time and place for the general public to addressthe Fire Protection District, Housing Successor Agency, Successor Agency, Public FinancingAuthority Board, and City Council on any item listed or not listed on the agenda. State law prohibits theFire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board,and City Council from addressing any issue not previously included on the Agenda. The Fire ProtectionDistrict, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Councilmay receive testimony and set the matter for a subsequent meeting.Comments are to be limited to five minutes per individual or less, as deemed necessary by theMayor, depending upon the number of individuals desiring to speak. All communications are to beaddressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to themembers of the audience. This is a professional business meeting and courtesy and decorum are expected.Please refrain from any debate between audience and speaker, making loud noises, or engaging in anyactivity which might be disruptive to the decorum of the meeting.The public communications period will not exceed one hour prior to the commencement of thebusiness portion of the agenda. During this one hour period, all those who wish to speak on a topiccontained in the business portion of the agenda will be given priority, and no further speaker cards for thesebusiness items (with the exception of public hearing items) will be accepted once the business portion of theagenda commences. Any other public communications which have not concluded during this one hour periodmay resume after the regular business portion of the agenda has been completed. CONSENT CALENDARS: The following Consent Calendar items are expected to be routine and noncontroversial. They will be acted upon without discussion unless an item is removed by Council Member for discussion. Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, and Public Finance Authority and may act on the consent calendar for those bodies as part of a single motion with the City Council consent calendar. D. CONSENT CALENDAR D1.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of $1,816,580.18 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $6,692,944.62 Dated February 07, 2022, Through February 21, 2022 and City and Fire District Electronic Debit Registers for the Month of January in the Total Amount of $1,336,475.59. (CITY/FIRE) D2.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $41,344.63 Dated February 07, 2022, Through February 21, 2022. (CITY/FIRE) D3.Approval of AB 361 Findings for Special Brown Act Requirements for Teleconference. (CITY/FIRE) D4.Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2022­004) (RESOLUTION NO. 2022­032) (CITY/FIRE) D5.Consideration to Enter into an Agreement for the Temporary Transfer of Vehicular Equipment, Type VI Wildland Fire Engine, with the State of California Office of Emergency Services and Approval of (RESOLUTION NO. FD 2022­005) (FIRE) D6.Consideration to Accept the Citywide Concrete Repair ­ FY 2020/2021 Project as Complete, file the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) D7.Consideration of a Purchase and Sale Agreement with Cucamonga Valley Water District for the Sale of Fee Interest of a City Owned Property Located Adjacent to and Immediately West of 7209 Layton Street Described as the Southerly Terminus of Layton Street. (CITY) D8.Consideration to Accept as Complete, File a Notice of Completion, and Authorize Release of Retention, and Bonds for the Fiscal Year 19/20 Traffic Signal Project (Contract No. 2020­058). (CITY) E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing for Consideration and Possible Action to Introduce, Waive Reading of and Adopt by a Four­fifths Vote, an Interim Urgency Ordinance Extending for an Additional 10 Months and 15 Days through January 20, 2023, an Existing Interim Ordinance Establishing Interim Objective Zoning and Subdivision Standards for Senate Bill 9 Projects in Single­Family Residential Zones in the City of Rancho Cucamonga and Making a Determination of Exemption Under the California Environmental Quality Act (CEQA). (INTERIM URGENCY ORDINANCE NO. 996) (CITY) G2.8:00 PM Time Certain: Public Hearing #5 – Conduct Public Hearing to Receive Public Input on District Boundaries and First Reading of Ordinance No. 997, to be Read by Title Only and Waive Further Reading, Adjusting the Boundaries of the Four City Council Districts and Adopting a New Official Council District Map Based on the Results of the 2020 Decennial Census. (ORDINANCE NO. 997) (CITY)  H. CITY MANAGER'S STAFF REPORT(S) H1.Consideration to Receive and File Midyear Financial Update for the Six­Month Period Ended December 31, 2021. (CITY) H2.Consideration of a Resolution Supporting the League of California Cities in its Opposition to Ballot Measure ­ "The Taxpayer Protection and Government Accountability Act" (Initiative AG# 21­0042A1). (RESOLUTION NO. 2022­033) (CITY) I. COUNCIL BUSINESS I1.Selection of a Delegate for the Southern California Association of Government's (SCAG) General Assembly. (CITY) I2.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I3.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC, City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least 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. LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.” Page 6 9 19 21 23 183 187 191 221 MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAMarch 2, 202210500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TRI­COMMUNITIES ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It Is the Intent to conclude the meeting by 10:00p.m. unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings ofmeetings can be found at www.cityofrc.us or by contacting the City Clerk's Office at 909­774­2023. LiveBroadcast available on Channel 3 (RCTV ­3).CLOSED SESSION – 4:30 P.M.  TRI­COMMUNITIES ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott, and Spagnolo A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C. CITY MANAGER ANNOUNCEMENTSD. CONDUCT OF CLOSED SESSIOND1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54957.6 REGARDING LABOR NEGOTIATIONSWITH THE RANCHO CUCAMONGA CITY EMPLOYEES’ ASSOCIATION (RCCEA), TEAMSTERSLOCAL 1932, EXECUTIVE MANAGEMENT GROUP – (CITY)D2.CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: INITIATION OF LITIGATIONPURSUANT TO PARAGRAPH (4) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION54956.9: 1 CASE – (CITY)D3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT THE TERMINUS OF SMOKESTONE STREET, EAST OFTORREY PINE COURT, RANCHO CUCAMONGA, CALIFORNIA 91739, IDENTIFIED AS COUNTYASSESSOR’S PARCEL NUMBER 022804424, NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CHAO PING YANG;REGARDING PRICE AND TERMS. – (CITY)D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8949 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916222; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8783 ETIWANDA AVENUE/12949 WHITTRAM AVENUE,FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER022916214; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND,PACIFIC, AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND KULARTRUCK LINE, INC., OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNINGPRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTHABOVE. – (CITY)D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 9333 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916223; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8768 AND 8822 ETIWANDA AVENUE, FURTHERIDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913115,16, AND 26; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT,OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA,AND SCG/DP ETIWANDA LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER;REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIESMAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8996 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022928379; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BTC III RANCHOCUCAMONGA LOGISTICS CENTER LP, A DELAWARE LIMITED LIABILITY COMPANY, OWNER;REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIESMAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D9.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8821 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916215; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES ANDJOAN F. JONES, TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDEDONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS,UNDIVIDED ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANNGARNESS, TRUSTEES OF THE GARNESS FAMILY TRUST DATED JUNE 28, 2012, AS TO ANUNDIVIDED ONETHIRD (1/3) INTEREST, AND JOHN S. CLEMONS AND PATRICIA R. CLEMONS,TRUSTEES OF THE CLEMONS REVOCABLE TRUST DATED DECEMBER 4, 2014, AS TO ANUNDIVIDED ONETHIRD (1/3) INTEREST, AS TENANTS IN COMMON, OWNER; REGARDINGINSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAYNEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D10.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 12521 ARROW ROUTE AND 8688 ETIWANDA AVENUE,FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER022913130 AND 31; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLYDEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHOCUCAMONGA, AND GOODMAN RANCHO SPE LLC, A DELAWARE LIMITED LIABILITY COMPANY,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D11.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8889 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 0229 291 17 and 18;NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND,PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND LIGHTNINGP.M. LLC, A CALIFORNIA LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONSTO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THEPROPERTY OWNERS SET FORTH ABOVE. – (CITY)D12.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8685 TO 8821 ETIWANDA AVENUE AND 12928 TO 12974WHITTRAM AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'SPARCEL NUMBER 022915115 AND 28, 022916101, 02, 03, 04, 05, 19, AND 20; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND COLOMBERO FAMILYLIMITED PARTNERSHIP, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORSCONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTYOWNERS SET FORTH ABOVE. – (CITY)D13.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8939 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022929155; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BCORE IE WESTOWNER LLC, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE.NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTHABOVE. – (CITY)D14.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED AS PARCELNUMBERS 1090331030000, 1090331040000, 1089581040000; NEGOTIATING PARTIES JOHNGILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, ANDJOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS; REGARDING PRICE AND TERMS.– (CITY)E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the CouncilChambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California.REGULAR MEETING – 7:00 P.M.COUNCIL CHAMBERSPLEDGE OF ALLEGIANCEROLL CALL:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott, and SpagnoloA. AMENDMENTS TO THE AGENDAB. ANNOUNCEMENT / PRESENTATIONSB1.Presentation of Certificate of Recognition to Green Business Program Recipient, Bank of America.  B2.Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies:Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their HeroicEfforts in Saving the Life of a Rancho Cucamonga Resident.C. PUBLIC COMMUNICATIONSMembers of the City Council also sit as the Fire Board, Housing Successor Agency, SuccessorAgency, and Public Finance Authority. This is the time and place for the general public to addressthe Fire Protection District, Housing Successor Agency, Successor Agency, Public FinancingAuthority Board, and City Council on any item listed or not listed on the agenda. State law prohibits theFire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board,and City Council from addressing any issue not previously included on the Agenda. The Fire ProtectionDistrict, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Councilmay receive testimony and set the matter for a subsequent meeting.Comments are to be limited to five minutes per individual or less, as deemed necessary by theMayor, depending upon the number of individuals desiring to speak. All communications are to beaddressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to themembers of the audience. This is a professional business meeting and courtesy and decorum are expected.Please refrain from any debate between audience and speaker, making loud noises, or engaging in anyactivity which might be disruptive to the decorum of the meeting.The public communications period will not exceed one hour prior to the commencement of thebusiness portion of the agenda. During this one hour period, all those who wish to speak on a topiccontained in the business portion of the agenda will be given priority, and no further speaker cards for thesebusiness items (with the exception of public hearing items) will be accepted once the business portion of theagenda commences. Any other public communications which have not concluded during this one hour periodmay resume after the regular business portion of the agenda has been completed.CONSENT CALENDARS:The following Consent Calendar items are expected to be routine and noncontroversial. They will be actedupon without discussion unless an item is removed by Council Member for discussion.Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, andPublic Finance Authority and may act on the consent calendar for those bodies as part of a single motion withthe City Council consent calendar.D. CONSENT CALENDARD1.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of$1,816,580.18 and City and Fire District Weekly Check Registers (Excluding Checks Issued toSouthern California Gas Company) in the Total Amount of $6,692,944.62 Dated February 07,2022, Through February 21, 2022 and City and Fire District Electronic Debit Registers for theMonth of January in the Total Amount of $1,336,475.59. (CITY/FIRE)D2.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued toSouthern California Gas Company in the Total Amount of $41,344.63 Dated February 07, 2022,Through February 21, 2022. (CITY/FIRE)D3.Approval of AB 361 Findings for Special Brown Act Requirements for Teleconference.(CITY/FIRE)D4.Consideration of Resolutions Adopting Revised Records Retention Schedules, AuthorizingDestruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD2022­004) (RESOLUTION NO. 2022­032) (CITY/FIRE)D5.Consideration to Enter into an Agreement for the Temporary Transfer of Vehicular Equipment,Type VI Wildland Fire Engine, with the State of California Office of Emergency Services andApproval of (RESOLUTION NO. FD 2022­005) (FIRE)D6.Consideration to Accept the Citywide Concrete Repair ­ FY 2020/2021 Project as Complete,file the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY)D7.Consideration of a Purchase and Sale Agreement with Cucamonga Valley Water District for theSale of Fee Interest of a City Owned Property Located Adjacent to and Immediately West of7209 Layton Street Described as the Southerly Terminus of Layton Street. (CITY)D8.Consideration to Accept as Complete, File a Notice of Completion, and Authorize Release ofRetention, and Bonds for the Fiscal Year 19/20 Traffic Signal Project (Contract No. 2020­058).(CITY)E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTION F. ADMINISTRATIVE HEARING ITEM(S) G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICT G1.Public Hearing for Consideration and Possible Action to Introduce, Waive Reading of and Adopt by a Four­fifths Vote, an Interim Urgency Ordinance Extending for an Additional 10 Months and 15 Days through January 20, 2023, an Existing Interim Ordinance Establishing Interim Objective Zoning and Subdivision Standards for Senate Bill 9 Projects in Single­Family Residential Zones in the City of Rancho Cucamonga and Making a Determination of Exemption Under the California Environmental Quality Act (CEQA). (INTERIM URGENCY ORDINANCE NO. 996) (CITY) G2.8:00 PM Time Certain: Public Hearing #5 – Conduct Public Hearing to Receive Public Input on District Boundaries and First Reading of Ordinance No. 997, to be Read by Title Only and Waive Further Reading, Adjusting the Boundaries of the Four City Council Districts and Adopting a New Official Council District Map Based on the Results of the 2020 Decennial Census. (ORDINANCE NO. 997) (CITY)  H. CITY MANAGER'S STAFF REPORT(S) H1.Consideration to Receive and File Midyear Financial Update for the Six­Month Period Ended December 31, 2021. (CITY) H2.Consideration of a Resolution Supporting the League of California Cities in its Opposition to Ballot Measure ­ "The Taxpayer Protection and Government Accountability Act" (Initiative AG# 21­0042A1). (RESOLUTION NO. 2022­033) (CITY) I. COUNCIL BUSINESS I1.Selection of a Delegate for the Southern California Association of Government's (SCAG) General Assembly. (CITY) I2.COUNCIL ANNOUNCEMENTS (Comments to be limited to three minutes per Council Member.) I3.INTER​AGENCY UPDATES (Update by the City Council to the community on the meetings that were attended.) J. CITY ATTORNEY ITEMS K. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC, City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least 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. LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.” Page 7 225 254 261 272 286 --- --- MayorL. Dennis MichaelMayor Pro TemLynne B. KennedyMembers of the CityCouncil:Ryan A. HutchisonKristine D. ScottSam Spagnolo CITY OF RANCHO CUCAMONGAREGULAR MEETING AGENDAMarch 2, 202210500 Civic Center DriveRancho Cucamonga, CA 91730 FIRE PROTECTION DISTRICT BOARD – CITY COUNCILHOUSING SUCCESSOR AGENCY­ SUCCESSOR AGENCY – PUBLICFINANCE AUTHORITYCLOSED SESSION TRI­COMMUNITIES ROOM 4:30 P.M.REGULAR MEETINGS        COUNCIL CHAMBERS 7:00 P.M.The City Council meets regularly on the first and third Wednesday of the month at 7:00 p.m. in theCouncil Chambers located at 10500 Civic Center Drive.  It Is the Intent to conclude the meeting by 10:00p.m. unless extended by the concurrence of the City Council.  Agendas, minutes, and recordings ofmeetings can be found at www.cityofrc.us or by contacting the City Clerk's Office at 909­774­2023. LiveBroadcast available on Channel 3 (RCTV ­3).CLOSED SESSION – 4:30 P.M.  TRI­COMMUNITIES ROOM ROLL CALL: Mayor Michael                        Mayor Pro Tem Kennedy                        Council Members Hutchison, Scott, and Spagnolo A. ANNOUNCEMENT OF CLOSED SESSION ITEM(S)B. PUBLIC COMMUNICATIONS ON CLOSED SESSION ITEM(S)C. CITY MANAGER ANNOUNCEMENTSD. CONDUCT OF CLOSED SESSIOND1.CONFERENCE WITH LABOR NEGOTIATOR ROBERT NEIUBER, HUMAN RESOURCESDIRECTOR PER GOVERNMENT CODE SECTION 54957.6 REGARDING LABOR NEGOTIATIONSWITH THE RANCHO CUCAMONGA CITY EMPLOYEES’ ASSOCIATION (RCCEA), TEAMSTERSLOCAL 1932, EXECUTIVE MANAGEMENT GROUP – (CITY)D2.CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION: INITIATION OF LITIGATIONPURSUANT TO PARAGRAPH (4) OF SUBDIVISION (D) OF GOVERNMENT CODE SECTION54956.9: 1 CASE – (CITY)D3.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT THE TERMINUS OF SMOKESTONE STREET, EAST OFTORREY PINE COURT, RANCHO CUCAMONGA, CALIFORNIA 91739, IDENTIFIED AS COUNTYASSESSOR’S PARCEL NUMBER 022804424, NEGOTIATING PARTIES JOHN GILLISON, CITYMANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND CHAO PING YANG;REGARDING PRICE AND TERMS. – (CITY)D4.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8949 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916222; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D5.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8783 ETIWANDA AVENUE/12949 WHITTRAM AVENUE,FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER022916214; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND,PACIFIC, AND CUTLER, REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND KULARTRUCK LINE, INC., OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNINGPRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTHABOVE. – (CITY)D6.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 9333 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916223; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND OVERLAND, PACIFIC AND CUTLER,REPRESENTING THE CITY OF RANCHO CUCAMONGA, AND SOUTHERN CALIFORNIA EDISON,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D7.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8768 AND 8822 ETIWANDA AVENUE, FURTHERIDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022913115,16, AND 26; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT,OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA,AND SCG/DP ETIWANDA LLC, A DELAWARE LIMITED LIABILITY COMPANY, OWNER;REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIESMAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D8.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8996 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022928379; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BTC III RANCHOCUCAMONGA LOGISTICS CENTER LP, A DELAWARE LIMITED LIABILITY COMPANY, OWNER;REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIESMAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D9.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8821 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022916215; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND WILLIAM A. JONES ANDJOAN F. JONES, TRUSTEES OF THE JONES FAMILY TRUST OF 2010, AS TO AN UNDIVIDEDONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANN GARNESS,UNDIVIDED ONETHIRD (1/3) INTEREST, AND JAMES ROY GARNESS AND RHONDA ANNGARNESS, TRUSTEES OF THE GARNESS FAMILY TRUST DATED JUNE 28, 2012, AS TO ANUNDIVIDED ONETHIRD (1/3) INTEREST, AND JOHN S. CLEMONS AND PATRICIA R. CLEMONS,TRUSTEES OF THE CLEMONS REVOCABLE TRUST DATED DECEMBER 4, 2014, AS TO ANUNDIVIDED ONETHIRD (1/3) INTEREST, AS TENANTS IN COMMON, OWNER; REGARDINGINSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAYNEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D10.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 12521 ARROW ROUTE AND 8688 ETIWANDA AVENUE,FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER022913130 AND 31; NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLYDEWITT, OVERLAND, PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHOCUCAMONGA, AND GOODMAN RANCHO SPE LLC, A DELAWARE LIMITED LIABILITY COMPANY,OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE. NEGOTIATINGPARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTH ABOVE. – (CITY)D11.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8889 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 0229 291 17 and 18;NEGOTIATING PARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND,PACIFIC, AND CUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND LIGHTNINGP.M. LLC, A CALIFORNIA LIMITED LIABILITY COMPANY, OWNER; REGARDING INSTRUCTIONSTO NEGOTIATORS CONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THEPROPERTY OWNERS SET FORTH ABOVE. – (CITY)D12.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8685 TO 8821 ETIWANDA AVENUE AND 12928 TO 12974WHITTRAM AVENUE, FURTHER IDENTIFIED AS SAN BERNARDINO COUNTY TAX ASSESSOR'SPARCEL NUMBER 022915115 AND 28, 022916101, 02, 03, 04, 05, 19, AND 20; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND COLOMBERO FAMILYLIMITED PARTNERSHIP, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORSCONCERNING PRICE. NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTYOWNERS SET FORTH ABOVE. – (CITY)D13.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 8939 ETIWANDA AVENUE, FURTHER IDENTIFIED ASSAN BERNARDINO COUNTY TAX ASSESSOR'S PARCEL NUMBER 022929155; NEGOTIATINGPARTIES, JOHN GILLISON, CITY MANAGER, AND KELLY DEWITT, OVERLAND, PACIFIC, ANDCUTLER, ON BEHALF OF THE CITY OF RANCHO CUCAMONGA, AND BCORE IE WESTOWNER LLC, OWNER; REGARDING INSTRUCTIONS TO NEGOTIATORS CONCERNING PRICE.NEGOTIATING PARTIES MAY NEGOTIATE WITH THE PROPERTY OWNERS SET FORTHABOVE. – (CITY)D14.CONFERENCE WITH REAL PROPERTY NEGOTIATORS PER GOVERNMENT CODE SECTION54956.8 FOR PROPERTY LOCATED AT 12467 BASE LINE ROAD IDENTIFIED AS PARCELNUMBERS 1090331030000, 1090331040000, 1089581040000; NEGOTIATING PARTIES JOHNGILLISON, CITY MANAGER REPRESENTING THE CITY OF RANCHO CUCAMONGA, ANDJOSEPH FILIPPI, JOSEPH FILIPPI WINERY AND VINEYARDS; REGARDING PRICE AND TERMS.– (CITY)E. RECESS – Closed Session to Recess to the Regular City Council Meeting at 7:00 P.M. in the CouncilChambers at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California.REGULAR MEETING – 7:00 P.M.COUNCIL CHAMBERSPLEDGE OF ALLEGIANCEROLL CALL:Mayor MichaelMayor Pro Tem KennedyCouncil Members Hutchison, Scott, and SpagnoloA. AMENDMENTS TO THE AGENDAB. ANNOUNCEMENT / PRESENTATIONSB1.Presentation of Certificate of Recognition to Green Business Program Recipient, Bank of America.  B2.Presentation of Certificates of Recognition to Rancho Cucamonga Police Department Deputies:Carrico, Foy and Collis for Receiving the Sheriff’s Department Lifesaving Award for their HeroicEfforts in Saving the Life of a Rancho Cucamonga Resident.C. PUBLIC COMMUNICATIONSMembers of the City Council also sit as the Fire Board, Housing Successor Agency, SuccessorAgency, and Public Finance Authority. This is the time and place for the general public to addressthe Fire Protection District, Housing Successor Agency, Successor Agency, Public FinancingAuthority Board, and City Council on any item listed or not listed on the agenda. State law prohibits theFire Protection District, Housing Successor Agency, Successor Agency, Public Financing Authority Board,and City Council from addressing any issue not previously included on the Agenda. The Fire ProtectionDistrict, Housing Successor Agency, Successor Agency, Public Financing Authority Board, and City Councilmay receive testimony and set the matter for a subsequent meeting.Comments are to be limited to five minutes per individual or less, as deemed necessary by theMayor, depending upon the number of individuals desiring to speak. All communications are to beaddressed directly to the Fire Board, Agencies, Successor Agency, Authority Board, or City Council not to themembers of the audience. This is a professional business meeting and courtesy and decorum are expected.Please refrain from any debate between audience and speaker, making loud noises, or engaging in anyactivity which might be disruptive to the decorum of the meeting.The public communications period will not exceed one hour prior to the commencement of thebusiness portion of the agenda. During this one hour period, all those who wish to speak on a topiccontained in the business portion of the agenda will be given priority, and no further speaker cards for thesebusiness items (with the exception of public hearing items) will be accepted once the business portion of theagenda commences. Any other public communications which have not concluded during this one hour periodmay resume after the regular business portion of the agenda has been completed.CONSENT CALENDARS:The following Consent Calendar items are expected to be routine and noncontroversial. They will be actedupon without discussion unless an item is removed by Council Member for discussion.Members of the City Council also sit as the Fire Board, Housing Successor Agency, Successor Agency, andPublic Finance Authority and may act on the consent calendar for those bodies as part of a single motion withthe City Council consent calendar.D. CONSENT CALENDARD1.Consideration to Approve City and Fire District Bi­Weekly Payroll in the Total Amount of$1,816,580.18 and City and Fire District Weekly Check Registers (Excluding Checks Issued toSouthern California Gas Company) in the Total Amount of $6,692,944.62 Dated February 07,2022, Through February 21, 2022 and City and Fire District Electronic Debit Registers for theMonth of January in the Total Amount of $1,336,475.59. (CITY/FIRE)D2.Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued toSouthern California Gas Company in the Total Amount of $41,344.63 Dated February 07, 2022,Through February 21, 2022. (CITY/FIRE)D3.Approval of AB 361 Findings for Special Brown Act Requirements for Teleconference.(CITY/FIRE)D4.Consideration of Resolutions Adopting Revised Records Retention Schedules, AuthorizingDestruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD2022­004) (RESOLUTION NO. 2022­032) (CITY/FIRE)D5.Consideration to Enter into an Agreement for the Temporary Transfer of Vehicular Equipment,Type VI Wildland Fire Engine, with the State of California Office of Emergency Services andApproval of (RESOLUTION NO. FD 2022­005) (FIRE)D6.Consideration to Accept the Citywide Concrete Repair ­ FY 2020/2021 Project as Complete,file the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY)D7.Consideration of a Purchase and Sale Agreement with Cucamonga Valley Water District for theSale of Fee Interest of a City Owned Property Located Adjacent to and Immediately West of7209 Layton Street Described as the Southerly Terminus of Layton Street. (CITY)D8.Consideration to Accept as Complete, File a Notice of Completion, and Authorize Release ofRetention, and Bonds for the Fiscal Year 19/20 Traffic Signal Project (Contract No. 2020­058).(CITY)E. CONSENT CALENDAR ORDINANCE(S) ­ SECOND READING/ADOPTIONF. ADMINISTRATIVE HEARING ITEM(S)G. ADVERTISED PUBLIC HEARINGS ITEM(S) ­ CITY/FIRE DISTRICTG1.Public Hearing for Consideration and Possible Action to Introduce, Waive Reading of and Adopt by aFour­fifths Vote, an Interim Urgency Ordinance Extending for an Additional 10 Months and 15 Daysthrough January 20, 2023, an Existing Interim Ordinance Establishing Interim Objective Zoning andSubdivision Standards for Senate Bill 9 Projects in Single­Family Residential Zones in the City ofRancho Cucamonga and Making a Determination of Exemption Under the California EnvironmentalQuality Act (CEQA). (INTERIM URGENCY ORDINANCE NO. 996) (CITY)G2.8:00 PM Time Certain: Public Hearing #5 – Conduct Public Hearing to Receive Public Input onDistrict Boundaries and First Reading of Ordinance No. 997, to be Read by Title Only and WaiveFurther Reading, Adjusting the Boundaries of the Four City Council Districts and Adopting a NewOfficial Council District Map Based on the Results of the 2020 Decennial Census. (ORDINANCENO. 997) (CITY) H. CITY MANAGER'S STAFF REPORT(S)H1.Consideration to Receive and File Midyear Financial Update for the Six­Month Period EndedDecember 31, 2021. (CITY)H2.Consideration of a Resolution Supporting the League of California Cities in its Opposition to BallotMeasure ­ "The Taxpayer Protection and Government Accountability Act" (Initiative AG# 21­0042A1).(RESOLUTION NO. 2022­033) (CITY)I. COUNCIL BUSINESSI1.Selection of a Delegate for the Southern California Association of Government's (SCAG) GeneralAssembly. (CITY)I2.COUNCIL ANNOUNCEMENTS(Comments to be limited to three minutes per Council Member.)I3.INTER​AGENCY UPDATES(Update by the City Council to the community on the meetings that were attended.)J. CITY ATTORNEY ITEMSK. IDENTIFICATION OF ITEMS FOR NEXT MEETING L. ADJOURNMENT CERTIFICATION I, Linda A. Troyan, MMC, City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on at least 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. LINDA A. TROYAN, MMC CITY CLERK SERVICES DIRECTOR If you need special assistance or accommodations to participate in this meeting, please contact the City Clerk's office at (909) 477­2700. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility. Listening devices are available for the hearing impaired.  CITY COUNCIL VISION STATEMENT “Our Vision is to build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive.” Page 8 Green Business Recognition Program •Launched 2012 •Recognize sustainability efforts and green business practices •Certified Rancho Cucamonga Green Businesses: Green Business Recognition Program DATE:March 2, 2022 TO:Mayor and Members of the City Council President and Members of the Boards of Directors FROM:John R. Gillison, City Manager INITIATED BY:Tamara L. Oatman, Finance Director Veronica Lopez, Accounts Payable Supervisor SUBJECT:Consideration to Approve City and Fire District Bi-Weekly Payroll in the Total Amount of $1,816,580.18 and City and Fire District Weekly Check Registers (Excluding Checks Issued to Southern California Gas Company) in the Total Amount of $6,692,944.62 Dated February 07, 2022, Through February 21, 2022 and City and Fire District Electronic Debit Registers for the Month of January in the Total Amount of $1,336,475.59. (CITY/FIRE) RECOMMENDATION: Staff recommends City Council/Board of Directors of the Fire Protection District approve payment of demands as presented. Bi-weekly payroll is $1,110,127.72 and $706,452.46 for the City and the Fire District, respectively. Weekly check register amounts are $6,547,999.94 and $144,944.68 for the City and the Fire District, respectively. Electronic Debit Register amounts are $686,041.97 and $650,433.62 for the City and the Fire District, respectively. BACKGROUND: N/A ANALYSIS: N/A FISCAL IMPACT: Adequate budgeted funds are available for the payment of demands per the attached listing. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: N/A ATTACHMENTS: Attachment 1 - Weekly Check Register Attachment 2 - Electronic Check Register Page 9 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/7/2022 through 2/21/2022 Check No.Check Date Vendor Name City Fire Amount AP 00013775 02/09/2022 360 DEEP CLEANING LLC 0.00 7,587.50 7,587.50 AP 00013776 02/09/2022 ALL CITY MANAGEMENT SERVICES INC 6,439.11 0.00 6,439.11 AP 00013777 02/09/2022 CALIF GOVERNMENT VEBA / RANCHO CUCAMONGA 24,529.05 0.00 24,529.05 AP 00013778 02/09/2022 CALPINE ENERGY SERVICES LP 123,750.00 0.00 123,750.00 AP 00013779 02/09/2022 ELECNOR BELCO ELECTRIC INC 30,895.02 0.00 30,895.02 AP 00013780 02/09/2022 FEHR & PEERS 18,419.87 0.00 18,419.87 AP 00013781 02/09/2022 MOFFATT & NICHOL 112,304.26 0.00 112,304.26 AP 00013782 02/09/2022 RCCEA 1,475.00 0.00 1,475.00 AP 00013783 02/09/2022 RCPFA 12,947.99 0.00 12,947.99 AP 00013784 02/09/2022 RICHARDS WATSON AND GERSHON 3,906.17 0.00 3,906.17 AP 00013785 02/09/2022 SAN BERNARDINO COUNTY 60.00 0.00 60.00 AP 00013786 02/09/2022 SAN BERNARDINO CTY SHERIFFS DEPT 3,723,998.00 0.00 3,723,998.00 ***AP 00013787 02/09/2022 SEDGWICK CLAIMS MANAGEMENT SERVICES INC 15,522.00 22,744.00 38,266.00 AP 00013788 02/09/2022 U S DEPARTMENT OF ENERGY 7,721.48 0.00 7,721.48 AP 00013789 02/10/2022 ABC LOCKSMITHS INC 25.00 0.00 25.00 AP 00013790 02/10/2022 AIRGAS USA LLC 0.00 420.60 420.60 AP 00013791 02/10/2022 BIBLIOTHECA LLC 1,785.51 0.00 1,785.51 AP 00013792 02/10/2022 CARQUEST AUTO PARTS 324.46 0.00 324.46 AP 00013793 02/10/2022 DIAMOND ENVIRONMENTAL SERVICES 204.66 0.00 204.66 AP 00013794 02/10/2022 DUNN EDWARDS CORPORATION 190.94 0.00 190.94 AP 00013795 02/10/2022 EMCOR SERVICES 3,564.73 0.00 3,564.73 AP 00013796 02/10/2022 HOLLIDAY ROCK CO INC 1,894.25 0.00 1,894.25 AP 00013797 02/10/2022 HOSE MAN INC 234.90 0.00 234.90 ***AP 00013798 02/10/2022 OFFICE DEPOT 1,184.56 96.19 1,280.75 AP 00013799 02/10/2022 PSA PRINT GROUP 116.37 0.00 116.37 AP 00013800 02/16/2022 ABSOLUTE SECURITY INTERNATIONAL INC 16,786.06 0.00 16,786.06 AP 00013801 02/16/2022 ALL CITY MANAGEMENT SERVICES INC 37,600.90 0.00 37,600.90 AP 00013802 02/16/2022 BEST BEST & KRIEGER LLP 711.00 0.00 711.00 ***AP 00013803 02/17/2022 AIRGAS USA LLC 247.65 69.67 317.32 AP 00013805 02/17/2022 BRODART BOOKS CO 8,598.46 0.00 8,598.46 AP 00013806 02/17/2022 MINUTEMAN PRESS 621.45 0.00 621.45 ***AP 00013808 02/17/2022 OFFICE DEPOT 8,113.58 289.30 8,402.88 AP 00013809 02/17/2022 PSA PRINT GROUP 77.58 0.00 77.58 AP 00422683 02/09/2022 AFLAC GROUP INSURANCE 24.58 0.00 24.58 AP 00422684 02/09/2022 AM-TEC TOTAL SECURITY INC 5,061.01 0.00 5,061.01 AP 00422685 02/09/2022 AMAZON WEB SERVICES INC 2,452.38 0.00 2,452.38 AP 00422686 02/09/2022 AMERICAN LIBRARY ASSOCIATION 125.00 0.00 125.00 AP 00422687 02/09/2022 BAUER COMPRESSORS 0.00 1,580.05 1,580.05 AP 00422688 02/09/2022 BORETTI INC 5,025.00 0.00 5,025.00 AP 00422689 02/09/2022 C V W D 136.71 0.00 136.71 AP 00422690 02/09/2022 C V W D 0.00 798.27 798.27 AP 00422692 02/09/2022 C V W D 8,597.40 0.00 8,597.40 AP 00422693 02/09/2022 CAL FIRE 0.00 825.00 825.00 AP 00422694 02/09/2022 CALIFORNIA, STATE OF 32.26 0.00 32.26 AP 00422695 02/09/2022 CALIFORNIA, STATE OF 342.73 0.00 342.73 AP 00422696 02/09/2022 CALIX INC 6,295.00 0.00 6,295.00 AP 00422697 02/09/2022 CAMERON-DANIEL PC 1,525.00 0.00 1,525.00 14:45:23 02/22/2022Current Date:VLOPEZ - Veronica Lopez Page:1 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:Page 10 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/7/2022 through 2/21/2022 Check No.Check Date Vendor Name City Fire Amount AP 00422698 02/09/2022 CAMPOS, CRYSTAL 117.00 0.00 117.00 AP 00422699 02/09/2022 CERVANTES, MIGUEL 0.00 320.00 320.00 AP 00422700 02/09/2022 CHANG, CHAEHO 58.18 0.00 58.18 ***AP 00422701 02/09/2022 CHARTER COMMUNICATIONS 4,520.16 6,437.42 10,957.58 AP 00422702 02/09/2022 CHEN, YAN 85.80 0.00 85.80 ***AP 00422703 02/09/2022 CINTAS CORPORATION #150 928.76 520.09 1,448.85 AP 00422704 02/09/2022 COVETRUS NORTH AMERICA 431.03 0.00 431.03 AP 00422705 02/09/2022 CROSSTOWN ELECTRICAL & DATA INC 18,002.50 0.00 18,002.50 AP 00422706 02/09/2022 CROWN CASTLE 90.00 0.00 90.00 AP 00422707 02/09/2022 DANIELS TIRE SERVICE 0.00 1,110.63 1,110.63 AP 00422708 02/09/2022 DAPEER ROSENBLIT & LITVAK LLP 10,506.12 0.00 10,506.12 AP 00422709 02/09/2022 DELTA DENTAL OF CALIFORNIA 1,116.02 0.00 1,116.02 AP 00422710 02/09/2022 DELTA DENTAL OF CALIFORNIA 40,967.33 0.00 40,967.33 AP 00422711 02/09/2022 E GROUP, THE 450.00 0.00 450.00 AP 00422712 02/09/2022 ENVISIONWARE INC 1,450.00 0.00 1,450.00 AP 00422713 02/09/2022 FACTORY MOTOR PARTS 0.00 723.01 723.01 AP 00422714 02/09/2022 FLEETCREW 1,229.85 0.00 1,229.85 AP 00422715 02/09/2022 FORTIN LAW GROUP 2,493.00 0.00 2,493.00 AP 00422716 02/09/2022 G/M BUSINESS INTERIORS 0.00 71.18 71.18 AP 00422717 02/09/2022 GOLDEN GATE CONSTRUCTION 160,297.54 0.00 160,297.54 AP 00422718 02/09/2022 GRAINGER 84.72 0.00 84.72 AP 00422719 02/09/2022 GRAPHICS FACTORY PRINTING INC 0.00 483.53 483.53 AP 00422720 02/09/2022 GREEN, ROBIN 500.00 0.00 500.00 AP 00422721 02/09/2022 HART, NANETTE 0.00 1,440.00 1,440.00 AP 00422722 02/09/2022 HARVEY, RICHARD 500.00 0.00 500.00 AP 00422723 02/09/2022 HDL COREN & CONE 4,825.00 0.00 4,825.00 AP 00422724 02/09/2022 HERITAGE WELLNESS COLLECTIVE 971.00 0.00 971.00 AP 00422725 02/09/2022 HI-WAY SAFETY INC 3,560.00 0.00 3,560.00 AP 00422726 02/09/2022 HILL'S PET NUTRITION SALES INC 448.67 0.00 448.67 AP 00422727 02/09/2022 HOLMQUIST, SHAWNA 55.32 0.00 55.32 AP 00422728 02/09/2022 HP COMMUNICATIONS INC 7,568.00 0.00 7,568.00 AP 00422729 02/09/2022 HU, GUANG 1,247.00 0.00 1,247.00 AP 00422730 02/09/2022 INLAND DESERT SECURITY & COMMUNICATIONS INC 103.00 0.00 103.00 AP 00422731 02/09/2022 INTERSTATE ALL BATTERY CENTER 832.83 0.00 832.83 AP 00422732 02/09/2022 INYO NETWORKS 11,119.50 0.00 11,119.50 AP 00422733 02/09/2022 ITRON INC 8,635.36 0.00 8,635.36 AP 00422734 02/09/2022 JHAJ, GURDEEP 48.32 0.00 48.32 AP 00422735 02/09/2022 KAISER FOUNDATION HEALTH PLAN INC 254,797.50 0.00 254,797.50 AP 00422736 02/09/2022 KIM, HAYDEN JINAM 10.89 0.00 10.89 AP 00422737 02/09/2022 LANDSCAPE WEST MANAGEMENT SERVICES INC 74,776.44 0.00 74,776.44 AP 00422738 02/09/2022 LEWIS, PATRICK 0.00 320.00 320.00 AP 00422739 02/09/2022 MAGELLAN ADVISORS LLC 9,517.50 0.00 9,517.50 AP 00422740 02/09/2022 MARIPOSA LANDSCAPES INC 155,125.52 0.00 155,125.52 AP 00422741 02/09/2022 MARTINEZ, GESELLE 39.93 0.00 39.93 AP 00422742 02/09/2022 MCMASTER-CARR SUPPLY COMPANY 39.58 0.00 39.58 AP 00422743 02/09/2022 MEDLINE INDUSTRIES INC 683.74 0.00 683.74 AP 00422744 02/09/2022 MIDWEST TAPE 3,237.17 0.00 3,237.17 14:45:23 02/22/2022Current Date:VLOPEZ - Veronica Lopez Page:2 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:Page 11 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/7/2022 through 2/21/2022 Check No.Check Date Vendor Name City Fire Amount ***AP 00422745 02/09/2022 NAPA AUTO PARTS 409.88 112.35 522.23 AP 00422746 02/09/2022 NEW COLOR SILK SCREEN & GRAPHICS 520.66 0.00 520.66 AP 00422747 02/09/2022 NUNEZ, CLAUDIA 4,650.00 0.00 4,650.00 AP 00422748 02/09/2022 NV5 INC 14,794.23 0.00 14,794.23 ***AP 00422749 02/09/2022 OCCUPATIONAL HEALTH CENTERS OF CA 1,496.00 4,998.35 6,494.35 AP 00422750 02/09/2022 OLMEDA, CHRISTINA 312.00 0.00 312.00 AP 00422751 02/09/2022 ONTARIO WINNELSON CO 543.24 0.00 543.24 AP 00422752 02/09/2022 ORANGE LINE OIL COMPANY 3,849.86 0.00 3,849.86 AP 00422753 02/09/2022 PACIFIC UTILITY INSTALLATION INC 7,808.00 0.00 7,808.00 AP 00422754 02/09/2022 PARSONO, STHELA 327.50 0.00 327.50 ***AP 00422755 02/09/2022 PFM ASSET MANAGEMENT LLC 13,172.98 1,361.45 14,534.43 AP 00422756 02/09/2022 PINNACLE PETROLEUM INC 0.00 33,407.28 33,407.28 AP 00422757 02/09/2022 PRE-PAID LEGAL SERVICES INC 53.36 0.00 53.36 AP 00422758 02/09/2022 PRO-LINE INDUSTRIAL PRODUCTS INC 769.65 0.00 769.65 AP 00422759 02/09/2022 RANCHO WEST ANIMAL HOSPITAL 100.00 0.00 100.00 AP 00422760 02/09/2022 RAPID DIESEL REPAIR LLC 2,253.83 0.00 2,253.83 AP 00422761 02/09/2022 RBM LOCK & KEY SERVICE 35.39 0.00 35.39 AP 00422762 02/09/2022 RIDGELINE TELECOM LLC 3,914.00 0.00 3,914.00 AP 00422763 02/09/2022 RIVERA, CONCEPTION 22.48 0.00 22.48 AP 00422764 02/09/2022 RUBEN'S AUTO COLLISION CENTER 660.41 0.00 660.41 AP 00422765 02/09/2022 SAFE SOFTWARE INC 3,480.00 0.00 3,480.00 AP 00422766 02/09/2022 SAFE-ENTRY TECHNICAL INC 0.00 200.00 200.00 ***AP 00422767 02/09/2022 SAN BERNARDINO COUNTY 15,443.92 12,338.97 27,782.89 AP 00422768 02/09/2022 SAN BERNARDINO COUNTY TRANSPORTATION 1,200.00 0.00 1,200.00 AP 00422769 02/09/2022 SAN BERNARDINO CTY AUDITOR CONTROLLER 52.00 0.00 52.00 AP 00422770 02/09/2022 SBPEA 2,372.37 0.00 2,372.37 AP 00422771 02/09/2022 SEYMOUR, RONALD 0.00 193.30 193.30 AP 00422772 02/09/2022 SHERIFF'S COURT SERVICES 100.00 0.00 100.00 ***AP 00422773 02/09/2022 SHRED PROS 175.00 63.00 238.00 AP 00422774 02/09/2022 SILVER & WRIGHT LLP 5,076.37 0.00 5,076.37 AP 00422775 02/09/2022 SMARTLINK LLC 7,011.20 0.00 7,011.20 AP 00422777 02/09/2022 SONG, PRINCE 54.61 0.00 54.61 ***AP 00422782 02/09/2022 SOUTHERN CALIFORNIA EDISON 29,356.34 2,315.54 31,671.88 ***AP 00422783 02/09/2022 SOUTHERN CALIFORNIA EDISON 718.29 1,676.00 2,394.29 AP 00422784 02/09/2022 SOUTHWEST MOBILE STORAGE INC 187.05 0.00 187.05 AP 00422785 02/09/2022 SWRCB 53,352.00 0.00 53,352.00 AP 00422786 02/09/2022 TINKER GLASS CONTRACTORS INC 650.00 0.00 650.00 AP 00422787 02/09/2022 TORO TOWING 450.00 0.00 450.00 AP 00422788 02/09/2022 TOWILL INC 1,352.50 0.00 1,352.50 AP 00422789 02/09/2022 TRAFFIC MANAGEMENT PRODUCTS INC 1,050.57 0.00 1,050.57 AP 00422790 02/09/2022 TRIDEN GROUP CORP 7,087.50 0.00 7,087.50 AP 00422791 02/09/2022 TYUS, IDA 204.00 0.00 204.00 AP 00422792 02/09/2022 U.S. BANK PARS ACCT #6746022500 12,672.84 0.00 12,672.84 AP 00422793 02/09/2022 U.S. BANK PARS ACCT #6746022500 1,017.78 0.00 1,017.78 AP 00422794 02/09/2022 U.S. BANK PARS ACCT #6745033700 6,605.00 0.00 6,605.00 AP 00422795 02/09/2022 ULINE 540.63 0.00 540.63 AP 00422796 02/09/2022 UNITED WAY 45.00 0.00 45.00 14:45:23 02/22/2022Current Date:VLOPEZ - Veronica Lopez Page:3 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:Page 12 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/7/2022 through 2/21/2022 Check No.Check Date Vendor Name City Fire Amount AP 00422797 02/09/2022 UNITY COURIER SERVICE INC 1,257.30 0.00 1,257.30 AP 00422798 02/09/2022 UPS 151.24 0.00 151.24 AP 00422799 02/09/2022 VCA CENTRAL ANIMAL HOSPITAL 51.50 0.00 51.50 AP 00422800 02/09/2022 VERIZON WIRELESS - LA 257.12 0.00 257.12 AP 00422801 02/09/2022 VETS CHOICE RADIOLOGY 178.00 0.00 178.00 AP 00422802 02/09/2022 VICTOR MEDICAL COMPANY 723.07 0.00 723.07 ***AP 00422803 02/09/2022 WALTERS WHOLESALE ELECTRIC CO 228.10 86.03 314.13 AP 00422804 02/09/2022 WAXIE SANITARY SUPPLY 1,492.01 0.00 1,492.01 AP 00422805 02/09/2022 WAXIE SANITARY SUPPLY 271.34 0.00 271.34 AP 00422806 02/09/2022 WEST COAST ARBORISTS INC 87,970.00 0.00 87,970.00 AP 00422807 02/09/2022 WEST COAST ARBORISTS INC 1,050.00 0.00 1,050.00 AP 00422808 02/09/2022 WEST COAST ARBORISTS INC 35,685.25 0.00 35,685.25 AP 00422809 02/09/2022 WEST COAST ARBORISTS INC 310.80 0.00 310.80 AP 00422810 02/09/2022 WEST COAST ARBORISTS INC 252.80 0.00 252.80 AP 00422811 02/09/2022 WEST COAST ARBORISTS INC 777.00 0.00 777.00 AP 00422812 02/09/2022 WILSON & BELL AUTO SERVICE 990.39 0.00 990.39 AP 00422813 02/09/2022 YAMADA ENTERPRISES 14,587.42 0.00 14,587.42 AP 00422814 02/09/2022 YASUDA, LORENA 5.00 0.00 5.00 AP 00422815 02/09/2022 YUNEX LLC 18,761.36 0.00 18,761.36 AP 00422816 02/16/2022 ADOBE ANIMAL HOSPITAL 300.00 0.00 300.00 AP 00422817 02/16/2022 ADVANCED CHEMICAL TRANSPORT INC 3,151.39 0.00 3,151.39 AP 00422818 02/16/2022 AM-TEC TOTAL SECURITY INC 1,201.65 0.00 1,201.65 AP 00422819 02/16/2022 AMTECH ELEVATOR SERVICES 1,703.40 0.00 1,703.40 AP 00422820 02/16/2022 ASSI SECURITY 675.00 0.00 675.00 AP 00422821 02/16/2022 AYANTRA INC 192.00 0.00 192.00 AP 00422822 02/16/2022 BRIGHTVIEW LANDSCAPE SERVICES INC 20,553.34 0.00 20,553.34 AP 00422823 02/16/2022 BUCHANAN, GARY 6,700.00 0.00 6,700.00 AP 00422824 02/16/2022 C V W D 136.71 0.00 136.71 ***AP 00422829 02/16/2022 C V W D 21,642.78 572.04 22,214.82 AP 00422830 02/16/2022 CALIFA GROUP 5,621.71 0.00 5,621.71 AP 00422831 02/16/2022 CalPERS LONG-TERM CARE PROGRAM 177.08 0.00 177.08 AP 00422832 02/16/2022 CAMBRIDGE SEVEN ASSOCIATES INC 66,893.01 0.00 66,893.01 AP 00422833 02/16/2022 CARAHSOFT TECHNOLOGY CORP 4,235.35 0.00 4,235.35 AP 00422834 02/16/2022 CCS ORANGE COUNTY JANITORIAL INC 61,838.76 0.00 61,838.76 AP 00422835 02/16/2022 CHAMPION FIRE SYSTEMS INC 0.00 4,803.67 4,803.67 AP 00422836 02/16/2022 CONOR CONSULTING LLC 450.00 0.00 450.00 AP 00422837 02/16/2022 COVETRUS NORTH AMERICA 612.81 0.00 612.81 AP 00422838 02/16/2022 CRIME SCENE STERI-CLEAN LLC 540.00 0.00 540.00 AP 00422839 02/16/2022 DANCE TERRIFIC 168.00 0.00 168.00 AP 00422840 02/16/2022 DATA TICKET INC 7,396.73 0.00 7,396.73 AP 00422841 02/16/2022 DELL MARKETING LP 527,330.32 0.00 527,330.32 AP 00422842 02/16/2022 DELTA DENTAL OF CALIFORNIA 40,573.53 0.00 40,573.53 AP 00422843 02/16/2022 DEPARTMENT OF JUSTICE 482.00 0.00 482.00 AP 00422844 02/16/2022 DUKE-SEXTON, SHEILA 35.98 0.00 35.98 AP 00422845 02/16/2022 ECORP CONSULTING INC 115.00 0.00 115.00 AP 00422846 02/16/2022 EMPLOYMENT DEVELOPMENT DEPT 10,272.68 0.00 10,272.68 AP 00422847 02/16/2022 EXPERIAN 52.00 0.00 52.00 14:45:23 02/22/2022Current Date:VLOPEZ - Veronica Lopez Page:4 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:Page 13 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/7/2022 through 2/21/2022 Check No.Check Date Vendor Name City Fire Amount AP 00422848 02/16/2022 FITNESS REPAIR SHOP 0.00 85.94 85.94 AP 00422849 02/16/2022 FLURY, PAM 123.00 0.00 123.00 AP 00422850 02/16/2022 FORTIN LAW GROUP 5,503.00 0.00 5,503.00 ***AP 00422852 02/16/2022 FRONTIER COMM 1,760.19 1,164.18 2,924.37 ***AP 00422853 02/16/2022 FRONTIER COMM 160.67 374.89 535.56 AP 00422854 02/16/2022 FUEL SERV 0.00 3,750.00 3,750.00 AP 00422855 02/16/2022 GATEWAY PET CEMETERY & CREMATORY 200.00 0.00 200.00 AP 00422856 02/16/2022 GRAINGER 1,461.21 0.00 1,461.21 AP 00422857 02/16/2022 HAULAWAY STORAGE CONTAINERS INC 119.84 0.00 119.84 AP 00422858 02/16/2022 HD PRODUCTIONS INC 0.00 500.00 500.00 AP 00422859 02/16/2022 HILL'S PET NUTRITION SALES INC 1,545.40 0.00 1,545.40 AP 00422860 02/16/2022 HP COMMUNICATIONS INC 5,391.00 0.00 5,391.00 AP 00422861 02/16/2022 HUMANE SOCIETY OF SAN BERNARDINO VALLEY 97.00 0.00 97.00 AP 00422862 02/16/2022 IDEXX DISTRIBUTION INC 645.72 0.00 645.72 AP 00422863 02/16/2022 IMPETT, VICTORIA ANN 480.00 0.00 480.00 AP 00422864 02/16/2022 INLAND OVERHEAD DOOR COMPANY 0.00 649.00 649.00 AP 00422865 02/16/2022 INLAND VALLEY DANCE ACADEMY 570.00 0.00 570.00 AP 00422866 02/16/2022 INTELESYS 2,189.00 0.00 2,189.00 AP 00422867 02/16/2022 INTERSTATE ALL BATTERY CENTER 252.82 0.00 252.82 AP 00422868 02/16/2022 INTERVET INC 323.25 0.00 323.25 AP 00422869 02/16/2022 JENSON, LESLIE 5.99 0.00 5.99 AP 00422870 02/16/2022 JOHNNY ALLEN TENNIS ACADEMY 1,669.80 0.00 1,669.80 AP 00422871 02/16/2022 JOKIMAN, MONICA 118.00 0.00 118.00 AP 00422872 02/16/2022 KEITH, JORRY 240.00 0.00 240.00 AP 00422873 02/16/2022 LEVEL 3 COMMUNICATIONS LLC 5,691.50 0.00 5,691.50 AP 00422874 02/16/2022 LIFE-ASSIST INC 0.00 4,344.70 4,344.70 AP 00422875 02/16/2022 LISA WISE CONSULTING 28,586.25 0.00 28,586.25 AP 00422876 02/16/2022 LN CURTIS AND SONS 0.00 6,907.69 6,907.69 AP 00422877 02/16/2022 LOSCH, KARL 13,699.00 0.00 13,699.00 ***AP 00422879 02/16/2022 LOWES COMPANIES INC 3,458.82 490.71 3,949.53 AP 00422880 02/16/2022 LTAS TECHNOLOGIES INC 14,000.00 0.00 14,000.00 AP 00422881 02/16/2022 MAIN STREET SIGNS 19,673.64 0.00 19,673.64 AP 00422882 02/16/2022 MARIPOSA LANDSCAPES INC 445.79 0.00 445.79 AP 00422883 02/16/2022 MARK CHRISTOPHER INC 497.95 0.00 497.95 AP 00422884 02/16/2022 MARLINK INC 0.00 162.00 162.00 AP 00422885 02/16/2022 MARY S ROBERTS SPAY/NEUTER CLINIC 45.00 0.00 45.00 AP 00422886 02/16/2022 MCMASTER-CARR SUPPLY COMPANY 690.20 0.00 690.20 AP 00422887 02/16/2022 MERCURY DISPOSAL SYSTEMS INC 1,310.74 0.00 1,310.74 AP 00422888 02/16/2022 MIDWEST TAPE 386.62 0.00 386.62 AP 00422889 02/16/2022 MIELKE, BRETT 0.00 320.00 320.00 AP 00422890 02/16/2022 MUNICIPAL EMERGENCY SERVICES INC 0.00 2,499.66 2,499.66 AP 00422891 02/16/2022 MWI VETERINARY SUPPLY 299.66 0.00 299.66 AP 00422892 02/16/2022 NAPA AUTO PARTS 0.00 463.11 463.11 AP 00422893 02/16/2022 NATIONAL UTILITY LOCATORS LLC 780.00 0.00 780.00 AP 00422894 02/16/2022 NBS 7,350.00 0.00 7,350.00 AP 00422895 02/16/2022 NUNEZ, CLAUDIA 279.65 0.00 279.65 AP 00422896 02/16/2022 OC TANNER RECOGNITION COMPANY 4,410.84 0.00 4,410.84 14:45:23 02/22/2022Current Date:VLOPEZ - Veronica Lopez Page:5 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:Page 14 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/7/2022 through 2/21/2022 Check No.Check Date Vendor Name City Fire Amount AP 00422897 02/16/2022 ONLY CREMATIONS FOR PETS INC 1,020.00 0.00 1,020.00 AP 00422898 02/16/2022 ONTARIO SPAY & NEUTER INC 1,533.00 0.00 1,533.00 AP 00422899 02/16/2022 ONTARIO WINNELSON CO 254.35 0.00 254.35 AP 00422900 02/16/2022 ONTRAC 59.41 0.00 59.41 AP 00422901 02/16/2022 ONYX ARCHITECTS INC 4,425.00 0.00 4,425.00 AP 00422902 02/16/2022 PACIFIC PRODUCTS & SERVICES 297.71 0.00 297.71 AP 00422903 02/16/2022 PARKER, ANDREW J 0.00 320.00 320.00 AP 00422904 02/16/2022 POSTAL PERFECT 45.00 0.00 45.00 AP 00422905 02/16/2022 POWER & TELEPHONE SUPPLY COMPANY 18,970.11 0.00 18,970.11 AP 00422906 02/16/2022 R3 CONSULTING GROUP INC 3,208.75 0.00 3,208.75 AP 00422907 02/16/2022 RBM LOCK & KEY SERVICE 82.99 0.00 82.99 AP 00422908 02/16/2022 RHA LANDSCAPE ARCHITECTS-PLANNERS INC 7,467.00 0.00 7,467.00 AP 00422909 02/16/2022 RLF II WEST LLC 75,000.00 0.00 75,000.00 AP 00422910 02/16/2022 SAFE-ENTRY TECHNICAL INC 0.00 1,536.38 1,536.38 AP 00422911 02/16/2022 SAN BERNARDINO CO AUDITOR CONT 8,295.25 0.00 8,295.25 AP 00422912 02/16/2022 SILVER & WRIGHT LLP 2,234.25 0.00 2,234.25 ***AP 00422913 02/16/2022 SOCAL OFFICE TECHNOLOGIES 112.65 11.26 123.91 AP 00422914 02/16/2022 SOUKESIAN, CELINE 942.52 0.00 942.52 AP 00422915 02/16/2022 SOUND IMAGE INC 1,123.25 0.00 1,123.25 ***AP 00422920 02/16/2022 SOUTHERN CALIFORNIA EDISON 97,305.90 1,568.75 98,874.65 AP 00422921 02/16/2022 SOUTHERN CALIFORNIA EDISON 11,291.13 0.00 11,291.13 ***AP 00422922 02/16/2022 STANLEY PEST CONTROL 2,150.00 810.00 2,960.00 AP 00422923 02/16/2022 SUN BADGE CO 0.00 7,969.97 7,969.97 AP 00422924 02/16/2022 TAHA, MOHAMMAD 4,500.00 0.00 4,500.00 AP 00422925 02/16/2022 THE COUNSELING TEAM INTERNATIONAL 0.00 900.00 900.00 AP 00422926 02/16/2022 THOMPSON PLUMBING SUPPLY INC 183.66 0.00 183.66 AP 00422927 02/16/2022 U.S. BANK PARS ACCT #6746022500 19,495.81 0.00 19,495.81 AP 00422928 02/16/2022 U.S. BANK PARS ACCT #6746022500 1,017.78 0.00 1,017.78 AP 00422929 02/16/2022 UNITED SITE SERVICES OF CA INC 301.45 0.00 301.45 AP 00422930 02/16/2022 VERIZON 25.74 0.00 25.74 AP 00422931 02/16/2022 VERIZON WIRELESS - LA 6,009.91 0.00 6,009.91 AP 00422932 02/16/2022 VICTOR MEDICAL COMPANY 827.60 0.00 827.60 AP 00422933 02/16/2022 VIRGIN PULSE INC 1,113.60 0.00 1,113.60 AP 00422934 02/16/2022 VIRTUAL PROJECT MANAGER LLC 500.00 0.00 500.00 AP 00422935 02/16/2022 VISION SERVICE PLAN CA 10,340.47 0.00 10,340.47 AP 00422936 02/16/2022 VULCAN MATERIALS COMPANY 76.59 0.00 76.59 ***AP 00422937 02/16/2022 WAXIE SANITARY SUPPLY 1,413.39 2,152.02 3,565.41 AP 00422938 02/16/2022 WELLS FARGO BANK N A 7,500.00 0.00 7,500.00 AP 00422939 02/16/2022 WILLDAN FINANCIAL SERVICES 3,950.00 0.00 3,950.00 AP 00422940 02/16/2022 YUAM, JING 126.00 0.00 126.00 AP 00422941 02/16/2022 ZUNIGA, CRYSTAL 1,001.39 0.00 1,001.39 14:45:23 02/22/2022Current Date:VLOPEZ - Veronica Lopez Page:6 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:Page 15 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Excluding So Calif Gas Company. AND CITY OF RANCHO CUCAMONGA 2/7/2022 through 2/21/2022 Check No.Check Date Vendor Name City Fire Amount $6,547,999.94 $6,692,944.62 $144,944.68 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 14:45:23 02/22/2022Current Date:VLOPEZ - Veronica Lopez Page:7 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:Page 16 DATE DESCRIPTION CITY FIRE AMOUNT 1/3 Workers Comp - City Account Transfer 506.62 506.62 1/3 Workers Comp - Fire Account Transfer 7,037.72 7,037.72 1/4 Bank Fee 109.95 - 109.95 1/4 U.S. BANK - Purchasing Card, Corporate Card and Costco Card Payment 76,348.97 11,839.31 88,188.28 1/4 WIRE PAYMENT - RCMU CAISO 31,674.30 31,674.30 1/4 Workers Comp - City Account Transfer 476.10 476.10 1/4 Workers Comp - Fire Account Transfer 119.03 119.03 1/5 Workers Comp - City Account Transfer 247.35 247.35 1/6 Workers Comp - City Account Transfer 260.00 260.00 1/6 Workers Comp - Fire Account Transfer 1,574.80 1,574.80 1/7 Workers Comp - Fire Account Transfer 2,057.51 2,057.51 1/10 WIRE PAYMENT - RCMU CAISO 33,131.56 33,131.56 1/10 Workers Comp - Fire Account Transfer 737.30 737.30 1/11 Workers Comp - City Account Transfer 616.31 616.31 1/11 Workers Comp - Fire Account Transfer 414.63 414.63 1/12 Workers Comp - City Account Transfer 260.48 260.48 1/13 STATE DISBURSEMENT UNIT - Child Support Payments 3,700.60 3,700.60 1/13 STATE DISBURSEMENT UNIT - Child Support Payments 1,732.50 1,732.50 1/13 Workers Comp - City Account Transfer 999.66 999.66 1/13 Workers Comp - Fire Account Transfer 561.32 561.32 1/14 CALPERS - City - Retirement Account Deposit 25,634.64 25,634.64 1/14 CALPERS - City - Retirement Account Deposit 55,481.03 55,481.03 1/14 CALPERS - City - Retirement Account Deposit 107,125.03 107,125.03 1/14 Workers Comp - Fire Account Transfer 1,208.69 1,208.69 1/18 WIRE PAYMENT - RCMU CAISO 30,784.63 30,784.63 1/18 Workers Comp - City Account Transfer 530.91 530.91 1/18 Workers Comp - Fire Account Transfer 764.30 764.30 1/19 CALPERS - Fire - Retirement Account Deposit 589.36 589.36 1/19 CALPERS - Fire - Retirement Account Deposit 168.28 168.28 1/19 CALPERS - Fire - Retirement Account Deposit 3,047.83 3,047.83 1/19 CALPERS - Fire - Retirement Account Deposit 3,436.12 3,436.12 1/19 CALPERS - Fire - Retirement Account Deposit 5,155.07 5,155.07 1/19 CALPERS - Fire - Retirement Account Deposit 10,873.67 10,873.67 1/19 CALPERS - Fire - Retirement Account Deposit 35,574.23 35,574.23 1/19 CALPERS - Fire - Retirement Account Deposit 103,330.12 103,330.12 1/19 Workers Comp - City Account Transfer 80.68 80.68 1/19 Workers Comp - Fire Account Transfer 2,003.18 2,003.18 1/20 CALPERS - City - Retirement Account Deposit 1,203.01 1,203.01 1/20 CALPERS - Fire - Retirement Account Deposit 575.93 575.93 1/20 CALPERS - Fire - Retirement Account Deposit 614.00 614.00 1/20 CALPERS - Fire - Retirement Account Deposit 848.70 848.70 1/20 CALPERS - Fire - Retirement Account Deposit 1,911.25 1,911.25 1/20 CALPERS - Fire - Retirement Account Deposit 8,450.85 8,450.85 1/20 CALPERS - Fire - Retirement Account Deposit 86,264.64 86,264.64 1/20 Workers Comp - City Account Transfer 649.48 649.48 1/20 Workers Comp - Fire Account Transfer 904.96 904.96 1/21 Workers Comp - City Account Transfer 682.95 682.95 1/21 Workers Comp - Fire Account Transfer 616.79 616.79 1/24 Workers Comp - City Account Transfer 149.98 149.98 1/24 Workers Comp - Fire Account Transfer 2,208.59 2,208.59 1/25 WIRE PAYMENT - RCMU CAISO 134,351.87 134,351.87 1/25 Workers Comp - City Account Transfer 279.25 279.25 1/25 Workers Comp - Fire Account Transfer 290.39 290.39 1/26 CALPERS - City - Retirement Account Deposit 57,128.91 57,128.91 1/26 CALPERS - City - Retirement Account Deposit 102,693.42 102,693.42 1/26 CALPERS - Fire - Retirement Account Deposit 2,801.72 2,801.72 1/26 CALPERS - Fire - Retirement Account Deposit 3,436.12 3,436.12 1/26 CALPERS - Fire - Retirement Account Deposit 5,468.14 5,468.14 CITY OF RANCHO CUCAMONGA AND RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Electronic Debit Register JANUARY 1, 2022 TO JANUARY 31, 2022 1 Page 17 DATE DESCRIPTION CITY FIRE AMOUNT CITY OF RANCHO CUCAMONGA AND RANCHO CUCAMONGA FIRE PROTECTION DISTRICT Electronic Debit Register JANUARY 1, 2022 TO JANUARY 31, 2022 1/26 CALPERS - Fire - Retirement Account Deposit 10,408.46 10,408.46 1/26 CALPERS - Fire - Retirement Account Deposit 35,572.77 35,572.77 1/26 CALPERS - Fire - Retirement Account Deposit 101,037.45 101,037.45 1/26 Workers Comp - City Account Transfer 30.32 30.32 1/26 Workers Comp - Fire Account Transfer 3,018.34 3,018.34 1/27 CALPERS - Fire - Retirement Account Deposit 185,117.50 185,117.50 1/27 STATE DISBURSEMENT UNIT - Child Support Payments 3,700.60 3,700.60 1/27 STATE DISBURSEMENT UNIT - Child Support Payments 1,732.50 1,732.50 1/28 Workers Comp - City Account Transfer 180.00 180.00 1/31 WIRE PAYMENT - RCMU CAISO 18,702.61 18,702.61 1/31 Workers Comp - City Account Transfer 2,256.95 2,256.95 1/31 Workers Comp - Fire Account Transfer 2,993.35 2,993.35 TOTAL CITY 686,041.97 TOTAL FIRE 650,433.62 GRAND TOTAL 1,336,475.59 2 Page 18 DATE:March 2, 2022 TO:Mayor and Members of the City Council President and Members of the Boards of Directors FROM:John R. Gillison, City Manager INITIATED BY:Tamara L. Oatman, Finance Director Veronica Lopez, Accounts Payable Supervisor SUBJECT:Consideration to Approve City and Fire District Weekly Check Registers for Checks Issued to Southern California Gas Company in the Total Amount of $41,344.63 Dated February 07, 2022, Through February 21, 2022. (CITY/FIRE) RECOMMENDATION: Staff recommends City Council/Board of Directors of the Fire Protection District approve payment of demands as presented. Weekly check register amounts are $35,419.38 and $5,925.25 for the City and the Fire District, respectively. BACKGROUND: N/A ANALYSIS: N/A FISCAL IMPACT: Adequate budgeted funds are available for the payment of demands per the attached listing COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: N/A ATTACHMENTS: Attachment 1 - Weekly Check Register Page 19 Agenda Check Register RANCHO CUCAMONGA FIRE PROTECTION DISTRICT So Calif Gas Company Only. AND CITY OF RANCHO CUCAMONGA 2/7/2022 through 2/21/2022 Check No.Check Date Vendor Name City Fire Amount ***AP 00422682 02/07/2022 SO CALIF GAS COMPANY 35,419.38 5,469.77 40,889.15 AP 00422776 02/09/2022 SO CALIF GAS COMPANY 0.00 455.48 455.48 $35,419.38 $41,344.63 $5,925.25 Note: Grand Total: Total Fire: Total City: *** Check Number includes both City and Fire District expenditures 14:52:56 02/22/2022Current Date:VLOPEZ - Veronica Lopez Page:1 Time:CK_AGENDA_REG_PORTRAIT_CONSOLIDATED - CK: Agenda Check Register Portrait Layout User: Report:Page 20 DATE:March 2, 2022 TO:Mayor and Members of the City Council President and Members of the Boards of Directors FROM:John R. Gillison, City Manager INITIATED BY:Linda A. Troyan, MMC, City Clerk Services Director SUBJECT:Approval of AB 361 Findings for Special Brown Act Requirements for Teleconference. (CITY/FIRE) RECOMMENDATION: Staff recommends that the City Council/Board of Directors of the Fire Protection District make the following findings in order for the City’s legislative bodies to continue meeting virtually: (1) the City Council has reconsidered the circumstances of the COVID-19 state of emergency; and (2) the COVID-19 state of emergency continues to directly impact of the ability of the members of the City’s legislative bodies to meet safely in person. BACKGROUND: On March 4, 2020, Governor Newsom proclaimed a state of emergency to exist in California due to the spread of COVID-19. This proclamation is still in effect. The Governor subsequently issued numerous executive orders suspending or modifying state laws to facilitate the response to the emergency. Among other things, these executive orders superseded certain Brown Act requirements and established special rules to give local public agencies greater flexibility to conduct teleconference meetings. The special rules included provisions allowing local public agencies to conduct teleconference meetings without having to provide a physical location from which the public may attend or comment; without having to use teleconference locations that are publicly accessible; and without having to identify teleconference locations on the agenda. Those special rules expired on September 30, 2021. On September 16, 2021, in anticipation of then-imminent expiration of his special rules for teleconference meetings, Governor Newsom signed AB 361. In key part, this bill amends the Brown Act to establish special requirements for teleconference meetings if a legislative body of a local public agency makes two findings pursuant to Government Code Section 54953(e)(3). Like the special rules in the Governor’s executive orders, the special Brown Act requirements in AB 361 include provisions allowing public agencies to conduct teleconference meetings without having to use teleconference locations that are publicly accessible; and without having to identify teleconference locations on the agenda. The AB 361 special Brown Act requirements are scheduled to be repealed on January 1, 2024. In order for a local public agency to be subject to the AB 361 special Brown Act requirements for teleconference meetings, a legislative body of a local public agency first must make a finding that it has “reconsidered” the circumstances of a declared state of emergency. Second, there must Page 21 Page 2 1 1 0 2 be a finding that such emergency continues to directly impact the ability of legislative body members to meet safely in person. Alternatively, for the second finding, there must be a finding that state or local officials continue to impose or recommend social distancing measures. These findings must be made within 30 days after the first teleconference under AB 361 and on a monthly basis thereafter. ANALYSIS: Due to the continuing, rapid spread of the Omicron and Delta variants of COVID-19, staff is recommending that the City Council make the necessary findings in order to continue holding teleconference meetings. The findings were first made at the January 5, 2022 City Council meeting. Federal and state officials continue to recommend social distancing measures, including limiting in-door gatherings, in order to limit the spread of the highly transmissible Omicron variant of COVID-19. It is expected that virtual meetings will only be conducted pursuant to AB 361 where a City Council Member or other member of a commission/committee is unable to meet in person due to exposure to COVID-19. Under AB 361, the public must also be given an opportunity to participate in a virtual meeting via a teleconference option, and the amended agenda provides call-in information. However, the public will continue to be permitted to attend the meeting in person. It is unclear if future meetings will require teleconferencing. FISCAL IMPACT: There is no fiscal impact caused by this item. The City already has the necessary equipment to hold a teleconferenced meeting. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: This item will allow Council Members and other commissions/committees and the public to safely participate in public meetings meeting, if necessary. ATTACHMENTS: None. Page 22 DATE:March 2, 2022 TO:Mayor and Members of the City Council President and Members of the Boards of Directors FROM:John R. Gillison, City Manager INITIATED BY:Linda A. Troyan, MMC, City Clerk Services Director Patricia Bravo-Valdez, MMC, Deputy Director of City Clerk Services Kimberly Solorio, Records Management Analyst SUBJECT:Consideration of Resolutions Adopting Revised Records Retention Schedules, Authorizing Destruction And Rescinding Previous Records Retention Schedules. (RESOLUTION NO. FD 2022-004) (RESOLUTION NO. 2022-032) (CITY/FIRE) RECOMMENDATION: Staff recommends the City Council/Board of Directors of the Fire Protection District adopt Resolutions adopting revised Records Retention Schedules, authorizing destruction of certain obsolete City Records, and rescinding previous Records Retention Schedules. BACKGROUND: The City’s/Fire District’s Records Retention Schedules were last revised in 2021. The Records Retention Schedule is a key element of an effective records management program. The Retention Schedules assist the City/Fire District by documenting which records require to be maintained in the office or temporary storage, which records have historic or research value, and which records should be destroyed because they no longer have administrative, operational, fiscal or legal value. ANALYSIS: General records management principles recommend review and update of retention schedules periodically. Under our subscription, the City's records consultant, Gladwell Governmental Services, Inc., has reviewed and updated the Schedules to bring them current with new laws and best practices. The City Clerk’s Office/Records Management Department worked closely with Gladwell Governmental Services, City Departments, and the City Attorney's Office to update the schedules. The proposed revisions to the schedules are reflective of new laws since 2021, and best practices, and are identified on the attached Records Retention Schedules in colored and strike-out format. Significant highlights of this year’s changes in law include updates to the Finance, Fire, Human Resources, Planning/Community Development, and Engineering Retention Schedules. Updates include changes or additions to records descriptions to comply with the law, the incorporation of new legal retention requirements regarding environmental determinations to comply with the Golden Door court case decision, and the inclusion of required document retention for organic waste collection and recycling compliance records. Page 23 Page 2 1 1 4 6 At this time, staff recommends the City Council/Board of Directors of the Fire Protection District approve the revised Records Retention Schedules. FISCAL IMPACT: The City/Fire District will realize a savings in records storage expenses. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: This item supports the City Council’s Core Values of intentionally embracing and anticipating the future, working cooperatively and respectfully with each other, staff, and all stakeholders, and continuous improvement by taking actions to proactively keep records retention schedules current with changes in law and best practices to ensure compliance with state law. ATTACHMENTS: Attachment 1 – Resolution No. FD 2022-004 and Records Retention Schedules Attachment 2 – Resolution No. 2022-032 and Records Retention Schedules Page 24 RESOLUTION NO. FD2022-004 - Page 1 of 3 RESOLUTION NO. FD2022-004 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 FD2021-005 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 FD2021-005 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 ATTACHMENT 1Page25 RESOLUTION NO. FD2022-004 - Page 2 of 3 Code Section 13868, and Government Code Section 60200, et seq., and in accordance with the provisions of said Schedule and District policies and procedures, without further action by the District’s Board of Directors. Section 5. The term “records” as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or paper regardless of media, as defined by the California Public Records Act and as those terms are used in Health & Safety Code Section 13868 and Government Code Section 60200, et seq. Section 6. The Clerk of the Board of Directors shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 7. This resolution shall become effective immediately upon its passage and adoption. Page 26 RESOLUTION NO. FD2022-004 - Page 3 of 3 PASSED, APPROVED AND ADOPTED this 2nd day of March 2022. _____________________________ L. Dennis Michael, President ATTEST: _ Janice C. Reynolds, Clerk I, JANICE C. REYNOLDS, SECRETARY of the Rancho Cucamonga Fire Protection District, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the Board of Directors of the Rancho Cucamonga Fire Protection District, at a Regular Meeting of said Board held on the 2nd day of March 2022. AYES: NOES: ABSENT: ABSTAINED: Executed this 3rd day of March 2022, at Rancho Cucamonga, California. Janice C. Reynolds, Clerk APPROVED AS TO FORM: Nicholas R. Ghirelli, City Attorney Richards, Watson & Gershon Page 27 HOW TO USE RETENTION SCHEDULES ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or er ased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining t he original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: •Reduce administrative expenses, expedite procedures •Free filing cabinet and office space •Reduce the cost of records storage •Eliminate duplication of effort within the City •Find records faster •Easier purging of file folders •Determine what media should be used to store records For questions, please contact the City Clerk. •AUTHORIZATION TO DESTROY RECORDS: Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. •If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.” •If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).” EXHIBIT A Page 28 RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules , logs, source records entered into a computer system that qualifies as a “trusted system”, etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention 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 = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF 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) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) Page 29 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Human Resources / Risk Management CW-001 Accident, Incident, Injury reports: PUBLIC & EMPLOYEES, with associated MSDS, if a chemical was involved Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies retained for reference; GC §§34090.7, 60200 Finance CW-002 Accounts Payable, Invoices, Petty Cash, Warrant Requests, etc. ALL backup is forwarded to Finance Copies - When No Longer Required Copies - When No Longer Required Yes: Before Payment Mag, Ppr All originals go to Finance (these are copies); GC §§34090.7, 60200 Lead Dept.CW-003 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years Mag, Mfr, OD, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) City Clerk CW-004 Agenda Packets / Staff Reports: City Council Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After QC &OD GC §§34090.7, 60200 City Clerk CW-005 Agreements & Contracts ALL ORIGINALS Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: Upon Completio n Ensure the City Clerk receives all original agreements; GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 30 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-006 Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding) (Correspondence, Insurance Certificates, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Some Grants require audits; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 Lead Dept.CW-007 Agreements & Contracts: ADMINISTRATIVE FILES (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 31 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-008 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Finance CW-009 Audits / Audit Reports / Annual Financial Reports 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 Staffing Dept.CW-011 Department Staff Meetings (all Records, including Minutes and Recordings, Department Awards) 2 years 2 years Mag, Ppr GC §§34090 et seq., 60201 et seq. CW-012 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required When No Longer Required Mag, Ppr Non-records RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 32 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Staffing Dept.CW-013 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept.CW-014 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; GC §54953.5(b) Staffing Dept.CW-015 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings / Audio Tapes Minimum 3 years Minimum 3 years Mag, OD Department Preference; Video recording of meetings are only required for 90 days if audio or another record is made; GC §§34090.7, 34090 Staffing Dept.CW-016 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P P Mag, Mfr, OD, Ppr S No GC §§34090, 60201 et seq. Finance CW-017 Budgets - Finals Copies - When No Longer Required Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/I Yes: After 5 years Final must be filed with County Auditor; GC §§34090.7, 60200, 40802, 53901 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 33 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance CW-018 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §§34090.7, 60200 Lead (Requesting) Dept. CW-019 City Attorney Opinions Minimum 2 years Minimum 2 years Mag, Ppr City preference; GC §§34090, 60201 et seq. Human Resources / Risk Management CW-020 Claims Copies - When No Longer Required (Final Disposition) Copies - When No Longer Required (Final Disposition) Yes: Before Final Disposition Mag, Mfr, OD, Ppr S/I Yes: After Final Disposition GC §§34090.7, 34090.6 Lead (Responding) Dept. CW-021 Complaints / Concerns from Citizens Minimum 2 years Minimum 2 years Mag, Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed within 6 months; CCP §340 et seq., 342, GC §§ 911.2, 34090, 60201 et seq. Human Resources CW-022 Complaints Against Employees Send to Human Resources Send to Human Resources Mag, Ppr GC §§34090.7, 60200 CW-023 Contracts: See Agreements Lead Dept.CW-024 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 34 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-025 Correspondence - ROUTINE (e.g. Administrative, Chronological, General Files, Letters, Memorandums, Reading File, Working Files, etc.) 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 35 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-026 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required When No Longer Required Mag, Ppr Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way to the conduct of the public's business, or that ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here, or if in question, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §§34090, 60201 et seq., GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 36 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CW-027 Deeds, Easements, Final Orders of Condemnations, Liens, Recorded Documents, Rights of Ways (All) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Send all originals to the City Clerk; GC §§34090.7, 60200 Lead Dept.CW-028 Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5 years Close + 5 years Mag, Ppr Department preference; meets auditing standards; GC §§34090, 60201 et seq. Lead Dept.CW-029 DMV Pull Notices 2 years After Superseded or Separated 2 years After Superseded or Separated Mag Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §§34090, 60201 et seq. Lead Dept.CW-030 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 6252, 6254(a) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 37 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-031 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §§34090, 60201 et seq. et seq. Lead Dept.CW-032 Grants (UNSUCCESSFUL Applications, Correspondence)2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Lead Dept.CW-033 Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A- 110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 38 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources CW-034 Grievances and Informal Complaints (Employees) Copies - When No Longer Required Copies - When No Longer Required Yes: Before Disposition Mag, Ppr Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 Lead Dept.CW-035 Litigation Files / Lawsuits / Court Case Files Send Final Settlement Agreements to the City Clerk Final Resolution + 5 years Final Resolution + 5 years Yes: Until Settlement Mag, Ppr Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6 Lead Dept.CW-036 Leave Slips / Time Off Requests When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the Regular Course of Business GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 39 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 40 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Staffing Dept.CW-041 Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years Mag, Ppr Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 60201 et seq. City Clerk CW-042 Ordinances - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090, 60201 et seq. Human Resources / Risk Management CW-043 OSHA Inspections or Citations Send to Human Resources Send to Human Resources Ppr GC §§34090.7, 60200 Human Resources CW-044 Personnel Files (Department- level Files) Do Not Retain in Departments Do Not Retain in Departments Before Separation Mag, Ppr Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §§34090.7, 60200 Lead Dept.CW-045 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Ppr Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §§34090 et seq., 60201 et seq. Lead Dept.CW-046 Unused Photographs When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts; destroy unnecessary photographs. GC §§34090, 6252, 6254(a) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 41 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-047 Public Relations / Press Releases 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Lead Dept.CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Department preference; GC §§34090, 60201 et seq. Lead Dept. (Who Ordered the Appraisal) CW-049 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years 2 years Mag, Ppr Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. (Who Ordered the Appraisal) CW-050 Real Estate Appraisal Reports: Purchased Property, Funded Loans 2 years Minimum 3 years Minimum 5 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §§34090, 60201 et seq.; GC §8546.7 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 CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 42 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CW-052 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-Records Lead Dept.CW-053 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by YOUR Department Minimum 2 years Minimum 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §§34090, 60201 et seq. Lead Dept.CW-054 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OTHER Departments When Superseded When Superseded Mag, Ppr Copies; GC §§34090.7, 60200 CW-055 Reference or Working Files: See Correspondence Lead Dept.CW-056 Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 43 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-057 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years 10 years Mag, Ppr Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §§34090, 60201 et seq. City Clerk CW-058 Resolutions - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090.7, 60200 Lead Dept.CW-059 Special Projects / Subject Files / Issue Files Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §§34090, 60201 et seq. et seq. Lead Dept.CW-060 Surveys / Questionnaires (that the City issues) If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Finance / Payroll CW-061 Time Cards / Time Sheets (Finance keeps the originals with employee signatures) Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090.7, 60200 et seq. Lead Dept.CW-062 Time Off Requests When No Longer Required When No Longer Required Ppr Preliminary drafts (the time card is the final record); GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 44 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-063 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention & Safety Training & Tailgates) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 45 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ACCOUNTING AND FINANCIAL REPORTING Finance / Accounting & Financial Reporting FIN-001 1099's / 1096's 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Finance / Accounting & Financial Reporting FIN-002 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 2 years 5 years 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year May contain Fire District independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §§60201(d)(12), 34090 Finance / Accounting & Financial Reporting FIN-003 Accounts Receivable - Miscellaneous - Damage to Public Property, Invoices to Outside Entities, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Accounting & Financial Reporting FIN-004.1 Audits - Annual Financial Reports 2 years P P Mag, Ppr Department Preference GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 46 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-005 Audits - Single Audits, Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc. 2 years 3 years after Audit 5 years after Audit Mag, Ppr Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Accounting & Financial Reporting FIN-006 Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 Finance / Accounting & Financial Reporting FIN-007 Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure Reports See Bank Statements for statement retention. Fully Defeased + 10 years Fully Defeased + 10 years Yes: Until Maturity Mag, Ppr Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. Finance / Accounting & Financial Reporting FIN-007.1 Budget Appropriation Transfer Requests 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-008 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 2 years 7 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 47 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-009 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-010 Checks / Warrants (Cashed)3 years 4 years 7 years Mag, Mfr, OD, Ppr S Yes: After QC May contain Fire District independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §§ 34090, 60201(d)(12) Finance / Accounting & Financial Reporting FIN-011 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years 7 years Mag, Ppr Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-012 DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years 2 years 7 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Accounting & Financial Reporting FIN-013 Deferred Compensation (City Statements)2 years 5 years 7 years Mag, Ppr Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 48 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-014 Escheat (Unclaimed money / uncashed checks)5 years 5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance / Accounting & Financial Reporting FIN-015 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag, Ppr Department Preference; GC §34090 Finance / Accounting & Financial Reporting FIN-016 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Accounting & Financial Reporting FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Finance / Accounting & Financial Reporting FIN-018 Journal Entries / Journal Vouchers 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 49 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-019 Payroll File (By Employee Name) Includes W-4, other payroll forms Separation + 2 years 5 years Separation + 7 years Mag, Ppr Department preference; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-020 Payroll Reports - Annual Detail P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for SBCERA Buy-backs; GC §34090 Finance / Accounting & Financial Reporting FIN-021 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; May contain independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-022 Reports, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required When No Longer Required Mag, Ppr Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 50 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-023 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-025 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-025.1 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Sale or Disposal Mag, Ppr Department Preference; GC §34090 Finance / Accounting & Financial Reporting FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 51 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-027 W-9s Vendor Inactive + 3 years Minimum 5 years Vendor Inactive + 3 years Minimum 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets IRS auditing standards; Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 BUDGET MANAGEMENT Finance / Budget Manage. FIN-028 Budgets - Preliminary, Proposed, Backup Documents (The Final Budget is maintained by the City Clerk) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 52 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUSINESS LICENSE & REVENUE Finance / Business License & Revenue FIN-029 Business License & Permit Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Business License & Revenue FIN-030 Business License & Permit Applications and Changes P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Used by Planning for Zoning Clearances); GC §34090 et seq. Finance / Business License & Revenue FIN-031 Business License & Permit Renewals 5 years 5 years Mag, Ppr Department preference (meets municipal government auditing requirements); GC §34090 et seq. SPECIAL DISTRICTS Finance / Special Districts FIN-032 Assessment Rolls / Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) 5 years 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq. Finance / Special Districts FIN-033 Community Parks and Landscape Citizens’ Oversight Committee (Landscape Maintenance Districts / Special Districts) AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; Formerly Planned Communities Citizens' Oversight Committee; State law only requires for 30 days; GC §54953.5(b) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 53 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Special Districts FIN-034 Community Parks and Landscape Citizens’ Oversight Committee (Landscape Maintenance Districts / Special Districts) MINUTES P P Yes Mag, Mfr, OD, Ppr S No Formerly Planned Communities Citizens' Oversight Committee; Send originals to the City Clerk; GC §34090.7 Finance / Special Districts FIN-035 Community Parks and Landscape Citizens’ Oversight Committee and Landscape Maintenance Districts Citizens' Oversight Committee AGENDAS & AGENDA Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Formerly Planned Communities Citizens' Oversight Committee; Original Staff Reports are filed in the project file; GC §34090 TREASURY MANAGEMENT Finance / Treasury Manage. FIN-036 Bankruptcies - NOT pursued When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Finance / Treasury Manage. FIN-037 Bankruptcies - Where a claim is filed 10 years 10 years Mag, Ppr Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Finance / Treasury Manage. FIN-038 Investment Reports & Backup / Treasury Reports 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 54 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Treasury Manage. FIN-039 Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years 5 years Yes: Until Paid Mag, Ppr Department Preference; Meets auditing standards; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 55 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). FIRE ADMINISTRATION Human Resources FR-001 Career File: Equipment Assignments (Turnouts, etc.) Shred Upon Separation or Transfer Shred Upon Separation or Transfer Mag, Ppr City / District Preference (copies); GC § 60200 Finance FR-002 Billings - Fire Alarm Permits, Fire Inspections, Fire Permits Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Finance keeps originals; GC § §60201 60201 City Clerk FR-003 Fire District Board Agendas, Audio or Video Recordings, Minutes, Resolutions, Notices Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr City Clerk keeps originals; GC § §60201 60201 Fire / Admin.FR-004 ISO Insurance Ratings 15 years 15 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (rated every 10 years); GC §60201 Fire / Admin.FR-005 Monthly Statistical Reports / Run Statistics When No Longer Required When No Longer Required Mag, Ppr Considered a preliminary draft / copy (the Fire database is the original); GC §60201 et seq. City Clerk FR-006 Mutual Aid Agreements, Joint Power Authorities Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Originals Maintained by City Clerk or County Clerk of the Board Permanently; GC §60201.7 Fire / Admin.FR-007 Programs and Projects (e.g. Explorer, CPR Program, Fire Service Day, etc.) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC § 60201 et seq. Fire / Admin.FR-008 Requests for Fire Incident Reports and Fire Investigation Reports 2 years 2 years Mag, Ppr GC §60201 Fire / Admin.FR-009 Ride-A-Long Waivers 2 years 2 years Mag, Ppr GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 56 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Admin.FR-010 Standard Operating Procedures / Policy & Procedure Manual Superseded + 2 years Superseded + 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §60201 Fire / Admin.FR-011 Subpoenas (Personal Appearance - Fire Personnel)2 years 2 years Mag, Ppr GC §60201 Fire / Admin.FR-012 Telestaff Database Indefinite Indefinite Yes Mag, Ppr Data is interrelated; GC §60201 et seq. Fire / Admin.FR-013 Training Course Records / EMS Continuing Education Training (Attendance Rosters, Outlines and Materials) 5 years Indefinite Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 60201, 53235.2(b), 53237.2(b) Fire / Admin.FR-014 Training Database / Log (Target Solutions)Indefinite Indefinite Mag, Ppr Data is interrelated; GC §60201 et seq. Fire / Admin.FR-015 Underground Storage Tanks - ALL - City or Privately owned) Location, Soil Remediation, Monitoring Well Records 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §60201 et. seq. COMMUNITY AFFAIRS RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 57 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Affairs FR-016 Community Outreach When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Community Affairs FR-017 Public Information / Education (when produced internally) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Lead Dept.FR-018 Volunteer Applications & Agreements - Unsuccessful 3 years 3 years Ppr Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201 Lead Dept.FR-019 Volunteer Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive / Separation + 3 years Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201; 29 USC 1113 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 58 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Affairs FR-020 Volunteer Historical Lists / Extractions from Volunteer Database Minimum 10 years Minimum 10 years Mag, Ppr Department Preference; GC §60201 COMMUNITY RISK Fire / Community Risk FR-021 Fire Construction Documents (Submittals, Approved Plans, Drawings, Applications, Alternate Means & Methods, and Similar Documents Necessary for Ongoing Fire Code Compliance Not Less Than 180 days from the date of completion of the permitted work Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD CFC §105.4 et seq. , 104.6 et seq.; H&S §19850 Fire / Fire Marshal & Fire Prevention FR-022 Fire Inspections - Business Inspection Files / Occupancy Inspections (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for the Life of the Structure or Activity, or Minimum 5 years CFC §§ 104.6 – 104.6.4 Fire / Fire Marshal & Fire Prevention FR-023 Fire Inspections - Citations / Notice of Violations When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 60201 et seq. Fire / Community Risk FR-024 Approved Fire Suppression, Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans. P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.6 et seq.; GC §§60200, H&S §19850 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 59 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Risk FR-025 Juvenile Fire Setter Program 15 years 15 years Mag, Ppr Department Preference; GC §60201 et seq. Building FR-026 New Construction Plan Review Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Building keeps originals; GC §§34090.7, 60201 Fire / Community Risk FR-027 Public Information / Education (when produced internally) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Community Risk FR-028 Weed Abatement / Vegetation Abatement / Brush Clearance When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 EMERGENCY MANAGEMENT Fire / Emergency Manage. FR-029 Community & Business Emergency Response Training When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Emergency Manage. FR-030 Emergency Management Programs (Ready RC, Mitigation, Preparedness, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 60 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Manage. FR-031 Emergency Response & Recovery / FEMA / OES Reimbursement Claims / Strike Team Reimbursements 10 years 10 years Yes (all) Mag, Mfr, OD, Ppr S/I No Department Preference; GC §60201 Fire / Emergency Manage. FR-032 EOC Activations, After Incident Reports When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes (all) Mag, Mfr, OD, Ppr S/I No Department Preference; GC §60201 EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES Fire / EMS FR-033 Controlled Substance Logs, Inventories / Medic Monthly Inventory Logs 3 years 3 years Yes Mag, Ppr Department Preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04 Fire / EMS FR-034 Emergency Medical PCR Database Indefinite Indefinite Yes Mag Data is interrelated; GC §60201, 60201 et seq. Fire / EMS FR-035 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance Final Disposition + 3 years Final Disposition + 3 years Mag, Ppr Statute of Limitations for health providers is 3 years; CCP §340.5, 13 CCR 1100.7, UFC §104.3.2, §104.3.4, GC §60201 et seq. Fire / EMS FR-036 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded + 6 years Superseded + 6 years Mag, Mfr, OD, Ppr S Yes: After 1 year 24 CFR 164.530(j) RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 61 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / EMS FR-037 Paramedic Continuing Education Rosters and Certificates Separation + 4 years Separation + 4 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Paramedic Continuing Education is required for 4 years by DPH; 8 CCR §3204(d)(1) et seq., 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 60201 Fire / EMS FR-038 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS (Includes e-PCR Database / Electronic Patient Care Report Database) 7 years 7 years Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 62 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / EMS FR-039 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: JUVENILES (Includes e-PCR Database / Electronic Patient Care Report Database) Age of Majority, Minimum 7 years, whichever is longer Age of Majority, Minimum 7 years, whichever is longer Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 EMERGENCY RESPONSE / FIRE MARSHAL Fire / Emergency Response / Fire Marshal FR-040 Alarm Installation Waiver Forms: Smoke and Carbon Monoxide P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CFC §§ 104.6 – 104.6.4; GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-041 Fire Incident RMS Database Indefinite Indefinite Yes Mag, Ppr Data is interrelated; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 63 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-042 Fire Investigations - Arson & Capital Crimes Only P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Capital Crimes have no statute of limitations); GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-043 Fire Investigations - OTHER Than Arson & Capital Crimes When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr Department preference; GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-044 Approved Fire Suppression , Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.6 et seq.; GC §§60200, H&S §19850 Fire / Emergency Response / Fire Marshal FR-045 Fireflow Testing (CVWD does testing) Life of the Structure Life of the Structure or Activity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Fire / Emergency Response / Fire Marshal FR-046 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Fire / Emergency Response / Fire Marshal FR-047 Response Planning When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 64 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-048 Special Event Permits / Fire Code Permits / Operating Permits / Explosives Permits / Fireworks Permits / Burn Permits (assembly permits, candle permits, tent permits, open flame, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Before Event Mag, Ppr Department preference; GC §60201 CFC §§ 104.6 – 104.6.4 STATION OPERATIONS / SUPPRESSION Lead Dept.FR-049 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §60201 Fire / Ops FR-050 Daily Evaluations / Rookie Tests 2 years 2 years Mag, Mfr, OD, Ppr S Yes: When Inactive GC §60201 Fire / Ops FR-051 Daily Vehicle Inspections / Daily Equipment Checks / Safety Equipment Inspections When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Ppr GC §60201 Fire / Ops FR-052 Fire Vehicle, Apparatus, & Equipment History Files, Ladders, etc. Certifications, Maintenance, Registrations, Safety Certifications, etc. Disposal of Vehicle, Apparatus, or Equipment + 2 years Disposal of Vehicle, Apparatus, or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §60201 Lead Dept.FR-053 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §60201 Lead Dept.FR-054 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 65 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Ops FR-055 Pre-plan Sheets When Superseded When Superseded Yes: Before Event Mag, Ppr Preliminary drafts; GC §60201 et seq. Fire / Ops FR-056 Station Log Books / Red Books / Log Books Minimum 2 years Minimum 2 years Yes: Before Event Mag, Ppr Department preference; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 66 RESOLUTION NO. 2022-032- Page 1 of 2 RESOLUTION NO. 2022-032 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 2021. 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. ATTACHMENT 2Page67 RESOLUTION NO. 2022-032- Page 2 of 2 PASSED, APPROVED, and ADOPTED this 2nd day of March 2022. ___________________________________ L. Dennis Michael, Mayor ATTEST: _________________________________ Janice C. Reynolds, City Clerk STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss CITY OF RANCHO CUCAMONGA ) I, Janice C. Reynolds, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Rancho Cucamonga, at a Regular Meeting of said Council held on the 2nd day of March 2022. AYES: NOES: ABSENT: ABSTAINED: Executed this 3rd day of March 2022, at Rancho Cucamonga, California. ______________________________________ Janice C. Reynolds, City Clerk APPROVED AS TO FORM: Nicholas R. Ghirelli, City Attorney Richards, Watson & Gershon Page 68 HOW TO USE RETENTION SCHEDULES ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or er ased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining t he original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: •Reduce administrative expenses, expedite procedures •Free filing cabinet and office space •Reduce the cost of records storage •Eliminate duplication of effort within the City •Find records faster •Easier purging of file folders •Determine what media should be used to store records For questions, please contact the City Clerk. •AUTHORIZATION TO DESTROY RECORDS: Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. •If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.” •If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).” EXHIBIT A Page 69 RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules , logs, source records entered into a computer system that qualifies as a “trusted system”, etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention 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 = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF 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) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) Page 70 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Human Resources / Risk Management CW-001 Accident, Incident, Injury reports: PUBLIC & EMPLOYEES, with associated MSDS, if a chemical was involved Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies retained for reference; GC §§34090.7, 60200 Finance CW-002 Accounts Payable, Invoices, Petty Cash, Warrant Requests, etc. ALL backup is forwarded to Finance Copies - When No Longer Required Copies - When No Longer Required Yes: Before Payment Mag, Ppr All originals go to Finance (these are copies); GC §§34090.7, 60200 Lead Dept.CW-003 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years 2 years Mag, Mfr, OD, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) City Clerk CW-004 Agenda Packets / Staff Reports: City Council Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After QC &OD GC §§34090.7, 60200 City Clerk CW-005 Agreements & Contracts ALL ORIGINALS Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: Upon Completio n Ensure the City Clerk receives all original agreements; GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 71 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-006 Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding) (Correspondence, Insurance Certificates, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Some Grants require audits; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 Lead Dept.CW-007 Agreements & Contracts: ADMINISTRATIVE FILES (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 72 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-008 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Finance CW-009 Audits / Audit Reports / Annual Financial Reports 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 Staffing Dept.CW-011 Department Staff Meetings (all Records, including Minutes and Recordings, Department Awards) 2 years 2 years Mag, Ppr GC §§34090 et seq., 60201 et seq. CW-012 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required When No Longer Required Mag, Ppr Non-records RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 73 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Staffing Dept.CW-013 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept.CW-014 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; GC §54953.5(b) Staffing Dept.CW-015 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL VIDEO RECORDINGS of Meetings / Audio Tapes Minimum 3 years Minimum 3 years Mag, OD Department Preference; Video recording of meetings are only required for 90 days if audio or another record is made; GC §§34090.7, 34090 Staffing Dept.CW-016 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P P Mag, Mfr, OD, Ppr S No GC §§34090, 60201 et seq. Finance CW-017 Budgets - Finals Copies - When No Longer Required Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/I Yes: After 5 years Final must be filed with County Auditor; GC §§34090.7, 60200, 40802, 53901 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 74 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance CW-018 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §§34090.7, 60200 Lead (Requesting) Dept. CW-019 City Attorney Opinions Minimum 2 years Minimum 2 years Mag, Ppr City preference; GC §§34090, 60201 et seq. Human Resources / Risk Management CW-020 Claims Copies - When No Longer Required (Final Disposition) Copies - When No Longer Required (Final Disposition) Yes: Before Final Disposition Mag, Mfr, OD, Ppr S/I Yes: After Final Disposition GC §§34090.7, 34090.6 Lead (Responding) Dept. CW-021 Complaints / Concerns from Citizens Minimum 2 years Minimum 2 years Mag, Ppr City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed within 6 months; CCP §340 et seq., 342, GC §§ 911.2, 34090, 60201 et seq. Human Resources CW-022 Complaints Against Employees Send to Human Resources Send to Human Resources Mag, Ppr GC §§34090.7, 60200 CW-023 Contracts: See Agreements Lead Dept.CW-024 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §§34090.7, 60200 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 75 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-025 Correspondence - ROUTINE (e.g. Administrative, Chronological, General Files, Letters, Memorandums, Reading File, Working Files, etc.) 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 76 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-026 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail or social media posting, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required When No Longer Required Mag, Ppr Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way to the conduct of the public's business, or that ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here, or if in question, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §§34090, 60201 et seq., GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 77 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CW-027 Deeds, Easements, Final Orders of Condemnations, Liens, Recorded Documents, Rights of Ways (All) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Send all originals to the City Clerk; GC §§34090.7, 60200 Lead Dept.CW-028 Deposit Accounts / Trust Accounts / Refundable Deposits Close + 5 years Close + 5 years Mag, Ppr Department preference; meets auditing standards; GC §§34090, 60201 et seq. Lead Dept.CW-029 DMV Pull Notices 2 years After Superseded or Separated 2 years After Superseded or Separated Mag Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §§34090, 60201 et seq. Lead Dept.CW-030 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 6252, 6254(a) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 78 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-031 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §§34090, 60201 et seq. et seq. Lead Dept.CW-032 Grants (UNSUCCESSFUL Applications, Correspondence)2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Lead Dept.CW-033 Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A- 110 & A-133; GC §§34090, 60201 et seq.; GC §8546.7 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 79 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources CW-034 Grievances and Informal Complaints (Employees) Copies - When No Longer Required Copies - When No Longer Required Yes: Before Disposition Mag, Ppr Send all grievances to Human Resources; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 Lead Dept.CW-035 Litigation Files / Lawsuits / Court Case Files Send Final Settlement Agreements to the City Clerk Final Resolution + 5 years Final Resolution + 5 years Yes: Until Settlement Mag, Ppr Department preference; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6 Lead Dept.CW-036 Leave Slips / Time Off Requests When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the Regular Course of Business GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 80 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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 CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 81 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Staffing Dept.CW-041 Notices: Public Hearing Notices and Proofs of Publications 2 years 2 years Mag, Ppr Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 60201 et seq. City Clerk CW-042 Ordinances - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090, 60201 et seq. Human Resources / Risk Management CW-043 OSHA Inspections or Citations Send to Human Resources Send to Human Resources Ppr GC §§34090.7, 60200 Human Resources CW-044 Personnel Files (Department- level Files) Do Not Retain in Departments Do Not Retain in Departments Before Separation Mag, Ppr Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §§34090.7, 60200 Lead Dept.CW-045 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Ppr Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §§34090 et seq., 60201 et seq. Lead Dept.CW-046 Unused Photographs When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts; destroy unnecessary photographs. GC §§34090, 6252, 6254(a) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 82 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-047 Public Relations / Press Releases 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Lead Dept.CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Department preference; GC §§34090, 60201 et seq. Lead Dept. (Who Ordered the Appraisal) CW-049 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years 2 years Mag, Ppr Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. (Who Ordered the Appraisal) CW-050 Real Estate Appraisal Reports: Purchased Property, Funded Loans 2 years Minimum 3 years Minimum 5 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §§34090, 60201 et seq.; GC §8546.7 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 CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 83 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CW-052 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-Records Lead Dept.CW-053 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by YOUR Department Minimum 2 years Minimum 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §§34090, 60201 et seq. Lead Dept.CW-054 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OTHER Departments When Superseded When Superseded Mag, Ppr Copies; GC §§34090.7, 60200 CW-055 Reference or Working Files: See Correspondence Lead Dept.CW-056 Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years P P Mag, Mfr, OD, Ppr S/I Yes: After 10 years Administratively and Historically significant, therefore retained permanently; GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 84 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-057 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years 10 years Mag, Ppr Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §§34090, 60201 et seq. City Clerk CW-058 Resolutions - City Council Copies - When No Longer Required Copies - When No Longer Required Yes (all) Mag, Mfr, OD, Ppr S No Originals maintained by City Clerk Permanently; GC §§34090.7, 60200 Lead Dept.CW-059 Special Projects / Subject Files / Issue Files Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §§34090, 60201 et seq. et seq. Lead Dept.CW-060 Surveys / Questionnaires (that the City issues) If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years 2 years Mag, Ppr GC §§34090, 60201 et seq. Finance / Payroll CW-061 Time Cards / Time Sheets (Finance keeps the originals with employee signatures) Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090.7, 60200 et seq. Lead Dept.CW-062 Time Off Requests When No Longer Required When No Longer Required Ppr Preliminary drafts (the time card is the final record); GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 85 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-063 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention & Safety Training & Tailgates) 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 86 Ver. 5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ANIMAL SERVICES Animal Services AS-001 Animal Registration Database Indefinite (Minimum 3 years) Indefinite (Minimum 3 years) Mag Department preference; Data is interrelated; GC §34090 Animal Services AS-002 Animal Registration Report When No Longer Required When No Longer Required Mag, Ppr Considered transitory / preliminary draft (the database is the original); GC §34090, GC §6252 Animal Services AS-003 Animal Trap Deposit Receipts 2 years 2 years Ppr GC §34090 et seq. Animal Services AS-004 Bite Reports / Rabies Control Records 3 years 3 years Yes Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-005 Clinics: Spay and Neuter 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-006 Drug Logs 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-007 Investigations / Problem Files (barking, loose dogs, dangerous dog reports, etc.) Resolution + 4 years Resolution + 4 years Mag, Ppr Department Preference; GC §34090 et seq. Animal Services AS-008 Medical Records, Surgical Records, X-rays 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-009 Meet and Greet / Animal Adoption Contracts 3 years 3 years Ppr 3 years is required; FA §32003(e), CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-010 Notices to Comply, Warning Letters / Notices / Citation Books (Off leash, etc.) 3 years 3 years Mag, Ppr Department preference; GC §34090 RANCHO CUCAMOGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 87 Ver. 5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Animal Services AS-011 Officer's Daily Log 2 years 2 years Mag, Ppr GC §34090, GC §6252 Animal Services AS-012 Rabies Vaccination Clinics 3 years 3 years Yes Mag 3 years is required for animal treatment records; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-013 Rescue Partnerships / Foster Care Partnerships 3 years 3 years Mag, Ppr 3 years is required; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-014 Ride-a-Long Waivers 2 years 2 years Mag, Ppr GC §34090 et seq. Animal Services AS-015 Strays / Incoming Animals / Impound Records / Impound Cards / "Relinquishments" 3 years 3 years Mag, Ppr 3 years is required; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Animal Services AS-016 Volunteer Hours 2 years 2 years Mag, Ppr GC §34090 et seq. RANCHO CUCAMOGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 88 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING & SAFETY Building & Safety BL-001 Address Assignments / Changes / Corrections P P Mag, Mfr, OD, Ppr S / I No Department Preference; GC §34090 Building & Safety BL-002 Address Files / Building Permits P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Statewide guidelines propose permanent; GC §34090, H&S §19850 Building & Safety BL-003 Building Permit Database Indefinite Indefinite Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Building & Safety BL-004 Building Plans - Cancelled, Expired or Withdrawn Upon Expiration, Cancellation or Withdrawal Upon Expiration, Cancellation or Withdrawal Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Building & Safety BL-005 Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; Statewide guidelines propose 2 years for blueprints & specifications; CBC 104.7 & 107.5, H&S§19850, GC §34090 RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 89 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Building & Safety BL-006 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Plans need not be filed for: (a) Single or multiple dwellings not more than two stories and basement in height.(b) Garages and other structures appurtenant to buildings described under subdivision (a).(c) Farm or ranch buildings. (d) Any one-story building where the span between bearing walls does not exceed 25 feet. The exemption in this subdivision does not, however, apply to a steel frame or concrete building. CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Building & Safety BL-007 California Building Code / California Standard Code (12 Parts) When Superseded P P Mag, Ppr Attorney preference for reconstruction issues; GC §50022.6 Building & Safety BL-008 Certificate of Occupancy (CofO)P P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 90 Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Building & Safety BL-009 Construction Notices / Inspection Notices (correction notices, compliance orders, stop work notices, etc.) 2 years 2 years Mag, Ppr GC §34090 Building & Safety BL-010 Plan Check Comments When Finalled When Finalled Mag, Ppr Preliminary Drafts; GC §34090 Building & Safety BL-011 Reports: Building Activity When No Longer Required When No Longer Required Mag, Ppr Preliminary Drafts (the database is the original); GC §34090 Building & Safety BL-012 Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 91 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-001 Agenda Packets: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission, All Subcommittees of the City Council (Public Works Subcommittee, etc.) 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Includes final budget and final audit reports / CAFR; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 92 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-002 Agreements & Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs, FRANCHISES) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: Upon Completion Department Preference; All infrastructure contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 93 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-003 Agreements & Contracts - ALL (NON-INFRASTRUCTURE, Professional Services Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work) Examples of Non-Infrastructure: Consultants, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc. Completion 10 years Completion + 10 years Yes: Before Completion Mag, Ppr Department Preference; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) City Clerk CC-004 Articles of Incorporation P P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-006 Board & Commission Applications (Successful and Unsuccessful) 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 94 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-007 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) Release of Bond / Letter of Credit Release of Bond / Letter of Credit Mag, Ppr Securities (Performance Bonds, Letters of Credit, CD's, etc.) are normally released after the Notice of Completion is filed. Bond / letter may be replaced with a Warranty Bond, which is usually released 1 year after the Notice of Completion date. GC §34090 City Clerk CC-008 City Council Subcommittees: Agendas, Minutes (Composed solely of less than a quorum of the City Council) 2 years 2 years Mag, Ppr All recommendations are presented to the City Council; GC §§34090, 60201 et seq. City Clerk CC-009 City Council, Board & Commission Historical List of Members P P Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 City Clerk CC-044 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 95 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-010 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL FILED N PAPER FORMAT 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(d)(e)(f)&(g) City Clerk CC-011 Economic Interest Filings (FPPC Form 602/635) - Lobbyist Authorization Reporting 2 years 5 years 7 years Mag, Ppr 2 CCR 18615(d), GC §34090 City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; FPPC Opinion; GC §81009(e City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) City Clerk CC-014 FPPC Form 803 (Behested Payment Report)7 years 7 years Mag, Ppr S / I Yes: After 2 years GC §81009e City Clerk CC-015 FPPC Form 804 (Agency Report of New Positions)P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years FPPC Regulation 18734(c); GC §81009e City Clerk CC-016 FPPC Form 805 (Agency Report of Consultants)P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years FPPC Regulation 18734(c); GC §81009e City Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years 7 years Mag, Ppr S / I Yes: After 2 years Must post on website GC §34090; GC §81009(e) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 96 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ELECTIONS - CONSOLIDATED City Clerk CC-018 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings 2 years 2 years Ppr GC §53753(e)(2) City Clerk CC-019 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) All, whether filed electronically or not 2 years P P Mag, Mfr, OD, Ppr S Yes: After 2 years For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615(i) City Clerk CC-020 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES Includes Unsuccessful Candidates Without Committees that Don't File Electronically 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After 2 years Candidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615 City Clerk CC-020.1 Campaign Filings (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years 10 years Mag, Ppr S/I Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 97 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-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) City Clerk CC-023 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Term of Office + 4 years Mag, Ppr Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-024 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Election + 4 years Mag, Ppr Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 98 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-025 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-026 Elections - HISTORICAL (copies of resolutions, final results; Certificate of Election) 2 years P P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 City Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) Results + 8 months or Final Examination + 1 year after petition examination if insufficient Results + 8 months or Final Examination + 1 year after petition examination if insufficient Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 (End of Elections Section) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 99 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-028 Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) P P Mag, Mfr, OD, Ppr S No City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC-029 Minutes: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission P P Mag, Mfr, OD, Ppr S / I No GC §34090 City Clerk CC-030 Municipal Code Administration, Distribution, etc. 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-031 Municipal Code History / Supplements P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference (retain one of each supplement); GC §34090 City Clerk CC-032 Oath of Office: City Council, Boards & Commission Members Term of Office + 4 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Clerk CC-033 Ordinances P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 100 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-034 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) See Elections for Initiative, Recall or Referendum Petitions 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; only 1 year is required; GC §50115 City Clerk CC-035 Public Records Requests / Request for Records 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Clerk CC-036 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, Certificate of Compliance, etc. P P Yes (all)Mag, Mfr, OD, Ppr S No Department preference; GC §34090 et seq. City Clerk CC-037 Recordings - AUDIO of City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission 2 years 2 years Mag, OD Department preference; State law only requires for 30 days; GC §54953.5(b) RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 101 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-038 Recordings - VIDEO of City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission Minimum 3 years Minimum 3 years Mag, OD Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 City Clerk CC-039 Records Destruction Authorization Forms, Transfers P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-040 Records Retention Schedules / Amendments to Records Retention Schedules 10 years P P Mag, Mfr, OD, Ppr S / I No GC §34090 et. seq. City Clerk CC-046 Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) 10 years 10 years Mag, Ppr EC §21608(g); GC §34090 City Clerk CC-041 Resolutions: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Fire Protection District Board, Public Safety Commission P P Mag, Mfr, OD, Ppr S / I No GC §34090 City Clerk CC-045 Secretary of State Statement of Facts / Registry of Public Agencies 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 102 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-042 Speaker Cards When No Longer Required When No Longer Required Ppr Preliminary drafts used to produce minutes; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 103 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY MANAGER City Manager CM-014 All Hands Meeting Agendas 2 years 2 years Mag, Ppr GC §34090 City Manager CM-001 Annual Reports / Strategic Plans P P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Manager CM-015 Art in Public Places (City Projects, not Developer Projects)5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Manager CM-016 Art In Public Places Committee AGENDAS, AGENDA PACKETS Minimum 2 years Minimum 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City Manager CM-017 Art In Public Places Committee MINUTES & BYLAWS P P Mag, Mfr, OD, Ppr S No GC §§34090 City Manager CM-002 Cable TV Complaints 2 years 2 years Mag, Ppr GC §34090 City Manager CM-003 City Council Correspondence Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 City Manager CM-004 Council / Commission Contact Forms When No Longer Required When No Longer Required Mag, Ppr Preliminary documents; GC §34090 et seq. City Manager CM-005 Grand Jury Reports and Responses (Regarding City Operations) 5 years 5 years Mag, Ppr Department Preference (the Grand Jury keeps their reports 5 years); GC §34090 City Manager CM-006 Proclamations / Commendations 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Manager CM-007 Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 City Manager CM-008 Public Comment Cards 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 104 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Manager CM-009 RCTV Message Request Forms 2 years 2 years Mag, Ppr GC §34090 et seq. City Manager CM-010 Speech Notes / PowerPoint Presentations 2 years 2 years Mag, Ppr GC §34090 et seq. Finance CM-011 Travel / Conferences Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Invoices are maintained by Finance; GC §34090.7 City Manager CM-012 Videos (Public activity, etc. Not City Council or Advisory Body Videos, nor regular, ongoing operations of the City) When No Longer Required When No Longer Required Mag, Ppr Content does not relate in a substantive way to the conduct of the public's business; GC §34090 et seq. City Manager CM-013 Weekly Reports (News & Notes)2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 COMMUNITY IMPROVEMENT Community Improve.CI-001 Citations Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Community Improve.CI-002 Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Until Resolution Mag, Ppr Department preference; Case is open until satisfactorily resolved (some cases are not resolved); CFC §104.3.4, GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 105 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). COMMUNITY SERVICES Risk Management CS-001 Accident / Incident Reports (Members of the Public) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §34090.7 Community Services CS-002 Activity / Special Programs / Special Event Files & Reports / ABC Permits, where required After School, Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc. When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §34090 Community Services CS-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090 Community Services CS-004 Art in Public Places / Artists in Residence - Successful Placements P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Services CS-005 Art in Public Places / Artists in Residence - Unsuccessful Proposals When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §34090 Community Services CS-006 Artist Contracts Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 106 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-007 Attendance Tracking 2 years 2 years Mag, Ppr 2 years, unless it is a preliminary draft; GC §34090 Community Services CS-008 Capital Improvement Projects (CIP - where Community Services is the Lead): Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 107 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-009 Capital Improvement Projects (CIP - where Community Services is the Lead): Permanent File / Scanned Records Specifications / RFP & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Community Services CS-010 Class Instructors Contracts Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-011 Client / Provider Agreements Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 108 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-012 Community & Arts Foundation AGENDA PACKETS & AGENDAS P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years The Foundation obtained operational independence as of June 2019; Original Staff Reports are filed in the project file; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Community Services CS-013 Community & Arts Foundation AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Tape (Mag) City preference; The Foundation obtained operational independence as of June 2019 State law only requires for 30 days; GC §54953.5(b) Community Services CS-014 Community & Arts Foundation MINUTES RESOLUTIONS & BYLAWS P P Yes Mag, Mfr, OD, Ppr S No The Foundation obtained operational independence as of June 2019; GC §34090 Lead Dept. & Finance CS-015 Credit Card Receipts 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 Community Services CS-016 Customer Relations / Member Database Indefinite Indefinite Mag, Ppr Data fields are inter-related; GC §34090 et seq. Lead Dept. & Finance CS-017 Deposits / Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 109 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-018 Donations When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 Community Services CS-019 Evaluations / Surveys (of programs) When No Longer Required When No Longer Required Mag, Ppr Content does not relate in a substantive way to the conduct of the public's business; GC §34090 Community Services CS-020 Event Service Agreements / ESS Contracts / Special Event Contacts / Professional Service Agreements (PSAs) Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-021 Facility Use Rental Contracts / Field Use Contracts / Facility Use Requests 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 Community Services CS-022 Fundraising Events 2 years 2 years Mag, Ppr GC §34090 Lead Dept. & Finance CS-023 Gift Shop Sale Receipts 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 Community Services CS-024 House Reports / Program Files / Event Files / Sponsored Vouchers / Coupons (Theatre) Includes Contract Billing When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 110 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-025 Lewis Family Playhouse Memberships Inactive + 5 years Inactive + 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090 Community Services CS-026 Park and Recreation Commission AGENDA PACKETS & AGENDAS P P Mag, Mfr, OD, Ppr S / I Yes: After 2 years Original Staff Reports are filed in the project file; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Community Services CS-027 Park and Recreation Commission AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Tape (Mag) City preference; State law only requires for 30 days; GC §54953.5(b) Community Services CS-028 Park and Recreation Commission MINUTES RESOLUTIONS & BYLAWS P P Yes Mag, Mfr, OD, Ppr S No GC §34090 Community Services CS-029 Performance Contracts Includes Insurance Certificates and Administration Records Completion 5 years Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: Upon Completio n Department preference; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Community Services CS-030 Photo Waivers 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 111 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-031 Recreation Database (Active Net)Indefinite Indefinite Mag Department Preference; data is interrelated; GC §34090 Community Services CS-032 Registration / Applications / Liability Forms / Release of Liability Forms / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years 2 years Yes: During Class or Program Mag, Ppr GC §34090 Community Services CS-033 Safety Inspections 2 years 2 years Yes: Before Event Mag, Ppr GC §34090 Community Services CS-034 Schedules / Hours When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Community Services CS-035 Scholarships 5 years 5 years Mag, Ppr Department Preference (meets auditing standards); GC §34090 Community Services CS-037 Senior Advisory Committee - All Records (Members are not Appointed by the City Council) 2 years 2 years Mag, Ppr GC §34090 Community Services CS-039 Sign-in / Sign-Out Sheets for classes and programs 2 years 2 years Mag, Ppr GC §34090 Community Services CS-040 Sports Advisory Committee - All Records (Member are not Appointed by the City Council) 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 112 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Services CS-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 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 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 113 Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CS-045 Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years 3 years Ppr Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Lead Dept.CS-046 Volunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive / Separation + 3 years Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113 Community Services CS-047 Waivers of Liability 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 114 Ver. 5.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION & TECHNOLOGY Page DOIT-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). DEPARTMENT OF INNOVATION & TECHNOLOGY Depart. of Innovation & Technology DOIT-001 Backups - DAILY When No Longer Required When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq. Depart. of Innovation & Technology DOIT-002 Backups - WEEKLY When No Longer Required When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Store off-site in commercial storage for disaster recovery; Considered a copy and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq. Depart. of Innovation & Technology DOIT-003 Network Configuration Maps & Plans 2 years 2 years Yes Mag.GC §34090 et seq. Depart. of Innovation & Technology DOIT-004 WORM / DVD-r / CD-r / Blue Ray- R or other UNALTERABLE MEDIA that does not permit additions, deletions, or changes P P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); GC 60200, 12168.7, EVC 1550, 2 CCR 22620 et seq.. RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 115 Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING, RDA, SUCCESSOR AGENCY Page ED-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY Economic Develop. / RDA / Successor Agency ED-001 Economic Development Projects, Programs, Subject & Issues (Issues and/or projects will vary over time) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC §34090 Economic Develop. / RDA / Successor Agency ED-002 Mobile Home Accords P P Mag, Ppr Department Preference; GC §34090 Economic Develop. / RDA / Successor Agency ED-003 Real Estate Appraisals 5 years 5 years Mag, Ppr Department preference, meets municipal auditing standards; GC §34090 City Clerk ED-004 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, etc. Copies - When No Longer Required Copies - When No Longer Required Yes (all)Mag, Mfr, OD, Ppr S No Finals are maintained by City Clerk; GC §34090 et seq. Economic Develop. / RDA / Successor Agency ED-005 Redevelopment Long Range Property Management Plans, Oversight Plans Completion + 10 years Completion + 10 years Mag, Ppr Department preference; GC §34090 Economic Develop. / RDA / Successor Agency ED-006 Redevelopment Plans P P Mag, Ppr Department Preference for Historical Purposes; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 116 Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING, RDA, SUCCESSOR AGENCY Page ED-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Economic Develop. / RDA / Successor Agency ED-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; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 117 Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, HOUSING, RDA, SUCCESSOR AGENCY Page ED-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Housing ED-011 Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc. WITHOUT a Recapture / Resale Restriction Deeds and Insurance are sent to City Clerk Loan Pay-off OR Forgiveness + 5 years Loan Pay-off OR Forgiveness + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD HUD requires 5 years after the agreement terminates; Consistent with Consolidated Plan Requirements; Required for 3-4 years from expenditure or performance report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Housing ED-012 Loan Applications / Potential Buyers Denied, Cancelled or Withdrawn (First Time Home Buyers, Life/Safety, Rehabilitation, HOME, etc.) 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 118 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ENGINEERING ADMINISTRATION (SEE CITY-WIDE) CAPITAL PROJECTS Engineering Services / Capital Projects ENG-001 Capital Improvement Projects (CIP): Maintenance Projects - Not Involving Professional Design Professional Services (All Records) Examples of Maintenance Projects: Painting, Pavement Overlays, Repairs, Ramps, Re- Roof, Sidewalk Repairs, Slurry Seals, etc. Upon Completion 5 years or After Funding Agency Audit, if required, whichever is longer Completion + 5 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Engineering Services / Capital Projects ENG-002 Capital Improvement Projects (CIP): Administration File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, Photos, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 119 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Capital Projects ENG-003 Capital Improvement Projects (CIP): Permanent File / Scanned Records Specifications & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Engineering Services / Capital Projects ENG-004 Construction Inspection Databases Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Engineering Services / Capital Projects ENG-005 Design & Construction Standards - Authored by the City P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 120 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Capital Projects ENG-006 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Capital Improvement Project "As-Built", Base Maps P P Yes (all) Mag, Mfr, OD, Ppr S No Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7 ENVIRONMENTAL PROGRAMS Engineering Services / Environment al Programs ENG-007 CCTV - Storm Drains 2 years 2 years Mag, Ppr Department preference (Preliminary drafts); GC §34090 Engineering Services / Environment al Programs ENG-008 Construction Diversion / Deposit, Reimbursement, etc.10 years 10 years Mag, Ppr Department preference; GC §34090 Engineering Services / Environment al Programs ENG-009 FOG (Fats, Oil & Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports 3 years 3 years Mag, Ppr Department preference; Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Engineering Services / Environment al Programs ENG-010 Household Hazardous Waste / Recycling/Disposal / Participant Logs 3 years 3 years Mag, Ppr 14 CCR 18813.4; 22 CCR 66262.40 et seq.; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 121 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Environment al Programs ENG-011 Sanitary Spills and Overflows (SSOs)5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR 122.41(j)(2); GC §34090 Engineering Services / Environment al Programs ENG-012 Solid Waste Reduction / Recycling / AB 939 Compliance / Tonnage Reports / SB 1383 Compliance (Organic Waste Collection and Recycling) 10 years 10 years Mag, Ppr Department preference; SB 1383 compliance is required for 5 years; Low-Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 et seq. Engineering Services / Environment al Programs ENG-013 Solid Waste Tonnage / AB 939 10 years 10 years Mag, Ppr Department preference; GC §34090 Engineering Services / Environment al Programs ENG-014 Stormwater Illicit Discharges 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after 2 years) Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Engineering Services / Environment al Programs ENG-015 Stormwater Monitoring / NPDES Monitoring and Inspection 5 years 5 years Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 122 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Environment al Programs ENG-016 Stormwater: Business Inspections 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Engineering Services / Environment al Programs ENG-017 Stormwater: NPDES Annual Reports 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44 Engineering Services / Environment al Programs ENG-018 Stormwater: NPDES Permits Expiration + 5 years Expiration + 5 years Yes: Until Expiration Mag, Ppr Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Engineering Services / Environment al Programs ENG-019 Stormwater: TMDL Plan (Total Maximum Daily Load) Plan 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 4§§122.21, 122.41, 122.44; GC §34090 Engineering Services / Environment al Programs ENG-020 Water Quality Management Plans (Commercial, Private Development) P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 123 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). GENERAL ENGINEERING Engineering Services / General Engineering ENG-021 Aerial Maps (Analog / Historical)P P Mag, Mfr, OD, Ppr S / I No Department Preference; GC §34090 Engineering Services / General Engineering ENG-022 Benchmarks P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-023 Correspondence - Regulatory Agencies Not Related to a CIP (State & Federal Agencies, EPA, Health Department, etc.) Minimum 2 years Minimum 2 years Yes: While Active Issues Mag, Mfr, OD, Ppr S Yes: After QC Department preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090 Engineering Services / General Engineering ENG-024 Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) Includes Insurance Certificates Final / Completion + 2 years Final / Completion + 2 years Yes: Until Completion Mag, Ppr GC § 34090 Engineering Services / General Engineering ENG-025 Encroachments - Permanent (Permanent structures in the City's Right of Way) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-026 Engineering Permits Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 124 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / General Engineering ENG-027 Engineering Studies / Surveys - Preliminary Studies / Project Assessments P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-028 Geotechnical and Soil Reports; Hydrology Reports (Authored on behalf of the City) P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-029 Grading Plans, Grading Plans & Grading Certificates P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Engineering Services / General Engineering ENG-030 Lighting and Landscape Districts - Formation and Boundaries P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Engineering Services / General Engineering ENG-031 Master Plans: Bikeway, Park, Pavement, Sewer, Traffic, Transportation, Water Master Plan, etc. P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Drafts should be destroyed; GC §34090 City Clerk ENG-032 Public Works Subcommittee Copies - When No Longer Required Copies - When No Longer Required Mag Ppr GC §34090.7 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 125 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk ENG-033 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of Completion, Recorded Agreements / Contracts, Certificate of Compliance, etc. Send all originals to City Clerk, even if they are e-recorded. Copies - When No Longer Required P P Yes (all) Mag, Mfr, OD, Ppr S No Even if documents are e- recorded, send all finals to the City Clerk; GC §34090 et seq. LAND DEVELOPMENT AND TRANSPORTATION Building ENG-034 Plan Checks for Building Permits 2 years 2 years Mag, Ppr GC §34090 et seq. Engineering Services / Land Dev. & Transportatio n ENG-035 Private Land Development Projects / Job Files: Administration File Construction Inspections, Correspondence, Photos, Private Lab Verifications, Testing Lab Final Reports, etc. Examples of Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs, TSMs Upon Completion 10 years Completion + 10 years Yes: Until Completed Mag, Ppr Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 126 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Land Dev. & Transportatio n ENG-036 Private Land Development Projects / Job Files: Permanent Files Drainage, Driveway, Grading Plans, Rights of Way, Soil Reports, Stormwater, etc. Dedications, Easements, Abandonments (City Clerk is OFR) Examples of Development Projects: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Subdivisions, Tract Maps, Tracts,. TPMs, TSMs Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Police ENG-037 Traffic Collision Reports Copies - When No Longer Required Copies - When No Longer Required Mag Ppr copies; GC §34090.7 Engineering Services / Land Dev. & Transportatio n ENG-038 Traffic Congestion Management Plans / Transportation Plans 10 years 10 years Mag Ppr Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 127 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / Land Dev. & Transportatio n ENG-039 Traffic Counts 10 years 10 years Mag Ppr Department preference; GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-040 Traffic Investigation Reports 5 years 5 years Mag Ppr GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-041 Self-Haul Permits 2 years 2 years Mag Ppr GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-042 Traffic Speed Surveys 10 years 10 years Mag Ppr Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 Engineering Services / Land Dev. & Transportatio n ENG-043 Transportation Studies / Traffic Studies / Warrants: Signals, Stop Signs, Crossing Guards, etc. P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES Engineering Services / RCMU RCMU-001 Applications for Service 2 years 2 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 128 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.RCMU-002 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Engineering Services / RCMU RCMU-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090 Engineering Services / RCMU RCMU-004 Bulk Power Log Sheets / Purchasing / Suppliers (Evaluations, Financial Data. Reports or Studies) 10 years 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU RCMU-005 Capital Improvement Projects (CIP - RCMU): Administration File / NOT Scanned (Electricity, Fiber or Street Lights Only) Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs & Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. Upon Completion 10 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 129 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / RCMU RCMU-006 Capital Improvement Projects (CIP - RCMU): Permanent File / Scanned Records (Electricity, Fiber or Street Lights Only Specifications / RFP & Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies & Reports, Operations & Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Engineering Services / RCMU RCMU-007 Customer Information Service (CIS) Database Indefinite Indefinite Mag Data is interrelated; GC §34090 Engineering Services / RCMU RCMU-008 Department of Energy (DOE) & Federal Energy Regulatory Commission (FERC) Licenses and Regulatory Correspondence P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU RCMU-009 Department of Energy (DOE) & Federal Energy Regulatory Commission (FERC) Reports P P Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 130 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-13 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk RCMU-010 Easements Copies - When No Longer Required Copies - When No Longer Required Mag, Mfr, OD, Ppr S Yes: After QC (copies); GC §34090.7 Engineering Services / RCMU RCMU-011 Electricity Drawings / As-Builts / Record Drawings P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (Engineering has originals); GC §34090.7 Engineering Services / RCMU RCMU-012 Equipment Records (Manuals, Tests, Inspections, Studies, Reports) Disposal of Equipment + 2 years Disposal of Equipment + 2 years Mag, Ppr Department Preference; CCP §337 et. Seq., GC §34090 Engineering Services / RCMU RCMU-013 Facility Histories / Infrastructure Design P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Lead Dept.RCMU-014 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090 Lead Dept.RCMU-015 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Engineering Services / RCMU RCMU-016 Joint Pole Agreements, History, Maintenance (Card Files) P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU RCMU-017 Joint Pole Invoices / Accounts Receivable 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference (meets municipal government auditing requirements); GC §34090 Engineering Services / RCMU RCMU-018 Load Records 10 years 10 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 131 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-14 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / RCMU RCMU-019 Payments / Credit Card Receipts - RCMU 5 years 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090 Engineering Services / RCMU RCMU-020 Power Operations Reports / Outage Reports 10 years 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU RCMU-021 Power Outage Report Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 Engineering Services / RCMU RCMU-022 Power Trading / Power Scheduling (Check Out Worksheets) Completion + 3 years 2 years Completion + 5 years Mag, Ppr Department Preference (auditing standards are 5 years); GC §34090 Engineering Services / RCMU RCMU-023 Power Trading / Power Scheduling (Confirmations, Invoices) 3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU RCMU-024 Power Trading / Power Scheduling (Pathing Sheets)3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-025 Regulatory Agency Audits: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-026 Regulatory Agency Compliance Reports & Confirmations: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 132 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-15 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Engineering Services / RCMU & Gas RCMU-027 Regulatory Agency Correspondence: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc.. When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Mag, Ppr Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-028 Regulatory Agency Inspections: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU & Gas RCMU-029 Regulatory Agency Licenses: CEC,CFTC, CPUC, EPA, FERC, NERC, NPDES, WECC, etc. P P Mag, Mfr, OD, Ppr S / I Yes (after QC) Department Preference; GC §34090 Engineering Services / RCMU RCMU-030 SCADA Database (Electricity) (Supervisory Control and Data Acquisition) Indefinite Indefinite Yes Mag Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7 Engineering Services / RCMU RCMU-031 SCADA Printouts / Reports / Log Books When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts - if not drafts, then 2 years; GC §34090 Engineering Services / RCMU RCMU-032 Solar Power Production Operating Data Logs / Diaries 10 years 10 years Mag, Ppr Department Preference; GC §34090 Lead Dept.RCMU-033 Underground Service Alerts (USA's) 3 years 3 years Mag, Ppr Department Preference (required for 3 years); GC §§4216.2(d) & 4216.3(d), 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 133 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-16 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work RCMU-034 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work RCMU-035 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work RCMU-036 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 134 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ACCOUNTING AND FINANCIAL REPORTING Finance / Accounting & Financial Reporting FIN-001 1099's / 1096's 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Finance / Accounting & Financial Reporting FIN-002 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 2 years 5 years 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After 1 year May contain Fire District independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §§60201(d)(12), 34090 Finance / Accounting & Financial Reporting FIN-003 Accounts Receivable - Miscellaneous - Damage to Public Property, Invoices to Outside Entities, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Accounting & Financial Reporting FIN-004.1 Audits - Annual Financial Reports 2 years P P Mag, Ppr Department Preference GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 135 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-005 Audits - Single Audits, Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc. 2 years 3 years after Audit 5 years after Audit Mag, Ppr Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Accounting & Financial Reporting FIN-006 Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 Finance / Accounting & Financial Reporting FIN-007 Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure Reports See Bank Statements for statement retention. Fully Defeased + 10 years Fully Defeased + 10 years Yes: Until Maturity Mag, Ppr Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. Finance / Accounting & Financial Reporting FIN-007.1 Budget Appropriation Transfer Requests 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-008 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 2 years 2 years 7 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 136 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-009 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-010 Checks / Warrants (Cashed)3 years 4 years 7 years Mag, Mfr, OD, Ppr S Yes: After QC May contain Fire District independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §§ 34090, 60201(d)(12) Finance / Accounting & Financial Reporting FIN-011 Collections / Collection Agency Case Files & Statements / Delinquent Accounts 7 years 7 years Mag, Ppr Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq. Finance / Accounting & Financial Reporting FIN-012 DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years 2 years 7 years Mag, Ppr Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Accounting & Financial Reporting FIN-013 Deferred Compensation (City Statements)2 years 5 years 7 years Mag, Ppr Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 137 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-014 Escheat (Unclaimed money / uncashed checks)5 years 5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance / Accounting & Financial Reporting FIN-015 FEMA Reimbursement / OES Reimbursements 1 year 9 years 10 years Mag, Ppr Department Preference; GC §34090 Finance / Accounting & Financial Reporting FIN-016 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Accounting & Financial Reporting FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Finance / Accounting & Financial Reporting FIN-018 Journal Entries / Journal Vouchers 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §§60201(d)(12), 34090, 26 CFR 31.6001-1 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 138 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-019 Payroll File (By Employee Name) Includes W-4, other payroll forms Separation + 2 years 5 years Separation + 7 years Mag, Ppr Department preference; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-020 Payroll Reports - Annual Detail P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for SBCERA Buy-backs; GC §34090 Finance / Accounting & Financial Reporting FIN-021 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; May contain independent contractor's compensation, expense reimbursement, or District credit card records; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-022 Reports, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required When No Longer Required Mag, Ppr Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 139 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-023 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance / Accounting & Financial Reporting FIN-025 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 2 years 5 years 7 years Mag, Mfr, OD, Ppr S Yes: After 2 years Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 Finance / Accounting & Financial Reporting FIN-025.1 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Sale or Disposal Mag, Ppr Department Preference; GC §34090 Finance / Accounting & Financial Reporting FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; Published articles show 3 - 7 years; GC §60201(d)(12); GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 140 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Accounting & Financial Reporting FIN-027 W-9s Vendor Inactive + 3 years Minimum 5 years Vendor Inactive + 3 years Minimum 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets IRS auditing standards; Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 BUDGET MANAGEMENT Finance / Budget Manage. FIN-028 Budgets - Preliminary, Proposed, Backup Documents (The Final Budget is maintained by the City Clerk) When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 141 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUSINESS LICENSE & REVENUE Finance / Business License & Revenue FIN-029 Business License & Permit Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Business License & Revenue FIN-030 Business License & Permit Applications and Changes P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Used by Planning for Zoning Clearances); GC §34090 et seq. Finance / Business License & Revenue FIN-031 Business License & Permit Renewals 5 years 5 years Mag, Ppr Department preference (meets municipal government auditing requirements); GC §34090 et seq. SPECIAL DISTRICTS Finance / Special Districts FIN-032 Assessment Rolls / Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) 5 years 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq. Finance / Special Districts FIN-033 Community Parks and Landscape Citizens’ Oversight Committee (Landscape Maintenance Districts / Special Districts) AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag, OD Department preference; Formerly Planned Communities Citizens' Oversight Committee; State law only requires for 30 days; GC §54953.5(b) RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 142 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Special Districts FIN-034 Community Parks and Landscape Citizens’ Oversight Committee (Landscape Maintenance Districts / Special Districts) MINUTES P P Yes Mag, Mfr, OD, Ppr S No Formerly Planned Communities Citizens' Oversight Committee; Send originals to the City Clerk; GC §34090.7 Finance / Special Districts FIN-035 Community Parks and Landscape Citizens’ Oversight Committee and Landscape Maintenance Districts Citizens' Oversight Committee AGENDAS & AGENDA Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Formerly Planned Communities Citizens' Oversight Committee; Original Staff Reports are filed in the project file; GC §34090 TREASURY MANAGEMENT Finance / Treasury Manage. FIN-036 Bankruptcies - NOT pursued When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Finance / Treasury Manage. FIN-037 Bankruptcies - Where a claim is filed 10 years 10 years Mag, Ppr Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Finance / Treasury Manage. FIN-038 Investment Reports & Backup / Treasury Reports 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 143 Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Treasury Manage. FIN-039 Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years 5 years Yes: Until Paid Mag, Ppr Department Preference; Meets auditing standards; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 144 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). FIRE ADMINISTRATION Human Resources FR-001 Career File: Equipment Assignments (Turnouts, etc.) Shred Upon Separation or Transfer Shred Upon Separation or Transfer Mag, Ppr City / District Preference (copies); GC § 60200 Finance FR-002 Billings - Fire Alarm Permits, Fire Inspections, Fire Permits Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Finance keeps originals; GC § §60201 60201 City Clerk FR-003 Fire District Board Agendas, Audio or Video Recordings, Minutes, Resolutions, Notices Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr City Clerk keeps originals; GC § §60201 60201 Fire / Admin.FR-004 ISO Insurance Ratings 15 years 15 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (rated every 10 years); GC §60201 Fire / Admin.FR-005 Monthly Statistical Reports / Run Statistics When No Longer Required When No Longer Required Mag, Ppr Considered a preliminary draft / copy (the Fire database is the original); GC §60201 et seq. City Clerk FR-006 Mutual Aid Agreements, Joint Power Authorities Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Originals Maintained by City Clerk or County Clerk of the Board Permanently; GC §60201.7 Fire / Admin.FR-007 Programs and Projects (e.g. Explorer, CPR Program, Fire Service Day, etc.) Minimum 2 years Minimum 2 years Mag, Ppr Department Preference; GC § 60201 et seq. Fire / Admin.FR-008 Requests for Fire Incident Reports and Fire Investigation Reports 2 years 2 years Mag, Ppr GC §60201 Fire / Admin.FR-009 Ride-A-Long Waivers 2 years 2 years Mag, Ppr GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 145 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Admin.FR-010 Standard Operating Procedures / Policy & Procedure Manual Superseded + 2 years Superseded + 2 years Mag, Ppr Statewide guidelines propose superseded + 2 or 5 years; GC §60201 Fire / Admin.FR-011 Subpoenas (Personal Appearance - Fire Personnel)2 years 2 years Mag, Ppr GC §60201 Fire / Admin.FR-012 Telestaff Database Indefinite Indefinite Yes Mag, Ppr Data is interrelated; GC §60201 et seq. Fire / Admin.FR-013 Training Course Records / EMS Continuing Education Training (Attendance Rosters, Outlines and Materials) 5 years Indefinite Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 60201, 53235.2(b), 53237.2(b) Fire / Admin.FR-014 Training Database / Log (Target Solutions)Indefinite Indefinite Mag, Ppr Data is interrelated; GC §60201 et seq. Fire / Admin.FR-015 Underground Storage Tanks - ALL - City or Privately owned) Location, Soil Remediation, Monitoring Well Records 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §60201 et. seq. COMMUNITY AFFAIRS RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 146 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Affairs FR-016 Community Outreach When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Community Affairs FR-017 Public Information / Education (when produced internally) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Lead Dept.FR-018 Volunteer Applications & Agreements - Unsuccessful 3 years 3 years Ppr Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201 Lead Dept.FR-019 Volunteer Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive / Separation + 3 years Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 60201; 29 USC 1113 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 147 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Affairs FR-020 Volunteer Historical Lists / Extractions from Volunteer Database Minimum 10 years Minimum 10 years Mag, Ppr Department Preference; GC §60201 COMMUNITY RISK Fire / Community Risk FR-021 Fire Construction Documents (Submittals, Approved Plans, Drawings, Applications, Alternate Means & Methods, and Similar Documents Necessary for Ongoing Fire Code Compliance Not Less Than 180 days from the date of completion of the permitted work Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD CFC §105.4 et seq. , 104.6 et seq.; H&S §19850 Fire / Fire Marshal & Fire Prevention FR-022 Fire Inspections - Business Inspection Files / Occupancy Inspections (Approvals, Inspections, Fires, Modification / Alternative Methods or Materials) Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for the Life of the Structure or Activity, or Minimum 5 years CFC §§ 104.6 – 104.6.4 Fire / Fire Marshal & Fire Prevention FR-023 Fire Inspections - Citations / Notice of Violations When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 60201 et seq. Fire / Community Risk FR-024 Approved Fire Suppression, Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans. P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.6 et seq.; GC §§60200, H&S §19850 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 148 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Community Risk FR-025 Juvenile Fire Setter Program 15 years 15 years Mag, Ppr Department Preference; GC §60201 et seq. Building FR-026 New Construction Plan Review Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Building keeps originals; GC §§34090.7, 60201 Fire / Community Risk FR-027 Public Information / Education (when produced internally) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Community Risk FR-028 Weed Abatement / Vegetation Abatement / Brush Clearance When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 EMERGENCY MANAGEMENT Fire / Emergency Manage. FR-029 Community & Business Emergency Response Training When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 Fire / Emergency Manage. FR-030 Emergency Management Programs (Ready RC, Mitigation, Preparedness, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department Preference; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 149 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Manage. FR-031 Emergency Response & Recovery / FEMA / OES Reimbursement Claims / Strike Team Reimbursements 10 years 10 years Yes (all) Mag, Mfr, OD, Ppr S/I No Department Preference; GC §60201 Fire / Emergency Manage. FR-032 EOC Activations, After Incident Reports When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes (all) Mag, Mfr, OD, Ppr S/I No Department Preference; GC §60201 EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES Fire / EMS FR-033 Controlled Substance Logs, Inventories / Medic Monthly Inventory Logs 3 years 3 years Yes Mag, Ppr Department Preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04 Fire / EMS FR-034 Emergency Medical PCR Database Indefinite Indefinite Yes Mag Data is interrelated; GC §60201, 60201 et seq. Fire / EMS FR-035 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance Final Disposition + 3 years Final Disposition + 3 years Mag, Ppr Statute of Limitations for health providers is 3 years; CCP §340.5, 13 CCR 1100.7, UFC §104.3.2, §104.3.4, GC §60201 et seq. Fire / EMS FR-036 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) Superseded + 6 years Superseded + 6 years Mag, Mfr, OD, Ppr S Yes: After 1 year 24 CFR 164.530(j) RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 150 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / EMS FR-037 Paramedic Continuing Education Rosters and Certificates Separation + 4 years Separation + 4 years Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference; Paramedic Continuing Education is required for 4 years by DPH; 8 CCR §3204(d)(1) et seq., 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 60201 Fire / EMS FR-038 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: ADULTS (Includes e-PCR Database / Electronic Patient Care Report Database) 7 years 7 years Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 151 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / EMS FR-039 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent Form with Assignment of Benefits: JUVENILES (Includes e-PCR Database / Electronic Patient Care Report Database) Age of Majority, Minimum 7 years, whichever is longer Age of Majority, Minimum 7 years, whichever is longer Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Statute of Limitations for health providers is 3 years; CCP §340.5, GC §60201; H&S §§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 EMERGENCY RESPONSE / FIRE MARSHAL Fire / Emergency Response / Fire Marshal FR-040 Alarm Installation Waiver Forms: Smoke and Carbon Monoxide P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CFC §§ 104.6 – 104.6.4; GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-041 Fire Incident RMS Database Indefinite Indefinite Yes Mag, Ppr Data is interrelated; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 152 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-042 Fire Investigations - Arson & Capital Crimes Only P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Capital Crimes have no statute of limitations); GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-043 Fire Investigations - OTHER Than Arson & Capital Crimes When No Longer Required - Minimum 5 years When No Longer Required - Minimum 5 years Mag, Ppr Department preference; GC §60201 et seq. Fire / Emergency Response / Fire Marshal FR-044 Approved Fire Suppression , Fire Sprinkler, Fire Alarm, Private Fire Underground, and High-Piled Combustible Storage Plans P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Building keeps original); CFC 104.6 et seq.; GC §§60200, H&S §19850 Fire / Emergency Response / Fire Marshal FR-045 Fireflow Testing (CVWD does testing) Life of the Structure Life of the Structure or Activity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Fire / Emergency Response / Fire Marshal FR-046 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Fire / Emergency Response / Fire Marshal FR-047 Response Planning When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 153 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Emergency Response / Fire Marshal FR-048 Special Event Permits / Fire Code Permits / Operating Permits / Explosives Permits / Fireworks Permits / Burn Permits (assembly permits, candle permits, tent permits, open flame, etc.) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Yes: Before Event Mag, Ppr Department preference; GC §60201 CFC §§ 104.6 – 104.6.4 STATION OPERATIONS / SUPPRESSION Lead Dept.FR-049 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §60201 Fire / Ops FR-050 Daily Evaluations / Rookie Tests 2 years 2 years Mag, Mfr, OD, Ppr S Yes: When Inactive GC §60201 Fire / Ops FR-051 Daily Vehicle Inspections / Daily Equipment Checks / Safety Equipment Inspections When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Ppr GC §60201 Fire / Ops FR-052 Fire Vehicle, Apparatus, & Equipment History Files, Ladders, etc. Certifications, Maintenance, Registrations, Safety Certifications, etc. Disposal of Vehicle, Apparatus, or Equipment + 2 years Disposal of Vehicle, Apparatus, or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §60201 Lead Dept.FR-053 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §60201 Lead Dept.FR-054 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 154 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11 Office of Record Records Series #Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement). Fire / Ops FR-055 Pre-plan Sheets When Superseded When Superseded Yes: Before Event Mag, Ppr Preliminary drafts; GC §60201 et seq. Fire / Ops FR-056 Station Log Books / Red Books / Log Books Minimum 2 years Minimum 2 years Yes: Before Event Mag, Ppr Department preference; GC §60201 et seq. RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 155 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Human Resources HR-001 Benefit Plan Documents (CalPERS, Optical, Dental, etc.) Duration of the Contract and/or disposition of any enforcement action + 2 years Duration of the Contract and/or disposition of any enforcement action + 2 years Yes: For Duration of Contract Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 2 years after action; 29 CFR 1627.3(b); 29 USC 1027; GC §§12946, 12960, 34090, 60201 Human Resources HR-002 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3 years Minimum 3 years Mag, Ppr Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090, 60201 Human Resources HR-003 Compensation Surveys & Studies Minimum 3 years Minimum 3 years Mag, Ppr Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 156 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-027 COVID-19 Notifications to Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Human Resources HR-004 Department of Fair Employment & Housing (DFEH or EEOC) Claims/ Harassment Claims Final Disposition + 3 years Final Disposition + 3 years Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 7287.0; 2 CCR 11013 GC §§12946, 12960, 34090, 60201 Human Resources HR-005 DMV Pull Notices 2 years After Superseded, or Upon Separation 2 years After Superseded, or Upon Separation Mag, Ppr Department Preference; GC §§34090, 60201 et seq. Human Resources HR-006 Drug & Alcohol Test Results (All - Positives and Negatives)6 years 6 years Mag Ppr Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090, 60201; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 157 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-006.1 EEO-4 Reports 3 years 3 years Mag, Ppr 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090, 60201 Human Resources HR-007 Employee Investigations Minimum Final Disposition + 3 years Minimum Final Disposition + 3 years Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 7287.0; GC §§12946, 12960, 34090, 60201 Human Resources HR-008 Ethics Training Certificates / Harassment Prevention Training Certificates 5 years 5 years Mag, Ppr GC §§53235.2(b), 53237.2(b), 34090, 60201 Human Resources HR-009 I-9s Separation + 3 years Separation + 3 years Mag Ppr Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 - 3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 158 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-010 Job Descriptions / Classification Specifications Minimum Superseded + 6 years Minimum Superseded + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090, 60201 Human Resources HR-011 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 5 years Minimum 5 years Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 159 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-012 Personnel Files - Background Files (Fire, Executives, Information Technology) Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 Human Resources HR-013 Personnel Files - Benefit File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 160 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-014 Personnel Files - Employee File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 Human Resources HR-015 Personnel Files - Medical File (all employees) Pre-employment Medical Clearances, ADA Accommodations, Respirator Fit Tests, etc. Separation + 6 years Whichever is Longer: 24 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + 1 year Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 161 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-016 Personnel Files - Training File Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), etc. Separation + 3 years 3 years Separation + 6 years Mag, Ppr Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, 60201; 29 USC 1113 Human Resources HR-027 Recruitment Database (NeoGov)5 years 5 years Mag, Ppr Department preference; Per NeoGov Policy; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 11013(c); GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 162 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-017 Recruitment and Testing File (Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Hiring Decision + 4 3 years Hiring Decision + 4 3 years Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 7287.0(c)(2), GC §§12946, 12960, 34090, 60201 Human Resources HR-018 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) 2 years 2 years Mag, Ppr 2 years, unless it is a preliminary draft; GC §§34090, 60201 et seq. RISK MANAGEMENT Risk Manag.HR-019 Accident / Incident Reports / Injury Reports (Potential Claims - medical and non- medical that do not result in a claim.) 2 years 2 years Mag, Ppr Department preference; CCP §340.5, GC §§34090, 60201 et seq. Risk Manag.HR-020 Claim Runs 5 years 5 years Ppr Department Preference; GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 163 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Risk Manag.HR-021 Claims (Includes Litigated Claims)Resolution 5 years Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After Settled Claim must be filed within 6 months, lawsuit within 2 years; complaints against peace officers within 5 years; Statute of Limitations for contracts is 4 years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6, 60201 Risk Manag.HR-022 Insurance Polices (City-owned policies)P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§34090, 60201 et seq. Risk Manag.HR-023 OSHA Logs - 200, 300, 301, 301A, OSHA Inspections or Citations 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33, 8 CCR §3203(b)(1), GC §34090; LC §6429c Risk Manag.HR-024 Subpoenas / Summons 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §§34090, 60201 et seq. Human Resources HR-025 Workers Compensation Claim Runs / Monthly Reports 5 years 5 years Mag Ppr Meets auditing standards; GC §§34090, 60201 et seq. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 164 Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-026 Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation + 10 years Whichever is Longer: 20 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 60201 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 165 Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). LIBRARY Library LIB-001 Board of Library Trustees AGENDA PACKETS & AGENDAS P P Yes Mag, Mfr, OD, Ppr S Yes: After 10 years Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Library LIB-002 Board of Library Trustees AUDIO RECORDINGS of Meetings / Audio Tapes 2 years 2 years Mag City Clerk maintains these Permanently; GC §34090.7 Library LIB-003 Board of Library Trustees MINUTES P P Yes Mag, Mfr, OD, Ppr S Yes: After 10 years GC §34090 Lead Dept. & Finance LIB-004 Cash Receipts Report / Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090 Library LIB-005 Complaints and Compliments 2 years 2 years Mag, Ppr GC §34090 Library LIB-006 Flyers for Library Programs When No Longer Required When No Longer Required Ppr Preliminary Drafts; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 166 Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Library LIB-007 Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Literacy Services); CLSA (California Library Services Act) and PLF (Public Library Foundation) ONLY. For all others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Finance 2 years Final Expenditure + 3 years Final Expenditure + 5 years Mag, Ppr Per California State Library Records Management Program Requirements (April 27, 1998); GC §34090 Library LIB-008 Library Card Applications When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S Yes: When Inactive Department preference (the database is the original record); GC §34090 Library LIB-009 Library Systems: ILS Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 Library LIB-010 Library Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Waiting 2 years 2 years Ppr GC §34090 Library LIB-011 Library Volunteer / Unpaid Intern Logs (Hours)2 years 2 years Ppr GC §34090 Library LIB-012 Library Volunteers / Unpaid Intern Applications & Agreements - Successful Inactive / Separation + 3 years Inactive / Separation + 3 years Ppr Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 and 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 167 Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Library LIB-013 Passport Transmittals 2 years 2 years Mag, Ppr GC §34090 Library LIB-014 Problem Patron File Minimum 2 years Minimum 2 years Mag, Ppr Department preference; GC §§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 168 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PLANNING Planning PL-002 Alcohol Beverage Control License Applications (ABC Applications) When No Longer Required When No Longer Required Mag, Ppr (Non-Records) Planning PL-003 Annexations / Boundaries / Consolidations / LAFCO 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Planning PL-006 Design Review Committee (Subcommittee of Planning Commission) AGENDAS, AGENDA PACKETS, MINUTES Minimum 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Planning PL-031 Entertainment Permits / Massage Business Permits Expiration + 2 years Expiration + 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 169 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-033 Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA / NEPA Correspondence submitted to, or transferred from the agency, and all internal agency communications, including staff notes related to a CEQA action Project Approval or Denial + 180 days Project Approval or Denial + 180 days Mag, Ppr Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (D076605, D076924, D076993) (4th Dist. 2020); PRC 21167,6; GC §34090 Planning PL-009 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundaries, Non- Development Projects 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Planning PL-010 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Outside City boundaries When No Longer Required When No Longer Required Ppr Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 170 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-011 General Plan, Elements and Amendments 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk Maintains all Agenda Packets Permanently; GC §34090.7 Planning PL-012 Historic Preservation Survey, Evaluations and Designations 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-024 Historic Property Files 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-025 Large Family Day Care Permits Expiration + 2 years Expiration + 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-013 Master Plans, Specific Plans, Land Use Plans, etc.1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning PL-014 Materials Boards When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Planning PL-026 Mills Act Contracts 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-015 Planning and Historic Preservation Commission AGENDAS & AGENDA PACKETS 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 171 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-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 GC §34090 Planning PL-001 Planning Director Approvals 1 year P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Planning PL-018 Planning Project Log of Applications, Database Indefinite Indefinite Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Planning PL-019 Planning Project Files - Approved Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Examples: Conditional Use Permits (CUPs), Design Review, Parcel Maps, Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. Project Approved / Final Decision, or 1 year if Not Approved / No Final Decision P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 172 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-027 Preliminary Review / Courtesy Review - PLANS, PROPOSALS, other Documents belonging to Applicant When No Longer Required When No Longer Required Mag, Ppr Applicant's proposals / plans can be destroyed When No Longer Required, as no application has been submitted, and they are not City records; GC §34090 Planning PL-020 Preliminary Review / Courtesy Review - APPLICATIONS, other City Records 2 years 2 years Mag, Ppr Applicant's proposals / plans can be destroyed When No Longer Required, as no application has been submitted, and they are not City records; GC §34090 Planning PL-028 Sign Permits Life of Sign, Minimum 2 years Life of Sign, Minimum 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-022 Special Studies Minimum 2 years Minimum 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Planning PL-029 Street Name Assignments and Changes 1 year P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 Planning PL-021 Temporary Permits / Special Event Permits / Temporary Entitlements (Approved & Unapproved): Christmas Tree Lots, Pumpkin Lots, Banner Permits, Tree Removal Permits, etc. Minimum 2 years Minimum 2 years Yes: During Event Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC§§34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 173 Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning PL-030 Trails Committee (Subcommittee of Planning Commission) AGENDAS, & AGENDA PACKETS, MINUTES Minimum 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Original Staff Reports are filed in the project file; GC §34090 Planning PL-024 Zoning Maps (Historically Significant)1 year P P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; GC §34090.7 Planning PL-025 Zoning Ordinance Amendments, Reclassifications / Zone Change 1 year P P Yes Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference (copies); GC §34090.7 Planning PL-023 Zoning Verification Letters 1 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 174 Ver. 4.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PROCUREMENT Procure- ment PUR-001 Procurement Database (Planet Bids)Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Procure- ment PUR-002 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Procure- ment PUR-003 Request for Proposals 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 Procure- ment PUR-004 Surplused Equipment / Disposal 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Procure- ment PUR-005 Unsuccessful Bids / Evaluations 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021 Page 175 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC WORKS / MAINTENANCE / FACILITIES Lead Dept.PW-001 AQMD Permits (Generators, etc.)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works / Maint. / Facilities PW-002 Facility Inspections 2 years 2 years Mag, Ppr GC §34090 Lead Dept.PW-003 Generator Operation Logs & Inspections - Fixed / Stationary Generators 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090 Lead Dept.PW-004 Generator Operation Logs & Inspections - Portable / Emergency Generators 5 years 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept.PW-005 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq. Division Providing Service / Work PW-006 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-007 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 176 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work PW-008 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 MAINTENANCE / PARKS & LANDSCAPE Public Works / Maint. / Parks & Landscape PW-009 Arbor Day / Tree City USA, etc.2 years 2 years Mag, Ppr GC §34090 Lead Dept.PW-010 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq. Public Works / Maint. / Parks & Landscape PW-011 Park Safety Checklist 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. / Parks & Landscape PW-012 Pesticide Use Permits & Applications 2 years 2 years Mag, Ppr Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40 CFR 171.11 et seq. RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 177 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Maint. / Parks & Landscape PW-013 Playground Inspections 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. / Parks & Landscape PW-014 Sidewalk Complaints - Parks 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. / Parks & Landscape PW-015 Tree Inventory Indefinite Indefinite Mag Data is interrelated; GC §34090 Public Works / Maint. / Parks & Landscape PW-016 Tree Maintenance Work Orders 30 years 30 years Mag, Ppr Department preference; GC §34090 Division Providing Service / Work PW-017 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-018 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 178 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work PW-019 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342; GC §34090 MAINTENANCE / STREETS & FLEET Public Works / Maint. / Streets & Fleets PW-020 Aboveground Diesel Storage Tanks (Agency Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs 20 years 20 years Mag, Ppr Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §60201 Lead Dept.PW-021 AQMD Permits (Fuel Usage)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works / Maint. / Streets & Fleets PW-022 Hazardous Waste Manifests / Certificates of Disposal 5 years P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 179 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.PW-023 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Life of Facility or Equipment Mag, Ppr Department Preference; GC §34090 et. seq. Lead Dept.PW-024 Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 2 years Ppr GC §34090; 13 CCR 1234(c) Public Works / Maint. / Streets & Fleets PW-025 Sidewalk Complaints - Right of Way 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works / Maint. / Streets & Fleets PW-026 Sidewalk Inspection Database Indefinite Indefinite Mag Data is interrelated; GC §34090 Public Works / Maint. / Streets & Fleets PW-027 Stormwater: Operation & Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Treatment Measures and Trash Cleaning) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 4§§122.21, 122.41, 122.44; GC §34090 Lead Dept.PW-028 Underground Service Alerts (USA's) / Dig Alerts 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d), 34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 180 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Maint. / Streets & Fleets PW-029 Underground Storage Tanks (City- Owned - Removed) Location, Soil Remediation 10 years P P Mag, Mfr, OD, Ppr S Yes: After 1 year Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq. Public Works / Maint. / Streets & Fleets PW-030 Used Oil Disposal 3 years 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Public Works / Maint. / Streets & Fleets PW-031 Vehicle & Equipment History Files AQMD Certifications, Maintenance, Registrations, Safety Certifications, etc. Disposal of Vehicle or Equipment + 2 years Disposal of Vehicle or Equipment + 2 years Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 Division Providing Service / Work PW-032 Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Indefinite Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-033 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts) When No Longer Required When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 181 Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Records Center) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work PW-034 Work Orders / Service Requests - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 SAFETY / ADMINISTRATION Public Works / Safety Admin. PW-035 Employee Training File (Training Certificates) Separation + 3 years Separation + 3 years Mag, Ppr Department preference; GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021 Page 182 DATE:March 2, 2022 TO:President and Members of the Board of Directors FROM:John R. Gillison, City Manager INITIATED BY:Mike McCliman, Fire Chief Augie Barreda, Deputy Fire Chief Michelle Cowles, Management Analyst II SUBJECT:Consideration to Enter into an Agreement for the Temporary Transfer of Vehicular Equipment, Type VI Wildland Fire Engine, with the State of California Office of Emergency Services and Approval of (RESOLUTION NO. FD 2022-005) (FIRE) RECOMMENDATION: Staff recommends authorization to enter into an Agreement for Temporary Transfer of Vehicular Equipment, 2020 Ford (HME) Type VI Wildland Fire Engine, with the State of California Office of Emergency Services (Cal OES) and approval of Resolution No. FD 2022-005. BACKGROUND: During the past 20 years, California has experienced an increasing number of devastating wildland/urban interface fire disasters, beyond any previously experienced in this State’s history. Rancho Cucamonga and the surrounding areas were greatly affected during October of 2003 by what was known as the Grand Prix Fire. As a result of these disasters, the State of California established a Governor’s Blue Ribbon Fire Commission to examine the issues associated with each fire siege and to offer federal, state, and local leaders a series of recommendations to minimize this type of tragedy from taking place again. One of the major findings of the commission was a recommendation to increase the number of State-owned fire engines temporarily transferred to local fire agencies. In 2013, Cal OES notified fire departments of an enhancement to the State’s Master Mutual Aid fire equipment resources with the addition of Type Wildland/Urban Interface fire engines. Fire Agencies were asked to submit requests to participate as a Transferee in the system. In September 2015, the Fire District was selected as a transferee of one of these Cal OES Type III engines. ANALYSIS: The District has now been selected to receive, as a transferee, a Cal OES Type VI, OES No. 6616, Wildland Fire Engine and equipment for the period of February 1, 2022, through February 1, 2032, for all-hazard events, emergency incidents, civil defense, and disaster purposes. Page 183 Page 2 1 1 5 1 Through a contractual agreement between Cal OES and the District, the State permits the use of the fire engine for mutual aid responses, local multiple alarm fires, emergency incidents, temporary replacement for out-of-service engines, training, and other local needs. In return, the transferee is required to dispatch the engine with the required personnel to any emergency. Crowned by the San Gabriel Mountains, our geographic location coupled with the Santa Ana winds, are perpetual reminders that wildfires are a real threat to Rancho Cucamonga. In late April of 2014, our Mutual Aid System was tested when our Community along with our cooperators successfully battled the Etiwanda Fire. Because of this threat, the first alarm response plan for the high hazard areas within the Fire District consists of an effective complement of resources, which includes our two brush engines. On occasion, for circumstances such as routine maintenance, mechanical failure, or commitments due to other emergencies, a brush engine may not be available. By entering into this agreement, the Fire District will have more depth to absorb the drawdown created by such circumstances, not to mention a significant cost saving of approximately $215,599 (fire engine) and $41,826 (equipment) to the taxpayers. This agreement is on file with the City Clerk’s office. The Fire District currently houses and cross staffs two wildland engines and personnel are familiar with the specialized training, equipment, and maintenance required for this type of engine. The District supports the California Fire and Rescue Mutual Aid System with Type I and Type III engines, a Water Tender, and Single Resource Overhead. In addition, District personnel participates in multiple Federal Type 2 Incident Management Teams. FISCAL IMPACT: Becoming a Cal OES Engine transferee for use of the Type VI engine would not create a significant fiscal impact on the District. According to the terms of the transferee agreement, whenever the engine is deployed to an incident outside the District, following the terms of the California Fire Assistance Agreement (CFAA), the District would receive full cost recovery for all labor costs included, and the allowable administrative fee. The Type VI engine is fully outfitted with all required equipment. Maintenance and repair costs for the engine are the responsibility of the District up to $100 per event. Under the agreement, pre-approved vehicle repair costs over $100 are covered and reimbursed by the State. On-going fuel and operational costs are the responsibility of the District. The proposed agreement requires the District to assume full responsibility for the repair and replacement of the equipment, if they are consumed, lost, stolen, damaged, or destroyed at the fault of the District. In this case, the value of the engine is $215,599 and the supplied equipment is valued at $41,826. The cost to include the apparatus under the District’s insurance coverage is approximately $1,200 per year. Page 184 Page 3 1 1 5 1 COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: This item brings together portions of the Council’s vision and core value by providing a sustainable City and promoting a safe and healthy community for all. This is accomplished by ensuring our first responders have the resources and tools necessary to respond effectively during emergency situations. ATTACHMENTS: Attachment 1 - Resolution No. FD 2022-005 Page 185 Resolution No FD 2022-005 - Page 1 of 1 ATTACHMENT #1 RESOLUTION NO. FD 2022-005 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, AUTHORIZING THE DISTRICT TO ENTER INTO THE AGREEMENT FOR TEMPORARY TRANSFER OF VEHICULAR EQUIPMENT – TYPE VI ENGINE WITH THE STATE OF CALIFORNIA OFFICE OF EMERGENCY SERVICES WHEREAS, the Rancho Cucamonga Fire Protection District (RCFPD) is a public agency located in the County of San Bernardino, State of California; and WHEREAS, in 1970, the California Emergency Services Act created the Office of Emergency Services, retaining the office in the Office of the Governor; and WHEREAS, the Governor’s Office of Emergency Services Fire and Rescue Branch is responsible for the development, implementation, and coordination of the California Fire Service and Rescue Mutual Aid Plan; and WHEREAS, the continued success of California’s unique and highly effective Fire and Mutual Aid System demands cooperation by all who use and support it; and WHEREAS, mutual aid extended under this agreement shall be available and furnished in all cases of “local emergency”, “state emergency” and “state of war emergency” as defined in the Emergency Services Act; and WHEREAS, the Office of Emergency Services maintains a fleet of 150 fire engines assigned to local jurisdictions throughout the State under the written agreement; and WHEREAS, the Rancho Cucamonga Fire Protection District strives to provide the highest level of public safety services either locally, regionally, or statewide to assist those individuals in need of such services during natural or man-made disasters, and WHEREAS, the Rancho Cucamonga Fire Protection District has received an offer from the California Office of Emergency Services to serve as an assignee of one Type VI State fire engine and equipment; and WHEREAS, each local agency receiving a State fire engine and equipment is required to enter into an agreement for the use of these firefighting resources, NOW, THEREFORE, the conditions set forth in this Resolution, as stated above, take effect upon adoption by the Rancho Cucamonga Fire Protection District. PASSED, APPROVED, and ADOPTED this 2nd day of March 2022. Page 186 DATE:March 2, 2022 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:William Wittkopf, Public Works Services Director Richard Favela, Jr., Interim Streets, Storm Drains and Fleet Superintendent Kenneth Fung, Assistant Engineer SUBJECT:Consideration to Accept the Citywide Concrete Repair - FY 2020/2021 Project as Complete, file the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY) RECOMMENDATION: Staff recommends the City Council: 1. Accept the Citywide Concrete Repair – FY 2020/2021 Project, Contract No. 2021-087, as complete. 2. Approve the final contract amount of $308,296.66. 3. Authorize the release of the Faithful Performance Bond in the amount of $252,796.00. 4. Authorize the release of the Labor and Materials Bond in the amount of $252,796.00, six months after the recordation of said notice if no claims have been received. 5. Authorize the Public Works Services Director to file a Notice of Completion and release of the retention in the amount of $15,414.83, 35 days after acceptance. BACKGROUND: The Citywide Concrete Repair – FY 2020/2021 Project scope of work consisted of the removal and replacement of damaged sidewalks, curbs and gutters, driveway approaches and related asphalt pavement work in the Mandarin Avenue area west of Beryl Street and the Orange Street area east of Beryl Street. The project scope also included sidewalk replacement at Vintage Park, Ellena Park and Paseo VG-7 of Landscape Maintenance District 2. Likewise, damaged sidewalks in Coyote Canyon Park, Milliken Park, Paseo TV-13 and Paseo TV-16 in Landscape Maintenance District 4R were removed and replaced. Pertinent information of the project is as follows: Budgeted Amount:$310,163.00 Publish Dates for Local Paper:April 22, 2021 and April 27, 2021 Bid Opening Date:May 18, 2021 Contract Award Date:June 16, 2021 Low Bidder:Gentry General Engineering, Inc. Contract Amount:$252,796.00 Page 187 Page 2 1 1 3 4 Contingency:$57,367.00 Final Contract Amount:$308,296.66 Difference in Contract Amount:$55,500.66 (21.9%) ANALYSIS: The increase in the project cost was the result of additional sidewalk work and driveway approach work in the Mandarin Avenue area, additional curb and gutter work and related asphalt work in the Orange Street area, additional sidewalk work in Paseo VG-7 (LMD 2) and the addition of sidewalk work in the Old Ranch Road area of the project. Contingency funds were used to pay for the additional work. The subject project has been completed in accordance with the approved plans and specifications and to the satisfaction of the Public Works Services Director. FISCAL IMPACT: The Fiscal Year 2020/21 Adopted Budget included $396,720.00 for concrete repairs in account numbers 1001318-5650/1991001-0 (Street Maintenance), 1177303-5650/1991177-0 (Measure I), 1131303-5300/0-6950 (LMD 2), and 1134303-5300/0-6950 (LMD 4R). The funding breakdown is as shown in the following table: Account Funding Source Description Amount 1001318-5650/1991001- 0 Street Maintenance Citywide Concrete Repair $200,000 1177303-5650/1991177- 0 Measure I Citywide Concrete Repair $100,000 1131303-5300 LMD 2 Concrete Repairs – Parks $38,000 1131303-5300 LMD 2 Concrete Repairs – Paseos $38,000 1134303-5300 LMD 4R Concrete Repairs – Parks $10,360 1134303-5300 LMD 4R Concrete Repairs – Paseos $10,360 $396,720 The final project costs is $308,296.66 as shown below: Account Funding Source Description Amount 1001318-5650/1991001- 0 Street Maintenance Citywide Concrete Repair $136,820.00 1177303-5650/1991177- 0 Measure I Citywide Concrete Repair $91,030.00 1131303-5300 LMD 2 Concrete Repairs – Parks $35,892.42 1131303-5300 LMD 2 Concrete Repairs – Paseos $32,803.70 1134303-5300 LMD 4R Concrete Repairs – Parks $5,185.02 1134303-5300 LMD 4R Concrete Repairs – Paseos $6,565.52 $308,296.66 COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: This project addresses the City Council’s core vale of promoting and enhancing a safe and healthy Page 188 Page 3 1 1 3 4 community for all. Repairing sidewalks enhances the appearance and walkability of the affected neighborhoods. ATTACHMENTS: Attachment 1 - Notice of Completion Page 189 &nbsp;&nbsp;Page 190 DATE:March 2, 2022 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, Sr. Civil Engineer Annette Cano-Soza, Assistant Engineer SUBJECT:Consideration of a Purchase and Sale Agreement with Cucamonga Valley Water District for the Sale of Fee Interest of a City Owned Property Located Adjacent to and Immediately West of 7209 Layton Street Described as the Southerly Terminus of Layton Street. (CITY) RECOMMENDATION: Staff recommends that the City Council: 1. Approve the attached Purchase and Sale Agreement for the sale of fee interest of City owned property located adjacent to and immediately west of 7209 Layton Street described as southerly terminus of Layton Street; and 2. Authorize the City Manager or his designee to execute and sign all documents necessary to effectuate the proposed sale. BACKGROUND: The City owned property located adjacent to and immediatley west of 7209 Layton Street was granted in fee simple by the Cucamonga Water Company (now the Cucamonga Valley Water District) to the County of San Bernardino in 1962 for the planned extension of Layton Street. Upon incorporation, the County relinquished the rights-of-way to the City within its boundary, including this property. The southerly extension of Layton Street is not improved or open to public access; staff determined the property was not suitable for the City’s use. Therefore, on September 16, 2020, the City Council adopted Resolution No 2020-104. declaring the property as exempt surplus land and not necessary for the City’s use. The parcel containing 5,932 square feet is shown as Exhibit “A” on the attached Purchase and Sale Agreement. ANALYSIS: The buyer, Cucamonga Valley Water District currently owns the property immediately to the east (7209 Layton) and would like to purchase the surplus land for incorporation into their planned well site at that location. Staff negotiated a proposed sale price for the property of $106,776; the attached Purchase and Sale Agreement outlines the term of sale and responsibilities of the parties and the transaction’s escrow officer. Page 191 Page 2 1 1 4 4 FISCAL IMPACT: Proceeds, in the amount of $106,776, from the sale of the subject property will be deposited into Account No. 1025000-4440 (Sale of Fixed Asset). COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: Not applicable. ATTACHMENTS: Attachment 1 - Vicinity Map Attachment 2 - Purchase & Sale Agreement Page 192 ATTACHMENT 1 1 6 0 7 Terminus Layton Street Vicinity Map NOT TO SCALE Property Site Page 193 04342.00109\34308445.4 Attachment 2 PURCHASE AND SALE AGREEMENT AND JOINT ESCROW INSTRUCTIONS This Purchase and Sale Agreement and Joint Escrow Instructions (this "Agreement") is dated as of _______________________________, 2022 for references purposes only, between CITY OF RANCHO CUCAMONGA, a general law city, ("Seller"), and CUCAMONGA VALLEY WATER DISTRICT, a public corporation ("Buyer"). The “Effective Date” of this Agreement is the date this Agreement is fully executed by both Buyer and Seller. ARTICLE 1. AGREEMENT OF SALE. Subject to and on the terms and conditions of this Agreement, Seller shall sell to Buyer and Buyer shall purchase from Seller all of the following (collectively, the "Property"): 1.1 Land. The real property located adjacent to and immediately west of 7209 Layton Street (APN 0202-091-02-0000) in Rancho Cucamonga, San Bernardino County, California containing 5,932 square feet of land. The property is a city right -of-way and does not have any assessor’s parcel number (APN) but is simply described as southerly terminus of Layton Street, which is more particularly described in Exhibit A, together with (a) all privileges, rights, easements and appurtenances belonging to the real property, including without limitation all minerals, oil, gas and other hydrocarbon substances on and under the real property, (b) all development rights, air rights, water, water rights and water stock relating to the real property, and (c) all right, title and interest of Seller in and to any streets, alleys, passages, other easements and other rights-of-way or appurtenances included in, adjacent to or used in connection with such real property, before or after the vacation thereof (collectively, the "Land"). ARTICLE 2. PURCHASE PRICE. 2.1 Amount. The purchase price (the "Purchase Price") for the Property shall be One Hundred and Six Thousand Seven Hundred and Seventy-Six Dollars ($106,776.00). 2.2 Deposit/Purchase Price. Within five (5) business days after the Effective Date, Buyer shall deposit Four Thousand Dollars ($4,000.00) into Escrow (as defined below) into an interest bearing account on behalf of Buyer (the "Deposit"). The deposit shall be non-refundable to Buyer unless (a) Seller is unable or unwilling to sell the Property as required pursuant to this Agreement, or (b) as otherwise provided in this Agreement. If the Closing of the transaction contemplated by this transaction occurs, the Deposit shall be disbursed to Seller and applied to the Purchase Price at Closing. Buyer shall pay the Purchase Price to Seller through escrow at the Closing described in Section 9.1. On or before the Closing Date (as defined below), Buyer shall deposit into Escrow the Purchase Price, subject to adjustment by reason of any applicable prorations and the allocation of closing costs described below. The Deposit and Purchase Price shall be made by wire transfer of federal funds, cashier’s check or in another immediately available form. Notwithstanding anything herein to the contrary, One Hundred Dollars ($100.00) of the Initial Deposit (the "Independent Consideration") shall not be refundable to Buyer, but shall represent consideration for this Agreement and shall be paid to Seller. The Page 194 04342.00109\34308445.4 2 Independent Consideration shall serve as consideration for the granting of the time periods herein contained for Buyer to exercise Buyer's right to satisfy and approve all of Buyer's conditions herein contained. If the Deposit is refunded to Buyer for any reason pursuant to this Agreement, the Independent Consideration shall be subtracted from the Deposit pursuant to this Section. ARTICLE 3. DUE DILIGENCE. 3.1 Due Diligence Period; Inspection and Access. 3.1.1 Due Diligence Period. The "Due Diligence Period" means the period beginning on the Effective Date and ending at 5:00 p.m. on the date sixty (60) days later. Buyer shall have the right to extend the Due Diligence Period by one (1) additional thirty (30) day period upon written notice to Seller. 3.1.2 Access to Information and the Property. Buyer shall conduct its investigation of the Property during the Due Diligence Period at no cost to Seller. This investigation ("Due Diligence Investigation") may include, at Buyer's option: a physical inspection of the Land, including soil, geological and other tests, including, without limitation a Phase 1 Environmental Assessment or a Phase 2 Environmental Assessment, provided such Phase 2 assessment is approved by Seller which approval shall not be unreasonably withheld; review of all governmental matters affecting the Property, including zoning, environmental matters; review of the condition of title to the Property; and review of such othe r matters pertaining to an investment in the Property as Buyer deems advisable. In addition to the Preliminary Documents delivered to Buyer pursuant to Section 3.2, Buyer and its representatives shall have the right of access to the Property during reasonable business hours to conduct its investigation of the physical condition of the Property. Seller agrees that the rights granted to Buyer herein and the results of its Due Diligence Investigation shall not relieve Seller of any obligations Seller may have under any other provisions of this Agreement, or under other documents entered into concurrently herewith, or implied by law, nor shall they constitute a waiver by Buyer of the right to enforce any of the same. Seller shall cooperate with Buyer in its due diligence activities and provide access to the Property, its records, or provide information so long as it is within Seller's control. 3.2 Delivery of Preliminary Documents. Within five (5) days after the Effective Date, Seller shall deliver to Buyer, at Seller's expense, all of the documents described in the remaining subsections of this Section 3.2 (collectively, the "Preliminary Documents") in Seller's possession or control. 3.2.1 Title Report and Survey. A preliminary title report or commitment for title insurance (the "Preliminary Title Report"), dated no earlier than ten (10) days before the Effective Date, covering the Property and issued by Orange Coast Title Company, located at 3536 Concours Street, Suite 120, Ontario, CA 91764; Attention: Tina Duncan (909) 987-5433 (the "Title Company"), together with a legible copy of each document, map and survey referred to in the Preliminary Title Report. Buyer, at Buyer's sole cost, may obtain an as -built survey of the Property (the "Survey") prepared by a certified land surveyor in accordance with the most recent American Land Title Association standards, certified by such surveyor to Buyer and the Page 195 04342.00109\34308445.4 3 Title Company in a form acceptable to the Title Company for the purpose of deleting any survey exception from the Title Policy described in Section 4.1.3. 3.2.2 Soils Report. Any soils report on the Land prepared at Seller's request or in the possession or control of Seller, including (if available) a report on compliance with any soils work recommended to be done prior to construction of the Improvements; 3.2.3 Reports. Any environmental or geological reports concerning the Property which have been prepared at Seller's request or which are within Seller's possession or control; and 3.2.4 Requested Information. Such other documents and information concerning the Property as Buyer may reasonably request. 3.3 Approval/Disapproval of Due Diligence Investigations. Buyer shall approve or disapprove the results of Buyer's Due Diligence Investigation, in the exercise of Buyer's sole discretion, by written notice delivered to Seller no later than the expiration of the Due Diligence Period. Buyer's disapproval shall terminate this Agreement unless, at the time Buyer gives notice of its disapproval, Buyer also notifies Seller of Buyer's desire to e nter into negotiations with Seller for the purpose of reaching an accommodation concerning the disapproval. If Buyer so notifies Seller and the parties have not reached a written agreement satisfactory to both of them regarding the disapproval within ten (10) days after the date of the disapproval notice, Buyer, at its option, may either (a) elect to terminate this Agreement by so notifying Seller and recover the Deposit, or (b) elect to proceed with the transactions contemplated by this Agreement notwithstanding its earlier disapproval. If Buyer fails to deliver to Seller notice of its approval or disapproval of the results of its Due Diligence Investigation, Buyer shall be deemed to have disapproved such results. If Buyer elects to terminate the Agreement, Buyer shall return to Seller all of the Preliminary Documents and any additional documents previously delivered by Seller to Buyer within five (5) business days of such termination. 3.4 Title Review. 3.4.1 Monetary Liens. At its expense, Seller shall remove all liens on the Property at or prior to the Closing (collectively, "Monetary Liens"): (i) all delinquent taxes, bonds and assessments and interest and penalties thereon (it being agreed that Seller shall not be required to remove any non-delinquent taxes and assessments imposed by any governmental agency that are paid with the property taxes for the Property); and (ii) all other monetary liens, including without limitation all those shown on the Preliminary Title Report (including judgment and mechanics' liens, whether or not liquidated, and mortgages and deeds of trust, with Seller being fully responsible for any fees or penalties incurred in connection therewith). 3.4.2 Approval/Disapproval of Title Review. Buyer shall approve or disapprove of the Preliminary Title Report, the Survey and any exceptions to title shown thereon (other than the Monetary Liens) in the exercise of Buyer's sole discretion, within thirty (30) days after the later of (a) the Effective Date, or (b) Buyer’s receipt of such Preliminary Titl e Report, together with copies of all documents referred to therein. If Buyer disapproves, Buyer may either (a) terminate this Agreement by giving Seller written notice of termination, or (b) give Seller a Page 196 04342.00109\34308445.4 4 written notice ("Disapproval Notice") identifying the disapproved title matters ("Disapproved Title Matters"). With respect to any Disapproved Title Matters, other than the Monetary Liens, Seller shall notify Buyer in writing within fourteen (14) days after Seller's receipt of the Disapproval Notice whether Seller will cause the Disapproved Title Matters to be removed or cured at or prior to Closing. If Seller elects not to remove or cure all Disapproved Title Matters, Buyer may, at its option: (i) subject to satisfaction of the other conditions to Closing, close the purchase of the Property and take title subject to the Disapproved Title Matters which Seller elects not to remove or cure; or (ii) terminate this Agreement in accordance with Section 9.6.1. 3.4.3 Buyer's Options. If any Disapproved Title Matters (including the Monetary Liens) have not been removed at least five (5) days prior to Closing or provision for their removal at the Closing has not been made to Buyer's satisfaction, Buyer may, at its option: (i) close the purchase of the Property and take title subject to the Disapproved Title Matters which have not been removed; (ii) close the purchase of the Property and cure or remove the Disapproved Title Matters which have not been removed. Buyer may credit the costs of such cure or removal against the Purchase Price by reducing the amount of cash payable by Buyer at the Closing, but only to the extent such costs are expended to remove (A) Monetary Liens referred to in Section 3.4.1 or (B) Disapproved Title Matters which Seller agreed to remove; or (iii) terminate this Agreement in accordance with Section 9.6.1. 3.4.4 Failure to Disapprove. If Buyer fails to notify Seller of its approval or disapproval of the Preliminary Title Report, the Survey or the exceptions shown thereon by the time specified above, then Buyer shall be deemed to have disapproved the same. ARTICLE 4. CONDITIONS PRECEDENT. 4.1 Buyer's Conditions. Buyer's obligations under this Agreement are expressly subject to the timely fulfillment of the conditions set forth in this Section 4.1 on or before the Closing Date, or such earlier date as is set forth below. Each condition may be waived in whole or in part by Buyer by written notice to Seller. 4.1.1 Due Diligence. Buyer having approved of the results of its Due Diligence Investigation pursuant to Section 3.3; 4.1.2 Title Review. Buyer having approved of the results of its review of title pursuant to Section 3.4. 4.1.3 Title Policy. Seller having caused the Title Company to deliver to Buyer (a) an ALTA Standard Owner's policy of title insurance, provided that Buyer may require an ALTA Extended Coverage Policy if Buyer pays the incremental premium for ALTA extended coverage ("Title Policy") (or at Buyer's election a binder therefor) for the Property, or (b) the Title Company's irrevocable commitment to issue such policy of title insurance, (including such coinsurance, reinsurance and endorsements as Buyer shall require), with liability equal to the Purchase Price showing fee title to the Property vested in Buyer and subject only to: (i) the matters and exceptions which were approved by Buyer pursuant to Section 3.4; and (ii) the standard printed exceptions in the form of title policy called for (collectively, "Conditions of Title"). Page 197 04342.00109\34308445.4 5 4.1.4 Performance of Covenants. Seller performing and complying in all material respects with all of the terms of this Agreement to be performed and complied with by Seller prior to or at the Closing. 4.1.5 Representations and Warranties. The representations and warranties of Seller set forth in Article 5 being true and accurate on the Closing Date, as if made on such date. 4.1.6 Non-Foreign Certification. Seller having executed and delivered to Buyer on or prior to the Closing Date a certification (the "Non-Foreign Certification"), substantially in the form of Exhibit C. 4.2 Seller's Conditions. Seller's obligations under this Agreement are expressly subject to the timely fulfillment of the conditions set forth in this Section 4.2 on or before the Closing Date, or such earlier date as is set forth below. Each condition may be waived in whole or part by Seller by written notice to Buyer. 4.2.1 Covenants. Buyer performing and complying in all material respects with all of the terms of this Agreement to be performed and complied with by Buyer prior to or at the Closing. 4.2.2 Representations and Warranties. The representations of Buyer set forth in Article 6 being true and accurate on the Closing Date, as if made on such date. ARTICLE 5. SELLER'S REPRESENTATIONS AND WARRANTIES. Seller hereby makes the following representations and warranties to Buyer with the understanding that each such representation and warranty is material and is being relied upon by Buyer: 5.1 Compliance. The Property, is in compliance with all applicable laws, ordinances, rules, regulations, judgments, orders, covenants, conditions, restrictions, whether federal, state, local, foreign or private. Seller has not received any request either formal or informal, oral or written, that Seller modify or terminate any use of the Property. The Property complies with all applicable subdivision laws and all local ordinances enacted thereunder and no subdivision or parcel map not already obtained is required to transfer the Property to Buyer. 5.2 Documents. All of the Preliminary Documents which have been delivered or made available to Buyer pursuant to Article 3, and all other documents delivered to Buyer by or on behalf of Seller (a) are true, correct and complete copies of what they purport to be, (b) represent truly the factual matters stated therein, (c) are in full force and effect, (d) have not been modified, except as set forth therein and (e) do not omit any information required to make the submission thereof accurate and complete in all material respects. 5.3 Taxes and Condemnation. There are no presently pending or contemplated special taxes or assessments which will affect the Property. There are no presently pending or contemplated proceedings to condemn or demolish the Property or any part of it. Page 198 04342.00109\34308445.4 6 5.4 Contracts/Leases/Occupancy Rights. There are no agreements or other obligations to which Seller is party or by which it or the Pr operty is bound which may affect the current use of the Property, nor are there any current leases or occupancy agreements in force. No party has a right to occupancy, tenancy, or a license to use or enter the Property. 5.5 Litigation. There are no actions, suits, proceedings, judgments, orders, decrees or governmental investigations pending or threatened against the Property or Seller which could affect the Property or the purchase, use or enjoyment thereof by Buyer. 5.6 Agreements with Governmental Authorities. There are no agreements with governmental authorities, agencies, utilities or quasi-governmental entities which affect the Property except those agreements which are identified in the Preliminary Title Report and those matters which are disclosed by the Survey. Except the following: An easement to Southern California Gas Company for utility purposes over the property in question. 5.7 Hazardous Materials. 5.7.1 Definitions. For purposes of this Agreement: (a) "Environmental Law(s)" means the Comprehensive Environmental Response, Compensation, and Liability Act of 1980, 42 U.S.C. Sections 9601, et seq., the Resource Conservation and Recovery Act of 1976, 42 U.S.C. Sections 6901 et seq., the Toxic Substances Control Act, 15 U.S.C. Sections 2601 et. seq., the Hazardous Materials Transportation Act, 49 U.S.C. 1801 et seq., the Clean Water Act, 33 U.S.C. Sections 1251 et seq., The Safe Drinking Water and Toxic Enforcement Act of 1986 (Cal. H&S Code Sections 25249.5-25249.13), the Carpenter-Preseley-Tanner Hazardous Substance Account Act (Cal. H&S Code Sections 25300 et seq.), and the California Water Code Sections 1300, et seq., as said laws have been supplemented or amended to date, the regulations promulgated pursuant to said laws and any other federal, state or local law, statute, rule, regulation or ordinance which regulates or proscribes the use, storage, disposal, presence, cleanup, transportation or Release or threatened Release into the environment of Hazardous Material. (b) "Hazardous Material" means any substance which is (i) designated, defined, classified or regulated as a hazardous substance, hazardous material, hazardous waste, pollutant or contaminant under any Environmental Law, as currently in effect or as hereafter amended or enacted, (ii) a petroleum hydrocarbon, including crude oil or any fraction thereof and all petroleum products, (iii) PCBs, (iv) lead, (v) asbestos, (vi) flammable explosives, (vii) infectious materials or (viii) radioactive materials. (c) "Release" means any spilling, leaking, pumping, pouring, emitting, discharging, injecting, escaping, leaching, dumping or disposing into the environment of any Hazardous Material (including the abandonment or discarding of barrels, containers, and other receptacles containing any Hazardous Material). 5.7.2 Representations: (a) The Property and all existing uses and conditions of the Property are in compliance with all Environmental Laws, and Seller has not received any written notice of Page 199 04342.00109\34308445.4 7 violation issued pursuant to any Environmental Law with respect to the Property or any use or condition thereof. (b) Neither Seller nor any other present or former owner of the Property has used, handled, stored, transported, released or disposed of any Hazardous Material on, under or from the Property in violation of any Environmental Law. (c) There is no Release of any Hazardous Material existing on, beneath or from or in the surface or ground water associated with the Property. (d) All required permits, licenses and other authorizations required by or issued pursuant to any Environmental Law for the ownership or operation of the Property by Seller have been obtained and are presently maintained in full force and effect. (e) There exists no writ, injunction, decree, order or judgment outstanding, nor any lawsuit, claim, proceeding, citation, directive, summ ons or investigation pending or threatened pursuant to any Environmental Law relating to (i) the ownership, occupancy or use of any portion of the Property by Seller or occupant or user of any portion of the Property or any former owner of any portion of the Property, (ii) any alleged violation of any Environmental Law by Seller or occupant or user of any portion of the Property or any former owner of any portion of the Property or (iii) the suspected presence, Release or threatened Release of any Hazardous Material on, under, in or from any portion of the Property. (f) There are no above-ground or underground tanks located on the Property used or formerly used for the purpose of storing any Hazardous Material. (g) No asbestos abatement or remediation work has been performed on the Property. (h) There is no PCB-containing equipment or PCB-containing material located on or in the Property. 5.8 Title to the Property. Seller has good and marketable title to the Property, subject to the Conditions of Title. There are no outstanding rights of first refusal or first look, options to purchase, rights of reverter, or claim of right relating to the transfer or sale of the Property or any interest therein. There are no unrecorded or undisclosed documents or other matters which affect title to the Property. No person holding a security interest in the Property or any part thereof has the right to consent or deny consent to the sale of the Property as contemplated herein, and Seller has the right to pay off such person and to remove all such liens as of the Closing Date. Seller has enjoyed the continuous and uninterrupted quiet possession, use and operation of the Property. 5.9 Seller's Authority. This Agreement and the other documents executed by Seller in connection herewith are legal, valid and binding obligations of Seller, enforceable in accordance with their respective terms. Neither the execution and delivery of this Agreement by Seller, nor performance of any of its obligations hereunder, nor consummation of the transactions contemplated hereby, shall conflict with, result in a breach of, any indenture, mortgage, deed of trust, agreement, undertaking, instrument or document to which Seller is a party or is bound, or Page 200 04342.00109\34308445.4 8 any order or regulation of any court, regulatory body, administrative agency or governmental body having jurisdiction over Seller. 5.10 Foreign Person. Seller is not a "foreign person" within the meaning of Section 1445(f) of the Internal Revenue Code. 5.11 Misstatements and Omissions. Neither the representations and warranties made by Seller in this Article 5 nor elsewhere in this Agreement contain any untrue statement or any omission of a material fact. ARTICLE 6. BUYER'S REPRESENTATIONS AND WARRANTIES. Buyer makes the following representation and warranties to Seller with the understanding that each such representation and warranty is material and is being relied upon by Seller: 6.1 Buyer's Authority. The execution, delivery and performance of this Agreement by Buyer have been duly and validly authorized by all necessary action and proceedings, and no further action or authorization is necessary on the part of Buyer in order to consummate the transactions contemplated herein. 6.2 No Conflict. Neither the execution nor delivery of this Agreement by Buyer, nor performance of any of its obligations hereunder, nor consummation of the transactions contemplated hereby, shall conflict with, result in a breach of, or constitute a default under, the terms and conditions of the organizational documents pursuant to which Buyer was organized, or any agreement to which Buyer is a party or is bound, or any order or regulation of any court, regulatory body, administrative agency or governmental body having jurisdiction over Buyer. ARTICLE 7. SURVIVAL OF REPRESENTATIONS AND WARRANTIES AND INDEMNIFICATION. 7.1 Survival of Warranties. Buyer and Seller agree that each representation and warranty in Articles 5 and 6, respectively, shall survive the Closing Date and shall not merge with the delivery to Buyer of the Grant Deed. 7.2 Notice of Changed Circumstances. If either party becomes aware of any fact or circumstances which would render false or misleading a representation or warranty made by such party, then it shall immediately give notice of such fact or circumstance to the other party, but such notice shall not relieve any party of any liabilities or obligations with respect to any representation or warranty. 7.3 Indemnification. 7.3.1 Seller's Indemnity. Seller at its sole cost and expense hereby agrees to indemnify, defend (with counsel acceptable to Buyer), protect and hold harmless Bu yer, from and against any and all claims, demands, losses, damages, liabilities, fines, penalties, charges, administrative and judicial proceedings and orders, judgments, remedial action and compliance requirements, enforcement and clean-up actions of any kind, and all costs and expenses incurred Page 201 04342.00109\34308445.4 9 in connection therewith, including, without limitation, actual attorneys' fees and costs of defense and costs and expenses of all experts and consultants (collectively, the "Losses"), arising directly or indirectly, in whole or in part, out of any one or more of the following: (a) the breach or alleged breach of any covenant of Seller contained in this Agreement or the inaccuracy or alleged inaccuracy of any representation or warranty of Seller contained in this Agreement; (b) Seller's ownership of the Property prior to the Closing Date; or (c) the presence on, in or under the Property of any Hazardous Material on or before the Closing Date, any Release of any Hazardous Material, on, under or from the Property prior to the Closing Date or the use, generation, manufacturing, production, handling, storage, transport, discharge or disposal of any such Hazardous Materials on or before the Closing Date, from, under or about the Property, irrespective of whether any of such activities were or will be undertaken in accordance with Environmental Law or other applicable laws, regulations, codes and ordinances. The indemnity contained in this paragraph (c) shall further apply, without limitation, to: (i) all residual contamination and contamination affecting any natural resources; (ii) all consequential damages; (iii) the costs of any required remediation or removal work on the Property, including, without limitation: (A) costs of remediation or removal incurred by the United States Government or the State or any other person; and (B) fines or penalties which arise from the provisions of any statute, state or federal; and (iv) liability for personal injury or property damage arising under any statutory or common-law tort theory, including damages assessed for the maintenance of a public or private nuisance, response costs or for the carrying on of an abnormally dangerous activity. 7.3.2 Survival. Seller's obligations pursuant to this Section 7.3 shall survive the Closing. 7.3.3 Buyers Indemnity. Buyer at its sole cost and expense hereby agrees to indemnify, defend (with counsel acceptable to Buyer), protect and hold harmless Seller, from and against any and all claims, demands, losses, damages, liabilities, fines, penalties, charges, administrative and judicial proceedings and orders, judgments, remedial action and compliance requirements, enforcement, and all costs and expenses incurred in connection therewith, including, without limitation, actual, out-of-pocket, attorneys' fees and costs of defense and costs and expenses of all experts and consultants (collectively, the "Losses"), arising directly or indirectly, in whole or in part, out of breach or alleged breach of any covenant of Buyer contained in this Agreement or the inaccuracy or alleged inaccuracy of any representation or warranty of Buyer contained in this Agreement. ARTICLE 8. SELLER'S PRECLOSING COVENANTS. Seller shall comply with the covenants contained in this Article 8 from the Effective Date through the Closing Date unless Buyer consents otherwise in writing. Buyer may grant or withhold any such consent requested by Seller in Buyer's sole discretion. 8.1 Contracts and Documents. Seller shall not enter into any material agreement of any type affecting the Property that would survive the Closing Date. Page 202 04342.00109\34308445.4 10 8.2 Insurance. Seller shall maintain or cause to be maintained in full force and effect its present insurance policies for the Property. 8.3 Compliance with Obligations. Seller shall fully and timely comply with all obligations to be performed by it under this Agreement, the Preliminary Documents, the Conditions of Title and all permits, licenses, approvals and laws, regulations and orders applicable to the Property. 8.4 No Transfers. Seller shall not sell, encumber or otherwise transfer any interest in all or any portion of the Property, or agree to do so. 8.5 Termination of Contracts. Seller at its sole cost and expense shall terminate any contracts described in Section 5.4 at or before the Closing Date. 8.6 Maintenance. At its sole cost and expense, Seller shall operate and maintain the Property such that on the Closing Date the Property shall be in at least as good a condition and repair as on the Effective Date, reasonable wear and tear excepted. Without limiting the generality of the foregoing, Seller shall, at a minimum, spend such amounts for repair and maintenance as are consistent with its prior practice. Seller shall promptly advise Buyer of any significant repair or improvement required to keep the Property in such condition. Seller shall not make any material alterations to the Property without Buyer's prior consent. 8.7 Best Efforts. Seller shall use its best efforts to cause the conditions set forth in Section 4.1 to be satisfied by the Closing Date, and Seller shall not take or permit any action that would result in any of the representations and warranties set forth in Article 5 becoming false or incorrect. ARTICLE 9. CLOSING. 9.1 Time. Provided all conditions set forth in Article 4 have been either satisfied or waived, the parties shall close this transaction (the "Closing"), on the date which is thirty (30) days after the expiration of the Due Diligence Period (the "Closing Date"), as such date may be extended by the provisions of Article 10. 9.2 Escrow. This Article 9, together with such additional instructions as Orange Coast Title Company, located at 3536 Concours Street, Suite 120, Ontario, CA 91764; Attention: Tina Duncan (909) 987-5433 as escrow officer ("Escrow Holder"), shall reasonably request and the parties shall agree to, shall constitute the escrow instructions to Escrow Holder. If there is any inconsistency between this Agreement and the Escrow Holder's additional escrow instructions, this Agreement shall control unless the intent to amend this Agreement is clearly stated in said additional instructions. Buyer and Seller shall cause Escrow Holder to execute and deliver a counterpart of this Agreement to each of them. If the Title Company does not serve as the Escrow Holder, the Title Company shall provide a letter to Buyer, in form and content acceptable to Buyer, pursuant to which the Title Company accepts responsibility and liability for the acts and omissions of Escrow Holder in discharging Escrow Holder's obligations hereunder, including, without limitation, any acts or omissions of Escrow Holder relating to the Title Company's commitment to issue the Title Policy, the receipt, recordation or delivery of any documents placed into escrow, and the receipt and disbursement of any funds placed into escrow. Page 203 04342.00109\34308445.4 11 9.3 Seller's Deposit of Documents and Funds Into Escrow. Seller shall deposit into escrow on or before Closing the following documents: 9.3.1 A duly executed and acknowledged grant deed, in the form acceptable to Buyer, conveying the Property to Buyer ("Grant Deed") in the form attached as Exhibit B; 9.3.2 All costs of Closing attributable to Seller, including, but not limited to, the ALTA Standard increment of the premium for the Title Policy, recording fees, transfer taxes and fees, one-half of the escrow fees, sales tax and any other costs of Closing customarily paid by sellers of real property, plus or minus prorations as provided in Section 9.8; provided that, subject to Section 9.6, Buyer and Seller shall bear their own attorneys' fees and costs in connection with the negotiation and preparation of this Agreement and the tr ansactions completed by this Agreement; 9.3.3 Seller's Non-foreign Certification; and 9.3.4 Such additional documents, including written escrow instructions consistent with this Agreement, as may be necessary or desirable for conveyance of the Property in accordance with this Agreement. 9.4 Deliveries Outside of Escrow. Notwithstanding Section 9.3, Seller and Buyer may elect to deliver the documents described in Section 9.3 outside of escrow (other than documents which are to be recorded) by giving Escrow Holder a joint written notice of such election, specifying the documents which will be so delivered outside of escrow. Upon receipt of such notice, Escrow Holder shall have no further obligation concerning such specified documents. 9.5 Buyer's Deposit of Documents and Funds. Buyer shall deposit into escrow: 9.5.1 The Purchase Price in accordance with the provisions of Article 2, plus or minus prorations as provided in Section 9.8, by cashier's or certified check or electronic transfer of federal funds to Escrow Holder, on or before the Closing Date; 9.5.2 All costs of Closing attributable to Buyer, including, but not limited to, the ALTA Extended Coverage increment of the premium for the Title Policy, recording fees, transfer taxes and fees, the escrow fees, and any other costs of Closing customarily paid by buyers of real property, plus or minus prorations as provided in Section 9.8; provided that, subject to Section 9.6, Buyer and Seller shall bear their own attorneys' fees and costs in connection with the negotiation and preparation of this Agreement and the transactions completed by this Agreement; and 9.5.3 Such additional documents, including written escrow instructions consistent with this Agreement, as may be necessary or desirable for conveyance of the Property in accordance with this Agreement. Page 204 04342.00109\34308445.4 12 9.6 Default, Termination and Remedies. 9.6.1 Buyer's Termination. This Agreement shall automatically terminate without further notice or action by Buyer upon the occurrence of any of the following events, provided that Buyer is not then in material breach of this Agreement: (a) any condition to Closing contained in Section 4.1 has not been satisfied or waived by Buyer by the Closing Date; or (b) Buyer having exercised its right to terminate this Agreement pursuant to Section 3.3 (disapproval of Due Diligence Investigation), Section 3.4 (disapproval of title) or Article 10 (damage or condemnation). In such event, the parties shall have no further obligation to each other except for those obligations that specifically survive the termination of this Agreeme nt. If this Agreement terminates as a result of Seller's material breach of this Agreement, Buyer shall have all remedies it may have hereunder or at law as a result of such occurrence, including the remedy of specific performance. 9.6.2 Seller's Termination. Provided that Seller is not then in material breach of this Agreement, this Agreement shall automatically terminate without further notice or action by Seller if any condition to Closing contained in Section 4.2 has not been satisfied or waived by Seller by the Closing Date. 9.6.3 Release from Escrow. Upon termination of this Agreement pursuant to Section 9.6.1 or 9.6.2, Escrow Holder shall promptly return to Buyer and Seller, respectively, all documents and monies deposited by them into escrow without prejudice to their rights and remedies hereunder. 9.6.4 Remedies. (a) Buyer's Remedies. If Seller breaches this Agreement, Buyer shall be entitled to pursue all remedies permitted herein and by law, including the remedy of specific performance. No termination of the escrow by Buyer following a breach by Seller shall be deemed to waive such breach or any remedy otherwise available to Buyer. (b) Seller's Remedies/Liquidated Damages. IF BEFORE THE CLOSE OF ESCROW BUYER FAILS TO COMPLY WITH OR PERFORM BUYER'S OBLIGATIONS UNDER THIS AGREEMENT AND (EXCEPT AS OTHERWISE PROVIDED IN PARAGRAPH 9.6) DOES NOT CURE SUCH FAILURE WITHIN TEN BUSINESS DAYS AFTER SELLER GIVES BUYER WRITTEN NOTICE OF SUCH FAILURE, THEN SELLER MAY THEREAFTER: (I) TERMINATE THIS AGREEMENT; (II) RECEIVE AND RETAIN THE DEPOSIT AS LIQUIDATED DAMAGES IF SUCH DEFAULT OCCURS PRIOR TO BUYER'S APPROVAL OF THE TITLE REVIEW; (III) RECEIVE AND RETAIN THE DEPOSIT AS LIQUIDATED DAMAGES IF SUCH DEFAULT OCCURS AFTER BUYER'S APPROVAL PERIOD; AND (IV) EXERCISE THE OTHER RIGHTS AND REMEDIES RESERVED BY SELLER AS PROVIDED IN THIS PARAGRAPH. IN THE EVENT SELLER TERMINATES THIS AGREEMENT BY REASON OF BUYER'S DEFAULT, BUYER AND SELLER SHALL BE RELIEVED OF ANY FURTHER OBLIGATION TO EACH OTHER WITH RESPECT TO THIS AGREEMENT AND THE PROPER TY. IT IS EXPRESSLY UNDERSTOOD AND AGREED BY BUYER AND SELLER: THAT SELLER WILL INCUR SUBSTANTIAL DAMAGES AS A RESULT OF ANY FAILURE BY BUYER Page 205 04342.00109\34308445.4 13 TO COMPLY WITH OR PERFORM BUYER'S OBLIGATIONS UNDER THIS AGREEMENT IN THE FORM OF, AMONG OTHER THINGS, ADDITIONA L INTEREST COSTS, MARKETING COSTS, OPPORTUNITY COSTS AND OTHER RELATED EXPENDITURES; THAT IT IS EXTREMELY DIFFICULT AND IMPRACTICAL TO CALCULATE AND ASCERTAIN AS OF THE EFFECTIVE DATE OF THIS AGREEMENT THE ACTUAL DAMAGES WHICH WOULD BE SUFFERED IN SUCH EVE NT BY SELLER; AND THAT THE DEPOSIT IS A REASONABLE ESTIMATE OF THE EXTENT TO WHICH SELLER MAY BE DAMAGED BY BUYER'S DEFAULT IN LIGHT OF THE DIFFICULTY THE PARTIES WOULD HAVE IN DETERMINING SELLER'S ACTUAL DAMAGES AS A RESULT OF SUCH DEFAULT BY BUYER. _________________ _________________ SELLER'S INITIALS BUYER'S INITIALS (c) Waiver of Specific Performance. SELLER HEREBY WAIVES THE RIGHT TO MAINTAIN AN ACTION FOR SPECIFIC PERFORMANCE OF BUYER'S OBLIGATION TO PURCHASE THE PROPERTY AND SELLER AGREES THAT SELLER CAN BE ADEQUATELY COMPENSATED IN MONEY DAMAGES IF BUYER FAILS TO PURCHASE THE PROPERTY IN BREACH OF THIS AGREEMENT. SELLER ACKNOWLEDGES THAT THE PROVISIONS OF THIS PARAGRAPH ARE A MATERIAL PART OF THE CONSIDERATION BEING GIVEN TO BUYER FOR ENTERING INTO THIS AGREEMENT AND THAT BUYER WOULD BE UNWILLING TO ENTER INTO THIS AGREEMENT IN THE ABSENCE OF THE PROVISIONS OF THIS PARAGRAPH. _________________ _________________ SELLER'S INITIALS BUYER'S INITIALS 9.7 Closing. When Escrow Holder has received all documents and funds identified in Sections 9.3 and 9.5, has received notification from Buyer and Seller that all conditions to Closing to be satisfied outside of escrow have been satisfied or waived and Title Company is irrevocably committed to issue the Title Policy, then, and only then, Escrow Holder shall: 9.7.1 Record the Grant Deed; 9.7.2 Cause the Title Company to issue the Title Policy to Buyer; 9.7.3 To the extent not otherwise delivered to Buyer outside of escrow, deliver to Buyer: (a) a conformed copy (showing all recording information thereon) of the Grant Deed; and (b) the Non-foreign Certification; 9.7.4 Deliver the Purchase Price (as adjusted pursuant to Section 9.8) to Seller. Escrow Holder shall prepare and sign closing statements showing all receipts and disbursements and deliver copies to Buyer and Seller and, if applicable, shall file with the Internal Revenue Service (with copies to Buyer and Seller) the reporting statement required under Section 6045(e) of the Internal Revenue Code. 9.8 Closing Costs/Prorations. Page 206 04342.00109\34308445.4 14 9.8.1 Closing Costs. The following are to be paid by Buyer or apportioned as of the Closing Date as follows: (a) Buyer shall pay the premium for an ALTA standard coverage owner’s policy of title insurance, and Buyer shall pay the premium for any extended ALTA coverage or endorsements, if desired; (b) Buyer shall pay one hundred percent (100%) the Escrow fees; (c) Buyer is a public entity and exempt from any city or county transfer taxes and recording fees; (d) all other costs of escrow shall be paid equally by Buyer and Seller; 9.8.2 The provisions of this Section 9.8.1 shall survive the Closing 9.8.3 Prorations. Subject to the other provisions of this Section 9.8, all receipts and disbursements of the Property will be prorated as of 11:59 p.m. on the day immediately preceding the Closing Date. Not less than five (5) business days prior to the Closing, Seller shall submit to Buyer for its approval a tentative prorations schedule showing the categories and amounts of all prorations proposed. The parties shall agree on a final prorations schedule prior to the Closing and shall deliver the same to Escrow Holder. If following the Closing either party discovers an error in the prorations statement, it shall notify the other party and the parties shall promptly make any adjustment required. 9.8.4 Property Taxes. Where applicable, all real and personal property ad valorem taxes and special assessments, if any, whether payable in installments or not, including without limitation, all supplemental taxes attributable to the period prior to the Closing Date for the calendar year in which the Closing occurs, shall be prorated to the Closing Date, based on the latest available tax rate and assessed valuation. If the amount of any installment of real property taxes is not known as of the Closing Date, then a proration shall be made by the parties based on a reasonable estimate of the real property taxes applicable to the Property and the parties shall adjust the proration when the actual amount becomes known upon the written request of either party made to the other. 9.8.5 Utility Charges. Where applicable, all utility charges shall be prorated as of the Closing Date and Seller shall obtain a final billing therefor. All utility security deposits, if any, shall be retained by Seller. 9.9 Possession. Seller shall deliver exclusive right of possession of the Property to Buyer on the Closing Date, subject only to the Conditions of Title. ARTICLE 10. DAMAGE, DESTRUCTION AND CONDEMNATION. This Agreement shall be governed by the Uniform Vendor and Purchaser Risk Act as set forth in Section 1662 of the California Civil Code as supplemented and modified by this Article 10. Seller shall promptly notify Buyer in writing of any material damage to the Property and of any taking or threatened taking of all or any portion of the Property. Within a Page 207 04342.00109\34308445.4 15 reasonable period of time after receipt of such notice, Buyer shall determine whether a material part of the Property has been damaged or whether such taking or threatened taking has affected or will affect a material part of the Property. As used herein, (a) the destruction of a "material part" of the Property shall be deemed to mean an insured or uninsured casualty to the Property having an estimated cost of repair which in the reasonable judgment of Buyer equals or exceeds $50,000; and (b) a taking by eminent domain of a portion of the Property shall be deemed to affect a "material part" of the Property if in the reasonable judgment of Buyer the estimated value of the portion of the Property taken exceeds $50,000. Upon making its determination, Buyer shall notify Seller in writing of the results of such determination. Buyer may elect, by written notice delivered to Seller within 30 days after giving Seller notice of such determination, to terminate this Agreement in accordance with Section 9.6.1 if a material part of the Property has been damaged or if such taking has affected or will affect a material part of the Property. If Buyer does not so terminate, (i) in the case of damage to a material part of the Property, Seller shall assign to Buyer at the Closing its right to recover under any insurance policies covering such damage and shall pay Buyer at the Closing the amount of the deductible, if any, and (ii) in the case of a threatened or actual taking of a material part of the Property, Seller shall assign to Buyer at the Closing Seller's entire right, title and interest in the proceeds thereof. If between the Effective Date and the Closing Date the Property suffers damage which is not material, Seller shall repair such damage at its expense prior to the Closing, and the Closing Date shall be extended for a reasonable period of time not to exceed thirty (30) days to allow for completion of such repairs. The Closing Date shall be extended as necessary to permit Buyer to exercise its rights under this Article 10. ARTICLE 11. GENERAL. 11.1 Notices. All notices, demands, approvals, and other communications provided for in this Agreement shall be in writing and shall be effective (a) when personally delivered to the recipient at the recipient's address set forth below; (b) five business days after deposit in a sealed envelope in the United States mail, postage prepaid, by registered or certified mail, return receipt requested, addressed to the recipient as set forth below; or (c) one business day after deposit with a recognized overnight courier or delivery service, addressed to the recipient as set forth below, whichever is earlier. If the date on which any notice to be given hereunder falls on a Saturday, Sunday or legal holiday, then such date shall automatically be extended to the next business day immediately following such Saturday, Sunday or legal holiday. The addresses for notice are: SELLER: City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, CA 91730 Phone: (909) 477-2740 BUYER: Cucamonga Valley Water District Attn: Assistant General Manager 10440 Ashford Street Rancho Cucamonga, CA 91730 Phone: (909) 987-2591 Page 208 04342.00109\34308445.4 16 With a copy to: Best Best & Krieger LLP. Attn: Todd M. Gee 500 Capitol Mall, Suite 1700 Sacramento, CA 95818 Phone: (916) 551-2849 Either party may change its address by written notice to the other given in the manner set forth above. 11.2 Entire Agreement. This Agreement and the Schedules and Exhibits hereto contain the entire agreement and understanding between Buyer and Seller concerning the subject matter of this Agreement and supersede all prior agreements, including any previous letter of intent or terms, understandings, conditions, representations and warranties, whether written or oral, made by Buyer or Seller concerning the Property or the other matters which are the subject of this Agreement. 11.3 Amendments and Waivers. No addition to or modification of this Agreement shall be effective unless set forth in writing and signed by the party against whom the addition or modification is sought to be enforced. The party benefited by any condition or obligation may waive the same, but such waiver shall not be enforceable by another party unless made in writing and signed by the waiving party. 11.4 Invalidity of Provision. If any provision of this Agreement as applied to either party or to any circumstance shall be adjudged by a court of competent jurisdiction to be void or unenforceable for any reason, the same shall in no way affect (to the maximum extent permissible by law) any other provision of this Agreement, the application of any such provision under circumstances different from those adjudicated by the court, or the validity or enforceability of this Agreement as a whole. 11.5 References. Unless otherwise indicated, (a) all Article, Section, Schedule and Exhibit references are to the articles, sections, schedules and exhibits of this Agreement, and (b) all references to days are to calendar days. All the Schedules and Exhibits attached hereto are incorporated herein by this reference. Whenever under the terms of this Agreement the time for performance of a covenant or condition falls upon a Saturday, Sunday or California state holiday, such time for performance shall be extended to the next business day. The headings used in this Agreement are provided for convenience only and this Agreement shall be interpreted without reference to any headings. The masculine, feminine or neuter gender and the singular or plural number shall be deemed to include the others whenever the context so indicates or r equires. 11.6 Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California applicable to contracts made and to be performed in California, without regard to any conflict of laws principles. 11.7 Confidentiality and Publicity. The parties shall at all times keep this transaction and any documents received from each other confidential, except to the extent necessary to (a) comply with applicable law and regulations, or (b) carry out the obligations set forth in this Agreement. Any such disclosure to third parties shall indicate that the information is Page 209 04342.00109\34308445.4 17 confidential and should be so treated by the third party. No press release or other public disclosure may be made by Seller or any of its agents concerning thi s transaction without the prior consent of Buyer. 11.8 Time. Time is of the essence in the performance of the parties' respective obligations under this Agreement. 11.9 Attorneys' Fees. In the event of any legal or equitable proceeding to enforce any of the terms or conditions of this Agreement, or any alleged disputes, breaches, defaults or misrepresentations in connection with any provision of this Agreement, the prevailing party in such proceeding shall be entitled to recover its reasonable costs and expenses, i ncluding, without limitation, reasonable attorneys' fees and costs of defense paid or incurred in good faith. 11.10 Assignment. This Agreement shall inure to the benefit of and be binding upon the parties hereto and their respective successors and assigns. However, Seller shall not have the right to assign all or any portion of its interest in this Agreement without Buyer's prior written consent. Buyer shall have the right to assign all or any portion of its interest in this Agreement, or substitute for itself a nominee, upon notice to Seller not later than three days prior to the Closing Date. 11.11 Further Assurances. Seller, at any time before or after Closing, shall, at its own expense, execute, acknowledge and deliver any further deeds, assignments, conveyances and other assurances, documents and instruments of transfer reasonably requested by Buyer and shall take any other action consistent with the terms of this Agreement that may reasonably be requested by Buyer for the purpose of transferring and confirming to Buyer, or reducing to Buyer's possession, any or all of the Property or otherwise carrying out the terms of this Agreement. 11.12 Cooperation With Exchange. Each party agrees to cooperate with the other if such party intends to accomplish a tax-deferred exchange pursuant to Section 1031 of the Internal Revenue Code of 1986. Buyer and/or Seller may assign this Agreement to an exchange intermediary for the purpose of facilitating such an exchange by the assigning party. Buyer's duty to cooperate shall be limited to the transfer of money to Seller or Seller's designee in exchange for the Property, and in no event shall Buyer act as purchaser or acquirer of any exchange property. Seller's duty to cooperate shall be limited to the transfer of the Property to Buyer or Buyer's designee and in no event will Seller exchange the Purchase Property for any exchange property designated by Buyer. The requesting party shall indemnify and defend and hold the other party harmless from any claims, loss, damages or liability arising out of participation in an exchange. 11.13 No Third Party Beneficiaries. Nothing in this Agreement, express or implied, is intended to confer any rights or remedies under or by reason of this Agreement on any person other than the parties to it and their respective permitted successors and assigns, nor is anything in this Agreement intended to relieve or discharge any obligation of any third person to any party hereto or give any third person any right of subrogation or action over against any party to t his Agreement. Page 210 04342.00109\34308445.4 18 11.14 Remedies Cumulative. The remedies set forth in this Agreement are cumulative and not exclusive to any other legal or equitable remedy available to a party. 11.15 Commissions, Indemnity, Disclosure. Each party represents to the other party that there is no broker representing such party in the current transaction, and that the representing party has incurred no liability for any brokerage commission or finder's fee arising from or relating to the transactions contemplated by this Agreement. Seller shall be responsible for any broker commission associated with this purchase. Each party hereby indemnifies and agrees to protect, defend and hold harmless the other party from and against all liability, cost, damage or expense (including without limitation attorneys' fees and costs incurred in connection therewith) on account of any brokerage commission or finder's fee which the indemnifying party has agreed to pay or which is claimed to be due as a result of the actions of the indemnifying party. This Section 11.15 is intended to be solely for the benefit of the parties hereto and is not intended to benefit, nor may it be relied upon by, any person or entity not a party to this Agreement. 11.16 Counterparts/Facsimile/.PDF Signatures. This Agreement may be executed in counterparts and when so executed by the parties, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument that shall be binding upon the parties, notwithstanding that the parties may not be signatories to the same counterpart or counterparts. The parties may integrate their respective counterparts by attaching the signature pages of each separate counterpart to a single counterpart. In order to expedite the transaction contemplated herein, facsimile or .pdf signatures may be used in place of original signatures on this Agreement. Seller and Buyer intend to be bound by the signatures on the facsimile or .pdf document, are aware that the other party will rely on the facsimile or .pdf sign atures, and hereby waive any defenses to the enforcement of the terms of this Agreement based on the form of signature. IN WITNESS WHEREOF, the parties have executed this Agreement as of the Effective Date. BUYER: CUCAMONGA VALLEY WATER DISTRICT, a public corporation By: __________________________________ Name: ________________________________ Its: ___________________________________ Date: _________________________________ SELLER: CITY OF RANCHO CUCAMONGA, a general law city By: __________________________________ Name: ________________________________ Its: ___________________________________ Date: _________________________________ Page 211 04342.00109\34308445.4 19 APPROVED AS TO FORM: BEST BEST & KRIEGER LLP By: _ Page 212 04342.00109\34308445.4 20 Acceptance by Escrow Holder Escrow Holder acknowledges receipt of the foregoing Agreement and accepts the instructions contained therein. Dated: ______________, 2022 ORANGE COAST TITLE COMPANY By: Name: Title: Page 213 04342.00109\34308445.4 EXHIBIT A LAND DESCRIPTION Page 214 EXHIBIT A Page 1 of 1 In the City of Rancho Cucamonga, County of San Bernardino, State of California; being a portion of Lot 12, Block 12 of Cucamonga Homestead Association per Plat recorded in Book 6 Page 46 of Maps, more precisely described as follows: BEGINNING at a point on the north line of said Lot 12, distant 316 feet from the northeast corner of same; THENCE continuing along said north line a distance of 40.00 feet to the west line of Layton Street, 40 feet wide; THENCE along said west line S 0°26’ E a distance of 148.40 feet; THENCE leaving said west line N 89°36’30” E a distance of 40.00 feet to the east line of Layton Street; THENCE along said east line N 0°26’ W a distance of 148.21 feet, more or less, to the POINT OF BEGINNING. Contains 5,932 square feet, more or less. See Exhibit “B” attached hereto and made a part hereof. END OF DESCRIPTION Prepared by: Dan Guerra & Associates 10271-B Trademark Street Rancho Cucamonga, CA 91730 (909) 987-4306 August 24, 2020 Daniel E. Guerra, P.E. Date Page 215 EXHIBIT "B"P.I.Q.NLEGENDPOR. LOT 12, BLOCK 12, CUCAMONGA HOMESTEAD ASSOCIATIONIN CITY OF RANCHO CUCAMONGA, COUNTY OF SAN BERNARDINOSTATE OF CALIFORNIAPREPARED UNDER MYSUPERVISION:P.O.B.&nbsp;&nbsp;Page 216 04342.00109\34308445.4 EXHIBIT B FORM OF GRANT DEED RECORDING REQUESTED BY AND WHEN RECORDED MAIL TO Cucamonga Valley Water District Attn: Assistant General Manager 10440 Ashford Street Rancho Cucamonga, CA 91730 EXEMPT FROM RECORDING FEES PURSUANT TO GOVERNMENT CODE SECTION 27383 SPACE ABOVE THIS LINE FOR RECORDER'S USE APN: [_____________] Grant Deed The undersigned Grantor(s) declare(s): CUCAMONGA VALLEY WATER DISTRICT is exempt from property taxes Documentary transfer tax is $0.00. Computed on full value of property conveyed, or Computed on full value less value of liens and encumbrances remaining at time of sale. Unincorporated area City of Rancho Cucamonga and FOR A VALUABLE CONSIDERATION, receipt of which is hereby acknowledged, CITY OF RANCHO CUCAMONGA hereby GRANT(S) to CUCAMONGA VALLEY WATER DISTRICT, a public corporation the following described real property in the city of Rancho Cucamonga County of San Bernardino State of California: SEE ATTACHED EXHIBIT A Dated: _______________, 2022 CITY OF RANCHO CUCAMONGA __[Exhibit Only – Do Not Execute]______________ Page 217 04342.00109\34308445.4 2 ACKNOWLEDGMENT A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA ) COUNTY OF ) On , 20___ before me, , Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature: (seal) Page 218 04342.00109\34308445.4 3 CERTIFICATE OF ACCEPTANCE Pursuant to Section 27281 of the California Government Code This is to certify that the interest in real property conveyed by the Grant Deed dated __________________, 2022, from CITY OR RANCHO CUCAMONGA, to CUCAMONGA VALLEY WATER DISTRICT, a public corporation, is hereby accepted by the undersigned officer on behalf of CUCAMONGA VALLEY WATER DISTRICT, pursuant to the authority conferred by Resolution No. _______, adopted by the Board of Directors for CUCAMONGA VALLEY WATER DISTRICT on ___________________, and the Grantee consents to recordation thereof by its duly authorized officer. Dated: _________________, 2022 CUCAMONGA VALLEY WATER DISTRICT, a public corporation By __[Exhibit Only – Do Not Execute]______________ Page 219 04342.00109\34308445.4 1 EXHIBIT C TRANSFEROR'S CERTIFICATION OF NON-FOREIGN STATUS Section 1445 of the Internal Revenue Code of 1986, as amended (the "Code"), provides that a transferee of a U.S. real property interest must withhold tax if the transferor is a foreign person. To inform CUCAMONGA VALLEY WATER DISTRICT, a public corporation (the "Transferee"), that withholding of tax under Section 1445 of the Code will not be required upon the transfer of a U.S. real property interest to the Transferee by CITY OF RANCHO CUCAMONGA (the "Transferor"), the undersigned hereby certifies the following on behalf of the Transferor: 1. The Transferor is not a foreign corporation, foreign partnership, foreign trust or foreign estate (as those terms are defined in the Code and the Income Tax Regulations promulgated thereunder); 2. The Transferor's U.S. employer identification number is _______________; and 3. The Transferor's office address is ______________________________________. The Transferor understands that this Certificate may be disclosed to the Internal Revenue Service by the Transferee and that any false statement contained herein could be punished by fine, imprisonment, or both. Under penalty of perjury I declare that I have examined this Certification and, to the best of my knowledge and belief, it is true, correct and complete, and I further declare that I have authority to sign this document on behalf of the Transferor. DATED: ________________, 2022. CITY OF RANCHO CUCAMONGA __[Exhibit Only – Do Not Execute]______________ Page 220 DATE:March 2, 2022 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Jason C. Welday, Director of Engineering Services/City Engineer Baldwin Ngai, Associate Engineer SUBJECT:Consideration to Accept as Complete, File a Notice of Completion, and Authorize Release of Retention, and Bonds for the Fiscal Year 19/20 Traffic Signal Project (Contract No. 2020-058). (CITY) RECOMMENDATION: Staff recommends that the City Council: 1. Accept the Fiscal Year 19/20 Traffic Signal Project, Contract No. 2020-058 (Project), as complete; 2. Approve the final contract amount of $1,095,371.28; 3. Authorize the release of the Faithful Performance Bond 35 days after recordation of Notice of Completion and accept a Maintenance Guarantee Bond; 4. Authorize the release of the Labor and Materials Bond in the amount of $1,138,293, 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; and 6. Authorize the City Engineer to approve the release of the Maintenance Bond one year following the filing of the Notice of Completion if the improvements remain free from defects in material and workmanship. BACKGROUND: On June 17, 2020, the City Council awarded a construction contract to Crosstown Electrical & Data, Inc., in the amount of $1,138,293 and a 10% contingency in the amount of $113,829 to address unforeseen construction related incidentals. A copy of the June 17,2020, City Council Staff Report is on file with the City Clerk. A vicinity map is included as Attachment 1. The scope of work for the Project consisted of the installation of traffic signals and safety lighting, fiber optic interconnect and related equipment, video detection systems, traffic signal Page 221 Page 2 9 4 3 modifications, accessible curb ramps, sidewalk and curb and gutter repairs, pavement markers, signage and striping at the following four (4) locations within the City: 6th Street at Hellman Avenue – Traffic Signal Installation Haven Avenue from 4th Street to Civic Center Drive – Fiber Optic Network Installation Arrow Route at Red Oak Street – Flashing Yellow Arrow Left Turn Upgrade Arrow Route at White Oak Avenue – Flashing Yellow Arrow Left Turn Upgrade Church Street at Terra Vista Parkway (East) – Left Turn Upgrade ANALYSIS: The subject project has been completed in accordance with the approved plans and specifications and to the satisfaction of the City Engineer. The net decrease in the total cost of $42,921.22 for the project is a result of eight (8) Contract Change Orders (CCO), including a final balancing statement (which conforms the final contract quantities to the actual quantities placed or constructed during the contract) and a credit for overtime inspection as summarized below. Significant changes in final quantities placed were related to reductions in fiber optic network conduit and cable, concrete removals, and increases in sidewalk placed. CCO #Description Amount CCO-01 Adjust signal pole on southwest corner of Foothill Boulevard and Cornwall Avenue to grade. $11,285.00 CCO-02 Install new pedestrian push button post to comply with ADA requirements, adjustment of Pole E at 6th Street and Hellman Avenue to avoid a utility conflict. $2,071.25 CCO-03 Removal of a portion of contracted fiber optic cable installation on Haven Avenue from 6th Street to Civic Center Drive. RCMU fiber optic infrastructure utilized instead. ($26,565.29) CCO-04 Complete missing fiber optic network conduit paths at two (2) locations along Haven Avenue from 4th Street to 6th Street, including new conduit, fiber, and splicing. $10,635.56 CCO-05 Upgrade battery backup systems at Arrow Route and White Oak Avenue and at Arrow Route and Red Oak Street to improvement reliability of backup power. $22,537.03 CCO-06 Relocate pedestrian push button post on the northwest corner of Hellman Avenue and 6th Street to comply with ADA requirements. $1,421.23 CCO-BAL Balancing Statement ($63,175.50) N/A Credit for overtime inspection.($1,131.00) Net Change in Contract Cost ($42,921.72) At the end of the one-year maintenance period, if the improvements remain free from defects in materials and workmanship, the City Clerk will release the Maintenance Bond upon approval by the City Engineer.  Page 222 Page 3 9 4 3 FISCAL IMPACT: A total of $1,375,970 has been appropriated from the Transportation (Fund 124), Gas Tax R&T7360 (Fund 174) Funds and is identified under Capital Improvement Project Account No’s. and in the amounts listed below. Account No.Funding Source Description Amount 11743035650/2048174-0 Gas Tax Fund Fund 174 Church & Terra Vista LT Upgrade $35,000 11243035650/1957124-0 Transportation Fund Fund 124 6th & Hellman TS Installation $1,188,210 11243035650/1996124-0 Transportation Fund Fund 124 Arrow Route LT Upgrades $152,760 Total Project Funding $1,375,970 The final project construction cost after change orders and final accounting on support services is $1,210,836.28 as shown below. e final project c A total of $165,134.22 remains in the budget for this project and will be returned to the Transportation Fund (Fund 124) and Gas Tax Fund (174), fund balances to be used for future capital improvement projects. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: This item addresses the City Council's Core Values by ensuring the construction of high-quality public improvements that promote success as a world class community. ATTACHMENTS: Attachment 1 - Vicinity Map Expenditure Amount Final Construction Contract $1,095,371.28 Construction Inspection Services $99,220.50 Construction Survey $16,244.00 Total Project Cost $1,210,835.78 Page 223 ATTACHMENT 1 FY 19/20 TRAFFIC SIGNAL PROJECT VICINITY MAP NOT TO SCALE Project Page 224 DATE:March 2, 2022 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Sean McPherson, AICP SUBJECT:Public Hearing for Consideration and Possible Action to Introduce, Waive Reading of and Adopt by a Four-fifths Vote, an Interim Urgency Ordinance Extending for an Additional 10 Months and 15 Days through January 20, 2023, an Existing Interim Ordinance Establishing Interim Objective Zoning and Subdivision Standards for Senate Bill 9 Projects in Single-Family Residential Zones in the City of Rancho Cucamonga and Making a Determination of Exemption Under the California Environmental Quality Act (CEQA). (INTERIM URGENCY ORDINANCE NO. 996) (CITY) RECOMMENDATION: Staff recommends that the City Council adopt Interim Urgency Ordinance No. 996, entitled “Interim Urgency Ordinance No. 996, Extending Interim Urgency Ordinance No. 994 for an Additional 10 Months and 15 Days (from an expiration date of March 5, 2022 to January 20, 2023), Establishing Interim Objective Zoning and Subdivision Standards for Senate Bill 9 Projects in Single-Family Residential Zones in the City of Rancho Cucamonga, Declaring the Urgency Thereof and Making A Determination of Exemption Under the California Environmental Quality Act (CEQA),“ by four-fifths vote, waive full reading, and read by title only. BACKGROUND: Government Code Section 65858 provides, “Without following the procedures otherwise required prior to the adoption of a zoning ordinance, the legislative body of a…city…to protect the public safety, health, and welfare, may adopt as an urgency measure an interim ordinance prohibiting any uses that may be in conflict with a contemplated General Plan, Specific Plan, or Zoning proposal that the legislative body, Planning Commission or the Planning Department is considering or studying or intends to study within a reasonable time. That urgency measure shall require a four-fifths vote of the legislative body for adoption. The interim ordinance shall be of no further force and effect 45 days from its date of adoption. After notice pursuant to Section 65090 and public hearing, the legislative body may extend the interim ordinance for 10 months and 15 days and subsequently extend the interim ordinance for one year. Any extension shall also require a four-fifths vote for adoption. Not more than two extensions may be adopted.” At the regular City Council meeting of December 1, 2021, the City Council directed staff to research and identify local regulations related to the implementation of Senate Bill (SB) 9, legislation which permits the ministerial approval of additional development, including additional units and/or lot splits, on parcels located within Single-Family Residential zones. SB 9 was signed by Governor Gavin Newsom on September 16, 2021 and became effective as of January 1, 2022. Page 225 Page 2 1 1 4 9 At their regular meeting on January 19, 2022, the City Council adopted Urgency Ordinance No. 980 which establishes interim local standards intended to protect and maintain the public health, safety and welfare of the City’s residents, pursuant to Government Code 65858. ANALYSIS: Since the approval of the interim urgency ordinance, staff has begun implementing the interim local standards in conversations with the public and members of the development community. As required pursuant to Section 65858(d) of the California Government Code, the City Council issued a report describing the measures taken to alleviate the condition which led to the adoption of the ordinance. This 10-day report, issued by City Council on February 16, 2022, noted that the following specific activities are currently being undertaken to alleviate the conditions which led to the adoption of Interim Urgency Ordinance 994: City staff is currently implementing, as necessary, the subject interim standards in conversations with the public and members of the development community as SB 9- related projects are proposed. In so doing, staff is analyzing how the interim standards contained within the urgency ordinance may be augmented, revised or otherwise made to better protect and maintain the public health, safety and welfare of residents. City staff continues to work with professional consultants on updating the Development Code to achieve conformance with the recently adopted General Plan. As it relates to the integration of SB 9 standards into the broader Development Code update, staff and the consultant continue to determine any final refinements to the standards based on staff and public feedback and how to best integrate the final standards into the broader Development Code update. The Interim Ordinance 994, if not extended, is set to expire on March 5, 2022. Considering the abovementioned ongoing efforts by staff to implement the interim standards, particularly with regard to properly integrating SB 9 standards into the broader Development Code update, staff recommends that the City Council extend the interim urgency ordinance by adopting Ordinance No. 996, attached to this report. To ensure that staff continues to work toward preparing a permanent ordinance regarding SB 9 development, staff offers the following next steps: 1. Ongoing - Continue to work with property owners and various stakeholders to augment or revise the interim urgency ordinance to better protect the public health, safety and welfare; 2. March 9, 2022 - Provide an informational update to the Planning Commission; 3. Prior to the expiration of the interim urgency ordinance, hold duly noticed public hearings before the Planning Commission and City Council regarding the adoption of a permanent ordinance. If the City is unable to complete the steps outlined above before January 20, 2023, the City may, but is not required to, extend the interim urgency ordinance for up to an additional year. FISCAL IMPACT: None. Page 226 Page 3 1 1 4 9 COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: Extending the interim urgency ordinance in an effort to maintain the public health, safety and welfare of the community achieves multiple City Council “Core Values,” including: Providing and nurturing a high quality of life for all; Promoting and enhancing a safe and healthy community for all; Intentionally embracing and anticipating the future. ATTACHMENTS: Attachment 1 – City Council Staff Report (January 19, 2022) for Interim Urgency Ordinance No. 994 Attachment 2 – Ordinance No. 994 Attachment 3 – City Council 10-Day Staff Report (February 16, 2022) Attachment 4 – Ordinance No. 996 Page 227 DATE:January 19, 2022 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Sean McPherson, AICP, Senior Planner SUBJECT:Discussion, Consideration and Possible Action to Introduce, Waive Reading of and Adopt by a Four-fifths Vote, for a Period of 45 Days, an Urgency Ordinance to Establish Objective Zoning And Subdivision Standards for Senate Bill 9 Projects in Single-Family Residential Zones, Declaring The Urgency Thereof and Making a Determination of Exemption Under the California Environmental Quality Act (CEQA). (URGENCY ORDINANCE NO. 994) (CITY) RECOMMENDATION: Staff recommends that the City Council adopt Urgency Ordinance No. 994 entitled “An Urgency Zoning Ordinance of the City Council of the City of Rancho Cucamonga Enacted Pursuant to Government Code Section 65858 Establishing Interim Development Standards for SB 9 Development, Declaring the Urgency Thereof and Making A Determination of Exemption Under the California Environmental Quality Act (CEQA),” by four-fifths vote, waive full reading, and read by title only. BACKGROUND: Government Code Section 65858 provides, “Without following the procedures otherwise required prior to the adoption of a zoning ordinance, the legislative body of a…city…to protect the public safety, health, and welfare, may adopt as an urgency measure an interim ordinance prohibiting any uses that may be in conflict with a contemplated General Plan, Specific Plan, or Zoning proposal that the legislative body, Planning Commission or the Planning Department is considering or studying or intends to study within a reasonable time. That urgency measure shall require a four-fifths vote of the legislative body for adoption. The interim ordinance shall be of no further force and effect 45 days from its date of adoption. After notice pursuant to Section 65090 and public hearing, the legislative body may extend the interim ordinance for 10 months and 15 days and subsequently extend the interim ordinance for one year. Any extension shall also require a four-fifths vote for adoption. Not more than two extensions may be adopted.” In response to the housing shortage and affordability crisis, on September 16, 2021, Governor Gavin Newsom signed into law Senate Bill (SB) 9. SB 9, which took effect January 1, 2022, requiring the ministerial review of two types of development applications within single-family residential zones: two lot subdivisions (known as “Urban Lot Splits”), and residential development projects of up to 2 units per lot (“Two- Unit Projects”), subject to certain qualifying criteria. Because SB 9 requires that these applications be approved on a ministerial basis, the City cannot hold public hearings or consider subjective factors, such as aesthetics and neighborhood character, Page 228 Page 2 1 0 9 6 for qualifying applications which meet basic criteria. In short, this legislation makes it possible in some instances for there to be up to 4 units constructed on a single-family zoned lot where only one single family residence previously existed, inclusive of Accessory Dwelling Units (ADU) and Junior Accessory Dwelling Units (JADU). Preliminary research by staff indicates that approximately 25,000 single-family zoned parcels within the City may be eligible for further development under SB 9. Considering the number of parcels which may be eligible for development under SB 9, and especially considering any impact this new development may have upon the City, staff is currently exploring potential regulations which may be implemented in order to ensure that SB 9 is implemented in an appropriate and legally defensible manner that carefully considers public health, safety and welfare in the City. ANALYSIS: Development under SB 9 could have the potential to cause specific adverse impacts, such as additional traffic which could exacerbate existing access and emergency response constraints within certain neighborhoods where access, circulation and parking may be deficient or limited (i.e., dead-end streets within Very High Fire Severity Zones, neighborhoods where roads do not meet minimum width standards, etc.). SB 9 could also impact the availability of services in existing single-family residential neighborhoods by facilitating the creation of lots and construction of units which are inconsistent with utilities in existing single-family residential neighborhoods. Finally, SB 9 could have the unintended effect of reducing affordability of units within single-family neighborhoods if such units are not reserved for low-income tenants or the developments are too large so as not to be affordable. It is critical that the City prevent any public health and safety impacts that may arise under this new requirement. Maintaining the quality, livability and safety of existing single-family residential neighborhoods throughout the City is a critically important community objective, as evidenced by goals set forth in the City’s General Plan. Consequently, implementing SB 9 regulations without considering local context could negatively affect the health, safety and welfare of the public within the City. To address such concerns, on December 1, 2021, the City Council discussed certain policy and development code considerations which included: Consider objective standards for zoning and subdivisions to ensure that SB 9 development does not adversely impact existing single-family residential neighborhoods; Consider studying areas of historic significance to determine if further protections are appropriate; Consider implementing additional regulations related to SB 9 to maintain the public health, safety and welfare within Very High Fire Severity Zones; Consider the impact further SB 9 development may have on utility capacity within certain neighborhoods; Consider how the development of SB 9 units may allow the City to achieve the important local and statewide goals of increasing the availability of affordable housing. Following that City Council meeting, staff continues researching these various policy and development code considerations and intends to return to the Council within the first quarter of 2022 with comprehensive Development Code Amendments. As SB 9 is now effective (as of January 1, 2022), and in order to prevent any adverse impacts to public health, safety and welfare, staff recommends that the City Council adopt the subject urgency ordinance which is attached to this report and which establishes interim standards while staff continues to work on permanent development code amendments to address the policy considerations referenced above. Page 229 Page 3 1 0 9 6 SB 9 permits the City to enforce objective zoning, subdivision, and design standards on SB 9 project. In summary, the proposed interim regulations would do the following: Limits the application of SB 9 to single-family residential zones, which are: Very Low Residential (VL), Low Residential (L), and Hillside Residential (HR). A maximum unit size of 800 square feet, which may be increased to 1,200 square feet if at least one of the units on the lot is reserved for rentals to very-low income households; Limits new units to one-story and 16 feet in height; Requires the Fire Marshall, City Engineer, and Building Official to review SB 9 projects to determine whether a particular project could cause a specific, adverse impact to public health and safety for which there is no feasible mitigation; and Other objective design criteria intended to help prevent unintended impacts of SB 9 projects on existing single-family neighborhoods. Pursuant to Government Code Section 65858, the initial term of the urgency ordinance is 45 days (expiring on March 5, 2022). In the event that staff determines that a permanent development code amendment may not be prepared by the expiration of the urgency ordinance, staff may bring a further ordinance to extend the term of the urgency ordinance for up to 10 months, 15 days prior to the initial expiration date. Ten days before the proposed extension, the City Council will consider a report identifying the steps taken by staff to address these issues during the urgency ordinance’s moratorium’s initial term. This ordinance is exempt from the California Environmental Quality Act as an ordinance intended to implement SB 9. FISCAL IMPACT: None COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: Enacting an urgency ordinance in an effort to maintain the public health, safety and welfare or the community achieves multiple City Council “Core Values,” including: Providing and nurturing a high quality of life for all; Promoting and enhancing a safe and healthy community for all; Intentionally embracing and anticipating the future. ATTACHMENTS: Attachment 1 – Draft Urgency Ordinance No. 994 Page 230 Urgency Ordinance No. 994 - Page 1 of 10 1 9 9 6 URGENCY ORDINANCE NO. 994 AN URGENCY ZONING ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, TO ESTABLISH OBJECTIVE ZONING AND SUBDIVISION STANDARDS FOR SENATE BILL 9 PROJECTS IN SINGLE- FAMILY RESIDENTIAL ZONES, DECLARING THE URGENCY THEREOF AND MAKING A DETERMINATION OF EXEMPTION UNDER THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA DOES HEREBY ORDAIN AS FOLLOWS: SECTION 1.Legislative Findings. On September 16, 2021, Governor Newsom approved Senate Bill (“SB”) 9 to amend the Planning and Zoning Law and the Subdivision Map Act effective January 1, 2022. A.SB 9 amended Government Code Section 66452.6 and added Sections 65852.21 and 66411.7 of Chapter 162, and took effect on January 1, 2022. B.SB 9 generally requires cities and counties to ministerially approve two-unit housing developments and parcel maps to create urban lot splits on lots within single- family residential zones. C.SB 9 authorizes the City to enforce objective zoning, subdivision, and design standards. D.SB 9 projects will have the potential to significantly impact the character of the City’s established residential neighborhoods. E.SB 9 projects have the potential to impact the health, safety, and welfare of residents in the City, particularly those residing in single-family residential neighborhoods, vehicular and pedestrian safety, on-street parking demand, and housing affordability. In addition, the potential increase to residential density in areas of the City designed for single-family development may cause increased demand on utilities and access routes that were not designed for such density. As a result, the City Council finds that there is an immediate need to establish objective zoning and subdivision standards for SB 9 projects in order to protect the public health, safety, and welfare while it studies permanent land use regulations for such projects and to ensure SB 9 does not have a detrimental impact on single-family residential neighborhoods within the City. F.The City intends to study and develop permanent land use regulations for the implementation of SB 9 projects in the city. Given that SB 9 took effect on January 1, ATTACHMENT 1 Page 231 Urgency Ordinance No. 994 - Page 2 of 10 1 9 9 6 2022, the City will not be able to complete the process of developing and adopting such permanent regulations prior to SB 9 taking effect. Thus, the City Council desires to adopt an interim urgency ordinance that will take effect immediately in order to ensure that SB 9 projects do not unreasonably impact the character of single-family residential neighborhoods or threaten public health, safety, or welfare while permanent regulations are studies and prepared. G.It is well documented that California is experiencing a housing supply crisis, with housing demand far outstripping supply. The housing crisis has particularly exacerbated the need for affordable homes at prices below market rates. The City has a regional housing need between 2021 and 2029 to construct 3,245 extremely low/very low-income units, 1,920 low-income units, and 2,031 moderate income units (Housing Element 2021-2029, Table HE-47, Page 72). According to the City’s recently-adopted Housing Element, the City still needs to construct 3,209 extremely low/very low-income units and 1,864 low-income units during the sixth housing cycle. H.To help address this affordability crisis, the City Council finds that limiting the size of units developed pursuant to SB 9 and requiring that some units be affordable are important interim regulations to protect public welfare and to prevent SB 9 developments from conflicting with forthcoming permanent land use regulations. I.The purpose of this Ordinance is to establish objective zoning, subdivision, and design standards for housing developments undertaken pursuant to SB 9. SECTION 2.Authority. Pursuant to Government Code Section 65858, the City Council may adopt, as an urgency measure, an interim ordinance that prohibits any uses that may be in conflict with a contemplated zoning proposal that the City Council is considering, studying, or intends to study within a reasonable period of time. SECTION 3.Urgency Declaration and Findings. The City Council finds and determines that there is an immediate threat to the public health, safety, or welfare caused by SB 9 projects, which threat will significantly limit the City’s ability to preserve community character, affordability, and environmental and public health and safety. As described in Section 1 of this Interim Urgency Ordinance, the staff report accompanying this Interim Urgency Ordinance, and other evidence in the record, such development in the City could threaten the health, safety and welfare of the community through negative impacts that include, but are not limited to, emergency access during emergencies, appropriate sizing for utilities and streets, parking, and housing affordability. The City Council finds and determines that there is an immediate threat to public health, safety, or welfare if the City does not have enforceable zoning, subdivision, and Page 232 Urgency Ordinance No. 994 - Page 3 of 10 1 9 9 6 design standards for such projects. Therefore, it is necessary that this Interim Urgency Ordinance take effect immediately upon adoption. SECTION 4.Prohibition on SB 9 Projects that Fail to Comply with this Interim Urgency Ordinance. Based on the facts and findings set forth in Sections 1 through 3 of this Interim Urgency Ordinance, and notwithstanding any other ordinance or provision of the Rancho Cucamonga Municipal Code, residential development projects and urban lot splits proposed pursuant to Senate Bill 9, are prohibited unless the project complies with the requirements of Sections 5 and 6 of this Interim Urgency Ordinance. SECTION 5. Development in Single-Family Residential Zones. A. Purpose. This Section provides objective zoning and design standards for the development of residential units pursuant to SB 9. Development pursuant to this Section does not require discretionary review or a hearing and is processed ministerially through a plan check/zoning clearance. B. Applicability. SB 9 projects shall only be developed in single-family residential zones. For purposes of this Section, the following zones are considered single- family residential zones: Very Low Residential (VL), Low Residential (L), and Hillside Residential (HR). C. General Standards. All development pursuant to SB 9 shall comply with the following objective standards: 1.Eligibility requirements of Government Code Section 65852.21(a) shall be satisfied. 2.Except where superseded by SB 9 or this Section, development shall comply with the objective development standards of the zone in which the lot is located. 3.Access to any unit shall not be across an easement that restricts such access. 4.More than 25 percent of the exterior structural walls of an existing dwelling shall not be demolished unless the site has not been occupied by a tenant in the last three years. 5.The lot shall contain no more than one pedestrian path connected to the public right-of-way or private street. 6.The development shall contain no exterior stairways except those leading from grade to the first floor. Page 233 Urgency Ordinance No. 994 - Page 4 of 10 1 9 9 6 7.Off-street parking shall be provided in accordance with the following standards: a.A minimum of one off-street parking space shall be provided for each residential unit. b.No off-street parking is required if either of the following apply: i.The lot is located within one-half mile walking distance of either: a high-quality transit corridor as defined in Public Resources Code Section 21155(b) or a major transit stop as defined in Public Resources Code Section 21064.3. ii.A car-share vehicle is located within one block of the lot. D. Additional Standards for New Construction. In addition to the standards of Subsection C, the standards of this Subsection apply if one or both residential units are new construction: 1.Maximum unit size shall be 800 square feet, except when rented at a level affordable to Low-Income (50%-80% of AMI) households, per Subsection J.5 below, the maximum unit size may be up to 1,200 sqaure feet. 2.No residential unit shall exceed a building height of one story. 3.No residential unit shall exceed a building height of 16 feet. 4.Each residential unit shall have a minimum setback of four feet from side and rear property lines except as allowed by Government Code Section 65852.21. 5.If the residential units are built as separate buildings, the following standards shall apply. a.The buildings shall be located one in front of the other in relation to the street. b.The front building shall be at least as wide and as tall as the rear building. c.The front building shall be positioned such that the rear building is not visible from the street when viewed from directly in front of the property. Page 234 Urgency Ordinance No. 994 - Page 5 of 10 1 9 9 6 6.If the residential units are built as a single building, one residential unit shall have a door facing the street and one residential unit shall have a door facing a side or rear property line. E. Additional Standards for Conversion of an Existing Dwelling. In addition to the standards of Subsection C, the standards of this Subsection apply if an existing dwelling will be fully or partially retained: 1.Maximum unit size shall be 800 square feet, except when rented at a level affordable to Low-Income (50%-80% of AMI) households, per Subsection J.5. below, the maximum unit size may be up to 1,200 square feet. 2.The existing setbacks shall be maintained when converting or substantially redeveloping an existing structure to a two-unit residential development, except that additions to the existing dwelling shall have a minimum setback of four feet from side and rear property lines. 3.Additions to the existing dwelling shall not increase the building height beyond the allowable maximum of the respective base zoning district. 4.If two residential units are located in the same building, one residential unit shall have a door facing the street and one residential unit shall have a door facing a side or rear property line. F. Additional Standards for Urban Lot Split Projects. In addition to the standards of Subsections C, D, and E as applicable, the standards of this Subsection apply if the residential units will be located on lots created by an urban lot split. 1.Each lot created by the parcel map shall be used solely for residential uses. 2.No lot created by the parcel map shall have more than two residential units, inclusive of any accessory dwelling unit (ADU) or junior accessory dwelling unit (JADU). No ADU or JADU shall be allowed on any parcel created by an urban lot split if the subdivider uses the authority provided under Government Code Section 65852.21. 3.If the boundary line between the lots created by the parcel map is perpendicular to the front lot line, the units shall be subject to the following standards: a.The buildings nearest the street on each lot created by the parcel map shall have no more than one residential unit with a door facing the street. Page 235 Urgency Ordinance No. 994 - Page 6 of 10 1 9 9 6 G. Exceptions. The Planning Director shall approve an exception to any of the standards specified in this Section upon determining that complying with the standard would physically preclude the construction of up to two residential units or would physically preclude either of the two residential units from being 800 square feet in floor area. H. Review. The Building Official, City Engineer, and Fire Marshal shall review applications to determine whether a proposed development would cause a specific adverse effect to public health, safety, and welfare, as defined in Government Code Section 65589.5. If so, the Building Official shall make a written finding in support of his or her decision to deny the application. I. Denial. The Building Official shall deny an application for an SB 9 project upon making both of the following findings in writing based upon a preponderance of evidence: 1.The proposed housing development project would have a specific, adverse impact upon the public health and safety or the physical environment as defined and determined in Government Code Section 65589.5(d)(2). 2.There is no feasible method to satisfactorily mitigate or avoid the specific, adverse impact. J. Income Restriction. If more than one unit is developed on a single lot, the second unit may be up to 1,200 square feet if one of the units is rented at a level affordable to Low-Income (50%-80% of AMI) households, provided that the property owner must execute and record against the subject property an affordability covenant provided by the Planning Director per Subsection K below. K. Covenants Required. A property owner seeking to develop units on a single-family residential property, pursuant to the standards of SB 9 and the standards of this Section, shall execute and record the following covenants against the subject property with the San Bernardino County Assessor-Recorder-Clerk and provide a copy to the City: 1.Short-Term Rental of a residential unit for a period less than 31 days shall be prohibited; 2.Non-residential uses on the site shall be prohibited; 3.Any subsequent urban lot split of land that was previously subdivided with an urban lot split shall be prohibited; 4.The owner of the property for which an urban lot split is proposed shall sign an affidavit stating that the owner intends to occupy one of the housing Page 236 Urgency Ordinance No. 994 - Page 7 of 10 1 9 9 6 units as their principal residence for at least three years from the date of the approval of the urban lot split; and 5.Residential units over 800 square feet, created pursuant to the standards of this Section, shall be rented at a level affordable to Low-Income (50%- 80% AMI) households for a period of at least 45 years. SECTION 6.Urban Lot Splits in Single-Family Residential Zones. A. Purpose. This Section provides objective subdivision standards for urban lot splits on single-family residential zone lots pursuant to SB 9. B. Applicability 1.This Section applies to single-family residential zone lots. For the purposes of this Section, the following zones are considered single-family residential zones: Very Low Residential (VL), Low Residential (L), and Hillside Residential (HR). 2. An urban lot split is prohibited on a lot previously subdivided by an urban lot split pursuant to SB 9. In addition, an urban lot split is prohibited on a lot if the lot’s owner or any person acting in concert with the owner of such lot has previously subdivided an adjacent lot pursuant to SB 9. 3. An urban lot split shall not require discretionary review or a hearing and is approved ministerially by the City Engineer through a parcel map application. This Section is exempt from the application and hearing requirements described in Chapter 16.20 (Tentative Parcel Maps – Four or Less Parcels) and Section 16.22.090 (Approval by City Council). C. Subdivision Standards. An urban lot split pursuant to this Section is subject to the following standards. 1. Eligibility requirements of Government Code Section 66411.7(a) shall be satisfied. 2. A minimum lot size of one acre per dwelling unit is required for any proposed lot which does not have access to a public sewer. 3. Each lot created by the parcel map shall have a minimum area of 1,200 square feet. 4. The newly created lots shall not be smaller than 45 percent of the area of the original lot. Page 237 Urgency Ordinance No. 994 - Page 8 of 10 1 9 9 6 5. Each newly created lot must have access to a public street. 6. Lot lines shall be: i.Straight lines, unless there is a conflict with existing improvements or the natural environment; ii.Generally parallel to the street when facing the street or be at right angles perpendicular to the street on straight streets, or radial to the street on curved streets; and iii.Within appropriate physical locations that do not bisect buildings and are contiguous with existing zoning boundaries. D. Exceptions. The City Engineer shall approve an exception to any of the standards satisfied in this Section upon determining that complying with the standard would physically preclude the construction of up to two residential units or would physically preclude either of the two residential units from being 800 square feet in floor area. E. Review. The Building Official, City Engineer, and Fire Marshal shall review applications to determine whether there is a specific adverse effect to public health, safety, and welfare. F. Denial. The City Engineer shall deny an urban lot split upon making both of the following findings in writing based upon a preponderance of evidence. 1.The proposed housing development project would have a specific, adverse impact upon the public health and safety or the physical environment as defined and determined in Government Code Section 65589.5(d)(2). 2.There is no feasible method to satisfactorily mitigate or avoid the specific, adverse impact. G. Covenants Required. A property owner seeking to develop units on a single-family residential property, pursuant to the standards of SB 9 and the standards of this Section, shall execute and record the following covenants against the subject property with the San Bernardino County Assessor-Recorder-Clerk and provide a copy to the City: 1.Short-Term Rental of a residential unit for a period less than 31 days shall be prohibited; 2.Non-residential uses on the site shall be prohibited; Page 238 Urgency Ordinance No. 994 - Page 9 of 10 1 9 9 6 3.Any subsequent urban lot split of land that was previously subdivided with an urban lot split shall be prohibited; 4.The owner of the property for which an urban lot split is proposed shall sign an affidavit stating that the owner intends to occupy one of the housing units as their principal residence for at least three years from the date of the approval of the urban lot split; and 5.Residential units over 800 square feet shall be rented at a level affordable to Low-Income (50%-80% AMI) households for a period of at least 45 years. SECTION 7.CEQA. Adoption of this Ordinance is not a project under the California Environmental Quality Act pursuant to Government Code Sections 65852.21(j) and 66411.7(n). SECTION 8.Severability. If any section, subsection, sentence, clause, phrase, or portion of this Interim Urgency Ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Interim Urgency Ordinance. The City Council declares that it would have adopted this Interim Urgency Ordinance and each section, subsection, sentence, clause, phrase, or portion thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases, or portions be declared invalid or unconstitutional. SECTION 9. Effective Date; Approval and Extension of Ordinance. This Interim Urgency Ordinance, being adopted as an urgency measure for the immediate protection of the public safety, health, and general welfare, containing a declaration of the facts constituting the urgency, and passed by a minimum four-fifths (4/5) vote of the City Council, shall take effect immediately upon its adoption and shall continue in effect for a period of not longer than forty-five (45) days. After notice pursuant to Government Code Section 65090 and a public hearing, the City Council may extend the effectiveness of this Urgency Ordinance as provided in Government Code Section 65858. SECTION 10. Publication. The City Clerk shall certify to the passage and adoption of this Interim Urgency Ordinance and shall cause its publication in accordance with applicable law. Page 239 Urgency Ordinance No. 994 - Page 10 of 10 1 9 9 6 PASSED, APPROVED, AND ADOPTED this __ day of _____, 2022, by the following vote to wit: AYES: ( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( ) L. Dennis Michael, Mayor ATTEST: _________________________________ Janice C. Reynolds, City Clerk APPROVED AS TO FORM: _________________________________ Nicholas R. Ghirelli, City Attorney Page 240 DATE:February 16, 2022 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Sean McPherson, AICP, Senior Planner SUBJECT:Report in Conformance with California Government Code Section 65858(D) on Measures Taken to Alleviate the Need for Interim Ordinance No. 994, Establishing Objective Zoning And Subdivision Standards for Senate Bill 9 Projects in Single-Family Residential Zones, Declaring The Urgency Thereof and Making a Determination of Exemption Under the California Environmental Quality Act. (CITY) RECOMMENDATION: Staff recommends that the City Council issue the attached report in conformance with California Government Code Section 65858 on the measures taken by the City to alleviate the need for Interim Ordinance No. 994. BACKGROUND: At the regular City Council meeting of December 1, 2021, the City Council directed staff to research and identify local regulations related to the implementation of Senate Bill (SB) 9, legislation which permits the ministerial approval of additional development, including additional units and/or lot splits, on parcels located within Single-Family Residential zones. SB 9 was signed by Governor Gavin Newsom on September 16, 2021, and became effective as of January 1, 2022. At their regular meeting on January 19, 2022, the City Council adopted Urgency Ordinance No. 994 which establishes interim local standards intended to protect and maintain the public health, safety and welfare of the City’s residents, pursuant to Geovernment Code 65858. The temporary interim urgency ordinance, if not extended, is set to expire on March 5, 2022. ANALYSIS: Section 65858(d) of the California Government Code provides that, “Ten days prior to the expiration of that interim ordinance or any extension, the legislative body shall issue a written report describing the measures taken to alleviate the condition which led to the adoption of the ordinance.” The 10-day report does not modify nor extend the City’s existing moratorium related to service stations. Rather, issuance of the 10-day report satisfies a statutory step in the process to permit the City Council to consider that potential extension at its next regular meeting on March 2, 2022. The following specific activities are currently being undertaken to alleviate the conditions which led to the adoption of Interim Ordinance 994. Page 241 Page 2 1 1 3 8 City staff is currently implementing, as necessary, the subject interim standards in conversations with the public and members of the development community as SB 9- related projects are proposed. In so doing, staff is analyzing how the interim standards contained within the urgency ordinance may be augmented, revised or otherwise made to better protect and maintain the public health, safety and welfare of residents. City staff continues to work with a professional consultant on updating the Development Code to achieve conformance with the recently adopted General Plan. As it relates to the integration of SB 9 standards into the broader Development Code update, staff and the consultant continue to determine any final refinements to the standards based on staff and public feedback and how to best integrate the final standards into the broader Development Code update. The above reflect the actions taken since the adoption of Interim Ordinance No. 994. The City Council must issue a report that describes these actions in order to extend the interim urgency ordinance currently in effect. An opportunity for full public comment on the extension of Interim Ordinance No. 994 will be provided at the City Council's Public Hearing to be held on March 2, 2022 prior to the City Council’s consideration of an ordinance to extend Interim Ordinance No. 994. ATTACHMENTS: Attachment 1 – 10-Day Report Attachment 2 – Ordinance No. 994 Page 242 Urgency Ordinance No. 996 - Page 1 of 11 URGENCY ORDINANCE NO. 996 AN INTERIM URGENCY ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, EXTENDING URGENCY ORDINANCE 994 FOR AN ADDITIONAL TEN (10) MONTHS, FIFTEEN (15) DAYS (FROM AN EXPIRATION DATE OF MARCH 5, 2022 TO JANUARY 20, 2023), ESTABLISHING INTERIM OBJECTIVE ZONING AND SUBDIVISION STANDARDS FOR SENATE BILL 9 PROJECTS IN SINGLE-FAMILY RESIDENTIAL ZONES, DECLARING THE URGENCY THEREOF, AND MAKING A DETERMINATION OF EXEMPTION UNDER THE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA DOES HEREBY ORDAIN AS FOLLOWS: SECTION 1.Legislative Findings. On September 16, 2021, Governor Newsom approved Senate Bill (“SB”) 9 to amend the Planning and Zoning Law and the Subdivision Map Act effective January 1, 2022. A.SB 9 amended Government Code Section 66452.6 and added Sections 65852.21 and 66411.7 of Chapter 162, and took effect on January 1, 2022. B.SB 9 generally requires cities and counties to ministerially approve two-unit housing developments and parcel maps to create urban lot splits on lots within single- family residential zones. C.SB 9 authorizes the City to enforce objective zoning, subdivision, and design standards. D.SB 9 projects will have the potential to significantly impact the character of the City’s established residential neighborhoods. E.SB 9 projects have the potential to impact the health, safety, and welfare of residents in the City, particularly those residing in single-family residential neighborhoods, vehicular and pedestrian safety, on-street parking demand, and housing affordability. In addition, the potential increase to residential density in areas of the City designed for single-family development may cause increased demand on utilities and access routes that were not designed for such density. As a result, the City Council finds that there is an immediate need to establish objective zoning and subdivision standards for SB 9 projects in order to protect the public health, safety, and welfare while it studies permanent land use regulations for such projects and to ensure SB 9 does not have a detrimental impact on single-family residential neighborhoods within the City. Page 243 Urgency Ordinance No. 996 - Page 2 of 11 F.The City continues to study and develop permanent land use regulations for the implementation of SB 9 projects in the city. Given that SB 9 took effect on January 1, 2022, the City will not be able to complete the process of developing and adopting such permanent regulations prior to SB 9 taking effect. Thus, the City Council desires to extend the interim urgency ordinance that will take effect immediately in order to ensure that SB 9 projects do not unreasonably impact single-family residential neighborhoods or threaten public health, safety, or welfare while permanent regulations and studies and prepared. G.It is well documented that California is experiencing a housing supply crisis, with housing demand far outstripping supply. The housing crisis has particularly exacerbated the need for affordable homes at prices below market rates. The City has a regional housing need between 2021 and 2029 to construct 3,245 extremely low/very low-income units, 1,920 low-income units, and 2,031 moderate income units (Housing Element 2021-2029, Table HE-47, Page 72). According to the City’s recently-adopted Housing Element, the City still needs to construct 3,209 extremely low/very low-income units and 1,864 low-income units during the sixth housing cycle. H.To help address this affordability crisis, the City Council finds that limiting the size of units developed pursuant to SB 9 and requiring that some units be affordable are important interim regulations to protect public welfare and to prevent SB 9 developments from conflicting with forthcoming permanent land use regulations. I.On January 19, 2022, the City Council approved Urgency Ordinance 994, which temporarily established for 45 days interim objective zoning and subdivision standards for Senate Bill 9 projects in single-family residential zones. This initial urgency ordinance is scheduled to expire on March 5, 2022. J.The City Council finds that allowing this extension will allow time to evaluate the applicability of the interim standards, as well as provide time for the integration of these standards, and revisions thereto, into the broader Development Code update to achieve compliance with the new General Plan. K.Based on the foregoing, the City Council ultimately finds that if the City fails to extend the interim standards adopted pursuant to Urgency Ordinance 994, then new development pursuant to SB 9 may be allowed to develop within the City which may result in impacts to public health, safety and welfare. L.A written report describing the measures taken to alleviate the conditions which led to the adoption of the aforementioned Urgency Ordinance was issued by the City Council on February 16, 2022, which was at least ten (10) days prior to the expiration of the Urgency Ordinance on March 5, 2022, in compliance with State law. M.Pursuant to Government Code Sections 65858 and 65090, the City Council conducted a duly noticed public hearing on March 2, 2022, at which time the City Council Page 244 Urgency Ordinance No. 996 - Page 3 of 11 considered this Urgency ordinance to extend the existing 45-day interim standards related to SB 9 zoning and subdivision development within single-family residential zones. SECTION 2.Authority. Pursuant to Government Code Section 65858, the City Council may adopt, as an urgency measure, an interim ordinance that prohibits any uses that may be in conflict with a contemplated zoning proposal that the City Council is considering, studying, or intends to study within a reasonable period of time. The City Council may also extend an interim ordinance for up to 10 months and 15 days, and subsequently for up to one year, pursuant to Government Code Section 65858(a). SECTION 3.Urgency Declaration and Findings. The City Council finds and determines that there is an immediate threat to the public health, safety, or welfare caused by SB 9 projects, which threat will significantly limit the City’s ability to preserve community character, affordability, and environmental and public health and safety. As described in Section 1 of this Interim Urgency Ordinance, the staff report accompanying this Interim Urgency Ordinance, and other evidence in the record, such development in the City could threaten the health, safety and welfare of the community through negative impacts that include, but are not limited to, emergency access during emergencies, appropriate sizing for utilities and streets, parking, and housing affordability. The City Council finds and determines that there remains an immediate threat to public health, safety, or welfare if the City does not have enforceable zoning, subdivision, and design standards for such projects. Therefore, to preserve the public health, safety and welfare, the City Council finds that it is necessary that this Urgency Ordinance extend the current interim objective standards for zoning and subdivision standards for SB 9 projects within single-family residential zones. SECTION 4. Moratorium Extended. A.Based on the facts and findings set forth in Sections 1 through 3 of this Urgency Ordinance, and notwithstanding any other ordinance or provision of the Rancho Cucamonga Municipal Code, the City Council hereby extends through and including January 20, 2023, the existing interim objective standards for zoning and subdivision standards for SB 9 projects within single-family residential zones. SECTION 5.Prohibition on SB 9 Projects that Fail to Comply with this Interim Urgency Ordinance. Based on the facts and findings set forth in Sections 1 through 3 of this Interim Urgency Ordinance, and notwithstanding any other ordinance or provision of the Rancho Cucamonga Municipal Code, residential development projects and urban lot splits Page 245 Urgency Ordinance No. 996 - Page 4 of 11 proposed pursuant to Senate Bill 9, are prohibited unless the project complies with the requirements of Sections 6 and 7 of this Interim Urgency Ordinance. SECTION 6. Development in Single-Family Residential Zones. A. Purpose. This Section provides objective zoning and design standards for the development of residential units pursuant to SB 9. Development pursuant to this Section does not require discretionary review or a hearing and is processed ministerially through a plan check/zoning clearance. B. Applicability. SB 9 projects shall only be developed on in single-family residential zones. For purposes of this Section, the following zones are considered single- family residential zones: Very Low Residential (VL), Low Residential (L), and Hillside Residential (HR). C. General Standards. All development pursuant to SB 9 shall comply with the following objective standards: 1.Eligibility requirements of Government Code Section 65852.21(a) shall be satisfied. 2.Except where superseded by SB 9 this Section, development shall comply with the objective development standards of the zone in which the lot is located. 3.Access to any unit shall not be across an easement that restricts such access. 4.More than 25 percent of the exterior structural walls of an existing dwelling shall not be demolished unless the site has not been occupied by a tenant in the last three years. 5.The lot shall contain no more than one pedestrian path connected to the public right-of-way or private street. 6.The development shall contain no exterior stairways except those leading from grade to the first floor. 7.Off-street parking shall be provided in accordance with the following standards: a.A minimum of one off-street parking space shall be provided for each residential unit. b.No off-street parking is required if either of the following apply: Page 246 Urgency Ordinance No. 996 - Page 5 of 11 i.The lot is located within one-half mile walking distance of either: a high-quality transit corridor as defined in Public Resources Code Section 21155(b) or a major transit stop as defined in Public Resources Code Section 21064.3. ii.A car-share vehicle is located within one block of the lot. D. Additional Standards for New Construction. In addition to the standards of Subsection C, the standards of this Subsection apply if one or both residential units are new construction: 1.Maximum unit size shall be 800 square feet, except when rented at a level affordable to Low-Income (50%-80% of AMI) households, per Subsection J below. 2.No residential unit shall exceed a building height of one story. 3.No residential unit shall exceed a building height of 16 feet. 4.Each residential unit shall have a minimum setback of four feet from side and rear property lines except as allowed by Government Code Section 65852.21. 5.If the residential units are built as separate buildings, the following standards shall apply. a.The buildings shall be located one in front of the other in relation to the street. b.The front building shall be at least as wide and as tall as the rear building. c.The front building shall be positioned such that the rear building is not visible from the street when viewed from directly in front of the property. 6.If the residential units are built as a single building, one residential unit shall have a door facing the street and one residential unit shall have a door facing a side or rear property line. E. Additional Standards for Conversion of an Existing Dwelling. In addition to the standards of Subsection C, the standards of this Subsection apply if an existing dwelling will be fully or partially retained: Page 247 Urgency Ordinance No. 996 - Page 6 of 11 1.Maximum unit size shall be 800 square feet, except when rented at a level affordable to Low-Income (50%-80% of AMI) households, per Subsection J below. 2.The existing setbacks shall be maintained when converting or substantially redeveloping an existing structure to a two-unit residential development, except that additions to the existing dwelling shall have a minimum setback of four feet from side and rear property lines. 3.Additions to the existing dwelling shall not increase the building height beyond the allowable maximum of the respective base zoning district. 4.If two residential units are located in the same building, one residential unit shall have a door facing the street and one residential unit shall have a door facing a side or rear property line. F. Additional Standards for Urban Lot Split Projects. In addition to the standards of Subsections C, D, and E, as applicable, the standards of this Subsection apply if the residential units will be located on lots created by an urban lot split. 1.Each lot created by the parcel map shall be used solely for residential uses. 2.No lot created by the parcel map shall have more than two residential units, inclusive of any accessory dwelling unit (ADU) or junior accessory dwelling unit (JADU). No ADU or JADU shall be allowed on any parcel created by an urban lot split if the subdivider uses the authority provided under Government Code Section 65852.21. 3.If the boundary line between the lots created by the parcel map is perpendicular to the front lot line, the units shall be subject to the following standards: a.The buildings nearest the street on each lot created by the parcel map shall have no more than one residential unit with a door facing the street. G. Exceptions. The Planning Director shall approve an exception to any of the standards specified in this Section upon determining that complying with the standard would physically preclude the construction of up to two residential units or would physically preclude either of the two residential units from being 800 square feet in floor area. H. Review. The Building Official, City Engineer, and Fire Marshal shall review applications to determine whether a proposed development would cause a specific adverse effect to public health, safety, and welfare, as defined in Government Code Page 248 Urgency Ordinance No. 996 - Page 7 of 11 Section 65589.5. If so, the Building Official shall make a written finding in support of his or her decision to deny the application. I. Denial. The Building Official shall deny an application for an SB 9 project upon making both of the following findings in writing based upon a preponderance of evidence: 1.The proposed housing development project would have a specific, adverse impact upon the public health and safety or the physical environment as defined and determined in Government Code Section 65589.5(d)(2). 2.There is no feasible method to satisfactorily mitigate or avoid the specific, adverse impact. J. Income Restriction. If more than one unit is developed on a single lot, the second unit may be up to 1,200 square feet if one of the units is rented at a level affordable to Low-Income (50%-80% of AMI) households, provided that the property owner must execute and record against the subject property an affordability covenant provided by the Planning Director per Subsection K below. K. Covenants Required. A property owner seeking to develop units on a single-family residential property, pursuant to the standards of SB 9 and the standards of this Section, shall execute and record the following covenants against the subject property with the San Bernardino County Assessor-Recorder-Clerk and provide a copy to the City: 1.Short-Term Rental of a residential unit for a period less than 31 days shall be prohibited; 2.Non-residential uses on the site shall be prohibited; 3.Any subsequent urban lot split of land that was previously subdivided with an urban lot split shall be prohibited; 4.The owner of the property for which an urban lot split is proposed shall sign an affidavit stating that the owner intends to occupy one of the housing units as their principal residence for at least three years from the date of the approval of the urban lot split; and 5.Residential units over 800 square feet shall be rented at a level affordable to Low-Income (50%-80% AMI) households for a period of at least 45 years. SECTION 7.Urban Lot Splits in Single-Family Residential Zones. Page 249 Urgency Ordinance No. 996 - Page 8 of 11 A. Purpose. This Section provides objective subdivision standards for urban lot splits on single-family residential zoned lots pursuant to SB 9. B. Applicability 1.This Section applies to single-family residential zoned lots. For purposes of this Section, the following zones are considered single-family residential zones: Very Low Residential (VL), Low Residential (L), and Hillside Residential (HR). 2. An urban lot split is prohibited on a lot previously subdivided by an urban lot split pursuant to SB 9. In addition, an urban lot split is prohibited on a lot if the lot’s owner or any person acting in concert with the owner of such lot has previously subdivided an adjacent lot pursuant to SB 9. 3. An urban lot split shall not require discretionary review or a hearing and is approved ministerially by the City Engineer through a parcel map application. This Section is exempt from the application and hearing requirements described in Chapter 16.20 (Tentative Parcel Maps – Four or Less Parcels) and Section 16.22.090 (Approval by City Council). A. Subdivision Standards. An urban lot split pursuant to this Section is subject to the following standards. 1. Eligibility requirements of Government Code Section 66411.7(a) shall be satisfied. 2. A minimum lot size of one acre per dwelling unit is required for any proposed lot which does not have access to a public sewer. 3. Each lot created by the parcel map shall have a minimum area of 1,200 square feet. 4. The newly created lots shall not be smaller than 45 percent of the area of the original lot. 5. Each newly created lot must have access to a public street. 6. Lot lines shall be: i.Straight lines, unless there is a conflict with existing improvements or the natural environment; ii.Generally parallel to the street when facing the street or be at right angles perpendicular to the street on straight streets, or radial to the street on curved streets; and Page 250 Urgency Ordinance No. 996 - Page 9 of 11 iii.Within appropriate physical locations that do not bisect buildings and are contiguous with existing zoning boundaries. A. Exceptions. The City Engineer shall approve an exception to any of the standards satisfied in this Section upon determining that complying with the standard would physically preclude the construction of up to two residential units or would physically preclude either of the two residential units from being 800 square feet in floor area. B. Review. The Building Official, City Engineer, and Fire Marshal shall review applications to determine whether there is a specific adverse effect to public health, safety, and welfare. C. Denial. The City Engineer shall deny an urban lot split upon making both of the following findings in writing based upon a preponderance of evidence. 1.The proposed housing development project would have a specific, adverse impact upon the public health and safety or the physical environment as defined and determined in Government Code Section 65589.5(d)(2). 2.There is no feasible method to satisfactorily mitigate or avoid the specific, adverse impact. D. Covenants Required. A property owner seeking to develop units on a single-family residential property, pursuant to the standards of SB 9 and the standards of this Section, shall execute and record the following covenants against the subject property with the San Bernardino County Assessor-Recorder-Clerk and provide a copy to the City: 1.Short-Term Rental of a residential unit for a period less than 31 days shall be prohibited; 2.Non-residential uses on the site shall be prohibited; 3.Any subsequent urban lot split of land that was previously subdivided with an urban lot split shall be prohibited; 4.The owner of the property for which an urban lot split is proposed shall sign an affidavit stating that the owner intends to occupy one of the housing units as their principal residence for at least three years from the date of the approval of the urban lot split; and Page 251 Urgency Ordinance No. 996 - Page 10 of 11 5.Residential units over 800 square feet shall be rented at a level affordable to Low-Income (50%-80% AMI) households for a period of at least 45 years. SECTION 8.CEQA. Adoption of this Ordinance is not a project under the California Environmental Quality Act pursuant to Government Code Sections 65852.21(j) and 66411.7(n). SECTION 9.Severability. If any section, subsection, sentence, clause, phrase, or portion of this Interim Urgency Ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Interim Urgency Ordinance. The City Council declares that it would have adopted this Interim Urgency Ordinance and each section, subsection, sentence, clause, phrase, or portion thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases, or portions be declared invalid or unconstitutional. SECTION 10. Effective Date; Approval and Extension of Ordinance. This Interim Urgency Ordinance, being adopted as an urgency measure for the immediate protection of the public safety, health, and general welfare, containing a declaration of the facts constituting the urgency, and passed by a minimum four-fifths (4/5) vote of the City Council, shall take effect immediately upon its adoption and shall continue in effect for a period of not longer than forty-five (45) days. After notice pursuant to Government Code Section 65090 and a public hearing, the City Council may extend the effectiveness of this Urgency Ordinance as provided in Government Code Section 65858. SECTION 11. Term. This Interim Urgency Ordinance shall take effect concurrent with the expiration of Urgency Ordinance 994 at midnight on March 5, 2022, and shall remain in effect for a period of ten (10) months, fifteen (15) days, through and including January 20, 2023, in accordance with California Government Code Section 65858. SECTION 12. Publication. The City Clerk shall certify to the passage and adoption of this Interim Urgency Ordinance and shall cause its publication in accordance with applicable law. PASSED, APPROVED, AND ADOPTED this 2nd day of March, 2022, by the following vote to wit: Page 252 Urgency Ordinance No. 996 - Page 11 of 11 AYES: ( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( ) L. Dennis Michael, Mayor ATTEST: _________________________________ Janice C. Reynolds, City Clerk APPROVED AS TO FORM: _________________________________ Nicholas R. Ghirelli, City Attorney Page 253 City Council January 19, 2022 Urgency Ordinance 994 –SB 9 Project Background •December 1,2021 –staff briefs Council on policy considerations in response to SB 9; •January 1,2022 –SB 9 becomes effective statewide; •January 19,2022 –Council adopts interim urgency ordinance to maintain public health,safety and welfare while permanent ordinance is crafted; •February 16,2022 –Council issues 10-day report which notes steps taken to alleviate need for urgency ordinance; •March 2,2022 –Staff recommends Council adopt Ord.996 extending the urgency ordinance. Summary of Urgency Ordinance •Limits the application of SB 9 to single-family residential zones, which are: Very Low Residential (VL), Low Residential (L), and Hillside Residential (HR). •A maximum unit size of 800 square feet, which may be increased to 1,200 square feet if at least one of the units on the lot is reserved for rentals to very- low income households and limits new units to one-story and 16 feet in height; •Requires the Fire Marshall, City Engineer, and Building Official to review SB 9 projects to determine whether a particular project could cause a specific, adverse impact to public health and safety for which there is no feasible mitigation; and •Other objective design criteria intended to help prevent unintended impacts of SB 9 projects on existing single-family neighborhoods. Current Status •City staff is currently implementing,as necessary,the subject interim standards in conversations with the public and members of the development community as SB 9-related projects are proposed. •City staff continues to work with professional consultants on updating the Development Code to achieve conformance with the recently adopted General Plan. Next Steps and Recommendation •Ongoing -Continue to work with property owners and various stakeholders to augment or revise the interim urgency ordinance to better protect the public health,safety and welfare; •March 9,2022 -Provide an informational update to the Planning Commission; •Prior to the expiration of the interim urgency ordinance,hold duly noticed public hearings before the Planning Commission and City Council regarding the adoption of a permanent ordinance Staff recommends that the City Council adopt Interim Urgency Ordinance 996 thereby extending interim objective zoning and subdivision standards related to SB 9 projects. Questions? 50/50 or 45/55 Lot Split Max. unit size of 1200 sf if affordable, otherwise max 800 sf Max. unit size of 1200 sf if affordable, otherwise max. 800 sf DATE:March 2, 2022 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Lori Sassoon, Deputy City Manager/Administrative Services Linda A. Troyan, MMC, Director of City Clerk Services Patricia Bravo-Valdez, MMC, Deputy Director of City Clerk Services SUBJECT:8:00 PM Time Certain: Public Hearing #5 – Conduct Public Hearing to Receive Public Input on District Boundaries and First Reading of Ordinance No. 997, to be Read by Title Only and Waive Further Reading, Adjusting the Boundaries of the Four City Council Districts and Adopting a New Official Council District Map Based on the Results of the 2020 Decennial Census. (ORDINANCE NO. 997) (CITY) RECOMMENDATION: Staff recommends that the City Council receive a report from staff, conduct a public hearing to receive public input, and introduce first reading of Ordinance No. 997, to be read by title only and waive further reading, adjusting the boundaries of the four City Council Districts and adopting a new official Council District Map for the City of Rancho Cucamonga based on the results of the 2020 decennial census. BACKGROUND: On November 8, 2016, the voters of Rancho Cucamonga approved Ordinance No. 887, providing for the election of four members of the City Council by four districts, with a Mayor elected at large, and establishing the boundaries and election order of each district. At that time, the Council districts were drawn using the 2010 Census data as was required by law. Following each U.S. Census, which occurs every ten years, cities with by-district election systems must use the new census data to review and, if needed, redraw district lines to reflect how local populations have changed. This process, called redistricting, ensures all districts have nearly equal population. By law, the City must hold at least four (4) public hearings that enable community members to provide input on the drawing of district maps. At least one hearing must occur before the city or county draws draft maps. At least two public hearings must occur after the drawing of draft maps. The Government Code requires that a final map be adopted and submitted to the County no later than April 18, 2022. The City scheduled five (5) hearing dates for the Council Redistricting process and conducted extensive community outreach efforts. Four public hearings took place on September 15, 2021, November 3, 2021, January 19, 2022, February 2, 2022, with the last hearing taking place on March 2, 2022 at 8:00 PM. Recordings and informational materials for those hearings are available at www.drawrc.org. Page 254 Page 2 1 1 5 3 The districts must be redrawn using the 2020 census data and in compliance with the Fair Maps Act, which was adopted by the California Legislature as AB 849 and took effect January 1, 2020. Under the Act, the Council shall draw and adopt boundaries using the following criteria in the listed order of priority in accordance with Elections Code 21601(c): 1. Comply with the federal requirements of equal population and the Voting Rights Act 2. Geographically contiguous 3. Undivided neighborhoods and “communities of interest” (socio-economic geographic areas that should be kept together) 4. Easily identifiable boundaries 5. Compact (do not bypass one group of people to get to a more distant group of people) 6. Shall not favor or discriminate against a political party Once the prioritized criteria are met, other traditional districting principles can be considered, such as: 1. Minimize the number of voters delayed from voting in 2022 to 2024 2. Respect voters’ choices / continuity in office 3. Future population growth As of the date of this report, only one map was submitted by the public and provided to the City Council with the February 2, 2022 City Council meeting Staff Report, including the City’s demographer’s review of the map, with the associated data. Additionally, and in accordance with the Mutual Release and Settlement Agreement and Amendment entered with the Southwest Voter Registration Project (“SVREP”) and Louisa Ollague (Collectively “Plaintiff”), the City submitted a draft map to the Plaintiff on October 29, 2021 for their review and consideration. Subsequently, ongoing discussions and reviews took place. Map 105 was developed, and the parties have indicated their agreement to submit this map to the City Council in accordance with the settlement agreement. This draft map meets the required federal and state criteria and would make minimal changes to the existing City Council District boundaries. At the last City Council Meeting on February 2, 2022, the City Council gave direction to move forward with Map 105 as its preferred map and directed staff to prepare the final map and ordinance for first reading at its March 2, 2022 City Council meeting. ANALYSIS: The purpose of Public Hearing #5 is to receive public input, review any map drafts received from the public to date and conduct first reading of Ordinance No. 997, adjusting the boundaries of the four City Council Districts and adopting a new official Council District Map based on the results of the 2020 decennial census. Page 255 Page 3 1 1 5 3 Some of the major components and highlights of the proposed map include: Having a balanced population between districts; Having compact geographical shapes for Fair Map Act purposes and requirements; Avoids separating communities of interest; maintains the more modern/post incorporation of planned communities of Terra Vista and Victoria more fully intact in District 3; Pushes District 2 boundary north of Foothill all the way to Base Line between Hellman and Hermosa for optimum density, and creating an area of highest Latino Citizen Voting Age Population (CVAP) at 44%; District 4 boundary is revised for better population balance between Districts; Map 105 is in compliance with the various legal requirements as noted above, and is now proposed for adoption. Election sequencing has not changed and will be in accordance with Rancho Cucamonga Municipal Code Section 2.11, which in summary provides that elections for the Council seats in Districts 2 and 3 will be held every four years beginning in November 2018, along with the election of Mayor. The elections for Districts 1 and 4 will be held every four years beginning in November 2020. The district numbers in proposed map align with the current district numbers of districts that generally align with the same territory. The attached ordinance is presented for the City Council’s consideration in adopting the preferred map, Map 105, as the City Council District Map. No additional public comments nor maps have been received since the last hearing date. The public is encouraged to participate in the hearing. FISCAL IMPACT: None. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: Conducting this public hearing is in keeping with the City Council’s mission to ensure and advance the quality of life for the community through inclusive decision making. ATTACHMENTS: Attachment 1 – Ordinance No. 997 Page 256 ORDINANCE NO. 997 AN ORDINANCE OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ADJUSTING THE BOUNDARIES OF THE FOUR CITY COUNCIL DISTRICTS AND ADOPTING A NEW OFFICIAL COUNCIL DISTRICT MAP FOR THE CITY OF RANCHO CUCAMONGA BASED ON THE RESULTS OF THE 2020 DECENNIAL CENSUS A. Recitals. 1. On November 8, 2016 the City Council adopted Ordinance No. 887 pursuant to Government Code Sections 34871 and 34872 to add Chapter 2.11 to the Rancho Cucamonga Municipal Code to provide for the by-district election of members of the City Council and at-large election of the Mayor, adopt the official Council District Map for the City of Rancho Cucamonga, establish the boundaries and identification number of each electoral district, and establish a sequencing of elections for each Council District. 2. Pursuant to Elections Code Section 21601 and Section 2.11.050 of the Rancho Cucamonga Municipal Code, the City Council is required to adjust the boundaries of any or all of the Council Districts following each decennial federal census. Using the census as a basis, the City Council must adjust the boundaries so that the Council Districts are as nearly equal in population as practicable and in compliance with all applicable provisions of law, including the United States and Federal Constitutions and the Federal Voting Rights Act of 1965 (52 U.S.C. Section 10301 et seq.). 3. In accordance with Elections Code Section 21607 and 21607.1, the City Council held public hearings on the drawing of district boundaries on September 15, 2021, November 3, 2021, January 19, 2022, February 2, 2022, and March 2, 2022. At each of the foregoing hearings, the public was invited to provide input on the composition of the new Council District boundaries. 4. After closing the public hearing held on March 2, 2022, the City Council selected the map depicted in Exhibit “A” of this Ordinance and incorporated herein by this reference as the official Council District Map for the City of Rancho Cucamonga and introduced this Ordinance for first reading. Demographic data supporting the map based on the 2020 Census is attached hereto as Exhibit “B” of this Ordinance and incorporated herein by this reference. B. Ordinance. The City Council of the City of Rancho Cucamonga does ordain as follows: SECTION 1. The map attached hereto as Exhibit “A” to this Ordinance is hereby approved and adopted as the Official Council District Map for the City of Rancho Cucamonga and shall be used in the 2022 general municipal election and all such elections for City Council thereafter, until further amended. SECTION 2. Section 2.11.020 of Chapter 2.11 of the Municipal Code is hereby amended to read as follows: “2.11.020 City Council Districts Established. The boundaries for the four (4) City Council districts and the identification number of each district shall be as described on Page 257 the Official Council District Map for the City of Rancho Cucamonga, attached as Exhibit “A” to Ordinance No. 997 and incorporated herein by this reference. A copy of the Council District Map is on file in the Office of the City Clerk.” SECTION 3. Severability. If any section, subsection, sentence, clause, phrase, or portion of this Ordinance is for any reason held to be invalid or unenforceable by a court of competent jurisdiction, the remaining portions of this Ordinance shall nonetheless remain in full force and effect. The City Council of the City of Rancho Cucamonga hereby declares that it would have adopted each section, subsection, sentence, clause, phrase, or portion of this Ordinance, irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases, or portions of this Ordinance be declared invalid or unenforceable. SECTION 4. The City Clerk shall certify to the adoption of this Ordinance and shall cause the same to be published in the manner prescribed by law. PASSED, APPROVED, AND ADOPTED this day of , 2022. _____________________________________ L. Dennis Michael, Mayor ATTEST: _____________________________ City Clerk STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) ss CITY OF RANCHO CUCAMONGA ) 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 _______________, 2022, and was passed at a regular meeting of the City Council of the City of Rancho Cucamonga held on the ______ day of ______________, 2022, by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ABSTAINED: COUNCILMEMBERS: Page 258 EXHIBIT APage 259 Map 105 District 1 Total Pop 44,393 Deviation from ideal 691 % Deviation 1.58% % Hisp 34.5% % NH White 47% % NH Black 5% % Asian-American 10% Total 32,485 % Hisp 29% % NH White 58% % NH Black 4% % Asian/Pac.Isl.7% Total 31,168 % Latino est.28% % Spanish-Surnamed 26% % Asian-Surnamed 4% % Filipino-Surnamed 1% % NH White est.65% % NH Black 4% Total 26,562 % Latino est.27% % Spanish-Surnamed 25% % Asian-Surnamed 3% % Filipino-Surnamed 1% % NH White est.66% % NH Black 4% Total 19,091 % Latino est.23% % Spanish-Surnamed 21% % Asian-Surnamed 3% % Filipino-Surnamed 1% % NH White est.70% % NH Black est.4% ACS Pop. Est.Total 43,768 age0-19 24% age20-60 52% age60plus 25% immigrants 15% naturalized 71% english 76% spanish 16% asian-lang 5% other lang 4% Language Fluency Speaks Eng. "Less than Very Well"8% hs-grad 47% bachelor 20% graduatedegree 14% Child in Household child-under18 32% Pct of Pop. Age 16+employed 64% income 0-25k 12% income 25-50k 12% income 50-75k 15% income 75-200k 50% income 200k-plus 12% single family 84% multi-family 16% rented 25% owned 75% Total population data from the 2020 Decennial Census. Surname-based Voter Registration and Turnout data from the California Statewide Database. Latino voter registration and turnout data are Spanish-surname counts adjusted using Census Population Department undercount estimates. NH White and NH Black registration and turnout counts estimated by NDC. Citizen Voting Age Pop., Age, Immigration, and other demographics from the 2015-2019 American Community Survey and Special Tabulation 5-year data. 2 43,607 -95 -0.22% 48% 25% 13% 11% 30,926 44% 31% 15% 8% 21,769 43% 39% 4% 2% 38% 16% 17,001 41% 37% 4% 2% 39% 16% 10,005 38% 35% 3% 2% 43% 16% 44,675 26% 60% 14% 21% 59% 59% 29% 7% 5% 15% 52% 17% 7% 35% 63% 17% 23% 17% 39% 4% 50% 50% 59% 41% 3 42,439 -1,263 -2.89% 34% 31% 12% 21% 29,010 36% 33% 16% 13% 23,793 32% 29% 7% 3% 43% 18% 19,668 31% 28% 7% 3% 43% 18% 12,316 29% 27% 5% 2% 47% 18% 43,209 28% 58% 14% 23% 65% 67% 16% 11% 6% 13% 39% 26% 18% 39% 69% 9% 11% 14% 56% 10% 63% 37% 48% 52% 4 44,370 668 1.53% 33% 35% 8% 21% 30,693 31% 42% 9% 16% 28,301 30% 27% 8% 2% 51% 10% 23,854 29% 27% 8% 2% 52% 10% 15,676 27% 25% 6% 2% 56% 10% 45,019 28% 54% 18% 21% 66% 67% 17% 9% 7% 9% 46% 24% 16% 45% 67% 7% 11% 12% 52% 19% 90% 10% 20% 80% Total 174,809 1,954 4.47% 37% 34% 10% 16% 123,115 35% 41% 11% 11% 105,031 32% 30% 6% 2% 51% 11% 87,085 31% 29% 5% 2% 52% 11% 57,088 28% 26% 4% 2% 56% 11% 176,670 26% 56% 18% 20% 65% 67% 19% 8% 6% 11% 46% 21% 14% 38% 66% 11% 14% 14% 49% 11% 71% 29% 38% 62% 01/26/2022 21:37 Page 1 of 1 Total Pop Citizen Voting Age Pop Voter Registration (Nov 2020) Voter Turnout (Nov 2020) Voter Turnout (Nov 2018) Age Immigration Language spoken at home Education (among those age 25+) Household Income Housing Stats EXHIBIT B Page 260 City of Rancho Cucamonga Redistricting 2021-2022 Public Hearing March 2, 2022 Redistricting Process The deadline to adopt and submit map to Registrar is April 17, 2022. Key Notes •Maps available for review at www.drawrc.org •NDC developed 5 draft maps for the City Council to review; including a map submitted by the public Draft map (Map 106) •At the last Public Hearing, the City Council gave direction to move forward with Map 105 as its preferred map and directed staff to bring forward Ordinance No. 997 at the March 2, 2022 City Council meeting. •Election Sequencing will not be changed and will be in accordance with the Municipal Code Section 2.11 Preferred Districts Map Each of the 4 districts must contain about 43,702 individuals. Rancho Cucamonga 105 District 1 2 3 4 Total Total Pop 44,393 43,607 42,439 44,370 174,809 Deviation from ideal 691 -95 -1,263 668 1,954 % Deviation 1.58%-0.22%-2.89%1.53%4.47% Total Pop % Hisp 34.5%48%34%33%37% % NH White 47%25%31%35%34% % NH Black 5%13%12%8%10% % Asian-American 10%11%21%21%16% Citizen Voting Age Pop Total 32,485 30,926 29,010 30,693 123,115 % Hisp 29%44%36%31%35% % NH White 58%31%33%42%41% % NH Black 4%15%16%9%11% % Asian/Pac.Isl.7%8%13%16%11% Voter Registration (Nov 2020) Total 31,168 21,769 23,793 28,301 105,031 % Latino est.28%43%32%30%32% % Spanish-Surnamed 26%39%29%27%30% % Asian-Surnamed 4%4%7%8%6% % Filipino-Surnamed 1%2%3%2%2% % NH White est.65%38%43%51%51% % NH Black 4%16%18%10%11% Voter Turnout (Nov 2020) Total 26,562 17,001 19,668 23,854 87,085 % Latino est.27%41%31%29%31% % Spanish-Surnamed 25%37%28%27%29% % Asian-Surnamed 3%4%7%8%5% % Filipino-Surnamed 1%2%3%2%2% % NH White est.66%39%43%52%52% % NH Black 4%16%18%10%11% Demographic Data Features of Preferred Map Selection Major components and highlights of the preferred map include: •Population Balance •Compact geographical shapes •Keeps together key communities of interest •Pushes District 2 boundary north of Foothill to Base Line between Hellman and Hermosa for optimum density,creating an area of highest Latino Citizen Voting Age Population (CVAP)at 44% •District 4 boundary is revised for better population balance between Districts Recommendation: •Conduct the public hearing; •Introduce first reading of Ordinance No. 997, to be read by title only and waive further reading, adjusting the boundaries of the four City Council Districts and adopting a new official Council District Map based on the results of the 2020 decennial census ITEM G2. ADDITIONAL MATERIAL RECEIVED – MARCH 2, 2022, CITY COUNCIL MEETING From: Zachary Walthers <zwalthers@yahoo.com> Date: February 28, 2022 at 4:15:41 PM PST To: "Michael, Dennis" <Dennis.Michael@cityofrc.us> Subject: District 1 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. Dear Mayor Michael, My name is Zachary Walthers and I reside at 6547 Kinlock Ave, Rancho Cucamonga 91737 and respectfully ask that you and your council reconsider changing our neighborhood district 4 back to 1. We are a neighborhood with a l community of interest having long ties best aligned with District 1. I wish to remain District 1. Respectfully, Zachary Walthers Sent from my iPhone ITEM G2. ADDITIONAL MATERIAL RECEIVED – MARCH 2, 2022, CITY COUNCIL MEETING From: Paul Arigan <prarigan@gmail.com> Date: February 28, 2022 at 1:03:24 PM PST To: "Michael, Dennis" <Dennis.Michael@cityofrc.us> Subject: New councilmatic zone 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. February 28, 2020 Mayor L. Dennis Michael Rancho Cucamonga, California Dennis.michael@cityofRC.us Your Honor, Mayor Michael: My name is Paul Reed Arigan. I have resided at 6599 Halsted Avenue, Rancho Cucamonga for the past 38 years. I urge you and your council to rescind plans to reassign my neighborhood to District 4. My neighborhood has always identified itself as part of Alta Loma, even before the creation of the City of Rancho Cucamonga in 1978. It is a stretch to consider my neighborhood as part of District 4, that is, Etiwanda, whose traditional boundary lies to the east of Milliken Avenue. The council’s proposed motion smacks of backroom politics which has no place in our city’s government. I consider the proposal an attempt to save someone’s political career. In truth, it is a terrible miscalculation. Respectfully yours, Paul Reed Arigan, Docteur-ès-Lettres ITEM G2. ADDITIONAL MATERIAL RECEIVED – MARCH 2, 2022, CITY COUNCIL MEETING From: William Mitchell <mwilliam68@yahoo.com> Date: February 27, 2022 at 4:52:10 PM PST To: "Michael, Dennis" <Dennis.Michael@cityofrc.us> Subject: Redistricting 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. Dear Mayor Michael, My name is William Mitchell. I reside at 10233 Heather Street Alta Loma, I respectfully ask that you and your council reconsider changing our neighborhood from District 4 back to District 1.We are a neighborhood with a community of interest having long ties best aligned with District 1. I wish to remain in District 1. Respectfully, William Mitchell. DATE:March 2, 2022 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Tamara L. Oatman, Finance Director SUBJECT:Consideration to Receive and File Midyear Financial Update for the Six- Month Period Ended December 31, 2021. (CITY) RECOMMENDATION: Staff recommends that the City Council receive and file the attached Midyear Financial Update for the six-month period ended December 31, 2021. BACKGROUND: On a quarterly basis, the Finance Director provides the City Council with a brief update on the budgetary performance of the City’s operating funds which include the City General Fund (Fund 001), the Library Fund (Fund 290), and the Fire District Operating Funds (Funds 281, 282, and 283). At the midyear point, staff conducts an analysis of the City’s operating budget which includes detailed inquiries of the various City departments. During these inquiries, budgetary needs may be identified that require more timely attention than the Amended Budget process may provide. As a result, additional appropriations may be requested of the City Council in conjunction with the Midyear Financial Update. ANALYSIS: Operating Budget. The Midyear Financial Update provides budget and year-to-date actuals (including encumbrances) of both revenues and expenditures for the City’s operating funds. Overall, the City’s operating budget for expenditures is performing well as of midyear and is generally consistent with the prior year. There are some additional appropriations needed for unanticipated cost increases for the General Fund and the Fire District as discussed further below. Generally, revenues are on track or slightly ahead of projections, as a whole, and expenditures are on track with or slightly below historical norms. Both sales tax and TOT revenues are recovering from the COVID-19 pandemic and are anticipated to exceed budget. General Fund. As of midyear, it is anticipated that projected increases and decreases in the various General Fund revenues will net to an overall increase of $6,898,820. This includes projected growth in sales tax (19%), property tax (11.5%), and TOT (>30%). This growth was offset by reduced revenues for Community Services, which are net of one-time grant reimbursement revenues of $649,500, as the Department continues to regularly assess its programming for the year to maneuver through the challenges created by the COVID-19 Pandemic. On the expenditures side, Community Services expenditures will be about $3.3 million less than anticipated. The Department is planning to redirect its projected net savings for the year, along Page 261 Page 2 1 1 3 5 with some other General Fund resources, towards repair, replacement, and enhancement of the various facilities and parks utilized by the Department for its programming. Staff recently became aware of rate increases by Southern California Gas Company which took effect January 1, 2022. These rate increases included a 6% increase in rates to transport natural gas and a second 21% rate increase which reflects a new procurement price for natural gas. These two rate increases combined with the higher commodity price for natural gas have resulted in a significant increase in the gas bills for the various City facilities. An additional appropriation in the amount of $68,070 will be requested for the General Fund - City Facilities Division which accounts for utility costs for most City facilities. Fuel prices have also continued to soar over the past year, increasing 35% for the average consumer. The wholesale price that the City pays has increased 44% over this past year; however, decreased consumption has slightly tempered the impact of this price increase. Although some allowance for price increases was incorporated into the FY 2021/22 Adopted Budget, based on current pricing and YTD usage, an increase in the gasoline budgets for two of the General Fund divisions will be requested in the total amount of $118,120. Although the expenditure budget includes carryover purchase orders totaling approximately $661,290, net projected savings in the various departmental budgets have resulted in a projected decrease of $2,133,620 in the General Fund’s total expenditure budget. Library Fund. Library expenditures are anticipated to be $200,270 less than budgeted. Savings are anticipated as a result of the reduction in the part-time salaries budget which was reduced commensurate with the Department’s suspension of in-person programming due to the impacts of the COVID-19 pandemic. The Department will also experience some salary savings due to vacancies in full-time positions. Revenues are anticipated to be $153,600 greater than budgeted overall due to projected growth in property taxes. Overall, the Library’s operations are anticipated to end the fiscal year with net funds available in the amount of $792,170 which is a $353,870 increase over the surplus reflected in the FY 2021/22 Adopted Budget. Fire District. The Fire District’s expenditures are on track as of midyear, with a few items to note. Due to several retirements of long-term staff that occurred in December 2021, accumulated leave payouts occurred in January 2022 requiring increased appropriation requests for two divisions in the Fire Fund – Administration ($312,810) and Fire Suppression ($877,840). These leave payouts will be funded by the District’s employee leave payouts reserve. Two other additional appropriations are being requested to fund additional medical supplies and materials for the District’s ambulance, Alternate Transport Vehicle 174 (AT-174), and to fund additional personal protective gear due to the ongoing COVID-19 Pandemic. The amounts of the additional appropriations are $23,810 and $30,000, respectively. The allocation of post-RDA property tax revenues between the District’s General Fund and Capital Fund will be adjusted as needed to ensure the Fire District General Fund is balanced at the end of the fiscal year. As of midyear, it is anticipated that slightly less will be needed for the General Fund than was budgeted due to anticipated revenue growth for the District along with anticipated salary savings. Overall, the Fire District will end with a balanced budget by the usage of the Fire Fund’s employee leave payouts reserve in the amount of $1,216,140 and CFD 85-1’s operating reserve in the amount of $640,010. FISCAL IMPACT: As a result of the analysis conducted with the various departments for the attached report, certain additional appropriations were identified that require more immediate attention rather than waiting Page 262 Page 3 1 1 3 5 for the adoption of the Amended Budget in May. Staff respectfully requests that the City Council authorize the following additional appropriations: Account Number Account Description Reason for Revision Increase/ (Decrease) 1001205-5401 General Fund-C ity Facili ti es-Gas Utilities So Cal Gas rate increase effective 1/1/22 and commodi ty price increases 68,070$ 1700401-5401 Sports C omplex Fund-Gas Utilities So Cal Gas rate increase effective 1/1/22 and commodi ty price increases 5,950$ 1001701-5255/ 7255-6184 General Fund-Police-Gasoline Increased gasoline prices 96,220$ 1001317-5255 General Fund-Vehicle & Equip Maint-Gasoline Increased gasoline prices 21,900$ 1001302-5300 General Fund-Bui ldi ng and Safety- Contract Services Contract i nspection services to backfill temporary staffi ng vacancies 100,000$ 1023302-5102 SB1186 Cert Access Spec Prog- Trai ning CASP traini ng for staff 500$ 1023302-5200 SB1186 Cert Access Spec Prog- O&M CASP certifications and exams for staff 2,000$ 1712001-5604 Equip/Vehicle Replacement Fund- Capital Outlay, Vehicles Replacement of expired C NG tanks on two dump trucks 50,000$ 1712001-5604 Equip/Vehicle Replacement Fund- Capital Outlay, Vehicles Replacement of on-call truck (currently out of service)75,000$ 3281501-5000 Fire Fund-Administration-Regular Salaries To account for leave balance payments for staff 312,810$ 3281504-5200 Fire Fund-Emergency Med Srvcs- O&M Increased usage of medical supplies and materials 23,810$ 3281504-5285 Fire Fund-Emergency Med Srvcs- Safety Gear & Equip Increased usage of personal protective gear 30,000$ 3281508-5000 Fire Fund-Fire Suppression- Regular Salaries To account for leave balance payments for staff 877,840$ Total increase in expenditure accounts 1,664,100$ FY 2021/22 Midyear Additional Appropriation Requests COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: Providing the City Council with regular financial updates on the City's operating budget supports the Council's efforts to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive, by providing meaningful, timely information upon which they can base their current and future decisions that impact the City's finances. ATTACHMENTS: Attachment 1 – Midyear Financial Update – Six-Month Period Ended December 31, 2021 Page 263 City of Rancho Cucamonga Midyear Financial Update Six Month Period Ended December 31, 2021 Page 1 | 8 OVERVIEW This report summarizes the City’s overall financial position for the current fiscal year through December 31, 2021. The focus of this report is the City’s operating budget which is comprised of the City General Fund, the Library Fund, and the Fire District Operating Funds. The revenue and expenditure budgets and actuals include necessary adjustments for encumbrances, carryover purchase orders, and any supplemental appropriations made by the City Council as of December 31, 2021. GENERAL FUND General Fund Financial Condition. With 50% of the year complete, General Fund expenditures are at 42% of projections (consistent with the prior year) and revenues are at 32% (compared to 30% in the prior year). Revenues are typically less during the first half of the fiscal year as a number of the more significant items, including franchise fees and fourth quarter sales tax, are not received until the second half of the fiscal year. Both expenditures and revenues are explained in more detail below. The expenditures budget and YTD actual figures above include carryover purchase orders from the prior fiscal year. Excluding the carryover purchase orders, the City adopted a balanced budget for Fiscal Year 2021/22. Departmental Expenditures. The YTD actual figure above incorporates all General Fund divisions, including non-departmental divisions such as General Overhead. For purposes of departmental analysis, these non- departmental divisions are excluded from the chart on the right. Departmental operating expenditures (including outstanding purchase orders/encumbrances) are generally consistent with the prior year as a percent of the budget, and on target as of midyear. Any significant differences between the current and prior year are noted below. Factors contributing to a slightly higher percentage expended/encumbered in some departmental budgets include the following: 1) some contracts cover the entire fiscal year and must be fully encumbered with a purchase order at the beginning of the fiscal year and 2) certain overhead cost allocations are fully allocated at the beginning of the fiscal year. Departments with the more significant variances in the percentage spent – current year (CY) vs. prior year (PY) – include: •Records Management (42% CY; 15% PY): In the prior year, Records Management budgeted a line item for the 2020 General Election which was not expended as of midyear resulting in the unusually low percentage spent. There is no similar item budgeted in the current year resulting in the higher percentage spent as of the end of the first quarter. General Fund Budget*YTD Actual*Percent Revenues 95,869,910$ 30,673,773$ 32% Expenditures 96,366,127$ 40,156,077$ 42% ATTACHMENT 1Page264 City of Rancho Cucamonga Midyear Financial Update Six Month Period Ended December 31, 2021 Page 2 | 8 • Planning (52% CY; 65% PY): Year to date expenditures are comparable to the prior year as of the end of the fourth quarter. While the carryover purchase orders are slightly higher in the current year, the decrease in the percentage spent as of midyear is primarily due to the increased budget for reimbursable contract services in the current year due to anticipated increases in development activity. These contract services, which include California Environmental Quality Act (CEQA) consulting services as well as design professional services, are reimbursed by developers through Planning Special Services Fees. • Engineering (50% CY; 64% PY): The Engineering Department requested an additional appropriation in the amount of $280,000 as part of the First Quarter Financial Update to increase contract plan check services due to recent staff vacancies. As of midyear, the funds had not yet been encumbered or spent resulting in a lesser percentage spent compared to the prior year for the department as a whole. Another factor contributing to the lower percentage spent include the annual NPDES permits which were fully paid as of midyear in the prior year but were not yet paid as of midyear in the current year. Community Services. Although the Community Services Department has a relatively consistent percentage spent as of midyear compared to the prior year (33% CY; 29% PY), the Department continues to regularly assess its programming for the year to maneuver through the challenges created by the COVID-19 Pandemic. Based on its most recent assessment, it is anticipated that revenues will be about $3 million less than anticipated and expenditures will be about $3.3 million less than anticipated. The revenue reduction is net of the Shuttered Venues Grant reimbursement of $649,500. The Department is planning to redirect these net savings, along with some other General Fund resources, towards repair, replacement, and enhancement of the various facilities and parks utilized by the Department for its programming. The estimated total cost for these items is $651,450. Utility/Fuel Cost Increases. Rate increases by Southern California Edison were noted in the First Quarter Financial Update. Recently, staff became aware of additional rate increases by Southern California Gas Company which took effect January 1, 2022. These rate increases included a 6% increase in rates to transport natural gas and a second 21% rate increase which reflects a new procurement price for natural gas. These two rate increases combined with the higher commodity price for natural gas have resulted in a significant increase in the gas bills for the various City facilities. An additional appropriation in the amount of $68,070 will be requested for the General Fund - City Facilities Division which accounts for utility costs for most City facilities. Fuel prices have continued to soar over the past year. Based on information from AAA, California average gas prices for regular unleaded gas have increased from $3.465 per gallon to $4.684 per gallon over this past year, a 35% increase. The wholesale price that the City pays has increased 44% over this past year; however, decreased consumption has slightly tempered the impact of this price increase. Although some allowance for price increases was incorporated into the FY 2021/22 Adopted Budget, based on current pricing and YTD usage, an increase in the gasoline budgets for two of the General Fund divisions will be requested in the total amount of $118,120. Overall, although the expenditure budget includes carryover purchase orders totaling approximately $661,290, net projected savings in the various departmental budgets have resulted in a projected decrease of $2,133,620 in the General Fund’s total expenditure budget. Page 265 City of Rancho Cucamonga Midyear Financial Update Six Month Period Ended December 31, 2021 Page 3 | 8 Top Seven Revenues. The City’s top seven revenues account for about 87% of total General Fund revenues (compared to 86% in the prior year). Following is a summary of these revenues as of midyear: Sales Tax. Revenues as of the six months ended December 31, 2021 are at 40% of budget (consistent with the prior year). The percentage is lower than 50% as of midyear due to the timing of our receipts from the State and the County. As of midyear, we have received four months’ allocation of sales tax revenues from the State (consistent with the prior year) and four months’ allocation of Prop 172 revenues (compared to five months in the prior year). Based on discussions with the City’s sales tax consultant regarding 3Q2021 receipts, Rancho Cucamonga’s receipts from July through September were 19.0% above the third sales period in 2020. Excluding reporting aberrations, including a large payment error by a sporting goods retailer, actual sales were up 26.4%. Several popular new restaurant openings helped lift tax proceeds from casual dining eateries by 95%, exceeding the 68% statewide trend. General consumer goods retailers posted a 20% increase in revenue as the economy reopened after the epidemic. Electronics and family apparel retailers also benefited from back-to-school spending after a year of remote learning and as shoppers allocate more of their paychecks to tangible goods, rather than services. Payments from local service stations surged 71%, exceeding the 53% statewide trend, as the price of gasoline spiked above $4.50 per gallon and as consumers drove more than they did last year during the lockdown. The sale of business and industrial material was also robust. Comparing 3Q2021 to 3Q2019 (pre-pandemic), most of the City’s business types have fully recovered from the impacts of the pandemic, which is great news! Statewide, overall growth is expected to continue through the end of the 2021 calendar year. Likely headwinds into 2022 include: pent up demand for travel and experiences shifting spending away from taxable goods; higher prices for fuel, merchandise and services displacing more of consumer’s disposable income; expected interest rate hikes resulting in more costly financing for automobiles, homes, and consumer loans; loss of auto sales; geopolitical instability leading to higher inflation; and misallocations from the County pool. Taking all of the above factors into consideration along with estimated growth for new sales tax generators and anticipated adjustments by the State, our consultant has indicated that sales tax revenue is anticipated to exceed the Adopted Budget by a modest percentage. With all the variables noted above the actual amount is difficult to predict with accuracy. Top Seven Revenues Budget YTD Actual % Received Sales Tax 31,967,150 12,769,624 40% Vehicle license fees*22,048,730 - 0% Franchise fees 7,572,760 1,321,750 17% Property tax 10,270,140 6,324,960 62% Development fees 4,982,500 2,780,638 56% Business licenses 2,698,710 1,781,962 66% Trans. occupancy taxes 3,420,000 1,896,100 55% *Includes Property tax in-lieu of VLF Page 266 City of Rancho Cucamonga Midyear Financial Update Six Month Period Ended December 31, 2021 Page 4 | 8 Vehicle License Fees (VLF), including property tax in-lieu of VLF. As of midyear, we have not received a disbursement of VLF from the State which is consistent with the prior year. The VLF relates to excess amounts collected by the State for the prior fiscal year, and it has typically been received during the third quarter of our fiscal year. We will receive property tax in-lieu of VLF from the County of San Bernardino in January and May. Overall, this revenue source is anticipated to exceed budget by $359,770 or 1.6% based on information provided by the County. Franchise Fees. We will not receive the largest components of franchise fee revenues – payments from Southern California Edison and Southern California Gas Company – until April 2022. Franchise fees from waste management and cable are remitted approximately 30 days after the end of each quarter. These revenues are anticipated to exceed budget by $310,730 or 4.1%. Property Tax. The first major apportionment of taxes occurred in December. Included in the property tax budget is post-RDA property tax revenue of $2,590,090. This portion of the City’s property taxes is normally received in January and June as part of the County of San Bernardino’s distribution of the Redevelopment Property Tax Trust Fund (RPTTF); however, the January payment was received a few days early at the end of December. This same situation occurred in the prior fiscal year resulting in the collection percentages being consistent. It is anticipated that overall property tax revenues will exceed budget by $1,177,820 or 11.5%. Development Fees. Development revenues for plan check fees, planning fees, and engineering fees are coming in as anticipated with collection percentages of 42.21%, 43.72%, and 53.02%, respectively. Building permit fee revenue is coming in at a faster pace than expected during the first quarter with a collection percentage of 75.32%. At this time, the Building and Safety Department anticipates ending the year in line with budget for the fiscal year as this initial surge moderates later in 2022. Business Licenses. Overall business license revenues are ahead of the 50% midyear target, with a collection percentage of 66%, which is higher than the prior year’s collection of 54%. Based on activity through December 31, 2021 and considering that the peak of the renewals is not received until January, revenues are anticipated to exceed budget by $209,290 or 7.8%. Transient Occupancy Taxes (TOT). Based on information provided by the Greater Ontario Convention and Visitors Bureau (GOCVB), for the second quarter, average occupancy is currently at 74.43% compared to 55.70% for the prior year and 75.53% for Fiscal Year 2019/20. Similarly, for the second quarter, average daily rates are currently at $153.42 compared to $117.24 for the prior year and $134.03 for Fiscal Year 2019/20. Page 267 City of Rancho Cucamonga Midyear Financial Update Six Month Period Ended December 31, 2021 Page 5 | 8 Year-to-date receipts are tracking about 65% more than the prior year due to the impacts of the COVID-19 pandemic which significantly reduced prior year receipts. As was noted in the First Quarter Financial Update, one of the City’s major hotels temporarily closed in late March 2020 and started accepting guests again in August 2020. Current year receipts include operations for all the City’s hotels. Revenue from short term rentals (STRs) continues to grow due to the City’s partnership with Harmari. Annualizing YTD revenues indicates that the revenue estimate for FY 2021/22 will be exceeded by more than 30% as the City continues to outperform the GOCVB projections from earlier this year. This revenue estimate includes two months’ TOT remittances for a new hotel opening anticipated for late March/early April. Page 268 City of Rancho Cucamonga Midyear Financial Update Six Month Period Ended December 31, 2021 Page 6 | 8 Another entitled hotel, Tapestry by Hilton, has been able to secure construction financing. It is anticipated that the City may receive up to a half year’s TOT revenue during Fiscal Year 2022/23 depending on the timing of construction. Other General Fund Revenue Changes. Based on the State Mandate Reimbursement Claims for FY 2020/21 that were filed by the City’s consultant, the City anticipates receiving approximately $350,000 for the various claims this fiscal year. The largest claim is for the Racial and Identify Profiling Act (RIPA) in the amount of $250,000. Overall, revenues for State Mandate reimbursements are anticipated to exceed budget by $290,000. Revenues for non-abated reimbursements are estimated to exceed budget by approximately $83,410. This line item includes the payroll tax credits the City received from the American Rescue Plan Act (ARPA) for COVID-related sick leave usage through September 30, 2021 in the amount of $114,000, which were not budgeted. The City was able to take credits against our Medicare payments to reimburse us for the cost we incurred. Since we needed to fully expense our Medicare liability, this revenue account was used to account for the credit that reduced the actual amount of payroll taxes remitted to the Federal government. Other reimbursements are coming in less than anticipated which offset the tax credits slightly. As of midyear, it is anticipated that projected increases and decreases in the various General Fund revenues will net to an overall increase of as much as $6,898,820. This includes projected growth in sales tax revenue, property tax, and TOT. This growth was offset by reduced revenues for Community Services noted above, which are net of one-time grant reimbursement revenues of $649,500. LIBRARY FUND Library Fund Financial Condition. As of midyear, Library revenues are at 52% of projections (compared to 46% in the prior year) and expenditures are at 57% (compared to 50% in the prior year). The higher than usual revenue collection percentage is due to the timing of the County’s payment of the statutory passthrough from RPTTF. As noted previously, the first installment is usually received in January; however, it was received in December in the both the current year and the prior year. Page 269 City of Rancho Cucamonga Midyear Financial Update Six Month Period Ended December 31, 2021 Page 7 | 8 Property tax makes up approximately 86% of the Library Fund’s revenues (compared to 82% in the prior year). As noted in the First Quarter Financial Update, this increase is due to two factors. First, property tax revenues are projected to increase due to increased assessed values and home sales. Second, revenues from other sources were budgeted at a reduced level for FY 2021/22 due to in-person services being limited by the COVID-19 pandemic. These revenues include passport processing fees and passport photo fees as well as donations from the Friends of the Library. As noted above, the first major apportionment of taxes occurred in December. The Library’s property tax revenues, however, also include a statutory pass-through from the former Redevelopment Agency. This pass-through represents approximately 37.5% of the Library’s property tax revenues and is normally received in January and June as part of the County’s distribution of the Redevelopment Property Tax Trust Fund (RPTTF). However, as noted above, the January payment was received in late December, similar to the prior year. Also included in the property tax budget is post-RDA property tax revenue of $140,340. These revenues are also distributed from the RPTTF. Library expenditures are anticipated to be $200,270 less than budgeted. Savings are anticipated as a result of the reduction in the part-time salaries budget which was reduced commensurate with the Department’s suspension of in-person programming due to the impacts of the COVID-19 pandemic. The Department will also experience some salary savings due to vacancies in full-time positions. Revenues are anticipated to be $153,600 greater than budgeted overall due to projected growth in property taxes. Overall, the Library’s operations are anticipated to end the fiscal year with net funds available in the amount of $792,170, which is a $353,870 increase over the surplus reflected in the FY 2021/22 Adopted Budget. FIRE DISTRICT Fire District Financial Condition. With 50% of the year complete, Fire District operating revenues are at 54% of projections (compared to 56% in the prior year) and expenditures are at 50% (compared to 52% in the prior year). Property tax comprises approximately 88% of the Fire District’s operating revenues (consistent with the prior year) which includes the General Fund, Community Facilities District (CFD) 85-1, and Community Facilities District 88-1. The first major apportionment of taxes occurred in December. Included in the property tax budget is post-RDA property tax revenues of $13,129,690. This amount represents a statutory pass-through from the former Redevelopment Agency. The full amount of the pass-through is allocated on a percentage basis between the Fire District’s operating funds and its capital fund based upon the operating budget needs of the Fire District each fiscal year. As noted above, RPTTF revenues is normally received in January and June. However, the January remittance was received a few days early in December. The Fire District’s expenditures are on track as of midyear, with a few items to note. Due to several retirements of long-term staff that occurred in December 2021, accumulated leave payouts occurred in January 2022 requiring increased appropriation requests for two divisions in the Fire Fund – Administration ($312,810) and Fire Suppression ($877,840). These leave payouts will be funded by the District’s employee leave payouts reserve. Library Fund Budget*YTD Actual*Percent Revenues 5,981,960$ 3,135,314$ 52% Expenditures 5,646,273$ 3,231,104$ 57% *Includes carryover purchase orders. Fire District Budget*YTD Actual*Percent Revenues 47,067,530$ 25,462,834$ 54% Expenditures 48,006,601$ 24,203,204$ 50% *Includes carryover purchase orders. Page 270 City of Rancho Cucamonga Midyear Financial Update Six Month Period Ended December 31, 2021 Page 8 | 8 Two other additional appropriations are being requested to fund additional medical supplies and materials for the District’s ambulance, Alternate Transport Vehicle 174 (AT-174), and to fund additional personal protective gear due to the ongoing COVID-19 Pandemic. The amounts of the additional appropriations are $23,810 and $30,000, respectively. The allocation of post-RDA property tax revenues between the District’s General Fund and Capital Fund will be adjusted as needed to ensure the Fire District General Fund is balanced at the end of the fiscal year. As of midyear, it is anticipated that slightly less will be needed for the General Fund than was budgeted due to anticipated revenue growth for the District along with anticipated salary savings. Overall, the Fire District will end with a balanced budget by the usage of the Fire Fund’s employee leave payouts reserve in the amount of $1,216,140 and CFD 85-1’s operating reserve in the amount of $640,010. SUMMARY Overall, the City’s operating budget for expenditures is performing well as of midyear and is consistent with the prior year. There are some additional appropriations needed for unanticipated cost increases for the General Fund and the Fire District as discussed above. Generally, revenues are on track or slightly ahead of projections, as a whole, and expenditures are on track with or slightly below historical norms. Both sales tax and TOT revenues are recovering from the COVID-19 pandemic and barring any further interruptions are anticipated to exceed budget. Page 271 Fiscal Year 2021/22 Operating Budget Midyear Financial Update March 2, 2022 Midyear Financial Update -Scope Operating Budget City General Fund Library Fund Fire District Operating Funds General Fund Snapshot General Fund Budget*YTD Actual*Percent Revenues 95,869,910$ 30,673,773$ 32% Expenditures 96,366,127$ 40,156,077$ 42% *Includes carryover purchase orders Top Seven Revenues •87% of adopted General Fund revenues ($82,959,990) Top Seven Revenues (continued) •Sales tax •Comparing 3Q2021 to 3Q2019 (pre-pandemic), most business types APPEAR to have fully recovered from the impacts of the pandemic •Growth is expected to continue through 4Q2021 but likely slowing •Likely headwinds into 2022 include: •Pent up demand for travel and experiences •Higher prices for fuel, merchandise, and services •Geopolitical instability leading to higher inflation •Possible softening of housing market •Sales tax MAY exceed budget, but the percentage is still in flux Top Seven Revenues (continued) Top Seven Revenues *Includes property tax in -lieu of VLF •Vehicle License Fees (VLF ) •As of midyear, no VLF has been received from the State which is consistent with prior year •VLF relates to excess amounts collected by the State for the prior fiscal year, and it has typically been received during the third quarter of our fiscal year •Property tax in -lieu of VLF is received after midyear •Overall, anticipated to exceed budget by $359,770 or 1.6% Top Seven Revenues (continued) Top Seven Revenues •Franchise Fees •Largest components received in April for gas and electric utilities •Franchise fees from waste management and cable are anticipated to slightly exceed budget Top Seven Revenues (continued) Top Seven Revenues •Property tax •Budget includes post-RDA property tax revenue of $2,590,090 •Normally, this revenue is received in January and June •January payment was received early (December 2021), consistent with the prior fiscal year •Overall, property tax revenues are anticipated to exceed budget by $1,177,820 or 11.5% Top Seven Revenues (continued) Top Seven Revenues •Development Fees •Development revenues for plan check fees, planning fees, and engineering fees are coming in as anticipated with collection percentages of 42.21%, 43.72%, and 53.02%, respectively •Building permit fee revenue is coming in at a faster pace than expected with a collection percentage of 75.32% •Building and Safety Department anticipates ending the year in line with budget for the fiscal year as this initial surge moderates later in 2022 Top Seven Revenues (continued) Top Seven Revenues •Business Licenses •Revenues are ahead of the 50% midyear target, with a collection percentage of 66% (54% in prior year) •Peak of renewals is not received until January •Revenues are anticipated to exceed budget by $209,290 or 7.8% Top Seven Revenues (continued) Top Seven Revenues Top Seven Revenues (continued) •Transient Occupancy Taxes •Occupancy rate / average daily rate –second quarter •Transient Occupancy Taxes •YTD receipts are tracking about 65% more than prior year •COVID-19 pandemic significantly reduced prior year receipts •One of the City’s major hotels closed temporarily March -July 2020 •Current year receipts include operations from all hotels (and STRs) •Annualizing YTD revenues indicates revenue estimate for FY 2021/22 will be exceeded by more than 30% •Includes two months’ remittances from new hotel •Future TOT revenue from Tapestry by Hilton anticipated for half FY 2022/23 •If inflation continues and the economy softens due to geopolitical instability, then TOT could be adversely impacted Top Seven Revenues (continued) •State Mandate reimbursement claims •Anticipate exceeding budget by $290,000 •Largest claim is for Racial and Identity Profiling Act (RIPA) •Non -abated reimbursements ($114,000) •Payroll tax credits received from American Rescue Plan Act (ARPA) for COVID-related sick leave usage through September 30, 2021 •Community Services revenue (reduction of $3 million) •Department continues to regularly assess its programming for the year to maneuver through COVID-19 Pandemic challenges Other General Fund Revenue Changes Departmental Expenditures •Department operating expenditures are generally consistent with the prior year (% spent) and on target as of midyear •Factors contributing to slightly higher percentage expended/encumbered: •Annual contracts fully encumbered at beginning of year •Certain overhead cost allocations completely allocated at beginning of year Departmental Expenditures (continued) •Departments with the more significant variances in the percentage spent are: •Records Management (42% CY; 15% PY ): 2020 General Election budgeted and not yet expended in prior year •Planning (52% CY; 65% PY ): Decrease in percentage spent is due to increased budget for reimbursable contract services •Engineering (50% CY; 64% PY ): Increased appropriation for contract plan check services not yet encumbered or spent at midyear; also, annual NPDES permits were fully paid as of midyear in the prior year but not yet paid in current year Departmental Expenditures (continued) •Com m unity Services •Consistent percentage spent as of midyear compared to prior year •Department continues to regularly assess its programming for the year to maneuver through the challenges created by the COVID-19 Pandemic •Based on its most recent assessment: •Revenues will be about $3 million less than anticipated (noted earlier) •Expenditures will be about $3.3 million less than anticipated •Savings will be redirected towards repair, replacement, and enhancement of the various facilities/parks utilized by the department Departmental Expenditures (continued) •Utility/Fuel Cost Increases •In addition to SCE rate increases noted during the first quarter update, So Cal Gas rate increases took effect January 1, 2022 •Rate increases combined with the higher commodity price for natural gas have resulted in a significant increase in gas bills for City facilities •Increase of $68,070 needed to fund anticipated increases •Fuel prices have continued to soar over past year •Retail: 35% increase; Wholesale: 44% increase •Increase of $118,120 needed for two General Fund divisions Other General Fund Expenditure Changes •Net projected savings in the various departmental budgets have resulted in a projected $2,133,620 decrease in the General Fund’s total expenditure budget General Fund Expenditures -Overall Library Fund Snapshot Library Fund Budget*YTD Actual*Percent Revenues 5,981,960$ 3,135,314$ 52% Expenditures 5,646,273$ 3,231,104$ 57% *Includes carryover purchase orders •Property tax makes up approximately 86% of the Library’s budget •Includes a statutory pass-through from the County RPTTF received twice per fiscal year (previously distributed by the former Redevelopment Agency) •Pass-through represents 37.5% of property tax revenue •Includes additional post-RDA property tax revenues due to elimination of former RDA (2.7% of property tax revenue) •Overall, revenues are anticipated to be $153,600 greater than budget •Library expenditures are anticipated to be $200,270 less than budgeted Library Fund Snapshot (continued) •Savings anticipated for: •Reduction in part-time salaries due to suspension of in-person programming impacted by COVID-19 pandemic •Some salary savings due to vacancies in full-time as well •Overall, the Library’s operations are anticipated to end the fiscal year with net funds available in the amount of $792,170 •A $353,870 increase over the surplus reflected in the FY 2021/22 Adopted Budget •We are using the opportunity of decreased expenditures and increased revenues to help save up an operating budget cushion to offset the costs for the opening of the Second Story at Biane Library Library Fund Snapshot (continued) Fire District Operating Funds Snapshot Fire District Budget*YTD Actual*Percent Revenues 47,067,530$ 25,462,834$ 54% Expenditures 48,006,601$ 24,203,204$ 50% *Includes carryover purchase orders •Property tax makes up approximately 88% of the Fire District’s budget (consistent with the prior year) •Includes post-RDA property tax revenues due to elimination of RDA (statutory pass-through) •The full amount of the pass-through is allocated on a percentage basis between the Fire District’s operating funds and its capital fund based upon the operating budget needs of the Fire District each fiscal year Fire District Operating Funds Snapshot (continued) •Expenditures are on track as of midyear, generally •Several retirements of long-term staff occurred in December 2021 •Leave payouts occurred in January 2022 •Additional appropriation of $1,190,650 needed •Payouts funded by employee leave payouts reserve •Overall, the Fire District will end with a balanced budget by the usage of $1,216,140 in Fire Fund employee leave payouts reserve and $640,010 in CFD 85-1 operating reserve Fire District Operating Funds Snapshot (continued) •City’s operating budget for expenditures is performing well as of midyear and is consistent with prior year •Some additional appropriations are needed for unanticipated cost increases for the General Fund and Fire Fund •Generally, revenues are on track or slightly ahead of projections as a whole •Both sales tax and TOT revenues are recovering well from the impacts of COVID-19 and may exceed budget; however, the impacts of inflation, a softening housing market, and geopolitical uncertainty could blunt any potential increases, depending on the scope of each Summary Any Questions? DATE:March 2, 2022 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Elisa C. Cox, Deputy City Manager Michael Parmer, Assistant to the City Manager SUBJECT:Consideration of a Resolution Supporting the League of California Cities in its Opposition to Ballot Measure - "The Taxpayer Protection and Government Accountability Act" (Initiative AG# 21-0042A1). (RESOLUTION NO. 2022-033) (CITY) RECOMMENDATION: Staff recommends City Council approve Resolution No. 2022-033, supporting the League of California Cities in its opposition to ballot measure - "The Taxpayer Protection and Government Accountability Act" (Initiative AG# 21-0042A1). BACKGROUND: On January 4, 2022, the California Business Roundtable filed the Taxpayer Protection and Government Accountability Act (AG# 21-00422A1). The measure is currently being circulated by proponents to qualify it for the November 2022 ballot. The Taxpayer Protection and Government Accountability Act limits voters’ authority, adopts new and stricter rules for raising taxes and fees, and makes it more difficult to hold violators of state and local laws accountable. A previous effort to drastically limit local revenue authority failed to obtain enough signatures to be included on the November 2018 ballot. The League of California Cities (Cal Cities) and a broad coalition of local governments, labor and public safety leaders, infrastructure advocates, and businesses, strongly oppose this initiative. ANALYSIS: Under current law, local revenue authority is limited by both statute and a number of voter- approved constitutional provisions, including those added by Proposition 13 (1978), Proposition 218 (1996), and Proposition 26 (2010). However, the proposed Taxpayer Protection and Government Accountability Act will make it even more difficult for counties, cities, schools, special districts, and the state to raise revenue by any means, placing new and increased restrictions on revenue measures and significantly narrowing exceptions. The fundamental provision of the proposed initiative is to designate every levy, charge, or exaction of any kind imposed by the state or local agency as either a tax or an “exempt charge.” Every revenue measure not defined as an exempt charge would be subject to voter approval requirements, some of which the initiative newly imposes or increases. Page 272 Page 2 1 1 3 3 Specifically, the measure seeks to: Limit Voter Authority and Accountability Prohibits local voters from providing direction on how local tax dollars should be spent by prohibiting local advisory measures. Invalidates 2017 Upland decision that allows majority of local voters to pass special taxes. Future taxes proposed by the Initiative are subject to the same rules as taxes placed on a ballot by a city council. Furthermore, the Initiative would be retroactive in that all tax measures passed between January 2022 and November 2022 would be invalidated unless reenacted within 12 months. Restrict Local Fee Authority to Provide Local Services Sets new standard for franchise fees and charges paid for the use of local and state government property. The standard may significantly restrict the amount oil companies, utilities, gas companies, railroads, garbage companies, cable companies, and other corporations pay for the use of local public property. Except for licensing and other regulatory fees, fees and charges may not exceed the “actual cost” of providing the product or service for which the fee is charged. “Actual cost” is the “minimum amount necessary,” moving from a preponderance of evidence to clear and convincing evidence, and prohibiting a court from considering how a local agency describes or characterizes a revenue measure in making its determination rather the using it as a factor in that determination. Restrict Authority of State and Local Governments to Issue Fines and Penalties for Violations of Law Requires voter approval of fines, penalties, and levies for corporations and property owners that violate state and local laws unless a new, undefined adjudicatory process is used to impose the fines and penalties. Restrict Local Tax Authority to Provide Local Services Expanding existing taxes (e.g., UUT, use tax, TOT) to new territory (e.g., annexation) or expanding the base (e.g., new utility service) requires voter approval. City charters may not be amended to include a tax or fee. New taxes can be imposed only for a specific time period. Taxes adopted after January 1, 2022, that do not comply with the new rules, are void unless reenacted. All state taxes require majority voter approval. Prohibits any surcharge on property tax rate and allocation of property tax to state. Other Changes No fee or charge or exaction regulating vehicle miles traveled can be imposed as a condition of property development or occupancy. FISCAL IMPACT: The State’s Legislative Analyst’s Office (“LAO”) notes that, “by expanding the definition of taxes and restricting administrative changes to fees, the measure would…lower annual state and local revenues, potentially substantially lower, depending on future actions of the Legislature, local governing bodies, voters, and the courts.” Adoption of this measure could have significant fiscal impact in Rancho Cucamonga and require steep reductions in service levels, result in indeterminable legal and administrative burdens and costs from new and more empowered legal Page 273 Page 3 1 1 3 3 challenges and cost tracking requirements, result in the delay and deterrence of municipal annexations and associated impacts on housing and commercial development, and have significant service and infrastructure impacts. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: Opposition to the Taxpayer Protection and Government Accountability Act initiative is aligned with the Council’s vision to “build on our success as a world class community, to create an equitable, sustainable, and vibrant city, rich in opportunity for all to thrive” as the measure, if adopted, would have a significant impact on service and infrastructure, including in fire and emergency response, law enforcement, public health, drinking water, sewer sanitation, parks, libraries, public schools, affordable housing, homelessness prevention and mental health services. ATTACHMENTS: Attachment 1 – Resolution No. 2022-033 Attachment 2 – Text of the ballot measure Page 274 Resolution No. 2022-033 – Page 1 of 1 ATTACHMENT 1 2 1 4 2 RESOLUTION NO. 2022-033 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, SUPPORTING THE LEAGUE OF CALIFORNIA CITIES IN ITS OPPOSITION TO BALLOT MEASURE – “THE TAXPAYER PROTECTION AND GOVERNMENT ACCOUNTABILITY ACT” (INITIATIVE AG# 21-0042A1) WHEREAS, an association representing California’s wealthiest corporations is behind a deceptive proposition aimed for the November 2022 statewide ballot; and WHEREAS, the measure creates new constitutional loopholes that allow corporations to pay far less than their fair share for the impacts they have on our communities, including local infrastructure, our environment, water quality, air quality, and natural resources; and WHEREAS, the measure includes undemocratic provisions that would make it more difficult for local voters to pass measures needed to fund local services and infrastructure, and would limit voter input by prohibiting local advisory measures where voters provide direction on how they want their local tax dollars spent; and WHEREAS, the measure makes it much more difficult for state and local regulators to issue fines and levies on corporations that violate laws intended to protect our environment, public health and safety, and our neighborhoods; and WHEREAS, the measure puts billions of dollars currently dedicated to state and local services at risk, and could force cuts to public schools, fire and emergency response, law enforcement, public health, parks, libraries, affordable housing, services to support homeless residents, mental health services, and more; and WHEREAS, the measure would also reduce funding for critical infrastructure like streets and roads, public transportation, drinking water, new schools, sanitation, and utilities. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, HEREBY RESOLVES, that the City of Rancho Cucamonga opposes Initiative AG# 21-0042A1). NOW, THEREFORE, BE IT FURTHER RESOLVED, that the City of Rancho Cucamonga will join the NO on Initiative 21-0042A1 coalition, a growing coalition of public safety, labor, local government, infrastructure advocates, and other organizations throughout the state. PASSED, APPROVED, AND ADOPTED this day of 2022. Page 275 BELL, McANDREWS & HILTACHK, LLP Anabel Renteria Initiative Coordinator ATTORNEYS AND COUNSEL-ORS AT I.AW 455 C APITO L MALL, S UITE 600 SACRAMENTO, CALIFOE=INIA 95014 (916) 44;a-7757 FA X [916) 44-;a-77 59 www.bmhlaw.c om January 4, 2022 2 1 -0 0 4 2 RECEI VED JAN O 4 2022 Office of the Attorney General State of California INITIATIVE COO RDINATOR ATTORNEY GENERAL'S OFFICE PO Box 994255 Sacramento, CA 94244-25550 Re: Initiative 21-0042 -Amendment Number One Dear Initiative Coordinator: Pursuant to subdivision (b) of Section 9002 of the Elections Code, enclosed please find Amendment #1 to Initiative No. 21-0042 "The Taxpayer Protection and Government Accountability Act." The amendments are reasonably germane to the theme, purpose or subject of the initiative measure as originally proposed. I am the proponent of the measure and request that the Attorney General prepare a circulating title and summary of the measure as provided by law, using the amended language. Thank you for your time and attention processing my request. Sincerely, ~~ Thomas W. Hiltachk ATTACHMENT 2 Page 276 2 1 -0 0 4 2 Arndt. # / The Taxpayer Protection and Government Accountability Act [Deleted codified text is denoted in strikeout. Added codified text is denoted by italics and underline.] Section 1. Title This Act shall be known, and may be cited as, the Taxpayer Protection and Government Accountability Act. Section 2. Findings and Declarations (a) Californians are overtaxed. We pay the nation's highest state income tax, sales tax, and gasoline tax. According to the U.S. Census Bureau, California's combined state and local tax burden is the highest in the nation. Despite this, and despite two consecutive years of obscene revenue surpluses, state politicians in 2021 alone introduced legislation to raise more than $234 billion in new and higher taxes and fees. (b) Taxes are only part of the reason for California's rising cost-of-living crisis. Californians pay billions more in hidden "fees" passed through to consumers in the price they pay for products, services, food, fuel, utilities and housing. Since 2010, government revenue from state and local "fees" has more than doubled. (c) California's high cost of living not only contributes to the state's skyrocketing rates of poverty and homelessness, they are the pushing working families and job-providing businesses out of the state. The most recent Census showed that California's population dropped for the first time in history, costing us a seat in Congress. In the past four years, nearly 300 major corporations relocated to other states, not counting thousands more small businesses that were forced to move, sell or close. (d) California voters have tried repeatedly, at great expense, to assert control over whether and how taxes and fees are raised. We have enacted a series of measures to make taxes more predictable, to limit what passes as a "fee," to require voter approval, and to guarantee transparency and accountability. These measures include Proposition 13 (1978), Proposition 62 (1986), Proposition 218 (1996), and Proposition 26 (2010). (e) Contrary to the voters' intent, these measures that were designed to control taxes, spending and accountability, have been weakened and hamstrung by the Legislature, government lawyers, and the courts, making it necessary to pass yet another initiative to close loopholes and reverse hostile court decisions. Section 3. Statement of Purpose (a) In enacting this measure, the voters reassert their r ight to a voice and a vote on new and higher taxes by requiring any new or higher tax to be put before voters for approval. Voters also intend that all fees and other charges are passed or rejected by the voters themselves or a governing body elected by voters and not unelected and unaccountable bureaucrats. (b) Furthermore, the purpose and intent of the voters in enacting this measure is to increase transparency and accountability over higher taxes and charges by requiring any tax measure placed on the ballot- 1 Page 277 either at the state or local level-to clearly state the type and rate of any tax, how long it will be in effect, and the use of the revenue generated by the tax. (c) Furthermore, the purpose and intent of the voters in enacting this measure is to clarify that any new or increased form of state government revenue, by any name or manner of extraction paid directly or indirectly by Californians, shall be authorized only by a vote of the Legislature and signature of the Governor to ensure that the purposes for such charges are broadly supported and transparently debated. (d) Furthermore, the purpose and intent of the voters in enacting this measure is also to ensure that taxpayers have the right and ability to effectively balance new or increased taxes and other charges with the rapidly increasing costs Californians are already paying for housing, food, childca re, gasoline, energy, healthcare, education, and other basic costs of living, and to further protect the existing constitutional limit on property taxes and ensure that the revenue from such taxes remains local, without changing or superseding existing constitutional provisions contained in Section 1{c) of Article XIII A. (e) In enacting this measure, the voters also additionally intend to reverse loopholes in the legislative two- thirds vote and voter approval requirements for government revenue increases created by the courts including, but not limited to, Cannabis Coalition v. City of Upland, Chamber of Commerce v. Air Resources Board, Schmeer v. Los Angeles County, Johnson v. County of Mendocino, Citizens Assn. of Sunset Beach v. Orange County Local Agency Formation Commission, and Wilde v. City of Dunsmuir. Section 4. Section 3 of Article XIII A of the California Constitution is amended to read: Sec. 3(a} Every levy, charge. or exaction of any kind imposed by state law is either a tax or an exempt charge. illlJ1l ~ Any change in state statute Jaw which results in any taxpayer paying a new or higher tax must be imposed by an act passed by not less than two-thirds of all members elected to each of the two houses of the Legislature, and submitted to the electorate and approved by a maiority vote, except that no new ad valorem taxes on real property, or sales or transaction taxes on the sales of real property, may be imposed. Each Act shall include: (A) A specific duration of time that the tax will be imposed and an estimate of the annual amount expected to be derived from the tax. (BJ A specific and legally binding and enforceable limitation on how the revenue from the tax can be spent. If the revenue from the tax can be spent for unrestricted general revenue purposes. then a statement that the tax revenue can be spent for "unrestricted general revenue purposes " shall be included in a separate, stand-alone section . Any proposed change to the use of the revenue from the tax shall be adopted by a separate act t hat is passed by not less than two-thirds of all members elected to each of the two houses of the Legislature and submitted to the electorate and approved by a maiority vote. (2) The title and summary and ballot label or question required for a measure pursuant to the Elections Code shall. for each measure providing for the imposition of a tax, including a measure proposed by an elector pursuant to Article II, include: {A) The type and amount or rate of the tax; (BJ The duration of the tax: and 2 Page 278 (CJ The use of the revenue derived from the tax. (c} Any change in state law which results in any taxpayer paying a new or higher exempt charge must be imposed by an act passed by each of the two houses of the Legislature. Each act shall specify the type of exempt charge as provided in subdivision (e ), and the amount or rate of the exempt charge to be imposed. Ml._fbt As used in this section and in Section 9 of Article II, "tax" means every aA1f levy, charge, or exaction of any kind imposed by the State state law that is not an exempt charge. e1<eept the follo•Ning: (e) As used in this section. "exempt charge" means only the following: (1) a el:iarge imposes fer a s1=1eeifie eenefit eonferreEl or pri'+'ilege granteEl aireetly to tl:ie 13ayor tl:iat is not 1=1ro>viaeEl to tl:iose not et:iargeEI, anEI whiel:i aoes not e1<ceeEl tl:ie reasonal3Ie costs to tl:ie State of eonferring the benefit or granting the pri¥ilege to the 1=1a¥OF. ill {-2+ A reasonable charge irnposeEl for a specific government service or product provided directly to the payor that is not provided to those not charged, and which does not exceed the rnasonable actual costs to the State of providing the service or product to the payor. f.11 ~ A charge in,poseEl for the reasonable regulatory costs to the State incident to issuing licenses and permits, performing investigations, inspections, and audits, enforcing agricultural marketing orders, and the administrative enforcement and adjudication thereof. (3) A levy, charge. or exaction collected from local units of government. health care providers or health care service plans that is primarily used by the State of California for the purposes of increasing reimbursement rates or payments under the Medi-Cal program, and the revenues of which are primarily used to finance the non-federal portion of Medi-Cal medical assistance expenditures. (4) A reasonable charge iR'l13oseEl for entrance to or use of state property, or the purchase. rental, or lease of state property, except charges governed by Section 15 of Article XI. (5} A fine, or penalty, or other monetary el:large including any applicable interest for nonpayment thereot imposed by the judicial branch of government or the State, as a result of a state administrative enforcement agency pursuant to adiudicatorv due process, to punish a violation of law. (6} A levy, charge, assessment, or exaction collected for the promotion of California tourism pursuant to Chapter 1 (commencing with Section 13995) of Part 4.7 of Division 3 of Title 2 of the Government Code. flL~Any tax or exempt charge adopted after January 1, 2022 ~, but prior to the effective date of this act, that was not adopted in compliance with the requirements of this section is void 12 months after the effective date of this act unless the tax or exempt charge is reenacted B'l the begislatuFe anel signea into law ey tl:ie <iio¥ernoF in compliance with the requirements of this section. [gl[.JlJG:} The State bears the burden of proving by a preponEleranee oftl:le clear and convincing evidence that a levy, charge, or other exaction is an exempt charge and not a tax. The State bears the burden of proving by clear and convincing evidence that the amount of the exempt charge is reasonable and that the amount charged does not exceed the actual cost of providing the service or product to the payor. ,tR-a-t tl:ie amouRt is RO n,ore tl:ian neeessary to cover the reasonable costs of the go•.•emn,ental actii,•i:t>,• ane 3 Page 279 that the manner in •Nhiel.:i these cests are allecated ts a pa·1er bear a fair er reasenable relatienshi13 ts the 13a·1or's b1:1relens on, or benefits reeei11eel from, the go•.ieFRmental actit.iit'( (2) The retention ofrevenue by, or the payment to. a non-governmental entity ofa levv. charge, or exaction of any kind imposed by state law, shall not be a factor in determining whether the levy. charge, or exaction is a tax or exempt charge. (3) The characterization of a levy, charge, or exaction of any kind as being voluntary, or paid in exchange for a benefit, privilege, allowance, authorization, or asset, shall not be a factor in determining whether the levy, charge, or exaction is a tax or an exempt charge. /4} The use of revenue derived from the levy, charge or exaction shall be a factor in determining whether the levy, charge, or exaction is a tax or exempt charge. (h) As used in this section: (1) "Actual cost" of providing a service or product means: (i) the minimum amount necessary to reimburse the government for the cost of providing the service or product to the payor, and {ii) where the amount charged is not used by the government for any purpose other than reimbursing that cost. In computing "actual cost" the maximum amount that may be imposed is the actual cost less all other sources of revenue including, but not limited to taxes, other exempt charges, grants, and state or federal funds received to provide such service or product. (2) "Extend" includes, but is not limited to, doing any of the following with respect to a tax or exempt charge: lengthening its duration. delaying or eliminating its expiration, expanding its application to a new territory or class ofpayor, or expanding the base to which its rate is applied. (3) "Impose" means adopt, enact, reenact, create, establish, collect, increase or extend. (4) "State law" includes, but is not limited to. any state statute, state regulation, state executive order. state resolution, state ruling, state opinion Jetter, or other legal authority or interpretation adopted, enacted. enforced, issued, or implemented by the legislative or executive branches of state government. "State law" does not include actions taken by the Regents of the University of California, Trustees of the California State University, or the Board of Governors of the California Community Colleges. Section 5. Section 1 of Article XIII C of the California Constitution is amended, to read: Sec. 1. Definitions. As used in this article: {a) "Actual cost" of providing a service or product means: (i) the minimum amount necessary to reimburse the government for the cost of providing the service or product to the payor. and {ii) where the amount charged is not used by the government for any purpose other than reimbursing that cost. In computing "actual cost" the maximum amount that may be imposed is the actual cost less all other sources of revenue including, but not limited to taxes. other exempt charges, grants, and state or federal funds received to provide such service or product. (b) "Extend" includes, but is not limited to. doing any of the following with respect to a tax. exempt charge, or Article XIII D assessment. fee, or charge: lengthening its duration, delaying or eliminating its expiration. expanding its application to a new territory or class of payor, or expanding the base to which its rate is applied. 4 Page 280 .lfl..W 11General tax" means any tax imposed for general governmental purposes. (d} "Impose" means adopt, enact, reenact, create, establish, collect, increase, or extend. {clJb} "Local government" means any county, city, city and county, including a charter city or county, any special district, or any other local or regional governmental entity, or an elector pursuant to Article fl or the initiative power provided by a charter or statute. (f) "Local law" includes. but is not limited to, any ordinance, resolution, regulation. ruling, opinion letter, or other legal authority or interpretation adopted, enacted, enforced, issued, or implemented by a local government. {gl_{t} "Special district" means an agency of the State, formed pursuant to general law or a special act, for the local performance of governmental or proprietary functions with limited geographic boundaries including, but not limited to, school districts and redevelopment agencies. f11L{d} "Special tax" means any tax imposed for specific purposes, including a tax imposed for specific purposes, which is placed into a general fund. 111 i@} As used in this article, and in Section 9 of Article II, "tax" means every aRV-levy, charge, or exaction of any kind, imposed by a local go,;ernmeRt law that is not an exempt charge., exeept tl=le fellowiRg: (i) As used in this section, "exempt charge" means only the following: (1) A cl=large imposeel fer a speeifie beAefit eoAferreel or pri,;ilege graAteel eliFeetl')' to tl=le pa1,ior tl=lat is Rot pre1,•ieleel to these Rot ehargea, aA£l which £lees Rot exeeeel tl=le reaseAable costs to tl=le loeal gm,·ernFAeAt of conferriAg the beAefit or graAting tl:1e pri¥ilege. ill R} A reasonable charge imposes for a specific local government service or product provided directly to the payor that is not provided to those not charged, and which does not exceed the reasoAable actual costs to the local government of providing the service or product. fl1 WA charge im13ose£l for the reasonable regulatory costs to a local government for issuing licenses and permits, performing investigations, inspections, and audits, enforcing agricultural marketing orders, and the administrative enforcement and adjudication thereof. W {4t A reasonable charge imposeel for entrance to or use of local government property, or the purchase, rental, or lease of local government property. Ml. fSt A fine, or penalty, or other FAOA@tar,· eharge including any applicable interest for nonpayment thereat imposed by the judicial branch of government or a local government administrative enforcement agency pursuant to adiudicatorv due process, as a res1,1lt of to punish a violation of law. ill -f6t A charge imposed as a condition of property development. No levv, charge, or exaction regulating or related to vehicle miles traveled may be imposed as a condition of property development or occupanc y. f.i1 f7t An AssessFAeRts a Rel property relate el fees assessment. fee. or charge imJ;1oseel iA aeeoraanee witl=l the pro¥isio A5 of subject to Article XI 11 D, or an assessment imposed upon a business in a tourism marketing district, a parking and business improvement area, or a property and business improvement district. 5 Page 281 (7) A charge imposed for a specific health care service provided directly to the payor and that is not provided to those not charged. and which does not exceed the reasonable costs to the local government of providing the health care service. As used in this paragraph, a "health care service" means a service licensed or exempt from licensure by the state pursuant to Chapters 1. 1.3, or 2 of Division 2 of the Health and Safety Code. The local government bears the b1:1rden of proving by a preponderance of the e .. ·ielence that a lew, charge, or other exaction is not a ta1<, that the amo1:1nt is no more than necessaPJ' to cover the reasonable costs of the go•,ernfflental acti•.«ity anel that tJ:ie manner in which those costs are allocateel to a pa•ror bear a fair or reasonable relationship to the pa•ror's blslrdens on, or bene:fits receiveel from, the go1a1ernmental acfa•ity. Section 6. Section 2 of Article XIII C of the California Constitution is amended to read : Sec. 2. Local Government Tax Limitation. Notwithstanding any other provision of this Constitution: (a) Every levy. charge. or exaction of any kind imposed by local law is either a tax or an exempt charge. All taxes imposed by any local government shall be deemed to be either general taxes or special taxes. Special purpose districts or agencies, including school districts, shall have no power to levy general taxes. (b) No local Jaw go,.·ernment whether proposed by the governing body or by an elector, may impose, extend, or increase any general tax unless and until that tax is submitted to the electorate and approved by a majority vote. A general tax shall not be deemed to have been increased if it is imposed at a rate not higher than the maximum rate so approved. The election required by this subdivision shall be consolidated with a regularly scheduled general election for members of the governing body of the local government, except in cases of emergency declared by a unanimous vote of the governing body. (c) An•r general tax imposed, el<tended, or increaseel, •.-.iitho1:1t •.·oter approval, lay any local go,.·ernment on or after Janlslary 1, 1995, ana prior ta the effecti,.·e date of this article, shall contin1:1e to be imposed only if appro,.·ea b1• a majority vote of the voters voting in an election OR the issye of the in:iposition, whicl::i election sl::iall be l::ield witl::iin t•Ne 1•ears ef the effectii.ie date of this article and in com13liance with slslbdi\·isien (b}. {El) No local law government. whether proposed by the governing body or by an elector. may impose, eMteRd, er increase any special tax unless and until that tax is submitted to the electorate and approved by a two-thirds vote. A special tax shall not be deemed to have been increased if it is imposed at a rate not higher than the maximum rate so approved. {d) The title and summary and ballot label or question required for a measure pursuant to the Elections Code shall. for each measure providing for the imposition of a tax, include: (1) The type and amount or rate of the tax; (2) the duration of the tax; and (3) The use of the revenue derived from the tax. If the proposed tax is a general tax. the phrase "for general government use" shall be required, and no advisory measure may appear on the same ballot that would indicate that the revenue from the general tax will. could. or should be used for a specific purpose. (e) Only the governing body of a local government. other than an elector pursuant to Article II or the initiative power provided by a charter or statute. shall have the authority to impose any exempt charge. The governing body shall impose an exempt charge by an ordinance specifying the type of exempt charge 6 Page 282 as provided in Section l(i) and the amount or rate of the exempt charge to be imposed. and passed by the governing body. This subdivision shall not apply to charges specified in paragraph (7) of subdivision (i) of Section 1. ff) No amendment to a Charter which provides for the imposition, extension, or increase of a tax or exempt charge shall be submitted to or approved by the electors. nor shall any such amendment to a Charter hereafter submitted to or approved by the electors become effective for any purpose. (q) Any tax or exempt charge adopted after January 1, 2022, but prior to the effective date of this act, that was not adopted in compliance with the requirements of this section is void 12 months after the effective date of this act unless the tax or exempt charge is reenacted in compliance with the requirements of this section. {h)(1) The focal government bears the burden of proving by clear and convincing evidence that a levy, charge or exaction is an exempt charge and not a tax. The local government bears the burden of proving by clear and convincing evidence that the amount of the exempt charge is reasonable and that the amount charged does not exceed the actual cost of providing the service or product to the payor. (2} The retention of revenue by, or the payment to, a non-governmental entity of a levy. charge, or exaction of any kind imposed by a local law, shall not be a factor in determining whether the levy, charge, or exaction is a tax or exempt charge. (3) The characterization of a levy. charge. or exaction of any kind imposed by a local law as being paid in exchange for a benefit. privilege, allowance, authorization, or asset, shall not be factors in determining whether the levy, charge, or exaction is a tax or an exempt charge. (4) The use of revenue derived from the levy, charge or exaction shall be a factor in determining whether the levy, charge, or exaction is a tax or exempt charge. Section 7. Section 3 of Article XIII D of the California Constitution is amended, to read: Sec. 3. Property Taxes, Assessments, Fees and Charges Limited (a) No tax, assessment, fee, 6f charge, or surcharge, including a surcharge based on the value ofpropertv, shall be assessed 13y a Ry ageRC'f upon any parcel of property or upon any person as an incident of property ownership except: (1) The ad valorem property tax impeseEI p1::1rsYaRt te described in Section 1(a) of Article XIII and Section 1/a) of Article XIII A, and described and enacted pursuant to the voter approval requirement in Section 1/b) Q[Article XII I A. (2) Any special non-ad valorem tax receiving a two-thirds vote of qualified electors pursuant to Section 4 of Article XIII A, or after receiving a two-thirds vote of those authorized to vote in a community facilities district by the Legislature pursuant to statute as it existed on December 31, 2021. (3) Assessments as provided by this article. (4) Fees or charges for property related services as provided by this article. 7 Page 283 (b) For purposes of this article, fees for the provision of electrical or gas service shall not be deemed charges or fees imposed as an incident of property ownership. Section 8. Sections 1 and 14 of Article XIII are amended to read: Sec. 1 Unless otherwise provided by this Constitution or the laws of the United States: (a) All property is taxable and shall be assessed at the same percentage of fair market value. When a value standard other than fair market value is prescribed by this Constitution or by statute authorized by this Constitution, the same percentage shall be applied to determine the assessed value. The value to which the percentage is applied, whether it be the fair market value or not, shall be known for property tax purposes as the full value. (b) All property so assessed shall be taxed in proportion to its full value. (c) All proceeds from the taxation of property shall be apportioned according to law to the districts within the counties. Sec. 14. All property taxed by state or local government shall be assessed in the county, city, and district in which it is situated. Notwithstanding any other provision of/aw, such state or local property taxes shall be apportioned according to law to the districts within the counties. Section 9. General Provisions A. This Act shall be liberally construed in order to effectuate its purposes. B. (1) In the event that this initiative measure and another initiative measure or measures relating to state or local requirements for the imposition, adoption, creation, or establishment of taxes, charges, and other revenue measures shall appear on the same statewide election ballot, the other i ni tiative measure or measures shall be deemed to be in conflict with this measure. In the event that this initiative measure receives a greater number of affirmative votes, the provisions of this measure shall prevail in their entirety, and the provisions ofthe other initiative measure or measures shall be null and void. (2) In furtherance of this provision, the voters hereby declare that this measure conflicts with the provisions of the "Housing Affordabili t y and Tax Cut Act of 2022" and "The Tax Cut and Housing Affordability Act," both of which would impose a new state property tax (called a "surcharge") on certain real property, and where the revenue derived from the tax is provided to the State, rather than retained in the county in which the property is situated and for the use of the county and cities and districts within the county, in direct violation of the provisions of this initiative. (3) If this initiative measure is approved by the voters, but superseded in whole or in part by any other conflicting initiative measure approved by the voters at the same election, and such conflicting initiative is later held invalid, this measure shall be self-executing and given full force and effect. C. The provisions of this Act are severable. If any portion, section, subdivision, paragraph, clause, sentence, phrase, word, or application of this Act is for any reason held to be invalid by a decis ion of any court of competent jurisdiction, that decision shall not affect the validity of the remaining portions of this Act. The People of the State of California hereby declare that they would have adopted this Act and each and every portion, section, subdivision, paragraph, clause, sentence, phrase, word, and application not 8 Page 284 declared invalid or unconstitutional without regard to whether any portion of this Act or application thereof would be subsequently declared invalid. D. If this Act is approved by the voters of the State of California and thereafter subjected to a legal challenge alleging a violation of state or federal law, and both the Governor and Attorney General refuse to defend this Act, then the following actions shall be taken: (1) Notwithstanding anything to the contrary contained in Chapter 6 of Part 2 of Division 3 ofTitle 2 of the Government Code or any other law, the Attorney General shall appoint independent counsel to faithfully and vigorously defend this Act on behalf of the State of California. (2) Before appointing or thereafter substituting independent counsel, the Attorney General shall exercise due diligence in determining the qualifications of independent counsel and shall obtain written affirmation from independent counsel that independent counsel will faithfully and vigorously defend this Act. The written affirmation shall be made publicly available upon request. (3) A continu ous appropriation is hereby made from the General Fund to the Controller, without regard to fiscal years, in an amount necessary to cover the costs of retaining independent counsel to faithfully and vigorously defend this Act on behalf of the State of California. (4 ) Nothing in this section shall prohibit the proponents of this Act, or a bona fide taxpayers association, from intervening to defend this Act. 9 Page 285 DATE:March 2, 2022 TO:Mayor and Members of the City Council FROM:John R. Gillison, City Manager INITIATED BY:Elisa Cox, Deputy City Manager Hope Velarde, Management Analyst I SUBJECT:Selection of a Delegate for the Southern California Association of Government's (SCAG) General Assembly. (CITY) RECOMMENDATION: Staff recommends that the City Council appoint a member to serve as Rancho Cucamonga’s delegate at the upcoming SCAG General Assembly. The Council may also wish to select an alternate delegate if desired, although it is not required. BACKGROUND: The Southern California Association of Governments (SCAG) is the nation's largest metropolitan planning organization, representing six counties and 191 cities in an area covering more than 38,000 square miles. SCAG undertakes a variety of planning and policy initiatives to encourage a more sustainable Southern California now and in the future. As the designated Metropolitan Planning Organization, SCAG is mandated by federal and state law to research and draw up plans for transportation, growth management, hazardous materials management, and air quality. SCAG is governed by the General Assembly which brings together the official representatives of SCAG's membership and helps set the agency's course for the coming year. The General Assembly serves as a forum where policy matters can be identified and addressed. Amendments to SCAG's Bylaws may also be considered at the General Assembly. In addition, members of the General Assembly also vote on SCAG's General Fund budget and SCAG's new President, Vice President and Second Vice President are announced for the upcoming year at this annual event. ANALYSIS: This year's Regional Conference and General Assembly will be held in-person on May 5, 2022 in Palm Desert, CA. If a Member City wishes to select a Delegate to participate in the General Assembly, City Council action is required to appoint the Delegate. An Alternate may also be selected, however, it is not required. Each General Assembly Delegate (or Alternate) will be invited to the SCAG's Regional Conference and General Assembly event. If a City has a Council Member that serves as a Regional Council Member on the SCAG Board, that person is automatically the City's delegate, however, if an Alternate is also desired, they will need to be appointed by the City Council. Mayor L. Dennis Michael currently serves as a SCAG Regional Council Member and thus served as the City’s delegate at last year’s SCAG General Assembly. Delegates and Alternates are required to submit FPPC Form 700 Statement of Economic Interests to the SCAG office upon appointment. Page 286 Page 2 1 1 5 2 FISCAL IMPACT: None. COUNCIL MISSION / VISION / GOAL(S) ADDRESSED: Participating in the SCAG General Assembly complements the City Council’s Core Values by intentionally embracing and anticipating the future. ATTACHMENTS: None. Page 287