Agenda packet — American Canyon City Council, April 7, 2026

REGULAR CITY COUNCIL AGENDA
City Hall - Council Chambers
4381 Broadway St., Suite 201, American Canyon
April 7, 2026
6:30 PM

1. Conference with Legal Counsel - Exis,ng Li,ga,on. Authorized pursuant to Government Code Section 54956.9(d)(1):
a. City of American Canyon v. City of Vallejo, et al. (Sacramento Superior Court Case No. 34-2022-00327471).
b. City of Vallejo v. City of American Canyon et al . (Third District Court of Appeal Case No. C102070; formerly Sacramento County Superior Court Case No. 23WM000055). c. City of Vallejo v. City of American Canyon et al . (Sacramento County Superior Court Case No. 24WM000078).
d. City of Vallejo v. City of American Canyon et al. (Marin County Superior Court Case No. CV0003752).
e. American Canyon 1, LLC and Napa Valley Ruins & Gardens, LLC v. City of American Canyon et al. (Napa County Superior Court Case No. 25CV002277)

2. Conference with Legal Counsel – An,cipated Li,ga,on. Authorized pursuant to Government Code Section 54956.9 (d)(2). One (1) Matter.

Mayor: Pierre Washington
Vice Mayor: Mayor Mark Joseph
Councilmembers: Brando Cruz, Melissa Lamattina, David Oro 4:30 P.M. CLOSED SESSION
The mayor will call the meeng to order and conduct roll call. Following public comment on Closed Session items, the Council will immediately convene in Closed Session.

CALL TO ORDER - CLOSED SESSION

ROLL CALL - CLOSED SESSION

PUBLIC COMMENT - CLOSED SESSION ITEMS
This me is reserved for members of the public to address the City Council on Closed Session Business items only. Oral comments must be made in person and are limited to three (3) minutes per speaker.

MEETING RECESSED TO CLOSED SESSION
The Council will reconvene in Open Session at 6:30 p.m. The Council may reconvene in Closed Session at the conclusion of the meeting, if necessary, to address any remaining items.

BUSINESS - CLOSED SESSION
6:30 P.M. OPEN SESSION
CITY COUNCIL MEETING AGENDA APRIL 7, 2026
1 3. Proclamation: April 2026 as Arts Month

4. Proclamation: Sexual Assault Awareness Month April 2026

5. Mosquito Abatement Presentation

6. Minutes of March 17, 2026
Recommendation: Approve the minutes of the Regular City Council mee3ng held March 17, 2026.

7. Wetland Restoration and Public Access Project (PR26-0100) Recommendation: Adopt a Resolu3on awarding a Professional Services Agreement to Environmental Science Associates in an amount not to exceed $1,237,057 for design, environmental review, and permi9ng services for the American Canyon Wetland Restoration and Public Access Project (PR26-0100).

8. Water Reclamation NPDES Permit Renewal Project
Recommendation: Adopt a Resolu3on authorizing the City Manager to award a contract to Larry Walker Associates, Inc. for the Water Reclama3on Facility NPDES Permit Renewal in the amount not to exceed $98,234.

9. Appointment to Napa County Library Commission
Recommendation: Appoint by Minute Order Elizabeth Goff to the Napa County Library

CALL TO ORDER - OPEN SESSION

PLEDGE OF ALLEGIANCE

ROLL CALL - OPEN SESSION

CLOSED SESSION REPORT OUT / CONFIRMATION OF REPORTABLE ACTION

PROCLAMATIONS AND PRESENTATIONS

PUBLIC COMMENT - ITEMS NOT ON THE AGENDA
This me is reserved for members of the public to address the City Council on items not appearing on the agenda that are within the Council's jurisdicon. Comments are limited to three (3) minutes per speaker. Pursuant to the Brown Act, the City Council is generally prohibited from discussing or taking action on items not listed on the agenda.

AGENDA CHANGES
The City Council may change the order of the agenda or request discussion of an item on the Consent Calendar. Members of the public may request discussion of a Consent Calendar item during Public Comment.

CONSENT CALENDAR
CITY COUNCIL MEETING AGENDA APRIL 7, 2026
2 Commission for a three-year term ending January 31, 2029.

10. State Water Project Carryover Water Transfer
Recommendation: Adopt a Resolu3on authorizing the Public Works Director to agree to the aAached draB term sheets with San Gorgonio Pass Water Agency (SGPWA) for a total transfer of 510 AF of Carryover Water.

11. Records Retention Schedule Update
Recommendation: Adopt a Resolu3on approving the updated Records Reten3on Schedule, authorizing the rou3ne destruc3on of records in accordance with applicable law, and authorizing administrative updates to the Records Retention Schedule as needed.

12. Declaring Laserfiche Cloud a Trusted System and Adop,ng City Records Management Procedures
Recommendation: Adopt a Resolu3on declaring Laserfiche Cloud a Trusted System for the storage, management, and preservation of city records.

Adopt a Resolu3on approving City Records Management Procedures as the official administra3ve policy governing the crea3on, management, storage, reten3on, digi3za3on, and destruction of city records in all formats.

13. American Canyon Police Department 2025 Annual Report Recommendation: Receive and file the American Canyon Police Department’s 2025 Annual Report

14. City Council Committee Report - Commissioner Brando Cruz

15. City Council Committee Report - Vice Mayor Mark Joseph

16. City Council Committee Report - Vice Mayor Mark Joseph

17. Future Agenda Items of Note

PUBLIC HEARINGS
There are no public hearing matters.

BUSINESS

MANAGEMENT / STAFF ORAL REPORTS

CITY COUNCIL COMMENTS / COMMITTEE REPORTS
City Council may provide brief comments on ma-ers of public concern, announce ma-ers of public interest, and provide Council Committee reports. No action will be taken.

FUTURE AGENDA ITEM REVIEW
The City Council will review upcoming agenda items. Councilmembers may request that items be added to future City Council agendas.

CITY COUNCIL MEETING AGENDA APRIL 7, 2026
3 ADJOURNMENT

CERTIFICATION
I, Taresa Geilfuss, City Clerk for American Canyon, do hereby declare that the foregoing agenda was posted in compliance with the Brown Act prior to the meeting date.

Taresa Geilfuss, City Clerk

PUBLIC PARTICIPATION
This mee,ng is a limited public forum. The City expects respecGul conduct from all par,cipants.

Offensive language or discriminatory remarks based on any protected classifica,on under federal, state, or local law will not be tolerated, and the speaker may be immediately disconnected.

Mee3ngs are conducted in person and are also available via Zoom. Mee3ngs are broadcast live on Napa Valley TV, the City’s website, and YouTube.

Zoom Link: Click here. Webinar ID: 847 1017 1711. Passcode: 123456. Phone-in: (408) 638-0968 Oral Comments: In person during Open/Closed Session, or via Zoom during Open Session only. Use “Raise Your Hand” during public comment periods only.

Written Comments: Submit via eComments on the City’s Mee3ngs & Agendas webpage. eComments close at 3:00 p.m. on the day of the meeting.

Agenda Materials: Posted 72 hours in advance at www.americancanyon.gov.

ADA: Requests for accommoda3ons or alterna3ve formats must be submiAed at least three calendar days in advance to the City Clerk at 4381 Broadway, Suite 201, American Canyon, CA 94503 or [email protected].

Need Addi,onal Assistance? Contact the City Clerk by phone at (707) 647-4369 or by email at [email protected].

CITY COUNCIL MEETING AGENDA APRIL 7, 2026
4 CITY OF AMERICAN CANYON

PROCLAMATION
APRIL 2026 AS ARTS MONTH
WHEREAS, the arts—including visual and performing arts, literature, music, and crafts—are essential facets of a vibrant, dynamic community, enriching the lives of all who create and experience them; and
WHEREAS, the celebration of the arts during the month of April recognizes the contributions of artists and arts organizations, while encouraging public participation in the arts; and WHEREAS, the arts play a critical role in the cultural, educational, and economic vitality of our community, fostering creativity, innovation, and unity across diverse populations; and WHEREAS, through workshops, exhibitions, performances, and readings, Arts Month will showcase the rich tapestry of artistic talent within our community, providing a platform for artists to inspire and be inspired; and
WHEREAS, engaging with the arts during April enhances our appreciation for the many ways art enriches our lives and underscores the importance of supporting the arts year-round; and WHEREAS, the American Canyon Arts Foundation, one of the oldest community organizations in American Canyon, continues to maintain, enhance, and support the role of the arts by bringing artists and community members together through recreational, cultural, and economic programs, events, and exhibitions;
NOW, THEREFORE, I, Pierre Washington, Mayor of the City of American Canyon, on behalf of the City Council, do hereby proclaim April as Arts Month in American Canyon and call upon our community to celebrate and participate in the arts. Let us recognize and support the artists and arts organizations that contribute to the cultural wealth of our community, and encourage one another to explore, experience, and express creativity through the arts.

Dated: April 7, 2026 ____________________________________ Pierre Washington, Mayor
5 CITY OF AMERICAN CANYON

PROCLAMATION
Sexual Assault Awareness Month - April 2026
WHEREAS, NEWS, Domestic Violence and Sexual Abuse Services provides safety, support, and advocacy to those experiencing sexual abuse;
WHEREAS, this year we honor 25 years of Sexual Assault Awareness Month and the shared commitment to end sexual assault, abuse, and harassment; WHEREAS, rape, sexual assault, and sexual harassment harm our community; and that statistics show that over half of women and almost 1 in 3 men have experienced sexual violence and that sexual violence disproportionately affects women, minors, and racial and ethnic minority groups;
WHEREAS, this Sexual Assault Awareness Month we underscore that we believe survivors; that we believe violence has no place in our homes, our schools, or our community; and that we believe safety, dignity, and respect are not privileges but they are rights; WHEREAS, by observing April as Sexual Assault Awareness Month we show that our City can lead with courage and is committed to supporting survivors and to preventing sexual violence across generations;
NOW, THEREFORE I, Pierre Washington, Mayor of the City of American Canyon, on behalf of the American Canyon City Council do hereby proclaim April 2026 as Sexual Assault Awareness Month, and I call upon the entire community, not only in April, but all year long, to take action to end sexual violence.

Dated: April 7, 2026
________________________ __
Pierre Washington, Mayor
6 Napa County
Mosquito Abatement District
Phone: 707-553-9610
Website: www.napamosquito.org
Wes Maffei, District Manager
Brian Cramer, St. Helena Board Representative
7 Brief Overview
• District History – formation, staffing, funding
• General Mosquito Biology
• Ways to Manage Mosquitos
• Physical Control
• Biological Control
• Chemical Control
• Public Education
• American Canyon Control Effort
The key to minimizing human mosquito interactions is to effectively manage the water in and around your home.
8 Image from: Citrus County Mosquito
9 Non-Native Yellow Fever Mosquito
Aedes egypti Adult Mosquito Image from: entnemdept.ufl.edu 10 Image from: L.A. County West Vector Control
11 Image from: County of San Diego
12 Image from: County of San Diego
13 Image from: County of San Diego
14 Image from: County of San Diego
15 Image from: CDC
Mosquito Control is a community effort !
16 CITY OF AMERICAN CANYON

REGULAR CITY COUNCIL MEETING

ACTION MINUTES
March 17, 2026
5:30 P.M. CLOSED SESSION

CALL TO ORDER - CLOSED SESSION
The closed session was called to order at 5:30 p.m.

ROLL CALL - CLOSED SESSION

Present: Councilmember Brando Cruz, Councilmember Melissa Lamattina, Councilmember David Oro, Vice Mayor Mark Joseph, Mayor Pierre Washington

Absent: None

PUBLIC COMMENT - CLOSED SESSION ITEMS
There were no public comments for closed session items.

MEETING RECESSED TO CLOSED SESSION

CLOSED SESSION - BUSINESS

1. Conference with Real Property Negotiators - Authorized Pursuant to Government Code Section 54956.8. Property: APN’s: 057-090-065, 057-120-036, 057-090-066, 057-120-017.Agency negotiator: Jason Holley, City Manager

2. Threat to Public Services or Facilities (Govt. Code Section 54957(a)(1). Consultation with City Manager Jason Holley
6:30 P.M. OPEN SESSION

CALL TO ORDER - OPEN SESSION
The City Council meeting was called to order at 6:35 p.m.

PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was recited.
17 ROLL CALL - OPEN SESSION

Present: Councilmember Brando Cruz, Councilmember Melissa Lamattina, Councilmember David Oro, Vice Mayor Mark Joseph, Mayor Pierre Washington

Absent: None

CLOSED SESSION REPORT OUT / CONFIRMATION OF REPORTABLE ACTION A report on Closed Session and confirmation of reportable action was given by City Attorney Theresa Highsmith.

PROCLAMATIONS AND PRESENTATIONS

3. Proclamation: Red Cross Month
Mayor Washington announced the Red Cross Month proclamation. It was received by the American Canyon High School Red Cross Club officers.

4. Proclamation: Government Finance Professionals Week
Mayor Washington announced the Government Finance Professionals Week proclamation. It was received by Assistant City Manager Juan Gomez with members of our Finance team.

PUBLIC COMMENT - ITEMS NOT ON THE AGENDA
Mayor Washington opened a public comment period. Written comments: none. Oral comments:

Beth Marcus was called to speak; Hugh Marquez was called to speak; Karen Fritz was called to speak. The public comment period was closed.

AGENDA CHANGES
Action: Motion to move Item 11 to be heard before Item 8 made by Vice Mayor Mark Joseph, seconded by Councilmember Melissa Lamattina, and CARRIED by roll call vote.

Yea: Councilmember Brando Cruz, Councilmember Melissa Lamattina, Councilmember David Oro, Vice Mayor Mark Joseph, Mayor Pierre Washington Nay: None
Abstain: None

Absent: None

CONSENT CALENDAR
Action: Motion to adopt the CONSENT CALENDAR made by Vice Mayor Mark Joseph, seconded by Councilmember Melissa Lamattina, and CARRIED by roll call vote.

Yea: Councilmember Brando Cruz, Councilmember Melissa Lamattina, Councilmember David Oro, Vice Mayor Mark Joseph, Mayor Pierre Washington Nay: None
18 Abstain: None

Absent: None

5. Minutes of February 25, 2026, Special City Council Town Hall Meeting.

Action: Approved the minutes of the Special City Council Town Hall meeting held February 25, 2026.

6. Minutes of February 26, 2026, Special City Council Town Hall Meeting.

Action: Approved the minutes of the Special City Council Town Hall meeting held February 26, 2026.

7. Minutes of March 3, 2026
Action: Approved the minutes of the Regular City Council meeting held March 3, 2026.

PUBLIC HEARINGS
There were no public hearing matters.

BUSINESS

11. House Concurrent Resolution 46 (Thompson)
Council received a House Concurrent Resolution 46 (Thompson) staff report and from City Manager Jason Holley with District Director Maira Ayala Calderon from the Office of Congressman Mike Thompson. Mayor Washington opened a public comment period. Written comments: Lori Stelling. Oral comments: Arya Adhye was called to speak; Alexander Gallegos was called to speak; Katherine Bit was called to speak. The public comment period was closed.

Action: Motion to adopt Resolution 2026-17 endorsing House Concurrent Resolution 46 regarding climate restoration goals made by Vice Mayor Mark Joseph, seconded by Councilmember Brando Cruz, and CARRIED by roll call vote.

Yea: Councilmember Brando Cruz, Councilmember Melissa Lamattina, Councilmember David Oro, Vice Mayor Mark Joseph, Mayor Pierre Washington Nay: None
Abstain: None

Absent: None

8. 2025 Calendar Year General Plan and Housing Element Annual Progress Report Council received and filed an annual 2025 Calendar Year General Plan and Housing Element Annual Progress Report staff report and presentation from Community Development Director Brent Cooper. Mayor Washington opened a public comment period. Written comments: none.

Oral comments: Karen Fritz was called to speak. The public comment period was closed. 19 9. City Banking Services with JPMorgan Chase Bank
Council received a City Banking Services with JPMorgan Chase Bank staff report from Assistant City Manager Juan Gomez with representatives from JPMorgan Chase Bank. Mayor Washington opened a public comment period. Written comments: none. Oral comments: none. The public comment period was closed.

Action: Motion to adopt Resolution 2026-15 authorizing the City Manager to execute a contract with JPMorgan Chase Bank N.A. for banking and merchant services made by Vice Mayor Mark Joseph,seconded by Councilmember Brando Cruz, and CARRIED by roll call vote.

Yea: Councilmember Brando Cruz, Councilmember Melissa Lamattina, Councilmember David Oro, Vice Mayor Mark Joseph, Mayor Pierre Washington Nay: None
Abstain: None

Absent: None

10. Fiscal and Budgetary Policies Update
Council received a Fiscal and Budgetary Policies Update staff report and from Assistant City Manager Juan Gomez. Mayor Washington opened a public comment period. Written comments:
none. Oral comments: none. The public comment period was closed.

Action: Motion to adopt Resolution 2026-16 approving amendments to the Fiscal and Budgetary Policies to update Section 3 (Reserves/Unallocated Funds) made by Councilmember Brando Cruz, seconded by Vice Mayor Mark Joseph, and CARRIED by roll call vote.

Yea: Councilmember Brando Cruz, Councilmember Melissa Lamattina, Councilmember David Oro, Vice Mayor Mark Joseph, Mayor Pierre Washington Nay: None
Abstain: None

Absent: None

12. Napa Countywide Climate Action Committee Regional Climate Action and Adaption Plan Implementation
Council received a Napa Countywide Climate Action Committee staff report as introduced by City Manager Jason Holley. and authored by Councilmember Lamattina and Vice Mayor Joseph.

Mayor Washington opened a public comment period. Written comments: none. Oral comments:
none. The public comment period was closed. Direction was provided to the committee members.
20 MANAGEMENT / STAFF ORAL REPORTS

13. Communications Update
Council received a Communications Update presentation from Deputy City Manager Alexandra Ikeda. Mayor Washington opened a public comment period. Written comments: none. Oral comments: none. The public comment period was closed.

Council received oral updates from Deputy City Manager Alexandra Ikeda.

CITY COUNCIL COMMENTS / COMMITTEE REPORTS
The mayor and council members provided oral reports and announced items of community interest.

14. City Council Committee Report - Councilmember David Oro

15. City Council Committee Report - Mayor Pierre Washington

FUTURE AGENDA ITEM REVIEW

16. Future Agenda Items of Note
Future agenda items were reviewed.

ADJOURNMENT
The City Council meeting was adjourned at 8:45 p.m.

CERTIFICATION
Respectfully Submitted,
_____________________________________
Taresa Geilfuss, City Clerk
21 CITY COUNCIL AGENDA
APRIL 7, 2026

STAFF REPORT

CONSENT
ITEM NUMBER: 7.

TITLE
Wetland Restoration and Public Access Project (PR26-0100)

RECOMMENDATION
Adopt a Resolu+on awarding a Professional Services Agreement to Environmental Science Associates in an amount not to exceed $1,237,057 for design, environmental review, and permi5ng services for the American Canyon Wetland Restoration and Public Access Project (PR26-0100).

CONTACT
Erica Ahmann Smithies, P.E., Public Works Director
Ron Ranada, P.E., Senior Civil Engineer
David Miller, Capital Projects Coordinator

BACKGROUND & ANALYSIS
The City of American Canyon has been working toward restora+on of the Napa River wetlands and enhancement of public access opportuni+es along the Bay Trail corridor for many years. In 2024, the City Council adopted the American Canyon Wetlands Restora+on Plan, which iden+fied priority restora+on and public access improvements within the North Slough and lower Napa River shoreline area.

On June 6, 2025, the San Francisco Bay Restora+on Authority (SFBRA) awarded the City a Measure AA grant in the amount of $1,200,000 to support the next phase of project development. The grant funding will support comple+on of technical studies, prepara+on of 30 percent and 60 percent design documents, California Environmental Quality Act (CEQA) documenta+on, prepara+on of dra@ regulatory permit applications, and public outreach activities associated with the project.

To implement this work, the City issued a Request for Proposals (RFP) seeking qualified consul+ng firms with exper+se in wetland restora+on design, shoreline habitat enhancement, and regulatory permitting in the San Francisco Bay region.

The City received two proposals in response to the RFP. Proposals were evaluated by a staff review committee based on the criteria outlined in the RFP, which included:

Understanding of the project and proposed approach
Experience and qualifications of the project team
22 Ability to perform the required technical studies, environmental documenta+on, and permitting coordination
Project schedule and management approach
Cost proposal
Following evalua+on of the proposals, Environmental Science Associates (ESA) received the highest overall score and was determined to be the most qualified firm to perform the work. ESA demonstrated extensive experience in wetland restora+on design, environmental permi5ng, and habitat enhancement projects throughout the San Francisco Bay region, including projects involving Bay Trail improvements and tidal wetland restoration.

Although ESA was not the lowest cost proposer, the evalua+on commiDee determined that ESA provided the best overall value to the City based on the firm’s experience with similar restora+on projects, the qualifica+ons of the proposed project team, and the strength of the proposed technical and permitting approach.

ESA’s proposal includes prepara+on of baseline technical studies, development of 30 percent and 60 percent design documents, CEQA documenta+on, prepara+on of dra@ permit applica+ons, and coordina+on with regulatory agencies. The work will support future phases of the project, which may include final design, permi5ng approvals, and construc+on of restora+on and public access improvements.

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Environmental Sustainability: "Demonstrate leadership in environmental sustainability."

FISCAL IMPACT
The American Canyon Wetland Restora+on and Public Access Project (PR26-0100) is included in the Fiscal Year 2025/26 budget. Funding is provided through a San Francisco Bay Restora+on Authority (SFBRA) Measure AA grant in the amount of $1,200,000, which was accepted by City Council on July 15, 2025.

Addi+onal project funding in the amount of $337,000 is provided through the Parks Impact Fee Fund (Fund 310) as part of the approved Capital Improvement Program budget for the project.

The Consultant's proposal included a baseline cost of $1,199,990 with three op+onal tasks for an amount of $37,067 for a total contract amount not to exceed $1,237,057. The op+onal tasks are included in the requested authoriza+on amount to Council, but will only be added to the contract through an amendment authorized by the City Manager.

ENVIRONMENTAL REVIEW
The recommended ac+on to award a professional services agreement is not a project under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Sec+on 15378 because it 23 is an administrative action related to planning and design services.

Environmental review for the project will be completed through prepara+on of a CEQA document as part of the consultant’s scope of work.

COMMUNICATION
Level 3: Broad Communication
Community and Tribal Outreach is one of many tasks included in the project and will be coordinated with the City Communications Team.

ATTACHMENTS:

1. Resolution - Design of Wetlands Restoration and Public Access

2. ESA Proposal American Canyon Wetland Restoration

3. ESA Cost Proposal
24 RESOLUTION NO. 2026-______

RESOLUTION AWARDING A PROFESSIONAL SERVICES AGREEMENT TO ENVIRONMENTAL SCIENCE ASSOCIATES IN AN AMOUNT NOT TO EXCEED $1,237,057 FOR DESIGN, ENVIRONMENTAL REVIEW,

AND PERMITTING SERVICES FOR THE AMERICAN CANYON WETLAND RESTORATION AND PUBLIC ACCESS PROJECT (PR26-0100)
WHEREAS, the American Canyon Wetland Restoration and Public Access Project (PR26-0100) will advance restoration and public access improvements along the Napa River shoreline and North Slough area; and WHEREAS, the project includes preparation of technical studies, development of 30 percent and 60 percent design documents, environmental review under the California Environmental Quality Act (CEQA), preparation of draft regulatory permit applications, and public and Tribal engagement activities; and WHEREAS, the proposed improvements include restoration of tidal exchange at North Slough Pond, enhancement of shoreline habitat, improvements to the Bay Trail to improve resilience to sea level rise, and development of public access amenities such as a kayak launch and new trails; and WHEREAS, the City has received grant funding from the San Francisco Bay Restoration Authority to support planning and design of the project; and
WHEREAS, the City issued a Request for Proposals seeking qualified consulting firms to provide design, environmental review, and permitting services for the project; and WHEREAS, on February 24, 2026, the City received two proposals and evaluated them based on qualifications, project experience, technical approach, ability to meet project schedule requirements, and cost; and
WHEREAS, Environmental Science Associates received the highest overall evaluation ranking based on the evaluation criteria established in the Request for Proposals; and WHEREAS, the American Canyon Wetland Restoration and Public Access Project (PR26-0100) is included in the Fiscal Year 2025/26 budget and sufficient funds are available to fund this agreement.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of American Canyon hereby awards a Professional Services Agreement to Environmental Science Associates in the amount not to exceed $1,237,057 for the American Canyon Wetland Restoration and Public Access Project (PR26-0100).

PASSED, APPROVED and ADOPTED at a regularly scheduled meeting of the City Council of the City of American Canyon held on the 7th day of April 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
____________________________
25 2
Pierre Washington, Mayor
ATTEST: APPROVE AS TO FORM:
____________________________ _____________________________ Taresa Geilfuss, CMC, City Clerk Teresa L. Highsmith, City Attorney 26 City of American Canyon
American Canyon Wetland
Restoration and Public Access
Project - Design and Permitting
February 24, 2026
Project # PR26-0100 Environmental Science Associates
esassoc.com
27 Table of Contents
SECTION 1
Proposal Transmittal Letter��1 SECTION 2
Proposer's Mandatory Qualifications and Experience��3 SECTION 3
Technical Project Approach�� 14 Environmental Science Associates
esassoc.com
American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
28 City of American Canyon
Attention: David Miller
Capitol Projects Coordinator
4381 Broadway, Suite 201
American Canyon, CA 94503
RE: AMERICAN CANYON WETLAND RESTORATION AND PUBLIC ACCESS PROJECT (PR26-0100) – DESIGN AND PERMITTING SERVICES
Dear Mr. Miller and Ms. Smithies:

Environmental Science Associates (ESA) is pleased to submit this proposal to provide design, California Environmental Quality Act (CEQA), and permitting services for Phase 2 of your American Canyon Wetland Restoration and Public Access Project (Project). We previously supported the City of American Canyon in assessing the feasibility of this Project, which culminated in the City’s adoption of the American Canyon Wetland Restoration and Public Access Plan (Plan). Later, ESA supported your successful San Francisco Bay Restoration Authority (SFBRA) grant application for this next phase of work. In parallel, ESA supported the Eco Center project with cultural resources services. The project understanding that we developed through these prior efforts positions us to deliver the next phase of work thoroughly and efficiently, without missing a beat.

A. Proposer's Name and Contact. Environmental Science Associates (ESA) is the proposer for this next phase of the Project. Dr. Maureen Downing-Kunz, Engineering Hydrologist, will serve as Project Manager and your primary point of contact. Maureen is based out of our Sacramento office (2600 Capitol Avenue, Suite 200, Sacramento, CA 95816) and may be reached at (916) 996-3607 or [email protected].

B. Statement of Offer. This proposal represents ESA’s offer to complete the Scope of Work described in the City’s Request for Proposals (RFP). Our proposal, including the attached cost proposal, shall remain valid for ninety (90) business days from the proposal submission date.

C. Conflict of Interest. No conflicts of interest have been identified for ESA or the staff identified to perform work under this proposal.

D. City Contract Terms. ESA has reviewed the City’s standard Professional Services Agreement and insurance requirements and has uploaded a redlined version with requested modifications into the City's E-Procurement Portal for the City’s consideration.

E. Subcontractors. ESA proposes the subconsultants Shannon & Wilson for geotechnical investigations, PARADIGM Structural Engineers for a box culvert/bridge type study and project structural engineering, and Cinquini & Passarino for topographic surveys.

Shannon & Wilson – Geotechnical Investigations
Contact: Callan Yu, PE, GE
Phone: (925) 685-6300
Email: [email protected]
Address: 4085 Nelson Avenue, Suite A, Concord, CA 94520 2600 Capitol Avenue, Suite 200
Sacramento, CA 95816
916.564.4500 phone
916.564.4501 fax
esassoc.com
1 Environmental Science Associates
esassoc.com
29 PARADIGM Structural Engineers – Box Culvert/Bridge Study & Structural Engineering Contact: Jon Yokoyama, SE
Phone: (415) 362 8944 ext. 8904
Email: [email protected]
Address: 639 Front Street, 4th Floor, San Francisco, CA 94111 Cinquini & Passarino – Topographic Surveys
Contact: Mark P. Andrilla, PE, PLS
Phone: (707) 690 9025
Email: [email protected]
Address: 1804 Soscol Avenue, Suite 202, Napa, CA 94559
F. Signature and Authority. This letter is signed by Christie Beeman, whose title and role authorize her to sign and bind ESA for project related contracts, including design and engineering services contracts, in accordance with ESA’s corporate authorization policies.

Thank you for considering ESA's proposal to continue supporting your team with advancing this important project towards implementation. Please don’t hesitate to contact Maureen with any questions or requests for additional information.

Sincerely,
Christie Beeman, PE
Regional Business Group Director / Authorized Signer
Maureen Downing-Kunz, PhD
Project Manager
Maureen Downing-Kunz
2 Environmental Science Associates
esassoc.com
Proposal Transmittal Letter page 2
American Canyon Wetland Restoration and Public Access Project - Design and Permitting February 24, 2026
30 SECTION 2. PROPOSER’S MANDATORY QUALIFICATIONS

AND EXPERIENCE
A) Organization
ESA is a 100% employee-owned, multidisciplinary
environmental planning and design firm with over 750
professionals located in offices across the West Coast.

Founded in 1969, we lead and implement successful multiobjective projects that integrate ecosystem restoration, environmentally-friendly flood management, and the needs of public and private landowners. ESA combines rigorous scientific methods with practical engineering and landscape design approaches to tackle various challenges affecting communities, infrastructure, and ecosystems. ESA specializes in the planning, design, implementation, and monitoring of multi-objective projects that provide sustainable flood protection, improve water quality, restore ecosystems,
and offer recreational benefits. Work on this project will be supported by ESA’s San Francisco, Sacramento, Oakland,
Petaluma, and Seattle offices. ESA will collaborate with trusted partners—Shannon & Wilson for geotechnical engineering, PARADIGM for structural engineering, and Cinquini &
Passarino for surveying.

B) Experience
ESA has delivered habitat and wetland restoration design services, CEQA and NEPA compliance, and multi-agency permitting since the early 1970s. ESA brings a proven “concept‑to‑construction” approach to wetland restoration and public access projects that integrates science with practical engineering and regulatory expertise. For the Project, ESA’s multidisciplinary team will support baseline technical studies, prepare 30% and 60% restoration and public access construction drawings and cost estimates, complete CEQA, and lead multi‑agency permitting to support full tidal exchange at North Slough, tidal marsh and ecotone habitat restoration, and resilient Bay Trail improvements. Our experience restoring over 12,000 acres of wetlands in California and sensitively integrating public access into natural habitats on many projects equips us to design solutions that improve water quality, enhance habitat for special‑status species, increase flood and sea level rise (SLR) resilience, and create meaningful recreational experiences, all while navigating complex permitting and Tribal and public engagement to deliver efficient, implementable, and quality outcomes for the City and community members.

C) Public Agency Experience
ESA offers a unique combination of in-house habitat restoration, public access design, CEQA compliance, and permitting expertise specific to San Francisco Bay. We have guided more San Francisco Bay Area wetland restoration projects from conceptual design through construction than any other firm and have led more projects through the Bay Restoration Regulatory Integration Team (BRRIT) process than any consultancy in the region. ESA will leverage this experience for your team to advance a feasible, permittable, and fundable project aligned with Measure AA objectives and the Plan. This section provides examples of other recent projects for public sector clients, including our recent work with the City.

Professional Licenses (held by ESA)
• California Professional Engineer (PE)
• Certified Wildlife Biologist (CWB)
• Certified Ecologist (CE)
• California Licensed Landscape Architect (PLA)
• Professional Geologist (PG)
• Registered Professional Archaeologist (RPA)
Training and Certifications (held by ESA)
• CEQA/NEPA practitioner training
• HAZWOPER (OSHA 40 hour and refreshers)
• Wetland delineation and functional assessment
methodologies
• Endangered Species Act Section 7 and Section
10 compliance training
• Clean Water Act Sections 401 and 404 permitting
training
• Cultural resources and Section 106 compliance
training
• Public engagement and Tribal consultation best
practices
American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
3 Environmental Science Associates
esassoc.com
31 ESA assisted the City of American Canyon in conducting early feasibility studies for this shoreline enhancement project focused on flood protection, habitat restoration, and public access along North Slough. The work included the North Slough Trail Resilience and Habitat Restoration Feasibility Study, the Corporation Yard Feasibility Study, and the Kayak Launch Recreational Facility Study. The project site is located in the lower tidal reaches of the Napa River along North Slough and adjacent tidal wetlands, which are divided by an eroding levee road and undersized culvert system. These site constraints contribute to impaired tidal function, habitat degradation, flooding risk, and threats to a segment of the San Francisco Bay Trail. The feasibility studies evaluated ecological approaches to address levee instability, wastewater overflow concerns, and long-term SLR vulnerability. ESA also assessed opportunities to enhance a nearby wastewater overflow pond as a transitional ecotone slope and to improve tidal connectivity to support water quality and ecosystem function. This early phase work established the technical basis and planning foundation for the City’s successful grant funding from the SFBRA and informed the City's Phase 2 scope of work.

Key personnel (bold = proposed for this
project):

Michelle Orr, PE (Project Director); Katie Dudney
(Project Manager); Isaac Swanson, PLA (Phase 2
SFBRA Grant Project Manager), ASLA; Eddie Divita,
PE; Leonard Liu; Nicole Lobodzinski; Linnea Tucker,
PE
City of American Canyon, American Canyon Wetland Restoration and Public Access Plan (Phase I) ESA provided planning, coastal engineering, design engineering, and regulatory compliance services to the Port of San Francisco to help support long-term viability and ecological productivity of a popular recreational and open space area within the Port’s Southern Waterfront. Prior to project implementation, the site experienced substantial erosion along its southern shoreline from storm-driven wind-waves and tidal flows. This resulted in loss of both wetland acreage and habitat function along approximately 1,600 linear feet of shoreline. To address concerns about ongoing habitat loss, ESA assisted the Port in stabilizing the eroding shoreline using a “living shoreline,” natural systems approach.

The project, implemented in 2022, constructed a coarse sand/gravel beach, including stabilizing low rock groins enhanced with oyster reef structures, along the shore of the Park to mimic natural coarse beaches found along the shore-facing edge of marshes elsewhere in San Francisco Bay. The project is expected to provide shoreline protection and ecological benefits over an approximately 30-year project design life. ESA provided permitting support through the BRRIT process and support for successful grant funding from the SFBRA. ESA is currently working with the Port to provide an additional seven years of physical and biological monitoring. ESA continues to support the Port with postimplementation monitoring.

Key personnel
Michelle Orr, PE (Project Director); Eddie Divita, PE
(Project Manager); Dane Behrens, PhD, PE; Priya
Finnemore; Heidi Koenig, RPA; Leonard Liu
Subconsultants
Smithsonian Environmental Research Center, San
Francisco State, and independent consultants
Port of San Francisco, Heron's Head Park Shoreline Resilience Project Credit: Port of San Francisco
American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
4 Environmental Science Associates
esassoc.com
32 American Public Works Association (APWA), 2023 Project of the Year Award in the Environment $5 million but less than $25 million category
This multi-objective wetland restoration project converted the industrialized west bank of Lower Walnut Creek to 300+ acres of wetland and upland habitats, while also providing sustainable flood management and new public access for nature lovers. ESA worked with the Contra Costa County Flood Control and Water Conservation District for over eight years to plan, design, permit, and build this award-winning project along Suisun Bay. ESA led the design from concept through final bid documents, including feasibility studies, flood analysis, CEQA compliance, permitting, integrated restoration ecology, and grading and planting design. To support the structural design of the kayak launch, ESA conducted velocity modeling to assess hydrodynamic conditions and inform resilient, habitat-compatible design solutions. ESA’s permitting support included coordination with the BRRIT, helping streamline regulatory review across agencies. This multi-benefit restoration project has become a sustainable flood protection solution for the surrounding community and avoids significant maintenance or dredging. An added benefit is a trail extension corridor for future connections to the Iron Horse Trail and the San Francisco Bay Trail. ESA also helped the District secure approximately $12 million in construction funding from various public agencies.

Key personnel
Michelle Orr, PE (Project Director); Melissa Carter,
PE (Project Manager); Eddie Divita, PE (Deputy
Project Manager); Rebecca Acosta; Stephanie
Bishop; Eric Christensen; Even Holmboe; Eve Pier
Kieli, MLA; Heidi Koenig, RPA; Damien Kunz; Mark
Lindley, PE; Leonard Liu; Brian Pittman, CWB; Liza
Ryan; Jill Sunahara; Isaac Swanson, PLA, ASLA
Subconsultants
Center for Collaborative Policy (public outreach);
H.T. Harvey & Associates (permitting support);
Hultgren-Tillis Engineers (geotechnical
investigation and analysis, hydrocarbon testing,
soil testing); Peter Baye, PhD (coastal plant
ecology); Placeworks, Inc (public access plan);
Tetra Tech (aerial mapping); Wood Biological
Consulting (plant surveys)
Contra Costa County Flood Control & Water Conservation District, Lower Walnut Creek and Pacheco Marsh Restoration
The Tide's End Multibenefit Restoration Project will restore and enhance over 2,000 acres of freshwater tidal marsh and managed floodplain habitat in the southern Bypass/Cache Slough Complex in the northern Sacramento-San Joaquin Delta. In addition to being located at the upper end of the intertidal zone, the Project is uniquely positioned in the Yolo Bypass floodway, affording the opportunity to increase floodplain activation by intercepting managed releases from operation of the Yolo Bypass Salmonid Habitat Restoration and Fish Passage Project (Big Notch). As a consultant to EIP III Credit Co. (EIP), ESA has provided restoration planning and design services to assist EIP in due diligence activities including 2D hydrodynamic and hydraulic analyses, biological and cultural resource surveys, restoration planning and engineering design. ESA completed 60% Design in March 2025 and prepared the Draft Supplemental Environmental Impact Report in February 2026.

Key personnel
John Pritchard (Project Director); Maureen
Downing-Kunz, PhD (Project Manager); Rachael
Carnes; Eddie Divita, PE; Priya Finnemore; Brian
Haines, PE; Heidi Koenig, RPA; Leonard Liu; Nicole
Lobodzinski; Cathy McEfee; Michelle Orr; Isaac
Swanson, PLA, ASLA; Gregory Weissman
Ecosystem Investment Partners, LLC, Tide’s End Multibenefit Restoration Project 60% Design Credit: California Department of Water Resources
American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
5 Environmental Science Associates
esassoc.com
33 The Deer Island Basin Complex Tidal Wetland Restoration Project focuses on restoring ecologically-valuable tidal wetlands along Novato Creek to support special-status species while maintaining flood protection and improving SLR resiliency. The project also contributes to the long-term restoration of Novato Creek and the historic Baylands that once existed in this area. The project consists of three primary areas: the Duck Bill and Heron’s Beak Ponds (Bird Ponds), Farmers Basin, and Deer Island Basin South. ESA supported the project by evaluating options to provide full tidal connectivity to diked areas that were historically tidal wetlands along Novato Creek. ESA’s scope included identification of project opportunities and constraints, development of conceptual alternatives, geotechnical analysis, hydraulic analysis and modeling, public access assessment, biological and habitat assessments, and preliminary through final design, as well as environmental compliance and permitting with the BRRIT. ESA worked closely with the Marin County Flood Control District and a wide range of interested parties, including regulatory agencies, wastewater and electrical utility providers, and open space and parks agencies, to develop alternatives that met multiple project objectives.

During preliminary design, ESA identified the need for additional geotechnical data to address seepage and stability concerns and coordinated with the District to adjust the project schedule to accommodate additional data collection and analysis while still meeting grant timeline requirements. The Initial Study/Mitigated Negative Declaration (IS/MND) was published in May 2023.

Key personnel
Mark Lindley (Project Director); Melissa Carter
(Project Manager); Stephanie Bishop; Dave Davis;
Eddie Divita; James Jackson; Leonard Liu; Derek
Sergison; Michael Strom
Subconsultants
GEI (geotechnical analysis); BK Cooper
(constructability)
Marin County Flood Control District, Deer Island Tidal Wetland Restoration The Palo Alto Horizontal Levee project is a nature-based solution that provides habitat improvement, public access, flood protection, and water quality improvement. This project will be the first of its kind to beneficially reuse treated wastewater for irrigation while providing water quality benefits before discharging directly to San Francisco Bay. This project is on the leading edge of a move towards integrated solutions that provide flood protection, combat SLR, treat wastewater, and provide enhanced habitat. ESA designed this multi-benefit project to enhance and expand shoreline habitat along the perimeter of the Harbor Marsh in Palo Alto. The project includes creating a levee berm with a broad ecotone slope, adaptable to SLR, which also polishes discharged wastewater from the City of Palo Alto’s Regional Water Quality Control Plant (RWQCP) before it enters the San Francisco Bay. The ecotone slope will feature grassy wet meadows, freshwater/tidal brackish marshes, and riparian scrub – historical transitional habitats for sensitive species decimated by development. This horizontal levee design provides an upland transition zone for marsh vegetation Key personnel
Mark Lindley (Project Director); Liane Ware (Project
Manager); Christie Beeman; Melissa Carter; Priya
Finnemore; Leonard Liu; Isaac Swanson, PLA,
ASLA; Gregory Weissman
Subconsultants
HDR Engineering, Inc. (geotechnical investigation
and analysis); H.T. Harvey & Associates (permitting
support; wetland delineation; biological
assessment; biological surveys); Peter Baye, PhD
(coastal plant ecology)
San Francisco Estuary Partnership / City of Palo Alto, Palo Alto Horizontal Levee American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
6 Environmental Science Associates
esassoc.com
34 D) Personnel
ESA proposes a highly integrated, interdisciplinary team that includes staff who have been deeply involved in this project. Michelle Orr, PE, will continue to support the project as Project Director, providing senior technical oversight grounded in more than 30 years of experience delivering complex multi-benefit shoreline and wetland restoration projects throughout San Francisco Bay. Maureen Downing-Kunz, PhD will serve as Project Manager, supported by Isaac Swanson, PLA as Deputy Project Manager and Recreation and Planting Design Lead who served as lead for public access planning and design during the feasibility phase (Phase 1) of the Project. Under Maureen’s leadership, the Tide’s End Multibenefit Restoration Project (described above) advanced from conceptual design to completion of its 60% design package in March 2025 and released its Draft Supplemental Environmental Impact Report this February.

This effort received praise from our client for “extensive technical analysis, cross‑disciplinary coordination, countless meetings, and late‑stage revisions all supported by an extraordinary amount of patience and persistence.” Eddie Divita, PE will continue in his role as Lead Design Engineer for tidal marsh restoration and trail embankment design. CEQA compliance will be led by Meryka Dirks, an experienced CEQA practitioner with extensive experience delivering IS/MNDs for public infrastructure and shoreline projects. Permitting support will be led by Priya Finnemore, an experienced permitting specialist with proven expertise navigating regulatory processes involving the BRRIT.

Leonard Liu will continue to support the project as Biological Resources lead. Heidi Koenig, RPA, Tribal Engagement lead, offers a close working relationship with the Yocha Dehe Wintun Nation (Tribe) on multiple projects. Nicole Lobodzinski will continue to support project public engagement efforts.

Figure 1. Organizational Chart
Michelle Orr, PE
Project Director
Maureen Downing-Kunz, PhD
Project Manager
Isaac Swanson, PLA, ASLA
Deputy Project Manager
Eddie Divita, PE, Restoration Design
Isaac Swanson, PLA, ASLA,
Recreation and Planting Design
Shannon & Wilson, geotechnical 
PARADIGM Structural Engineers,
structural 
Cinquini & Passarino, surveying 
Meryka Dirks, CEQA
Leonard Liu, Biological Resources
Priya Finnemore, Permitting
Nicole Lobodzinski, Public Outreach
Heidi Koenig, RPA, Cultural Resources
& Tribal Engagement

TECHNICAL LEADS

DESIGN ENVIRONMENTAL CULTURAL RESOURCES &

OUTREACH/ENGAGEMENT
 Subconsultant Firms
to adapt to rising sea levels while maintaining flood protection for the RWQCP infrastructure and supporting future regional flood protection solutions. ESA’s design integrates the horizontal levee with regional efforts to protect lowlying infrastructure from SLR, and the project will accommodate the future construction of a regional flood protection levee between the ecotone slope and Embarcadero Road. The team leveraged their experience from the successful Oro Loma Sanitary District Wastewater Treatment Plant project to identify a strategy for obtaining permits, incorporate public access, and advance the effectiveness of the water quality treatment zone.

American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
7 Environmental Science Associates
esassoc.com
35 EDUCATION
PhD, Civil and Environmental
Engineering, University of
California, Berkeley
MS, Civil and Environmental
Engineering, University of
California, Berkeley
MEng, Civil Engineering,
University of Louisville
B.S., Civil Engineering,
University of Louisville

EDUCATION
MS, Water Resources
Engineering, University of
California at Berkeley
BA, History of Science,
Magna Cum Laude, Harvard
University

CERTIFICATIONS/

REGISTRATIONS
California Civil Engineer,
C60077
Maureen Downing-Kunz, PhD | Project Manager
Dr. Maureen Downing-Kunz is an engineering hydrologist with more than 20 years of experience in estuarine water quality, sediment transport, and tidal system physical processes throughout San Francisco Bay and the Delta. She brings a proven track record of guiding complex, multi-benefit restoration projects through rigorous technical analysis, cross disciplinary coordination, and regulatory engagement. Maureen’s experience spans ecosystem restoration planning, environmental compliance documentation, and providing scientific and strategic guidance to agencies and environmental managers. Her strengths include integrating hydrodynamics, habitat objectives, and public access considerations into clear, implementable designs.

Relevant Project Experience
• Tide’s End Multibenefit Restoration Project, Project Manager (2021 – Ongoing) • Sunset Weir and Pumps Fish Passage Project, Task Lead (2021 – 2022) • Science Elements of the Wetlands Regional Monitoring Program of the San Francisco Bay, Project Manager/ Hydrogeomorphic Workgroup Lead (2023 – 2024) • Tiscornia Marsh Habitat Restoration, Sediment Transport Specialist (2021) Michelle Orr, PE | Project Director
Michelle Orr is a senior restoration engineer specializing in restoration of coastal and estuarine habitats, including wetlands, beaches, and a range of intertidal and subtidal habitats. With over 30 years of experience, she has significantly advanced the practice of habitat restoration, particularly in the San Francisco Bay. She leads plan development with community and partner feedback that integrates flood management and restoration, and links physical and biological processes to create climate resilient landscapes, with particular emphasis on the San Francisco Bay Estuary. Her efforts have contributed to revitalizing thousands of acres, including the largest wetland restoration on the West Coast – the South Bay Salt Pond Restoration project. Michelle has contributed to the field through numerous publications, served on a national advisory board for the U.S. Army Corps of Engineers, and was a co-author for the Baylands Habitat Goals Update (2015).

Relevant Project Experience
• American Canyon Wetlands Project Restoration and Public Access Plan, Project Director (2022 – 2024)
• Bothin Marsh Sea Level Rise Adaptation, Project Director (2019 – Ongoing) • Lower Walnut Creek and Pacheco Marsh Restoration, Project Director (2015 – 2022) • Resilient State Route 37, ESA Project Manager (2020 – 2022) • San Francisco Bay Living Shoreline Projects at San Rafael and Giant Marsh, Restoration Scientist (2015 – 2019)
American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
8 Environmental Science Associates
esassoc.com
36 EDUCATION
MS in Environmental
Engineering, University of
California Berkeley
B.S., Civil Engineering,
University of California,
Berkeley

CERTIFICATIONS/

REGISTRATIONS
California Professional
Engineer, C81281

EDUCATION
MLA, University of California,
Berkeley
BES, City and Regional
Planning, Urban Design
Specialization, University of
Waterloo

CERTIFICATIONS/

REGISTRATIONS
California Licensed
Landscape Architect, 6349
Eddie Divita III, PE | Restoration Engineer Lead
Eddie Divita is a licensed environmental and civil engineer with 15 years of experience designing and implementing coastal, wetland, and estuarine restoration projects across San Francisco Bay and the Delta. His expertise centers on nature based shoreline solutions, tidal marsh and ecotone restoration, SLR adaptation, and hydrologic and geomorphic analysis. Eddie has led technical studies, hydraulic modeling, tidal channel and habitat berm design, horizontal levee concepts, and beneficial reuse grading strategies for major regional restoration efforts, including the Dutch Slough Marsh Restoration. His work is rooted in understanding site specific physical processes and ecological goals, and he is experienced in collaborating with agencies, Tribes, and community partners to ensure resilient, publicly-supported project outcomes.

Relevant Project Experience
• American Canyon Wetland Restoration and Public Access Project, Restoration Engineer (2022 – 2024)
• Heron’s Head Park Shoreline Resilience, Project Manager and Lead Design Engineer (2018 – Ongoing)
• Bothin Marsh Sea Level Rise Adaptation, Project Manager and Lead Design Engineer (2019 - Ongoing)
• Tide’s End Multibenefit Restoration, Lead Design Engineer (2020 - Ongoing) • Lower Walnut Creek Restoration, Hydrologist, Civil Engineer, Deputy Project Manager (2018 – 2023)
Isaac Swanson, PLA, ASLA | Deputy Project Manager/ Recreation and Planting Design Lead
Isaac Swanson is a California licensed landscape architect with 12 years of experience designing ecologically-robust habitats and public access landscapes. He applies his strengths in conceptual design, construction documentation, project management, and construction administration to trail, park, tidal wetland, seasonal wetland, and riparian projects as a task lead and project manager at ESA. Isaac excels at combining elegant site layout with native plant palettes and site specific irrigation to create beautiful, buildable, and water conserving restoration and park spaces. He holds a Master of Landscape Architecture from UC Berkeley, where he developed multipurpose strategies for repurposing single purpose aqueducts and flood control channels.

Relevant Project Experience
• American Canyon Wetland Restoration and Public Access Project, Landscape Architect and Phase 2 SFBRA Grant Project Manager (2022 – 2024) • Palo Alto Horizontal Levee Project, Landscape Architect (2020 - 2022) • Ormond Beach Restoration and Public Access, Landscape Architect (2020 – 2025) • Lower Walnut Creek and Pacheco Marsh Restoration, Landscape Architect (2019 - 2022)
• Tide’s End Multibenefit Restoration Project, Landscape Architect (2021 – Ongoing) American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
9 Environmental Science Associates
esassoc.com
37 EDUCATION
BS, Earth Systems Science
and Policy, California State
University, Monterey Bay

EDUCATION
MS, Civil Engineering,
University of California, Los
Angeles
BS, Civil Engineering,
University of California, Davis

CERTIFICATIONS/

REGISTRATIONS
California Geotechnical
Engineer, GE3117
California Civil Engineer,
C77899
Meryka Dirks | CEQA Lead
Meryka Dirks has a wealth of knowledge developed while working on environmental resource and planning policy projects throughout California. She has more than 22 years of experience preparing environmental compliance documents for public and private sector transportation, residential, commercial, water supply, and public infrastructure projects. Many of her projects involved the application of environmental regulations and laws, including CEQA, CEQA-Plus, NEPA, ESA, CWA, CAA, NHPA, and Caltrans Local Assistance. As a Project Manager, Meryka looks to engage every project-related challenge through her in-depth experience coordinating staff assignments and training; managing the schedule; budget development and tracking; ensuring the timely delivery of QA/QC materials; and overseeing the success of both internal staff and subconsultants.

Relevant Project Experience
• Hayward Waste Pollution Control Facility Improvements Phase II IS/MND and Addendum, Project Manager (2022 – Ongoing)
• Outfall Bridge and Instrumentation Improvements, Project Manager (2019 – 2022) • Valley Water, Direct Potable Reuse Facility Project, Deputy Project Manager (2025 – Ongoing)
• North Bay Water Reuse Program Phase 2, EIR/EIS, Technical Associate (2017 - 2018) Callan Yu, PE, GE | Geotechnical Engineer Lead (Shannon & Wilson) Callan Yu brings more than 18 years of experience to the team and has performed a wide range of geotechnical investigations for tidal marsh, estuary, habitat restoration projects, and waterfront structures around the shorelines of the San Francisco Bay. His work includes new setback bayfront levees adjacent to tidal wetlands and Bay Trail corridors and multi-benefit flood-control and habitat projects. These levees involve designing to current flood protection standards with accommodation for settlement and future sea level rise. He has also provided design criteria and consultation regarding construction methodologies and limitations associated with fill placement in former marsh and tidal areas. His experience with design and engineering during construction services provides additional value. He is a technical leader at Shannon & Wilson and is proficient with the use of various analytical methods and computer programs.

Relevant Project Experience
• Tiscornia Marsh Habitat Restoration, Project Manager (2019 – Ongoing) • Bothin Marsh Adaptation, Project Manager (2020 – Ongoing) • Camp 3, Camp 4, and Camp 5 Levee Evaluations, Project Manager (2022 – 2025) • Lower Walnut Creek Restoration, Project Manager (2017 – 2022) • Tubbs Island Levee Evaluations, Project Manager (2019 – Ongoing) • Bel Marin Keys Unit V Wetland Restoration, Project Manager (2015 – 2023) American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
10 Environmental Science Associates
esassoc.com
38 EDUCATION
MA, Geography, emphasis
in Coastal Geomorphology,
University of California, Los
Angeles
BA, Geography, emphasis
in Physical Geography,
University of California, Los
Angeles

EDUCATION
BA, Environmental Science,
University of California,
Berkeley

CERTIFICATIONS/

REGISTRATIONS
Recovery Permit
#TE94998A-2 (California
clapper rail, salt marsh
harvest mouse)
California Scientific Collection
Permit (S-210680003-21088-
001)
Priya Finnemore | Permitting Lead
Priya Finnemore is a senior Regulatory Specialist and Project Manager with more than 24 years of experience securing federal and state environmental approvals for projects affecting waters, wetlands, and associated habitats. She began her career as a U.S.

Army Corps of Engineers (USACE) regulator, processing Clean Water Act Section 404 and Rivers and Harbors Act Section 10 permits. As a consultant, Priya has led permitting for a wide range of restoration, infrastructure, and multi‑benefit projects, preparing and negotiating approvals under the CWA, California Fish and Game Code Section 1600, the Porter‑Cologne Act, federal and state endangered species acts, Section 106, and the Coastal Zone Management Act. She also has extensive experience with complex USACE Individual Permits and preparing environmental documentation and mitigation measures consistent with CEQA and NEPA.

Relevant Project Experience
• Palo Alto Horizontal Levee, Senior Permitting Specialist (2019 – 2024) • Grizzly Slough Floodplain Restoration Project, Regulatory Permitting Project Manager (2016 – Ongoing)
• Bothin Marsh Sea-Level Rise Adaptation Project, Senior Permitting Specialist (2021 - Ongoing)
• Heron's Head Park Shoreline Resilience Project, Senior Permitting Specialist (2017 – 2022)
Leonard Liu | Biological Resources Lead
Leonard Liu is a wildlife biologist with over 30 years of experience with San Francisco Bay’s wetland ecology. Leonard provides restoration design and permitting support, as well as baseline surveys for sensitive biological resources, during the planning and design phases of restoration projects. His years of experience monitoring during the construction phase helps inform practical mitigation solutions to challenging conflicts between design needs and laws managing natural resources. His experience includes 10 years working as a Wetlands Ecologist for Point Blue Conservation Science where he managed coastal salt marsh research programs, including studies on ancient and restored marshes in the Napa River Salt Pond Restoration Project and other North Bay wetlands. His research at Point Blue included contributions to the San Francisco Bay Sea Level Rise Tool.

Relevant Project Experience
• Lower Walnut Creek and Pacheco Marsh Restoration, Project Biologist (2018 – 2025) • Heron's Head Park Shoreline Resilience Project, Biologist, Construction Phase Project Manager (2022 – Ongoing)
• Tiscornia Marsh Habitat Restoration Project, Biologist (2018 – Ongoing) • Palo Alto Horizontal Levee, Biologist (2020 – 2023)
• Napa River Restoration – Oakville to Oak Knoll, Biologist (2017 – 2020) American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
11 Environmental Science Associates
esassoc.com
39 EDUCATION
BA, Environmental Studies
and Spanish, Wellesley
College

CERTIFICATIONS/

REGISTRATIONS
Certificates in Effective
Planning & Techniques
for Public Participation,
International Association for
Public Participation (IAP2)
Certificates in Environmental
Collaboration and Conflict
Resolution

EDUCATION
MA, Cultural Resources
Management, Sonoma State
University
BA, Anthropology, San
Francisco State University

CERTIFICATIONS/

REGISTRATIONS
Register of Professional
Archaeologists (RPA), 15140
Nicole Lobodzinski | Public Outreach Lead
Nicole Lobodzinski is a public outreach and partner engagement specialist with 11 years of experience leading community outreach, public involvement, and stakeholder engagement strategies. She brings an energetic, creative communication style supported by strong attention to detail and a clear focus on project goals. Drawing on her environmental and research background, as well as experience in planning, design, and construction, she develops equitable and effective community engagement approaches. She also has more than four years of experience as an environmental planner, supporting SEPA/NEPA reviews, permitting, and natural resource and comprehensive planning. Nicole is skilled at navigating complex, fast-paced projects, is proficient in spoken and written Spanish, and is driven by a commitment to environmental and social justice.

Relevant Project Experience
• American Canyon Wetlands Project Restoration and Public Access Plan, Public Engagement Lead (2022 – 2023)
• Napa County Inner Coast Collaborative Regional Priority Plan, Public Engagement Lead (2025 – Ongoing)
• Tide’s End Multibenefit Restoration Project, Public Engagement Lead (2023 – Ongoing)
• California Department of Fish and Wildlife Land Management Plans, Public Engagement Strategic Advisor (2024 – 2025)
Heidi Koenig, RPA | Cultural Resources & Tribal Engagement Lead Heidi Koenig is a Registered Professional Archaeologist specializing in California archaeology and compliance CEQA and Section 106 of the National Historic Preservation Act (NHPA). Her experience includes over 25 years of conducting cultural resources identification efforts, significance evaluations, development of environmental documentation, implementation programs, and consultation support with the State Historic Preservation Officer. Heidi has developed Geographic Information System databases to assist regulatory agencies with cultural resources management and preservation decisions. Heidi has a proficient understanding of the regulatory framework guiding cultural resources management and has extensive experience in conducting environmental work for all types of projects in the San Francisco Bay Area, including working with Native American tribes such as the Yocha Dehe Wintun Nation.

Heidi meets the PQS standards for a Principal Investigator – Historical Archaeology and a Co-Principal Investigator – Prehistoric Archaeology.

Relevant Project Experience
• Lower Walnut Creek and Pacheco Marsh Restoration, Archaeologist (2015 – 2020) • Heron's Head Park Shoreline Resilience Project, Archaeologist (2018) • Napa River Ecology Center NEPA, Archaeologist (2024 – 2025) • Napa River Oakville to Oak Knoll, Archaeologist (2015 – 2020) • Watson Ranch Specific Plan, Archaeologist (2014 – 2018) American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
12 Environmental Science Associates
esassoc.com
40 E) References

1. Tide’s End Multibenefit Restoration Project 60% Design. Described above.

Contact: Stephanie Freed, PWS, CERP, Western Director of Operations, Ecosystem Investment Partners. 2330 Marinship Way, Suite 120, Sausalito, CA 94965. E: [email protected]; P: (415) 990-6694

2.Heron's Head Park Shoreline Resilience Project. Described above.

Contact: Erica Petersen, PE, Project Manager, Port of San Francisco. Planning and Development, Pier 1, San Francisco, CA 94111. E: [email protected]; P: (415) 819-1889

3. Lower Walnut Creek and Pacheco Marsh Restoration. Described above.

Contact: Laura Cremin, Environmental Analyst III, Environmental Services Division, Contra Costa County Public Works Department. 255 Glacier Drive, Martinez, CA 94553. E: [email protected]; P: (925) 313-2015

4. Bothin Marsh Sea-Level Rise Adaptation Project. Marin County Parks and the Golden Gate National Parks Conservancy are developing plans to adapt the Bay Trail and shoreline habitats at the Bothin Marsh Preserve in Mill Valley to rising sea levels. Under WRT Design, ESA assisted with the planning and design efforts for measures to improve habitat quality and resilience, and to reduce the rate of habitat loss from coastal erosion. ESA also is assisting with resilience planning for the public trail and is identifying opportunities for future trail alignments. ESA has been working closely with the Marin Department of Public Works to avoid potential flood impacts under current and future SLR and sedimentation scenarios.

Contact: Rob LaPorte, Senior Project Manager, Golden Gate National Parks Conservancy. 201 Fort Mason, San Francisco, CA 94123. E: [email protected]; P: (415) 561-3052

5. Napa River Ecology Center Project (Eco Center). The American Canyon Community & Parks Foundation (Foundation) proposes converting part of the City-owned 5,000 square foot Corporation Yard into a conservation and community education center focused on the Napa River Watershed. The renovated building and site will support indoor and outdoor programs in conservation, environmental education, and community engagement. ESA prepared an Environmental Assessment (EA) in compliance with 24 CFR Part 58 using HUD’s recommended format. A FONSI was issued in June 2025, followed by HUD’s Authority to Use Grant Funds (AUGF) in August 2025.

Contact: Janelle Sellick, Executive Director, American Canyon Community & Parks Foundation. 101 Wetlands Edge Road, American Canyon, CA 94503. E. [email protected]; P: (707) 363-1915 F) History
Within the past three years, ESA has completed two acquisitions. Both firms have been incorporated into ESA’s organizational structure, with staff and services continuing without interruption. These acquisitions have expanded ESA’s technical capabilities and service offerings while maintaining consistent operations and client service. In January 2024, ESA acquired Janicki Environmental, Inc., a Washington-based environmental and geotechnical consulting firm.

This acquisition expanded ESA’s technical capabilities and geographic footprint in the Pacific Northwest, particularly in environmental remediation, geotechnical engineering, and construction support services. In March 2025, ESA acquired 48 North Solutions, Inc., an environmental consulting firm specializing in natural resource management, permitting, and compliance services. This acquisition further strengthened ESA’s expertise in environmental planning, regulatory permitting, and water resources.

G) Legal Challenges
ESA is not currently involved in any pending litigation or claims related to its performance or deliverables in connection with projects.

H) Fiscal Viability
In the last ten (10) years, ESA has not filed for bankruptcy or insolvency, has not had any such proceedings filed against it, and has not undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors.

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41 SECTION 3. TECHNICAL PROJECT APPROACH
Overall Approach
ESA prides itself on providing scientifically grounded, high-quality, and cost-effective solutions to our clients. As we sometimes say, ‘Science’ is our middle name. Being successful in this approach means beginning projects with a solid understanding of the client’s goals for the project, the physical and biological landscape where our restoration and design projects are located, and social opportunities and constraints that exist within the relevant communities. Building this understanding requires clear and consistent communication to grow trust over time.

ESA is pleased to submit our proposal to continue our successful partnership with the City. ESA has collaborated with the City on the feasibility, conceptual designs, and grant funding for the Project since 2021.

Throughout this time, ESA staff met regularly with City staff, the Project’s Technical Advisory Committee (TAC), regulators, interested parties, and the public to gain a thorough understanding of the City’s and the community’s desires and perspectives, as well as the regulatory setting and site parameters. ESA is ready to continue this Project immediately and provide critical continuity on work efforts to help the City further advance this beneficial project.

Quality Assurance/Quality Control
In order to provide high-quality, defensible, and implementable documents, ESA follows a rigorous Quality Assurance/ Quality Control (QA/QC) Program. The Program consists of multiple levels of review, as follows:

1. Independent Technical Peer Review

2. Project Manager Assembly and Review of Work Product

3. Editorial Review of Work Product

4. Project Director Review and Approval
This approach provides high-quality deliverables that have been scrutinized by senior technical leaders for accuracy of content, the Project Manager for compliance with task objectives, a technical editor for style and readability, and the Project Director to ensure documents are legally defensible, technically accurate, and tailored to meet client needs. All subconsultant work will be reviewed to these standards as well prior to draft submittal. Our Project Director and Project Manager will closely coordinate on QA/QC Program implementation across all deliverables.

Cost Control/Effectiveness
ESA understands that this phase of the Project is grant-funded and that grants have fixed costs and stringent deliverable and schedule requirements. ESA is accustomed to working on grant-funded projects and is aware of the requirements of the SFBRA Measure AA grants. Our budget includes a line item for a contingency of $55,000, consistent with the grant budget. The contingency would be used only upon authorization by the City and could be used to cover optional tasks or other tasks identified during the course of work.

ESA relies on the Deltek-based software system to track Project expenditures in near real time. Our Project Manager will check Project charges weekly to ensure that they are consistent with the Project scope and budget. Should any misalignment be identified, the Project Manager will first attempt to understand any internal discrepancies and then, if necessary, proactively present these to the City with proposed resolution. This has worked well in the past. Using these same tools and approaches, ESA was able to complete the previous phase of Project planning under budget.

SOLID PROJECT

UNDERSTANDING
CLEAR

COMMUNICATION

ESTABLISHED
TRUST
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42 # TASK NAME WORK PRODUCTS DATES
1 Project Management Monthly progress reports and invoices.

Quality control and assurance of deliverables. Throughout contract term 2 Technical Studies
Geotechnical Investigation Report.

Utility Survey and Updated Base Map.

Aquatic Resources Delineation Report.

Special-Status Botanical Survey Report.

Wildlife Habitat Assessment Report.

Apr 2026 - Aug 2026

3.1 30% Design Documents
30% Complete Drawings.
30% Cost Estimate.
30% Basis of Design Report.

May 2026 - Oct 2026

3.2 60% Design Documents
60% Complete Drawings.
60% Cost Estimate.
60% Basis of Design Report.

Nov 2026 - Feb 2027
4 Prepare CEQA Document Draft and Final Initial Study/ Mitigated Negative Declaration. Jun 2026 - May 2027

5.1 Agency Engagement BRRIT Presentation/Meetings (2), Meeting Notes/ BRRIT Feedback. Nov 2026 - Mar 2027

5.2 Ecological Conditions
Summary Memo Ecological Conditions Summary Memo. Jan - Mar 2027

5.3 Prepare Draft Permit
Applications
Draft Permit Applications (USACE 404, USFWS BA,
NOAA BA, RWQCB 401, CDFW RMP/LSAA & ITP,
BCDC Permit, SHPO Sec 106 Report; SLC Lease).

Memo confirming Draft Application completion and
submittal.

Jan - Mar 2027
6 Public & Tribal
Engagement
Engagement Summaries, as part of progress
reporting for Task 1. Throughout contract term
Schedule Control
ESA is eager to support implementation of the Project on the schedule presented in the SFBRA grants. ESA controls the schedule by first setting up realistic schedules that work backward from known milestone dates. Our schedules incorporate sufficient time for internal ESA processes as well as client, regulatory, and public review periods, as required.

Along with tracking the budget as described above, we track the schedule and report progress during client meetings as well as in progress reports. Our proposed schedule for this Project is shown in Table 1. All work is scheduled to be completed before July 31, 2027 – the Work Completion Date specified in the grant.

Table 1. Proposed Project Schedule
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43 Task Approaches
The ESA Team proposes to complete the Scope of Work as presented in the City’s RFP. This section describes our approach by task. All deliverables will be in electronic format (i.e., CAD, MS Word) unless otherwise noted.

Task 1: Project Management
The ESA Project Management Team will approach the Project with quality, cost, schedule, safety, and public/client satisfaction as top priorities. Quality, cost, and schedule were described above as part of our overall approach to the Project, highlighting our belief that good project management is essential to success. To ensure continuity and efficiency from our past work on this Project, ESA’s Project Management Team includes staff that have worked with the City on this Project over the past five years in key roles: Project Director Michelle Orr and Deputy Project Manager Isaac Swanson. Our Project Manager, Maureen Downing-Kunz, has proven experience in managing complex, interdisciplinary permitting and design projects and will handle the internal day-to-day communication with the array of technical disciplines.

In our experience, effective communication across the Project Team is essential to successful project management.

ESA’s Project Management Team will work closely with our technical team as well as our subcontractors to make sure that City input, interested party input, study results, and design changes are all communicated and understood.

ESA will keep the City apprised of the status of the Project and obtain City input through regularly scheduled meetings, ad hoc meetings, and email. Monthly progress reports will accompany the monthly invoices. Per the RFP, the progress reports will document all activities, progress, issues or problems and proposed resolutions, and deliverables completed.

ESA will provide quality control through review of ESA and subcontractor deliverables. » Deliverables: Regular client meetings, Review of subcontractor work, Monitoring of budget and schedule, Monthly progress reports and invoices, Quality control and assurance of deliverables Task 2: Technical Studies
The ESA Team will conduct baseline technical studies to support design, CEQA and permitting. Studies include geotechnical investigation, utility survey and base map development, aquatic resources delineation, botanical surveys, and wildlife habitat assessment.

ESA will leverage our previous work with the City on the Project to focus technical studies on priority needs (e.g., locations with proposed earthwork) to maximize efficiency and avoid unnecessary studies. The ESA Team has already established a library of relevant background material though our prior Project work and work with the adjacent Eco Center. ESA will also leverage partnerships from prior work supporting the City on this Project and staff knowledge about the Project site. For instance, ESA will leverage our Biological Resources lead’s 20+ years of work in and around the American Canyon wetlands and will coordinate with known Project partners like the Napa-Vallejo Waste Management Authority to confirm expected buried utilities under Eucalyptus Drive to include in the utility survey.

When technical studies require onsite explorations, ESA will follow our robust safety protocols to ensure that our teams collect high-quality data while prioritizing safety and avoidance of impacts to sensitive species.

ESA will prepare clear, concise, and comprehensive reports of technical studies that can easily be interpreted and integrated into Project design and permitting tasks.

TASK 2.1: GEOTECHNICAL REPORT
ESA has chosen to partner with Shannon & Wilson (S&W) due to their extensive, relevant expertise. ESA has a long history of working with S&W staff for projects in the San Francisco Bay tidal marsh environment. S&W will review available geotechnical information and conduct geotechnical investigations of the Project site including a seismic cone penetration test to a depth of 100 feet, 2 to 3 cone penetration tests (CPTs) to depths of 50 to 70 ft, 3 borings to depths of 20-25 ft, and an additional boring for percolation testing. Actual CPT and boring depths will depend on the American Canyon Wetland Restoration and Public Access Project - Design and Permitting Project # PR26-0100 / February 24, 2026
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44 subsurface conditions encountered. Geotechnical data will be analyzed for implications to slope stability, seepage potential, expected settlement of new fill, seismic performance, and pile-supported structure capacity. Results will include recommendations for Project design elements and construction. S&W will review Project plans and specifications and provide geotechnical consultation. S&W will obtain a permit from the Napa County Environmental Health Department to push and grout the CPTs and borings. We assume no additional permits will be required or will be facilitated by the City. Before performing the exploration, S&W will contact Underground Service Alert to have their member firms locate utilities.
» Deliverables: Geotechnical report
TASK 2.2: UTILITY SURVEY AND UPDATED BASE MAP
For the updated base map, Cinquini & Passarino will prepare a georeferenced digital basemap using aerial topographic survey supplemented with ground topographic survey. The aerial topographic survey will be conducted at the lowest tide possible to map existing mudflats and processed to 0.25-foot resolution with one-foot contour intervals. The supplementary ground topographic survey will extend 50 to 65 feet in width for the Bay Trail loop around North Pond and extend 1,000 feet along Eucalyptus Drive east of the North Pond culverts. The survey will include cross sections taken every 50 feet or closer. The supplementary ground topographic survey will include the survey of existing utilities as marked by the City and detectable from the ground surface at North Pond. The ESA Team will coordinate with the City to assess as-built utility drawings and incorporate them into the topographic survey mapping.

Detailed, accurate topographic and utility surveying at North Pond will provide a sound basis for preparing construction documents for the Project's embankments and box culvert or bridge across North Slough.

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45 Data from the aerial and ground topographic surveys will be processed to produce an updated Project site base map that includes pertinent information that could apply to the Project during design.

Our approach assumes the 2022 RSA survey of the Corporation Yard previously provided by the Foundation will be sufficient for the purposes of 30% and 60% Design. We expect that some of the existing utility data will not be able to be georeferenced and therefore will be approximately located. » Deliverables: Updated Project site topographic base map including utility survey (including CAD files and PDF map scale of 1 inch = 40 feet)
TASK 2.3: AQUATIC RESOURCES DELINEATION REPORT
ESA’s approach to aquatic resources delineation is based on extensive experience in evaluating tidal wetlands for the purpose of permitting restoration projects. ESA will follow current USACE guidance to map the location and extent of potentially jurisdictional Waters of the United States at the Project site. A qualified wetland ecologist will review online maps and available wetland databases to compile aquatic resource data to assist in quantifying areas within the limit of the areas subject to disturbance by the proposed Project. After determining the extent of Waters of the United States within the Project site subject to Section 404 of the Clean Water Act, ESA will map regulated resource areas per the San Francisco Regional Water Quality Control Board and the California Department of Fish and Wildlife (CDFW) guidance, if they are different from the extent of the USACE jurisdictional areas. We assume no dedicated site visit with USACE will be required to verify the findings presented in the Aquatic Resource Delineation Report. Any revisions to the aquatic resource delineation map requested by the USACE will be made and submitted to the USACE for final approval in support of that agency’s verification or jurisdictional determination. ESA will use existing habitat mapping as a basis for the mapping for the wetland delineation to reduce overall effort. We assume that all areas will be accessible for site surveys and mapping modifications will require less than four hours. » Deliverables: Jurisdictional Aquatic Resources Delineation Report, draft and final (electronic files) TASK 2.4: BOTANICAL SURVEYS
Botanical studies require the correct expertise as well as proper timing so that they are valid for documenting plant presence and absence for Project permitting. ESA will start with the existing Biological Resources report and query online database searches to update the special-status species table. Next, ESA will conduct floristic surveys according to CDFW’s Protocols for Surveying and Evaluating Impacts to Special Status Native Plant Populations and Natural Communities during the relevant time period to identify the presence of special-status plants with potential to occur in areas of suitable habitat. Only areas that are proposed for ground disturbance will be surveyed for rare plants.

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46 Simultaneously, ESA botanists will also note invasive plant species and provide a qualitative characterization of their abundance. Because invasive plant removal is proposed as part of the Project and may serve to help mitigate temporary impacts, this characterization will provide justification for enhancement activities during the permitting phase.

ESA will prepare a report that presents the background review, site setting, methods and results of the floristic surveys, a list of plants observed, an invasive plants evaluation, photos of special-status plants, and figures showing their locations, if any are observed. An updated habitat map will also be included with the report. ESA will incorporate one round of comments and edits into the report.
» Deliverables: Special-status botanical survey report, draft and final TASK 2.5: WILDLIFE HABITAT ASSESSMENT REPORT
ESA biologists will begin with the existing Biological Resources Report and update it with any new information from new site surveys, online database queries, or regulatory changes. Information from the updated report will be modified into a wildlife habitat assessment report. The habitat assessment will be based on previous habitat and species assessments conducted in and around the Project site and a field survey, and will evaluate habitat suitability for longfin smelt, Central California Coast steelhead, green sturgeon, California Ridgway’s rail, California black rail, salt marsh harvest mouse, and other special-status plants and wildlife.

The report will include a description of site hydrology, topography, soils, and vegetation communities; local specialstatus species occurrence records and habitat requirements; an assessment of the potential for the Project Site to support special-status species; and figures and tables of vegetation communities. A summary of key findings related to habitat quality and suitability for special-status species will be included. A potential to occur table for special-status species will be included.
» Deliverables: Draft and final study area map and draft and final wildlife habitat assessment report (electronic files)
Task 3: Design
The ESA Team will prepare restoration and public access design documents consisting of 30%- and 60%-complete drawings including grading, planting, structural, and public access design. Each design stage of drawings also includes preparing an opinion of probable construction costs (engineer’s estimate), and a basis of design report.

ESA’s civil engineers and landscape architects will lead the overall Project design, with support from PARADIGM Structural Engineers, who will lead the design of the kayak launch boardwalk and dock structure, and S&W, who will provide geotechnical engineering analysis recommendations to inform the design of earthwork features, paved areas, and structures.

ESA’s approach to project design begins with a thorough understanding of place, purpose, and constraints, supported by a multidisciplinary team that develops designs aligned with ecological and community needs, and that work with natural processes wherever possible. Through our prior work for the City, ESA is already familiar with the site, the Project goals, City priorities, feasibility studies, and community and agency input that informed the conceptual design. We will build on this foundation to efficiently advance and refine the design.

The original restoration of the North Slough Wetlands, completed in 2006, created a tidal marsh complex that now provides valuable habitat for many rare and protected species. The area is also a popular recreational area, with miles of trails that connect the American Canyon community to the natural landscape along the Napa River. The conceptual design phase identified several exciting opportunities to enhance these habitats, to improve connections between the community and the natural landscape through recreation and education, and to create a resilient landscape that will reduce needs for long-term maintenance.

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47 The Project design will:
— reconfigure and enhance portions of the former Corporation Yard to create trails and other recreational amenities that will complement the new Eco Center;
— improve the North Pond culvert connection to enhance tidal circulation and improve conditions for wetland vegetation and wildlife, to reduce erosion and associated trail and road maintenance issues, and improve safety for recreational trail users; and
— raise and improve city-owned trail embankments to improve resilience to flooding and sea-level rise, and to maintain recreational access along the Bay Trail and other recreational trails in the vicinity.

During the 30% and 60% design phases, ESA will refine the design for Project elements illustrated in the conceptual design to support regulatory agency coordination, to develop designs that are compatible with site constraints, and to identify an implementation/construction strategy that is cost effective and that provides appropriate protection for nearby sensitive habitat areas as required by environmental permitting agencies.

The ESA Team will prepare 30% and 60% design milestones as requested in the RFP, including updated design drawings, cost estimates, and a basis of design reports at each milestone. During the 30% and 60% phases the design team will closely coordinate with ESA’s CEQA and permitting staff to develop designs and construction approaches that appropriately protect sensitive habitats and minimize other impacts. The team will continue to work closely with the Foundation to ensure close integration of shared facilities, infrastructure, and site circulation between the Project and the Eco Center, such that the two projects operate as part of a larger whole. Likewise, ESA will build upon previous coordination with the Napa-Vallejo Waste Management Authority to align the Project’s proposed raised embankments with the Authority’s plans for adapting the landfill’s embankments to SLR.
» Deliverables
+ 30% design drawings, cost estimate, and basis of design report
+ 60% design drawings, cost estimate, and basis of design report
ESA will coordinate underground utilities and
embankment design at Eucalyptus Drive with the
Napa-Vallejo Waste Management Authority.

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48 Task 4: CEQA Documentation
ESA will prepare and complete an environmental review of the project that includes all steps associated with developing and adopting the environmental documentation. The ESA Team has decades of experience with environmental review for CEQA, and we will leverage our expertise to provide efficient CEQA documentation that meets CEQA Statute and Guidelines and City requirements.

ESA will prepare a Project description to be incorporated into the IS/MND. The Project description will include regulatory requirements and purpose of the IS/MND, project background, existing conditions and location, project elements, and objectives, supplemented with graphics to illustrate the proposed improvements. The Project description will identify the characteristics of the Project and construction details (e.g., construction dates, equipment types and usage, grading and excavation activities, etc.).

Impacts to resource areas will be addressed in the IS/MND in accordance with Appendix G of the CEQA Checklist in the CEQA Statute and Guidelines and City requirements. The IS/MND will address both operational and construction impacts of the project. The IS/MND will include a brief description of the setting (including pertinent regulations) for each impact area, evaluation of impacts based on established CEQA thresholds, and identification of mitigation for significant impacts.

ESA will prepare a public Draft and Final IS/MND. Prior to public versions of the document, ESA will provide an administrative draft for City review and comment, and a Screencheck draft for a final check. ESA will prepare the notices associated with publication of the document, including the Notice of Completion, Notice of Intent, and Summary Form required by the State Clearinghouse and the Notice of Availability for the County Clerk. ESA will prepare a Mitigation Monitoring and Reporting Program (MMRP) in accordance with CEQA.

ESA will support the City in AB 52 tribal cultural resources consultation, publishing the Draft IS/MND, responding to public comments, and developing the Final IS/MND for adoption by the City Council.

ESA will assist the City with preparing the draft staff report that supports the IS/MND approval. If requested by the City, ESA will attend one City Council hearing and assist in responding to questions by the City Council members or the public. ESA will also draft the Notice of Determination. » Deliverables: Required public notices, Project description, Draft and Final MMRP, Draft IS/MND, Final IS/ MND, Draft City Council meeting staff report with resolution for adoption of IS/MND, Draft CEQA Notice of Determination, Administrative Record
Task 5: Permitting
TASK 5.1: AGENCY ENGAGEMENT
ESA will assist the City in continuing consultation with the BRRIT to solicit key feedback on project design advancement and facilitate the permitting process. For this subtask, ESA will:
— Engage and coordinate with the BRRIT team on behalf of the City;
— Develop BRRIT meeting materials, and lead City team
presentations for two BRRIT meetings to present 30% and 60% Project Design (respectively); and
— Summarize BRRIT meeting notes and formal comments
for incorporation into relevant tasks. The City and ESA hosted the Project's first BRRIT meeting as Part of Phase 1 Design in October 2023.

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49 The ESA Team will facilitate BRRIT feedback into draft permit applications (Task 5.3), as appropriate and intended by the City. As ESA has experienced time and again, early and frequent regulatory agency engagement reduces uncertainties and unexpected issues that can arise for projects that intersect numerous agency jurisdictions and experience a high level of community and recreational exposure, resulting in a higher level of confidence in successfully obtaining permits for the Project in a timely and cost-effective manner. ESA will leverage familiarity with prior BRRIT input to provide continuity from the previous Project phase.
» Deliverables: BRRIT meeting notes for two meetings
TASK 5.2: ECOLOGICAL CONDITIONS MEMO
ESA will prepare a summary memorandum (memo) of ecological conditions at the Project site and related information to inform the draft applications for regulatory permits and agreements. The memo will largely draw upon the results of Technical Studies (Task 2), previous phase habitat and species assessments conducted in and around the Project Site, and known site history.
» Deliverables: Memo summarizing ecological conditions relevant to draft applications for permits and agreements
TASK 5.3: DRAFT PERMIT APPLICATIONS
ESA will prepare and submit draft permit application packages, including required supporting documents, to the regulatory agencies with jurisdiction over the project. The ESA Team will coordinate to provide integrated and paralleltrack processes of design advancement, environmental compliance documentation, and permitting, to guide the Project through the early permitting process, with a goal of maximizing the use of streamlined restoration permit pathways and minimizing unnecessary regulatory burdens, both during Project design advancement and over the long term (post-project).

The ESA Team will review all available, streamlined permitting pathways for applicability to this Project. Potential pathways include those currently overseen by CDFW’s Cutting the Green Tape program, the USFWS and NMFS Restoration Programmatic Biological Opinions, the State Water Resources Control Board’s (SWRCB) Statewide Restoration General Order (SRGO), and the USACE’s existing Nationwide Permits. ESA has direct, recent, and relevant experience with these approaches as well as other aspects of restoration permitting and BRRIT agency negotiations and will leverage this experience to benefit the City’s permitting process for the Project.

Required state and federal permit applications are assumed to include:
— United States Army Corps of Engineers (USACE) (lead federal agency) Clean Water Act (CWA) Section 404 Dredge and Fill Permit (Sec. 404 Permit), and possibly Section 10 Rivers & Harbors Act Permit (Sec. 10 Permit) for structures or work in/above navigable waters. If Section 10 is required by the USACE, ESA would provide the additional necessary information as part of the overall USACE 404/10 permit application package. » United States Fish and Wildlife Service (USFWS) and National Oceanic and Atmospheric Administration National Marine Fisheries Service (NOAA Fisheries) biological assessments (BAs), to enable Federal Endangered Species Act (FESA) Section 7 consultations, led by the USACE
» State Historic Preservation Office (SHPO) National Historic Preservation Act (NHPA) Section 106 Report, to enable Section 106 SHPO consultation, led by the USACE;
— San Francisco Bay Regional Water Quality Control Board (RWQCB) CWA Section 401 Water Quality Certification (401 Certification);
— California Department of Fish and Wildlife (CDFW) Lake and Streambed Alteration Agreement (LSAA) and, if needed, incidental take permit (ITP) – both addressed via a Restoration Management Permit (RMP) if possible; — Bay Conservation and Development Commission (BCDC) permit (Major Permits); and — State Lands Commission (SLC) lease agreement, for Bay Trail modifications.

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50 Our approach and corresponding fee estimate assume the CDFW LSAA and ITP (if needed) would both be addressed via a Restoration Management Permit (RMP), and that the BCDC permit process would either be a nonmaterial amendment to the existing Major Permit (Permit No. M03-38 / M2003.038.00), or a new Administrative permit. » Deliverables: Memo confirming preparation of draft applications for permits and agreements and submittal to the corresponding agencies
Task 6: Public and Tribal Engagement
The ESA Team will support the City in delivering meaningful, accessible, and culturally respectful public and Tribal engagement throughout this phase of the Project. Where possible, ESA will build on the City’s established relationships, previous engagement efforts, and existing communication channels to ensure that community members, interested parties, and Tribes—including the Yocha Dehe Wintun Nation and other regional Tribal governments—are informed and heard throughout the process. Task 6 includes Tribal engagement compensation in recognition of the value of the Tribe’s time.

Per the RFP, community engagement will likely be in the form of public meetings, local community events (e.g., Meet in the Street), City social media campaign and webpage updates. Engagement will also include specific coordination with interested parties such as the Foundation, the Napa-Vallejo Waste Management Authority, the Yocha Dehe Wintun Nation, and other regional Tribes.

ESA will assist the City with providing a summary of public and tribal engagement tracking and planning in the Task 1 monthly progress reports. The summaries will include: engagement and outreach performed during the reporting period; anticipated engagement and outreach planned for the upcoming reporting period; and a summary of input received and how such feedback will be incorporated in the Project where feasible.

ESA’s interdisciplinary team brings extensive experience facilitating in-person and virtual public engagement opportunities, developing clear and actionable engagement materials, and creating collaborative spaces that elevate local knowledge and community values. Engagement as part of this task will be integrated with Tasks 3, 4, and 5 to foster the coordination required for meaningful use of the Project site.

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51 ESA Team Cost Estimate
American Canyon Wetland Restoration and Public Access - Design and Permitting February 24, 2026
Task # Task Name/Description ESA LABOR
ESA

EXPENSES
Shannon &
Wilson
Structural
Engineers
Cinquini &
Passarino
TOTAL

PROJECT
1 Project Management and Meetings $ 89,437 $ - $ - $ - $ - $ 89,437 2 Technical Studies $ 81,136 $ 1,960 $ 97,750 $ - $ 42,894 $ 223,740

2.1 Geotechnical Investigation $ 4,068 $ - $ 97,750 $ - $ - $ 101,818

2.2 Topo Utility and Boundary Survey $ 5,158 $ 200 $ - $ - $ 42,894 $ 48,252

2.3 Wetland Delineation $ 27,152 $ 920 $ - $ - $ - $ 28,072

2.4 Botanical Surveys $ 22,560 $ 720 $ - $ - $ - $ 23,280

2.5 Wildlife Habitat Assessment $ 22,198 $ 120 $ - $ - $ - $ 22,318 3 Design (30% and 60%) $ 374,218 $ 800 $ - $ 28,750 $ - $ 403,768

3.1 30% Drawings and Culvert/Bridge Type Study $ 129,185 $ 750 $ - $ 13,800 $ - $ 143,735

3.2 60% Drawings $ 245,032 $ 50 $ - $ 14,950 $ - $ 260,032 4 CEQA Documentation $ 159,324 $ - $ - $ - $ - $ 159,324 5 Permitting $ 235,830 $ - $ - $ - $ - $ 235,830

5.1 Agency Engagement $ 17,812 $ - $ - $ - $ - $ 17,812

5.2 Ecological Conditions Memo $ 5,737 $ - $ - $ - $ - $ 5,737

5.3 Draft Permit Applications $ 212,281 $ - $ - $ - $ - $ 212,281 6 Public and Tribal Engagement $ 30,891 $ 2,000 $ - $ - $ - $ 32,891 7 Contingency (from grant) $ 55,000 $ - $ - $ - $ - $ 55,000 Total $ 1,025,837 $ 4,760 $ 97,750 $ 28,750 $ 42,894 $ 1,199,990 8 Optional Tasks, potential list $ 29,794 $ - $ 97,750 $ 28,750 $ 42,894 $ 37,067

2.6 Bathymetric Survey of North Slough at Kayak Launch $ - $ - $ - $ - $ 7,273 $ 7,273

5.4 CDFW Incidental Take Permit additional effort - if can't use RMP approach $ 12,146 $ - $ 97,750 $ 28,750 $ 50,166 $ 12,146

5.5 Ecological Functional Assessment Memo - to accompany final permit applications in next phase $ 17,648 $ - $ - $ - $ - $ 17,648 52 CITY COUNCIL AGENDA
APRIL 7, 2026

STAFF REPORT

CONSENT
ITEM NUMBER: 8.

TITLE
Water Reclamation NPDES Permit Renewal Project

RECOMMENDATION
Adopt a Resolu(on authorizing the City Manager to award a contract to Larry Walker Associates, Inc. for the Water Reclamation Facility NPDES Permit Renewal in the amount not to exceed $98,234.

CONTACT
Erica Ahmann Smithies, P.E., Public Works Director
Norman Woods, Assistant Public Works Director
Pam Phillips, Environmental Services Manager

BACKGROUND & ANALYSIS
The NPDES Permit Renewal involves renewing the Water Reclama(on Facility's NPDES permit and assessing local limits. The City solicited proposals from consultants on February 10, 2026. On February 27, 2026, one proposal was received. Staff reviewed the proposal and found Larry Walker Associates , Inc. to be qualified to aid in the permit renewal process. The cost proposal reflects the reasonable and customary costs of comple(ng the work. Below is a descrip(on of the tasks to be undertaken.

NPDES Permit Renewal
The Facility treats wastewater collected from municipal, commercial, and industrial customers citywide. The treated effluent is either recycled for use as reclaimed water or discharged into the San Francisco Bay. Facili(es proposing to discharge or currently discharging into waters of the United States are required to hold a Na(onal Pollutant Discharge Elimina(on System (NPDES) Permit authorized by the Clean Water Act and delegated to the State of California for implementa(on through the State Water Resources Control Board (State Water Board) and the nine Regional Water Quality Control Boards (Regional Water Boards). The NPDES Permit specifies the condi(ons and obliga(ons regarding sampling/analysis, discharge limits/condi(ons, special studies, and other required programs.

NPDES Permit(s) issued by Regional Water Boards are valid for a term of five years and must subsequently be renewed. The City’s current NPDES Permit expires on July 31, 2027. The NPDES 53 Permit renewal process is technical, encompassing historical data collected from the aforemen(oned condi(on and obliga(ons specified within the NPDES Permit. A Report of Waste Discharge (ROWD) is the developed and submiGed to the Regional Water Board. For the City’s NPDES Permit renewal, the ROWD must be completed and submiGed no later than November 3, 2026. This is followed by several technical studies such as a Reasonable Poten(al Analysis, Shallow Water Discharger Analysis, current Applicable Effluent Limits Calculation, and Sensitivity Analysis.

AHer the ROWD and Technical Analysis are submiGed, the Regional Water Board will issue a first Administra(ve DraH of the NPDES Permit, and a subsequent Tenta(ve Order. The final NPDES Permit does not have a target adop(on date at this (me, however, staff an(cipates the new NPDES Permit to be approved by the Regional Water Board in mid summer 2027.

Local Limits Assessment
In conjunc(on with the NPDES Permit renewal, the City will be undertaking a Local limit Assessment (LLA).

Local Limits are discharge limits applied to private dischargers that discharge into the sewer system.

Local Limits reflect the specific capabili(es of the Water Reclama(on Facility and serve to protect against poten(al NPDES Permit viola(ons and the environment. The poten(al pollutants of concern and various other cons(tuents get evaluated at the maximum concentra(on of a pollutant and/or cons(tuent able to enter and be treated at the Water Reclama(on Facility. Combined, these assessments are completed in the (me frame between the submiGal of the NPDES Permit renewal in November 2026 and the adop(on of the new NPDES Permit in mid summer 2027. The Local Limits Assessment is submiGed to the Regional Water Board immediately following the adop(on of the new NPDES Permit. If it is determined that a change in Local Limits is appropriate, Regional Water Board approval and Municipal Code updates will be required.

The level of knowledge and technical exper(se required to successfully renew the Permit and modify the Local Limits is above and beyond that of exis(ng staff. Therefore, staff recommends the Council award a consulting contract to Larry Walker Associates, Inc.

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Environmental Sustainability: "Demonstrate leadership in environmental sustainability."

FISCAL IMPACT
The NPDES Permit Renewal has been included in the Fiscal Year 2025/26 and 2026/27 Opera(ons Budget. The total cost is $98,234 which will be allocated from Fund 540 Wastewater Operations.

ENVIRONMENTAL REVIEW
None

COMMUNICATION
54 Level 0: No Further Public Communication Needed
ATTACHMENTS:

1. Resolution NPDES Permit Renewal.pdf

2. Larry Walker Associates, Inc. Proposal

3. Larry Walker Associates, Inc. Estimate
55 RESOLUTION NO. 2026-_____

ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD A CONTRACT TO LARRY WALKER ASSOCIATES, INC. FOR THE WATER RECLAMATION FACILITY NPDES PERMIT RENEWAL IN THE AMOUNT NOT TO EXCEED $98,234.

WHEREAS, the City desires to obtain technical services from Larry Walker Associates, Inc. to prepare the renewal of the Water Reclamation Facility's NPDES Permit and Local Limits Assessment; and WHEREAS, the City solicited proposals on February 10, 2026; and WHEREAS, on February 27, 2026 one proposal was received from Larry Walker and Associates and upon review of the proposal staff determined them to be qualified to aid in the permit renewal process; and WHEREAS, the NPDES Permit Renewal has been included in the Fiscal Year 2025/26 and 2026/27 Operations Budget Fund 540 Wastewater Operations and there is sufficient budget to award the agreement in the amount of $98,234.

NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of American Canyon hereby authorizes the City Manager to award a contract to Larry Walker Associates, Inc. for the Water Reclamation Facility NPDES Permit Renewal in the amount not to exceed $98,234.

PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of American Canyon held on the 7th day of April, 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
________________________________
Pierre Washington, Mayor
ATTEST: APPROVED AS TO FORM:
____________________________ _____________________________ Taresa Geilfuss, CMC, City Clerk Teresa L. Highsmith, City Attorney 56 1480 Drew Avenue
Suite 100
Davis, CA 95618
530.753.6400
[email protected]
www.lwa.com
NPDES Permit Renewal/Local Limits Assessment
Submitted to the City of American Canyon 1
Noni Thomas
Management Analyst – Public Works
City of American Canyon
4381 Broadway Street
American Canyon, CA 94503
Subject: Larry Walker Associates, Inc. Proposal for City of American Canyon NPDES Permit Renewal/Local Limits Assessment
Dear Ms. Thomas,
Larry Walker Associates, Inc. (LWA) is pleased to submit the attached proposal in response to the City of American Canyon’s (City) Request for Proposals (RFP), dated February 10, 2026, to support the City’s National Pollutant Discharge Elimination System (NPDES) Permit Renewal and Local Limits Assessment.

LWA is uniquely qualified to conduct this work based on our prior project experience with the City during its last NPDES permit renewal and local limits assessment, familiarity with Napa County, and our broad experience supporting stormwater and wastewater programs for California municipalities.

We look forward to the opportunity to work with the City through this project. Mr. Lau, an Associate Engineer in our Davis office, will be your project manager. Gorman’s experience assisting clients with NPDES permit negotiation and compliance in the Central Valley makes him uniquely qualified to assist the City.

Statement of Offer
This proposal, which will remain valid for at least ninety (90) business days after February 27, 2026, is an offer to complete the Scope of Work discussed herein according to the cost proposal rate and budget.

Conflict of Interest
LWA, including all participating staff, does not have any apparent conflicts of interest.

City Contract Terms
LWA has reviewed and accepts the City’s standard contract and insurance without qualification.

Subcontractors
LWA is prepared to complete the requested scope of work without subconsultants.

Signature and Authority
Please direct communication and correspondence related to the proposal and contract to Mr. Lau, whose contact information is provided above. As an authorized negotiator with binding authority to commit to the proposal on behalf of LWA, I appreciate the City’s consideration of our team’s qualifications.

Sincerely,
Karen Ashby, CSPWQ
Vice President
Proposer’s Name and Contact
Name: Gorman Lau, PE, Associate
Phone: 530.753.6400 x 225
Email: [email protected]
Address: 1480 Drew Avenue, Suite
100, Davis, CA 95618
57 NPDES Permit Renewal/Local Limits Assessment
Submitted to the City of American Canyon 2
A. Proposer's Mandatory Qualifications Experience
Proposer’s Qualifications
Larry Walker Associates, Inc. (LWA) was established in 1979 by Larry Walker, former Executive Director of the State Water Resources Control Board (State Water Board), and is headquartered in Davis, California. LWA maintains regional offices throughout the state, including Berkeley, San Luis Obispo, Ventura, Santa Monica, San Diego, and Yreka, California, as well as Seattle, Washington. Work for this project will be based out of our Davis and Berkeley offices. Our team of over 80 professionals includes 45 staff in Northern California and delivers specialized consulting services in wastewater, water quality regulatory compliance, and environmental engineering.

LWA’s strength lies in our multidisciplinary team of qualified experts that integrate expertise from wastewater, stormwater, groundwater, water resources, and agriculture to identify and develop innovative solutions that other singlefocus firms may miss. LWA's wastewater experience includes National Pollutant Discharge Elimination System (NPDES) permit assistance (discharges to, inland surface waters, enclosed bays and estuaries, and the Pacific Ocean), Waste Discharge Requirements (WDRs) and Water Recycling Requirements (WRRs) permit assistance, permitrequired special studies, recycled water program approvals, pretreatment program assistance, support during enforcement actions, water quality monitoring and data evaluation, stormwater management, groundwater management, and source control/pollution prevention.

LWA has the insight and forward thinking that comes from years of involvement in developing and implementing federal and state laws and regulations, as well as the practices of California's regulatory agencies. Over the past 45 years of service to its clients, LWA has earned a solid reputation and significant expertise with a track record of innovation and success in assisting public agencies with water quality regulatory issues. LWA participates in statewide and national organizations that address legislative, regulatory, and permitting issues, such as the California Association of Sanitation Agencies (CASA), California Water Environment Association (CWEA), Association of California Water Agencies (ACWA), WateReuse Association, and the National Association of Clean Water Agencies (NACWA).

The benefits of this involvement include assessing the technical merits and feasibility of new regulations, preparing comment packages, evaluating the costs of proposed regulations for municipal agencies, and providing advice on strategies to contest regulations that may not represent good public policy.

Additional benefits include preparing public hearing testimony and offering guidance on technical and regulatory strategies to comply with newly adopted state and federal water quality regulations and programs. LWA's experience will effectively support the City’s NPDES permit requirements and offer the vision and expertise to guide its future evolution and strategic implementation. 45+
years of service
80+
professionals
45+
staff in
Northern CA
LWA Offices
• HQ: Davis, CA
• Yreka, CA
• Berkeley, CA
• San Luis Obispo, CA
• Ventura, CA
• Santa Monica, CA
• San Diego, CA
• Seattle, WA
58 NPDES Permit Renewal and Local Limits Assessment
Submitted to the City of American Canyon 3
Proposer’s Experience
LWA provides tailored support on projects and tasks to address complex and continuously evolving regulatory requirements. LWA has worked with municipal agencies throughout California supporting NPDES permit renewals and conducting local limits assessments and updates. Key projects highlighting LWA's collaboration and experience with projects and tasks similar to those identified in the RFP are provided in Table 1. LWA has provided three specific project descriptions for similar support provided to municipal agencies, including the City.

Table 1. LWA Team Relevant Experience
Technical Expertise
Relevant Projects
* Project description provided
Prepare NPDES Permit/WDR ApplicationsReview Regulatory Issues and Supporting Technical Information Review and Prepare Comments on Draft Tentative NPDES PermitSupport during NPDES Permit AdoptionConduct Local Limits AssessmentLocal Limits Report DevelopmentCoordination with USEPA and/or RWQCB Key Staff
Gorman Lau (GL)
Denise Conners
(DC)
Airy Krich-Brinton
(AKB)
Nubia Donikian
(ND)
Charlotte Mourad
(CM)
City of American Canyon, NPDES Permit
Renewal/Local Limits Assessment/Stress Test * • • • • • • GL, AKB Delta Diablo, NPDES Permit Compliance and
Reissuance Support and Local Limits Evaluations
and Update * • • • • • • • DC, GL, ND, AKB
City of South San Francisco, NPDES Permit
Compliance and Reissuance Support and Local
Limits Evaluations/Update * • • • • • • DC, GL, ND, AKB City of Richmond, NPDES Permit Reissuance and
Compliance Support/Local Limits Evaluations * • • • • • • DC, GL, AKB, ND City of Burlingame, NPDES Permit Compliance and
Reissuance Support and Local Limits Evaluations • • • • • • DC, GL, ND, AKB West County Wastewater District, NPDES Permit
Compliance and Reissuance Support and Local
Limits Evaluations
• • • • • • • DC, GL, ND, AKB,
CM
City of Rio Vista, NPDES Permit Reissuance and
Compliance Support • • • • • GL, ND, AKB
Monterey One Water, NPDES Permit Reissuance
and Compliance Support/Local Limits Update • • • • • • • DC, GL, ND, AKB Victor Valley Water Reclamation Authority (VVWRA)
NPDES Permit Reissuance and Compliance
Support/Local Limits Update
• • • • • • • AKB, GL
59 NPDES Permit Renewal and Local Limits Assessment
Submitted to the City of American Canyon 4
Public Agency Experience
LWA primarily supports public agencies and municipalities throughout California. Three descriptions of relevant, recent projects are provided below.

NPDES Permit Renewal, Local Limits Assessment, and Stress Testing, American Canyon, CA Client and Location City of American Canyon, American Canyon, California Dates of Service 2021-2023
Key Staff Roles Gorman Lau (Project Manager), Airy Krich-Brinton (Project Engineer) The City’s previous NPDES permit regulating the American Canyon Water Reclamation Facility (WRF) (Order No. R2-2017-0008) expired in May 2022 and LWA supported the City with the reissuance of its NPDES permit. LWA prepared the ROWD and NPDES permit application for the City that was submitted to the San Francisco Bay Regional Water Quality Control Board (Water Board). The Water Board provided the City with an Administrative Draft of the NPDES permit in March 2022. LWA reviewed the Administrative Draft of the NPDES permit, conducted a reasonable potential analysis and calculated effluent limits to verify the correct applicability of water quality criteria and objectives, and provided other comments from the Water Board staff to consider with the City’s NPDES permit. LWA provided support to the City in developing a comment letter on the Tentative Order that focused on the nickel data that were used for the reasonable potential analysis (RPA) and effluent limit calculations.

Subsequent to the adoption of the NPDES permit in June 2022, LWA conducted an assessment of the City’s local limits to determine if they need to be updated. The local limits evaluation determined that maximum allowable headworks loadings that were developed in 2017 were conservative and recommended that the City consider updating the MAHLs. LWA also recommended that the City conduct on-going monitoring as part of its Pretreatment Program to facilitate future local limits evaluations, which are always included as a requirement following the adoption of a new NPDES permit.

LWA provided support to the City in conducting a stress test in October and November 2022 to confirm an internal stress test conducted in 2020. The stress test was intended to determine if the membrane bioreactor treatment trains had sufficient capacity to remove ammonia to meet effluent limitations. The 2022 stress test confirmed the findings of the 2020 stress test and the treatment capacity of the WRF.

LWA prepared an update to the City’s Constructed Wetlands Management Plan in 2023. The previous Constructed Wetlands Management Plan was developed in 2001 prior to the City building wetlands in 2001 and 2002. The Management Plan was updated to reflect changes to the WRF that occurred since the original plan was developed.

SCOPE RELEVANCE
• Report of Waste Discharge
Preparation
• NPDES Permit Renewal
Support
• Local Limits Assessments
• Experience with San Francisco
Bay Regional Water Quality
Control Board
60 NPDES Permit Renewal and Local Limits Assessment
Submitted to the City of American Canyon 5
NPDES Permit Compliance and Reissuance Support and Local Limits Evaluations and Update Client and Location Delta Diablo, Antioch, California
Dates of Service 1993-Present
Key Staff Roles Denise Conners (Project Manager), Gorman Lau (Pretreatment Project Manager/Lead Engineer), Airy Krich-Brinton (Project Engineer), Nubia Donikian (Project Engineer)
Since 1993, LWA has provided on-going NPDES permit and water quality regulatory assistance to Delta Diablo. During the NPDES permit reissuance process, LWA prepared ROWDs, conducted RPAs, reviewed Administrative Drafts and Tentative Orders, prepared comment letters, and assisted in the negotiation of the final NPDES permit provisions. LWA supported Delta Diablo with reissuance of an NPDES permit that was adopted in February 2026.

LWA has conducted a local limits evaluation after each NPDES permit reissuance and provided recommendations for changes to protect wastewater treatment plant treatment processes and effluent quality. In 2021, Delta Diablo was required to evaluate its local limits. Since LWA’s local limits evaluation in 2014, several key pollutants were removed from the Delta Diablo’s NPDES permit. LWA prepared a sampling and analysis plan to collect data needed to update the local limits, which had not been updated since 1999. Following sampling analyses, LWA calculated updated local limits submitted to the Water Board, along with a Statement of Basis and proposed substantial modifications of the Sewer Use Ordinance. LWA worked with Delta Diablo to respond to comments received from the Water Board, which approved the revisions to the local limits and other updates to the Sewer Use Ordinance. The District adopted the updated Sewer Use Ordinance in May 2023.

LWA has conducted mixing zone modeling for multiple discharge scenarios. The discharge scenarios included various mixtures of secondary effluent, brine waste from a nearby chemical facility, local power plant blowdown, and reverse osmosis concentrate from Antioch water treatment plant. Modeling results were used to support dilution credits granted by the Water Board for ammonia, total chlorine residual, and chronic toxicity.

SCOPE RELEVANCE
• Report of Waste Discharge
Preparation
• NPDES Permit Renewal
Support
• Dilution Modeling
• Local Limits Study and
Update
• Experience with San Francisco
Bay Regional Water Quality
Control Board
61 NPDES Permit Renewal and Local Limits Assessment
Submitted to the City of American Canyon 6
Personnel
LWA offers proven managers and experts with experience working with wastewater agencies on similar projects. The LWA team is built around key staff members with expertise related to the tasks identified in the RFP. LWA commits to making management and key personnel available to support the City throughout the NPDES permit renewal and local limits assessment process. A project organizational chart is presented in Figure 1, and brief biographies of key LWA staff are provided below. Detailed resumes for all staff expected to be working on this project are provided in Appendix 1. Resumes. LWA’s collective capabilities and skills are at the City’s disposal and are not limited to the staff identified herein. LWA does not expect to use subcontractors or subconsultants for this project.

PROJECT MANAGER: Gorman Lau will continue to be the primary point of contact for the City. He will manage the work effort for each task, track project progress and budget, and coordinate between LWA and the City staff assigned to each task.

KEY PERSONNEL: The key staff members comprise a core group of highly experienced professionals who are experts in wastewater regulations/policies, NPDES permits, local limits, and issues of concern to regulatory agencies and other stakeholders. The key staff will provide leadership on individual work assignments, strategic guidance, and peer review and will work closely with Mr. Lau to deliver individual NPDES Permit Compliance and Reissuance Support and Local Limits Evaluations/Update Client and Location City of South San Francisco
Dates of Service 2011-Present
Key Staff Roles Denise Conners (Project Manager), Gorman Lau (Pretreatment Project Manager/Lead Engineer), Airy Krich-Brinton (Project Engineer), Nubia Donikian (Project Engineer)
LWA has provided on-going NPDES permit assistance for the City of South San Francisco (City) and the South San Francisco/San Bruno Water Quality Control Plant (WQCP) since 2011. Operation of the WQCP and discharge of treated effluent to the Lower San Francisco Bay is regulated by an NPDES permit issued to the City of South San Francisco, the City of San Bruno, and the North Bayside System Unit (NBSU). LWA assisted the City during adoption of the 2014 and 2019 NPDES permits and is currently supporting the reissuance of its NPDES permit expected in mid-2026. LWA prepared Reports of Waste Discharge, conducted the Utility Analysis to support wet weather blending, reviewed effluent data to determine reasonable potential, calculated effluent limits and evaluated compliance, performed mixing zone modeling to support dilution credits, and
reviewed/commented on draft permits.

LWA conducted local limits evaluations, as required by each NPDES permit, in 2014 and 2019. Following the 2014 local limits evaluation, LWA conducted a local limits study for the City to update the local limits based on changes in NPDES permit effluent limitations and WQCP upgrades and operations since the prior local limits were developed. Other ongoing regulatory assistance includes providing the City with advice on compliance issues and updates on changes to regulations and policies, reviewing self-monitoring reports, preparing and reviewing violations reports, and revising the City’s Sanitary Sewer Management Plan (SSMP).

SCOPE RELEVANCE
• Report of Waste Discharge
Preparation
• NPDES Permit Reissuance
Support
• Dilution Modeling
• Local Limits Evaluations and
Update
• Experience with San Francisco
Bay Regional Water Quality
Control Board
62 NPDES Permit Renewal and Local Limits Assessment
Submitted to the City of American Canyon 7
tasks and manage specific technical assignments. The key staff members have a long history of collaboration and are committed for the duration of this project.

Figure 1. Project Organizational Chart and Key Personnel Roles Staff Biographies
MR. LAU is an Associate at LWA with over 24 years of
experience in the environmental engineering field ranging from pretreatment and source control, NPDES permitting, wastewater quality, water quality sampling, and stormwater management and Best Management Practice (BMP) design. He is primarily responsible for overseeing, developing, and implementing pretreatment programs, developing and
evaluating local limits, developing sampling and analysis plans, overseeing water quality sampling projects, analyzing water quality data, and assisting in NPDES permit reissuances and compliance.

GORMAN LAU, PE
Associate Engineer I
Role: Project Manager, primary point
of contact with City, project oversight,
regulatory and technical support,
communication with regulatory
agencies, review of draft permits,
local limits expertise
Education: B.S. & M.S., Civil &
Environmental Engineering,
University of California, Berkeley
NPDES Permit Renewal
Airy Krich-Brinton
Local Limits Assessment
Charlotte Mourad
Project Manager
Gorman Lau, PE
City of American
Canyon
Regulatory Advisor
Denise Conners
Assistant Project
Manager
Nubia Donikian
63 NPDES Permit Renewal and Local Limits Assessment
Submitted to the City of American Canyon 8
MS. CONNERS is an Associate with LWA and has over 30 years of experience in municipal wastewater treatment facility permitting, regulatory compliance consulting, and recycled water program development and permitting. Ms. Conners has significant experience working with municipal agencies in the San Francisco Bay Area and the Water Board and provides expertise in NPDES permitting, regulatory agency
comments/responses, and permit negotiations. Ms. Conners has developed and supported negotiations leading to the approval of numerous NPDES permits, WDRs, and WRRs. She regularly advises clients on wastewater and recycled water regulatory compliance strategies.

MS. DONIKIAN is a Project Engineer at LWA with over 5 years of experience in permitting municipal wastewater treatment facilities, preparing technical reports for regulatory
compliance, source identification, and pretreatment. Her experience includes reviewing NPDES permits, conducting reasonable potential analyses, calculating effluent limitations, conducting water quality data analysis, developing sampling and analysis plans, evaluating/developing pretreatment local limits, and conducting pretreatment program audits.

MS. KRICH-BRINTON is a Project Engineer at LWA with over 25 years of experience performing specialized work in water quality, regulatory, and stormwater areas. Ms. Krich-Brinton has applied her organizational, statistical, and analytical skills to assist over 50 municipalities in California. She has prepared Reports of Waste Discharge (ROWDs) for NPDES permit
reissuance for inland and ocean dischargers, performed
wastewater and stormwater data analyses, conducted
reasonable potential analyses, calculated water quality-based effluent limits, evaluated effluent limit compliance, and reviewed and developed comments on draft NPDES permits.

MS. MOURAD is a Project Engineer at LWA with over 2 years of experience and expertise in wastewater regulatory
compliance, NPDES permitting, and pretreatment program
support and has supported a variety of municipal wastewater clients across California. Ms. Mourad has conducted local limits evaluations following United States Environmental Protection Agency’s (USEPA) Local Limits Development
Guidance (July 2004), including developing recommendations for potential revisions. She has also supported NPDES permit renewal applications through the preparation of ROWDs, compiling datasets, calculating and formatting effluent statistics, and developing narratives describing wastewater treatment processes.

Her other experience includes pretreatment program development, annual self-monitoring and pollutant minimization program reports, and ammonia assessment reporting for NPDES permit compliance.

DENISE CONNERS
Associate Engineer II
Role: Regulatory Advisor, NPDES
permit expertise, water quality
technical support
Education: M.S., Civil &
Environmental Engineering, University
of California, Davis

CHARLOTTE MOURAD
Project Engineer
Role: ROWD preparation and local
limits technical expertise
Education: B.S., Civil &
Environmental Engineering, University
of California, Berkeley

AIRY KRICH-BRINTON
Project Engineer
Role: NPDES permitting technical
expert
Education: M.S., Civil &
Environmental Engineering,
University of California, Davis

NUBIA DONIKIAN
Project Engineer
Role: Assistant Project Manager,
NPDES permit and local limits
technical expertise, dilution modeling
Education: M.S., Civil &
Environmental Engineering, University
of California, Irvine
64 NPDES Permit Renewal and Local Limits Assessment
Submitted to the City of American Canyon 9
References
LWA’s reputation is a direct result of our professional and qualified staff and our commitment to fostering long-term relationships built on trust with our clients. The client references provided in Table 2 can attest to our expertise, professional reputation, and proven processes to deliver projects on time, on budget, and to the satisfaction of our clients.

Table 2. References
Project & Client Name Contact Details

1. Delta Diablo NPDES Permit
Compliance Support and Reissuance
and Local Limits Evaluations and
Update
Name and Title: Murat Bozkurt, Engineering Services Director Address: 2500 Pittsburg-Antioch Highway, Antioch, CA 94509 Email: [email protected]
Phone: (925) 756-1948

2. South San Francisco Wastewater
Treatment Plant NPDES Permit
Compliance and Reissuance Support
and Local Limits Evaluations
Name and Title: Brian Schumacker, Plant Superintendent
Address: 195 Belle Aire Road, South San Francisco, CA 94080 Email: brian.schumacker.ssf.net
Phone: (650) 877-8555

3. West County Wastewater District
NPDES Permit Compliance and
Reissuance Support and Local Limits
Evaluations
Name and Title: Joe Neugebauer, Environmental Services
Manager
Address: 2910 Hilltop Drive, Richmond, CA 94806
Email: [email protected]
Phone: (510) 837-6230

4. City of Rio Vista NPDES Permit
Compliance and Reissuance Support
Name and Title: Greg Malcolm, Public Works Director
Address: 1 Main Street, Rio Vista, CA 94571
Email: [email protected]
Phone: (707) 249-7506

5. Victor Valley Wastewater
Reclamation Authority (VVWRA),
NPDES Permit Reissuance and
Compliance Support and Local Limit
Development/Update
Name and Title: Latif Laari, Environmental Compliance
Manager
Address: 20111 Shay Road, Victorville, CA 92394
Email: [email protected]
Phone: (760) 954-5083
History
LWA has not undergone any mergers, acquisitions or sales related to the firm’s organizational structure in its 46-year history.

Legal Challenges
LWA does not have any pending litigation.

Fiscal Viability
LWA has never filed for bankruptcy or insolvency in its 46-year history. 65 NPDES Permit Renewal and Local Limits Assessment
Submitted to the City of American Canyon 10
B. Technical Project Approach

1. NPDES Permit Renewal
The City owns and operates the American Canyon Water Reclamation Facility (WRF) and its collection system. The City’s current NPDES permit (Order No. R2-2022-0019) expires on July 31, 2027. The Report of Waste Discharge and NPDES permit application are due no later than November 3, 2026. The following tasks describe LWA’s plan for supporting the City with the NPDES permit renewal process. a. Host kick-off meeting and develop/recommend strategy based on current regulatory condition (April 2026).

LWA will prepare for and participate in a kick-off meeting with City staff to discuss the current permitting policy and schedules prevalent at the Water Board, its potential effects on the City, and pertinent issues concerning the City with the NPDES permit renewal process. This meeting will be conducted in April 2026 to ensure that appropriate information is obtained and developed during the permit application process. LWA will prepare an agenda along with meeting notes that will be provided to the City for review and comment.

The investment in communicating with Water Board staff on a regular basis cannot be overemphasized.

Our experience shows that decisions regarding the permit conditions are almost always made by Water Board staff. Once the Water Board hears the permit in a public forum, it is rare for changes to occur. The cost estimate for this project includes up to two meetings with Water Board staff, as necessary, as well as other forms of communication such as phone conversations, virtual meetings, or email. b. Compile necessary data, prepare and submit the Report of Waste Discharge due to the San Francisco Bay Regional Water Quality Control Board no later than November 3, 2026.

LWA will prepare the ROWD and NPDES permit application that the City can submit to the Water Board no later than November 3, 2026. Pertinent data will be compiled and reviewed to determine data sufficiency, conduct quality assurance and quality control, and evaluate compliance history. The State Implementation Policy (SIP) contains several provisions that depend on data sufficiency, so this step is important. Data to be reviewed may include influent, effluent, and receiving water data (flows, quality), and whole effluent toxicity (WET) data. Additional information to be used in the evaluation includes pertinent Water Board correspondence, any special studies performed by the City, and current planning documents for the WRF. Data anomalies in the dataset will be evaluated to determine if it is appropriate for the City to request that they be removed from the dataset for determining reasonable potential and calculating effluent limitations. The ROWD will include the following components:
• Cover letter – The cover letter will provide a narrative discussion of concerns that the City would like to address during the NPDES permit negotiations and in the new NPDES permit such as a mixing zone request, compliance options for constituents identified with reasonable potential, or reduced monitoring provisions.
• California Form 200 – This is a standard California application form for an NPDES permit. • USEPA Form 2A – This federal form provides details about the WRF, including site layouts and treatment schematics, effluent quality, discharge location, including a final effluent characterization.
• USEPA Form 2S – This federal form provides details about sludge treatment and disposal, including a final biosolids characterization.
66 NPDES Permit Renewal and Local Limits Assessment
Submitted to the City of American Canyon 11
LWA will provide the draft ROWD to the City at least one month before it is due for submittal to allow time for review. Based on comments received from the City, LWA will prepare a final ROWD that the City will submit to the Water Board.
c. Develop basis (scope and cost estimate) for dilution studies and perform the required shallow water discharger analysis.

LWA will prepare a scope and cost estimate to conduct an effluent mixing zone/dilution study to characterize mixing and associated dilution of effluent discharges from the WRF to the Napa River.

Currently, because Discharge Point Nos. 001 and 003 do not achieve a minimum 10:1 dilution, the City’s NPDES permit does not allow dilution credits in the calculation of effluent limits other than for cyanide, in accordance with the Water Quality Control Plan for the San Francisco Bay Basin (Basin Plan). LWA will utilize dilution models and site-specific data and identify additional information needed to perform a shallow water discharge analysis of dilution, as necessary. d. Conduct Reasonable Potential Analysis (RPA) and Calculate Currently Applicable Effluent Limits. Conduct sensitivity analyses for effluent limits.

The Water Board conducts an RPA of WRF and receiving water data to determine the pollutants for which effluent limitations are necessary. LWA has developed a customized computer program for determining whether reasonable potential exists for a discharger to cause or contribute to the exceedance of water quality objectives. This computer program also projects expected effluent limitations. Concurrent with the development of the ROWD, LWA will conduct an RPA and calculate projected effluent limitations to determine the ability of the WRF to comply with future effluent limitations. This step is a strategic step to identify potential issues that may arise from the new NPDES permit and allow for the City to make specific requests in the ROWD cover letter and work with Water Board staff to identify compliance options and mitigate risk of non-compliance with effluent limitations in the new NPDES permit.

After the Water Board provides an Administrative Draft (and later the Tentative Order) of the NPDES permit, LWA will use its program to quickly verify the accuracy of the Water Board’s RPA and effluent limitation calculations. There are many ways to interpret language in the California Toxics Rule and the SIP. Various scenarios may need to be evaluated to determine the consequences of various alternative interpretations and the sensitivity of effluent limitations and projected compliance and to address and changes or concerns the City has. These alternatives will be discussed during the kick-off meeting. e. Conduct technical analyses as needed to address regulatory issues.

As determined in the kick-off meeting with the City, an information request from the Water Board, or outstanding items from the current NPDES permit, LWA will conduct necessary technical analyses prior to submitting the ROWD. Potential efforts, aside from the dilution studies mentioned above could include information and/or justifications for WRF modification, WET testing screening, compliance assessments, special studies for pollutants of concern, or monitoring location alterations. LWA has set a placeholder for this task as it is unknown which analyses may be necessary, and will discuss the specific efforts with the City as they arise.
f. Review and provide comments on Administrative Draft.

LWA’s technical and management approach to NPDES permit reissuances encourages early planning, whenever possible, by starting to review permit issues well before the permit is scheduled for reissuance. LWA treats NPDES permits like a contract between the client and the regulatory agency. 67 NPDES Permit Renewal and Local Limits Assessment
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LWA works with the client to ensure that the client can comply with each of the terms and conditions included in this “contract.”
LWA strives to assist in permit negotiations at the earliest stages of permit drafting by requesting one or more Administrative Drafts prior to the Tentative Order NPDES permit being issued for public comment.

The Administrative Draft permit will be reviewed to determine whether requirements are reasonable, consistent with the law, and consistent with other NPDES permits issued in the San Francisco Bay region and around the state. Due to the complexity of NPDES permits in California, Water Board staff request that comments on Administrative Drafts be submitted in writing with justification for requested changes. After initial review of comments on the Administrative Draft, a meeting is usually held with Water Board staff to review the comments. It is anticipated that there will be one Administrative Draft for the purposes of this proposal. It is assumed the permit will be reissued prior to or around the expiration (July 31, 2027). Therefore, LWA will be prepared to expect an Administrative Draft in the Spring of 2027. Typically, a very short (approximately 1 week) turn-around is allowed for review of the Administrative Draft.

LWA will review and provide red-line strikeout of proposed changes of the Administrative Draft. LWA will meet with the City to review the Administrative Draft and comments prior to finalizing the edited version for submittal to the Water Board. LWA will also work with the City to prepare any outstanding information that the Water Board identifies in the Administrative Draft. g. Review and provide comments on Tentative Order.

Comments on the Tentative Order are normally more detailed and comprehensive than comments on Administrative Draft because Tentative Order comments are submitted for the public record and can be used in an appeal or for other actions on the NPDES permit. However, the number of issues is normally reduced in comparison to the Administrative Draft, based on discussions with Water Board staff. The Tentative Order comments may require additional research for citations of precedent-setting activity and will cover all aspects of the NPDES permit that the City wishes the Water Board staff to revise or that the City may wish to appeal.

LWA will review the Tentative Order and prepare a draft comment letter. LWA will meet with the City to review the draft comment letter prior to finalizing it for the City’s submittal to the Water Board. LWA will also work with the City to prepare any outstanding information that the Water Board may need.

Once the Tentative Order comments are submitted to the Water Board, it is important to work out any differences with Water Board staff. In addition, it is possible that Water Board staff may want to make changes to the NPDES permit during the public comment period and will normally discuss these changes with the City ahead of the adoption hearing.
h. Develop strategy for Regional Water Board hearing.

While the City is not required to testify at the Water Board hearing on its NPDES permit, it is advisable to attend the hearing. The reasons for attending include expressing support for the permit as-is or countering comments from other stakeholders that may influence the outcome of the NPDES permit.

Often it is not necessary to stand up to testify during the hearing, but the Water Board often asks if the City is present. With the City’s current NPDES permit, LWA worked with the City and Water Board staff during that NPDES permit reissuance to resolve issues such that the NPDES permit was adopted as an uncontested item during the adoption hearing.

If issues with the NPDES permit cannot be resolved through the Administrative Draft and Tentative Order phases, LWA will work with the City to develop a strategy, and if necessary, public comments and/or a presentation for the Water Board’s adoption hearing. 68 NPDES Permit Renewal and Local Limits Assessment
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i. Upon adoption of new permit, develop a comprehensive, chronological list of all deliverables, special studies, or other tasks with deadlines.

Once the NPDES permit is adopted, LWA will prepare an overall schedule to keep track of activities required by the new permit. LWA will develop a table or chart listing all regulatory deadlines and activities to provide an “at-a-glance” representation of the five-year permit term.

The anticipated schedule for the NPDES permit reissuance support is presented in Table 3. The schedule is based on LWA receiving a Notice to Proceed by March 15, 2026 and the Water Board meeting the schedule for adopting the City’s new NPDES permit before expiration of the current NPDES permit on July 31, 2027. LWA will work with the City to prepare a schedule for the dilution study or other technical analyses if these studies are needed.

Table 3. Proposed Schedule for NPDES Permit Renewal Support Task Timeframe
Kick-off Meeting April 2026
Report of Waste Discharge Draft September 25, 2026
Final October 30, 2026
Dilution Studies TBD
Reasonable Potential Analysis Draft September 11, 2026
Final September 2021
Technical Analyses TBD
Comments on Administrative Draft Draft to City within 3 days of receipt Final per Water Board deadline
Comments on Tentative Order Draft to City within 2 weeks of receipt Final per Water Board deadline
Adoption Hearing Strategy prepared 1 week prior to Adoption Hearing Schedule of New Permit Activities Draft to City within 2 weeks of receipt of Final Order Final 1 week from receipt of comments from City

2. Local Limits Assessment
LWA will begin the local limits assessment efforts in December 2026 following submittal of the ROWD.

LWA will prepare most of the local limits assessment prior to the adoption of the NDPES permit, which is expected in July 2027. LWA will complete the local limits assessment immediately following adoption of the NPDES permit and prepare it for submittal to the Regional Water Board within one week of permit effective date (excluding any unforeseen issues that may arise from final permit adoption). a. Host kick-off meeting and develop/recommend strategy that complies with USEPA procedures and the NPDES permit.

LWA will prepare for and participate in a kick-off meeting with the City. The purpose of this meeting is to confirm the project understanding, discuss the project approach, strategy, changes in conditions over the past five years, and City concerns with industrial users or the existing local limits, and gather relevant information or data needed for this effort. LWA will prepare an agenda for the meeting. As part of the kick-off meeting, LWA will conduct a site visit of the WRF to review treatment processes at facility and identify existing and potential monitoring locations for a local limits study. 69 NPDES Permit Renewal and Local Limits Assessment
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b. Review existing data and relevant background information to meet the requirements of Step 1 of the four-step process recommended by the USEPA.

LWA will review relevant background data and information. The data and information to be reviewed will include, at a minimum, the Chapter 14.16 (Sewer Use Regulations) of the Municipal Code, recent annual reports and monitoring data, industrial user surveys, monitoring data from industrial users, process unit diagrams and design capacities, Pretreatment Compliance Inspection/Pretreatment Compliance Audit (PCI/PCA) Summary Reports, NPDES permit, and existing local limits development documents. LWA anticipates that the City will be able to provide the above information in electronic format (e.g., Excel, Word, PDF) for review and compilation. c. Develop Local Limits Review for submittal to the Regional Board documenting the completion of Step 1, and outlining any sampling plan required (Step 2).

The City is required to complete a local limits evaluation following the reissuance of its NPDES permit every five years. LWA will conduct a detailed assessment of the City’s local limits using the procedures in the Local Limits Development Guidance with the following goals:
• Assess current influent loading conditions and effluent compliance • Determine if the existing local limits are sufficiently protective in preventing inhibition and interference at the WRF and exceedances of water quality and biosolids requirements and protect worker and public health and safety
• Identify other pollutants of concern that the City may need to consider regulating LWA will conduct the local limits assessment with a stepwise, adaptive approach. This approach will better inform any subsequent tasks, such as streamlining additional sampling to reduce resources needed and analytical costs. The local limits assessment will include the following steps:
• Identify all applicable regulations and restrictions to be considered in an update of the local limits, including NPDES permit effluent limitations, recycled water use goals and limitations, biosolids restrictions, treatment process inhibition, and WRF design criteria. • Develop a list of pollutants of concern based on applicable regulations and restrictions and pollutant data from industrial users.
• Summarize the available data and information collected and identify historical data that can be utilized if any of the existing local limits need to be updated. The use of historical data provides a temporal characterization of wastewater at points of interest that may not be captured during an intensive local limits sampling effort (e.g., one week of consecutive daily sampling). Utilizing historical data reduces the level of additional sampling that may be needed to fill data gaps. • Review if WRF removal efficiencies have changed since the local limits were developed. • Conduct an analysis for each pollutant of concern where recent influent loads are compared to the maximum allowable headworks loading (MAHL) that was developed in the last local limits study to determine influent loading trends and if influent loads are approaching the MAHLs. • Tailor an effective strategy for any follow-up local limits work (e.g., additional sampling, recalculation of existing local limits, development of new local limits) if it is necessary.

LWA will prepare a draft technical memorandum summarizing the local limits assessment and its findings and recommendations that will be submitted to the City for review and comment. Additional sampling found to be necessary is discussed in Task 2.d. LWA will participate in a conference call with 70 NPDES Permit Renewal and Local Limits Assessment
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City staff to discuss the local limits assessment and identify next steps. Based on a set of consolidated comments from the City, LWA will prepare a final technical memorandum that will be submitted to the Water Board in response to the expected requirement to conduct a local limits evaluation within 180 days of the NPDES permit reissuance. As discussed in the RFP, it is expected that most of the local limits assessment will be completed prior to the reissuance of the City’s NPDES permit (estimated to be July 2027). It is expected that the local limits assessment will be completed and available for submittal to the Water Board within one week of the NPDES permit effective date. d. Calculate Local Limits, if the previous steps determined that the existing limits need revision.

LWA completed a local limits assessment for the City in 2023 following the adoption of the current NPDES permit. The local limits assessment included several key recommendations for the City to consider in updating its local limits. Specifically, the 2023 local limits assessment concluded that the following revisions should be made to the City’s local limits, which were last updated in 2017:
• Recalculate local limits to exclude use of water quality criteria and 40 CFR Part 503 biosolids regulations and include inhibition considerations for nitrification. • Reconsider the implementation of local limits for alkalinity, Total Kjehldahl Nitrogen (TKN), oil and grease, dissolved sulfide, phenol, total toxic organics (TTO), polycyclic aromatic hydrocarbons (PAHs), and volatile organic compounds because the local limits assessment determined they were not pollutants of concern.
• Need for additional monitoring for molybdenum and primary treatment effluent for several pollutants to characterize primary treatment removal for protection of the nitrification process. • Update local limits for chromium, mercury, nickel, selenium, zinc, and chloride and develop a local limit for chloride.

LWA will prepare a local limits sampling plan that will outline the sampling that is needed to update the local limits. The sampling plan will include details on the sampling locations, pollutants to be sampled, sampling frequency, sampling and analysis methodology (e.g., grab versus composite samples, sample bottle requirements, analytical methods, reporting limit recommendations), quality assurance and quality control considerations, and procedures for conducting clean sampling activities.

LWA will prepare a draft local limits sampling plan and submit it to the City for review and comments.

LWA will participate in a conference call with City staff to discuss the sampling plan. Based on a set of consolidated comments from the City, LWA will prepare a final local limits sampling plan. It is expected that City staff will conduct any additional sampling. LWA staff are not health and safety experts and any sampling conducted as part of this effort must adhere to the City’s applicable health and safety requirements. This scope of work and cost estimate do not include LWA staff providing sampling support or equipment purchase or rental or analytical costs associated with the sampling effort. e. Prepare a full Local Limits Report for City review. Support City in responding to any Regional Board comments on the final report.

Upon receiving the local limits sampling data, LWA will develop the allowable headworks loading (AHL) limits for the appropriate pollutants. Numeric local limits may be established based on one or more of the following criteria: WRF design capacities, pass-through or discharge limitations, interference with or inhibition of WRF operations, biosolids disposal restrictions, or other applicable limitations. LWA will calculate AHLs for each of these criteria and determine the MAHL for each pollutant. The MAHL is used to develop the maximum allowable industrial loading (MAIL), which is the total mass load that can be 71 NPDES Permit Renewal and Local Limits Assessment
Submitted to the City of American Canyon 16
accepted from all industrial users, and calculate the local limits. LWA will work with the City to identify the appropriate allocation of the MAIL amongst its industrial users to develop the final local limits.

LWA will prepare a draft local limits report presenting the proposed local limits and technical justification for their establishment. The draft local limits report will be submitted to the City for review.

LWA will meet with City staff to present the draft report and to discuss comments. Based on comments received, LWA will prepare a final draft local limits report that will be submitted to the Water Board for review and approval.

Upon receiving comments from the Water Board on the final draft local limits report, LWA will prepare a final local limits report and include a response to comments received from the Water Board that summarizes any revisions made or not made to the final draft local limits report. The City may then incorporate the local limits into Chapter 14.16 (Sewer Use Regulations) of the Municipal Code and begin their implementation upon approval by the City Council. f. If Local Limits are revised, review existing Municipal Code and provide suggested revisions.

LWA will assist the City in updating Chapter 14.16 (Sewer Use Regulations) of the Municipal Code. LWA will prepare a redline markup of proposed changes to Chapter 14.16 and submit it to the City for consideration. LWA will participate in a conference call with City staff to discuss the proposed revisions to Chapter 14.16.

The anticipated schedule for the local limits assessment is presented in Table 4. The schedule is based on LWA receiving a Notice to Proceed by March 15, 2026 and the Water Board meeting the schedule for adopting the City’s new NPDES permit before expiration of the current NPDES permit on July 31, 2027. It is assumed that the City will conduct local limits sampling by September 2027 and that the analytical laboratory will provide data by October 2027. The final local limits report and updates to the Municipal Code to incorporate the updated local limits depends on receiving comments from and approval by the Water Board of the local limits. LWA will work with the City to re-evaluate the schedule when the Water Board provides feedback.

Table 4. Proposed Schedule for Local Limits Assessment
Task Timeframe
Kick-off Meeting December 2026
Review Existing Data and Information January 2027
Local Limits Assessment Draft June 2027
Final July 2027
Local Limits Sampling Plan Draft July 2027
Final August 2027
Local Limits Report Draft January 2028
Final Draft February 2028
Final TBD
Municipal Code Updates TBD
72 Project Experience
Gorman Lau, P.E.

Associate
Professional Experience
Mr. Lau is an Associate at LWA with over 23 years of experience in the environmental engineering field, ranging from pretreatment and source control, National Pollutant Discharge Elimination System (NPDES) permitting, wastewater quality, water quality sampling, and stormwater management and Best Management Practice (BMP) design. He is primarily responsible for developing/ implementing pretreatment programs, developing/evaluating local limits, developing sampling and analysis plans, overseeing water quality sampling projects, analyzing water quality data, assisting in NPDES permit reissuances and compliance, and assisting in stormwater program management.

NPDES Permit Reissuance Support. 2002-Present. Various Clients Assessed and gathered data and completed the Report of Waste Discharge (ROWD) and NPDES permit applications for NPDES permit renewal. Conducted a reasonable potential analysis (RPA) to determine pollutants requiring effluent limitations and calculated the effluent limitations to project potential compliance issues. Calculated and justified use of metals translators and water effect ratios (WERs) for water quality objectives/criteria.

Conducted hardness and salinity analyses to determine the appropriate applicable water quality objectives/criteria. These calculations were used to verify Regional Water Quality Control Board (Regional Water Board) findings. Estimated potential monitoring costs for new NPDES permit requirements. Provided technical support during NPDES permit negotiations. Clients include the Cities of Burlingame, Calistoga, Clovis, Grass Valley, Honolulu, Lompoc, Manteca, Modesto, Petaluma, Pinole-Hercules, St. Helena, and Vacaville, Town of Yountville, Central Contra Costa Sanitary District, City and County of Honolulu, Delta Diablo, Napa Sanitation District, East Bay Dischargers Authority, FairfieldSuisun Sewer District, Rio Vista, Sonoma County Water Agency, and Sacramento County Regional Sanitation District.

NPDES Permit Compliance Assistance. 2002-Present. Various Clients Assisted municipalities in compliance activities with NPDES permits, including, but not limited to, conducting special studies, assisting with monitoring and reporting requirements, determining compliance with effluent limitations, preparing submittals to the Regional Water Boards, and responding to compliance and enforcement issues. Clients include the Cities of Clovis, Grass Valley, Los Angeles, Pinole-Hercules, and Reno, City and County of Honolulu, and Delta Diablo.

Pretreatment Local Limits Development. 2003-Present. Various Clients Evaluated existing local limits and provided recommendations for possible revisions.

Developed a sampling and analysis plan for local limits development. Provided oversight and coordination for local limits monitoring. Derived technically- and scientifically-based and updated local limits. Responded to Regional Water Board comments to local limits derivation. Clients include the Cities of Burlingame, Chico, Davis, Grass Valley, Gustine, Lodi, Manteca, Merced, Modesto, Palo Alto, Palm Springs, Paso Robles, Petaluma, Reno, Richmond, Ridgecrest, Rio Vista, San Luis Obispo, San Mateo, Santa Barbara, Santa Rosa, Simi Valley, South San Francisco, Thousand Oaks, Turlock, Watsonville, and Woodland, Camarillo Sanitary District, Central Contra Costa Sanitary District, Delta Diablo, El Dorado Irrigation District, Goleta Sanitary District, Monterey One Water, Napa Sanitation District, South County Regional Wastewater Authority, South San Luis Obispo County Sanitation District, Victor Valley Wastewater Reclamation Authority, West County Wastewater, and Western Riverside County Wastewater Reclamation Authority.

Education
M.S., Civil and
Environmental Engineering,
2002, University of
California, Berkeley
Berkeley, CA
B.S., Civil and
Environmental Engineering,
2001, University of
California, Berkeley
Berkeley, CA
Years of Experience
With LWA: 23
With Other Firms: 0
Professional Affiliations
CWEA, Member
Registrations
Professional Engineer, CA,
No. C69231
Appendix 1. Resumes
17 73
Project Experience
Pretreatment Program Development and Implementation. 2004-Present. Various Clients Developed and/or updated Sewer Use Ordinances, Enforcement Response Plans, industrial user permits, industrial user permit applications, industrial user surveys, administrative manuals. Provided guidance on Pretreatment Program implementation. Clients include the Cities of Chico, Grass Valley, Gustine, Honolulu, Lodi, Palm Springs, Reno, Richmond, Rio Vista, San Mateo, Santa Barbara, Thousand Oaks, and Turlock, El Dorado Irrigation District, Goleta West Sanitary District, Monterey One Water, Santa Ana Watershed Protection Authority, South County Regional Wastewater Authority, South San Luis Obispo County Sanitation District, Tahoe-Truckee Sanitation Agency, Victor Valley Wastewater Reclamation Authority, and Western Municipal Water District.

City of Los Angeles On-Call Specialized and Expert Regulatory Services. 2011-Present Served as Assistant Project Manager supporting LASAN on various regulatory-related projects, providing updates to LASAN staff on upcoming regulatory changes and its impacts on the City and its facilities, coordinating subcontractors on LASAN projects and studies, and providing project management support. Served as project manager or technical lead on providing California Environmental Quality Act (CEQA) and National Environmental Protection Act (NEPA) support for the Hyperion Water Reclamation Plant (HWRP) Advanced Water Purification Facility; Title 22 Engineering Report for the Terminal Island Water Reclamation Plant; NPDES permitting support; CEQA analysis for the continued disposal of biosolids at Green Acres Farm; and HWRP odor mitigation support.

Hyperion Water Reclamation Plant Water Recycling Compliance Assessment, AECOM. 2019-2020. Marina Del Rey, CA.

Project Manager and Senior Engineer responsible for evaluating and identifying potential compliance issues related to the HWRP 2035 plan to recycle 100 percent of its effluent and discharge only reverse osmosis concentrate. Work effort included projecting future effluent quality and its compliance with water quality criteria and projected NPDES permit effluent limitations; conducting dilution modeling to evaluate compliance changes, and supporting water quality data collection and review of data from other similar facilities to refine the initial compliance assessment.

Metals Translator Study. 2005-Present. Various Clients
Project Manager and Engineer responsible for developing Metals Translator Work Plans to provide guidelines for monitoring activities for the Metals Translator Study. Conducted and oversaw Metals Translator Study sampling efforts and coordinated with plant operators and the analytical laboratory for sampling and sample delivery. Analyzed sample data and produced the Metals Translator Study Report. Clients include the Cities of Clovis, Grass Valley, and Stockton, California Steel Industries, Mt. View Sanitary District, Napa Sanitation District, and Sonoma Valley Water Agency.

Toxicity Reduction Evaluations/Toxicity Identification Evaluations. 2009-Present. Various Clients Conducted Toxicity Reduction Evaluation (TRE) and coordinated Toxicity Identification Evaluations (TIE) to investigate chronic toxicity for Selenastrum capricornutum and Ceriodaphnia dubia. TRE efforts included evaluating facility operations and maintenance activities, reviewing facility performance and water quality data, identifying potential pollutants of concern, developing targeted water quality monitoring plans, and identifying potential sources that may cause toxicity. TIE efforts included identifying appropriate treatment steps for testing, coordinating with toxicity testing laboratories to conduct toxicity testing, and preparing reports for the Regional Water Boards. Clients include the Cities of Grass Valley and Lompoc and the United Auburn Indian Community.

Central Valley Clean Water Association Toxicity Special Study. 2016-2018.

Compiled chronic toxicity data collected between January 2011 and March 2017 from 66 Central Valley POTWs to characterize exceedance frequency of chronic toxicity triggers for Pimephales promelas, Ceriodaphnia dubia, and Selenastrum capricornutum. Evaluated the frequency that POTWs were required to undergo accelerated testing, TREs, and TIEs. Assessed the success rate of TREs in identifying the pollutant(s) causing toxicity. Developed alternative tools besides TREs that could be used to better assess source(s) of observed chronic toxicity. Held workshops for stakeholders and regulators to present the findings of the study. Prepared summary report that was attached to CVCWA comments on the State Water Resources Control Board’s Statewide Toxicity Policy.

Rio Vista Salinity Source Identification Study. 2021. City of Rio Vista Project Manager responsible for preparing sampling and analysis plan for collection system sampling to determine sources of salt loading for the City of Rio Vista Beach Treatment Facility. Prepared mass balance and final report that identified salt loading and recommended source control measures to reduce salt loadings in the collection system. 18 74
Project Experience
Professional Experience
Ms. Conners serves as Project Manager and Strategic Advisor for LWA’s work in the fields of wastewater, recycled water, and potable water regulatory assistance. She has 30 years of experience in water quality regulatory development/tracking, municipal agency compliance assistance, and program permitting. Ms. Conners has been responsible for obtaining wastewater and recycled water permits; advising clients on regulatory compliance issues; negotiating enforcement actions; and designing/implementing technical studies to evaluate water quality impacts. Selected water quality regulatory-related clients and projects are summarized below.

City of South San Francisco. 2011-Present. South San Francisco, CA.

Conducted mixing zone modeling and prepared technical documents to support discharge of secondary effluent to Lower San Francisco Bay. Prepared ROWDs, reviewed and prepared comments on draft NPDES permits. Prepared spill and bypass reports for submittal to Regional Water Board. Prepared TM on chlorine degradation in outfall pipeline to support >0.0 mg/L target residual chlorine at WQCP. Provide ongoing wastewater regulatory assistance.

Delta Diablo. 2007-Present. Antioch, CA.

Conducted mixing zone modeling and prepared technical documents to support discharge to Suisun Bay of commingled secondary effluent, power plant blowdown, brine waste from nearby chemical facility, and reverse osmosis concentrate from Antioch Brackish Water Desalination Plant. Prepared ROWDs, reviewed and prepared comments on draft NPDES permits, and provided support during permit adoption hearing. Conducted antidegradation analysis to support increased wastewater discharges to Suisun Bay. Provide ongoing wastewater regulatory assistance.

City of Santa Rosa. 2017-Present. Santa Rosa, CA.

Wastewater NPDES permit reissuance, PFAS monitoring plan, wastewater regulatory assistance.

Occidental County Sanitation District. 2009-2018. Occidental, CA.

Wastewater NPDES permit reissuance, Pollution Prevention Plan preparation.

City of Richmond. 2009-Present. Richmond, CA.

Wastewater NPDES permit reissuance, enforcement action assistance, local limits evaluation/development, pretreatment program implementation, alternate ammonia effluent limits approval. Wastewater and stormwater regulatory assistance. SIU, FOG, and commercial facility wastewater and stormwater inspections.

With input from Carollo Engineers, Inc., developed approach to obtain performance-based ammonia effluent limits using anticipated treatment process effectiveness after upgrades at the City of Richmond Water Pollution Control Plant. Negotiated NPDES permit conditions with the Regional Water Board, documented justifications for exemption from antibacksliding provisions, and prepared anti-degradation analysis.

West County Wastewater District. 2009-Present. Richmond, CA.

Wastewater NPDES permit reissuance, local limits evaluation/development, enforcement action assistance.

Denise H. Conners
Associate II
Education
M.S., Civil & Environmental
Engineering, University of
California, Davis
B.S., Environmental Studies
(Water Chemistry), San Jose
State University
Years of Experience
With LWA: 26
With Other Firms: 4
Professional Affiliations
Member, WateReuse
Association (2003 to
present)
Member, California
WateReuse Legislative and
Regulatory Committee (2010
to present)
Member, BACWA Permits
Committee (2003 to present)
Member, California
Association of Sanitation
Agencies Regulatory Work
Group (2011 to present)
Appendix 1. Resumes
19 75
Project Experience
Central San (Central Contra Costa Sanitary District). 2016-2019. Martinez, CA.

Prepared ROWD for 2017 NPDES permit reissuance, reviewed and prepared comments on draft NPDES permits, and provided support during permit adoption hearing. Evaluated impacts to effluent quality associated with mixing reverse osmosis concentrate from large-scale recycled water project with secondary effluent. Conducted mixing zone modeling and prepared technical documents for recycled water project planning and to obtain dilution credits for wastewater discharges to Suisun Bay.

City of San Mateo (under contract with Trussell Technologies). 2022-Present. San Mateo, CA.

Conducted mixing zone modeling and prepared technical documents to support discharge of secondary effluent to Lower San Francisco Bay. Prepared ROWD, reviewed and prepared comments on draft NPDES permit. Evaluated compliance with Statewide Toxicity Provisions and recommended approach for chronic toxicity species screening.

Veolia Water/City of Burlingame. 2008-Present. Burlingame, CA.

Conducted mixing zone modeling and prepared technical documents to support discharge of secondary effluent to Lower San Francisco Bay. Prepared ROWDs, reviewed and prepared comments on draft NPDES permits, and participated in meetings with Regional Water Board. Evaluated compliance with Statewide Toxicity Provisions and recommended approach for chronic toxicity species screening. Provide ongoing wastewater and biosolids regulatory advice.

Mt. View Sanitary District. 2009-Present. Martinez, CA.

Prepared ROWDs, evaluated permit compliance, reviewed draft NPDES permits, prepared comments, and held discussions with Regional Water Board staff. Developed nitrogen effluent limit compliance approach and triggers for harmful algal blooms when discharging from treatment marsh. Evaluated wildlife marsh management plans and developed response to enforcement actions.

Sonoma Valley County Sanitation District. 2007-Present. Sonoma, CA.

Prepared ROWDs, reviewed and prepared comments on draft NPDES permits to allow discharge of tertiary effluent to Schell Slough. Evaluated compliance with Statewide Toxicity Provisions and recommended approach for chronic toxicity species screening. Conducted copper and cyanide compliance studies and developed approach for zinc compliance. Provided advice during chronic toxicity screening studies and TRE/TIE implementation. Prepared CCR Title 22 Engineering Report for various non-potable uses and obtained recycled water program approval. Provide ongoing wastewater and recycled water regulatory assistance.

City of Calistoga. 2003-Present. Calistoga, CA.

Prepared ROWDs, reviewed and prepared comments on draft NPDES permits to allow discharge of secondary and tertiary effluent to Napa River. Conducted mixing zone modeling and obtained dilution credits for constituents of concern. Prepared CCR Title 22 Engineering Report for various non-potable uses and obtained recycled water program approval. Provide ongoing wastewater and recycled water regulatory assistance.

Town of Yountville. 2003-Present. Yountville, CA.

Prepared ROWDs, reviewed and prepared comments on draft NPDES permits to allow discharge of secondary effluent to Napa River. Conducted mixing zone modeling and obtained dilution credits for constituents of concern. Prepared CCR Title 22 Engineering Report for various non-potable uses and obtained recycled water program approval. Provide ongoing wastewater and recycled water regulatory assistance.

Fairfield-Suisun Sewer District. 2023-Present. Fairfield, CA.

Prepared ROWD, developed permit compliance strategy, reviewed and prepared comments on draft NPDES permit.

The 2025 NPDES permit includes an additional discharge location, changes to receiving water monitoring locations, and plans for implementing nature-based projects to improve nitrogen removal.

Rodeo Sanitary District. 2015-Present. Rodeo, CA.

Conducted mixing zone modeling and prepared technical documents to support discharge of secondary effluent to San Pablo Bay. Prepared ROWDs, reviewed and prepared comments on draft NPDES permits, and participated in meetings with Regional Water Board staff. Provided advice during chronic toxicity screening studies and TRE implementation. Currently evaluating impacts of accepting new waste stream for discharge. 20 76
Project Experience
Airy Krich-Brinton
Project Engineer II
Professional Experience
Ms. Airy Krich-Brinton serves as a Project Engineer for LWA, performing specialized work in water quality, regulatory, and stormwater service areas. Over the past 26 years, she has applied her organizational, statistical, and analytical skills to provide assistance for over 50 municipalities in California. Ms. Krich-Brinton prepares regulatory reports, performs wastewater and stormwater data analyses, conducts reasonable potential analyses, calculates water quality-based effluent limits and predicts compliance, and prepares permit renewal applications (Reports of Waste Discharge or ROWDs) for renewing National Pollutant Discharge Elimination System (NPDES) and Waste Discharge Requirements (WDRs) permits.

Permit Renewal Applications: Reports Waste Discharge (ROWD), Multiple Clients. 2000-Present. CA.

Ms. Krich-Brinton has assisted more than 30 clients with Reports of Waste Discharge for NPDES permit renewal applications, including 10 in the San Francisco Bay Region and 11 in the Central Valley Region. She has prepared comments, reviewed compliance with permit requirements, and performed special studies. She has analyzed wastewater discharge data and performed reasonable potential analyses, effluent limit calculations, dilution analyses, and prepared infeasibility analysis reports as necessary.

Ms. Krich-Brinton prepares ROWDs using the updated California and United States Environmental Protection Agency (USEPA) forms, compiles appropriate datasets for wastewater and biosolids, calculates and formats statistics, develops narratives and schematics of the wastewater processes, and updates location maps. When biosolids are treated and disposed of, Ms. Krich-Brinton also compiles information from land application sites, landfills and other treatment works as necessary. She assists with the preparation of additional information such as mixing zone studies, translator studies and data analysis results to support permit limit requests. She prepares a cover letter containing requested/required supporting information and specific requests for the upcoming permit.

When the draft permit and/or Tentative Order is issued, she reviews them and prepares comments in response to errors, issues, and/or inconsistencies.

Recent clients include:
2025: Russian River CSD (& 2018), Sac Sewer (& 2020, 2015), Silverwood, City of Shasta Lake, City of Victorville, Town of Yountville (& 2019, 2014); 2024: Victor Valley Wastewater Reclamation Authority (& 2018), Delta Diablo Sanitation District (& 2019), Sacramento Combined Sewer System (& 2019), City of Tracy (& 2017), City of Camarillo;
Review of the Reasonable Potential Analysis, Multiple Clients. 1999-Present. CA.

A reasonable potential analysis (RPA) is used by Regional Water Quality Control Boards to determine which constituents require permitted effluent limits. Ms. Krich-Brinton is an expert at performing the reasonable potential analysis following the methods used by the Regional Water Boards in each Region of California, and comparing Tentative Orders with procedures in the State Implementation Plan and Technical Support Document using water quality objectives/criteria from the California Toxics Rule, Basin Plans, and others, as necessary. Region-specific information such as General Permits and site-specific objectives are always considered. In addition, Ms. Krich-Brinton tracks and calculates the various Education
M.S., Civil and
Environmental Engineering,
2005, University of
California, Davis, Davis, CA
B.S., Civil Engineering,
1998, Rensselaer
Polytechnic Institute, Troy,
NY
B.A., Physics, 1998, Pitzer
College, Claremont, CA
Years of Experience
With LWA: 26
With Other Firms: 0
Registrations
Passed the Fundamentals of
Engineering exam
Appendix 1. Resumes
21 77
Project Experience
water quality objectives developed for ammonia in California, many of which are dependent on pH, temperature and salinity using complex equations.

Metals criteria are often dependent upon the hardness of the water and require translation from dissolved to the total fraction. Ms. Krich-Brinton has performed analyses of hardness and receiving water flow or precipitation relationships to support the use of appropriate and reasonable hardness values. As part of the RPA, Ms. Krich-Brinton performs translator studies to support the adoption of site-specific translators for metals objectives, and studies to determine whether a full metals translator study would be worthwhile. She provides recommendations for multiple scenarios and options, determining which are likely to be the most beneficial to the client.

Ms. Krich-Brinton has performed reasonable potential analyses with ROWDs for the clients listed above, in addition to those listed below:
2020-2025: City of Burbank (annually), City of Sparks (Nevada), City of Honouliuli (Hawaii), City of Big Bear Lake, City of Kailua (Hawaii), Sonoma Valley County Sanitation District, City of Live Oak, City of Ukiah, City of Big Bear Lake, Marin Sanitary District, Paradise Cove, City of Los Angeles’ Hyperion Treatment Plant, City of Santa Rosa, City of Grass Valley.

Infeasibility Analyses and In-Permit Compliance Schedule Requests, Multiple Clients. 2000 - Present. CA.

The infeasibility analysis includes graphical presentations of effluent water quality data compared with proposed effluent limits, comparisons between effluent and influent water quality datasets, statistical compliance predictions using calculated effluent statistics and proposed effluent limits, a summary of the pretreatment and pollution prevention programs, and applicable & appropriate source control activities with a proposed compliance schedule.

Ms. Krich-Brinton has performed infeasibility analyses or in-permit compliance schedule requests for over 24 municipalities that would require interim permit limits for compliance purposes, including the City of Davis (2024, 2013, 2008), San Luis Obispo (2024, 2019), Las Virgenes Tapia (Time Schedule Order (TSO) extension, 2021), California Steel Works Fontana (TSO extension, 2021), EchoWater Resource Recovery Facility/Sacramento Regional County Sanitation District (2023, 2020, 2010), City of Santa Rosa (2020), Heritage Ranch Community Services District (2020), City of Vacaville (2019), City of Clovis (2018), City of Ukiah (2018), City of Manteca (2014), City of Simi Valley (2014), Camarillo Sanitary District (2014), City of Turlock (2014, 2008), Linda County Water District (2011), Russian River County Sanitation District (2008), Sonoma Valley County Sanitation District (2008), and City of Modesto (2008).

Permit Renewal Assistance, Mt. View Sanitary District. 2020 - 2021. Martinez, CA.

When preparing Mt. View Sanitary District’s NPDES permit renewal application, Ms. Krich-Brinton identified and corrected erroneous ambient ammonia calculations performed by the Regional Water Quality Control Board when preparing the previous NPDES permit. She performed a corrected reasonable potential analysis for ammonia following the method described in the Technical Support Document for non-priority pollutants and found that reasonable potential was only triggered by data from one of the two outfalls. She calculated the potential effluent limits and performed an evaluation to determine the likelihood of compliance. The evaluation identified a period of higher ammonia concentrations which was unlikely to recur or affect future compliance.

Dilution Analysis for Reverse Osmosis Treatment, Contra Costa County Sanitation District. 2018-2019.

Martinez, CA.

Ms. Krich-Brinton assisted Contra Costa County Sanitation District with a dilution analysis for the future addition of reverse osmosis concentrate (ROC) from their upgraded treatment system to their current secondary treated wastewater discharge. She created a tool which calculated the statistical probability of compliance with proposed effluent limits under different flow ratios of secondary and ROC and calculated the necessary dilution for compliance under each scenario. To perform this task, she estimated wastewater quality data after adding ROC and performed a sensitivity analysis for mercury, cyanide, and acrylonitrile, assuming a receiving water dilution of 10:1. She backcalculated the effluent limits under various ROC percentages and determined the statistical probability of compliance for each. She presented the results in tabular and graphical formats, to best identify potential compliance concerns. upcoming limits required under the California Aquatic Toxicity Provisions (adopted 12/1/2020, revised 10/5/2021). 22 78
Project Experience
Nubia A. Donikian
Project Engineer
Professional Experience
Ms. Donikian is a Project Engineer at LWA where she provides support for projects in the wastewater and water resources sectors. Her work ranges from National Pollutant Discharge Elimination System (NPDES) permitting, water quality data analysis, preparation of technical reports, and pretreatment.

Permit Renewal Application: Report of Waste Discharge, Multiple Clients. 2021- Present. CA and HI.

Responsible for preparation of Report of Waste Discharge (ROWD) for NPDES permit renewal. Preparation of ROWD using required California and U.S. EPA forms includes compiling appropriate datasets, calculating and formatting statistics, developing narratives and schematics of wastewater treatment processes, and updating location maps of facilities.

Clients include Rodeo Sanitary District, City of Pinole, Graton Community Services District, City of Ukiah, City of Burlingame, Sanitary District No. 5 of Marin County, City of Yuba City, West County Agency, Crockett Community Services District, Monterey One Water, Sonoma Valley County Sanitation District, Delta Diablo, Fairfield-Suisun Sewer District, City and County of Honolulu, City of Santa Rosa, City of Manteca, Russian River County Sanitation District, and Orange County Sanitation District.

Reasonable Potential Analysis (RPA) and Effluent Limits Calculation, Multiple Clients. 2021-Present. CA.

Conduct RPA following the procedures in the State Implementation Plan and Technical Support Documents and utilizing water quality objectives/criteria from various sources including the California Toxics Rule, Basin Plan, and others, as necessary. Following the RPA, water quality-based effluent limits in accordance with the State Implementation Plan procedures are calculated to predict future compliance issues for constituents demonstrating reasonable potential through the initial analysis.

Compliance Calendar and Monitoring Summary, Multiple Clients. 2021-Present. CA.

Develop a five-year compliance calendar and summary of monitoring requirements using the most recently adopted NPDES permit and other applicable permits such as the Nutrient Watershed Permit and the Mercury-PCBs Watershed Permit. Clients include Mt. View Sanitary District, City of Calistoga, Rodeo Sanitary District, City of Burlingame, Sewerage Agency of Southern Marin, Fairfield-Suisun Sewer District, and Delta Diablo.

Test of Significant Toxicity Evaluation, Multiple Clients. 2023-Present. CA.

Conduct analyses of chronic toxicity data using a Test of Significant Toxicity (TST) tool to determine if data would result in reasonable potential. The TST, is a statistical approach that assesses the whole effluent toxicity (WET) measurement of wastewater effects on specific test organisms’ ability to survive, grow, and reproduce.

Species Sensitivity Screening Work Plan, Multiple Clients. 2022-Present. CA.

Prepare chronic toxicity species sensitivity screening work plan with proposed test schedules, test species, and test methods to be conducted in preparation for reissuance of NPDES permits. Clients include West County Agency, Silicon Valley Clean Water, City of Burlingame, and the cities of South San Francisco and San Bruno.

Education
M.S., Civil and
Environmental Engineering,
2020, University of California
Irvine,
Irvine, CA
B.S., Chemical Engineering,
2018, University of
California, Los Angeles,
Los Angeles, CA
Years of Experience
With LWA: 4
Professional Affiliations
American Academy of
Environmental Engineers
and Scientists (AAEES),
Member
California WateReuse
Legislative and Regulatory
Committee, Member
BACWA Permits Committee,
Member
Specialized Tools
ArcGIS
Appendix 1. Resumes
23 79
Project Experience
Generic Toxicity Reduction Evaluation (TRE) Work Plan, City of San Mateo. 2024. San Mateo, CA.

Prepared a generic work plan, which is required by the City’s NPDES permit, for implementation of a Toxicity Reduction Evaluation (TRE) should significant toxicity occur in the City’s Water Quality Control Plant (WQCP) effluent.

Utility Analysis for Wet Weather Bypass of Secondary Treatment (No Feasible Alternative Analysis), Multiple Clients. 2022-Present. CA.

Prepare No Feasible Alternative Analysis reports required for approval of wet-weather blending events for submission with ROWD. Clients include Sanitary District No. 5 of Marin County and the City of Richmond.

Recycled Water Annual Reports, Multiple Clients. 2022-Present. CA.

Assist in the completion of Recycled Water Annual Reports for various clients including the City of Calistoga and Town of Yountville.

Annual Facility Self-Monitoring Reports, Multiple Clients. 2023-Present. CA.

Assist in the completion of Annual Self-Monitoring Reports required by individual NPDES permits for various clients including the City of Calistoga, City of St. Helena, and Town of Yountville.

Annual Pollutant Minimization Program Reports, Multiple Clients. 2023-Present. CA.

Assist in the completion of Pollutant Minimization Program Reports required by individual NPDES permits for various clients including the City of Calistoga, City of St. Helena, Town of Yountville, and City of Richmond.

Salt and Nutrient Management Plan (SNMP) Reporting, City of Lompoc. 2026. Lompoc, CA.

Assist in the completion of the 2025 SNMP Annual Report as required under Section 9.3 of Attachment E of the City’s NPDES permit.

Cal Poly Water Reclamation Facility, California Polytechnic State University, San Luis Obispo. 2022-Present.

San Luis Obispo, CA.

Prepare an initial and updated Notice of Intent/Report of Waste Discharge and associated Title 22 Engineering Report for Cal Poly Water Reclamation Facility’s enrollment under General Order No. R3-2020-0020.

Demonstration of Capability to Operate, Manage, and Financially Support a Water Reclamation Facility and Recycled Water Program, Cal Poly. 2025. San Luis Obispo, CA.

Prepared a technical memorandum as requested by the Central Coast Regional Water Quality Control Board to demonstrate Cal Poly’s has adequate technical, managerial, and financial capacity to support the WRF and Recycled Water Program.

Sanitary Sewer Management Plan (SSMP) Audits, Multiple Clients. 2022-Present. CA.

Evaluate the effectiveness of SSMPs and ensure compliance with regulatory requirements stipulated in the Statewide General Waste Discharge Requirements for Sanitary Sewer Systems (Order No. 2006-0003-DWQ). Clients include the City of Calistoga, City of Rio Dell, Town of Yountville, and City of Turlock.

Sanitary Sewer Management Plan (SSMP) Update, Multiple Clients. 2023. CA.

Update SSMP to ensure compliance with regulatory requirements stipulated in the Statewide General Waste Discharge Requirements for Sanitary Sewer Systems (Order No. WQ 2022-0103-DWQ), which supersedes Order No. 2006-0003-DWQ and subsequent amendments. Clients include the City of Turlock, City of Lompoc, and City of Ukiah.

Spill Emergency Response Plan (SERP) Update, Sonoma Water. 2026. Sonoma County, CA.

Update the SERP to ensure compliance with regulatory requirements stipulated in the Statewide General Waste Discharge Requirements for Sanitary Sewer Systems (Order No. WQ 2022-0103-DWQ).

Climate Change Adaptation Plan, City of El Paso de Robles. 2025. Paso Robles, CA.

Assisted in the development of a Climate Change Adaptation Plan required by the City’s NPDES permit to assess the potential impact of hazards and climate change on the City’s system, determine the present and forecasted vulnerabilities, and develop an implementation schedule and action plan for control measures needed to protect, improve, and maintain operations.
24 80
Project Experience
Charlotte Mourad
Project Engineer I-C
Professional Experience
Ms. Mourad joined LWA as a Project Engineer in August 2024, supporting stormwater and wastewater clients. She holds a B.S. in Civil Engineering from UC Berkeley and previously worked as a Junior Environmental Engineer at TRC Companies, Inc. Her expertise includes field investigations, multimedia sampling, and wastewater treatment operations. Charlotte excels in developing work plans, stakeholder coordination, and ensuring regulatory compliance. Her background in air quality modeling and data analysis, combined with HAZWOPER certification, showcases her versatility in environmental consulting.

Pretreatment Program Development and Implementation, Multiple Clients. 2025- Present. CA.

Assist in the development and/or update of Sewer Use Ordinances, Enforcement Response Plans, and Pretreatment Administrative Manuals. Clients include the City of Yreka and City of Chico.

Permit Renewal Application: Report of Waste Discharge, Multiple Clients. 2025- Present. CA.

Responsible for preparation of Report of Waste Discharge (ROWD) for National Pollutant Discharge Elimination System (NPDES) permit renewal. Preparation of the ROWD using required California and U.S. EPA forms includes compiling appropriate datasets, calculating and formatting statistics, developing narratives and of wastewater treatment processes.

Clients include City of Victorville and Town of Yountville.

Annual Facility Self-Monitoring Reports, Multiple Clients. 2025-Present. CA.

Assist in the completion of Annual Self-Monitoring Reports required by individual NPDES permits for various clients including the City of Calistoga and Town of Yountville.

Annual Pollutant Minimization Program Reports, Multiple Clients. 2025-Present. CA.

Assist in the completion of Pollutant Minimization Program Reports required by individual NPDES permits for various clients including the City of Calistoga, and Town of Yountville.

Ammonia Assessment, City of Yuba City. 2025. CA.

Supported preparation of an Ammonia Assessment Report for NPDES permit compliance, compiling historical and current data on the pure oxygen treatment system, treatment processes, and collection system sources.

Regulatory Permitting Assistance, Sonoma Valley County Sanitation District. 2024- 2025. Sonoma County, CA.

Assisting in the preparation of various compliance reports required by the NPDES Permit for the Sonoma Valley Sanitation District, including Contingency and Spill Prevention Plan and a Chlorine Process Control Plan. Work efforts include compiling the facility’s strategies to ensure continuous operation during emergencies and implementation measures to prevent and respond to potential spills.

Local Limits Evaluation, West County Wastewater. 2024-2025. Richmond, CA.

Conduct technical evaluation of existing local limits following procedures established in the U.S. EPA’s Local Limits Development Guidance, and provide recommendations for potential revisions.

Education
B.S., Civil Engineering,
2022, University of
California, Berkeley,
Berkeley, CA
Years of Experience
With LWA: 1
With Other Firms: 1
Registrations

HAZWOPER, CA
Appendix 1. Resumes
25 81
Larry Walker Associates
Cost Proposal for NPDES Permit Renewal and Local Limits Assessment C-1 C. Cost Proposal
Proposed costs for the services identified in the Scope of Work are presented in Table C-1 below. Larry Walker Associates (LWA) affirms that the Cost Proposal is inclusive of project expenses. LWA agrees to maintain pricing for the duration of the contract.

Table C-1. Cost Proposal for NPDES Permit Renewal and Local Limits Assessment 82 CITY COUNCIL AGENDA
APRIL 7, 2026

STAFF REPORT

CONSENT
ITEM NUMBER: 9.

TITLE
Appointment to Napa County Library Commission

RECOMMENDATION
Appoint by Minute Order Elizabeth Goff to the Napa County Library Commission for a three-year term ending January 31, 2029.

CONTACT
Taresa Geilfuss, City Clerk

BACKGROUND & ANALYSIS
Napa County Library Commission
The Napa County Library func4ons under the authority of the County Board of Supervisors. An eightmember Library Commission serves as the library's policy advisory board. The commission consists of eight members, three appointed by the County Board of Supervisors, two appointed by the Napa City Council, one appointed by the American Canyon City Council, one appointed by the Calistoga City Council and one appointed by the Yountville Town Council.

Applications were received from:

Elizabeth Goff
Based on the applica4ons received, it was not necessary to schedule City Council interviews of the applicants.

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Organizational Effectiveness: "Deliver exemplary government services."

FISCAL IMPACT
There is no fiscal impact to Board, Commission and Committee member appointments.

ENVIRONMENTAL REVIEW
None
83 COMMUNICATION
Level 0: No Further Public Communication Needed
ATTACHMENTS:

1. Application - Elizabeth Goff
84 85
86 CITY COUNCIL AGENDA
APRIL 7, 2026

STAFF REPORT

CONSENT
ITEM NUMBER: 10.

TITLE
State Water Project Carryover Water Transfer

RECOMMENDATION
Adopt a Resolu(on authorizing the Public Works Director to agree to the a/ached dra0 term sheets with San Gorgonio Pass Water Agency (SGPWA) for a total transfer of 510 AF of Carryover Water.

CONTACT
Erica Ahmann Smithies, P.E., Public Works Director
Norman Woods, M.B.A., Assistant Public Works Director
Dominic Patrick, Water Systems Manager

BACKGROUND & ANALYSIS
Background:

The City of American Canyon is a sub-contractor to the Napa County Flood Control and Water Conserva(on District (NCFCWCD) for the contract with the State of California for the water received from the State Water Project (SWP) via the North Bay Aqueduct. The terms of the agreement with NCFCWCD are specified in City Agreement No. 423, and subsequent Amendment No. 18, on April 5, 2022. The NCFCWCD is a member of the State Water Contractors Associa(on, which is comprised of the 29 contractors for State Water Project water.

The City of American Canyon has invested in SWP Water Supplies since June 15, 1992, when it purchased its original en(tlements for the State Water Project known as Table A water. The City of American Canyon has 5,200 Acre-Feet (AF) of annual Table A SWP En(tlements. Each calendar year the California Department of Water Resources (DWR) assesses the reservoir levels, snowpack, and overall state of the water supply in the SWP system and establishes a percent alloca(on of Table A entitlements each calendar year that can be delivered.

In select years, if the City does not consume all its Table A en(tlements, and San Luis Reservoir does not spill, the unused water is reclassified as Ar(cle 56 water (c), or carryover water, which can be used the following calendar years. Carryover is addi(ve year over year if Table A, South of Delta en(tlement is not consumed by American Canyon has a yearly maximum of 50 percent of the Table A alloca(on. If San Luis Reservoir spills, there is a formula to which carryover is depleted. However, 87 historically Ar(cle 56 (c) stored water has been lost in its en(rety during a spill event, and all carryover water is lost.

Analysis:

In 2023, the State Water Project (SWP) alloca(on for North of Delta contractors was 100%, which allowed the City of American Canyon to receive its full Table A alloca(on of 5,200 acre-feet (AF) and carry over 2,600 AF (50% of Table A maximum) into 2024. In 2024, the SWP alloca(on for North of Delta contractors is 65%, providing American Canyon with a Table A alloca(on of 3,380 AF. For 2025 the SWP alloca(on for North of Delta contractors was 70%, providing American Canyon with a Table A alloca(on of 3,853 AF and 3,228 AF of Carryover. The City transferred 1,075 AF in 2025. For 2026 the SWP alloca(on for North of Delta contractors is 40%, providing American Canyon with a Table A allocation of 2,080 AF.

NCFCWCD has confirmed San Gorgonio Pass Water Agency (SGPWA) would like to transfer 3,000 AF.

Under the water exchange formula with the City of American Canyon and NCFCWCD (17% of Carryover) 510 AF is available. A0er subtrac(ng American Canyon’s 2026 Table A use, this will impact the amount of carryover water available in 2027. Staff projects that 510 AF of unused Table A water in 2026 will carry over but will be lost in 2027. The City will s(ll receive 2,080 AF of Table A water and 2,718 AF of Carryover at total of 4,798 AF in 2026. Fortunately, due to high alloca(ons in water year 2023 (100%), 2024 (65%) and 2025 (70%) it is projected that with the sale of 510 AF over 2,718 AF of Carryover water will be available at the end of 2026.

DWR controls water levels in San Luis Reservoir by pumping water out of the San JoaquinSacramento River Delta, upstream from O’Neill Forebay. DWR has changed opera(ons to pump water to the San Luis Reservoir this winter, due to access flows, high volumes, in part to maintain opera(onal flexibility to move water to southern California SWP contractors without pumping at Banks Pumping Plant which has been subject to restric(ons in recent years based on biological monitoring in the San Joaquin-Sacramento River delta. This opera(onal change decreases the likelihood of San Luis Reservoir spilling and subsequent loss of the City’s stored carryover water. As part of opera(onal changes, DWR is also allowing for the sale of water amongst SWP contractors.

San Gorgonio Pass Water Agency (SGPWA) who is currently interested in a water transfer totaling 510 AF of American Canyon’s Carryover water. (SGPWA) will pay American Canyon for the water transfer separately at $225/AF respectively.

NCFCWCD on behalf of City staff has facilitated an Agreement to execute the sale of water to San Gorgonio Pass Water Agency (SGPWA) who is willing to purchase up to 3,000 AF of water at $225/AF from all three subcontractors (Ci(es of Napa, American Canyon, and Calistoga). NCFCWCD has created the attached draft term sheets for the agency to transfer water between agencies. American Canyon would transfer subject to the a/ached term sheets and the California Department of Water Resources (DWR) water transfer criteria, if draft term sheets are adopted by all agencies.

American Canyon will be able to reliably meet normal annual demands of approximately 2,300 AF 88 over the next two years while making normal withdrawals from Carryover 2,718 AF, Permit Water delivered to Cordelia Forebay 500 AF, and assuming SWP Table-A alloca(ons are only 30% alloca(on levels 2,080 AF.

The SWP supply has the following additional water sources:
• Ar(cle 21 water that has averaged about 100 AF over the last four years for American Canyon, currently 181 AF is available in 2026.
• Dry Year Transfer and Yuba Accord water purchases, as available.

In addi(on, if there is a severe drought, staff will be reques(ng the Council adopt addi(onal mandatory conservation stages that typically reduce demand by another 10% to 20%.

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Infrastructure: "Develop and maintain infrastructure resources to support sustainable growth."

FISCAL IMPACT
There is no financial cost but only revenue poten(al. The amount of projected carryover water that will be lost in 2026 is 510 AF, however, if it is all transferred the revenue would be approximately $114,750 and go into Account No. 510-80-810-36391 (North Bay Aqueduct). NCFCWCD has only identified one interested agency San Gorgonio Pass Water Agency (SGPWA).

ENVIRONMENTAL REVIEW
This ac(on is exempt from CEQA (Sec(on 15301) in accordance with the No(ce of Exemp(on filed by the Napa County Flood Control Water Conservation District.

COMMUNICATION
Level 0: No Further Public Communication Needed
ATTACHMENTS:

1. Resolution State Water Project Carryover Transfer

2. 2026 SGPWA - NCFCWCD Transfer Agreement
89 RESOLUTION NO. 2026-

A RESOLUTION AUTHORIZING THE PUBLIC WORKS DIRECTOR TO AGREE TO THE ATTACHED DRAFT TERM SHEETS WITH SAN GORGONIO PASS WATER AGENCY (SGPWA) FOR A TOTAL TRANSFER OF 510

AF OF CARRYOVER WATER
WHEREAS, the City of American Canyon is a sub-contractor to the Napa County Flood Control and Water Conservation District (NCFCWCD) for the contract with the State of California for the water received from the State Water Project (SWP) via the North Bay Aqueduct; and WHEREAS, the City of American Canyon, terms of the agreement with NCFCWCD are specified in City Agreement No. 423, and subsequent Amendment No. 18, on April 5, 2022, when it purchased its original entitlements of the State Water Project know as Table A water; and WHEREAS, the City of American Canyon has 5,200 Acre-Feet (AF) of annual Table A SWP Entitlements that each calendar year are allocated by the California Department of Water Resources (DWR) based on reservoir levels, snowpack, and overall state of the water supply in the SWP system and establishes a percent allocation of Table A entitlements that will be delivered; and WHEREAS, in select years, if the city does not consume all its Table A entitlements, and San Luis Reservoir does not spill, the unused water is reclassified as Article 56 water, or carryover water, that can be used the following calendar year; and
WHEREAS, if San Luis Reservoir spills, all carryover water is lost; and WHEREAS, DWR controls water levels in San Luis Reservoir by pumping water out of the San JoaquinSacramento River Delta, upstream from O’Neill Forebay. DWR has changed operations to pump water to the San Luis Reservoir this winter, due to access flows, high volumes, in part to maintain operational flexibility to move water to southern California SWP contractors without pumping at Banks Pumping Plant which has been subject to restrictions in recent years based on biological monitoring in the San JoaquinSacramento River delta. This operational change decreases the likelihood of San Luis Reservoir spilling and subsequent loss of the City’s stored carryover water. As part of operational changes, DWR is also allowing for the sale of water amongst SWP contractors. SGPWA will pay American Canyon for the water transfer separately at $225/AF respectively.

WHEREAS, NCFCWCD has identified one agency who are currently interested in a water transfer totaling 510 AF of American Canyon’s carryover water. San Gorgonio Pass Water Agency (SGPWA will pay American Canyon for the water transfer separately at $225/AF respectively; and WHEREAS, staff would like the ability to transfer this water since this may be a last-minute opportunity, right before San Luis Reservoir spills to at least get some revenue before the water is lost; and WHEREAS, there is no financial cost and only the potential of approximately $114,750 in revenue that would go into Account No. 510-80-810-43320 (North Bay Aqueduct); and WHEREAS, this action is exempt from CEQA (Section 15301) in accordance with the Notice of Exemption filed by the Napa County Flood Control Water Conservation District. 90 2
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of American Canyon hereby authorizes the City of American Canyon, Director of Public Works to agree to attached draft term sheets with SGPWA totaling a sale of 510 AF of American Canyon’s Carryover Water.

PASSED, APPROVED and ADOPTED at a regularly scheduled meeting of the City Council of the City of American Canyon held on the 7th day of April, 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
____________________________
Pierre Washington, Mayor
ATTEST: APPROVE AS TO FORM:
____________________________ _____________________________ Taresa Geilfuss, CMC, City Clerk Teresa Highsmith, City Attorney 91 TRANSFER AGREEMENT
This Transfer Agreement ("Agreement") is made and enteredinto asof March jl, 2026 ("Effective Date"), by and between the NAPA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT, a flood control district ("DISTRICT'5) and the SAN GORGONIO PASS WATER AGENCY, a public agency ("SGPWA"). DISTRICT and SGPWA are sometimes individually referred to herein as a "Party" and collectively as the "Parties."

RECITALS
A. DISTRICT administers water supply contracts, watershed management and stormwater management programs throughout Napa County. SGPWA is a regional water agency that provides water on a wholesale basis to retail water providers and other entities within its service area.

B. DISTRICT has a long-term water supply contract ("Water Supply Contract") with the Department of Water Resources of the State of California ("DWR") that permits DISTRICT to receive water supply, storage and conveyance services from the State Water Project ("SWP'5).

DISTRICT has a contractual right to the delivery of 29,025 acre-feet ("AF") per year ("AFY") of water from the SWP in its Water Supply Contract.

C. SGPWA has a Water Supply Contract with DWR that permits SGPWA to receive water supply, storage and conveyance services from the SWP. SGPWA has a contractual right to the delivery of 17,300 AFY of water from the SWP in its Water Supply Contract.

D. DISTRICT's and SGPWA's respective Water Supply Contracts allow for the transferofSWPwaterundercertainconditionsandsubjecttoDWRapproval. Specifically,Article 56(c) provides for the transfer of Article 56 Carryover Water from DISTRICT to another SWP contractor, including SGPWA, in accordance with Article 56(c)(4).

E. In 2026, DISTRICT has Article 56 Cariyover Water available to it after its 2025 water use and has agreed to transfer up to 3,000 AF of this Article 56 Carryover Water ("Transfer Water") to SGPWA in 2026, subject to the terms and conditions hereinafter set forth ("Transfer").

F. The Parties wish to enter into this Agreement to address water supply needs for this current year. The Parties desire to work collaboratively to provide for the efficient use of water supplies, in areas of the state where water supplies are needed.

AGREEMENT
NOW THEREFORE, in consideration of the foregoing recitals and the promises and covenants contained herein, the Parties agree as follows:

1. Term. Subject to DWR's approval, the term of this Agreement shall commence on the Effective Date and terminate on June 30, 2026, or upon satisfaction of the Parties' respective obligations pursuant to this Agreement, whichever is sooner ("Term"). 55397.00009\447 46744.2
92 2. Transfer and Release of Transfer Water in 2026. DISTRICT shall take any and all actions necessary to make the maximum amount of the Transfer Water, up to 3,000 AF, available at the Point of Transfer, as defined in Paragraph 3, prior to June 30, 2026. SGPWA shall take as much Transfer Water at the Point of Transfer as is available under the terms of this Agreement, based upon operations of San Luis Reservoir and before any spill of San Luis Reservoir.

3. Point of Transfer.
(a) Both Parties have access to water supplies and conveyance capacity in the California Aqueduct and San Luis Reservoir facilities, which are part of the SWP. For accounting and operational purposes, it is hereby acknowledged that the Transfer will be made in San Luis Reservoir, which shall be deemed to be the "Point of Transfer" of the Transfer Water. (b) Neither Party is making any representation or warranty concerning the quality of the water transferred under this Agreement.

4. Cooperation in Obtaining DWRApprovals.
(a) The Parties will take the necessary actions to fulfill their respective obligations, including but not limited to their respective obligations in coordinating with DWR to obtain DWR's approval of the Transfer.
(b) As soon as practicable after the Effective Date, DISTRICT will submit a request to DWR that DWR deliver the Transfer Water to SGPWA pursuant to the delivery schedule agreed upon by the Parties. DISTRICT will coordinate with DWR to confirm the quantity of Transfer Water available for delivery to SGPWA pursuant to this Agreement. (c) The Parties will cooperate as follows:
(i) Coordination with DWR for processing and obtaining DWR approvals necessary for the approval and implementation of this Agreement. (ii) Coordination with DWR for delivery of the Transfer Water. (iii) DISTRICT, in coordination with SGPWA, will submit the water delivery schedule to DWR for delivery of the Transfer Water.

5. WaterAvailability. SGPWAwillcoordinatewithDWRtotrackTransferWateravailability before any spill occurs at San Luis Reservoir. SGPWA has no obligation to pay for any Transfer Water that is not available and released from San Luis Reservoir to SGPWA due to the operations oftheSWPthatcauseSanLuisReservoirtospill. DISTRICThasnoobligationtoprovideSGPWA water to make up for any portion of the Transfer Water that is unavailable due to the operations of the SWP that cause San Luis Reservoir to spill.

6. Article 21 Water. If DWR makes "Article 21 Water" available during the Term of this Agreement, SGPWAwillprioritizethedeliveryoftheavailableArticle21Water,whichmayresult in suspending or reducing the delivery of Transfer Water as necessary. Once the availability of 55397.00009S447467 44.2
93 Article 21 Water ends, SGPWA will resume delivery of any remaining Transfer Water that did not spill.

7. Payment and Reconciliation
(a) The purchase price for Transfer Water shall be Two Hundred and Twenty Five Dollars ($225) per AF.
(b) Within thirty (30) days after SGPWA has acquired all Transfer Water that will be available by June 30, 2026, or at the conclusion of the Transfer of the full amount of Transfer Water during the Term, SGPWA shall pay DISTRICT the purchase price for all Transfer Water released from San Luis Reservoir to SGPWA. The total cost shall be calculated by multiplying the purchase price perAF by the total acre-feet of Transfer Water released from San Luis Reservoir to SGPWA.

8. Costs and Expenses
(a) SGPWA will be responsible for the following costs and expenses:
(i) Costs and expenses in connection with taking delivery of the Transfer Water at the Point of Transfer.
(ii) DWR's variable charges for conveying the Transfer Water from the Point of Transfer to SGPWA's service area.
(iii) California Environmental Quality Act (CEQA) compliance costs per Paragraph 9(c).
(iv) SGPWA's internal and transaction costs in connection with SGPWA's activities under this Agreement including, but not limited to, costs for review and processing of required agreements, environmental documents, and other transaction costs. (b) DISTRICT will be responsible for the following costs and expenses:
(i)
Point of Transfer.

Costs and expenses in connection with delivering the Transfer Water to the (ii) DISTRICT's internal and transaction costs in connection with DISTRICT's activities under this Agreement including, but not limited to, costs for review and processing of required agreements, environmental documents, and other transaction costs.

9. Approvals and Requirements. The Transfer and Exchange provided for in this Agreement shall be subject to satisfaction of all applicable approvals and requirements and shall be governed by the terms and conditions of such approvals and any other applicable legal requirements. Each Party is responsible for satisfying their respective requirements, as applicable, including but not limited to the following:
(a) complying with each Party's respective Water Supply Contract; 55397.00009'l447 467 44.2
94 (b) obtaining all permits, consents, entitlements, and approvals necessary to perform this Agreement; and
(c) fully and completely complying with the California Environmental Quality Act (G'CEQA"). The lead agency for the purposes of CEQAwill be SGPWA. The Parties shall cooperate with each other and DWR in detertnining and completing any environmental reviews associated with the activities under this Agreement.

10. Conditions Precedent. This Agreement is subject to the following condition precedent:
(a) DWR's written approval of the Transfer. DISTRICT and SGPWA anticipate that DWR's approval will be provided in the form of a Change in Point of DeliveryAgreement ("DWR Approval Agreement"). In the event of a conflict between the terms of this Agreement and the DWRApprovalAgreement, the terms ofthe DWRApprovalAgreement shall govern. (b) In the event DWR does not approve this Agreement, or does not provide approval with sufficient time to complete the Transfer by June 30, 2026, then either Party may terminate this Agreement prior to expiration of the Term.

11. Termination.
(a) This Agreement may be terminated in accordance with the following:
(i) Default. In the event a Party fails to perform any of its obligations under this Agreement ("Defaulting Party"), the other Party ("Non Defaulting Party") may demand in writing that the Defaulting Party cure such non-performance. The Defaulting Party shall have 30 days after receipt of such demand to cure the default. In the event the Defaulting Party fails to cure the default within the 30 day period, the Non Defaulting Party may tertninate this Agreement and take any and all actions in law or in equity which may be available to enforce this Agreement. (ii) Mutual Consent. This Agreement may be terminated at any time by mutual written consent of both Parties.
(iii) Failure of One or More Conditions Precedent. In the event any condition precedent to this Agreement has not been satisfied by May 1, 2026, due to circumstances outside of the responsibility or control of the Parties, as applicable, the Parties will meet and confer to discuss whether to amend, suspend, or terminate this Agreement. If mutual agreement is not reached on or before May 15, 2026, then either Party may terminate this Agreement.

12. Force Maieure. The respective obligations of each party shall be suspended while it is prevented from complying by acts of God, war, riots, civil insurrection, acts of civil or military authority, fires, floods, earthquakes, labor accidents or incidents, rules and regulations of any governmental agency (other than the Parties themselves), or other cause of the same or other character any of which are beyond the reasonable control of either Party (collectively, "Force Majeure'5). In the event of a suspension due to the Force Majeure, the Party whose obligations are suspended shall promptly notify the other Party in writing of such suspension and the cause and estimated duration of such suspension.
55397.00009S447 467 44.2
95 13. Defense. In the event of any legal action by a third party to challenge this Agreement and/or the Transfer described herein, the Parties agree to cooperate in the defense thereof and to share equally in the costs of such defense, utilizing counsel mutually acceptable to the Parties. 14, Power and Authority to Execute and Perform this Agreement. Each Party has the power and authority to enter into this Agreement and to perform its obligations and all necessary approvals and authorizations have been obtained for entering into this Agreement.

15. General Provisions
(a) Remedies Not Exclusive. Remedies provided in this Agreement for enforcement of its terms are intended and shall be construed as cumulative rather than exclusive and shall not be deemed to deprive either Party from also using any other remedies provided by this Agreement or by law.
(b) Subject to Applicable Law. The Parties acknowledge and agree that this Agreement and the rights and obligations of the Parties shall be subject to the laws governing public agencies as they now exist and as they may be amended or codified by the Legislature of the State of California.
(c) Entire Agreement. This Agreement contains the entire understanding between the Parties with respect to its subject matter, and supersedes all prior agreements, oral or written, and all prior or contemporaneous discussions or negotiations between the Parties. This Agreement cannot be amended except in writing signed by both Parties. (d) No Waiver. Any failure or delay on the part of either Party to exercise any right under this Agreement shall not constitute a waiver of the right and shall not preclude such Party from exercising or enforcing the right, or any other provision of thisAgreement, on any subsequent OCCaSlOn.
(e) Notices. All notices or other communications required or desired to be given pursuant to this Agreement shall be in writing and shall be delivered in person, by email, or sent by a reputable overnight courier service providing delivery confirmation. Each such notice or communication shall be deemed to be duly given when hand-delivered or one day after being emailed or deposited for next day delivery with an overnight courier. Each such notice or communication shall be addressed to the Parties at their respective addresses set forth next to their signatures below, or such other address as a Party notifies the other in writing. (f) Headings; Section References. Captions and headings appearing in this Agreement are inserted solely as reference aids for ease and convenience; they shall not be deemed to define or limit the scope or substance ofthe provisions they introduce, nor shall they be used in construing the intent or effect of such provisions.
(g) Severability. If any provision of this Agreement is finally determined by a court to be invalid or unenforceable as written, the provision shall, if possible, be enforced to the extent reasonable under the circumstances and otherwise shall be deemed deleted from this Agreement.

The other provisions of this Agreement shall remain in fiill force and effect so long as the material purposes of the Agreement and understandings of the Parties are not impaired. 55397.00009'l447 467 44.2
96 (h) BindingEffectonSuccessorsandAssigns.ThisAgreementshallbebindingonand inure to the benefit of the Parties, and their respective successors and permitted assigns. (i) Attorneys' Fees. In the event that any action or proceeding is brought to enforce one or more of the terms of this Agreement, to restrain an alleged violation of this Agreement, or to determine the validity of this Agreement or any part, the prevailing Party in any such action or proceeding shall be entitled to recover from the other its reasonable costs and attorneys' fees, in addition to any other remedies available to it in law or equity. If both Parties are successful in one or more causes of action during any such proceeding, the costs and fees shall be apportioned as determined by the court.
(j) Governing Law and Venue. This Agreement is a contract governed in accordance with the laws of the State of California. The Parties hereby agree that venue for any action brought to enforce the terms of this Agreement shall be in a court of competent jurisdiction in the County of Napa, California, and consent to the jurisdiction thereof. (k) Counterparts; Delivery by Email; Electronic Signatures. The Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which when taken together shall constitute one and the same doctunent. Counterparts may be delivered via electronic mail (including pdf or any electronic signature complying with the U.S. federal ESIGN Act of 2000, e.g., www.docusign.com) or other transmission method and any counterpart so delivered shall be deemed to have been duly and validly delivered and be valid and effective for all purposes. [Signatures follow on the nextpageJ
55397.00009\447 467 44.2
97 IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.

NAPA COUNTY FLOOD CONTROL AND

WATER CONSERVATION DISTRICT

SAN GORGONIO PASS WATER
AGENCY
Date:

By:

Christopher Silke
District Engineer
Napa County Flood Control and Water
Conservation District
1195 Third St.

Napa, CA 94559
Email: [email protected]
Date: a2, - ll 2 (,,
Lance F.r
cr/Chicf IIydrogcologist
San Gorgonio Pass Water Agency
1210 BeaumontAve.

Beaumont, CA 92223
Email: [email protected]
55397.00009S447 467 44.2
03-11-26
98 CITY COUNCIL AGENDA
APRIL 7, 2026

STAFF REPORT

CONSENT
ITEM NUMBER: 11.

TITLE
Records Retention Schedule Update

RECOMMENDATION
Adopt a Resolu%on approving the updated Records Reten%on Schedule, authorizing the rou%ne destruc%on of records in accordance with applicable law, and authorizing administra%ve updates to the Records Retention Schedule as needed.

CONTACT
Taresa Geilfuss, City Clerk

BACKGROUND & ANALYSIS
The City of American Canyon maintains a Records Reten%on Schedule that establishes how long City records must be retained before they may be destroyed. Records reten%on schedules are an essen%al component of a municipal records management program and ensure that records are maintained in compliance with applicable laws while allowing for the efficient management and disposition of records.

Over %me, records reten%on requirements change due to updates in state law, opera%onal prac%ces, and evolving technology used to store and manage records. Periodic updates to the reten%on schedule are necessary to ensure the City’s records management prac%ces remain current and compliant.

To support this effort, the city engaged Gladwell Governmental Services, Inc., a firm specializing in local government records management. Working with City staff across departments, the consultant reviewed exis%ng records series, iden%fied applicable legal reten%on requirements, and developed updated schedules reflecting current operational practices and legal standards.

The updated Records Reten%on Schedule establishes standardized reten%on periods for the various types of records created and maintained by City departments. The schedule provides clear descrip%ons of records series and iden%fies the minimum reten%on period required before records may be destroyed.

Adoption of the updated schedule will:
99 • Ensure compliance with state statutes governing records retention • Improve consistency in records management practices across City departments • Reduce unnecessary storage of records beyond their required retention period • Support efficient management of both physical and electronic records The city manages records in both physical and electronic formats as part of its records management program, including the use of electronic records management systems. The reten%on schedule applies to City records regardless of format and establishes consistent reten%on standards across all records maintained by the City.

Consistent with California Government Code Sec%on 34090, ci%es may authorize the destruc%on of records that have met their required reten%on period and are no longer needed for City business, provided that such destruc%on is authorized by the legisla%ve body. The proposed resolu%on authorizes the rou%ne destruc%on of records that have met their reten%on requirements, subject to wri=en authoriza%on by the Department Head, City Clerk, and City A=orney in accordance with established procedures.

To ensure the schedule remains current, the resolu%on also authorizes administra%ve updates to the Records Reten%on Schedule, such as updates required to reflect changes in state law, record descrip%ons, or opera%onal prac%ces. Such updates must be approved by the Department Head, City Clerk, and City A=orney, ensuring appropriate administra%ve oversight while avoiding the need for repeated City Council action for minor revisions.

The updated reten%on schedule will serve as the governing policy for records reten%on and disposition throughout the City organization.

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Organizational Effectiveness: "Deliver exemplary government services."

FISCAL IMPACT
Adop%on of the updated Records Reten%on Schedule is not expected to create new fiscal impacts.

However, the ability to rou%nely dispose of records that have met their reten%on requirements may reduce costs associated with physical storage, records management, and administra%ve handling of records over time.

ENVIRONMENTAL REVIEW
None

COMMUNICATION
Level 0: No Further Public Communication Needed
100
ATTACHMENTS:

1. Resolution - Approval of Records Retention Schedule
1a. Exhibit A - Retention Schedule
101
RESOLUTION NO. 2026 -

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AMERICAN CANYON

ADOPTING AN UPDATED RECORDS RETENTION SCHEDULE, AUTHORIZING

THE ROUTINE DESTRUCTION OF RECORDS IN ACCORDANCE WITH

APPLICABLE LAW, AND AUTHORIZING ADMINISTRATIVE UPDATES TO THE

RECORDS RETENTION SCHEDULE
WHEREAS, The City of American Canyon creates and maintains records while conducting City business; and
WHEREAS, the City Council has the authority to establish policies for the retention and destruction of City records; and
WHEREAS, California Government Code Section 34090 authorizes the legislative body of a city to provide for the destruction of City records that are no longer required, provided such destruction is conducted in accordance with applicable law; and
WHEREAS, the City maintains a Records Retention Schedule that establishes retention periods for various categories of City records; and
WHEREAS, the City has undertaken a review and update of its Records Retention Schedule in coordination with Gladwell Governmental Services, Inc., a firm specializing in records management for local governments; and
WHEREAS, the updated Records Retention Schedule establishes retention periods consistent with applicable state laws, operational requirements, and records management best practices; and WHEREAS, adoption of the updated Records Retention Schedule will support efficient records management practices, reduce unnecessary storage of records beyond required retention periods, and ensure compliance with applicable laws; and
WHEREAS, the City maintains records in both physical and electronic formats, including records maintained within the City’s electronic records management systems; and WHEREAS, the City Council desires to authorize the routine destruction of records that have met their required retention period in accordance with the adopted Records Retention Schedule and applicable law; and
WHEREAS, the City Council desires to authorize routine administrative updates to the Records Retention Schedule as necessary.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of American Canyon hereby resolves as follows:

Section 1. Adoption of Records Retention Schedule
The City Council hereby adopts the updated Records Retention Schedule attached hereto as Exhibit A and incorporated herein by reference.
102
Section 2. Authorization of Routine Records Destruction Pursuant to California Government Code Section 34090, City records that have met the retention requirements established in the adopted Records Retention Schedule may be destroyed in the regular course of business, provided that such destruction is authorized in writing by the applicable Department Head, the City Clerk, and the City Attorney.

Section 3. Administrative Updates
Administrative updates to the Records Retention Schedule may be approved by the Department Head, the City Clerk and the City Attorney when such updates are necessary to reflect changes in law, clarify record descriptions, or address operational practices. Administrative updates shall not modify legally required retention periods or authorize destruction of records inconsistent with applicable law.

PASSED, APPROVED and ADOPTED at a regularly scheduled meeting of the City Council of the City of American Canyon held on the 7th day of April 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2026 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 Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record. Records Description: The record series (a group of like records). Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.

Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is 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 and certain data may require minimum retention.

Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, “Hard Copy” OD = Optical Disk or other Unalterable 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; Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIALrecord, providing all City Policies and Procedures have been followed by Employees. Refer to City Records Management Procedures and related Resolutions and Staff Reports.

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) 104
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs
of Publications / Public Hearing Notices
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 et seq; GC §§34090,
65009(c)(1)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-002
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always send the
original to the City Clerk)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
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, Developers=comp. +
10 years; CCP §337 et. seq., 2 CFR
200.334; 24 CFR 91.105(h), 92.505, &
570.502(b), GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-003
Agreements / Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always send the
original to the City Clerk)
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department preference; Covers E&O
Statute of Limitations; Statute of
Limitations: Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
CITY-WIDE (Used by ALL Departments)
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
105
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

Retentions begin when the act 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. CITY-WIDE (Used by ALL Departments)
(Managing the
Agreement /
Contract)
OR
Admin.

Services /
Purchasing
CW-004
Agreements / Contracts:

UNSUCCESSFUL BIDS, PROPOSALS /
RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for Qualifications)
that don't result in a contract
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
OR
Admin.

Services /
Purchasing
CW-005
Bid Packet Database (OpenGov
Procurement) / Pre-Qualification Packets /
Solicitations Unsuccessful Proposals, Notices,
etc.

Minimum 2
years
Yes
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-006
Boards, Commissions, / Committees: External
Organizations / Regional Boards /
Commissions - Agendas, Minutes,
Resolutions, / other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Ppr Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS / STAFF REPORTS
Minimum 2
years

Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Clerk CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Send Originals to the City Clerk
Copies -
When No
Longer
Required

Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
All original Minutes for Advisory Bodies
are sent to the City Clerk; GC §34090.7
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
106
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

Retentions begin when the act 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)
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
Staffing Dept. CW-010
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - VIDEO RECORDINGS of
Meetings / Video Recordings
Minimum 4
years
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Staffing Dept. CW-011
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS / MINUTES (if agendas or minutes
were created)
When No
Longer
Required

Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Content Not Substantive / Preliminary
Drafts; GC §34090 et seq.

Staffing Dept. CW-012
Committees: Subcommittees of the City
Council (Ad-Hoc / Standing Committees)

AGENDAS / MINUTES
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.

CW-013 Complaints / Concerns Database / CRM
Database / Neighborhood Connections
Minimum 2
years
Yes
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-014 Copies / duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
107
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

Retentions begin when the act 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)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE
way to the conduct of the public's business)
(e.g. e-mail / email with SUBSTANTIVE
content, Letters, Memorandums, Administrative
Files, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose v.

Superior Court (2017) 2 Cal.5th 608 Jose
vs. Superior Court, 5 Cal. 5th 608 (2017).

GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
108
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

Retentions begin when the act 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)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-016
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, employee directories,
flyers, invitations, instant messaging,
inventories, logs, mailing lists, meeting room
registrations, PowerPoint presentations,
speaker cards, speech notes, Teams staff
videoconference chats, notes / recordings,
supply inventories, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, preliminary notices
for construction projects, undeliverable
envelopes / returned mail, visitors logs, voice
mails, webpages, etc.)
When No
Longer
Required

Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC
§§34090, 7927.500, 7928.705.; 64 Ops.

Cal. Atty. Gen. 317 (1981)); City of San
Jose v. Superior Court (2017) 2 Cal.5th
608 Jose vs. Superior Court, 5 Cal. 5th
608 (2017).

Lead Dept. CW-017 Daily Cash Backup Records 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Summaries are sent to City Treasurer;
GC §§34090,
Lead Dept. CW-018 Drafts / Notes: Drafts that are revised (retain final version)
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, 7927.500, 7928.705
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
109
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

Retentions begin when the act 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)
Lead Dept. CW-019 GIS Database / Data / Layers (both City-wide / Specialized)
When No
Longer
Required
Yes
Mag,
Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
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 et
seq.

Lead Dept.
(Managing the
grant)
CW-020 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
grant)
CW-021
Grants Administration / CDBG Administration
(Community Development Block Grant) /
Reimbursable Claims / FEMA Reimbursements
/ OES Reimbursements (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations / procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
After Funding
Agency Audit,
if required -
Minimum 5
years

Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
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&b), GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-022 Insurance Certificates for Vendors
11 years, or
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department preference; Statute of
Limitations for some actions are
completion + 10 years; CCP §337 et.
seq., GC §34090
Lead Dept. CW-023 Newspaper Clippings
When No
Longer
Required

Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
110
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

Retentions begin when the act 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 CW-024 Personnel Files (Department Copies)
Send all originals to Human Resources
Copies -
When No
Longer
Required
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. CW-025 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-026 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-027
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-028
Prop. 218 (Property-based fees - Improvement
Districts: Notices / Mailing List
(Protest Letters / Ballots are tabulated by the
City Clerk)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
Lead Dept.
(Who Ordered
the Appraisal)
CW-029 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC
§§34090, 7928.705
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
111
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

Retentions begin when the act 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)
Lead Dept.
(Who Ordered
the Appraisal)
CW-030 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr,
OD, Ppr
S / I 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), GC §34090
Lead Dept. CW-031
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Plans / Strategic Plans,
Plans (if not provided in the schedule),
Standard Operating Procedures (SOPs),
Studies, Reports (if not provided in the
schedule.): etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required

Mag,
Ppr Non-Records
Lead Dept. CW-032
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals / O&M Manuals, Newsletters, Plans /
Strategic Plans, Plans (if not provided in the
schedule), Standard Operating Procedures
(SOPs), Studies, Reports (if not provided in the
schedule.): etc.: Produced by YOUR
Department
Minimum 2
years

Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-033
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Administrative Policies,
Plans / Strategic Plans, Plans (if not provided
in the schedule), Standard Operating
Procedures (SOPs), Studies, Reports (if not
provided in the schedule.): etc.: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
112
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

Retentions begin when the act 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)
Lead Dept. CW-034 Reports, Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-035 Reports, Studies (other than Historically significant - e.g. Annual Reports) 10 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-036
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
records of the chemical / substance / agent,
where / when it was used
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
Lead Dept. CW-038 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-039 Subpoenas (appearance / duces tecum) 2 years Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-040
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the
survey forms are considered a draft / transitory
record, / can be destroyed as drafts (When No
Longer Required)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
113
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

Retentions begin when the act 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)
Lead Dept. CW-041
Training Database (NeoGov)
Required Information for all Employee Training
(if records are created):

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Indefinite -
Minimum
Separation +
5 years
Yes
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Data is interrelated; GC §34090 et seq.;
LC §1198.5
Lead Dept.
(Providing the
Training)
CW-042
Training Presented by Staff - COURSE

RECORDS
(Attendance Rosters / Sign-in Sheets, Outlines
/ Materials; includes Ethics, Fiscal & Financial,
Harassment, Workplace Violence, Safety
Training, Tailgates)
5 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics, Fiscal and
Financial, Fiscal & Financial, Harassment
& Workplace Violence Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR
1627.3(b)(1)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b), 53238.3(b) 53237.2(b);
53238.3(b), LC §6401.9(f), LC §§1198.5
Lead Dept. CW-043
Volunteer / Unpaid Intern Applications /
Agreements - Unsuccessful / Pending
Applicants
3 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
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
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
114
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

Retentions begin when the act 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)
Lead Dept. CW-044
Volunteer / Unpaid Intern Applications /
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
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; 29
USC 1113
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
115
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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-001
Agenda Packets: Legislative Bodies - City
Council, Planning Commission, Financing
Authority
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002
Agenda Packets:: Advisory Bodies - Open
Space Active Transportation and Sustainability
Commission, Parks & Community Services
Commission,
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-003 Agenda Packets: Council Subcommittees - Finance Subcommittee P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-004 Agenda Packets: TBID (Tourism Business Improvement District) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Not a City Record
City Clerk CC-005 Agenda Packets: TBID (B P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090

CITY CLERK
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
116
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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-006
Agreements / Contracts, Amendments - ALL:

AFTER SCANNING / IMAGING, /
INFRASTRUCTURE, JPAs, MOUs
Agreement / Contract includes all contractual
obligations (e.g. Scope of Work / all
attachments / exhibits)
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.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention requirements
in 48 CFR 4.703(a)
City Clerk CC-007 Board / Commission / Committee Recruitment / Applications (All, whether appointed / not)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-008 Board / Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-009 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES /
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
City maintains original statements; GC
§81009(e)&(g)
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
117
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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-011
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ELECTRONICALLY FILED /

DATABASE
10 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statements filed electronically are required for
10 years; GC §81009(f)(g); GC §84615
City Clerk CC-012
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected / not elected. Includes City Council
Members , City Manager, City Treasurer / City
Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Department Preference; as of January 1, 2025,
the FPPC is the Filing Officer for 87200 filers;
City maintains copies only; original statements
are filed with FPPC; GC §81009(f)&(g)
City Clerk CC-013 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After QC Must post on website; GC §81009(e)
City Clerk CC-014 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After QC Should post on website for 4 years; GC
§81009(e)
City Clerk CC-015 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After QC GC §81009(e)
City Clerk CC-016 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After QC Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
City Clerk /
Elections CC-017
Campaign Filings (FPPC 400 Series Forms /
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC GC §81009(b)&(g)
City Clerk /
Elections CC-018
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; GC
§81009(b)&(g)
City Clerk /
Elections CC-019
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH / WITHOUT Committees
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615

CITY CLERK / ELECTIONS
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
118
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Elections CC-020
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years GC §81009(f)&(g)
City Clerk /
Elections CC-021
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidatecontrolled)7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years GC §81009(c)&(g)
City Clerk /
Elections CC-022
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; 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 /
Elections CC-023
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 /
Elections CC-024
Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations /
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk /
Elections CC-025
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes the
determination of insufficiency / examines the
petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
City Clerk /
Elections CC-026
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes the
determination of insufficiency / examines the
petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
119
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Elections CC-027
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes the
determination of insufficiency / examines the
petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
City Clerk /
Elections CC-028 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
Results + 8
months 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)
City Clerk CC-029
Historical Records / Archives, Photographs, /
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
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-030 Minutes: Legislative Bodies - City Council, Planning Commission, Financing Authority P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD GC §34090(e)
City Clerk CC-031
Minutes: Advisory Bodies - Open Space
Active Transportation and Sustainability
Commission, Parks & Community Services
Commission,
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD GC §34090(e)
City Clerk CC-032 Minutes: Council Subcommittees - Finance Subcommittee 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-033 Minutes: TBID (Tourism Business
Improvement District) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Not a City Record
City Clerk CC-034 Ordinances P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD GC §34090(e)
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
120
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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-035
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk CC-036 Public Records Requests / Subpoenas Duces Tecum / Summons 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-037
Recorded Documents: Agreements
(Recorded); Deeds, Easements, Final Order of
Condemnation, Full Reconveyance, Liens,
Notice of Completion, Rights of Way, etc.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-038
Recordings: Audio Recordings: City Council,
Planning Commission, Financing Authority,
Open Space Active Transportation and
Sustainability Commission, Parks &
Community Services Commission,
2 years Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-039
Recordings: Video Recordings: City Council,
Planning Commission, Financing Authority,
Open Space Active Transportation and
Sustainability Commission, Parks &
Community Services Commission,
Minimum 12
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-040 Records Destruction Authorization Forms / Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-041 Records Retention Amendment Authorization Forms 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-042
Secretary of State Statement of Facts /
Registry of Public Agencies
(Required of all Public Agencies whenever the
Chair changes)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
121
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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-043 Resolutions: City Council, Planning
Commission, Financing Authority P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD GC §34090(e)
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
122
Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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-001
Administrative Hearing Officer
Determinations / Appeals to City
Management
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
City
Manager CM-003
Projects, Programs, Subject / Issues
(Issues / projects will vary over time - e.g.

Sister City, Goals / Objectives, , etc.)
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City
Manager CM-002 EOC Activations (Excludes FEMA Claims or EOC Claims) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
123
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning)
Page CDD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 DEVELOPMENT / BUILDING and SAFETY
Lead Dept. CD-001
Permit Database (OpenGov)
Includes Correction Notices, Energy
Calculation, Plan Check Comments, Stop
Work Notices
Indefinite
(Perm) Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference - Data is interrelated;
CBC §§ 1.8.4.3.1, 104.7, and 107.5 Building
Permits are required to be retained
Permanently, or Life of the Structure; GC
§34090, H&S §19850
Community
Develop. /
Building &
Safety
CD-002 Address Files / Building Permits /
Applications P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD CBC §§ 104.7 and 107.5; GC §34090 Community
Develop. /
Building &
Safety
CD-003
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY

DWELLINGS, PLACES OF PUBLIC

ACCOMMODATION
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-004 Building Plans - Cancelled / Withdrawn
AFTER to Building Permit Issuance P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-005 Building Plans - Cancelled / Withdrawn
PRIOR to Building Permit Issuance
Upon
Cancellation
or
Withdrawal

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-006 Building Plans - Expired P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-007 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
AMERCIAN CANYON, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
124
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning)
Page CDD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Develop. /
Building &
Safety
CD-008 Building Plans - Finalled - SINGLE
FAMILY RESIDENTIAL (All Finalled) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; CBC §§ 1.8.4.3.1,
104.7 and 107.5; H&S §19850; GC §34090
Community
Develop. /
Building &
Safety
CD-009 California Building Codes / Uniform
Building Codes
Minimum
While
Ordinance is
in Force
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §50022.6
Community
Develop. /
Building &
Safety
CD-010 Certificate of Occupancy (CofO) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Building &
Safety
CD-011
Copyright Release Forms / Requests /
Permissions to Receive Copies of Plans
(to / from Architects)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Community
Develop. /
Building &
Safety
CD-012 Geotechnical / Soils Reports P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Building &
Safety
CD-013 Structural Calculations P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090

COMMUNITY DEVELOPMENT / CODE ENFORCEMENT
Lead Dept. CD-014 Case Management Database (OpenGov)
Indefinite
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference - Data is interrelated
and contains Building Permits and other
Permanent Records; GC §34090, H&S §19850
AMERCIAN CANYON, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
125
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning)
Page CDD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Develop. /
Code
Enforcement
CD-015
Code Enforcement / Abatement Case
Files (Includes Citations, Notice of
Violations, Photos, Recordings of noise,
Code Enforcement Complaint Letters
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Code
Enforcement
CD-016 Notice of Violations ./ Code Enforcement
Citations / Reminder Notices
Minimum 2
years
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Code
Enforcement
CD-017
Privately Owned Sidewalks or Trees:

Correspondence (Notice) to Property
Owner to repair privately-owned
sidewalks / maintain privately-owned
trees
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090

COMMUNITY DEVELOPMENT / PLANNING
Lead Dept. CD-018 Permit Database (OpenGov) Indefinite
(Permanent Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated
and contains Building Permits and other
Permanent Records; GC §34090, H&S §19850
AMERCIAN CANYON, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
126
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning)
Page CDD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Develop. /
Planning
CD-019
Planning Projects - Discretionary /
Ministerial - Approved Permanent
Entitlements / Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans,
Soils Reports, Uniform Development
Application, etc.)
Examples:

Conditional Use Permits (CUPs)
Development Permit
General Plan / General Plan
Amendments
Lot Line Adjustment
Rezones
Sign Permits
Specific Plan
Tentative Subdivision Maps / Parcels
Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes Mag, Mfr,
OD, Ppr S / I 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
Community
Develop. /
Planning
CD-020 Planning Project Files - Cancelled /
Expired / Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal +
2 years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (project was not
pursued by applicant); GC §34090
AMERCIAN CANYON, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
127
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning)
Page CDD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Develop. /
Planning
CD-021
Advanced Planning / Long Range
Planning / Project Implementation (Final
Documents only)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-022 Annexations / Boundaries /
Consolidations / LAFCO P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Census
Bureau CD-023 Census, Demographics
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD (Non-Records - Census Bureau is OFR) Community
Develop. /
Economic
Develop.

CD-024
Economic Development Projects
(Business Recruitment and Business
Retention)
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Planning
CD-025
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.) / CEQA -
Where Planning is the Lead
Correspondence / staff notes that
provide insight into the project / the
agency’s CEQA compliance with respect
to the project
Project
Approval or
Denial
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 (2020) 53 Cal.App.5th
733; PRC 21167,6; GC §34090
Community
Develop. /
Planning
CD-026
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, Notice of
Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where
Planning is the Lead
P
Mag, Mfr,
OD, Ppr S / I 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
AMERCIAN CANYON, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
128
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Planning)
Page CDD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Develop. /
Planning
CD-027
General Plan, Elements / Amendments /
Master Plans, Specific Plans, Land Use
Plans / Amendments; General Plan
Interpretations
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Planning
CD-028 Historical Designations / Historical
Landmarks P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Planning
CD-029 Materials Boards
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not retained in the ordinary
course of business; GC §34090
City Clerk CD-030 Planning Commission - ALL RECORDS
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All original Minutes for Advisory Bodies are
sent to the City Clerk; GC §34090.7
Community
Develop. /
Planning
CD-031 Pre-Applications P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 Community
Develop. /
Planning
CD-032 STR Applications and Permits / Short
Term Rental Applications & Permits 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Permits expire after 5
years); GC §34090
Community
Develop. /
Planning
CD-033
Temporary Use Permits issued by
Planning (Approved / Unapproved) -
Christmas Tree Lots, Pumpkin Lots, Tent
Sales, etc.

Expiration +
2 years
Yes:

During
Event
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Community
Develop. /
Planning
CD-034 Zoning Clearance Forms / Zoning
Verification Letters P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-035 Zoning Maps (Historically Significant) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 AMERCIAN CANYON, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
129
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNICATIONS Page COMM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNICATIONS
Communications COMM-001
City Publications / Completed Graphic
Design Projects where Communications is
the Lead - STANDARD CONTENT (City
Manager's Weekly Update, Newsletters
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Communications COMM-002
City Publications / Completed Graphic
Design Projects where Communications is
the Lead - WITH SIGNIFICANT
HISTORICAL VALUE (City's Annual
Report, State of the City, etc.)
P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Lead Dept. COMM-003 City Publications / Graphic Design Projects When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
Lead Dept. COMM-004 Photographs
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary Drafts (retention is placed on the final
record in which the photograph is published in, if
any); destroy unnecessary photographs. GC
§34090
Communications COMM-005 Press Releases / Media Releases 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Communications COMM-006 Social media postings - Content IS Substantive 2 years Mag, Ppr
GC §§34090, 7927.500, 7928.705.; 64 Ops. Cal.

Atty. Gen. 317 (1981)); City of San Jose v.

Superior Court (2017) 2 Cal.5th 608 Jose vs.

Superior Court, 5 Cal. 5th 608 (2017).

AMERICAN CANYON, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted 130
Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNICATIONS Page COMM-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Communications COMM-007 Social media postings - Content NOT Substantive
When No
Longer
Required
Mag, Ppr
Electronic and paper records are categorized,
filed and retained based upon the CONTENT of
the record. Records where either the
CONTENT relates in a SUBSTANTIVE way to
the conduct of the public's business, or ARE
made or retained for the purpose of preserving
the informational content for future reference are
SAVED by placing them in an electronic or
paper (project) file folder and retained for the
applicable retention period. If not mentioned
here, consult the City Attorney to determine if a
record is considered transitory / preliminary draft.

GC §§34090, 7927.500, 7928.705.; 64 Ops. Cal.

Atty. Gen. 317 (1981)); City of San Jose v.

Superior Court (2017) 2 Cal.5th 608 Jose vs.

Superior Court, 5 Cal. 5th 608 (2017).

Lead Dept. COMM-008 Videos - Educational, Promotional
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
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Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 / ADMINISTRATION
Finance /
Lead Div. FIN-001 _Financial Services Database (OpenGov) Indefinite -
Minimum 7
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
Fire District accounts payable /
reimbursements and payroll are
required for 7 years; GC §§34090,
60201 et seq.

City Clerk FIN-002 Audit Reports / Annual Consolidated Financial Report (ACFR) / related Audit Opinions
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (copies - City
Clerk is OFR); GC §§34090.7, 60200
Finance FIN-003 Audit Work Papers 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §§34090, 60201 et
seq.

Finance FIN-003.5 Bonds: Bid Bonds, Letters of Credit, Bid Security, Permitee Bonds
Release of
Bond
OR
After Award
Decision
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Security; GC §34090
City Clerk FIN-004 Budgets - Adopted / Final
Copies -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (copies - City
Clerk is OFR); Must be filed with
County Auditor; GC §§34090.7, 60200,
53901
Finance /
Admin. FIN-005 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Drafts / Content Not Substantive; GC
§§34090, 60201 et seq.

Finance /
Admin. FIN-006 Single Audits / Transportation Audits / PERS Audit, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets
municipal government auditing
standards); GC §§34090, 60201 et
seq.

AMERICAN CANYON, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
132
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 / BUSINESS LICENSE
Finance /
Business
License
FIN-007 Business License Applications, Registrations /
Renewals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Business
License
FIN-008
Reports (Support for Business License):

Balance Sheets, Proof / Merge Reports, etc.
(MONTHLY / PERIODIC)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

FINANCE / GENERAL ACCOUNTING
Finance /
Lead Div. FIN-009 _Financial Services Database (OpenGov) Indefinite -
Minimum 7
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
Fire District accounts payable /
reimbursements and payroll are
required for 7 years; GC §§34090,
60201 et seq.

Finance /
General
Accounting
FIN-010 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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; 29
USC 436
Finance /
General
Accounting
FIN-011
Accounts Payable / Invoices / Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Required for Special Districts (may
include employee reimbursement); GC
§§34090, 60201(d)(12)
Finance /
General
Accounting
FIN-012
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §§34090, 60201 et
seq.

Finance /
General
Accounting
FIN-013 Accounts Receivable: Rent / Property
Management / Lease Accounts Receivable
End of
Tenancy + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
AMERICAN CANYON, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
133
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
General
Accounting
FIN-014
Bank Statements / Trustee Statements, Fiscal
Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Daily Cash
Summaries, Bank Deposits, Bank Transmittal
Advice, Cashier's Reports, Wire Transfers
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (Special
Districts are required to retain
employee reimbursement for 7 years);
GC §§34090, 60201 et seq. 26 CFR

31.6001-1
Finance /
General
Accounting
FIN-015
Bond Official Statements / Certificates of
Participations (COPs) See Bank Statements for
statement retention.

Fully
Defeased
+ 10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations for Bonds issued by local
governments are 10 years; IRS bond
auditing 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; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq, 337.5(a); 26
CFR 1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(E); GC §43900 et seq.

Finance /
General
Accounting
FIN-016 Checks / Warrant Register Report (issued) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference (Special
Districts are required to retain
employee reimbursement for 7 years);
GC §§34090, 60201 et seq.

Finance /
General
Accounting
FIN-017 Checks / Warrants (Cashed / Returned / NSF) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference (Special
Districts are required to retain
employee reimbursement for 7 years);
GC §§34090, 60201 et seq.

Finance /
General
Accounting
FIN-018 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, 60201 et seq.

AMERICAN CANYON, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
134
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
General
Accounting
FIN-019 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets
municipal government auditing
standards); GC §§34090, 60201 et
seq.

Finance /
General
Accounting
FIN-020
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 60201 et seq., 43900
Finance /
General
Accounting
FIN-021 Journal Entries / Journal Vouchers / Budget
Adjustments 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Special
Districts are required to retain
employee reimbursement for 7 years);
GC §§34090, 60201 et seq., CCP §
337
Finance /
General
Accounting
FIN-022
Reports, Subsidiary Ledgers, Reconciliations,
Registers, Transaction Histories, Balance
Sheets, etc. (MONTHLY / PERIODIC)
Does NOT include year-end General Ledger.

When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transitory records not retained in the
ordinary course of business; Financial
system can re-create reports
accurately; GC §§34090, 60201 et seq.

Finance /
General
Accounting
FIN-023
Reports: Annual State / Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §§34090, 60201 et seq.

Finance /
General
Accounting
FIN-024
Revenue: Accounts Receivable: Daily
Envelopes / Cash Receipts / Petty Cash /
Revenue Daily Receipt Books, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §§34090, 60201 et
seq.

City Clerk FIN-025 Treasurer's Reports / Quarterly Budget Reports (to Council - Copies)
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (Copies); GC
§§34090.7, 60200
AMERICAN CANYON, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
135
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
General
Accounting
FIN-026 W-9s
Vendor
Inactive + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS auditing standards; GC
§§34090, 60201 et seq.

FINANCE / PURCHASING
Finance /
Purchasing FIN-027 Purchase Orders / Requisitions / Successful Bids 5 years Yes: Before Completion Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (Professional
Services always have a contract,
therefore Errors & Omissions are not
applicable); Statute of Limitations is 4
years; 10 years for Errors & Omissions;
CCP §§337. 337.1(a), 337.15, 343; GC
§§34090, 60201 et seq.

FINANCE / PAYROLL
Finance /
Payroll FIN-028 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 10 years Full File Folder Paper S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-029
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.
7 years Full File
Folder Paper S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-030 Deferred Compensation (City Statements) 7 years Full File Folder Paper S / I Yes: After QC & OD Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Finance /
Payroll FIN-031
Payroll File (By Employee Name)
Includes W-4, other payroll forms
Separation +
7 years
Employee
Separation Paper S / I Yes: After QC & OD
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 §34090
AMERICAN CANYON, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
136
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Payroll FIN-032 Payroll Reports - Annual Detail P n/a
Optical
Disk
(Laserfic
he)
Yes
(Laserfich
e)
Yes: After
QC &OD
Department preference for SBCERA
Buy-backs; GC §34090
Finance /
Payroll FIN-033
Payroll Reports - Periodic (includes Deduction
Registers, Leave Registers, Time Transaction
Reports, etc.)
7 years Full File
Folder Paper S / I Yes: After QC & OD
Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Finance /
Payroll FIN-034 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 7 years Full File Folder Paper S / I Yes: After QC & OD Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Finance /
Payroll FIN-035 W-2's 7 years Full File Folder Paper S / I Yes: After QC & OD Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Finance /
Payroll FIN-036 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
IRS Regulation 31-6001-1 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. GC §34090; 26
CFR 31.6001-1
AMERICAN CANYON, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
137
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 / UTILITY BILLING
Finance /
Utility
Billing
FIN-037
_Customer Service / Utility Billing Databases
(Springbrook, OpenGov, Info Send, Invoices
Cloud, etc.)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
GC §+I13:I28
Finance /
Utility
Billing
FIN-038 Abnormal Read Reports
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (The Database
is the original; reports are considered
drafts or copies, and can be re-printed
from the database); GC §34090
Finance /
Utility
Billing
FIN-039 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC
§34090
Finance /
Utility
Billing
FIN-040 Bankruptcies - Where a claim is filed 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
Finance /
Utility
Billing
FIN-041 Billing Registers, Payment Registers,
Adjustment Registers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; meets
municipal government auditing
standards; GC §34090
Finance /
Utility
Billing
FIN-042 Collections / Collection Agency Assignments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; meets
municipal government auditing
standards; GC §34090
Finance /
Utility
Billing
FIN-043 Prop. 218 (Property-based fees) Notices,
Mailing Lists 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2)
Finance /
Utility
Billing
FIN-044 Residential Water Billing: Appeals - Payment
Delinquency / Impending Discontinuation
Final
Decision + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Documented or attached to Customer
Record in database; GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-045
Residential Water Billing: Non-payment
Notices / Notice of Payment Delinquency /
Impending Discontinuation (Initial, Final)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC §34090;
H&S §116908
AMERICAN CANYON, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
138
Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Utility
Billing
FIN-046
Residential Water Billing: Payment Plans:

Amortization, Alternative Payment Plans,
Deferrals, etc.

Expiration or
Completion
of Payment
Plan
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Documented or attached to Customer
Record in database; GC §34090; H&S
§116910
Finance /
Utility
Billing
FIN-047
Residential Water Billing: Policy on
Discontinuation of Residential Service for
Nonpayment
When
Superseded;
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Must post to Website; H&S §116906;
GC §34090
Finance /
Utility
Billing
FIN-048 Residential Water Billing: Report of Annual
Discontinuations of Residential Service
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Must post to Website; H&S §116918;
GC §34090
Finance /
Utility
Billing
FIN-049 Residential Water Billing: Adjustments to
Customer accounts 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; meets
municipal government auditing
standards; GC §34090
AMERICAN CANYON, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
139
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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
1095-C, 1094-C (Employer-Provided Health
Insurance Offer / Coverage / Transmittal
Form)
5 years Full File
Folder Paper S / I Yes: After QC & OD
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns"
GC §34090
Human
Resources HR-002 Badging Software
Indefinite -
Minimum
Separation + 2
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Human
Resources HR-003 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 4 years
after personnel actions; 29 CFR
1627.3(b)(1)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Human
Resources HR-004
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment Claims
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final disposition
of formal complaint; State requires 4 years
after "fully and finally disposed"; 2 CCR
11013(c); GC §§12946, 12960, 34090
Human
Resources HR-005
Classification / Reorganization Studies (for
employee classifications / department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 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
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
140
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 Compensation Surveys / Studies Minimum 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 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
Human
Resources HR-007 Contracts for Investigators (Employees Only) Completion + 5 years Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-008 DE-34 (California EDD Report of New Employees) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources HR-009 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Human
Resources HR-010
EDD Claims / Forms (Employment
Development Department) / Unemployment
Claims
Close + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
Human
Resources HR-011 Employee Investigations Separation + 6 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
141
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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
Employee Notifications: Know Your Rights,
Emergency Contact for Workplace Arrest or
Detentions, etc.
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090; LC §1553(e) Human
Resources HR-013 Grievances Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC §1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-014 I-9s Separation + 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Human
Resources HR-015 Job Descriptions / Job Classification / Job Specifications Minimum
Superseded +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; State Law
requires 4 years from any Personnel
Action; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Human
Resources HR-016 Labor Relations / Negotiation Notes 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et
seq.

Human
Resources HR-017
Litigation - Where Human Resources is the
Lead
Final Settlement, Records with Significant
Historical Value
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.

AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
142
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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-018
Litigation - Where Human Resources is the
Lead
OTHER than Final Settlement, Records
with Significant Historical Value)
Final
Resolution + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Human
Resources HR-019
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline, Evaluations,
Oath of Office, Policy Acknowledgements,
PAF / Personnel Action Forms, Training
Certificates, etc.)
Separation + 6
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; State Law requires
4 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; 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; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090;
53237.2(b), LC §1198.5
Human
Resources HR-020
Personnel Files - Medical File / Long Term
Disability Claims / Short Term Disability
Claims
Medical Records, Pre-Employment Medical
Clearance; ADA Accommodations, Fit for
Duty, Respiratory Fit Tests, etc.

Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately; Claims
can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
143
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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-021
Recruitment Database / Training Certificate
Database / Performance Appraisal Database
/ NeoGov Database
Includes Training Certificates for employees,
including Ethics Training Certificates, Fiscal
& Financial Training Certificates,
Harassment prevention Training Certificates,
and Workplace Violence Training
Certificates
Indefinite -
Minimum
Separation + 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to allow for
successful selection and hiring;; State Law
requires 4 years for employment actions;
EEOC / FLSA / ADEA (Age) requires 1-3
years; 29 CFR 1627.3(b)(1), 29 CFR
1602.14 et seq.2 CCR 11013(c); GC
§§12946, 12960, 34090; LC §1198.5
Human
Resources HR-022
Recruitment / Testing File
Includes Advertisements, Applications for
Unsuccessful Candidates, Backgrounds for
unsuccessful candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis /
statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Expiration of
Eligibility List
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years for
employment actions; EEOC / FLSA /
ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-023
Verification of Employment from outside
companies / Employment Verifications from
outside companies (for employee
mortgages, car purchases, etc.)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Content Not Substantive; does not pertain
to the conduct of City business; City of
San Jose v. Superior Court (2017) 2
Cal.5th 608 Jose vs. Superior Court, 5
Cal. 5th 608 (2017); GC §34090
Human
Resources HR-024
Workers Compensation Claims (Includes all
Accident, Incident, / Injury Reports from
Employees)
Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
144
Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 / RISK MANAGEMENT
Human
Resources /
Risk Manage.

HR-025
Accident / Incident Reports (Accidents /
Incidents) - MEMBERS OF THE PUBLIC
That don't result in a Claim
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Human
Resources /
Risk Manage.

HR-026 Claim for Damages / Claims Against the City
Final
Resolution + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
Human
Resources /
Risk Manage.

HR-027 OSHA Citations / Inspections 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Human
Resources /
Risk Manage.

HR-028 Safety Committee / Safety Steering
Committee 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et
seq.

Human
Resources /
Risk Manage.

HR-029 Safety Investigations 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), 29 CFR
1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.; LC §6429c
Human
Resources /
Risk Manage.

HR-030
Property Damage Claims / Subrogation
Claims:/ City's Invoices to Insurance
Companies / Restitution / Recovery of
Damages to City Property
Final
Resolution + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets municipal government auditing
standards; Department preference; GC
§34090
Human
Resources /
Risk Manage.

HR-031
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
145
Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS and RECREATION Page P&R-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PARKS and RECREATION
Parks &
Recreation REC-001 Registration Database - Recreation
Applications, Waivers, Registration (CivicRec)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Parks &
Recreation REC-002 Activity Guide / Class Guide / Program Guide,, etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Parks &
Recreation REC-003
Applications / Participants' Registration /
Liability Forms / Release of Liability Forms /
Photo Releases / Waivers of Liability /
Permissions: Camps, Field Trips, Authorization
to give Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Parks &
Recreation REC-004 Contracts for Performances / Instructors Completion + 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Parks &
Recreation REC-005 Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Parks &
Recreation REC-006 Evaluations / Surveys (Program Evaluations Recreation Evaluations or Surveys) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content Not Substantive / Preliminary
Drafts; GC §34090
Parks &
Recreation REC-007
Facility Use Requests / Field Rentals / Facility
Use Applications / Permits / Requests (Includes
Insurance Certificates / ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Parks &
Recreation REC-008 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
City Clerk REC-009 Parks & Community Services Commission -

ALL RECORDS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
City Clerk retains originals records;
GC §34090.7
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
146
Ver. 2.0 RECORDS RETENTION SCHEDULE: PARKS and RECREATION Page P&R-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Parks &
Recreation REC-010
Permits issued by Parks & Recreation
(Approved / Unapproved) Block Party Permits,
Special Event Permits, other permitted activities
in Parks
Expiration +
2 years
Yes: During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Parks &
Recreation REC-011 Pool Chemical Logs, Additions 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD 22 CCR 65523; GC §34090
Parks &
Recreation REC-012
Program Manager's Files: Activity / Special
Programs / Event Files: After-School,
Children's Programs, Gardening, Health
Programs, Sports Programs, etc.

IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Parks &
Recreation REC-013 Reports generated from Registration Database When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content Not Substantive / Preliminary
Drafts / Transitory records (The
database is the original record); GC
§34090
Parks &
Recreation REC-014 Rosters / Sign-in / Sign-Out Sheets for classes / programs 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Parks &
Recreation REC-015 Schedules / Hours (classes / staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
147
Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 - ALL DIVISIONS (Records Common to Many Divisions) Public Works /
Division
Providing
Service / Work
PW-001
Work Orders / Service Requests / Service
Orders - CRM DATABASE / CMMS
DATABASE (Customer Relationship
Management System / Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Public Works /
Division
Providing
Service / Work
PW-002
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM
DATABASE / CMMS Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Public Works /
Division
Providing
Service / Work
PW-003
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM
DATABASE / CMMS Database
(Paper drafts)
5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090
Public Works /
Lead Div. PW-004 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Division
Providing
Service / Work
PW-005 Operations / Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-006 Pressure Vessel Certifications / Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

PUBLIC WORKS / ENGINEERING (CIP, Development, Transportation) Public Works /
Engineering PW-007 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-008 Bonds: Labor & Materials Bonds, Performance Bonds, Payment Bonds Upon
Release
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
148
Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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.
(Managing the
Project)
PW-009
Capital Improvement Projects (CIP):

MAINTENANCE-ONLY PROJECTS - No
Change in Infrastructure
All Final Records (Plans, RFP / Specifications /
Addenda, Successful Proposal, Change
Orders, Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference - meets municipal
government auditing standards; Statute
of Limitations for Errors & Omissions not
applicable; Some grant funding agencies
require audits; Statute of Limitations:

Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
PW-010
Capital Improvement Projects (CIP): NonMaintenance Projects - Administration File / Construction Management
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Permits for Construction,
Preliminary Notices, Project Schedules, Public
Relations, Meeting Agendas / Minutes, Monthly
Reports, Notices, Real Estate Appraisals, RFIs /
RFQs , Safety. SWPPP / WPCP, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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; CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
PW-011
Capital improvement Projects (CIP), NonMaintenance Projects - Permanent File Plans, RFP / Specifications / Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical Exemptions,
Materials Testing Reports, Grading Permits,
Hazardous Materials, Notice of Completion,
Photos, Record Drawings Soils Reports,
Studies, Submittals, Surveys, etc.

P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Engineering PW-012
Capital Improvement Projects (CIP):

Design / Construction Standards - Authored
by the City for Construction of City Infrastructure
(CIP / Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-013
Drawings, Maps Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Engineering
OR
Utilities /
Environmental
Services
PW-014
NPDES / Stormwater Compliance: Citations,
Notifications to Private Contractors / Private
Parties
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Public Works /
Utilities /
Environmental
Services
PW-015 NPDES / Stormwater Compliance: Inspections
During and After Construction (BMPs, etc.)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Lead Dept. PW-016
Permit Database - (OpenGov) Temporary
Encroachment Permits / Street Cut Permits,
Private Tree Removal Permits, etc.

Indefinite
(Perm) Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; Building Permits are required
to be retained Permanently, or Life of the
Structure; GC §34090, H&S §19850
Public Works /
Engineering PW-017
Permits: Encroachment Permits: Temporary
Permits (Excavation, Street Permits,
Temporary Construction, Sidewalk Repairs,
Street Cuts, Tree Removal Traffic Control,
Transportation Permits, Utility Cuts (Installation
/ Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Engineering PW-018
Permits: Encroachment Permits: Permanent
(Structures in the City's Right of Way, Retaining
Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-019 Permits: Grading Permits P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-020
Permits: Wide Load Permits / Oversize Load
Permits
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering PW-021
Private Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
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
Public Works /
Engineering PW-022
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical / Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Public Works /
Engineering PW-024 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-025 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Engineering PW-026 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-027 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-028 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-029 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-030 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-031 Water Rights P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-032 Water Supply Assessments, Studies, Reports / Stream Studies / Flow / Water Planning Studies P Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; 22 CCR 64470
(b)(7); GC §34090
Public Works /
Engineering PW-033 Water System Variances P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

PUBLIC WORKS / MAINTENANCE - FACILITIES, PARKS, STORM DRAINAGE, STREETS) Public Works /
Division
Providing
Service / Work
PW-034
Playground Inspections (Contracted Certified
Inspections and Non‑Certified Inspections),
Sidewalk Maintenance (grinding / ramping), etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference, GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
152
Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Division
Providing
Service / Work
PW-035 Pothole Repairs (May be in Database) 5 years Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Division
Providing
Service / Work
PW-036 Spray Permits / Weed Abatement / Herbicide
Application Forms / Pesticide Application Forms 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3 CCR
6623, 40 CFR 110.3(d)
Public Works /
Division
Providing
Service / Work
PW-037 Streets - Sidewalk Maintenance, Grinding,
Asphalt Ramping (Logs / Forms) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Division
Providing
Service / Work
PW-038 Tree DATABASE
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
Division
Providing
Service / Work
PW-039 Tree Maintenance, Trimming, Arborists Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Division
Providing
Service / Work
PW-040 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; entered into
DigAlert Software the Excavator,
Operator and the Regional Notification
Center all have an obligation to retain the
notice for 3 years; GC §§4216.2(f) GC
§60201

PUBLIC WORKS / MAINTENANCE - FLEET
Public Works /
Maintenance -
Fleet
PW-041 Fleet - Inspections / Audits by the CHP (Fleet) 5 years Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC § 34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
153
Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 -
Fleet
PW-042
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Maintenance -
Fleet
PW-043 Fleet - Tire Disposal / Waste Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Maintenance -
Fleet
PW-044 Fleet - Used Oil Disposal Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Maintenance -
Fleet
PW-045
Fleet - Vehicle / Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090

PUBLIC WORKS / UTILITIES / ENVIRONMENTAL SERVICES
Public Works /
Utilities /
Environmental
Services
PW-046
Aboveground Petroleum Storage Tanks
(Agency-Owned)
Spill Prevention Control / Countermeasures
(SPCC), Inspections, Integrity Testing,
Maintenance, Repairs
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; EPA FAQs
recommend Life of the Tank; applies to
both Tier I and Tier II Tanks; (Tier II tanks
are required to have an integrity test
every 20 years); GC §34090
Public Works /
Utilities /
Environmental
Services
PW-047 BAAQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Utilities /
Environmental
Services
PW-048 Biosolids / Sewage Sludge - Reporting and
Samples 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Code of Federal Regulations requires 5
years; 40 CFR 503.17; 40 CFR
122.41(j)(2); GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
154
Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Utilities /
Environmental
Services
PW-049 Conservation Programs / Rebate Programs /
Check Requests / Toilets, Washers, Turf, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (meets auditing standards); GC §34090
Public Works /
Utilities /
Environmental
Services
PW-050 FOG (Fats, Oil / Grease) Inspections /
Pretreatment Annual / Quarterly Reports 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Utilities /
Environmental
Services
PW-051 Lab Reports / Chains of Custody: Wastewater Minimum 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Public Works /
Engineering
OR
Utilities /
Environmental
Services
PW-052
NPDES / Stormwater Compliance: Citations,
Notifications to Private Contractors / Private
Parties
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Public Works /
Engineering
OR
Utilities /
Environmental
Services
PW-053 NPDES / Stormwater Compliance: Inspections
During and After Construction (BMPs, etc.)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Public Works /
Utilities /
Environmental
Services
PW-054 NPDES / Stormwater Quality Permits (issued
or received)
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Utilities /
Environmental
Services
PW-055 NPDES / Stormwater Quality Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
155
Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-9
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Utilities /
Environmental
Services
PW-056 Permits - Wastewater Discharge, Recycled
Water issued by the City
Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Utilities /
Environmental
Services
PW-057
Permits - Wastewater Regulatory / Operating
Permits: Examples (CalARP, Cal OSHA,
CERS, CUPA, NPDES, SWRCB, etc.)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Utilities /
Environmental
Services
PW-058
Reports - Wastewater Reports to Regulatory
Agencies: Examples (CalARP, Cal OSHA,
CERS, CUPA, NPDES, SWRCB, etc.)
Minimum 10
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Utilities /
Environmental
Services
PW-059
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
records of the chemical / substance / agent,
where / when it was used
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / 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
Public Works /
Utilities /
Environmental
Services
PW-060
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste
Collection and Recycling) / CalRecycle Annual
Waste Diversion Report / Form 303 report
(HHW report) / CalREcycle Used Oil report /
CalREcycle Bottles & Cans report, etc.
20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SB 1383
compliance is required for 5 years; 14
CCR § 18995.2; GC §34090
Public Works /
Utilities /
Environmental
Services
PW-061 Solid Waste Services / Hauler Quarterly
Reports 20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-10
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Utilities /
Environmental
Services
PW-062 Wastewater Treatment Plant NPDES Permits Expiration + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Public Works /
Utilities /
Environmental
Services
PW-063 Wastewater Treatment Plant NPDES Annual
Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years0; 40 CFR §§122.21, 122.41,
122.44

PUBLIC WORKS / UTILITIES / WASTEWATER TREATMENT PLANT (WWTP) Public Works /
WWTP PW-064 SCADA Database (Wastewater)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; GC §34090, 12168.7
Public Works /
WWTP PW-065 Biosolids / Sewage Sludge - Handling Logs / Weigh Tickets 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Code of Federal Regulations requires 5
years; 40 CFR 503.17; 40 CFR
122.41(j)(2); GC §34090
Public Works /
WWTP PW-066 Wastewater Treatment Plant Operators Certificates (posting required) Copy - When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies are required to be posted in a
location accessible to the public; Original
certificate is required to be retained
Separation + 5 years; 23 CCR §3703; GC
§34090.7

PUBLIC WORKS / UTILITIES / WASTEWATER COLLECTIONS
Public Works /
Wastewater
Collections
PW-067 CCTV Videos of Sewer Lines Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Wastewater
Collections
PW-068 Logs: Vac Con Trucks, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-069 Sanitary Spills / Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2022-0103-DWQ; 40 CFR
122.41(j)(2); GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
157
Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-11
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Wastewater
Collections
PW-070 Sanitary Survey of Sewer System 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-071 Sewer Odor Complaints / Gas Detection
Results / Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-072
Sewer System Management Plans (SSMP) /
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) / Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be retained 5 years and
updated every 6 years; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB General Order
2022-0103-DWQ; GC §34090

PUBLIC WORKS / UTILITIES / WATER TREATMENT PLANT (POTABLE WATER) Public Works /
Utilities / Water
Treatment Plant
PW-073 SCADA Database (Water Treatment Plant)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; GC §34090, 12168.7
Public Works /
Utilities / Water
Treatment Plant
PW-074 Consumer Confidence Report - Annual Water
Quality Report P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; Required for 12
years or 2 compliance cycles; 22 CCR §§
64400.25; 64470, 64483(g), 40 CFR
141.33(a); 40 CFR 141.91
Public Works /
Utilities / Water
Treatment Plant
PW-075 Corrective Actions (As a Result of a Violation) - Potable Water
Resolution +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD 40 CFR 141.33(b)(2); 22 CCR §64470
Public Works /
Utilities / Water
Treatment Plant
PW-076
Monthly Reports - includes any Customer
Concerns / Customer Complaints / Complaint
Forms: Odor / Taste / Visual Complaints
(Correspondence regarding Potable Water)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22 CCR
64470(a); 22 CCR 64662(b)
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
158
Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-12
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Utilities / Water
Treatment Plant
PW-077 Plant Operator Log Books 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; Meets
Department of Public Heath
requirements; 22 CCR 64662(b); GC
§34090
Public Works /
Utilities / Water
Treatment Plant
PW-078
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, MS-4,
NPDES, RMP, SWRCB (State Water
Resources Control Board) ,etc.

Minimum 10
years

Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Utilities / Water
Treatment Plant
PW-079
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, MS-4,
NPDES, RMP, SWRCB (State Water
Resources Control Board) ,etc.

Minimum 10
years

Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Utilities / Water
Treatment Plant
PW-080 Sanitary Surveys of Drinking Water Systems 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
Public Works /
Utilities / Water
Treatment Plant
PW-081
Vulnerability Assessment / Emergency
Response Plan / Risk / Resiliency Assessment /
Hazard Mitigation Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Highly Confidential; 42 USC 300i-2 (c);
GC §34090
Public Works /
Utilities / Water
Treatment Plant
PW-082
Water Monitoring Plans: Bacteriological
Monitoring Plans, Disinfection byproduct (DBP)
Monitoring Plan, Microbiological Monitoring
Plans, Source Monitoring Plans, TTHM / HAA5/
MRDL Monitoring Plans, Turbidity Monitoring
Plans, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; must be retained
for as long as the analytical records for
that plan (microbiological and turbidity
analyses 5 years, chemical analyses 10
years, etc.) 2 CCR 64470(b)(6); GC
§34090
Public Works /
Utilities / Water
Treatment Plant
PW-083
Water Production Reads / Reports (to State
DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; Meets California
Department of Health requirements (3
years); 22 CCR 64662(b); GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
159
Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-13
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Utilities / Water
Treatment Plant
PW-084
Water Production Reads / Reports (to State
DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; Meets California
Department of Health requirements (3
years); 22 CCR 64662(b); GC §34090
Public Works /
Utilities / Water
Treatment Plant
PW-085 Water Storage Tanks, Wells: Dive Videos 10 years Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference (covers 2
mandated cycles); GC §34090
Public Works /
Utilities / Water
Treatment Plant
PW-086 Water Storage Tanks: Inspection Reports,
Maintenance Records P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; (3 years is
required); 22 CCR 64604 (c); GC §34090
Public Works /
Utilities / Water
Treatment Plant
PW-087 Water Treatment Plant NPDES Permits Expiration + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Public Works /
Utilities / Water
Treatment Plant
PW-088 Water Treatment Plant NPDES Annual
Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years0; 40 CFR §§122.21, 122.41,
122.44
Public Works /
Utilities / Water
Treatment Plant
PW-089 Water Treatment Plant Operators Certificates
(posting required)
Copy - When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Copies are required to be posted in a
location accessible to the public; Original
certificate is required to be retained
Separation + 5 years; SWRCB program
guidance; GC §34090.7
PUBLIC WORKS / UTILITIES / WATER DISTRIBUTION AND OPERATIONS (includes Recycled Water Distribution) Public Works /
Utilities / Water
Distribution
PW-090 SCADA Database (Water Distribution)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; GC §34090, 12168.7
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
160
Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-14
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Utilities / Water
Distribution
PW-091 CCCP (Cross Connection Control Procedures) /
Backflow: Initial Hazard Assessments P
Department preference; SWRCB CrossConnection Control Policy Handbook Section 3.5.1(a) requires Hazard
Assessments to be retained - the two
most recent hazard assessments for
each user premise; GC §§60201 et seq.

Public Works /
Utilities / Water
Distribution
PW-092 CCCP (Cross Connection Control Procedures) /
Backflow: Plans or Policies
Superseded
+ 5 years
Department preference; SWRCB CrossConnection Control Policy Handbook Section 3.5.1(a) requires the current
Cross-Control Plan be retained; GC
§§60201 et seq.

Public Works /
Utilities / Water
Distribution
PW-093
CCCP (Cross Connection Control Procedures) /
Backflow: Cross-Connection Tests;
Secondary Hazard Assessments, Backflow
Prevention Assembly (BPA) Installation,
testing, repair, Air Gap Installation,
Inspection
5 years
Department preference; SWRCB CrossConnection Control Policy Handbook Section 3.5.1(a) requires records to be
retained at least the previous 3 calendar
years; GC §§60201 et seq.

Public Works /
Utilities / Water
Distribution
PW-094 CCCP (Cross Connection Control Procedures) /
Backflow: Public Outreach 5 years
Department preference; SWRCB CrossConnection Control Policy Handbook Section 3.5.1(a) requires records to be
retained at least the previous 3 calendar
years; GC §§60201 et seq.

Public Works /
Utilities / Water
Distribution
PW-095 Fire Hydrant Flow Tests (Development or
Maintenance)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Utilities / Water
Distribution
PW-096
Lab Method Validation: Demonstrations of
Capability and Method Detection Limit (MDL)
Studies
P
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Public Works /
Utilities / Water
Distribution
PW-097
Lab Reports / Chains of Custody: Chemical
(Includes Chlorine Residuals, Disinfectant
Residuals, Disinfection Byproducts, /
Disinfection Byproduct Precursors)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference (10 years is
required); 40 CFR 141.33(a); 22 CCR
§§64470, 64537, 64692
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
161
Ver.8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Utilities - Environmental Services, Water, Wastewater) Page PW-15
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by 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 /
Utilities / Water
Distribution
PW-098 Lab Reports / Chains of Custody: Potable
Water Bacteriological / Organics
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Works /
Utilities / Water
Distribution
PW-099 Lab Reports / Chains of Custody: Potable
Water Lead / Copper
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470; 22 CCR 64690.80; 40 CFR
141.33(a); 40 CFR 141.91
Public Works /
Utilities / Water
Distribution
PW-100 Public Notices - Potable Water (Tier 1, 2, / 3) 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
Public Works /
Utilities / Water
Distribution
PW-101
Water Pressure, valve flushing / exercising for
non-fire system components.
(Fire hydrant information is held by the fire
department.)
Minimum 20
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
AMERCIAN CANYON, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
162

CITY COUNCIL AGENDA
APRIL 7, 2026

STAFF REPORT

CONSENT
ITEM NUMBER: 12.

TITLE
Declaring Laserfiche Cloud a Trusted System and Adopting City Records Management Procedures

RECOMMENDATION
Adopt a Resolu*on declaring Laserfiche Cloud a Trusted System for the storage, management, and preservation of city records.

Adopt a Resolu*on approving City Records Management Procedures as the official administra*ve policy governing the crea*on, management, storage, reten*on, digi*za*on, and destruc*on of city records in all formats.

CONTACT
Taresa Geilfuss, City Clerk

BACKGROUND & ANALYSIS
California Government Code Sec*on 12168.7 establishes uniform statewide standards for storing and recording public records in electronic media and cloud computing environments.

The statute defines a “Trusted System” as a combina*on of technologies, policies, and procedures for which there is no plausible scenario in which a public record retrieved from the system could differ substan*ally from the public record originally stored. The statute became fully opera*ve on January 1, 2026.

The city currently u*lizes Laserfiche Cloud as its enterprise content management system to store and manage electronic public records. Laserfiche Cloud provides security controls, audit logging, access restric*ons, and records management func*onality designed to maintain the integrity, authenticity, and reliability of stored records.

To ensure full compliance with State law and to strengthen the City’s legal defensibility, staff recommends adoption of two complementary resolutions.

1. Trusted System Resolution
The first resolution:
163
Declares Laserfiche Cloud the City’s official electronic records repository Determines that Laserfiche Cloud meets the statutory definition of a Trusted System Designates electronic records stored in Laserfiche Cloud as the City’s official records Authorizes destruc*on of paper originals following compliant digi*za*on and verifica*on, consistent with Government Code Sections 34090 et seq.

This action formalizes existing operational practice and provides additional legal clarity regarding:

Authenticity of electronic records
Public Records Act defensibility
Lawful destruction of source documents
Long-term electronic preservation

2. City Records Management Procedures Resolution
The second resolu*on adopts wriAen records management procedures governing the City’s internal business prac*ces for the crea*on, management, reten*on, digi*za*on, and destruc*on of public records in all formats.

These procedures address:

Record creation and capture
Digitization and centralized repository management
Indexing and classification
Access controls
Record Integrity
Retention
Legal holds
Lawful destruction
The procedures also establish a policy direc*on that electronic public records be maintained within Laserfiche Cloud and that permanent paper records be progressively digi*zed and uploaded into the official repository, where legally permissible and operationally feasible.

Adop*on of these procedures promotes consistency across departments, strengthens records governance, and supports the City’s Trusted System designation.

Together, the Laserfiche Cloud technology, the City’s adopted Records Reten*on Schedule, and the formally adopted City Records Management Procedures establish the combina*on of technology, policies, and procedures contemplated by Government Code Section 12168.7.

Adop*on of both resolu*ons formalizes the City’s compliance with State law and strengthens the integrity, governance, and defensibility of the City’s records management program. 164

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Organizational Effectiveness: "Deliver exemplary government services."

FISCAL IMPACT
There is no direct fiscal impact associated with adop*on of these resolu*ons. Laserfiche Cloud is already licensed and opera*onal. The proposed ac*ons formalize and document current prac*ces.

There will be some savings as paper records are digitized and offsite storage is no longer required.

ENVIRONMENTAL REVIEW
None

COMMUNICATION
Level 0: No Further Public Communication Needed
ATTACHMENTS:

1. Resolution - Trusted System Designation
1a. Exhibit A - Laserfiche Cloud Security Datasheet

2. Resolution - City Records Management Procedures

2. Exhibit A - City Records Management Procedures
165
RESOLUTION NO. 2026 -

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AMERICAN CANYON

DECLARING LASERFICHE CLOUD A TRUSTED SYSTEM FOR THE STORAGE

AND MANAGEMENT OF ELECTRONIC PUBLIC RECORDS
WHEREAS, the City of American Canyon creates and maintains public records necessary for the effective and efficient operation of City government; and
WHEREAS, California Government Code Section 12168.7 establishes uniform statewide standards for storing and recording public records in electronic media and cloud computing environments; and WHEREAS, Government Code Section 12168.7 defines a “trusted system” as a combination of technologies, policies, and procedures for which there is no plausible scenario in which a public record retrieved from the system could differ substantially from the public record originally stored; and WHEREAS, Government Code Section 12168.7(d) provides that a cloud computing storage service that complies with industry-recognized information security standards and provides administrative controls preventing stored public records from being overwritten, deleted, or altered shall be considered a trusted system; and
WHEREAS, Title 2, Division 7, Chapter 15 of the California Code of Regulations establishes statewide standards for trustworthy electronic document and record preservation; and WHEREAS, the City utilizes Laserfiche Cloud, a cloud-based electronic content management system, to store and manage public records that are maintained in electronic format; and WHEREAS, Laserfiche Cloud incorporates security controls, audit logging, access restrictions, and system safeguards designed to maintain the integrity, authenticity, and reliability of electronic public records; and WHEREAS, the City maintains written City Records Management Procedures and a Laserfiche Cloud Security Summary describing operational practices and system safeguards supporting the Trusted System designation; and
WHEREAS, the City has adopted a Records Retention Schedule governing the retention and lawful destruction of City records.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of American Canyon hereby resolves as follows:

Section 1. Trusted System Designation
Laserfiche Cloud is declared the City’s official electronic records repository and a Trusted System for the storage and management of electronic public records maintained within the system pursuant to Government Code Section 12168.7.

Section 2. Official Record Status
Electronic public records stored in Laserfiche Cloud are designated as the City’s official records unless State law requires retention of the original document.

Section 3. Authorization for Destruction of Source Documents Upon completion of digitization and verification processes and storage within Laserfiche Cloud, paper originals may be destroyed in accordance with Government Code Sections 34090 et seq. and the City’s 166
adopted Records Retention Schedule, provided no legal or historical requirement exists to retain the original.

Section 4. Supporting Documentation
The Laserfiche Cloud Security Summary (Exhibit A) describes the operational practices and system safeguards associated with the City’s Trusted System designation.

Such supporting documentation may be updated administratively to reflect operational or technological changes without further action from the City Council.

PASSED, APPROVED and ADOPTED at a regularly scheduled meeting of the City Council of the City of American Canyon held on the 7th day of April 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
____________________________
Pierre Washington, Mayor
ATTEST: APPROVE AS TO FORM:
____________________________ _____________________________ Taresa Geilfuss, CMC, City Clerk Teresa L. Highsmith, City Attorney 167
Updated 11/ 24/ 20
laserfiche. com 1
Laserfiche Cloud Security and Compliance
Laserfiche Cloud provides a scalable and secure environment for organizations across industries to automate processes, centralize content and address compliance requirements.

Security
Advanced data protection for your content with Laserfiche Cloud' s robust security, administrative controls and advanced audit trail capabilities.

Tenant isolation - Laserfiche Cloud provides tenant isolation by logically segregating customer data between accounts. Customers do not have access to any other customer’ s data or services.

Encryption in transit - All data sent between Laserfiche customers and applications is encrypted in transit using Transport Layer Security ( TLS) with Perfect Forward Secrecy ( PFS).

Encryption at rest - Data- at-rest in Laserfiche Cloud is protected using industry- standard AES256 encryption.

Vulnerability scanning - Laserfiche performs a vulnerability scan of backend servers that run in the Laserfiche Cloud hosting environment.

Penetration testing - Laserfiche engages third-party vendors to conduct external penetration testing of the Laserfiche Cloud system.

Intrusion detection - Laserfiche Cloud utilizes host-based intrusion detection systems to reduce the risk of data theft by individuals or organizations attempting to gain unauthorized access.

Firewalls - Laserfiche Cloud' s firewall configuration settings are regularly reviewed based on industry standards.

Fine-grained access control - Administrators can use access rights to limit and control access to individual documents and objects. For example, security tags restrict access to documents on a document- by-document basis.

Access rights - Administrators can configure access rights and privileges to limit actions that users can perform across the repository based upon role assignments or group memberships.

Multi-factor authentication - Multi-factor authentication can be enabled for a Laserfiche Cloud user account.

Single sign-on - Laserfiche Cloud supports single sign-on with Active Directory Federation Services ( ADFS) and Security Assertion Markup Language ( SAML). 168
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Password policies - Laserfiche Cloud supports industry- standard password controls, such as password minimum length, complexity and history.

Repository audit log - The Laserfiche Cloud repository audit log includes details of user actions, including viewing, modifying, creating and deleting documents, and similar operations on metadata and other repository objects.

Repository application auditing - Laserfiche Cloud supports auditing of both access to, and modification of, objects in repositories.

Compliance
With Laserfiche, governance and compliance can be a seamless part of how your organization operates.

SOC 2 Type 2 - This report details the controls for Laserfiche Cloud related to the criteria for the security, availability, and confidentiality principles set forth in TSP section 100, 2017 Trust Services Criteria for Security, Availability, Processing Integrity, Confidentiality, and Privacy AICPA, Trust Services Criteria).

Privacy regulatory compliance - Laserfiche addresses privacy regulatory requirements in Laserfiche Cloud and as part of our business operations. This includes the California Consumer Privacy Act (CCPA) as well as leading international privacy standards such as the General Data Privacy Regulation ( GDPR) of the European Economic Area. For more information, see:
https:// www.laserfiche. com/ legal/ privacy/.

International data transfers and EU/ Swiss/ U.S. Privacy Shield Framework comp liance - Laserfiche complies with the EU-U.S. Privacy Shield Framework as set forth by the U.S.

Department of Commerce regarding the collection, use and retention of personal data transferred from the European Union to the United States. Laserfiche has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. For more information, see: https:// www.laserfiche. com/ legal/ privacy/# privacy- shield-framework- compliance.

Data processing agreement - Laserfiche' s Cloud Subscription Agreement incorporates, by reference, a standard data processing agreement for customers with operations in the European Economic Area.

WORM Compliance for SEC 17a-4 - Laserfiche Vault is a solution package of services and cloudbased features that supports stringent non-alterable record archival requirements such as WORM (write once, read many) compliance required by SEC Rule 17a-4 for broker dealers.

Beyond financial services, Laserfiche Vault’s strict compliance mode can also be applied to support rigorous records management practices for electronically stored information ( ESI) requiring prevention of any unauthorized alternations or deletions of digital records. 169
Updated 11/ 24/ 20
laserfiche. com 3
Voluntary Product Accessibility Section 508 Compliance - Laserfiche has published VPATs available for Web Client, Public Portal and Federated Search.

Reliability
Laserfiche' s preventative, detective and corrective controls reduce risk while increasing uptime and availability.

Business continuity and disaster recovery programs - Laserfiche Cloud SaaS services are hosted in multiple regions. Regions consist of multiple availability zones that are comprised of multiple data centers. These data centers are housed in separate facilities with redundant power, networking and connectivity.

Laserfiche Cloud service levels - Laserfiche publishes a status page that displays the current status of Laserfiche Cloud applications, maintenance notices and outage reports.

Automated backups - Laserfiche Cloud customer data is backed up multiple times per day.

Backups are retained for defined periods with support for point in time recovery. All backup data is encrypted. Backup data is replicated and stored in geographically separate data centers.

Backup and restoration is tested on at least a quarterly basis.

Records Management
Easily manage the lifecycle of documents and get notified when documents are ready for disposition.

Auto-filing and classification - Auto-file newly created records according to industry regulations and corporate policies, and automatically classify and apply disposition schedules and other retention policies to incoming records.

Notifications - Automatically notify records managers when a record needs to be archived or destroyed based on the record type.

Deployment across devices - Enforce records management policies across all devices including mobile phones, tablets, laptops and desktops by storing only one copy of a record in a centralized repository.

Disposition schedules - Automatically classify and apply disposition schedules and other retention policies to incoming records.
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Record transparency - Provide business units with multiple ways to view records without impacting the overall file plan and allow users who are not records managers to access documents without exposing the records management design.

Records management search filters - Allow records managers to search for records based on retention schedules or cut-off dates.

Centralized location for records - View the record timeline, modify properties of records, record folders, and record series, and perform record actions such as cutoff or final disposition, all from a single location.
171
RESOLUTION NO. 2026 -

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AMERICAN CANYON

ADOPTING CITY RECORDS MANAGEMENT PROCEDURES GOVERNING THE CREATION,

MANAGEMENT, RETENTION, DIGITIZATION, AND DESTRUCTION OF CITY RECORDS WHEREAS, The City of American Canyon creates and maintains public records necessary for the conduct of municipal business in both paper and electronic formats; and WHEREAS, California Government Code Sections 34090 et seq. authorize local agencies to reproduce records by electronic means and to destroy original records under specified conditions; and WHEREAS, the City Council is concurrently considering a resolution declaring Laserfiche Cloud a Trusted System for the storage and management of electronic public records pursuant to Government Code Section 12168.7; and
WHEREAS, to ensure consistency, accountability, transparency, and compliance in the management of public records, the City Clerk has developed written City Records Management Procedures governing:
• Record creation and capture
• Digitization and centralized repository management
• Indexing and classification
• Access controls
• Record Integrity
• Retention
• Legal holds
• Lawful destruction of records; and
WHEREAS, the city desires to centralize electronic public records within Laserfiche Cloud and, where legally permissible and operationally feasible, to digitize permanent paper records and progressively move City records into the official electronic repository; and WHEREAS, adoption of these procedures promotes uniform business practices across City departments and strengthens compliance with applicable State law.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of American Canyon hereby resolves as follows:

Section 1. Adoption of City Records Management Procedures The document entitled “City Records Management Procedures,” attached hereto as Exhibit A, is hereby adopted as the official administrative policy governing the creation, management, storage, retention, digitization, and destruction of City public records in all formats.

Section 2. Applicability
These procedures apply to all City departments, employees, and authorized users responsible for creating, maintaining, or managing public records.

Section 3. Consistency with Law and Retention Schedule
• Nothing in the City Records Procedures shall supersede the City’s adopted Records Retention Schedule; or applicable provisions of State law governing records retention and destruction. • Records shall be retained and destroyed only in accordance with legally adopted retention requirements.
172
Section 4. Administrative Updates
• The City Clerk is authorized to make non-substantive administrative updates to the City Records Management Procedures necessary to reflect operational or technological changes, provided such updates remain consistent with State law and the City’s adopted Records Retention Schedule.
• Substantive changes affecting legal compliance or retention requirements shall require City Council approval.

PASSED, APPROVED and ADOPTED at a regularly scheduled meeting of the City Council of the City of American Canyon held on the 7th day of April 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

CITY RECORDS MANAGEMENT PROCEDURES
Purpose
The purpose of these procedures is to establish consistent and legally compliant business practices for the creation, management, storage, retention, digitization, and lawful destruction of all public records maintained by the City.

City intends that all electronic public records maintained by City departments be stored within a Trusted System pursuant to Government Code Section 12168.7, as currently provided by Laserfiche Cloud, and designated as our Official Records Repository to ensure centralized management, accessibility, security, and consistency.

The City further intends that all permanent paper records be digitized and uploaded into the Official Records Repository, where legally permissible, to support long-term preservation and operational efficiency. The digitization of non-permanent paper records shall occur as resources allow and shall be considered a lower priority relative to permanent records.

These procedures support the City’s designation of Laserfiche Cloud as a Trusted System pursuant to Government Code Section 12168.7 and promote:
• Record integrity
• Accessibility and transparency
• Compliance with State law
• Operational efficiency
• Disaster recovery readiness
Scope
These procedures apply to:
• All City departments
• All employees and authorized users
• All public records, regardless of format
This includes:
• Electronically created records
• Paper records
• Scanned records
• Hybrid records
A. Record Creation and Capture

1. City records may originate in electronic or paper form.

2. Electronic records shall, to the extent practicable, be indexed, stored, and maintained within the Official Records Repository.

3. Departments shall not maintain separate unofficial repositories of electronic public records outside approved systems without authorization.

4. Paper records may be maintained temporarily in physical form but shall be digitized in accordance with these procedures and the Records Retention Schedule. 174
B. Digitization and Repository Management
It is the policy of the City to progressively centralize records within the Official Records Repository.

1. Priority for digitization shall be as follows:
a. Permanent paper records
b. Long-term retention records
c. Non-permanent records, as resources permit

2. Paper records selected for digitization shall be reviewed to ensure:
a. Completeness
b. Legibility
c. Accuracy

3. Digitized records shall be uploaded into the Official Records Repository and properly indexed.

4. Original paper records shall be retained when:
a. Required by State law
b. Required for archival or historical preservation
c. Required for evidentiary purposes
C. Indexing and Classification
All records maintained in the Official Records Repository shall be:

1. Assigned appropriate metadata
a. Classified by department and function
b. Associated with the applicable retention category
c. Proper indexing ensures records:
• Can be located efficiently
• Remain associated with their business purpose
• Are retained for the legally required period

2. Paper records maintained outside Laserfiche shall be managed in accordance with the same retention classifications.

D. Access Control

1. Access to records is restricted through:
• Role-based permissions
• Security groups
• Department-level access controls

2. Only authorized personnel may view, modify, upload or delete electronic records consistent with their job responsibilities

3. Physical records shall be stored in a manner that limits unauthorized access.

E. Record Integrity

1. The Official Records Repository maintains system safeguards including:
• Audit logs of user activity
• Version tracking
• Security controls preventing unauthorized alteration

2. City staff shall not modify official records except:
• To correct indexing errors
• To apply retention classifications
• To comply with lawful record management practices
175

3. Physical records shall be safeguarded to prevent unauthorized alteration, removal, or destruction.

F. Retention

1. All records, whether paper or electronic, shall be retained in accordance with the City’s adopted Records Retention Schedule.

2. Retention classifications shall be applied upon record creation, capture, or filing.

3. Departments shall not independently destroy records outside the established retention framework.

G. Legal Holds

1. Records subject to the following shall not be destroyed in any format until the hold is formally released.
• Litigation
• Audit
• Investigation
• Public Records Act requests

2. Departments shall coordinate with the City Clerk and City Attorney regarding record holds.

H. Destruction

1. Records eligible for destruction shall be:
a. Identified through retention rules
b. Reviewed for legal or historical value

2. Paper originals of digital documents may be destroyed after:
a. Verification of successful digitization
b. Proper indexing and storage in the Official Records Repository c. Confirmation that no legal requirement exists to retain the original

3. Destruction of digitized original records shall occur only in accordance with the Records Retention Schedule and applicable state law.

4. Destruction of records shall be documented where required.

I. Official Record Status

1. Records stored in the Official Records Repository are considered the City’s official records unless State law requires retention of the original document.

2. Where paper records remain the official record, they shall be managed in accordance with these procedures and the Records Retention Schedule.

J. Oversight and Ongoing Review

1. The City Clerk’s Office shall provide oversight of records management practices and may issue administrative guidance consistent with these procedures.

2. These procedures shall be periodically reviewed to ensure:
• Continued compliance with law
• Alignment with operational practices
• Responsiveness to technological developments
176

CITY COUNCIL AGENDA
APRIL 7, 2026

STAFF REPORT

BUSINESS
ITEM NUMBER: 13.

TITLE
American Canyon Police Department 2025 Annual Report

RECOMMENDATION
Receive and file the American Canyon Police Department’s 2025 Annual Report

CONTACT
Rick Greenberg, Police Chief

BACKGROUND & ANALYSIS
The American Canyon Police Department - a division of the Napa County Sheriff’s Office – provides high quality law enforcement services to the community needs.

Statistics
The 2025 annual report (A7achment A) showcases all the services provided. A summary of 2025 is below:

Zero (0) homicides
Decrease in vehicle theft (39), from (50) in 2024.

Slight increase in residential burglaries (14), from (11) in 2024.

Robberies (20) and Assaults (131), slightly increased from (16) and (94) in 2024.

Significant increase in total arrests (704), from (516) in 2024.

Total collisions on local roads decreased (66), from (75) in 2024. Collisions on SR-29 increased (78), from (52) in 2024.

Fatal traffic collisions increased (2), from zero (0) in 2024.

Responded to 14,923 calls for service, slight increase from 14,776 in 2024.

Seized (45) firearms in 2025. Which is slight decrease from (50) in 2024.

The California Department of Jus'ce lists the 2024 clearance rate for violent crime at 43.6% and property crime at 7.8%. In 2025 ACPD’s clearance rate for violent crimes was 54.1% and property crimes is 40.7%.
(DOJ 2025 clearance rates were not available at the time of this report) 177

COUNCIL PRIORITY PROGRAMS AND PROJECTS
Public Safety: "Ensure American Canyon remains a safe community."

FISCAL IMPACT
In 2024, the City and County entered into a new three-year agreement to conDnue this service. The 2025/26 contract with Napa County is $9,759,801.

The current 3-year agreement expires on June 30,2027. The City of American Canyon and the Napa County Sheriff’s Office plan for cost projecDons and anDcipated future expenses when draIing these agreements. In the event of significant changes during the term of the agreement, an amendment may be made to reduce or expand the agreement.

ENVIRONMENTAL REVIEW
None

COMMUNICATION
Level 1: Minimal Communication
Add the 2025 Annual Report to ACPD website and post the update in April newsle7ers / city updates.

ATTACHMENTS:

1. 2025 ACPD Annual Report
178

AMERICAN CANYON

POLICE DEPARTMENT
2025 ANNUAL REPORT
Published March 2026
179
1 AMERICAN CANYON POLICE DEPARTMENT

TABLE OF CONTENTS
2 MESSAGE FROM THE CHIEF
3 DEPARTMENT OVERVIEW
3 COMMUNICATIONS
4 DEPARTMENT DIRECTORY
5 COMMUNITY RESOURCE OFFICER
7 COMMUNITY ENGAGEMENT
9 K-9 UNIT
11 SCHOOL RESOURCE OFFICERS
12 POLICE & RECORD TECHNICIANS
13 TRAFFIC DATA
15 CRIME STATISTICS
17 ADDITIONAL RESOURCES
21 ANIMAL SERVICES
180
2025 ANNUAL REPORT 2

MESSAGE FROM THE CHIEF
It is truly an honor to
present the American
Canyon Police
Department’s 2025 Annual
Report and to share the
work your police officers
and professional staff
have accomplished
this past year. Serving
this community is a
privilege, and I am
proud of the dedication,
professionalism, and care our team
brings to their work every day.

In 2025, we continue to focus on what matters
most—keeping American Canyon safe while
building strong, lasting relationships with the
people we serve. We were pleased to welcome our
new Community Resource Officer, Cassie Fallon,
whose passion for outreach and education has
strengthened our connection with residents. We
also continued our community engagement efforts
through events like Chill with the Cops, where
officers had the chance to connect in a relaxed
setting, sharing conversations, laughter, and even
a few Slurpee’s with kids and families after school.

This year, we were also privileged to participate
in The Wall That Heals escort—an experience
that was both humbling and meaningful,
and one that reflected the deep respect our
community holds for service and sacrifice.

When it comes to public safety, I am pleased
to share that American Canyon experienced
zero homicides in 2025. At the same time, we
recognize and acknowledge the challenges
we faced. Tragically, we lost two community
members in fatal traffic collisions, reminding
us of the importance of safe driving, continued
education, and enforcement. Theft levels
remained consistent in 2025, while we did see
a slight increase in assaults and violent crimes.

These trends are taken seriously, and our officers
continue working proactively to address them. I
am especially proud of the proactive police work
carried out this year. Our officers focused on early
intervention, visibility, and accountability, working
to address issues before they escalated and to
prevent future victimization. This approach reflects
our commitment to keeping neighborhoods,
streets, parks, and schools safe while continuing
to build trust within our community.

If I have not yet had the opportunity to meet
you, I truly look forward to doing so. Please
save the date and join us for National Night
Out this year on Tuesday, August 4, 2026. These
moments of connection are a reminder that
public safety is a shared effort, built on trust,
communication, and community pride.

It is an honor to continue serving as your Chief
of Police. I am grateful for the support of this
community and proud to lead the men and women
of the American Canyon Police Department
as we move into 2026 together—continuing
to work toward a City that is safe, welcoming,
and a great place to live, work, and play.

Warm regards,
– Chief Rick Greenberg
181
3 AMERICAN CANYON POLICE DEPARTMENT

DEPARTMENT OVERVIEW
The City of American Canyon was incorporated in
1992. Prior to that, as an unincorporated area of
Napa County, the area was policed by Napa County
Sheriff's deputies and California Highway Patrol
(for traffic enforcement). In 1992, when the area
became an incorporated city, the new City elected to
contract with the Napa County Sheriff's Office for all
municipal police services.

In 2024, the City and the Napa County Sheriff’s
Office entered into a three-year agreement for law
enforcement services. For Fiscal Year 2025/26, the
contract amount is $9,759,801, with the agreement
extending through June 30, 2027. The agreement
includes built-in cost projections and scheduled
increases to support sustainable service delivery to
meet community needs.

COMMUNICATIONS

DURING EMERGENCIES
ALERT Napa County is a notification system used by agencies across Napa County to provide critical and non-critical information during a variety of situations. These may include severe weather, planned or unexpected road closures, missing persons, evacuations, natural disasters, and public health concerns.

Many local agencies, including the American Canyon Police Department rely on ALERT Napa County to keep the public informed. To sign up or learn more about ALERT Napa County, visit ReadyNapaCounty.org

SIRENS AS EMERGENCY ALERTS
In addition to digital alerts, sirens are an important part of our emergency alert system.

During emergencies, officers may drive through neighborhoods, activating sirens to signal an alert.

IF YOU HEAR A SIREN
Do not call 911
to ask about the alert.

Sirens may indicate various emergency situations, such as the need to evacuate or shelter in place.

Stay informed and be prepared.

A NOTE ABOUT REACHING US
Nextdoor, Facebook, and other social media platforms are popular forums for community discussions; however, the Police Department does not monitor or respond to activity on these platforms. For nonemergency assistance during business hours, please call (707) 551-0600. To report a crime or suspicious activity, contact (707) 253-4451. In an emergency, please dial 911.

Instead, check ALERT Napa County notifications,
visit AmericanCanyon.gov, or tune in to local
radio stations KVYN and KVON for updates.

AMERICAN CANYON POLICE DEPARTMENT
911 Donaldson Way East
American Canyon, CA 94503

HOURS OF SERVICE
Monday-Friday, 8:30 a.m. - 5:00 p.m.

CONTACT INFORMATION
In Case of an Emergency: Dial 911
Report Suspicious Activity: (707) 253-4451
Business Office: (707) 551-0600

WEBSITE
AmericanCanyon.gov/Police
Subscribe to receive our monthly Lobo's Pack Report at
AmericanCanyon.gov/Email

DEPARTMENT DIRECTORY
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5 AMERICAN CANYON POLICE DEPARTMENT

COMMUNITY RESOURCE OFFICER
The American Canyon Police Department is proud
to have a dedicated Community Resource Officer
(CRO), Cassie Fallon, who plays a vital role in building strong relationships between our officers and
residents. Through outreach, education, and everyday
engagement, she helps strengthen trust, promote
safety, and ensure our community feels supported,
connected, and heard. In addition to supporting her
partner, Lobo, in various engagements and fanfare,
Officer Fallon oversees the following responsibilities:
• Coordinating American Canyon’s Neighborhood
Watch Program
• Coordinating the Home Surveillance Camera
Registry Program - where residents can register
their home for video surveillance through the City’s
website, enabling ACPD to be aware of addresses
with cameras. This database provides additional
resources to our officers in solving crimes. Visit
AmericanCanyon.gov/Police to register your camera.
• Reviewing new housing and commercial
development plans using Crime Prevention Through
Environmental Design (CPTED) principles.
• Educating the public about crime trends, offering
tips on securing homes or businesses, and assisting
neighborhoods in setting up their Neighborhood
Watch groups.
• Conducting monthly meetings with managers
of multifamily housing complexes to share
information on property-related crime and suggest
improvements.
• Facilitating the Crime-Free Multi-Housing Program,
allowing property managers to add a crime-free
addendum to leases, simplifying the eviction
process for tenants engaged in criminal activities.
• Collaborating with local businesses to access and
utilize their security surveillance cameras for crime
resolution and business protection. Providing
crime prevention strategies and tips to discourage
criminal activities at their establishments.
• Working with probation to identify gang members,
conducting probation searches to reduce gang
activity and collaborating with the Public Works
Department and property owners to swiftly remove
gang-related graffiti.
• Identifying homeless individuals and connecting
them to available services.
• Participating in local events, parades, and festivals. • Maintaining ongoing communication through
social media and monthly newsletters.
184
2025 ANNUAL REPORT 6
185
7 AMERICAN CANYON POLICE DEPARTMENT

COMMUNITY ENGAGEMENT
At the heart of the American Canyon Police Department’s work is a simple belief: strong relationships build strong communities. Our officers are not just responders to calls—they are neighbors, mentors, and partners who are deeply invested in the people they serve. Through our community policing approach, ACPD focuses on building trust, listening to resident concerns, and working collaboratively to keep our neighborhoods safe and welcoming. Officers regularly engage with residents through meaningful, face-to-face connections that strengthen communication, understanding, and mutual respect.

ACPD remains actively involved in major community events throughout the year, including the American Canyon Chamber of Commerce’s Meet Me In The Streets, our Fourth of July celebration, and other City-hosted gatherings. These events allow officers to connect with residents outside of traditional enforcement roles and reinforce the Department's commitment to service, accessibility, and partnership.

Each August, our Department proudly participates in National Night Out, visiting neighborhood block parties and connecting with families in a relaxed, welcoming setting. Programs like “Chill with the Cops” provide a fun opportunity for officers to meet with kids and families after school, sharing conversations, smiles, and a sweet treat during the summer months. Through our Citizens Academy programs, residents and American Canyon High School seniors are also invited to gain a behind-the-scenes look at local law enforcement, fostering transparency and a deeper community understanding.

SAVE THE DATE
National Night Out
2026
Tuesday, August 4, 2026
186
2025 ANNUAL REPORT 8
In October 2025, ACPD was honored to support The Wall That Heals, escorting the 375-foot scale replica of the Vietnam Veterans Memorial from Washington, D.C. into American Canyon from Clovis, CA. Our officers proudly welcomed the memorial with a heartfelt “Welcome Home” parade procession, demonstrating deep respect for those who served and reflecting the strong patriotic spirit of our community.

These programs, events, and everyday interactions of our officers continue to strengthen our relationships with our residents, promote safety, and build lasting trust. By putting people first and leading with compassion and professionalism, the Department helps ensure American Canyon remains a place where residents feel protected, supported, and proud to call home. 187
9 AMERICAN CANYON POLICE DEPARTMENT
K-9 UNIT: OFFICER AMARAL & RUGER
Officer Derek Amaral has proudly served with the Napa County Sheriff’s Office since February 2015 and has spent most of his career working patrol in the City of American Canyon. Throughout his service, Officer Amaral has taken on several specialized and auxiliary assignments, including becoming a K-9 handler in September 2023. At that time, he was partnered with K-9 Ruger, a six-year-old, 75-pound Belgian Malinois certified in narcotics detection and suspect apprehension. Prior to joining law enforcement, Ruger participated in European competitions and training trials, helping establish the strong foundation that supports his work today. Over the past year, Officer Amaral and Ruger have patrolled the streets of American Canyon, assisting with suspect apprehensions, narcotics detection, evidence and article searches, and de-escalation efforts. Together, they play an important role in enhancing public safety and supporting proactive policing efforts throughout the community. Beyond their work in the field, Ruger has become a valued member of Officer Amaral’s family. During his off-duty time, he enjoys hikes, walks, and—most of all—playing with his favorite toy ball. 188
2025 ANNUAL REPORT 10
K-9 UNIT: OFFICER HUDSON & BRICK
Officer Mike Hudson has been with the Napa County Sheriff’s Office since January 2017. In June 2021, he was paired with his K-9 partner, Brick, a 6-year-old, 90-pound Belgian Malinois. Over the past four and a half years, Brick has proudly served the citizens of American Canyon alongside Officer Hudson. Brick is highly trained in handler protection, suspect apprehension, narcotics detection, and human detection, making him a vital member of the team and a trusted protector of the community.

When not on duty, Brick is an integral part of Officer Hudson’s family, heading home with him at the end of every shift.
189
11 AMERICAN CANYON POLICE DEPARTMENT

SCHOOL RESOURCE OFFICERS
Our School Resource Officers (SROs) play a vital role in supporting student safety, well-being, and positive development at both American Canyon High School and the American Canyon Middle School. More than a uniformed presence on campus, these officers are trusted mentors, role models, and partners in education.

Through daily interactions with students, staff, and families, our SROs build strong relationships grounded in trust, respect, and open communication. They take time to listen, offer guidance, and connect students with resources when challenges arise. By being present and approachable, they help create an environment where students feel comfortable seeking help and reporting concerns.

This collaborative, community-focused approach
reflects the Department’s commitment to
community policing. By engaging with students
in positive, meaningful ways, our SROs help foster
mutual understanding and respect between young
people and law enforcement. Their presence
contributes to a safe, welcoming campus culture
where students can focus on learning, growing, and
reaching their full potential.

OFFICER TONY HEUSCHEL

ACMS RESOURCE OFFICER
Total Calls for Service at ACMS: 35
Total Police Reports Taken at ACMS: 4

OFFICER JOSH COLEMAN

ACHS RESOURCE OFFICER
Total Calls for Service at ACHS: 75
Total Police Reports Taken at ACHS: 18
2025/26 CONTRACT'S COST-SHARE
$193,345 each
Napa Valley
Unified School District
City of
American Canyon
The D.A.R.E. (Drug Abuse Resistance
Education) program educates youth
on resisting drug use, violent and
risky behaviors through decisionmaking skills training. American Canyon Police Officers Penny
and Piceno taught the D.A.R.E.
curriculum to more than 300
elementary students in 2025.
190
2025 ANNUAL REPORT 12

POLICE & RECORD TECHNICIANS
Behind every successful public safety operation is a dedicated team working diligently behind the scenes.

In addition to the sworn officers in American Canyon, ACPD has one Napa County employee, a Records Technician that plays an essential role in keeping the daily operations running smoothly and efficiently by supporting the front office, assisting visitors, responding to public inquiries, processing accounts payable and so much more.

In addition to administrative responsibilities, ACPD’s Police Technician plays a key role in supporting field operations and community safety efforts. Serving as a vital link between officers, schools, and the community, the Police Technician assists with parking enforcement by issuing citations, supporting abandoned vehicle investigations and towing coordination, and manages property and evidence processing. Their presence at school zones, large incidents, and community events helps ensure safe traffic flow and orderly operations, while also strengthening connections through community outreach and special programs. Through this diverse role, the Police Technician contributes to a safe, organized, and welcoming environment that reflects the Department’s commitment to community centered policing. • Parking Citations: 83
• Parking Handicap Citations: 5
• 72 Hour Parking Citations: 370
• 72 Hour Towed Vehicles: 77
Both the Records and the Police Technician are trained as Child Passenger Safety Technicians and provide valuable assistance to families by inspecting, fitting, and properly installing safety seats. Through these services, they help protect our youngest residents and promote safe travel practices across the community.

Together, these dedicated professionals form the backbone of the Department’s support services. Through their expertise, reliability, and commitment to service, our Police and Records Technicians help ensure that the American Canyon Police Department operates effectively, efficiently, and with the highest standards of service and accountability.
191
13 AMERICAN CANYON POLICE DEPARTMENT

TRAFFIC DATA
The safety of pedestrians, bicyclists, and drivers on our neighborhood streets, particularly in school zones, is a top priority for ACPD. Our Officers and Police Technician dedicate time to managing school traffic during morning drop-off and afternoon pickup times. The remainder of their day is focused on broader community safety efforts, informed by their observations, resident’s complaints, and accident history.

Through the American Canyon Traffic Calming Program, we take a data-driven approach to improve safety.

This includes infrastructure design, public education, and targeted enforcement, all aligned with our goal of achieving zero traffic fatalities or severe injuries. Community involvement is key to our success. Each of us plays a vital role in ensuring American Canyon remains a safe place to live, work, and play. We encourage everyone to contribute to creating a culture of safety in our community.

TRAFFIC 2025 2024 2023
Traffic Citations
Traffic Citations - Local Roads 404 573 493
Traffic Citations - SR29 313 193 205
Stop Sign Violations 118 192 140
Speeding 114 223 146
School Bus Stop 65 100 95
Driving with Cell Phone 188 24 41
DUI Arrests (All) 80 41 50
DUI Cases Involving Drugs 9 9 10
Total Collisions 144 127 122
Collisions - Local Roads 66 75 63
Collisions - SR29 78 52 59
Fatal 2 0 0
Injury 38 35 32
Non-Injury 104 92 90
Report Traffic Safety Concerns, learn more
and take the We ♥ Safe Streets pledge at
AmericanCanyon.gov/SafeStreets
or scan the QR Code.
192
2025 ANNUAL REPORT 14
193
15 AMERICAN CANYON POLICE DEPARTMENT

CRIME STATISTICS
Clearance rates measure the percentage of reported crimes that are solved through arrests, exceptional means, or referral for prosecution, and serve as an important indicator of investigative effectiveness and case management.

According to the California Department of Justice, statewide clearance rates in 2024 for violent crime was 43.6% and 9.8% for property crime. These figures provide a broader context for understanding how agencies across the state are performing. In 2025, violent crime made up 54.1% of reported crime, while property crime accounted for 40.7%.

The American Canyon Police Department tracks and analyzes its own clearance rate data annually to support internal review, resource planning, and service delivery. Reviewing this information alongside statewide and national reporting data helps inform operational decisions and supports the Department’s ongoing efforts to provide responsive, effective public safety services.

CALLS FOR SERVICE
Napa County Sheriff's Office - 23,448 ACPD - 14,923

ARRESTS BY HOME CITY
Napa 11%
Vallejo 22%
Others 50%
American Canyon 17%
TOTAL
ARRESTS:
704
STATISTICS 2025 2024 2023
Crimes
Homicide 0 1 0
Rape 6 9 13
Robbery 20 16 11
Assault 131 94 98
Burglary 14 11 24
Larceny 214 224 256
Auto Theft 39 50 65
Recovered Stolen Vehicles 38 37 25
Other Data
Calls for Service 14,923 14,776 15,294
Reports 1,236 1,234 1,173
Arrests 704 516 607
Misdemeanor Citations 117 133 172
Pursuits 50 43 42
Terminated Pursuits 10 11 14
194
2025 ANNUAL REPORT 16
195
17 AMERICAN CANYON POLICE DEPARTMENT

ADDITIONAL RESOURCES
In addition to the services provided in American Canyon, a broad network of specialized regional resources are available through the Napa County Sheriff’s Office. These resources enhance local operations through advanced equipment, specialized capabilities, and coordinated response.

Available services include hiring and training support, workers’ compensation administration, Honor Guard, Special Weapons and Tactics (SWAT), crisis negotiation, civil process, Coroner’s services, investigations, records management, the Napa Special Investigations Bureau, Small Unmanned Aircraft System Team operations, Mobile Field Force response, and problem-oriented policing initiatives.

Together, these resources strengthen public safety services in American Canyon by supporting complex investigations, critical incidents, and large-scale operations, ensuring the Department is equipped to respond effectively to a wide range of situations.

SPECIAL WEAPONS AND TACTICS
The Special Weapons and Tactics (SWAT) team is deployed during critical incidents to minimize risk to the public, law enforcement personnel, and involved individuals. These incidents may include hostage situations, armed barricades, sniper incidents, high-risk rescues, crowd control events, and other situations requiring specially trained response teams.

The SWAT team is composed of 12 deputies who are trained in advanced tactical operations, including antisniper, armed suspect apprehension, hostage rescue, search and rescue, crowd control, and disaster response.

All members have patrol experience and must successfully complete a rigorous selection process, including an interview, physical assessment, and Basic SWAT Academy training. Team members receive approximately 144 hours of specialized tactical training each year to maintain readiness and proficiency.

The SWAT team regularly trains alongside the Napa Police Department, and both agencies respond jointly to the County’s most critical incidents. In addition, the Crisis Negotiation Team, composed of eight specially trained members, works closely with SWAT to promote peaceful resolutions and reduce the need for force whenever possible.
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2025 ANNUAL REPORT 18

NAPA SPECIAL INVESTIGATIONS BUREAU (NSIB)
The Napa Special Investigations Bureau (NSIB) is a countywide drug task force composed of personnel from the Napa County Sheriff’s Office, Napa Police Department, California Highway Patrol, Napa County District Attorney’s Office, and the Napa County Probation Department. NSIB also investigates human trafficking cases, including those involving sexual exploitation. Through multiagency coordination, NSIB supports countywide investigative efforts that address complex criminal activity and enhance public safety across Napa County, including within the American Canyon community.

SMALL UNMANNED AIRCRAFT SYSTEM TEAM (sUAS)
The Small Unmanned Aircraft System (sUAS) team, also known as the Drone team, provides valuable aerial support for law enforcement operations and community safety efforts. The team enhances situational awareness and supports deputies during a wide range of incidents. The team is composed of trained and certified pilots who meet Federal Aviation Administration (FAA) requirements and participate in ongoing training. In addition to internal instruction, members take part in monthly Department training sessions focused on flight proficiency, legal and policy compliance, and scenario-based exercises to ensure safe and responsible operations.

Drones provide officers with the ability to assess incidents from a safe distance, supporting informed decision-making and helping reduce risk during potentially volatile situations. The sUAS team also plays an important role in search and rescue efforts by assisting with aerial searches in areas that are difficult to access by foot or vehicle. Through these capabilities, the team contributes to safer responses and more effective public safety operations throughout the community.

EXPLOSIVES ORDNANCE DISPOSAL TEAM (EOD)
The Explosive Ordnance Disposal (EOD) Team, commonly known as the Bomb Squad responds to incidents involving suspicious packages, unexploded ordnance, improvised explosive devices (IEDs), homemade devices, and hazardous materials-related threats throughout Napa County. In addition to local response, the team also provides mutual aid support to neighboring Solano and Lake Counties.

The EOD team is supported by specially trained K-9 units from Napa and Solano Counties that assist with explosives detection and security sweeps at large public events and during visits by dignitaries in the Napa Valley. These proactive measures help ensure the safety of residents, visitors, and public officials.

In addition to emergency response, the team provides ongoing training, demonstrations, and educational sessions for patrol deputies at both the academy and in-service levels. Team members are also responsible for inspecting blasting activities and ensuring compliance with permitted operations within Napa County.

Through advanced training, specialized equipment, and regional coordination, the EOD team plays a critical role in mitigating explosive-related threats and supporting safe, effective public safety operations throughout the community. 197
19 AMERICAN CANYON POLICE DEPARTMENT

ADDITIONAL RESOURCES

HONOR GUARD
The Honor Guard represents the highest traditions of honor and service. Through formal ceremonies and funeral honors, the team pays tribute to law enforcement officers who have passed away, whether in the line of duty or following their service, while also performing flag-raising duties and ceremonial presentations at civic events to ensure a dignified display of the national flag. Members receive specialized training in drill and ceremony, flag presentations, and funeral details, and must complete an intensive six-week training program guided by Federal Bureau of Investigation training and readiness standards. Each member is also required to complete a minimum of 24 hours of related training per month and 40 hours of specialized training annually to maintain proficiency and ceremonial excellence. Through this work, the Honor Guard preserves tradition, honors sacrifice, and reinforces the values of duty, service, and public commitment that continue to guide the Department and its members.

In addition to official Departmental ceremonies,
the Honor Guard played an important role in
supporting community remembrance and public
commemorations. In 2025, the Honor Guard
participated in the September 11 remembrance
ceremony, honoring fallen law enforcement officers
and first responders in partnership with the American
Canyon Fire Protection District. The team also took part in The Wall That Heals In Memory Ceremony in October,
recognizing service members who lost their lives during the Vietnam War and when they returned home due
to PTSD. Through these ceremonial duties, the Honor
Guard continues to preserve tradition, honor sacrifice, and support the healing and remembrance of the
community.

MOBILE FIELD FORCE (MFF)
The Mobile Field Force (MFF) is trained and equipped
to support large-scale emergency response and public
safety operations. Team members complete a 40-
hour training course through the Federal Emergency
Management Agency (FEMA) and participate in
ongoing refresher training throughout the year to
maintain operational readiness.

The MFF is available to provide mutual aid during
major emergencies and can be deployed to assist
communities affected by earthquakes, floods, fires,
and other large-scale disasters. Through specialized
training, coordinated response, and regional
collaboration, the Mobile Field Force plays an
important role in strengthening disaster preparedness
and supporting effective emergency operations across
Napa County and surrounding areas.
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2025 ANNUAL REPORT 20

INVESTIGATIONS BUREAU
The Investigations Bureau is responsible for conducting comprehensive criminal investigations and works closely with regional crime laboratories to support thorough and accurate case resolution. Investigators follow up on a wide range of cases, including:
• Crimes against persons such as sexual assaults, child abuse and neglect, elder and dependent adult abuse, domestic violence, murder, manslaughter, questionable deaths, mayhems, and kidnapping. • Major property crimes such as fraud, embezzlement, forgeries, computer crimes, and investigations involving runaway juveniles or missing persons.

All investigators are part of the Napa County Major Crimes Task Force and actively contribute to collaborative, multi-agency efforts to address complex and significant criminal cases. Through detailed investigative work, interagency coordination, and a commitment to victim-centered justice, the Investigations Bureau plays a vital role in supporting accountability and public safety in American Canyon.

HIRING & TRAINING
All American Canyon Police Officers are sworn Napa County Sheriff’s Deputies and complete a rigorous, multi-step hiring process designed to ensure only the most qualified candidates serve our community. The process begins with a detailed application, oral interview, and comprehensive background packet. This is followed by an extensive background investigation, including interviews with personal and professional references, credit and criminal history reviews, and verification of prior employment. Candidates must also successfully complete a physical agility test and polygraph examination. Those who advance receive a conditional offer of employment, contingent upon passing medical and psychological evaluations and a final interview with the Sheriff. Once hired, new deputies participate in a 16-week field training program under the guidance of experienced training officers.

Professional development continues well beyond initial hiring. All personnel meet California POST requirements, including completion of a 664-hour Basic Academy and ongoing in-service training.

Deputies complete 24 hours of perishable skills training every two years, covering emergency driving, firearms proficiency, defensive tactics, first aid/CPR, and tactical communication. An additional 24 hours of continuing education ensures deputies remain current, capable, and prepared to meet evolving public safety needs. Through this comprehensive hiring and training process, the Sheriff’s Office maintains a highly skilled, professional, and community-focused workforce dedicated to serving the American Canyon community with excellence.

To learn more about career opportunities, visit CountyofNapa.org/Sheriff. 199
21 AMERICAN CANYON POLICE DEPARTMENT

ANIMAL SERVICES
The City of American Canyon contracts with the Napa County Sheriff’s Office to provide Animal Services, with a fiscal year 2025/26 contract amount of $69,163. Animal Services Officers operate out of the Sheriff’s Office on Airport Boulevard and are supervised by a Napa County Sheriff’s Sergeant. At least one Animal Services Officer is on duty 7 days a week from 6:00 a.m. to 11:00 p.m. After hours, an officer remains on call to respond to emergency situations, primarily involving injured or dangerous animals.

Animal Services Officers are separate from the Napa County Animal Shelter, which is operated by the County’s Environmental Management Department. They do not respond to barking dogs or other animal noise complaints, which are handled by the American Canyon Police Department. While officers focus primarily on domestic animals, matters involving wildlife are handled by California Department of Fish and Wildlife.

The primary mission of Animal Services is to protect public health and safety, including preventing the spread of rabies. Key responsibilities include:
• Investigating dog bites and dangerous animal incidents • Capturing stray or injured animals
• Investigating cases of animal abuse or neglect in unincorporated Napa County, as well as the cities of Napa, American Canyon, and Yountville
The team handles a wide variety of animals, including dogs, cats, cows, horses, roosters, llamas, emus, goats, rabbits, skunks, snakes, and bats.

Animal Services can be reached at:
(707) 253-4452
IN 2025,
ANIMAL SERVICE OFFICERS HANDLED:
4,198
611

INCIDENTS
IN AMERICAN CANYON.
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2025 ANNUAL REPORT 22
201

AMERICAN CANYON

POLICE DEPARTMENT
2025 ANNUAL REPORT

CONTACT US
Public Safety Building
911 Donaldson Way East
American Canyon, CA 94503
Emergency — 911
Dispatch — (707) 253-4451
Business office — (707) 551-0600
AmericanCanyon.gov/Police

YEAR-ROUND PRESCRIPTION DRUG

DISPOSAL BIN
Our lobby houses a prescription drug
disposal bin where you can safely
and responsibly dispose of your
expired or unused medications — it's
entirely FREE. Simply secure your
medications in a plastic bag before
dropping them off. Remember to
recycle your empty plastic bottles at
home. Please note: NO NEEDLES and
NO LIQUIDS are accepted.
@American.Canyon.Police.Department
@AmCanPD
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208
Future Agenda Items
April 9, 2026, PCS Comm. 6:30 p.m.

Cancelled
April 21, 2026, City Council 6:30 p.m.

Earth Day
National Volunteer Week
National Building Safety Month
Napa Youth Council
Sea Level Rise (Sierra Club)
Successor ULL/RHNA & Property Tax Sharing
Agreement
South Kelly Road/SR 29 Budget Amendment
Q3 CIP Update
April 23, 2026, Planning Comm. 6:30 p.m.

TBD
May 5, 2026, City Council. 6:30 p.m.

Professional Municipal Clerk's Week
National Bike Week May 9-17, 2026
Asian American and Native Hawaiian-Pacific
Islander Heritage Month
Mental Health Awareness Month
Older American's Month
Public Draft Parks and Recreation Master Plan
Sales Tax Polling Results #1
Engineer's Report for LLAD FY26/27
2026 Water Supply Update
May 6, 2026, TBID 1:00 p.m
TBD
May 6, 2026, OSATS 6:30 p.m.

FY2026/27 Work Plan Discussion
May 7, 2026, Finance Subcommittee 1:00 p.m.

Draft Budget Review FY 2026/27
May 14, 2026, PCS Comm. 6:30 p.m.

FY2026/27 Work Plan Discussion
May 19, 2026, City Council 6:30p
Kid’s Commerce Fee Waiver
National Public Works Week
Historic Prevention Month
Memorial Day
Water Safety Month
Density Bonus/Inclusionary Hous. Ord. Update
Public Hearing for LLAD FY26/27
Draft FY 26/27 Budget
May 28, 2026, Planning Comm. 6:30 p.m.

FY2026/27 CIP Projects
Active Transportation Plan GP Amendment
June 2, 2026, City Council. 6:30 p.m.

Pride Month
Juneteenth Independence Day
Final FY 26-27 Budget
FY25-25 Q4 Update and 5yr CIP
Program FY27-31
Sales Tax Measure Polling Results #2 and Draft
Ballot Language
Urban Water Management Program
June 3, 2026, OSATS Meeting 6:30 p.m.

CANCELLED
June 11, 2026, PCS Meeting 6:30 p.m.

CANCELLED
June 16, 2026, City Council. 6:30 p.m.

Call & Consolidate Election
Local Sales Tax Measure
June 16, 2026, Joint CC/PCS. 7:30 p.m.

PCS Work Plan FY26/27
Parks and Community Services Master
Plan Approval
June 16, 2026, Joint CC/OSATS. 8:30 p.m.

OSATS Work Plan FY25/26
Active Transportation Plan GP Amendment
July 21, 2026, City Council. 6:30 p.m.

Parks & Recreation Month
Backflow Devices Municipal Code
July 21, 2026, Joint CC/Planning. 7:30 p.m.

BDSP Opportunity Blocks and Barriers to
Development
June 25, 2026, Planning Comm. 6:30 p.m.

TBD
August 4, 2026, City Council 4:00 p.m.
(CONSENT ONLY, NATIONAL NIGHT OUT)
209
Future Agenda Items
Unscheduled Council Directed Items
Item Councilmember Date of Vote Notes
Food Ware Ordinance Joseph 9/17/2024 On hold, pending RCAAP Purple Heart Designation Washington 10/15/2024 In progress, Council date TBD Review Inclusionary Housing
Ordinance
Joseph 1/20/2026 Scheduled for 5/19/2026
210

American Canyon City CouncilApril 7, 2026

American Canyon City Council
April 7, 2026