Agenda — Arvin City Council, December 13, 2022 (part 1 of 2)

REGULAR MEETING AGENDA
OF THE

ARVIN CITY COUNCIL / SUCCESSOR AGENCY TO THE

ARVIN COMMUNITY REDEVELOPMENT AGENCY / ARVIN HOUSING

AUTHORITY / ARVIN PUBLIC FINANCING AUTHORITY
TUESDAY DECEMBER 13, 2022 6:00p.m.

CITY HALL COUNCIL CHAMBERS
200 CAMPUS DRIVE, ARVIN
CALL TO ORDER Mayor Olivia Trujillo

PLEDGE OF ALLEGIANCE

INVOCATION
*******************************************
ROLL CALL Olivia Trujillo Mayor
Daniel Borreli Mayor Pro Tem
Mark S. Franetovich Councilmember
Donny Horton Councilmember
Susana Reyes Councilmember
******************************************
STAFF Jeff Jones City Manager / Finance Director
Nathan Hodges City Attorney – Hodges Law Group
Cecilia Vela City Clerk
I pledge allegiance to the flag of the United States of America and to the Republic for which it stands, one nation, under God, indivisible, with liberty and justice for all.

PUBLIC COMMENTS:

The meetings of the City Council and all municipal entities, commissions, and boards (“the City”) are open to the public. At regularly scheduled meetings, members of the public may address the City on any item listed on the agenda, or on any non-listed matter over which the City has jurisdiction. At special or emergency meetings, members of the public may only address the City on items listed on the agenda. The City may request speakers to designate a spokesperson to provide public input on behalf of a group, based on the number of people requesting to speak and the business of the City.

In accordance with the Brown Act, all matters to be acted on by the City must be posted at least 72 hours prior to the City meeting. In cases of an emergency, or when a subject matter needs immediate action or comes to the attention of the City subsequent to the agenda being posted, upon making certain findings, the City may act on an item that was not on the posted agenda.

AGENDA STAFF REPORTS AND HANDOUTS:

Staff reports and other disclosable public records related to open session agenda items are available at City Hall, 200 Campus Drive, Arvin, CA 93203 during regular business hours.

CONDUCT IN THE CITY COUNCIL CHAMBERS:

Rules of Decorum for the Public
Members of the audience shall not engage in disorderly or boisterous conduct, including the utterance of loud, threatening or abusive language, clapping, whistling, stamping of feet or other acts which disturb, disrupt, impede or otherwise render the orderly conduct of the City meeting infeasible. A member of the audience engaging in any such conduct shall, at the discretion of the presiding officer or a majority of the City, be subject to ejection from the meeting per Gov. Code Sect. 54954.3(c).

Removal from the Council Chambers
Any person who commits the following acts in respect to a meeting of the City shall be removed from the Council Chambers per Gov. Code Sect. 54954.3(c).
(a) Disorderly, contemptuous or insolent behavior toward the City or any member thereof, tending to interrupt the due and orderly course of said meeting; (b) A breach of the peace, boisterous conduct or violent disturbance, tending to interrupt the due and orderly course of said meeting;
(c) Disobedience of any lawful order of the Mayor, which shall include an order to be seated or to refrain from addressing the City; and
(d) Any other unlawful interference with the due and orderly course of said meeting.

AMERICANS with DISABILITIES ACT:

In compliance with the ADA, if you need special assistance to participate in a City meeting or other services offered by the City, please contact the City Clerk’s office, (661) 854-3134. Notification of at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service.

Arvin City Council Meeting Agenda – December 13, 2022

Page 1 of 4 ends

1. APPROVAL OF AGENDA AS TO FORM.

Motion __________ Second __________ Vote __________
Roll Call: CM Reyes ___ CM Horton ___ CM Franetovich ___ MPT Borreli ___ Mayor Trujillo ___

2. PUBLIC COMMENTS
(This is the opportunity for the public to address the City Council on any matter on the agenda or any item of interest to the public that is within the subject matter jurisdiction of the City Council.)

3. CITY COUNCIL ACTION ITEM, ADMINISTERING OF OATH OF OFFICE, AND

PRESENTATIONS
A. Comments by Outgoing Council.

B. Recognition of Service of Mark Franetovich as Council Member, to the City of Arvin.

C. Consideration and Approval of A Resolution of the City Council of the City of Arvin Accepting City Clerk’s Certification, Declaring the Results of the General Municipal Election for the Election of Three Councilmembers (Full-Term), Held in the City of Arvin on the 08
th Day of November, 2022. (City Clerk)
Staff recommends approval of the Resolution.

Motion __________ Second __________ Vote __________
Roll Call: CM Reyes ___ CM Horton ___ CM Franetovich ___ MPT Borreli ___ Mayor Trujillo ___ D. Administering of Oath of Office and Seating of Newly-Elected Officials. (City Clerk)
E. Comments by Incoming Council.

4. PRESENTATION(S)
A. Swearing in of New Police Officers Asad Khan, Bobby Gonzales, and Yazmin Morales. (City Clerk)

5. CONSENT AGENDA ITEM(S)
A. Approval of Demand Register(s) of November 24, 2022 – December 09, 2022.

B. Approval of Payroll Register(s) of November 25, 2022.

Arvin City Council Meeting Agenda – December 13, 2022

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C. Approval of the Minutes of the Special Meeting of November 29, 2022.

D. Approval of A Resolution of the City Council of the City of Arvin Adopting Records Destruction Policies and Procedures and Records Retention Schedule and Authorizing Destruction of Certain City Records.

E. Approval of A Resolution of the City Council of the City of Arvin Authorizing the City Manager to Apply for Mills-Alquist-Deddeh (TDA) Funds.

F. Approval of A Resolution of the City Council of the City of Arvin Authorizing the Application and Adopting the PLHA Plan for the Permanent Local Housing Allocation (PLHA) Program.

G. Approval of A Resolution of the City Council of the City of Arvin Awarding A Professional Services Agreement to QK, Inc. for the Development of Concept Plans, Construction Plans, and Bid Documents for the Kovacevich Park “Field of Dreams and Baseball Teams” Project.

H. Approval of A Resolution of the City Council of the City of Arvin Establishing a Development Impact Fee Deferral Policy for Affordable Housing, In-Fill, Commercial, Industrial Development and Acceptance of CEQA Determination that the Policy does not Constitute a Project Under CEQA.

I. Approval of A Resolution of the City Council of the City of Arvin Authorizing the Application to the State of California, Department of Housing and Community Developments (HCD) Higher Impact Transformative (HIT) Allocation of the Regional Early Action Planning Grants Program (REAP 2.0); and Authorizing the Execution of Related Grant Documents.

Staff recommends approval of the Consent Agenda.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ____ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___

6. PUBLIC HEARING ITEM(S)
A. A Public Hearing to Consider Adoption of An Ordinance of the City Council of the City of Arvin Amending Title 16 Subdivision, Adding Section 16.12.125 Addressing and Street Naming. (City Manager)
Staff recommends the Council consider adopting the Ordinance to be read by title only, open the hearing, allow for public testimony, close the hearing, waive second reading of the Ordinance, and approve the adoption of the Ordinance.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ____ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___ Arvin City Council Meeting Agenda – December 13, 2022

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B. A Public Hearing to Consider Approving A Resolution of the City Council of the City of Arvin Approving, Subject to Conditions and Exhibits A, B, and C for Vesting Tentative Map 7385 – Southeast Corner of Tejon Highway (South Derby Street) and East Sycamore Road and Adoption of Addendum to the Previously Adopted Mitigated Negative Declaration and Adoption of Previously Approved Mitigation Monitoring Program Pursuant to Title 14, Division 5, Chapter 3, Article 7, Sections 15162 and 15164. (City Manager) Staff recommends to open the hearing, allow for public testimony, close the hearing, and approve the Resolution.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ____ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___

7. ACTION ITEM(S)
A. Consideration and Approval for Purchase of Two (2) Police Canines, Program Startup Costs and Payment for Handler Courses for the Arvin Police Department. (Acting Chief Ghazalpour)
Staff recommends the Council authorize the City Manager to purchase two (2) police canines and provide payment for the program startup costs and the basic handler’s courses from Adlerhorst International LLC.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ____ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___ B. Discussion and Action on Measures to Mitigate the Impacts of the COVID-19 (Coronavirus) Pandemic. (City Manager)
Staff recommends to discuss and take action as appropriate.

Motion __________ Second __________ Vote __________
Roll Call: CM Murillo ____ CM Reyes ___ CM Horton ___ MPT Borreli ___ Mayor Trujillo ___

8. STAFF REPORTS

9. COUNCIL MEMBER COMMENTS
Arvin City Council Meeting Agenda – December 13, 2022

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10. CLOSED SESSION ITEM(S)
A. Threats to Public Services or Facilities (Pursuant to Government Code, §54957(a).)
Consultation with: City Attorney and/or City Emergency or Critical Function Personnel. (one item)
B. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2) and (3): (six potential cases)

11. ADJOURNMENT
I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the Arvin City Council Chambers Bulletin Board not less than 72 hours prior to the meeting. Dated December 09, 2022.

Cecilia Vela, City Clerk
Reso Accepting City Clerk’s Certification and Declaring Results of Election of Nov. 08, 2022

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RESOLUTION NO. _______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARVIN
ACCEPTING CITY CLERK’S CERTIFICATION OF CANVASS OF RESULTS,

DECLARING THE RESULTS OF THE GENERAL MUNICIPAL ELECTION

FOR THE ELECTION OF THREE COUNCILMEMBERS (FULL-TERM), HELD IN THE CITY OF ARVIN ON THE 08
th DAY OF NOVEMBER 2022.

WHEREAS, the Clerk of the County of Kern has completed its Canvass of Results of the general municipal election conducted on November 8, 2022; and
WHEREAS, pursuant to Sections 10262 and 10263 of the California Elections Code, the City Council must declare the results of the election at its next regularly-scheduled meeting after receipt of the canvass results.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARVIN, CALIFORNIA, DOES HEREBY RESOLVE, DETERMINE AND DECLARE AS FOLLOWS:

SECTION 1. That pursuant to applicable law, a General Municipal election was held in the City of Arvin on the 08th day of November 2022, for the purpose of electing three Councilmembers for full-term; and
SECTION 2. Pursuant to direction of the City Council, the County Clerk of the County of Kern has conducted a Canvass of Results, entitled “Certificate of County Clerk as to Result of the Canvass of the General Election Held November 08, 2022” (“County Canvas of Results”). The County Canvas of Results references the number of votes cast, posted by the County Clerk and on file with the County of Kern as the “Statement of Votes Cast Consolidated General Election November 08, 2022” (Statement of Votes Cast”). The County Canvas of Results and Statement of Votes Cast have been examined and accepted by the City Clerk and contain the whole numbers of votes cast as well as votes by precinct. A copy of the County Canvas of Results, together with the associated cover letter and relevant excerpts related to the results for the City of Arvin in the Statement of Votes Cast (pages 05, 451-452 and 3193- 3196) are attached as Exhibit “A.”
SECTION 3. The City Council does hereby accept the City Clerk’s Certificate of Canvass of Results of the General Municipal Election as certified by the City Clerk, attached hereto and made a part hereof as Exhibit “B”, and does declare said election results to be as follows:

Council member: Susana Reyes
Council member: Donny Horton
Council member: Juan Murillo
SECTION 4. The City Council does hereby declare the persons elected to the Offices of Councilmembers (full-term) shall serve a full four-year term and shall serve until their successors are elected and qualified in 2026; and
SECTION 5. The City Clerk shall certify the adoption of this Resolution.

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and Declaring Results of the General Municipal Reso Accepting City Clerk’s Certification and Declaring Results of Election of Nov. 08, 2022

Page 2 of 4 ends

I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Arvin at a regular meeting thereof held on the 13th day of December 2022 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST
CECILIA VELA, City Clerk

CITY OF ARVIN
By:

OLIVIA TRUJILLO, Mayor
APPROVED AS TO FORM:

By:

NATHAN HODGES, City Attorney
Hodges Law Group
Exhibit “A” – Certificate of County Clerk as to Result of the Canvass of the General Election Held November 8, 2022 (including Statement of Votes Cast General Election November 8, 2022, (pages 05, 451-452 and 3193-3196).

Exhibit “B” - City Clerk’s Certificate of Canvass of Results of the General Municipal Election I, ______________________________, City Clerk of the City of Arvin, California, DO HEREBY CERTIFY that the foregoing is a true and accurate copy of the Resolution passed and adopted by the City Council of the City of Arvin on the date and by the vote indicated herein.

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EXHIBIT “A”

CERTIFICATE OF COUNTY CLERK AS TO RESULT OF THE CANVASS

OF THE GENERAL ELECTION
HELD NOVEMBER 08, 2022

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and Declaring Results of the General Municipal

STATEMENT OF VOTES CAST

GENERAL ELECTION
November 8, 2022
MARY B. BEDARD, CPA

AUDITOR-CONTROLLER-COUNTY CLERK

KERN COUNTY, CALIFORNIA

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and Declaring Results of the General Municipal ii

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and Declaring Results of the General Municipal 1 Constitutional Right to Reproductive Freedom
26 Sports Wagering on Tribal Lands
27 Online Sports Wagering Outside of Tribal Lands
28 Public School Arts and Music Education Funding
29 Regulates Kidney Dialysis Clinics
30 Tax to Fund ZEV/Wildfire Programs
31 Prohibition on Sale of Certain Tobacco Products E Kern High School District Bond Measure - 55% G Edison School District Bond Measure - 55% H Fruitvale School District Bond Measure - 55% I Panama-Buena Vista Union School District Bond Measure - 55% 4412-4429 3542-3669
3670-3797
3798-3925
3926-4053
4054-4181
4182-4309
4310-4404
4405-4407
4408-4411
3339-3344
3345-3350
3351-3356
3357-3358
3359-3362
3363-3368
3369-3370
3371-3389
3390-3413
3273-3276
3277-3282
3283-3298
3299-3304
3305-3306
3307-3316
3327-3332
3333-3336
3337-3338
3197-3249
3250-3264
3265-3272

NONPARTISAN / CITY
3193-3196

NONPARTISAN / DISTRICT
3317-3326

STATE PROPOSITIONS
3414-3541
City of Arvin

LOCAL MEASURES
City of Bakersfield
City of California City
City of Delano
City of Shafter
City of Taft
City of Wasco
Mojave Air and Space Port District
City of Maricopa
School
Shafter-Wasco Irrigation District
Buttonwillow Recreation And Park District
McFarland Recreation And Park District
Lost Hills Utility District
Kern County Water Agency
Tehachapi Cummings County Water District
Bear Valley Community Services District
Golden Hills Community Services District
Mountain Meadows Community Services District
Rosamond Community Services District
Kern Valley Health Care District
Southwest Health Care District
City of McFarland
City of Ridgecrest

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and Declaring Results of the General Municipal Kernville Union School - Full term Board Member
Vote For 3
( 7 of 7 precincts reported )
WENDY RUSS 1,739 21.69%
GENE PARKS, JR 1,774 22.12%
DIANE MOSS 1,689 21.06%
SCOTT B. WELLS 1,814 22.62%
CHARITY QUINN 1,003 12.51%
Total 8,019
Lamont School Board Member
Vote For 3
( 9 of 9 precincts reported )
JESSE ATONDO 529 20.88%
PABLO TREVINO 500 19.73%
ELIZABETH NATY SANTANAGARIBALDO466 18.39%
GILBERTO LOPEZ, JR 554 21.86%
ALEXSIS LOVE GARAY 485 19.14%
Total 2,534
Maple School Board Member
Vote For 2
( 2 of 2 precincts reported )
JOEL ACKERKNECHT 109 40.82%
TY ROGERS 81 30.34%
PHILLIP ESNOZ 77 28.84%
Total 267
Panama-Buena Vista Union Board Member #5
( 29 of 29 precincts reported )
ELYNOR CHERIE OLGIN 2,597 48.65%
LINDA GARCIA 2,741 51.35%
Total 5,338
South Fork Union School Board Member
Vote For 3
( 6 of 6 precincts reported )
JACOB RUDNICK 541 28.73%
TONY CAIN 455 24.16%
TATE W NAGLE 436 23.15%
MICHAEL MORGAN 451 23.95%
Total 1,883
Taft City School Board Member
Vote For 2
( 9 of 9 precincts reported )
JAMES CARTER 1,410 31.77%
LES CLARK 1,866 42.05%
RENEE BITZER HILL 1,162 26.18%
Total 4,438
Vineland School Board Member
Vote For 3
( 4 of 4 precincts reported )
TIFFANY CASTILLO-GONZALEZ 131 25.34%
MARIO M. PENA 113 21.86%
ALEJANDRA SEGURA 148 28.63%
FRANCISCO SEGURA 125 24.18%
Total 517
Wasco Union School Board Member - Full Term
Vote For 3
( 12 of 12 precincts reported )
RICHARD K. REDING 1,327 24.47%
ANNA J POGGI 1,217 22.45%
ERNIE SANCHEZ 1,570 28.96%
CHERYLEE WEGMAN 1,308 24.12%
Total 5,422
Supervisor, 3rd District
( 143 of 143 precincts reported )
BRIAN SMITH 17,927 47.51%
JEFF FLORES 19,804 52.49%
Total 37,731
City of Arvin Councilmember
Vote For 3
( 6 of 6 precincts reported )
SUSANA REYES 1,000 34.90%
CESAR MORENO 483 16.86%
JUAN MURILLO 547 19.09%
DONNY HORTON 835 29.14%
Total 2,865
City of Bakersfield Ward 1
( 36 of 36 precincts reported )
ERIC ARIAS 5,342 100.00%
Total 5,342
City of Bakersfield Ward 3
( 63 of 63 precincts reported )
LONNIE DADDOW 1,016 8.04%
BOYD BINNINGER 4,561 36.10%
ZEFERINO BARRON 896 7.09%
KEN WEIR 6,160 48.76%
Total 12,633
City of Bakersfield Ward 4
( 40 of 40 precincts reported )
BOB SMITH 14,154 100.00%
Total 14,154
Printed: Wednesday, December 7, 2022 6:13 PM Page 5 of 10 Kern 2022 General Election
Kern
November 8, 2022
Summary Report
Official Final Results
i

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and Declaring Results of the General Municipal Voter Registration by SOS District Voter Registration Counts Last Updated 11/1/2022 DEM REP AI GRN LIB PF MIS NPP Total
150001 Kern County 152,310 157,958 19,042 1,330 5,542 3,044 7,167 89,289 435,682 Check Total 152,310 157,958 19,042 1,330 5,542 3,044 7,167 89,289 435,682 152020 20th Congressional District 56,964 109,443 11,091 662 3,446 1,002 3,064 42,026 227,698 152022 22nd Congressional District 92,424 45,332 7,435 630 1,987 1,966 3,888 45,354 199,016 152023 23rd Congressional District 2,922 3,183 516 38 109 76 215 1,909 8,968 Check Total 152,310 157,958 19,042 1,330 5,542 3,044 7,167 89,289 435,682 153012 12th Senatorial District 62,036 115,799 11,899 712 3,658 1,136 3,404 45,383 244,027 153016 16th Senatorial District 90,274 42,159 7,143 618 1,884 1,908 3,763 43,906 191,655 Check Total 152,310 157,958 19,042 1,330 5,542 3,044 7,167 89,289 435,682 154032 32nd Assembly District 54,045 106,273 10,543 615 3,277 939 2,869 39,837 218,398 154034 34th Assembly District 7,046 8,182 1,229 91 333 175 488 4,967 22,511 154035 35th Assembly District 91,219 43,503 7,270 624 1,932 1,930 3,810 44,485 194,773 Check Total 152,310 157,958 19,042 1,330 5,542 3,044 7,167 89,289 435,682 151001 1st Supervisorial District 25,832 57,838 5,288 297 1,678 408 1,319 19,807 112,467 151002 2nd Supervisorial District 28,717 35,969 4,522 317 1,313 564 1,559 19,800 92,761 151003 3rd Supervisorial District 31,298 35,316 4,326 312 1,345 663 1,617 18,490 93,367 151004 4th Supervisorial District 31,567 17,040 2,227 167 619 584 1,225 15,402 68,831 151005 5th Supervisorial District 34,896 11,795 2,679 237 587 825 1,447 15,790 68,256 Check Total 152,310 157,958 19,042 1,330 5,542 3,044 7,167 89,289 435,682 156001 City of Arvin 3,272 753 160 16 40 66 89 1,407 5,803 156002 City of Bakersfield 76,961 71,644 8,618 627 2,483 1,366 3,274 43,820 208,793 156003 City of California City 2,351 2,153 366 26 77 52 168 1,417 6,610 156004 City of Delano 9,086 2,706 477 37 105 147 377 3,777 16,712 156005 City of Maricopa 70 303 28 0 7 2 10 70 490
156006 City of McFarland 2,468 806 98 11 37 45 76 1,107 4,648 156007 City of Ridgecrest 3,725 7,211 888 57 344 88 252 3,400 15,965 156008 City of Shafter 3,576 2,665 302 24 97 61 143 1,859 8,727 156009 City of Taft 506 1,971 172 10 52 28 51 567 3,357 156010 City of Tehachapi 1,179 2,426 295 24 103 23 90 1,104 5,244 156011 City of Wasco 3,667 1,869 270 23 74 96 145 1,880 8,024 Check Total 106,861 94,507 11,674 855 3,419 1,974 4,675 60,408 284,373 155001 Board Of Equalization 152,310 157,958 19,042 1,330 5,542 3,044 7,167 89,289 435,682 Check Total 152,310 157,958 19,042 1,330 5,542 3,044 7,167 89,289 435,682 157001 Unincorporated Area 45,449 63,451 7,368 475 2,123 1,070 2,492 28,881 151,309 Check Total 45,449 63,451 7,368 475 2,123 1,070 2,492 28,881 151,309 Political Subdivision
PDMR010 - Voter Registration by SOS District
Printed: 11/28/2022 3:29:13PM

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Exhibit A

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and District Registration by Party
Active Registration
Total DEM REP AIP GRN LIB PF NPP MISC
*0-0 Kern County 152,310 157,958 19,042 1,330 5,542 3,044 89,289 7,167 435,682 *120-0 20th Congressional District 56,964 109,443 11,091 662 3,446 1,002 42,026 3,064 227,698 *122-0 22nd Congressional District 92,424 45,332 7,435 630 1,987 1,966 45,354 3,888 199,016 *123-0 23rd Congressional District 2,922 3,183 516 38 109 76 1,909 215 8,968 *212-0 12th Senatorial District 62,036 115,799 11,899 712 3,658 1,136 45,383 3,404 244,027 *216-0 16th Senatorial District 90,274 42,159 7,143 618 1,884 1,908 43,906 3,763 191,655 *332-0 32nd Assembly District 54,045 106,273 10,543 615 3,277 939 39,837 2,869 218,398 *334-0 34th Assembly District 7,046 8,182 1,229 91 333 175 4,967 488 22,511 *335-0 35th Assembly District 91,219 43,503 7,270 624 1,932 1,930 44,485 3,810 194,773 *401-0 1st Supervisorial District 25,832 57,838 5,288 297 1,678 408 19,807 1,319 112,467 *402-0 2nd Supervisorial District 28,717 35,969 4,522 317 1,313 564 19,800 1,559 92,761 *403-0 3rd Supervisorial District 31,298 35,316 4,326 312 1,345 663 18,490 1,617 93,367 *404-0 4th Supervisorial District 31,567 17,040 2,227 167 619 584 15,402 1,225 68,831 *405-0 5th Supervisorial District 34,896 11,795 2,679 237 587 825 15,790 1,447 68,256 *501-0 City of Arvin 3,272 753 160 16 40 66 1,407 89 5,803 *502-0 City of Bakersfield 76,961 71,644 8,618 627 2,483 1,366 43,820 3,274 208,793 *502-1 City of Bakersfield Ward 1 11,416 4,227 928 81 229 269 5,411 443 23,004 *502-2 City of Bakersfield Ward 2 11,954 4,529 953 83 255 260 5,338 491 23,863 *502-3 City of Bakersfield Ward 3 10,376 10,725 1,268 108 347 181 5,813 575 29,393 *502-4 City of Bakersfield Ward 4 8,397 18,096 1,473 80 490 100 6,158 333 35,127 *502-5 City of Bakersfield Ward 5 11,410 15,950 1,557 83 431 142 7,635 495 37,703 *502-6 City of Bakersfield Ward 6 10,916 10,878 1,398 111 441 193 6,191 434 30,562 *502-7 City of Bakersfield Ward 7 12,492 7,239 1,041 81 290 221 7,274 503 29,141 *503-0 City of California City 2,351 2,153 366 26 77 52 1,417 168 6,610 *504-0 City of Delano 9,086 2,706 477 37 105 147 3,777 377 16,712 *505-0 City of Maricopa 70 303 2807 2 70 10 490
*506-0 City of McFarland 2,468 806 98 11 37 45 1,107 76 4,648 *507-0 City of Ridgecrest 3,725 7,211 888 57 344 88 3,400 252 15,965 *508-0 City of Shafter 3,576 2,665 302 24 97 61 1,859 143 8,727 *509-0 City of Taft 506 1,971 172 10 52 28 567 51 3,357 *510-0 City of Tehachapi 1,179 2,426 295 24 103 23 1,104 90 5,244 *510-1 City of Tehachapi District 1 256 324 64 5 19 6 237 20 931 *510-2 City of Tehachapi District 2 245 663 62 4 19 6 233 17 1,249 *510-3 City of Tehachapi District 3 222 414 46 3 16 0 185 16 902 *510-4 City of Tehachapi District 4 225 486 53 8 21 9 212 26 1,040 *510-5 City of Tehachapi District 5 231 539 70 4 28 2 237 11 1,122 *511-0 City of Wasco 3,667 1,869 270 23 74 96 1,880 145 8,024 *511-1 City of Wasco District 1 659 397 53 7 12 15 364 33 1,540 *511-2 City of Wasco District 2 716 593 63 5 15 16 427 33 1,868 *511-3 City of Wasco District 3 638 267 39 3 16 20 305 33 1,321 *511-4 City of Wasco District 4 820 296 53 5 18 22 370 26 1,610 *511-5 City of Wasco District 5 834 316 62 3 13 23 414 20 1,685 BEQ1-0 Board Of Equalization 152,310 157,958 19,042 1,330 5,542 3,044 89,289 7,167 435,682 *512-0 Unincorporated Area 45,449 63,451 7,368 475 2,123 1,070 28,881 2,492 151,309 APC5-0 5th District Court of Appeal 152,310 157,958 19,042 1,330 5,542 3,044 89,289 7,167 435,682 ASCH01-0 Kern County Board of Education 152,310 157,957 19,041 1,330 5,542 3,044 89,288 7,167 435,679 ASCH01-1 Kern County Board of Education Trustee Area 1 19,569 43,579 3,506 179 1,149 255 14,431 881 83,549 ASCH01-2 Kern County Board of Education Trustee Area 2 20,368 11,353 1,503 115 384 415 9,929 853 44,920 PDMR003 - District Registration by Party
Printed: 11/30/2022 11:18:23AM

Page 1 of 5 ends

Exhibit B

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and List of Polling Sites with Voting Precincts
General Election - November 08, 2022
Sorted by City / Poll Place
Polling Place Name
Sample Ballot Address
ID Phone
Map Number User Codes Accessible Voting Precinct(s)
Ballot
Type
Table
ID
Reg
Count
AV
Count* Consolidation Home Pct:

All Voting Precincts Includes all Voting Precincts
20 Arvin Veterans Building, Adobe Plaza ARVI Usable
1045
414 4th Ave
Arvin, CA 93203-1002
0050180
0050180 Voting Pct 50180 000283 A 1,134 814 0050180
0050186 Voting Pct 50186 000283 B 1,007 765 0050186 0050187 0050188 0050190 Voting Pct 50190 000283 C 1,432 1,090 0050190 0050211 0050200 Voting Pct 50200 000283 D 1,242 912 0050200 0050210 0050216 Voting Pct 50216 000283 E 990 806 0050216
Sub Total: 5,805 4,387
122 Actis Junior High School BAKE Usable
0122
2400 Westholme Blvd
Bakersfield, CA 93309-4505
0040424
0040406 Voting Pct 40406 000236 A 1,037 783 0040406 0040458 0040411 Voting Pct 40411 000086 B 1,037 776 0040411 0040425 0040414 Voting Pct 40414 000086 C 993 729 0040414
0040422 Voting Pct 40422 000086 D 1,123 839 0040422 0040424 0040442 Voting Pct 40442 000236 E 883 694 0040442
0040448 Voting Pct 40448 000086 F 996 759 0040448
0040464 Voting Pct 40464 000133 G 1,064 818 0040464 0044101 0044128 Voting Pct 44128 000133 H 796 650 0044128
Sub Total: 7,929 6,048
687 Aera Energy LLC, Conference Center BAKE Usable
1020
10000 Ming Ave
Bakersfield, CA 93311
0040420
0035606 Voting Pct 35606 000222 A 0 0 0035606
0040441 Voting Pct 40441 000133 B 1,391 1,180 0040441 0044100 0040462 Voting Pct 40462 000238 C 1,452 1,153 0040462 0044102 0040494 Voting Pct 40494 000238 D 977 765 0040494
0040495 Voting Pct 40495 000238 E 859 687 0040495
0044107 Voting Pct 44107 000238 F 1,467 1,227 0044107 0044130 0044108 Voting Pct 44108 000238 G 955 765 0044108
Sub Total: 7,101 5,777
495 Almondale Elementary School BAKE Usable
1025
10510 Chippewa St
Bakersfield, CA 93312-5324
0035633
0035632 Voting Pct 35632 000199 A 753 563 0035632 0035634 0035633 Voting Pct 35633 000199 B 857 624 0035633
0040459 Voting Pct 40459 000072 C 971 773 0040459
Sub Total: 2,581 1,960
985 Bakersfield College BAKE Yes
Levan Hall
1801 Panorama Dr
Bakersfield, CA 93305
0030311
0030304 Voting Pct 30304 000173 A 1,083 822 0030304 0030305 0030306 0030309 Voting Pct 30309 000173 B 921 662 0030309
000069 1,355 0030312 0030316 0030320
0030346 0035650
0030312 Voting Pct 30312 C 1,005
0030313 Voting Pct 30313 000069 D 952 721 0030313
0030314 Voting Pct 30314 000069 E 834 643 0030314 0030315 Sub Total: 5,145 3,853
924 Bakersfield Elementary Teachers Assn BAKE Usable
837 H St
Bakersfield, CA 93304
0050751
0050750 Voting Pct 50750 000226 A 736 540 0050750
0050751 Voting Pct 50751 000300 B 417 329 0050751
0050755 Voting Pct 50755 000226 C 1,221 942 0050755 0050765 0050771 PODR009 - List of Polling Sites with Voting Precincts
Printed: 11/28/2022 3:01:19PM
*NOTE: Absentee counts are included in Registration count as well. Page 1 of 26 Exhibit C

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and District Registered
Voters Cards Cast Voters Cast % Turnout
3rd Supervisorial
District
Poll Place 93,442 5,163 5,163 5.53%
Vote by Mail 93,442 34,910 34,910 37.36%
Mail Ballot 93,442 1,564 1,564 1.67%
3rd Supervisorial District -
Total 93,442 41,637 41,637 44.56%
4th Supervisorial
District
Poll Place 68,876 2,364 2,364 3.43%
Vote by Mail 68,876 19,285 19,285 28.00%
Mail Ballot 68,876 3,089 3,089 4.48%
4th Supervisorial District -
Total 68,876 24,738 24,738 35.92%
5th Supervisorial
District
Poll Place 68,292 1,706 1,706 2.50%
Vote by Mail 68,292 15,045 15,045 22.03%
Mail Ballot 68,292 1,419 1,419 2.08%
5th Supervisorial District -
Total 68,292 18,170 18,170 26.61%
Cumulative
Poll Place000 N/A
Vote by Mail000 N/A
Mail Ballot000 N/A
Cumulative - Total000 N/A
County Supervisor - Total 435,969 190,705 190,705 43.74% Poll Place 435,969 22,683 22,683 5.20%
Vote by Mail 435,969 157,082 157,082 36.03%
Mail Ballot 435,969 10,940 10,940 2.51%
Cities
City of Arvin
Poll Place 5,805 208 208 3.58%
Vote by Mail 5,805 1,344 1,344 23.15%
Mail Ballot 5,80500 0.00%
City of Arvin - Total 5,805 1,552 1,552 26.74%
Page: 5 of 827 12/8/2022 10:04:35 AM
Exhibit G

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and District
Registered Voters
Mail Ballot0
Cumulative - Total0
County - Total 5,805
County Supervisor
4th Supervisorial District
Poll Place 5,805
Vote by Mail 5,805
Mail Ballot 5,805
4th Supervisorial District -
Total 5,805
Cumulative
Poll Place0
Vote by Mail0
Mail Ballot0
Cumulative - Total0
County Supervisor - Total 5,805
Cities
City of Arvin
Poll Place 5,805
Vote by Mail 5,805
Mail Ballot 5,805
City of Arvin - Total 5,805
Cumulative
Poll Place0
Vote by Mail0
Mail Ballot0
Cumulative - Total0
Cities - Total 5,805
Unincorporated
Unincorporated
Poll Place 5,805
District

SUSANA REYESCESAR MORENO
Mail Ballot00
Cumulative - Total00
County - Total 1,000 34.90% 483 16.86%
County Supervisor
4th Supervisorial District
Poll Place 111 32.55% 63 18.48%
Vote by Mail 889 35.22% 420 16.64%
Mail Ballot00
4th Supervisorial District -
Total
1,000 34.90% 483 16.86%
Cumulative
Poll Place00
Vote by Mail00
Mail Ballot00
Cumulative - Total00
County Supervisor - Total 1,000 34.90% 483 16.86%
Cities
City of Arvin
Poll Place 111 32.55% 63 18.48%
Vote by Mail 889 35.22% 420 16.64%
Mail Ballot00
City of Arvin - Total 1,000 34.90% 483 16.86%
Cumulative
Poll Place00
Vote by Mail00
Mail Ballot00
Cumulative - Total00
Cities - Total 1,000 34.90% 483 16.86%
Unincorporated
Unincorporated
Poll Place 111 32.55% 63 18.48%
Page: 451 of 827 12/8/2022 10:04:35 AM
Exhibit G

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and District
JUAN MURILLODONNY HORTONTotal Votes
Mail Ballot000
Cumulative - Total000
County - Total 547 19.09% 835 29.14% 2,865
County Supervisor
4th Supervisorial District
Poll Place 70 20.53% 97 28.45% 341
Vote by Mail 477 18.90% 738 29.24% 2,524
Mail Ballot000
4th Supervisorial District -
Total
547 19.09% 835 29.14% 2,865
Cumulative
Poll Place000
Vote by Mail000
Mail Ballot000
Cumulative - Total000
County Supervisor - Total 547 19.09% 835 29.14% 2,865
Cities
City of Arvin
Poll Place 70 20.53% 97 28.45% 341
Vote by Mail 477 18.90% 738 29.24% 2,524
Mail Ballot000
City of Arvin - Total 547 19.09% 835 29.14% 2,865
Cumulative
Poll Place000
Vote by Mail000
Mail Ballot000
Cumulative - Total000
Cities - Total 547 19.09% 835 29.14% 2,865
Unincorporated
Unincorporated
Poll Place 70 20.53% 97 28.45% 341
Page: 452 of 827 12/8/2022 10:04:35 AM
Exhibit G

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and City of Arvin Councilmember (Vote for 3)
Precinct
Registered Voters
County
Kern County
0050180
Poll Place 1,134
Vote by Mail 1,134
Mail Ballot 1,134
Total 1,134
0050186
Poll Place 1,007
Vote by Mail 1,007
Mail Ballot 1,007
Total 1,007
0050190
Poll Place 1,432
Vote by Mail 1,432
Mail Ballot 1,432
Total 1,432
0050200
Poll Place 1,242
Vote by Mail 1,242
Mail Ballot 1,242
Total 1,242
0050216
Poll Place 990
Vote by Mail 990
Mail Ballot 990
Total 990
Precinct

SUSANA REYESCESAR MORENO
County
Kern County
0050180
Poll Place 23 31.08% 17 22.97%
Vote by Mail 194 35.79% 90 16.61%
Mail Ballot00
Total 217 35.23% 107 17.37%
0050186
Poll Place 26 34.67% 16 21.33%
Vote by Mail 131 33.25% 78 19.80%
Mail Ballot00
Total 157 33.48% 94 20.04%
0050190
Poll Place 23 31.51% 11 15.07%
Vote by Mail 224 36.25% 91 14.72%
Mail Ballot00
Total 247 35.75% 102 14.76%
0050200
Poll Place 21 30.43% 10 14.49%
Vote by Mail 180 32.61% 95 17.21%
Mail Ballot00
Total 201 32.37% 105 16.91%
0050216
Poll Place 18 36.00%9 18.00%
Vote by Mail 160 38.28% 66 15.79%
Mail Ballot00
Total 178 38.03% 75 16.03%
Page: 3193 of 4703 12/8/2022 9:35:29 AM 3.C.1 Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and Precinct
JUAN MURILLODONNY HORTONTotal Votes
County
Kern County
0050180
Poll Place 16 21.62% 18 24.32% 74
Vote by Mail 109 20.11% 149 27.49% 542
Mail Ballot000
Total 125 20.29% 167 27.11% 616
0050186
Poll Place 11 14.67% 22 29.33% 75
Vote by Mail 67 17.01% 118 29.95% 394
Mail Ballot000
Total 78 16.63% 140 29.85% 469
0050190
Poll Place 14 19.18% 25 34.25% 73
Vote by Mail 119 19.26% 184 29.77% 618
Mail Ballot000
Total 133 19.25% 209 30.25% 691
0050200
Poll Place 17 24.64% 21 30.43% 69
Vote by Mail 100 18.12% 177 32.07% 552
Mail Ballot000
Total 117 18.84% 198 31.88% 621
0050216
Poll Place 12 24.00% 11 22.00% 50
Vote by Mail 82 19.62% 110 26.32% 418
Mail Ballot000
Total 94 20.09% 121 25.85% 468
Page: 3194 of 4703 12/8/2022 9:35:29 AM 3.C.1 Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and Precinct
Registered Voters
7050185
Poll Place0
Vote by Mail0
Mail Ballot0
Total0
Kern County - Total 5,805
Cumulative
Cumulative
Poll Place0
Vote by Mail0
Mail Ballot0
Total0
Cumulative - Total0
County - Total 5,805
Precinct

SUSANA REYESCESAR MORENO
7050185
Poll Place00
Vote by Mail00
Mail Ballot00
Total00
Kern County - Total 1,000 34.90% 483 16.86%
Cumulative
Cumulative
Poll Place00
Vote by Mail00
Mail Ballot00
Total00
Cumulative - Total00
County - Total 1,000 34.90% 483 16.86%
Page: 3195 of 4703 12/8/2022 9:35:29 AM 3.C.1 Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and Precinct
JUAN MURILLODONNY HORTONTotal Votes
7050185
Poll Place000
Vote by Mail000
Mail Ballot000
Total000
Kern County - Total 547 19.09% 835 29.14% 2,865
Cumulative
Cumulative
Poll Place000
Vote by Mail000
Mail Ballot000
Total000
Cumulative - Total000
County - Total 547 19.09% 835 29.14% 2,865
Page: 3196 of 4703 12/8/2022 9:35:29 AM 3.C.1 Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and Reso Accepting City Clerk’s Certification and Declaring Results of Election of Nov. 08, 2022

Page 4 of 4 ends

EXHIBIT “B”
CITY CLERK’S CERTIFICATE OF CANVASS OF RESULTS

OF THE GENERAL ELECTION
I, Cecilia Vela, City Clerk of the City of Arvin, do hereby certify to the City Council for the City of Arvin, the Certificate of County Clerk as to Result of the Canvass of the General Election Held November 8, 2022 (including Statement Of Votes Cast General Election November 8, 2022, pages 05, 451-452 and 3193-3196), and find that the whole number of votes cast in the City of Arvin, the number of votes given at each precinct and the number of votes given in the City to persons voted for, the respective office for which the persons were candidates in the City and in each precinct were as follows:

WHOLE NUMBER OF VOTES CAST IN THE CITY: 2,865
FOR COUNCIL MEMBER (Total Votes)
Susana Reyes: 1,000
Donny Horton: 835
Juan Murillo: 547
Cesar Moreno: 483
FOR COUNCILMEMBER (By Precinct)
Reyes Horton Murillo Moreno
50180 217 167 125 107
50186 157 140 078 094
50190 247 209 133 102
50200 201 198 117 105
50216 178 121 094 075
7050185 0 0 0 0
TOTAL 1,000 835 547 483
Dated:

CECILIA VELA, City Clerk

3.C.1
Attachment: Reso Accepting Election Results of Nov 8, 2022_121322 (Accepting Certification and Declaring Results of the General Municipal 12/9/2022 10:48:02 AM Page 1 of 7
Payment Register
City of Arvin APPKT00280 - FOR AP 11/30/2022
-
Bank: Main Pool Ck - Main Checking - BOA
Vendor Number
**Void**
Total Vendor Amount

0.00 Vendor Name
Payment Type Payment Number Payment Date Payment Amount **Void Check 41306 11/30/2022 0.00
**Void Check 41307 11/30/2022 0.00
**Void Check 41308 11/30/2022 0.00
1433
Vendor Number

ALEX GHAZALPOUR
Total Vendor Amount
325.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41293 11/30/2022 325.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount REIMBURSEMENT TO ATTEND TRAIINING REIMBURSEMENT TO ATTEND TRAIINING 12/5-12/8/22 11/29/2022 11/29/2022 0.00 325.00 1026
Vendor Number

BLUE SHIELD OF CALIFORNIA
Total Vendor Amount
22,904.96
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41294 11/30/2022 22,904.96
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 223180033287 MEDICAL DECEMBER 2022 11/14/2022 11/14/2022 0.00 22,904.96 1194
Vendor Number

BROADLUX INC
Total Vendor Amount
252.50
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41295 11/30/2022 252.50
Payable Number Description Payable Date Due Date Discount Amount Payable Amount BR9I1732102 O & M SERVICES OCTOBER 2022 11/01/2022 11/01/2022 0.00 252.50 1157
Vendor Number

CALIFORNIA PEACE OFFICERS ASSOCIATION
Total Vendor Amount
750.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41296 11/30/2022 750.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 364160 DEPARTMENT MEMBERSHIP 1/1/2023-12/31/2023 10/03/2022 10/03/2022 0.00 750.00 1462
Vendor Number

CEN-CAL CONSTRUCTION
Total Vendor Amount
9,519.90
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41297 11/30/2022 9,519.90
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 2240-02 RETENTION FOR LANGFORD AVE- FINAL 10/12/2022 10/12/2022 0.00 9,519.90 1507
Vendor Number

CHRIS HENRIKSEN
Total Vendor Amount
4,425.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41298 11/30/2022 4,425.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 22-1043 REPAIR WOOD DOOR FRAME MAYOR'S OFFICE 10/21/2022 10/21/2022 0.00 4,425.00

COLONIAL LIFE PROCESSING CENTER
Total Vendor Amount
1,284.54
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41299 11/30/2022 1,284.54
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 51936021111135 SUPPLEMENTAL INS DEC 2022 11/11/2022 11/11/2022 0.00 1,284.54 1204
Vendor Number

COMPLETE HARDWARE STORE AND MORE
Total Vendor Amount

83.95 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41300 11/30/2022 83.95
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 458437 BUILDING SHELVE TO STORE CUSTODIAL SUPPLIES 11/09/2022 11/09/2022 0.00 49.80 458565 TOOLS FOR CITY SHOP 11/10/2022 11/10/2022 0.00 13.60 458582 CITY SHOP MATERIAL 11/10/2022 11/10/2022 0.00 20.55 1193
Vendor Number

DIAMOND TECHNOLOGIES INC
Total Vendor Amount
5,665.67
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41301 11/30/2022 5,665.67
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 32289 VMWARE BASIC SUPPORT COVERAGE - 3 YEAR CONTRACT 11/21/2022 11/21/2022 0.00 5,665.67 1310
Vendor Number

ERIC REYES GUERRA
Total Vendor Amount
360.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41302 11/30/2022 360.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0120 ARVIN PD FLEET WASH 11/23/22 11/23/2022 11/23/2022 0.00 360.00 1062
Vendor Number
FEDEX
Total Vendor Amount
106.82
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41303 11/30/2022 106.82
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 7-951-33992 SHIPPING SVCS 11/18/2022 11/18/2022 11/18/2022 0.00 106.82 1367
Vendor Number

FLOOD BAKERSFIELD MINISTRIES INC
Total Vendor Amount
24,839.47
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41304 11/30/2022 24,839.47
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 1280 ARVIN CDBG CV2-3-00141 NAV SVCS OCT. 2022 11/02/2022 11/02/2022 0.00 24,839.47 1322
Vendor Number

JAKE RAPER JR
Total Vendor Amount
15,120.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41305 11/30/2022 15,120.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INVOICE 22 INVOICE 22 11/02/2022 11/02/2022 0.00 12,195.00 INVOICE 23 INVOICE 23 11/30/2022 11/30/2022 0.00 2,925.00 1269
Vendor Number

JONATHAN MORFIN
Total Vendor Amount
319.73
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41309 11/30/2022 319.73
Payable Number Description Payable Date Due Date Discount Amount Payable Amount REIMBURSEMENT FOR TRAINING 11/7/202-11/8/2022 REIMBURSEMENT FOR TRAINING 11/7/202-11/8/2022 11/10/2022 11/10/2022 0.00 319.73

JORDAN KAUFMAN-TREASURER TAX COLLECTOR COUNTY OF KERN
Total Vendor Amount

30.51 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41310 11/30/2022 30.51
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 2022-1127396-00-1 PROPERTY TAXES PH1 54 11/29/2022 11/29/2022 0.00 30.51 1506
Vendor Number

JOSE LUIS CORTEZ
Total Vendor Amount
540.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41311 11/30/2022 540.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount RECEIPT # 37390 REIMBURSEMENT OF $540 DEPOSIT FOR VET'S HALL 11/22/2022 11/22/2022 0.00 540.00 1025
Vendor Number

KAISER PERMANENTE
Total Vendor Amount
19,580.06
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41312 11/30/2022 19,580.06
Payable Number Description Payable Date Due Date Discount Amount Payable Amount BUIK 690201404 DEC22 MEDICAL DECEMBER 2022 11/14/2022 11/14/2022 0.00 19,580.06 1408
Vendor Number

KOSMONT REAL ESTATE SERVICES
Total Vendor Amount
2,662.40
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41313 11/30/2022 2,662.40
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 2204.3-007 ARVIN RE ADVISORY & BROKERAGE OCTOBER 2022 10/31/2022 10/31/2022 0.00 2,662.40 1508
Vendor Number

LAUREL AG & WATER SOUTH
Total Vendor Amount
4,814.49
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41314 11/30/2022 4,814.49
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INVLAWS-030493 DIGIORGIO PARK REPLACED PUMP UP ICE CUBE WARRICK 11/01/2022 11/01/2022 0.00 4,814.49 1332
Vendor Number

MADLAND TOYOTA LIFT INC
Total Vendor Amount
3,733.96
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41315 11/30/2022 3,733.96
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 64130908 UNIT #209 HAD CHECK ENGINE LIGHT ON 11/02/2022 11/02/2022 0.00 3,733.96 1505
Vendor Number

MICHELLE VELASQUEZ
Total Vendor Amount
385.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41316 11/30/2022 385.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount RECEIPT # 37489 REIMBURSEMENT OF $385 DEPOSIT PAID FOR VET'S HALL 11/22/2022 11/22/2022 0.00 385.00 1170
Vendor Number

PETTY CASH ELSA CARDOSO GUZMAN
Total Vendor Amount
180.56
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41317 11/30/2022 180.56
Payable Number Description Payable Date Due Date Discount Amount Payable Amount PETTY CASH - POLICE REPLENISH PETTY CASH 11/29/2022 11/29/2022 0.00 180.56 1108
Vendor Number
PG & E
Total Vendor Amount
296.61
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41318 11/30/2022 296.61
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 2829173572-9 10.15.22-11.15.222829173572-9 10.15.22-11.15.22 11/15/2022 11/15/2022 0.00 168.12

5.A.1
Attachment: Demand Register(s) November 24, 2022 - Decemeber 09, 2022 (Demand Register(s) of November 24, 2022 - December 09, 2022.) Payment Register APPKT00280 - FOR AP 11/30/2022
12/9/2022 10:48:02 AM Page 4 of 7
8139135324-0 10.15.22-11.15.228139135324-0 10.15.22-11.15.22 11/15/2022 11/15/2022 0.00 128.49 1114
Vendor Number

PUBLIC WORKS COUNTY OF KERN
Total Vendor Amount
4,737.44
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41319 11/30/2022 4,737.44
Payable Number Description Payable Date Due Date Discount Amount Payable Amount ARV 11/8/2022 ARV 11/8/2022 11/08/2022 11/08/2022 0.00 4,737.44 1112
Vendor Number

PURCHASE POWER
Total Vendor Amount
503.50
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41320 11/30/2022 503.50
Payable Number Description Payable Date Due Date Discount Amount Payable Amount METER ADD 11/11/22 METER ADD 11/11/22 11/11/2022 11/11/2022 0.00 503.50 1504
Vendor Number
SADDLEBACK ROOFING, INC.

Total Vendor Amount

54.00 Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41321 11/30/2022 54.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount #R00000658 OVERPAYMENT OF $54 FOR BUSINESS LICENSE 11/23/2022 11/23/2022 0.00 54.00 1280
Vendor Number

SERGIO ALDANA SALAZAR
Total Vendor Amount
1,373.03
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41322 11/30/2022 1,373.03
Payable Number Description Payable Date Due Date Discount Amount Payable Amount DEPOSIT FOR UNIT #294 DEPOSIT FOR UNIT #294 11/23/2022 11/23/2022 0.00 1,373.03 1033
Vendor Number

SPECTRUM BUSINESS
Total Vendor Amount
289.26
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41323 11/30/2022 289.26
Payable Number Description Payable Date Due Date Discount Amount Payable Amount 167729901110122 SERVICE NOVEMBER 2022 11/01/2022 11/01/2022 0.00 289.26 Bank: PY - Payroll Vendor Payables
1006
Vendor Number

ALLSTATE
Total Vendor Amount
217.43
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41324 11/30/2022 217.43
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0000492 ALLSTATE 11/25/2022 11/25/2022 0.00 217.43
1013
Vendor Number

ARVIN POLICE OFFICERS
Total Vendor Amount
800.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41325 11/30/2022 800.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0000493 APOA Dues 11/25/2022 11/25/2022 0.00 800.00
1017
Vendor Number

CENTRAL CALIFORNIA ASSOC OF PUBLIC EMPLOYEES
Total Vendor Amount
877.67
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41326 11/30/2022 877.67
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0000494 SEIU Dues 11/25/2022 11/25/2022 0.00 27.00
INV0000495 SEIU Dues 11/25/2022 11/25/2022 0.00 850.67

FRANCHISE TAX BOARD
Total Vendor Amount
300.00
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41327 11/30/2022 300.00
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0000498 ALEX GHAZARIAN 11/25/2022 12/15/2022 0.00 300.00 1456
Vendor Number

KERN COUNTY SHERIFF
Total Vendor Amount
416.78
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41328 11/30/2022 416.78
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0000497 C# BCL-21-012888, F#22-02218, RICARDO MADRIGAL 11/25/2022 12/15/2022 0.00 416.78 1018
Vendor Number

VANTAGE POINT TRANSFER AGENTS
Total Vendor Amount
1,347.96
Vendor Name
Payment Type Payment Number Payment Date Payment Amount Check 41329 11/30/2022 1,347.96
Payable Number Description Payable Date Due Date Discount Amount Payable Amount INV0000490 457 Contributions 11/25/2022 11/25/2022 0.00 1,338.00 INV0000491 457 Loan Repayment 11/25/2022 11/25/2022 0.00 9.96

5.A.1
Attachment: Demand Register(s) November 24, 2022 - Decemeber 09, 2022 (Demand Register(s) of November 24, 2022 - December 09, 2022.) Payment Register APPKT00280 - FOR AP 11/30/2022
12/9/2022 10:48:02 AM Page 6 of 7
Payment Summary
Type
Payment
Count Discount Payment
Payable
Bank Code Count
Main Pool Ck Check 14 14 0.00 71,664.99
Main Pool Ck Voided **Void Check01 0.00 0.00
Main Pool Ck Check11 0.00 24,839.47
Main Pool Ck Voided **Void Check01 0.00 0.00
Main Pool Ck Check 118 0.00 25,894.26
Main Pool Ck Voided **Void Check01 0.00 0.00
Main Pool Ck Check65 0.00 2,739.64
Packet Totals: 32 31 0.00 125,138.36
Type
Payment
Count Discount Payment
Payable
Bank Code Count
PY Check86 0.00 3,959.84
Packet Totals:
86 0.00 3,959.84

5.A.1
Attachment: Demand Register(s) November 24, 2022 - Decemeber 09, 2022 (Demand Register(s) of November 24, 2022 - December 09, 2022.) Payment Register APPKT00280 - FOR AP 11/30/2022
12/9/2022 10:48:02 AM Page 7 of 7
Cash Fund Summary
Fund Name Amount
90 Main Pooled Cash Fund -129,098.20
Packet Totals: -129,098.20

5.A.1
Attachment: Demand Register(s) November 24, 2022 - Decemeber 09, 2022 (Demand Register(s) of November 24, 2022 - December 09, 2022.)

5.B.1
Attachment: Payroll Register(s) of November 25, 2022 (Payroll Register(s) of November 25, 2022.)

5.B.1
Attachment: Payroll Register(s) of November 25, 2022 (Payroll Register(s) of November 25, 2022.) Special Arvin City Council Meeting Agenda – November 29, 2022

Page 1 of 2 ends

SPECIAL MEETING MINUTES

ARVIN CITY COUNCIL / SUCCESSOR AGENCY TO THE

ARVIN COMMUNITY REDEVELOPMENT AGENCY / ARVIN HOUSING AUTHORITY /

ARVIN PUBLIC FINANCING AUTHORITY
NOVEMBER 29, 2022
CALL TO ORDER @ 6:00PM

PLEDGE OF ALLEGIANCE

INVOCATION
ROLL CALL: All present; CM Franetovich arrived late during Item 5; and Mayor Trujillo attended via phone conference during the Closed Session item 6A only.

1. APPROVAL OF AGENDA AS TO FORM.

Motion to approve the Agenda.

Motion CM Horton Second CM Reyes Vote 3-0

3. CONSENT AGENDA ITEM(S)
A. Approval of Demand Register(s) of November 04, 2022 – November 23, 2022.

B. Approval of Payroll Register(s) of November 11, 2022.

C. Approval of the Minutes of the Regular Meeting of November 08, 2022.

D. Approval of A Resolution of the City Council of the City of Arvin Authorizing the City Manager to Execute A Certificate of Acceptance to Accompany Quitclaim Deed to Release and Quitclaim All Right, Title and Interest of Real Property (Portion of APN 191-243-23) from the County of Kern to the City of Arvin Due to Completion of the Regional Surface Transportation Program (RSTP) Project for Haven Drive.

Resolution No. 2022-61
E. Approval of Lease Agreement Between the City of Arvin and the California Rural Legal Assistance Inc. for Use of the Facility Located at the Adobe Plaza Complex, 141 North A Street, Arvin, Suite M, Upon Receipt of the Required

5.C.1
Attachment: Minutes of the Special Arvin City Council Meeting of November 29, 2022 (Minutes of the Special Meeting of November 29, 2022.) Special Arvin City Council Meeting Agenda – November 29, 2022

Page 2 of 2 ends

Documentation, Insurance and Security Deposit from Tenant; and Authorizing the City Manager to Execute Said Lease Agreement.

Agreement No. 2022-21
F. Approval of A Resolution of the City Council of the City of Arvin Approving Budget Amendment Number 2223-01 in the Amount of $61,295 and Other Related Actions.

Resolution No. 2022-62
Staff recommends approval of the Consent Agenda.

Motion to approve Consent Agenda Items 3A – 3F.

Motion MPT Borreli Second CM Horton Vote 3-0

4. STAFF REPORTS
A. FY 2021-2022 Annual Impact Fee Report (City Manager / Finance Director)

5. COUNCIL MEMBER COMMENTS

6. CLOSED SESSION ITEM(S)
A. Threats to Public Services or Facilities (Wastewater Treatment Facility) (Pursuant to Government Code, § 54957(a).)
Consultation with: City Manager
CLOSED SESSION REPORT BY CITY ATTORNEY:

The City Council received an update concerning the Wastewater Treatment Facility.

The City Council then provided direction to the City Manager, the Acting Assistant City Manager / Community Development Director, and the City Attorney.

7. ADJOURNED @ 7:03PM

5.C.1
Attachment: Minutes of the Special Arvin City Council Meeting of November 29, 2022 (Minutes of the Special Meeting of November 29, 2022.) Staff report – Reso Approving Records Retention Schedule

Page 1 of 2 ends

CITY OF ARVIN
Staff Report
Meeting Date: December 13, 2022
TO: Arvin City Council
FROM: Cecilia Vela, City Clerk
Jeff Jones, City Manager / Finance Director
SUBJECT: Consideration and Approval of A Resolution of the City Council of the City of Arvin Adopting Records Destruction Policies and Procedures and Records Retention Schedule and Authorizing Destruction of Certain City Records.

BACKGROUND:

The City is implementing a records management program, including its records retention policies. The adoption of this retention schedule will result in efficiency gains and cost savings.

The City selected Gladwell Governmental Services, Inc., an expert in local government records, to implement a records management program. A records management program is necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law.

The implementation of a records management systems is driven by many factors, including:
• Very limited space in City facilities
• Many departments are filing and storing copies of the same records • The City produces and manages many permanent records
• Escalating records storage expenses
• Technology advancements
• Changes in law
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

The retention periods are in compliance with all laws and are standard business practice for California cities.

The new retention schedules were written interactively with employees from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, the City will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.

5.D.1
Attachment: Staff Report Adopting Records Destruction Policies and Procedures and Retention Schedule_121322 (Adopting Records Staff report – Reso Approving Records Retention Schedule

Page 2 of 2 ends

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, which is provided in Section 1 of the resolution. This will reduce costs and improve efficiency for the City.

It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 2.

STAFF RECOMMENDATION:

Staff recommends approval of the Resolution of the City Council of the City of Arvin adopting Records Destruction Policies and Procedures and Records Retention Schedule and authorizing destruction of certain city records.

FINANCIAL IMPACT:

The City will realize significant savings both in labor and storage expenses; including the avoidance of future storage and/or construction costs.

ATTACHMENTS:

Records Destruction Policies and Procedures and Records Retention Schedule

5.D.1
Attachment: Staff Report Adopting Records Destruction Policies and Procedures and Retention Schedule_121322 (Adopting Records

Page 1 of 2 ends

Reso Adopting Records Retention Schedule & Authorizing destruction of certain City records.

RESOLUTION NO. ___________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARVIN,

CALIFORNIA, ADOPTING RECORDS DESTRUCTION POLICIES AND

PROCEDURES AND RECORDS RETENTION SCHEDULE AND
AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS.

WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Arvin; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Arvin wishes to adopt a Records Destruction Policy and Procedures and a Records Retention Schedule;

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARVIN DOES RESOLVE AS FOLLOWS:

Section 1. The Records Destruction Policy and Procedures and Records Retention Schedule of the City of Arvin, as set forth in Exhibit A, attached hereto and incorporated herein by this reference, are hereby adopted; and
Section 2. City staff is authorized to destroy records as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said policy, procedures and schedule upon the request of the Department and with the consent in writing of the Department, City Clerk, City Manager and City Attorney, without further action by the City Council of the City of Arvin.

Section 3: Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department, City Clerk, City Manager and City Attorney.

Section 3. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

Section 4. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

Section 5. This resolution shall become effective immediately upon its passage and adoption.
//////
//////

5.D.2
Attachment: Reso Adopting Records Destruction Policies and Procedures and Retention Schedule_121322 (Adopting Records Destruction

Page 2 of 2 ends

Reso Adopting Records Retention Schedule & Authorizing destruction of certain City records.

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST
CECILIA VELA, City Clerk

CITY OF ARVIN
By:

OLIVIA TRUJILLO, Mayor
APPROVED AS TO FORM:

By:

NATHAN HODGES, City Attorney
Hodges Law Group
Exhibit A: Records Destruction Policy & Procedures and Records Retention Schedule.

I, ______________________________, City Clerk of the City of Arvin, California, DO HEREBY CERTIFY that the foregoing is a true and accurate copy of the Resolution passed and adopted by the City Council of the City of Arvin on the date and by the vote indicated herein.

5.D.2
Attachment: Reso Adopting Records Destruction Policies and Procedures and Retention Schedule_121322 (Adopting Records Destruction Records Destruction Procedures Page 1 of 8
©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 For internal use only (do not distribute or publish outside the agency)

RECORDS DESTRUCTION POLICIES & PROCEDURES
Version 1.0
The purpose of the records management program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all City records.

The program will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
ISO 15489, the International Standard for Records Management, requires control measures such as ”authorized destruction and security should be implemented to prevent unauthorized access, destruction, alteration or removal of records.” It also requires that, “removal of records from operational systems should be applied to records on a systematic and routine basis, in the course of normal business activity.” Disposal of records is encouraged after the record has met or exceeded its retention period no matter what media is used to store the record (paper, computer disks, etc).

If any record contains personal information, the City must take reasonable steps to destroy the record by shredding, erasing, or otherwise modifying the personal information to make it unreadable or undecipherable. The City can use any means to obliterate the personal information.

Personal information may include, but is not limited to, name, signature, social security number, physical characteristics, address, telephone number, passport number, driver’s license or state identification number, insurance policy number, education, employment, employment history, bank account number, credit card number, debit card number, any financial information.

The City’s preferred disposal method is shredding.

Only the original, or “record copy” (residing in the Office of Record for that record) should be retained for the full retention period. Duplicate “convenience” copies of a record should be destroyed as soon as their current administrative purpose has been served (“When No Longer Required”), which in all cases should be less than the retention period for the “record copy.” Refer to the records retention schedule index to locate the retention period for the record copies.

Copies, drafts and non-records may be destroyed at any time without authorizations being obtained.

All original records must obtain appropriate authorizations prior to records being destroyed using the Records Destruction Authorization form.

PROCEDURES
All original records must obtain appropriate authorizations prior to records being destroyed.

Copies and drafts may be destroyed at any time without authorizations being obtained.

STEP 1. DETERMINE WHAT YOU ARE GOING TO DO WITH EACH FILE:

Look at your retention schedule list to determine who keeps the original record, and if it has exceeded its retention period.

Separate File Folders / Contents that Contain Different Retention Periods: (Some folders to be kept, some folders to be destroyed). Move or transfer the file folders to different boxes first (a box to be destroyed, a box to be kept, etc.) Choices (see next page for procedures for each):

A. Not Yours – belongs to a different department
B. Copies, drafts, notes and “non-records1
C. Originals to Keep
D. Originals to Destroy (they’ve exceeded their retention period) Use the retention schedule as a guide for transferring or destroying records. ▪ Retention is applied at the file folder level, based upon the last document date in the folder. (i.e., you do not have to pull individual documents from a folder, unless you choose to do so because the folder is too fat.) 1 Non-Record: Records from other agencies, magazines, books and pamphlets printed by outside agencies, and physical artifacts (plaques, pictures, trophies), etc.

5.D.3
Attachment: Records Destruction Policies and Procedures (Adopting Records Destruction Policies & Procedures and Retention Schedule) Records Destruction Procedures Page 3 of 8
©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 For internal use only (do not distribute or publish outside the agency) ▪ Use the Index to help you locate your records. (Do “Finds” through the electronic files, located in the Records Retention folder on the shared hard drive) ▪ Read the Retention schedule “How to”, the “Legend” and the sentences at the top of each page for more policy information regarding the use of retention schedules.
▪ When calculating retention, add a year (e.g. 10+1), which ensures all documents in the folder have exceeded their retention period. Example:
o Unsuccessful Bids: Opened 3/2016
▪ Retention: Bid Opening + 2 years
▪ Destruction year: 2019 (2017, 2018, 2019)
STEP 2. SEPARATE AND PREPARE
A: Not Yours. If the box / file is not under your Department’s jurisdiction -- and you think it may have original records in it, please write on it (with a felt tip marker) what Department you think it should go to and place it aside. This includes original records which now belong to another department (e.g. insurance policies are now handled by Finance, so Finance is responsible for all the old records, also.) B: Copies, drafts, notes and “non-records2” may be destroyed at any time without authorizations being obtained. If they contain any private data (home address, phone numbers, social security numbers, financial data, etc.) they must be shredded.

Non-private copies, drafts, notes and “non-records” may be placed in a recycling bin, or in a box near the recycling bin.

Private (contains home address, phone numbers, social security numbers, financial data, etc.) copies, drafts, notes and “non-records” must be shredded.

Place in the Shredding bin.

C: Originals to Keep: Those that have NOT exceeded their retention period.

Leave in File Drawer? (do nothing)
Boxes (Inactive)?
Note: The City no longer has a “Records Center,” and each Department is responsible for storing their inactive records.

Always enter every box and its contents on the Records Inventory form so everyone can find the record in future years.
2 Non-Record: Records from other agencies, magazines, books and pamphlets printed by outside agencies, and physical artifacts (plaques, pictures, trophies), etc.

A. Place only those records that have the same destruction date (by record series, if possible) within each box. You may choose to combine 2 years of destruction together, if a full box for one year is not practical.

B. Pack the records loosely. Do not overstuff the box. This will allow room for any interfiles (information added to a box or file that is added after the box or file has been transferred offsite) that may be necessary at a later date.

C. Do not place Pendaflex Folders in the box. Remove files from all Pendaflex files; re-folder them in manila folders (hand-written labels are fine, if you desire.)
D. 3-ring binders may be placed sideways (laying down) in the box, or remove the documents from the binders and place them in a pocket file folder or other clasp.

STEP 3. Enter the contents of the box into the Records Inventory for your department.

The inventory can be in Excel (a sample format is provided,) or in Word.

A. The inventory should be at the level of detail future employees would need to locate the records they need.

Examples:

Accounts Payable, FY 19-20, A – S
Personnel Files: Gladwell, Diane
Personnel Files: Jones-Turner, Denise
(Some files are indexed at a more detailed level so they can be found) B. After all the contents of the box have been entered, print out the detailed contents / file folder listing of that box, and place it on top of the records in the box.

STEP 4. Label the Box (Permanent, or Not Ready to Destroy). All boxes that are not to be immediately destroyed must have a Box Label (you do not make a Records Destruction Form until the records have exceeded their retention period and are ready to be destroyed.)

For records stored at City facilities, use the box label form we have provided; use the Department abbreviation in front of the consecutive box number; do not re-use any number. You may copy & paste information from your inventory form, if you have one.

Box Number Labeling Standards
Building........................................................................ BLD City Clerk....................................................................... CC

5.D.3
Attachment: Records Destruction Policies and Procedures (Adopting Records Destruction Policies & Procedures and Retention Schedule) Records Destruction Procedures Page 6 of 8
©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 For internal use only (do not distribute or publish outside the agency) City Manager .................................................................CM Code Enforcement......................................................... CE Community Development............................................... CD Economic Development................................................. ED Engineering .................................................................ENG Finance..........................................................................FIN Grants............................................................................GR Human Resources......................................................... HR Information Technology ................................................... IT Maintenance................................................................MNT Parks & Recreation......................................................P&R Planning .........................................................................PL Police............................................................................. PD Public Works..................................................................PW Recycling.....................................................................REC Risk Management..........................................................RM Transportation ........................................................ TRANS To add new abbreviations, contact the City Clerk.

A. Print or handwrite the label. If you are using a computer and printer, “Save As” or copy & paste the last label, so you always have a blank B. Create your label, using the next box number.
o Do not reuse any #s! Box # example: CC-148
o List each file folder,
▪ Descriptions should start with the applicable records series from the retention schedule
▪ the first and last date in the folder
▪ List the retention period
o At the Bottom of the label, enter the Destruction year(s) or Permanent C. Print or Handwrite 3 (three) labels
D. Paste Labels onto the box (top and 2 ends of box)
▪ Cut the label so it fits on the end of the box, but does not interfere with the handles.
▪ Tape or glue the label to the top and 2 ends of the box o If more than 1 page, staple across the top (3 staples,) tape the top of all the forms to the box, then just the bottom label to the box, leaving the top page so you can lift it up.

C. Set the boxes in an area clearly marked with the signs (e.g. “Transfer….”\

ORIGINAL RECORDS READY TO DESTROY NOW?
STEP 5. Records that have already exceeded their retention period are listed on the “Records Destruction Form”.

A. Copy & paste (“Save As”) the last form, so you always have a blank B. Number your box with a red felt marker. “D” box numbers – each “D” (Destroy) box should have its own unique number.
e.g. “D-ENG-001”
C. Fill out the Form with the records descriptions and years. You may also staple a list of the records to the form
In general, to be listed at the “Records Series” level of detail, the records must be all the same type of record, with a very low probability that any record or file could be subject to a claim, litigation, audit, or investigation.

D. Print forms on white paper and route for approval.
▪ Either
o Write in red felt marker the box number (e.g., “D-ENG-001”), OR
o Tape one copy of the approval form on one end of the box (tuck under the lid) – or you can just write a box number in red felt marker on the box (e.g. “D-ENG-001”).

F. Complete the Certification portion of the Records Destruction Form. If the destruction is performed by a commercial vendor, ask them for their certificate.

All boxes must have labels, no matter where they are. This allows for searches through the electronic labels to enable staff to locate the file quickly, and fully comply with the Public Records Act and litigation / discovery requests.

All Forms are located on the Shared Drive (Z:Drive).

5.D.3
Attachment: Records Destruction Policies and Procedures (Adopting Records Destruction Policies & Procedures and Retention Schedule)

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).

Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intraagency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc.

Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.

Vital? = Those records that are needed for basic operations in the event of a disaster.

Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed
Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media or Immutable Cloud Media, DVD-R, CD-R, or WORM cation, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)

5.D.3
Attachment: Records Destruction Policies and Procedures (Adopting Records Destruction Policies & Date: _________ Department: _______________
©1998-2020 Gladwell Governmental Services, Inc.

Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File # Records Description From
(Start Date)
To
(End Date)
Box # Retention
#
Retention
Period
Check one option for destruction:
 Shredding is Required (Records contain private information) OR  Recycle (Records do NOT contain private information)
Employee Preparing Records:_______________________ Date:____________________

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION _________________________________ ___________________________ Department Head / Division Manager Date
_________________________________ ___________________________ City Clerk Date
_________________________________ ___________________________ City Attorney Date
Return this form to the originating department following approval (they coordinate the shredder arrangements) --------------------------------------------------------------------------------------------------------------------------------------- (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:
______________________________ ___________________________ Employee Performing Destruction Date
Return this form to the City Clerk department after completed.

5.D.3
Attachment: Records Destruction Policies and Procedures (Adopting Records Destruction Policies & Procedures and Retention Schedule) Date: ______ Department: _______________________
©1995 – 2017 Gladwell Governmental Services, Inc. (909) 337-3516 Form RM-2: AUTHORIZATION TO DESTROY PAPER AFTER IMAGING /

TRUSTWORTHY ELECTRONIC RECORDS COMPLIANCE
(the paper media version of a record is destroyed, to rely on the image as the “Official Record”) Records Series Description Start Date End Date Box #s Where Official Electronic Records are Stored
Optional Ongoing Authorization, After Review and Approval of Written Policies and Procedures:
 The above Records Series are approved for destruction on an on-going (day-forward) basis, provided they comply with written policies and procedures approved by the City Clerk. ______________________________________ ___________________________ City Clerk Date
Check one option for destruction:
 Shredding is Required (Records contain private information) OR  Recycle (Records do NOT contain private information)
I certify that the records listed above have been imaged in compliance with applicable state laws:
_X_ Images have been quality checked, and contain all significant details from the original and are an adequate substitute for the original document for all purposes for which the document was created or maintained.
_X_ Indexing has been verified / quality checked.
_X_ Images have been placed on unalterable optical media that cannot be altered or changed (DVD-r, BlueRay-R, CD-R, or WORM – Write Once, Read Many unalterable media) _X_ The unalterable optical media has been stored in a safe and separate location. ___________________________ ___________________________ ________________ Employee Department / Division Date
PAPER VERSION OF THE ABOVE RECORDS ARE APPROVED FOR DESTRUCTION (the imaged version becomes the original, and will be retained for the applicable retention period):
_________________________________ ___________________________ City Clerk Date
Return this form to the originating department following approval. --------------------------------------------------------------------------------------------------------------------------------------- (Complete after destruction has been performed, if done by Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with policies and procedures:
___________________________ ___________________________ ________________ Employee Department / Division Date
Return this form to the City Clerk department after completed.

5.D.3
Attachment: Records Destruction Policies and Procedures (Adopting Records Destruction Policies & Procedures and Retention Schedule) Box
Labels–Records Retention
Dept.: Box #:

Description and Dates:

Destroy Date:

Dept.: Box #:

Description and Dates:

Destroy Date:

Dept.: Box #:

Description and Dates:

Destroy Date:

5.D.3
Attachment: Records Destruction Policies and Procedures (Adopting Records Destruction Policies & DATE: _______________
SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES
Department:_________________________________
Version Number Being Approved:_______________
Attached are updated Retention Schedules for the above department showing proposed updates in “Track Changes” format.

The updates have been reviewed, approved, and made by the City’s records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.)
Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney.

I have reviewed and approved the proposed updates to the Records Retention Schedules.
______________________________________________ ________________ Department Head Date
______________________________________________ ________________ City Clerk Date
______________________________________________ ________________ City Manager Date
______________________________________________ ________________ City Attorney Date

5.D.3
Attachment: Records Destruction Policies and Procedures (Adopting Records Destruction Policies & Procedures and Retention Schedule) Ver. 1.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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).

Human
Resources /
Risk
Management
CW-001 Accident Reports / Incident Reports (Members
of the Public - Whether or Not a Claim is Filed)
Send to Risk
Management
Mag,
Ppr GC §34090
Finance /
Accounts
Payable
CW-002 Accounts Payable / Invoices and Backup
When No
Longer
Required
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Departments scan invoices to Finance
database, which meets regulations for
Trustworthy Electronic Records. Finance is
the Office of Record; CCP §337 et. seq.;
GC §34090.7
Lead Dpt. CW-003
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years Mag,
Ppr
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-004
Agreements & Contracts ADMINISTRATION
(WITHOUT Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, RFP - Request for Proposal,
etc.)
Send all Final Agreements or Contracts to the
City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose termination +
5 years; CCP §337 et. seq., GC §34090
Lead Dept. CW-005
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, RFP - Request for Proposal.)
Send all Final Agreements or Contracts 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: Upon
Completio
n
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., 2 CFR 200.334; 24 CFR 91.105(h),

92.505, & 570.502(b), 29 CFR 97.42; OMB
Circular A-133GC §34090
CITY-WIDE (Used by All Departments)
ARVIN, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.4
Attachment: CITY WIDE STANDARDS_RECORDS RETENTION SCHEDULE (Adopting Records Ver. 1.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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).

CITY-WIDE (Used by All Departments)
CW-006
Boards, Commissions, & Committees:

External Organizations - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Ppr Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council - AGENDAS & STAFF REPORTS
Minimum 2
years

Mag,
Ppr Department Preference; GC §34090 et seq.

Staffing Dept. CW-008
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council - AUDIO RECORDINGS
2 years
Mag,
Ppr Department Preference; GC §34090.6
Staffing Dept. CW-009
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council - MINUTES
P
Mag,
Ppr GC §34090
Staffing Dept. CW-010 Committees: City Council Subcommittees, AGENDAS and MINUTES 2 years
Mag,
Ppr
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Staffing Dept. CW-011
Committees: Employee Committees, Employee
Staff Meetings / Department Staff Meetings
AGENDAS and MINUTES
2 years
Mag,
Ppr
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Lead
(Responding)
Dept.

CW-012 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years

Mag,
Ppr
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
ARVIN, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.4
Attachment: CITY WIDE STANDARDS_RECORDS RETENTION SCHEDULE (Adopting Records Ver. 1.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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)
Lead Dept. CW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence or Staff Notes - Related to a
CEQA Permit ( Environmental Impact Reports,
EIRs, Negative Declarations, etc.)
Project
Approval or
Denial
+ 2 years
Mag,
Ppr
Not all internal communications and notes
are required to be saved; "E-mails that do
not provide insight into the project or the
agency’s CEQA compliance with respect to
the project — are not within the scope of
section 21167.6, subdivision (e) and need
not be retained." Golden Door Properties,
LLC v. Superior Court of San Diego County
(County of San Diego, et al., Real Parties in
Interest) (53 Cal.App.5th 733); PRC
21167,6; GC §34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
2 years
Mag,
Ppr GC §34090
ARVIN, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.4
Attachment: CITY WIDE STANDARDS_RECORDS RETENTION SCHEDULE (Adopting Records Ver. 1.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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 - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, speaker cards,
staff videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes, recordings,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required

Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.

Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or that
ARE made or retained for the purpose
of preserving the informational content
for future reference are saved by printing
them out and placing in a file folder, or
saving them electronically in a folder
outside the e-mail system; If not mentioned
here, consult the City Attorney to determine
if a record is considered transitory /
preliminary drafts. GC §34090, GC §6252;
64 Ops. Cal. Atty. Gen. 317 (1981)); City of
San Jose v. Superior Court (Smith).

S218066. Supreme Court of California,
2017
Lead Dept. CW-016 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, 6252, 6254(a)
Lead Dept. CW-017 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

5.D.4
Attachment: CITY WIDE STANDARDS_RECORDS RETENTION SCHEDULE (Adopting Records Ver. 1.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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)
Lead Dept. CW-018 Newspaper Clippings
When No
Longer
Required
Ppr Non-records - may be obtained from the
newspaper company; GC §34090
Lead Dept. CW-019
OSHA Citations and Inspections
Always send a copy to Human Resources / Risk
Management
5 years Mag,
Ppr
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Human
Resources CW-020 Personnel Files (Department-level Files) Send All
Originals to
Human
Resources
Before
Separation
Mag,
Ppr
Ensure records kept in Department files
comply with City policy (all originals are
sent to Human Resources); GC §34090.7
Lead Dept. CW-021 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Notes maintained in a separate folder to be
incorporated into performance evaluation,
or to document progressive discipline; GC
§34090 et seq.

Lead Dept. CW-022 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts; destroy unnecessary
photographs. GC §§34090, 6252, 6254(a)
Lead Dept.
(Who Uses the
Vehicle)
CW-023
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-024 Public Relations / Press Releases 2 years Mag, Ppr GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-025 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years Mag,
Ppr
Not accessible to the public; Statewide
Guidelines show 2 years; GC §§34090,
6254(h)
ARVIN, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.4
Attachment: CITY WIDE STANDARDS_RECORDS RETENTION SCHEDULE (Adopting Records Ver. 1.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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.
(Who Ordered
the Appraisal)
CW-026 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC &OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42, GC
§34090
CW-027
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc:

Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required

Mag,
Ppr Non-Records
Lead Dept. CW-028
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
YOUR Department
Minimum 2
years

Mag,
Ppr
Statewide guidelines propose superseded +
2 or 5 years; GC §34090
Lead Dept. CW-029
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
OTHER Departments
When
Superseded
Mag,
Ppr Copies; GC §34090.7
Lead Dept. CW-030 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and Historically significant,
therefore retained permanently; GC §34090
Lead Dept. CW-031 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Ppr
Information is outdated after 10 years;
statewide guidelines propose 2 years; If
historically significant, retain permanently;
GC §34090
Lead Dept. CW-032 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Ppr Department Preference; GC §34090 et seq.

5.D.4
Attachment: CITY WIDE STANDARDS_RECORDS RETENTION SCHEDULE (Adopting Records Ver. 1.5 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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)
Lead Dept. CW-033
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Ppr GC §34090
Lead Dept. CW-034
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Harassment, & Safety Training
& Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Department preference; Ethics Training is 5
years; Statewide guidelines propose 7
years; Calif. Labor Division is required to
keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection,
or discharge; State Law requires 2 -3 years
for personnel actions; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(ii), LC §6429(c);
GC §§12946, 34090, 53235.2(b)
Lead Dept. CW-035
Volunteer Applications, Waivers / Unpaid Intern
Applications - SUCCESSFUL
Includes Volunteer Agreement and e-mail
confirmation of Livescan clearance from Human
Resources;
Inactive /
Separation +
3 years
Mag,
Ppr
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR 1627.3(b)(i),
29 CFR 1602.14 et seq.2 CCR 11013(c);
GC §§12946, 34090
Lead Dept. CW-036 Volunteer Applications, Waivers / Unpaid Intern Applications - UNSUCCESSFUL 3 years Mag, Ppr
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR 1627.3(b)(i),
29 CFR 1602.14 et seq.2 CCR 11013(c);
GC §§12946, 34090
ARVIN, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.4
Attachment: CITY WIDE STANDARDS_RECORDS RETENTION SCHEDULE (Adopting Records Ver. 2.0 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
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Ppr Department preference; GC §34090
City
Manager CM-002 Projects / Subject Files (Subject will change over time) Minimum 2
years
Mag, Ppr Department Preference; GC §34090 et seq.

ECONOMIC DEVELOPMENT
City
Manager /
Economic
Develop.

CM-003 Economic Devevlopment Projects /
Business Recruitment and Retention
Minimum 2
years
Mag, Ppr Department Preference; GC §34090 et seq.

GRANTS
City
Manager /
Grants
CW-018 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
City
Manager /
Grants
CW-019
Grants / CDBG (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), 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; statewide guidelines propose 4
years; 2 CFR 200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090

RECYCLING & REFUSE (CONTRACTED)
ARVIN, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.5
Attachment: City Manager, Economic Develop, Grants, Recycling_091622 (Adopting Records Destruction Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-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
Manager / CM-004 AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) 10 years Mag, Ppr Department preference; SB 1383 compliance is
required for 5 years; Low-Carbon Fuel Standard
regulations credits can be received for 10 years,
and are eligible for an extension; 14 CCR §
18995;.2 H&S §39730.7; GC §34090
Recycling &
Refuse CM-005 Reports to Regulatory Agencies (California Integrated Waste Management Board, etc.) 10 years Mag, Ppr Department Preference; GC §34090 Recycling &
Refuse CM-006 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Ppr Department Preference; GC §34090 Recycling &
Refuse CM-007 Tonnage Reports 10 years Mag, Ppr Department Preference; GC §34090 ARVIN, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.5
Attachment: City Manager, Economic Develop, Grants, Recycling_091622 (Adopting Records Destruction Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-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).

BUILDING & SAFETY
Community
Develop. /
Building &
Safety
CD-001 Address Files / Building Permits Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Community
Develop. /
Building &
Safety
CD-002 Building Permit Database Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Community
Develop. /
Building &
Safety
CD-003 Building Plans - Cancelled or Withdrawn 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Develop. /
Building &
Safety
CD-004 Building Plans - Expired 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Community
Develop. /
Building &
Safety
CD-005 Building Plans - Finalled - TENANT

IMPROVEMENTS
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
Community
Develop. /
Building &
Safety
CD-006
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.6
Attachment: Comm Develop. - Building, Code, Engineering, Planning_111722 (Adopting Records Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-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-007
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
Energy Calculations, Structural Calculations
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Community
Develop. /
Building &
Safety
CD-008 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD GC §50022.6
Community
Develop. /
Building &
Safety
CD-009 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Building &
Safety
CD-010
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (kept with the
Building Permit file); GC §34090
Community
Develop. /
Building &
Safety
CD-011 Correction Notices When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building &
Safety
CD-012 Geotechnical and Soils Reports (all) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.6
Attachment: Comm Develop. - Building, Code, Engineering, Planning_111722 (Adopting Records Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-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. /
Building &
Safety
CD-013 Plan Check Comments (Site Plan File) When Permit is Finalled
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building &
Safety
CD-014 Stop Work Notices, Correction Notices After Permit is Finalled
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090

CODE ENFORCEMENT
Community
Develop. / Code
Enforce.

CD-015 Notice of Violations ./ Code Enforcement Citations P Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Department preference; GC §34090
Community
Develop. / Code
Enforce.

CD-016 Code Enforcement Database Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Community
Develop. / Code
Enforce.

CD-017
Code Enforcement / Abatement Case Files
(Includes appeals and Code Enforcement
Complaint Letters)
P
Yes: Until
Resolution Mag, Ppr Department preference; GC §34090
Community
Develop. / Code
Enforce.

CD-018 Liens, Lien Releases P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)

ENGINEERING
Community
Develop. /
Engineering
CD-019
Bonds: CIP Labor & Materials, Performance
Bonds, Letters of Credit, Encroachment Permits
Only
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Security; GC §34090
Community
Develop. /
Engineering
CD-020 Bridge Inspections P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department preference; GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.6
Attachment: Comm Develop. - Building, Code, Engineering, Planning_111722 (Adopting Records Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-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. /
Engineering
CD-021
Capital Improvement Projects (CIP) - Where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, etc.

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

QC & OD
City preference; Some grant funding
agencies require audits; Statute of
Limitations for Errors & Omissions is 10
years; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. +
5 years, Developers=comp. + 10 years;
Statewide guidelines propose termination
+ 5 years; CCP §337 et. seq., GC §34090
Community
Develop. /
Engineering
CD-022
Capital Improvement Projects (CIP) Where
Engineering is the Lead: Permanent File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Community
Develop. /
Engineering
CD-023
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
- Where Engineering is the Lead
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I
No
(disaster
response)
Drafts should be destroyed; GC §34090
Community
Develop. /
Engineering
CD-024
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of Way,
Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion Mag, Ppr Department Preference; GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.6
Attachment: Comm Develop. - Building, Code, Engineering, Planning_111722 (Adopting Records Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-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. /
Engineering
CD-025
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts, etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion Mag, Ppr GC § 34090
Community
Develop. /
Engineering
CD-026
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies / Project
Assessments
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Engineering
CD-027
Prop. 218 (Solid Waste Fees Only) Mailing List,
Master File, Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
Community
Develop. /
Engineering
CD-028
Private Development: Administration File
Construction Inspections, Photos, Administration
Records
Completion +
1o years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
Community
Develop. /
Engineering
CD-029
Private Development: Permanent File
Drainage, Driveway, Encroachments, Grading
Permits & Plans, Private Lab Verifications,
Testing Lab Final Reports, Rights of Way, Soils
Reports, Stormwater, etc.

Dedications, Easements, Abandonments (City
Clerk is OFR)
P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

5.D.6
Attachment: Comm Develop. - Building, Code, Engineering, Planning_111722 (Adopting Records Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-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).

City Clerk CD-030
Recorded Documents: Deeds, Easements, Right
of Ways, Abandonments / Vacation, Liens / Lien
Releases
Send all finals to the City Clerk
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Community
Develop. /
Engineering
CD-031 Stormwater: NPDES Monitoring Reports (City CoPermittee with County) Minimum 5
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, 122.44; GC §34090
Community
Develop. /
Engineering
CD-032 Stormwater: NPDES Permits (City Co-Permittee
with County)
Minimum
Permit
Superseded
+ 5 years
Yes: Until
Expiration Mag, Ppr
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
CCP §337 et seq.

Community
Develop. /
Engineering
CD-033 Traffic Calming Requests / Stop Sign Surveys
(Speed Humps, etc.) 10 years Mag Ppr Department preference; GC §34090 Police CD-034 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Community
Develop. /
Engineering
CD-035 Traffic Counts 10 years Mag Ppr Department preference; GC §34090 Community
Develop. /
Engineering
CD-036 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag Ppr Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090
Community
Develop. /
Engineering
CD-036.1
Transportation Permits issued by the City (Wide
Load Permits, Heavy Load Permits, Oversize
Vehicle Permits, etc.)
2 years Mag Ppr GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.6
Attachment: Comm Develop. - Building, Code, Engineering, Planning_111722 (Adopting Records Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-7
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).

PLANNING
Community
Develop. /
Planning
CD-037
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing, Conditions
of Approval, Environmental Determinations, Staff
Reports, Plans)
Examples:

Conditional Use Permits (CUPs)
Development Plan Review
General Plan / General Plan Amendments
Lot Line Adjustment
Master Plan
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance (Temporary Events, Banners,
Home Occupation, etc.)
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-038 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
Community
Develop. /
Planning
CD-039 Census, Demographics
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.6
Attachment: Comm Develop. - Building, Code, Engineering, Planning_111722 (Adopting Records Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-8
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).

Lead Dept. CD-041
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Correspondence and staff notes
Project
Approval or
Denial
+ 2 years
Mag, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Develop. /
Planning
CD-042
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Develop. /
Planning
CD-045 Master Plans, Specific Plans, Land Use Plans and Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-046 Materials Boards
When No
Longer
Required
Mag, Ppr Preliminary drafts not retained in the
ordinary course of business; GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.6
Attachment: Comm Develop. - Building, Code, Engineering, Planning_111722 (Adopting Records Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-9
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).

City Clerk CD-047 Planning Commission

AGENDAS & AGENDA PACKETS
Copies -
When No
Longer
Required

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

QC & OD
City Clerk maintains originals; GC
§34090.7
City Clerk CD-048 Planning Commission
AUDIO or VIDEO RECORDINGS
Copies -
When No
Longer
Required
Mag City Clerk maintains originals; GC
§34090.7
City Clerk CD-049 Planning Commission

MINUTES, BYLAWS, RESOLUTIONS
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S No City Clerk maintains originals; GC
§34090.7
Community
Develop. /
Planning
CD-050
Temporary Use Permits (TUP) / Temporary Signs
/ Banner Permits, Film Permits, etc. (Approved &
Unapproved)
Christmas Tree Lots, Pumpkin Lots, etc.

Expiration +
2 years
Yes:

During
Event
Mag, Ppr Department preference; GC§§34090
Community
Develop. /
Planning
CD-051 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S No Department Preference; GC §34090
Community
Develop. /
Planning
CD-052 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.6
Attachment: Comm Develop. - Building, Code, Engineering, Planning_111722 (Adopting Records Ver. 2.0 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 / ACCOUNTS PAYABLE & PURCHASING
Finance /
Accounts
Payable &
Purchasing
FIN-001 1099's / 1096's 5 years Mag, Ppr
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; 26 CFR §31.6001-1(e)(2),
R&T §19530, GC §34090; 29 USC 436
Finance /
Accounts
Payable &
Purchasing
FIN-002
Accounts Payable / Puchase Orders /
Invoices and Backup / Warrants / Refunds
/ Credit Card Statements / P-Card
Statements
(Includes Invoices, Travel Expense
Reimbursements, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 5 years meets
municipal government auditing
standards and Statute of Limitations for
contracts; Purchasing preference for PCard Invoices (48 CFR 4.805 requires Federal Agencies to retain their
contracts, unsuccessful & successful
proposals 6 years after final payment);
CCP §337 et. seq.; GC §34090
Finance /
Accounts
Payable &
Purchasing
FIN-003 W-9s Vendor Inactive
+ 3 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS Auditing Standards (3 years
after the last payment to the vendor);
GC §34090

FINANCE / ACCOUNTS RECEIVABLE
Finance /
Accounts
Receivable
FIN-004
Accounts Receivable / Revenue / Business
Tax Receipts / Our Invoices to Outside
Entities: Insurance Companies, Franchise
Fees, DUI Billing, Transient Occupancy
Tax (TOT), Auctions of Surplus Property,
etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Accounts
Receivable
FIN-005
Cash Receipts / Daily Cash Summaries /
Cashiers Reports / Cash Reports / Petty
Cash, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

5.D.7
Attachment: Finance_Payroll_091622 (Adopting Records Destruction Policies & Procedures and Ver. 2.0 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 /
Accounts
Receivable
FIN-006 Grant Drawdowns with attached proof of
expenses
15 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to ensure audits
by Grant Funders are met; Meets
auditing standards; GC §34090 et seq.

FINANCE / DEBT SERVICES
Finance /
Debt Services FIN-007
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports
See Bank Statements for statement
retention.

Fully Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a); 26
CFR 1.6001-1(e): GC §43900 et seq.

FINANCE / GENERAL LEDGER
Finance /
General
Ledger
FIN-008 _Financial Services Database (Tyler
Incode) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Finance /
General
Ledger
FIN-009 Audit Work Papers When No Longer
Required Mag, Ppr Preliminary drafts / content not substantive; GC §34090 Finance /
General
Ledger
FIN-010 Audits - Annual Financial Reports / Annual
Consolidated Financial Report (ACFR) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Ledger
FIN-011
Audits - Single Audits, Grant Audits, IRS
Audits, Transportation Audits, PERS Audit,
etc.
5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-012
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Investment
Account Statements, Bank Reconciliations
5 years Mag, Ppr
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.7
Attachment: Finance_Payroll_091622 (Adopting Records Destruction Policies & Procedures and Ver. 2.0 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
Ledger
FIN-013 Budgets - Finals and Amendments P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Ledger
FIN-014 Budgets Work Papers When No Longer
Required Mag, Ppr Preliminary drafts; GC §34090
Finance /
General
Ledger
FIN-015 Checks / Warrants (Cashed) 5 years Mag, Mfr,
OD, Ppr S Yes: After QC & OD
Meets municipal government auditing
standards; GC § 34090
Finance /
General
Ledger
FIN-016 Checks / Warrants (VOIDED) When No Longer
Required Mag, Ppr Preliminary drafts; GC §34090
Finance /
General
Ledger
FIN-017 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized property;
CCP §§340(d), 1519; GC §34090
Finance /
General
Ledger
FIN-018 Investment Reports & Backup 5 years Mag, Ppr Department Preference; GC §34090 Finance /
General
Ledger
FIN-019
Investments / Investment Statements /
Certificate of Deposit / Investment Bonds
(Receipts / Advisor Reports / Trade
Tickets / LAIF (Local Agency Investment
Fund))
5 years Mag, Ppr
Department Preference; Meets auditing
standards; statewide guidelines
propose permanent; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900
Finance /
General
Ledger
FIN-020 Journal Entries / Journal Vouchers 5 years Mag, Ppr Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-021 OES / FEMA Claims 10 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.7
Attachment: Finance_Payroll_091622 (Adopting Records Destruction Policies & Procedures and Ver. 2.0 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
Ledger
FIN-022
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, etc.
(FROM DATABASE - ANNUAL,

MONTHLY OR PERIODIC)
When No Longer
Required Mag, Ppr
Department preference (The Financial
System Database is the original; reports
are considered drafts or copies); GC
§34090
Finance /
General
Ledger
FIN-023
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-024
Tax - Annual Tax Roll and Special
Assessments: Landscape and Lighting
Districts, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-025 Tax - Sales Tax Reports When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Compilation of Non-Records /
Preliminary drafts used to project
revenue; GC §34090

FINANCE / PAYROLL
Finance /
Payroll FIN-026 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Ppr Department Preference; GC §34090 Finance /
Payroll FIN-027
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs after
tax is due or paid; Ca. FTB: 3 years;
Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FIN-028 Employee Payroll Files - Includes Benefit Enrollments Separation + 5
years
Mag, Ppr
Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-029 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Ppr GC §34090; 26 CFR 31.6001.1
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.7
Attachment: Finance_Payroll_091622 (Adopting Records Destruction Policies & Procedures and Ver. 2.0 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 /
Payroll FIN-030 Payroll Database (Tyler) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance /
Payroll FIN-031 Payroll Reports - Periodic Bi-weekly
Payroll Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
Finance /
Payroll FIN-032 Time Cards / Time Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.;
FTB keeps 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; 29 CFR 516.5 & 516.6(c);
GC §34090
Finance /
Payroll FIN-033 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Finance /
Payroll FIN-034 W-4s
Superseded or
Separated + 5
years
Mag, Ppr
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
Finance /
Payroll FIN-023 CalPERS Audit / PERS Audits 5 years Mag, Ppr Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-024
CalPERS Reports - PERS Reports Annual
Valuation Reports, Actuarial Valuation
Reports
5 years Mag, Ppr
Department preference; Meets
municipal government auditing
standards; GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.7
Attachment: Finance_Payroll_091622 (Adopting Records Destruction Policies & Procedures and Ver. 2.0 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-025
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs after
tax is due or paid; Ca. FTB: 3 years;
Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FIN-026 Employee Payroll Files - Includes Benefit Enrollments Separation + 5
years
Mag, Ppr
Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-027 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Ppr GC §34090; 26 CFR 31.6001.1
Finance /
Payroll FIN-028 Local Government Compensation Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
Payroll FIN-029 Payroll Reports - Periodic Bi-weekly
Payroll Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
Finance /
Payroll FIN-030 Time Cards / Time Sheets (Includes Overtime and Meal Reimbursements) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards (5 years); IRS requires 4
years; Ca. requires 2 yr min.; FTB keeps
3 years; Most Employees provide digital
signatures when they submit their
timecards, but some in Public Works
and Community Services do not
(another employee enters their time);
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
29 CFR 516.5 & 516.6(c); GC §34090
Finance /
Payroll FIN-031 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.7
Attachment: Finance_Payroll_091622 (Adopting Records Destruction Policies & Procedures and Ver. 2.0 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 /
Payroll FIN-032 W-4's
Superseded or
Separated + 4
years
Mag, Ppr
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
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.7
Attachment: Finance_Payroll_091622 (Adopting Records Destruction Policies & Procedures and Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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
Accident Reports / Incident Reports -
Members of the Public (where a claim is not
filed)
2 years Mag, Ppr GC §34090
City Clerk CC-002
Agenda Packets: City Council, Housing
Authority, Planning Commission, Public
Financing Authority, Redevelopment
Agency, Successor Agency, Oversight
Board
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-003
Agreements & Contracts - ALL
(INFRASTRUCTURE, OR IF IMAGED,
JPAs, MOUs)
Agreement or Contract includes all
contractual obligations (e.g. Specifications
and Successful Proposal or Scope of Work)
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property & property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street & alley improvements, settlement,
subdivisions, utilities, water, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for
emergency preparedness; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions; land records are permanent by
law; CCP §337 et. seq., GC §34090;
Contractor has retention requirements in 48
CFR 4.703

CITY CLERK
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

5.D.8
Attachment: City Clerk_111722 (Adopting Records Destruction Policies & Procedures and Retention Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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-004
Agreements & Contracts - ALL (NONINFRASTRUCTURE, Professional Services Agreements - NOT IMAGED)
Agreement or Contract includes all
contractual obligations (e.g. Specifications
and Successful Proposal or Scope of Work)
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions; land records are permanent by
law; CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention
requirements in 48 CFR 4.703(a)
Police /
Admin. /
Chief
PD-002 Alarm Notices & Letters 2 years Mag, Ppr GC §34090 City Clerk CC-005 Animal Licensing / Dog Licensing 5 years Mag, Ppr Department Preference (meets municipal government auditing standards); GC §34090
City Clerk CC-006
Bid Opening Packets: Bids or Proposals in
response to RFPs (Request for Proposals)
and/or RFQs (Request for Qualifications),
Notices, Specifications, Unsuccessful
Proposals
2 years Mag, Ppr Yes: After
QC & OD GC §34090
City Clerk CC-007 Board & Commission / Committee Maddy
Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-008 Bonds: Bid Performance and Payment
Bonds, Letters of Credit
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S
Yes: After
QC & OD Security; GC §34090
City Clerk CC-008
Business Licenses - NEW Businesses (if
Planning uses the Application for Zoning
Approvals)
Close of
Business + 5
years
Mag, Ppr
Department Preference (used for Zoning
Approvals; meets municipal government
auditing standards); GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

5.D.8
Attachment: City Clerk_111722 (Adopting Records Destruction Policies & Procedures and Retention Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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-009 Business Registration - RENEWALS 5 years Mag, Ppr Department Preference (meets municipal government auditing standards); GC §34090
City Clerk CC-010 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-011 Claim for Damages / Claims Against the City Final
Settlement +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes: After
Settled
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-012
Filing System / Subject Files / Function
Filing System - HISTORICALLY

SIGNIFICANT, LAND, PLANNING,

CAPITAL IMPROVEMENT

INFRASTRUCTURE PROJECTS
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-013
Filing System / Subject Files / Function
Filing System - NOT HISTORICALLY

SIGNIFICANT
Minimum 2
years
Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-014
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-015 Proclamations / Commendations /
Memoriums / Recognitions, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Clerk CC-016 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-017 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC
§81009(e)
City Clerk CC-018 FPPC Form 803 (Behested Payment
Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e) ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

5.D.8
Attachment: City Clerk_111722 (Adopting Records Destruction Policies & Procedures and Retention Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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 CC-019 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2
CCR 18702.5(b)(3); GC §34090; GC
§81009(e)
City Clerk CC-020
Campaign Filings (FPPC 400 Series Forms
& Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S
Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-021
Campaign Filings (FPPC 400 Series Forms
& Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
P
Mag, Mfr,
OD, Ppr S
Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-022
Campaign Filings (FPPC 400 Series
Forms): THOSE NOT REQUIRED TO FILE
ORIGINAL WITH CITY CLERK (copies)
4 years Mag, Ppr Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk CC-023
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES (PACS -
not candidate-controlled)
7 years Mag, Ppr Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk CC-024
Candidate File: Nomination Papers,
Candidate Statement Forms, Local Election
Candidate Filing Cost Program, etc. -

SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Ppr Yes: After

QC & OD
Department Preference; Statewide
guidelines proposes 4 years for successful
candidates, 2 years for unsuccessful; CA law
states term of office and 4 years after the
expiration of term and does not delineate
between the two; EC §17100
City Clerk CC-025
Candidate File: Nomination Papers,
Candidate Statement Forms, Local Election
Candidate Filing Cost Program, etc. -

UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Ppr Yes: After

QC & OD
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office
and 4 years after the expiration of term and
does not delineate between the two; EC
§17100

CITY CLERK ELECTIONS (CONSOLIDATED)
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

5.D.8
Attachment: City Clerk_111722 (Adopting Records Destruction Policies & Procedures and Retention Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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 CC-026
Elections - GENERAL, WORKING or
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 and Precinct Board Members,
Notices, Postings, etc.)
Minimum 2
years
Mag, Ppr Yes: After
QC & OD GC §34090
City Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum)
Results + 8
months, or
Final
Examination
+ 1 year
after petition
examination
if petition is
insufficient
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
(End of Elections Section)
City Clerk CC-028 Ethics Training Certificates - City Council, Board and Commission Members 5 years Mag, Mfr, OD, Ppr S Yes: After
QC'd & OD GC §§34090, 53235.2(b)
City Clerk CC-029 Facility Use Permits / Facility Rentals 2 years Mag, Ppr GC §34090 City Clerk CC-030
Historical Records, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of
significant historical interest, Grand
Openings, etc.)
P
Mag, Mfr,
OD, Ppr S
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
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

5.D.8
Attachment: City Clerk_111722 (Adopting Records Destruction Policies & Procedures and Retention Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK 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-031
Minutes: City Council, Housing Authority,
Planning Commission, Public Financing
Authority, Redevelopment Agency,
Successor Agency, Oversight Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-032
Oath of Office / Appointments / Oath for
Disaster Worker: ALL - City Council,
Boards and Commissions, Employees
Separation +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, GC
§§36507, 34090; PC §§801.5, 803(c); 29
USC 1113
City Clerk CC-033 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-034 Public Records Requests / Subpoenas
Duces Tecum 2 years Mag, Ppr Yes: After QC'd & OD GC §34090 City Clerk CC-035
Recordings: Audio or Video of City Council
Meetings, Housing Authority, Planning
Commission, Public Financing Authority,
Redevelopment Agency, Successor Agency,
Oversight Board
Minimum 2
years
Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings
of meetings are required for 90 days; GC
§34090.6
City Clerk CC-036 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-037
Resolutions: City Council, Housing
Authority, Planning Commission, Public
Financing Authority, Redevelopment
Agency, Successor Agency, Oversight
Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-038 Secretary of State Statement of Facts / Registry of Public Officials 2 years Mag, Ppr GC §34090 ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

5.D.8
Attachment: City Clerk_111722 (Adopting Records Destruction Policies & Procedures and Retention Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES 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 and Coverage & Transmittal
Form)
5 years Mag, Ppr
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 Benefit Plan Documents (Optical, Dental, etc.) Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Ppr
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, 34090
Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years Mag, Ppr
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, 34090
Human
Resources HR-005 Contracts for Investigators Completion + 5 years Yes: Before
Completion Mag, Ppr
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-006 COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.9
Attachment: Human Resources (Risk Management)_091622 (Adopting Records Destruction Policies & Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES 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-007 DMV Pull Notices (ALL)
When
Superseded or
Upon
Separation
Mag, Ppr Department Preference; GC §34090
Human
Resources HR-008 Drug & Alcohol Test Results (All - Positives and Negatives) 5 years Mag Ppr Department preference; D.O.T. Requires 5
years for positive tests, 1 year for negative
tests; EEOC/FLSA/ADEA (Age) requires 3
years physical examinations; State Law
requires 2 years; 29 CFR 1627.3(b)(1)(v),
GC §§12946, 34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq. 49 CFR
653.71
Human
Resources HR-009 Employee Investigations
Minimum
Separation + 3
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 34090;
Human
Resources HR-010 Employment Verifications
When No
Longer
Required
Mag, Ppr Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-011 Grievances Separation + 6 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
Human
Resources HR-012 Harassment Prevention Training Certificates 5 years Mag, Mfr, OD, Ppr S Yes: After
QC'd & OD GC §§34090, 53237.2(b)
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.9
Attachment: Human Resources (Risk Management)_091622 (Adopting Records Destruction Policies & Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES 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-013 I-9s Separation + 6 years
Mag, Mfr,
OD, Ppr S
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, 34090
Human
Resources HR-014 Job Descriptions / Classification Specifications Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 34090
Human
Resources HR-015 Labor Relations / Negotiations 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Human
Resources HR-016
Personnel Files - Employee File / Benefit
File (Main File)
Includes Application, Benefit Enrollments,
Evaluations, Policy Acknowledgements,
Personnel Action Forms, etc.

Separation + 6
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
Human
Resources HR-017
Personnel Files - Medical File (all
employees)
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, Respirator Fit
Tests, etc.

Separation +
30 years or
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.9
Attachment: Human Resources (Risk Management)_091622 (Adopting Records Destruction Policies & Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES 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
Recruitment and Testing File / NeoGov
Database
(Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Expiration of
Eligibility List +
4 years
Mag, Ppr
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 34090

RISK MANAGEMENT
Human
Resources /
Risk
Management
HR-019
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Minimum Final
Disposition + 5
years
Mag, Ppr
Department preference; All State and
Federal laws require retention until final
disposition of formal complaint; State
requires 2 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
34090
Human
Resources /
Risk
Management
HR-020 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Human
Resources /
Risk
Management
HR-021 Safety Inspections Conducted by the City 5 years Mag, Ppr Department Preference; GC §34090 Human
Resources /
Risk
Management
HR-022 Workers Compensation Claim Runs 5 years Mag Ppr
Department preference (meets municipal
government auditing standards); GC
§34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.9
Attachment: Human Resources (Risk Management)_091622 (Adopting Records Destruction Policies & Ver. 2.5 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES 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 /
Risk
Management
HR-023
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years or
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

5.D.9
Attachment: Human Resources (Risk Management)_091622 (Adopting Records Destruction Policies & Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

POLICE ADMINISTRATION / POLICE CHIEF
Police /
Investig. PD-001 Asset Forfeiture Notification 5 years Mag, Ppr Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 Police /
Admin. /
Chief
PD-002 Background Files - Successful Applicants Separation + 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ QC & OD
State Law requires 4 years after the date of the
employment action taken; 29 CFR 1672.3(b)(i),
29 CFR 1602.14; GC §§12946, 12960, 34090;
29 USC 1113
Police /
Admin. /
Chief
PD-003 Background Files - Unsuccessful
Applicants 4 years Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
State Law requires 4 years; 29 CFR
1672.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Admin. /
Chief
PD-004 CCW Permits (Carry Concealed Weapon
Permits) - Retired Employees
Expiration +
2 years Mag, Ppr Department preference; GC §34090
Police /
Admin. /
Chief
PD-005
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S/I No GC §34090 Police /
Admin. /
Chief
PD-006
Internal Affairs Investigations - Individual
Officers / Complaints Against Officers -
WITH Sustained Finding of Misconduct
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S/I No PC 832.7; GC §§12946, 12960, 34090;
Police /
Admin. /
Chief
PD-007
Internal Affairs Investigations / Complaints:

Internally-Generated or Observation of
Misconduct
Final
Disposition +
2 years
Mag, Mfr,
OD, Ppr S/I No
Consistent with Lexipol Policy; Not a civilian
complaint; other State & Federal laws require
retention until final disposition of formal
complaint; State requires 2 years after action is
taken; EVC §1045, GC §§12946, 12960, 34090
ARVIN, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.10
Attachment: Police_092622 (Adopting Records Destruction Policies & Procedures and Retention Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Admin. /
Chief
PD-008
Internal Investigations - Individual Officers /
Complaints Against Officers - WITHOUT
Sustained Finding of Misconduct
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S/I No
Consistent with Lexipol Policy; Department
Preference; State & Federal laws require
retention until final disposition of formal
complaint; State requires 2 years after action is
taken; Statute of Limitations is 4 years for
misconduct; EVC §1045, GC §§12946,12960,
34090, PC §§801.5, 803(c), 832.5, VC §2547
Police /
Admin. /
Chief
PD-009 Personnel Files - Police Department
Employees
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ QC & OD
Department Preference to be consistent with
Human Resources; 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
Police /
Admin. /
Chief
PD-010
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After superseded Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-011 Press Releases - Police Only 2 years Mag, Ppr GC §34090 Police /
Admin. /
Chief
PD-012 Reports and Studies - Historical P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-013
Reports and Studies regarding Police
operations (not historical - manpower,
consolidation, etc.)
Minimum 2
years
Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-014 STOP Source Data, Audit Log / Racial and
Identity Profiling Act (RIPA) Annual Report 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090

PROFESSIONAL STANDARDS BUREAU
ARVIN, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.10
Attachment: Police_092622 (Adopting Records Destruction Policies & Procedures and Retention Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Profess.

Standards
Bureau
PD-015
Background Files - Volunteers -
SUCCESSFUL (Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
Separation /
Inactive + 4
years
Mag, Mfr,
OD, Ppr S
Yes: After
QC &OD
Department Preference; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b)
Police /
Profess.

Standards
Bureau
PD-016
Background Files - Volunteers -
UNSUCCESSFUL (Cadets, Explorers,
CERT, Chaplains, Reserves, etc.)
4 years Mag, Mfr,
OD, Ppr S
Yes: After
QC &OD
Department Preference; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b)
Police /
Profess.

Standards
Bureau
PD-017
Personnel Training File - Officer Training -
BY EMPLOYEE (Includes POST
printouts)
Includes Range Qualifications, Retiree Fire
Arson Qualifications
Separation +
5 years Mag, Ppr
Department Preference to be consistent with
Human Resources; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Profess.

Standards
Bureau
PD-018
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters, Outlines and
Materials; includes Use of Force training,
safety training, etc.)
Minimum 5
years
Mag, Ppr
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)

OPERATIONS / PATROL
ARVIN, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.10
Attachment: Police_092622 (Adopting Records Destruction Policies & Procedures and Retention Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Ops /
Patrol
PD-019
Hearing Officer Determinations (Citation
Appeals, Tows, etc.)
Sergeant makes Determination
2 years Mag, Ppr GC §34090
Police /
Ops /
Patrol
PD-020 Patrol Schedules
When No
Longer
Required
Mag, Ppr Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq.

Police /
Ops /
Patrol
PD-021 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Ppr Department preference; GC §34090 et seq.

Police /
Ops /
Patrol
PD-022 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Ppr GC §34090 et seq.

SERVICES / CAD / DISPATCH
Police /
Commun. PD-023
Audio Recordings or Tapes - (CAD /
Computer Aided Dispatch) / Calls for
Service Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD)
Minimum
100 days Mag
Department Preference; Statewide guidelines
propose 180 days (legally mandated for 100
days); (may be discoverable or made public in
some circumstances), GC §§34090, 34090.6

SERVICES / INVESTIGATIONS
Police /
Investig. PD-024
Criminal Intelligence Files
Confidential informant information &
activities
Last Entry +
5 years Mag, Ppr
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained longer
than 5 years; 28 CFR 23.20(h); GC §34090
ARVIN, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.10
Attachment: Police_092622 (Adopting Records Destruction Policies & Procedures and Retention Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Investig. PD-025 Detectives Investigation Files and Arrest Files (Official Reports)
Transferred
into
Record's
Crime
Report Files
Ppr, Mag Transfer all Official Reports to Records to be placed in the Crime Report Files.

Police /
Investig. PD-026 Informant Files Last Entry + 5 years Ppr, Mag Department preference; Informant information;
Does not contain criminal intelligence
information concerning individuals; Department
preference; GC §34090

SERVICES / PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-027 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-028 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Ppr Department Preference; GC §34090
Police /
Property &
Evidence
PD-029 Officer Recordings: Body-Worn Cameras
– LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Property &
Evidence
PD-030
Officer Recordings: Body-Worn Cameras -
that ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Property &
Evidence
PD-031 Officer Recordings: Body-Worn Cameras -
that are NOT evidence 90 days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Property &
Evidence
PD-032
Officer Recordings: Mobile Audio Video
(MAV) Recordings / Automatic License
Plate Reader (ALPR) Recordings - that are
NOT evidence
777 days Mag, Ppr
Recordings that become evidence are stored
with evidence - these are preliminary
documents / transitory recordings; Consistent
with Lexipol requirements; GC §34090.6
ARVIN, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.10
Attachment: Police_092622 (Adopting Records Destruction Policies & Procedures and Retention Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Property &
Evidence
PD-033 Property & Evidence Database Indefinite Mag, Ppr Department Preference (data is interrelated); GC §34090
Police /
Property &
Evidence
PD-034 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Ppr GC §34090

SERVICES / RECORDS
Police /
Records PD-035 Arrest Logs / RMS Logs / CAD Logs 2 years Mag, Ppr GC§ 34090 et seq.

Police /
Records PD-036 Citation Log Books (#s / ranges) - Parking, Traffic 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-037
Citations (Parking, Traffic, Marijuana /
Cannabis). Includes requests for
dismissals, cancellations, and appeals.
2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-038
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile and Ward Cases - Except
those with Child Abuse or Severe Neglect,
(Substantiated), outstanding stolen
property, including firearms, or lost firearms
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Statute of Limitations runs up to age of majority
+ 8 years; sealed records for juveniles and
wards of the Court must be destroyed 5 years
after sealing date; CCP §§340.1, GC §34090;
W&I §§389(a), 781(d)
Police /
Records PD-039
CRIME REPORTS:

Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
ARVIN, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.10
Attachment: Police_092622 (Adopting Records Destruction Policies & Procedures and Retention Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Records PD-040
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799; 803(h),
11169 et seq.; 11170(a); WIC 707(b)
Police /
Records PD-041
CRIME REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Records PD-042
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others)
5 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Provided there are no
outstanding warrants, unrecovered identifiable
items, criminal deaths, they are not historically
significant, and it is not classified under PC
§800 & 290; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq.

Police /
Records PD-043
CRIME REPORTS:

Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except those
with outstanding stolen property, including
firearms, or lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq.

5.D.10
Attachment: Police_092622 (Adopting Records Destruction Policies & Procedures and Retention Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Records PD-044
CRIME REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Records PD-045
CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Records PD-046
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)
Police /
Records PD-047
CRIME REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support
Services /
Records
PD-048
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
ARVIN, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.10
Attachment: Police_092622 (Adopting Records Destruction Policies & Procedures and Retention Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Records PD-049 Registrants: Sex Offender Registrations:

Adults
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Records PD-050 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Records PD-051 Ride A-Long Waiver Form 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-052 RMS Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Police /
Records PD-053 Subpoenas (Personal Appearance of Police Employees) When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Court or District Attorney records; GC §34090
et seq.

Police /
Records PD-054
Video Recordings - Public Areas / Public
Activity
See City Clerk's schedule for City Council
Video Recordings
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Records PD-055
Video Recordings - Temporary Holding
Cells
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

5.D.10
Attachment: Police_092622 (Adopting Records Destruction Policies & Procedures and Retention Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-1
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).

ENGINEERING
Public Works /
Engineering PW-001
Bonds: CIP Labor & Materials, Performance
Bonds, Letters of Credit, Encroachment Permits
Only
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Security; GC §34090
Public Works /
Engineering PW-002 Bridge Inspections P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-003
Capital Improvement Projects (CIP) - Where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, 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; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
Public Works /
Engineering PW-004
Capital Improvement Projects (CIP) Where
Engineering is the Lead: Permanent File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-005
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
- Where Engineering is the Lead
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I
No
(disaster
response)
Drafts should be destroyed; GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.11
Attachment: Public Works (Recycling Refuse, Transportation, Maint)_091622 (Adopting Records Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-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).

Public Works /
Engineering
OR
Community
Develop. / Land
Develop.

PW-006
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of Way,
Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion Mag, Ppr Department Preference; GC §34090
Public Works /
Engineering
OR
Community
Develop. / Land
Develop.

PW-007
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts, etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion Mag, Ppr GC § 34090
Public Works /
Engineering PW-008
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies / Project
Assessments
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-009
Prop. 218 (Solid Waste Fees Only) Mailing List,
Master File, Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
City Clerk PW-010
Recorded Documents: Deeds, Easements, Right
of Ways, Abandonments / Vacation, Liens / Lien
Releases
Send all finals to the City Clerk
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Public Works /
Engineering PW-011 Stormwater: NPDES Monitoring Reports (City CoPermittee with County) Minimum 5
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, 122.44; GC §34090
Public Works /
Engineering PW-012 Stormwater: NPDES Permits (City Co-Permittee with County) Minimum
Permit
Superseded
+ 5 years
Yes: Until
Expiration Mag, Ppr
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
CCP §337 et seq.

5.D.11
Attachment: Public Works (Recycling Refuse, Transportation, Maint)_091622 (Adopting Records Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-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).

Public Works /
Engineering PW-013 Traffic Calming Requests / Stop Sign Surveys (Speed Humps, etc.) 10 years Mag Ppr Department preference; GC §34090 Police PW-014 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Public Works /
Engineering PW-015 Traffic Counts 10 years Mag Ppr Department preference; GC §34090 Public Works /
Engineering PW-016 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag Ppr Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090

LAND DEVELOPMENT (ENGINEERING)
Public Works /
Land Develop. PW-017 Design & Construction Standards - Authored by the City for Private Development P Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Land Develop. PW-018
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Improvement Plan "As-Built"
- Where Land Development is the Lead
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Land Develop. PW-019
Encroachment Permits / Excavation Permits:

PW-020
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts, etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion Mag, Ppr GC § 34090
Public Works /
Land Develop. PW-021 Grading Permits and Grading Plans P Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.11
Attachment: Public Works (Recycling Refuse, Transportation, Maint)_091622 (Adopting Records Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-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).

Public Works /
Land Develop. PW-022
Land Development / Private Development:

Permanent Files
Certificate of Acceptance / Approval (copy),
Dedications, Abandonments, Drainage, Driveway,
Private Lab Verifications, Testing Lab Final
Reports, Studies, Reports, Geotechnical and Soil
Reports / Hydrology Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; GC
§34090
Public Works /
Land Develop. PW-023
Land Development / Private Development: :

Administration File / Construction Inspection
Construction Inspections, Correspondence, Daily
Logs, Inspector's Records, Photos, etc.

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

QC & OD
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
Public Works /
Engineering PW-024 Stormwater: NPDES Monitoring Reports (Land Development Project) Minimum 5
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, 122.44; GC §34090
Public Works /
Engineering PW-025 Stormwater: NPDES Permits (Land Development Project) Minimum
Permit
Superseded
+ 5 years
Yes: Until
Expiration Mag, Ppr
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
CCP §337 et seq.

FACILITIES MANAGEMENT
Public Works /
Facilities Manag. PW-026 Fire Sprinkler Testing & Backflow (City Buildings) 5 years Mag, OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
Division
Providing Service
/ Work
PW-027
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing Service
/ Work
PW-028
Work Orders / Service Requests - All
Information Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.11
Attachment: Public Works (Recycling Refuse, Transportation, Maint)_091622 (Adopting Records Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-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).

Division
Providing Service
/ Work
PW-029
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.11
Attachment: Public Works (Recycling Refuse, Transportation, Maint)_091622 (Adopting Records Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-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).

FLEET SERVICES
Public Works /
Fleet Services PW-030
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control and Countermeasures (SPCC),
Inspections, Integrity Testing, Maintenance, Repairs
20 years
Mag
(comput
er), Ppr
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); GC §34090
Public Works /
Fleet Services PW-031 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works /
Fleet Services PW-032 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept. PW-033 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department preference; GC §34090 et.
seq.

Public Works /
Fleet Services PW-034 Tire Disposal / Waste Manifests 3 years Mag, Ppr 14 CCR 18459.3; GC §34090 Public Works /
Fleet Services PW-035 Used Oil Disposal Manifests 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Fleet Services PW-036
Vehicle & Equipment History Files
Maintenance, Smog Certificates
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Fleet Services PW-037 Vehicle Titles / Pink Slips
Upon Sale or
Disposal of
Vehicle
Mag, Ppr Title is transferred to new owner or
auction house
Division
Providing Service
/ Work
PW-038
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Mag Data is interrelated; GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.11
Attachment: Public Works (Recycling Refuse, Transportation, Maint)_091622 (Adopting Records Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-7
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).

Division
Providing Service
/ Work
PW-039
Work Orders / Service Requests - All
Information Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing Service
/ Work
PW-040
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090

MAINTENANCE SERVICES
Public Works /
Admin. PW-041 Arborists' Reports Completion + 2 years
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Maint. Serv. PW-042 CCTV Videos of Storm Drain Lines 10 years Mag, Ppr Department preference; GC §34090 Public Works /
Maint. Serv. PW-043 Herbicide or Pesticide Applications / Use (Parkway Areas) 2 years Mag, Ppr Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Maint. Serv. PW-044 Operations & Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC §34090 et.
seq.

Public Works /
Maint. Serv. PW-045 Playground Inspections 10 years Mag, Ppr Department preference; GC §34090 Public Works /
Maint. Serv. PW-046 Tree Database (Arbor Pro) Indefinite Mag, Ppr Department preference (data is interrelated); GC §34090 Public Works /
Maint. Serv. PW-047 Trees in City Right-of-Way: Inspections, Arborist Reports (City-owned Street Trees) 10 years Mag, Ppr Department preference; GC §34090 ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.11
Attachment: Public Works (Recycling Refuse, Transportation, Maint)_091622 (Adopting Records Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-8
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).

Lead Dept. PW-048 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), GC §34090
Division
Providing Service
/ Work
PW-049
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing Service
/ Work
PW-050
Work Orders / Service Requests - All
Information Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing Service
/ Work
PW-051
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.11
Attachment: Public Works (Recycling Refuse, Transportation, Maint)_091622 (Adopting Records Ver. 2.0 RECORDS RETENTION SCHEDULE: TRANSPORTATION Page TRANS-1 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).

TRANSPORTATION
Transport. TRANS-001 Applications for Service (Commuter Shuttles, Diala-Ride, etc.) Expiration +
2 years Mag, Ppr GC § 34090
Transport. TRANS-002 Audits: DMV & CHP 5 years Mag, Ppr Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC §§ 34090
Transport. TRANS-003 Bit Inspection (CHP Commercial Vehicle Inspection)
Life of the
Vehicle + 2
years
Mag,
Ppr 49 CFR 396.11(c)(2); GC §§ 34090
Transport. TRANS-004 Bus / Vehicle Procurement
Disposal of
Vehicle + 2
years
Mag, Ppr
Department preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8
CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c); CCP
§337 et. Seq., GC §34090
Transport. TRANS-005 Daily Safety Checks / Pre-Starts / Commercial Vehicle Prestarts 3 years Mag,
Ppr
Department preference; If a motor carrier,
required for 3 and 14 months; 49 CFR
396.11(c)(2); 49 CFR 396.21(b)(1); GC
§§ 34090
Transport. TRANS-006 Dispatch System / Route Match / Dial-a-Ride / Mini-Bus / Door-to-Door Database (Route Match) Indefinite Mag, Ppr Department preference; GC §§ 34090 Transport. TRANS-007 DMV Pull Notices (Public Transportation Employees Only)
When
Superseded
or Employee
Separated
Mag, Ppr
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC §§
34090
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.12
Attachment: Transportation_091622 (Adopting Records Destruction Policies & Procedures and Retention Ver. 2.0 RECORDS RETENTION SCHEDULE: TRANSPORTATION Page TRANS-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).

Transport. TRANS-008
Inspections: Facility Inspections / Fire
Extinguisher Inspections, CalTIP Special Lists,
etc.
5 years Mag, Ppr
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC §§ 34090
Transport. TRANS-009 Licenses & Permits (to Operate Public Transportation)
Expiration +
2 years Yes (all) Mag, Ppr GC §§ 34090
Transport. TRANS-010 Manifests / Passenger Manifests / Passenger Counts / Trip Sheets 5 years Mag, Ppr Consistent with accounts receivable; GC §§ 34090 Transport. TRANS-011 Reports from Drivers / Driver's Reports 5 years Mag, Ppr Consistent with other safety requirements; GC §§ 34090
Transport. TRANS-012 Schedules
When No
Longer
Required
Mag, Ppr Department Preference; GC § 34090
Transport. TRANS-013 Surveyor Sheets / Random Counts (National Transit Database)
When No
Longer
Required
Mag, Ppr
Drafts / source records entered into
database and not retained in the ordinary
course of business; GC §§ 34090
Transport. TRANS-014 Video Recordings: Exterior and Interior of Vehicles
When No
Longer
Required
Mag, Ppr No forward-facing videos; Records public
activities; GC §34090 .6
ARVIN, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

5.D.12
Attachment: Transportation_091622 (Adopting Records Destruction Policies & Procedures and Retention

CITY OF ARVIN
Staff Report
Meeting Date: December 13, 2022
TO: Arvin City Council
FROM: Jeff Jones, City Manager / Finance Director
SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARVIN AUTHORIZING THE CITY MANAGER TO APPLY FOR MILLSALQUIST-DEDDEH (TDA) ACT FUNDS.

BACKGROUND / DISCUSSION:

Arvin Transit provides fixed route and ADA (Americans with Disabilities) bus service to the City of Arvin and other areas within the County of Kern.

The Transportation Development Act (TDA) is a funding source for the development and support of maintaining our public transit needs that exist in California. TDA provides two major sources of funding. Local Transportation Fund and State Transit Assistance Fund. TDA Funds are distributed to KernCOG who oversees the administration and distribution of the funds to the various city and county agencies for transit operations. Excess TDA monies not used for transit, after going through an unmet transit needs process, are then available for street maintenance purposes.

FISCAL IMPACT:

This is actual revenue item in the full amount of $612,528 in fiscal year 2021-2022 and is being reimbursed in fiscal year 2022-2023. No impact to the City's general fund.

RECOMMENDATION:

Staff recommends that the City Council approve the Resolution authorizing the City Manager to apply for Mills-Alquist-Deddeh (TDA) Act funds and file a claim from TDA (transit only) funding for the City’s transit projects for FY 2021-2022 with the Kern Council of Governments (KernCOG).

ATTACHMENTS:

Resolution
TDA Claim Form
CHP Compliance Certificate
Notice of Public Meeting -Unmet Transit Needs

5.E.1
Attachment: 21.22 TDA SR (Authorization to Apply for TDA Funds FY 21-22)

Page 1 of 2 ends

Reso Authorizing City Manager to apply for Mills-Alquist-Deddeh (TDA) Act Funds.

RESOLUTION NO. ___________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARVIN
AUTHORIZING THE CITY MANAGER TO APPLY FOR MILLSALQUIST-DEDDEH (TDA) ACT FUNDS WHEREAS, Public Utilities Code §§ 99200, et seq., known as the Mills-Alquist-Deddeh Act also known as the Transportation Development Act (“TDA”), allocates funds to local entities from the Local Transportation Fund and the State Transit Assistance Fund for various transportation purposes; and
WHEREAS, entities in Kern County that wish to receive funding from the Local Transportation Fund or the State Transit Assistance Fund must file their requests with the Kern Council of Governments (KernCOG) pursuant to the provisions of the TDA and California Code of Regulations (“CCR”), Title 21, §§ 6600, et seq.; and WHEREAS, the City of Arvin currently provides public transportation within the jurisdiction through existing bus services provided by the City of Arvin Transit Department, thereby reasonably meeting its transportation needs for the Fiscal Year 2021-2022; and WHEREAS, the City of Arvin’s general fund needs reimbursement for funding provided to its Transit Dept. during Fiscal Year 2021-2022 in the amount of $612,528.

NOW, THEREFORE, BE IT RESOLVED THAT: The City Council of the City of Arvin does hereby as follows:

1. Verifies that the above recitals are true and correct;

2. The Arvin City Council hereby authorizes the City Manager to file a claim and any other ancillary documents thereto, for Fiscal Year 2021-2022 in the amount of $612,528; and to accept on behalf of the City any funds received from KernCOG based on this claim.
//////
//////
//////
//////
//////
//////
//////
//////

5.E.2
Attachment: 21.22 TDA reso (Authorization to Apply for TDA Funds FY 21-22)

Page 2 of 2 ends

Reso Authorizing City Manager to apply for Mills-Alquist-Deddeh (TDA) Act Funds.

I HEREBY CERTIFY that the foregoing resolution was passed and adopted by the City Council of the City of Arvin at a regular meeting thereof held on the 13 th day of December 2022.

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST
CECILIA VELA, City Clerk

CITY OF ARVIN
By:

OLIVIA TRUJILLO, Mayor
APPROVED AS TO FORM:

By:

NATHAN HODGES, City Attorney
Hodges Law Group
I, ______________________________, City Clerk of the City of Arvin, California, DO HEREBY CERTIFY that the foregoing is a true and accurate copy of the Resolution passed and adopted by the City Council of the City of Arvin on the date and by the vote indicated herein.

5.E.2
Attachment: 21.22 TDA reso (Authorization to Apply for TDA Funds FY 21-22)

5.E.3
Attachment: v1 TDA_Transit Claim form 2021-2022 (Authorization to Apply for TDA Funds FY 21-22)

5.E.4
Attachment: 2022 CHP certification (Authorization to Apply for TDA Funds FY 21-22)

PUBLIC HEARING NOTICE

TRANSIT UNMET NEEDS HEARING
The Arvin City Council will hold a public hearing on Tuesday, February 22, 2022, at 6:00p.m., to receive comments related to unmet and reasonable transit needs in the City of Arvin and the surrounding county areas serviced by the Arvin Transit System.

Kern Council of Governments is required to define “unmet needs” and “reasonable to meet”, and has defined them as follows:

Unmet Need:

An unmet need exists if an individual of any age or physical condition is unable to transport himself or herself due to deficiencies in the existing transportation system. Excluded are: 1) those requests for minor operation improvements, and 2) those improvements funded and scheduled for implementation, in the following fiscal year.

Reasonable to Meet:

A. Operational feasibility- The requested improvement must be safe to operate and there must be adequate roadways for transit vehicles.

B. Duplication of Service- The proposed service shall not duplicate other transit services.

C. Timing- The proposed service shall be in response to an existing, rather than a future need.

D. Service must meet the legally required farebox ratio. (Public Utilities Code Sections 99268.2, 99268.5 and 21 CCR Sections 6633.2, 6633.5 with fares close to fares of similar service.)
Citizens unable to attend the meeting may submit written and/or electronic comments up until 12:00pm on the date of the meeting to the City Clerk, City of Arvin, 200 Campus Drive, Arvin, CA 93203, [email protected].

Cecilia Vela, City Clerk
Published: Bakersfield Californian, January 21, 2022
City Council of the City of Arvin Public Hearing Information Date: February 22, 2022
Time: 6:00 PM
Place: City of Arvin Council Chambers (by telephone or video streaming) 200 Campus Drive, Arvin, CA 93203
Call In Number: 1-669-900-9128; Meeting ID 814 7122 3031# Join on-line: https://us02web.zoom.us/j/81471223031

5.E.5
Attachment: Public Hearing Notice no unmet needs 2022 (Authorization to Apply for TDA Funds FY 21-22)

NOTICIA DE AUDIENCIA PUBLICA

ASUNTO A TRATAR

NECESIDADES DE TRANSPORTE URBANO INCUMPLIDAS
El consejo de la Ciudad de Arvin conducira una audiencia publica el 22 de Febrero, 2022 a las 6:00 de la tarde. El proposito es para recibir comentarios del publico en general relacionados con las necesidades razonables de transporte urbano e incumplidas en la Ciudad de Arvin y otras poblaciones del condado de Kern, en las cuales el sistema de transporte urbano de la Ciudad de Arvin presta el servicio.

El Consejo de Gobernacion del Condado de Kern define “necesidades incumplidas” y “razonable de satisfacer” de la signiente manera:

Necesidad Incumplida:

Una necesidad incumplida existe, si una persona de cualquier edad o condicion fisica no es capaz transportarse por si mismo o por si misma debido a las deficiencias en el actual sistema de transporte urbano.

Excluyendo: 1) Peticiones menores para mejoras operacionales, y 2) Mejoras ya financiadas y programadas para su implementacion en el siguiente año fiscal.

Razonable de Satisfacer:

A. Viabilidad Operacional: Las Mejoras solicitadas deberan ser seguaras de operar y deben existir caminos adecuados para el transito vehicular.

B. Duplicacion de Servicio: El servicio que se proponga no debe duplicar otros servicios de transporte urbano.

C. Intervalos de Tiempo: El servicio propuesto debe ser en respuesta a una necesidad existente en lugar de a una necesidad futura.

D. El servicio debe cumplir con la racion legalmente establecida por ley, esto quiere decir que por cada Dolar que se invierta en el Sistema de Transporte Urbano un porcentage de cada dolar debe ser recuperado en las tarifas que se cobren, como se estipula en la Secciones 99268.2, 99268.5 del Comision de Utilidades Publicas pos sus siglas en Ingles (PUC) y en las Secciones 6633.2, 6633.5 del Codigo Administrativo de California pos sus siglas en Ingles (CAC) con cobros cercanos a tarifas para un servicio similar.

Consejo de la Ciudad de Arvin - Audiencia Publica
Fecha: 22 de Febrero 2022
Hora: 6:00 PM
Lugar: Cámara del Consejo de la Ciudad de Arvin (por teléfono o transmisión de vídeo)
200 Campus Drive, Arvin, CA 93203
Número de llamada: 1-669-900-9128; Id. de reunión 814 7122 3031# Unirse: https://us02web.zoom.us/j/81471223031

5.E.5
Attachment: Public Hearing Notice no unmet needs 2022 (Authorization to Apply for TDA Funds FY 21-22) Personas incapaces de asistir pueden someter comentarios escritos y/o electrónicos hasta las 12:00p.m. en la fecha de la reunión. Atencion: City Clerk, City of Arvin, 200 Campus Drive, Arvin, CA 93203, [email protected].

Cecilia Vela, City Clerk
Published: Bakersfield Californian, January 21, 2022

5.E.5
Attachment: Public Hearing Notice no unmet needs 2022 (Authorization to Apply for TDA Funds FY 21-22)

CITY OF ARVIN
Staff Report
Meeting Date: February 22, 2022
TO: Arvin City Council
FROM: Jeff Jones, Interim City Manager / Finance Director SUBJECT: A PUBLIC HEARING TO CONSIDER APPROVAL OF A RESOLUTION OF

THE CITY COUNCIL OF THE CITY OF ARVIN DECLARING THERE

ARE NO UNMET TRANSIT NEEDS THAT CAN BE REASONABLY MET

WITHIN THE CITY OF ARVIN
ISSUE
To consider public comments and establish a finding for unmet needs which are reasonable to meet in the public transportation system.

MOTION
Move to approve the resolution establishing the unmet and reasonable to meet transit needs finding.

RECOMMENDATION
Staff recommends that the City Council considers all public comments and City Council testimony during the public hearing and approve the resolution establishing the unmet and reasonable to meet transit needs finding.

BACKGROUND
The Transportation Development Act of 1971 (TDA), as amended, provides for the disbursement of funds from the Local Transportation Fund for various eligible transportation uses. The funds are distributed by the Kern Council of Governments (KCOG), in its capacity as the Regional Transportation Planning Agency. An eligible claimant wishing to receive TDA funding through KCOG must conduct an annual review of the transit needs of the individuals and groups in the community. A public hearing must be conducted to receive written and oral comments regarding any “unmet transit needs” and whether these are “reasonable to meet”.

An unmet need exist if an individual of any age or physical condition is unable to transport himself or herself due to deficiencies in the existing transportation system. Excluded are: 1) those request for minor operational improvements, and 2) those improvements funded and scheduled for implementation, in the following fiscal year.

An unmet need is “reasonable to meet” if it is (1) safe to operate and has adequate roadways for transit vehicles, (2) not a duplication of an existing transportation service, (3) a response to an existing need, not a future need, and (4) has the ridership to meet the legally required farebox requirements (Pub. Util. Code §§ 99268.2, 99268.5 and 21 CCR §§ 6633.2, 6633.5 with fares close to fares of similar service).

5.E.6
Attachment: 21.22 SR no unmet needs (Authorization to Apply for TDA Funds FY 21-22)

FISCAL IMPACTS
There are no budget impacts at this time.

ATTACHMENTS Resolution

5.E.6
Attachment: 21.22 SR no unmet needs (Authorization to Apply for TDA Funds FY 21-22)

5.E.7
Attachment: 2022-07 Reso Unmet Transit Needs Hearing_022222_Redacted (Authorization to Apply for TDA Funds FY 21-22)

CITY OF ARVIN
Staff Report
Meeting Date: December 13, 2022
TO: Arvin City Council
FROM: Christine Viterelli, Grants Manager
Jeff Jones, City Manager
SUBJECT: A Resolution of the City Council of the City of Arvin Authorizing the Application and Adopting the PLHA Plan for the Permanent Local Housing Allocation (PLHA) Program.

BACKGROUND:

On October 13, 2020, the City of Arvin previously authorized Resolution No 2020-68 authorizing the City of Arvin to apply for Permanent Local Housing Allocation Funds (PLHA).

This program is for five years of funding.

The City of Arvin has already utilized its first year one funding to assist income-eligible households (at or below 30% of AMI) at risk of homelessness (received a 21-day notice to vacate) with rental, mortgage, or utility expenses to prevent eviction or foreclosure, to provide housing stability and/or to provide rental assistance, which may include deposits and utilities for income-eligible households unable to make ongoing monthly rental payments for up to 6 months when no other source of funding is available.

Year two through five funding will be used to assist low-income households with Accessory Dwelling Unit (ADU) repairs to bring them into compliance with local codes and ordinances, to ensure tenant safety, and/or to assist with the cost of constructing a new ADU utilizing plans developed under the City's ADU Program that is starting in early 2023.

This resolution authorizes the current City Manager to endorse the necessary forms and grant documents, as the previous resolution listed Jerry Breckinridge as the authorized signatory and is no longer valid.

STAFF RECOMMENDATION:

Staff recommends approval of the resolution.

FINANCIAL IMPACT:

No fiscal impact.

ATTACHMENTS:

PLHA Formula Application Arvin

5.F.1
Attachment: Staff Report Authorizing PLHA Arvin (Reso Authorizing the Application and Adoptiong the PLHA Plan.)

Page 1 of 3 ends

Reso Authorizing the Application and Adopting the PLHA Plan for the Permanent Local Housing Allocation Program.

RESOLUTION NO. ________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARVIN

AUTHORIZING THE APPLICATION AND ADOPTING THE PLHA

PLAN FOR THE PERMANENT LOCAL HOUSING ALLOCATION
(PLHA) PROGRAM.

A necessary quorum and majority of the Arvin City Council members of the City of Arvin, a municipality, hereby consents to, adopts, and ratifies the following resolution:

A. WHEREAS, the Department is authorized to provide up to $335 million under the SB 2 Permanent Local Housing Allocation Program Formula Component from the Building Homes and Jobs Trust Fund for assistance to Cities and Counties (as described in Health and Safety Code section 50470 et seq. (Chapter 364, Statutes of 2017 (SB 2)); and B. WHEREAS, the State of California (the “State”), Department of Housing and Community Development (“Department”) issued a Notice of Funding Availability (“NOFA”) dated 8/17/2022 under the Permanent Local Housing Allocation (PLHA) Program; and C. WHEREAS, the City of Arvin is an eligible Local government that has applied for program funds to administer one or more eligible activities or a Local or Regional Housing Trust Fund to whom an eligible Local government delegated its PLHA formula allocation; and
D. WHEREAS, the Department may approve funding allocations for the PLHA Program, subject to the terms and conditions of the Guidelines, NOFA, Program requirements, the Standard Agreement, and other contracts between the Department and PLHA grant recipients;
NOW, THEREFORE, BE IT RESOLVED THAT:

1. If the City of Arvin receives a grant of PLHA funds from the Department pursuant to the above-referenced PLHA NOFA, it represents and certifies that it will use all such funds in a manner consistent and in compliance with all applicable state and federal statutes, rules, regulations, and laws, including without limitation all rules and laws regarding the PLHA Program, as well as any and all contracts Applicant may have with the Department.

2. The City of Arvin is hereby authorized and directed to receive a PLHA grant, in an amount not to exceed the five-year estimate of the PLHA formula allocations, as stated in Appendix C of the current NOFA $ 831,563.00 in accordance with all current applicable rules and laws.

3. The City of Arvin hereby agrees to use the PLHA funds for eligible activities as approved by the Department and in accordance with all Program requirements, Guidelines, other rules and laws, as well as in a manner consistent and in compliance with the Standard Agreement and other contracts between the Applicant and the Department.

5.F.2
Attachment: Reso Authorizing PLHA Arvin (Reso Authorizing the Application and Adoptiong the PLHA Plan.)

Page 2 of 3 ends

Reso Authorizing the Application and Adopting the PLHA Plan for the Permanent Local Housing Allocation Program.

4. Pursuant to Section 302(c)(4) of the Guidelines, the City of Arvin’s PLHA Plan for the 2019-2023 Allocations is attached to this resolution, and Applicant hereby adopts this PLHA Plan and certifies compliance with all public notice, public comment, and public hearing requirements in accordance with the Guidelines.

5. The City of Arvin certifies that it was delegated by the City of Arvin City Council to submit an application on its behalf and administer the PLHA grant award for the formula allocation of PLHA funds, pursuant to Guidelines Section 300(c) and 300(d), and the legally binding agreement between the recipient of the PLHA funds and the Applicant is submitted with the PLHA application.

6. The City of Arvin certifies that it has or will subgrant some or all of its PLHA funds to another entity or entities. Pursuant to Guidelines Section 302(c)(3), “entity” means a housing developer or program operator but does not mean an administering Local government to whom a Local government may delegate its PLHA allocation.

7. The City of Arvin certifies that its selection process of these subgrantees was or will be accessible to the public and avoided or shall avoid any conflicts of interest.

8. Pursuant to the City of Arvin’s certification in this resolution, the PLHA funds will be expended only for eligible Activities and consistent with all program requirements.

9. The City of Arvin certifies that, if funds are used for the acquisition, construction, or rehabilitation of for-sale housing projects or units within for-sale housing projects, the grantee shall record a deed restriction against the property that will ensure compliance with one of the requirements stated in Guidelines Section 302(c)(6)(A),(B) and (C).

10. The City of Arvin certifies that, if funds are used for the development of an Affordable Rental Housing Development, the Local government shall make PLHA assistance in the form of a low-interest, deferred loan to the Sponsor of the Project, and such loan shall be evidenced through a Promissory Note secured by a Deed of Trust and a Regulatory Agreement shall restrict occupancy and rents in accordance with a Local governmentapproved underwriting of the Project for a term of at least 55 years.

11. The City of Arvin shall be subject to the terms and conditions as specified in the Standard Agreement, the PLHA Program Guidelines and any other applicable SB 2 Guidelines published by the Department.

12. The City Manager is authorized to execute the PLHA Program Application, the PLHA Standard Agreement, and any subsequent amendments or modifications thereto, as well as any other documents which are related to the Program or the PLHA grant awarded to Applicant, as the Department may deem appropriate.

5.F.2
Attachment: Reso Authorizing PLHA Arvin (Reso Authorizing the Application and Adoptiong the PLHA Plan.)

Page 3 of 3 ends

Reso Authorizing the Application and Adopting the PLHA Plan for the Permanent Local Housing Allocation Program.

AYES:

NOES:

ABSTAIN:

ABSENT:

CERTIFICATE OF THE ATTESTING OFFICER
The undersigned City Clerk of the City of Arvin, Cecilia Vela, does hereby attest and certify that the foregoing Resolution is a true, full and correct copy of a resolution duly adopted at a meeting of the City of Arvin City Council, which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof.

ATTEST
CECILIA VELA, City Clerk
Signature of Approving Officer

CITY OF ARVIN
By:

OLIVIA TRUJILLO, Mayor
APPROVED AS TO FORM:

By:

NATHAN HODGES, City Attorney
Hodges Law Group
Exhibit A: PLHA Formula Application

5.F.2
Attachment: Reso Authorizing PLHA Arvin (Reso Authorizing the Application and Adoptiong the PLHA Plan.) §302(c)(4)(C) Provide a description of how the Plan is consistent with the programs set forth in the Local Government’s Housing Element.

The 2013-2023 City of Arvin Housing Element (Housing Element) focuses on the quality, quantity, condition and occupancy of the City's dwelling units. The City of Arvin's plan reflects the concerns of the citizens that clean, fair and upgraded housing be of primary importance in the development of the community. The Housing Element considers the current condition in affordable housing as a key issue that needs immediate attention. The ADU program directly supports this objective by providing funding to property owners with substandard ADU's in an effort to improve affordable rental housing conditions. The Housing Element objective to conserve affordable units includes a subtotal for the number of atrisk multifamily units, but does not take into consideration single family units within the predominately low-income community that could be lost due to unforeseen emergencies, pandemic or major employment shifts. In an effort to sustain the City's housing market and population, while also assisting those at risk of homelessness due to the National Health Pandemic (COVID-19), the payment assistance program being provided in year one directly supports policies in the City's Housing Element to conserve affordable housing. §301(a)(1) The predevelopment, development, acquisition, rehabilitation, and preservation of multifamily, residential live-work, rental housing that is affordable to extremely low-,very low-, low-, or moderate-income households, including necessary Operating subsidies. §302(c)(4) Plan Rev. 5/20/20
§302(c)(4)(A) Describe the manner in which allocated funds will be used for eligible activities.

The City of Arvin will utilize year one funding to assist residents impacted by COVID-19 with rental, mortgage, or utility expenses in an effort to prevent eviction or foreclosure, while providing housing stability for those that are currently behind on payments or unable to make current payments. Year two through five funding will be used to assist households with Accessory Dwelling Unit (ADU) repairs to bring them into compliance with local codes and ordinances, in an effort to ensure tenant safety and/or to assist with the cost of constructing a new ADU utilizing plans developed under the City's ADU Program. §302(c)(4)(B) Provide a description of the way the Local government will prioritize investments that increase the supply of housing for households with incomes at or below 60 percent of Area Median Income (AMI).

Both activities proposed by the City will be targeted to those with incomes at or below 60 percent of AMI, and will ensure that 100% of funding in year one is provided to households with incomes below 60% of AMI. Households assisted under the ADU program in years two through five may have incomes up to 120% of AMI; however, occupancy of the ADU must be targeted to households below 60% of AMI in an effort to promote affordability that meets the needs of a growing workforce. Should the property owners household have income of 60% of AMI or below, the ADU may be made available to renters with incomes up to 120% of AMI.

Activities Detail (Activities Detail (Must Make a Selection on Formula Allocation Application worksheet under Eligible Activities, §301)) §301(a)(2) The predevelopment, development, acquisition, rehabilitation, and preservation of Affordable rental and ownership housing, including Accessory Dwelling Units (ADUs), that meets the needs of a growing workforce earning up to 120 percent of AMI, or 150 percent of AMI in high-cost areas. ADUs shall be available for occupancy for a term of no less than 30 days.
§302(c)(4)(E)(ii) Area Median
Income Level Served 60% 80% 60% 80% 60% TOTAL

ADU ADU
Complete the table below for each proposed Affordable Rental and Ownership Housing Activity to be funded with 2019-2023 PLHA allocations. If a single Activity will be assisting households at more than one level of Area Median Income, please list the Activity as many times as needed to capture all of the AMI levels that will be assisted, but only show the percentage of annual funding allocated to the Activity one time (to avoid double counting).

Type of Affordable Housing
Activity ADU ADU ADU ADU ADU ADU
80% 60% 80%
183 §302(c)(4)(E)(ii) Unmet share of
the RHNA at AMI Level 183
§302(c)(4)(E)(i) Provide a description of how allocated funds will be used for each proposed Affordable Rental and Ownership Housing Activity.

Percentage of Funds Allocated for Affordable
Owner-occupied Workforce Housing 0%
Beginning in year two through year five, 100% of funding will be used to support the ADU program. Funds will be provided at zero interest deferred payment loans to homeowners with existing ADU's for repairs or to construct a new ADU. The City will provide pre-approved plans to participants at no cost and financing up to $20,000 per unit for eligible applicants.

Loans provided to homeowners with incomes under 60% of AMI may rent units to tenants with incomes up to 120% of AMI. Homeowners with incomes above 60% of AMI will be required to rent units to households with incomes at or below 60% of AMI. Rent restrictions will be for a term of 10 years, will require affordable rents, and must be occupied for a term of no less than 30 days. Loans will be due upon sale or transfer of title.

Funding Allocation Year 2020 2020 2021 2021 2022 2022 2023 2023 PLHA Page 1 302(c)(4) Plan

5.F.3
Attachment: ARV - PLHA Formula Allocation Application (Reso Authorizing the Application and Adoptiong the PLHA Plan.) §301(a)(6) Assisting persons who are experiencing or At risk of homelessness, including, but not limited to, providing rapid rehousing, rental assistance, supportive/case management services that allow people to obtain and retain housing, operating and capital costs for navigation centers and emergency shelters, and the new construction, rehabilitation, and preservation of permanent and transitional housing.
§302(c)(4)(E)(ii) Projected
Number of Households Served 4 1 3 2 4
100%
20 §302(c)(4)(E)(i) Percentage of
Funds Allocated for Each
Affordable Housing Activity
100% 100% 100%
1 3 2
In year one, the City will finalize unit plans, program policies, legal documents, layout the process, develop an application and marketing materials for the ADU program. A series of community education/marketing events will be scheduled and held to inform the public of the opportunities and process. In year two, the City will take applications on a first come, first serve basis, which will be processed by their Housing Consultant, whom will determine eligibility, review program requirements with applicant, prepare documents for loan approval, and release funding per established policies. Applicants will be required to attend a joint meeting with City building staff and housing consultant to review program requirements prior to loan signing. Initial activity is expected to be slow as community members learn more about the program and become comfortable. The first loan is expected to be approved within the first four months of the funding year, with four additional loans closing by the end of the funding year and five loans closing each year after that. §301(a)(3) Matching portions of funds placed into Local or Regional Housing Trust Funds. 10yrs 10yrs 10yrs
§302(c)(4)(E)(iv) Period of
Affordability for the Proposed
Activity (55 years required for
rental housing projects)
10yrs 10yrs 10yrs 10yrs 10yrs
§302(c)(4)(E)(iii) A description of major steps/actions and a proposed schedule for the implementation and completion of each Affordable Rental and Ownership Housing project.

Year one, 100% of funding will be used to provide financial assistance to households at risk of homelessness or in need of rental assistance, as a direct result of wage loss due to COVID-19. Funding may be made available to households with incomes at or below 60% of AMI to cover back or current rent/mortgage payments and/or utilities up to $3,000 per household or 3 months.

Complete the table below for each proposed Activity to be funded with 2019-2023 PLHA allocations. If a single Activity will be assisting households at more than one level of Area Median Income, please list the Activity as many times as needed to capture all of the AMI levels that will be assisted, but only show the percentage of annual funding allocated to the Activity one time (to avoid double counting).
§302(c)(4)(E)(i) Percentage of
Funds Allocated for the
Proposed Activity
100.00%
Funding Allocation Year 2019
TOTAL §302(c)(4)(E)(ii) Area Median
Income Level Served 60%
§301(a)(4) Matching portions of funds available through the Low- and Moderate-Income Housing Asset Fund pursuant to subdivision (d) of HSC Section 34176. §301(a)(5) Capitalized Reserves for Services connected to the preservation and creation of new permanent supportive housing. §302(c)(4)(E)(i) Provide a description of how allocated funds will be used for the proposed Activity. §302(c)(4)(E)(ii) Unmet share of
the RHNA at AMI Level 183 183
Type of Activity for Persons
Experiencing or At Risk of
Homelessness
Permanent
PLHA Page 2 302(c)(4) Plan

5.F.3
Attachment: ARV - PLHA Formula Allocation Application (Reso Authorizing the Application and Adoptiong the PLHA Plan.) §301(a)(7) Accessibility modifications in Lower-income Owner-occupied housing.

Upon award, the program will be deployed to the public within 30 days. Marketing materials will be prepared and distributed along with a brief application, identifying needed supporting documents. Outreach efforts will be made to Food Banks and other service providers likely to service the target population. Upon receipt of a complete application and supporting documents the City's Housing Consultant will work with the applicant to issue payments directly to Landlords, Mortgage Companies and/or utility companies. For rental assistance, ongoing need will have to be provided prior to issuance of monthly payments. Clients receiving assistance will also receive referral services for financial and housing counseling and/or job training.
40 §302(c)(4)(E)(iv) Period of
Affordability for the Proposed
Activity (55 years required for
rental housing projects)
0 §302(c)(4)(E)(ii) Projected
Number of Households Served 40
§302(c)(4)(E)(iii) A description of major steps/actions and a proposed schedule for the implementation and completion of the Activity. §301(a)(8) Efforts to acquire and rehabilitate foreclosed or vacant homes and apartments. §301(a)(9) Homeownership opportunities, including, but not limited to, down payment assistance. §301(a)(10) Fiscal incentives made by a county to a city within the county to incentivize approval of one or more affordable housing Projects, or matching funds invested by a county in an affordable housing development Project in a city within the county, provided that the city has made an equal or greater investment in the Project. The county fiscal incentives shall be in the form of a grant or low-interest loan to an affordable housing Project. Matching funds investments by both the county and the city also shall be a grant or low-interest deferred loan to the affordable housing Project.

File Name: Plan Adoption
§302(c)(4)(D) Evidence that the Plan was authorized and adopted by resolution by the Local jurisdiction and that the public had an adequate opportunity to review and comment on its content.

Attached and on USB? Yes
PLHA Page 3 302(c)(4) Plan

5.F.3
Attachment: ARV - PLHA Formula Allocation Application (Reso Authorizing the Application and Adoptiong the PLHA Plan.)

CITY OF ARVIN
Staff Report
Meeting Date: December 13, 2022
TO: Arvin City Council
FROM: Christine Viterelli, Grant Writer
Jeff Jones, City Manager / Finance Director
SUBJECT: Approval of the City Council of the City of Arvin Awarding a Professional Services Agreement to QK Inc. for the Development of Concept Plans, Construction Plans, and Bid Documents for Kovacevich Park “Field of Dreams and Baseball Teams” Project.

BACKGROUND:

The City of Arvin was previously awarded funds from a Prop. 68 parks grant administered by the California Department of Parks Natural Resources Agency.

The City of Arvin published a notice inviting bids titled “Request for Proposals (RFP) in the Bakersfield Californian on November 8, 2022 and posted it on the City’s website. The bids were due to the City on November 22, 2022. A total of one bid was received from QK Engineering for $122,692. The bid met the RFP requirements and was determined to be complete and responsive.

Staff determined that it would be appropriate to award an agreement to QK Inc. for its bid of $122,692. The project has pre-construction grant funds secured in the grant budget to cover the project development and pre-construction costs.

STAFF RECOMMENDATION:

Staff recommends approval and award of a professional services contract to QK Inc.

FINANCIAL IMPACT:

No fiscal impact; the project is fully funded by a grant.

ATTACHMENTS:

Bid from QK Inc.

Draft Professional Services Agreement

5.G.1
Attachment: Staff Report Awarding PSA to QK Inc. (Reso to Award PSA to QK for Kovacevich Park Project)

Page 1 of 2 ends

Reso to Award PSA to QK Inc. for Dev. of Plans and Bid Docs for Kovacevich Park Field of Dreams Project.

RESOLUTION NO. __________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARVIN
AWARDING A PROFESSIONAL SERVICES AGREEMENT TO QK, INC.

FOR THE DEVELOPMENT OF CONCEPT PLANS, CONSTRUCTION

PLANS, AND BID DOCUMENTS FOR THE KOVACEVICH PARK
“FIELD OF DREAMS AND BASEBALL TEAMS” PROJECT
WHEREAS, the City of Arvin was awarded a grant from a Proposition 68 parks grant administered by the California Department of Parks Natural Resources Agency; and WHEREAS, the City of Arvin desires to enter a contract for a professional services agreement for the development of concept plans, construction plans, and bid documents for the Kovacevich Park “Field of Dreams and Baseball Teams” project to implement the awarded project; and
WHEREAS, the project was placed on the City of Arvin’s website and advertised for bid on November 8, 2022, in the Bakersfield Californian; and bids were opened at Arvin City Hall on November 22, 2022, with a total of one bid received; and WHEREAS, the City received one bid for professional services, with the total bid amounts as follows:

Company Bid Amount
QK Inc. $ 122,692

; and
WHEREAS, the City has determined that the grant funding is sufficient to fund the entirety of the project by the lowest responsible, responsive qualified bidder; and WHEREAS, the General Provisions of the Bid Instructions provide in relevant part:
“The award of the contract, if made by the City, will be to the lowest responsible and qualified bidder. If alternate bids are called for, the contract shall be awarded to the lowest responsible, responsive bidder on the base bid.;” and
WHEREAS, the City has reviewed the bid and determined QK Inc. to be the lowest responsive, responsible bidder based on all specifications, qualifications, and level of experience reflected in the bid;
NOW, THEREFORE, BE IT RESOLVED THAT: The City Council of the City of Arvin does hereby resolve:

Section 1: The City Council of the City of Arvin does hereby accept the bid received, award the bid to QK Inc., and authorizes the City Manager to execute an agreement with QK, Inc. for $122,692.00 subject to the City Attorney’s review and approval as to form of the agreement documents.

5.G.2
Attachment: Resolution Awarding PSA to QK for Kovacevich Park (Reso to Award PSA to QK for Kovacevich Park Project)

Page 2 of 2 ends

Reso to Award PSA to QK Inc. for Dev. of Plans and Bid Docs for Kovacevich Park Field of Dreams Project.

AYES:

NOES:

ABSTAIN:

ABSENT:

ATTEST
CECILIA VELA, City Clerk

CITY OF ARVIN
By:

OLIVIA TRUJILLO, Mayor
APPROVED AS TO FORM:

By:

NATHAN HODGES, City Attorney
Hodges Law Group
Exhibit A: Bid from QK Inc.

Exhibit B: Draft Professional Services Contract
I, ______________________________, City Clerk of the City of Arvin, California, DO HEREBY CERTIFY that the foregoing is a true and accurate copy of the Resolution passed and adopted by the City Council of the City of Arvin on the date and by the vote indicated herein.

5.G.2
Attachment: Resolution Awarding PSA to QK for Kovacevich Park (Reso to Award PSA to QK for Kovacevich Park Project)

PROPOSAL
Kovacevich Park Field of Dreams and Baseball Teams Project Development of Concept Plans, Construction Plans, and Bid Documents

CITY OF ARVIN
QKinc.com | (661) 616-2600

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) RFP - Professional Services - Development of Plans and Bid Docs for K. Park Field of Dreams & Baseball Teams Project - City of Arvin, CA

Page 8 of 23 ends

Attachment A

COVER PAGE
Legal Name of Firm (including entity type, e.g. “a California corporation”): ________________ _____________________________________________________________________________ Address: _____________________________________________________________________ Telephone no. ( ) ________________Toll Free Telephone no. ( ) ___________________ Primary representative/manager/partner-in-charge
Name: _______________________________
Title: ________________________________
Telephone no. ( ) ____________________
E-mail: ______________________________
Primary Contact for this RFP if different from above
Name: _______________________________
Title: ________________________________
Telephone no. ( ) ____________________
E-mail: ______________________________
The representations made herein are made under penalty of perjury.

ATTESTED ON THIS THE_______ DAY OF ____________ 2022
______________________________
Signature of Authorized Proposer
______________________________
Title of Proposer
Jeff Cowart, PE
5080 California Avenue, Suite 220 | Bakersfield, CA 93309 616-2600 955-7599
616-2600
[email protected]
Cathy Williams, PE, QSD/QSP, ENV SP
616-2600
[email protected]
21st November
VP of Municipal Services & Quality Control | Principal-in-Charge | Principal Engineer Quad Knopf, Inc., dba QK, a California Corporation
661 800
VP of Municipal Services & Quality Control | Principal-in-Charge | Principal Engineer 661
Branch Manager - Bakersfield/Senior Engineer
661

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) Engineering | Land Surveying | Planning | Environmental | Landscape Architecture | Construction Management QKinc.com 5080 California Avenue, Suite 220 | Bakersfield, California 93309 | (661) 616-2600 November 22, 2022
City of Arvin
Attn. City Clerk
200 Campus Drive
Arvin, CA 93203
Subject: RFP - Development Plans for Kovacevich Park Field of Dreams and Baseball Teams Project The City of Arvin’s Kovacevich Park Field of Dreams and Baseball Teams Project will elevate outdoor recreation and encourage healthy, active lifestyles for its 21,000 residents. This $1.9 million project includes rehabilitating the park’s baseball fields, tee-ball field, basketball court, play area, parking, amenities, and landscaping as specified in the City’s 2022 California Department of Parks and Recreation 2018 Parks Bond Act Grant application. QK developed this proposal for concept plan, construction plan, and bid document development based on our extensive conversations with City staff regarding their scope and vision for this project. We offer the City a unique understanding of the project objectives and desired outcomes.

Community-Focused Approach
With over 70 projects for the City under our belt, QK understands what the City expects for deliverables, quality, and timeliness. Past work for the City includes the Garden in the Sun Park, the Smothermon Spray Park, and the DiGiorgio Park sidewalk design. The successes and challenges of these projects will inform our approach to the Kovacevich Park project. The Garden in the Sun and DiGiorgio projects specifically showed how critical community involvement is in successful projects for the City. The community was actively involved in developing the Garden in the Sun murals and community festival space. The community workshops held for the DiGiorgio project informed the park’s layout and features. We will leverage community involvement in similar ways to design Kovacevich Park.

Recreation for All
A common theme arising from years of park and outdoor recreation design work is how vital these spaces are for community health. This concept extends to differently-abled community members, so our designs consider various accessibility solutions, including accessible parking, play structures, and gathering spaces. QK works with multiple cities to renovate parks to provide new or refurbished recreational equipment that accommodates users of all abilities. Accessibility for all is a critical component of our proposed scope and will be top-ofmind throughout the design process.

Cohesive Strategy
The City of Arvin has a strong community and a vision for how Kovacevich Park will be a fixture in many people’s health and recreation.

QK can help your team leverage community input to knit the various components into an accessible, functional, and aesthetically pleasing design. We value our relationship with the City and look forward to working with your team on this project.

Sincerely,
Cathy Williams, PE, QSD/QSP, ENV SP
Branch Manager - Bakersfield/Senior Engineer
Amber Aguayo

CFO/COO
P220620

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) (800) 955-7599 | QKinc.com 4

CITY OF ARVIN
Development of Concept Plans, Construction Plans, and Bid Documents Professional Services for Kovacevich Park Field of Dreams and Baseball Teams Project City of Arvin
Attn: City Clerk
200 Campus Drive
Arvin, CA 93203
(661) 854-3134
Proposal
November 22, 2022
P220620
© Copyright by Quad Knopf, Inc. dba QK
Unauthorized use prohibited
5080 California Avenue, Suite 220
Bakersfield, CA 93309
(661) 616-2600

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) (800) 955-7599 | QKinc.com 5
Table of Contents
Proposal Narrative................................................................................................................. 6 Qualifications.............................................................................................................................................................6 At-a-Glance ................................................................................................................................................................6 Logistical Information ...........................................................................................................................................11 Kovacevich Park Approach...................................................................................................................................11 Schedule...................................................................................................................................................................15 Budget ......................................................................................................................................................................15 Conflict of Interest .............................................................................................................. 16 W9 Form ............................................................................................................................. 17 Attachment C...................................................................................................................... 23 Non-Collusion Affidavit..........................................................................................................................................23 Appendix A | Exhibit............................................................................................................. 24 Appendix B | Rate Schedule ................................................................................................. 25 Appendix C | Project Budget................................................................................................. 26

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) (800) 955-7599 | QKinc.com 6
Background
Since 1972, QK has successfully partnered with cities, counties, state agencies, and other public agencies, to leverage our talents and services to develop efficient solutions that have lasting positive impacts. These efforts result in the establishment of sustainable communities that offer a better quality of life.

History
Proposal Narrative
Qualifications
At-a-Glance
85 Park Projects since
2012
70+
Recent Local Projects
15+
Years Working with
the City of Arvin
1972
Quad Consultants founded
1976
Knopf Engineering
Founded
Quad Consultants &
Knopf Engineering merge
to form Quad Knopf, Inc.
1998
2016
Quad Knopf, Inc.
rebrands to QK
139 QKers provide
a holistic suite of
consulting services
Today
139 Employees
6 Central Valley offices
8 Market sectors served
Suite of Services Team & Locations
Advanced Unmanned Aerial
System (UAS) Mapping
ü
Labor Compliance
Biological Resources Land Surveying
Civil Engineering Land Use Planning
Construction Management Landscape Architecture
Environmental Permitting &
Planning Urban Design
Geographic Information
Systems (GIS) Utility Coordination

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) (800) 955-7599 | QKinc.com 7
Team Experience & Contact Information
Jeff Cowart, PE
VP of Municipal Services & Quality Control | Principal-in-Charge | Principal Engineer Jeff’s interest in engineering began in his childhood, helping repair equipment and build structures on his family farm. He is a Central Valley native and cares deeply about giving back to the area’s communities. Jeff joined QK after spending 12 years as an engineer for the City of Visalia. As Principal-in-Charge, Jeff will provide QK’s project team with the resources they need to achieve the City’s vision. He maintains a holistic view of the project outside the daily tasks, which keeps project objectives at the forefront of QK’s work.

LICENSES EDUCATION
Professional Engineer - Civil
California, No. 41964
B.S. Civil Engineering
California Polytechnic State University, San Luis Obispo

PARK DESIGN EXPERIENCE CONTACT INFO
DiGiorgio Park Sidewalk Design
City of Arvin
Larry Morris Park Design
City of Delano
Farmersville Community Park Sequoia Gateway
City of Farmersville
DiGiorgio Action Park
City of Arvin
(661) 616-2600
[email protected]
Cathy Williams, PE, QSD/QSP, ENV SP
Branch Manager - Bakersfield | Project Manager | Senior Engineer Cathy offers a two-decade strong understanding of public and private civil engineering design methods. She specializes in grading, traffic improvements, drainage, and sewer design. Her responsibilities include client and agency coordination, civil engineering design, and supervision of project design. As Project Manager for the Kovacevich Park, Cathy will allocate resources, oversee deliverables, and contribute design expertise.

LICENSES & REGISTRATIONS EDUCATION
Professional Engineer - Civil
California, No. 75489
Envision Sustainability Professional
Institute for Sustainable Infrastructure
Qualified SWPPP Developer | Qualified SWPPP
Practitioner
California Stormwater Quality Association, No. 22393
B.S. Civil Engineering
San Diego State University

PARK DESIGN EXPERIENCE CONTACT INFO
Veneto Park Design
City of Delano
MLK Park Extension Design
City of Delano
Garden in the Sun Park Capital Improvements
City of Arvin
Belle Terrace Park Improvements
Kern County
(661) 616-2600
[email protected]
Brandon Walker, PLS
Senior Surveyor
Brandon began surveying as a teenager helping his father in the field. After ten years of surveying, he pursued a business degree to enhance his understanding of the design and construction industry. He embraces all types of survey projects but particularly enjoys the “treasure hunt” feeling of boundary surveys, where he digs through history to find answers. At QK, he is critical in construction staking, calculations, and quality assurance. He commands a strong understanding of what contractors need and works proactively to develop solutions.

LICENSES EDUCATION
Professional Land Surveyor
California, No. 8832
B.S. Business Administration
Universit of Phoenix

PARK DESIGN EXPERIENCE CONTACT INFO
Garden in the Sun Park Capital Improvements
City of Arvin
DiGiorgio Action Park
City of Arvin
Smothermon Spray Park (Phase II)
City of Arvin
MLK Park Extension Design
City of Delano
(661) 616-2600
[email protected]

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) (800) 955-7599 | QKinc.com 8
Kristie Achee, PLS
Senior Surveyor
Kristie grew up tagging along with her civil engineer father, who moonlighted as a land surveyor. She pursued a degree in civil engineering and, upon graduating, began providing seismic activity surveying at a nuclear power plant. Her skills allowed the plant to transition from a quarterly to a per-event monitoring system, saving valuable time and resources for the organization. Today, Kristie enjoys complex, multi-faceted projects, allowing her to wield her dual engineering and surveying skills.

LICENSES EDUCATION
Professional Land Surveyor
California, No. 8189, Mississippi, No. 2950,
Louisiana, No 4895
Engineer-in-Training
Mississippi, No. 5510
B.S. Civil Engineering
Mississippi State University
Coursework: Land Surveying
Louisiana State University

PARK DESIGN EXPERIENCE CONTACT INFO
Garden in the Sun Park Capital Improvements
City of Arvin
DiGiorgio Action Park
City of Arvin
Smothermon Spray Park (Phase II)
City of Arvin
Belle Terrace Park Improvements
Kern County
(661) 616-2600
[email protected]
Rebekah Godett, PE
Project Engineer
Rebekah is a highly talented engineer with over a decade of experience. She is exceptionally proficient in drafting and designing road, water, sewer, and storm drain improvements for public works projects. Rebekah is also one of QK’s go-to technical staff for dust control plans for public and private works projects.

LICENSES EDUCATION
Professional Engineer - Civil
California, No. 82485
B.S. Civil Engineering
California Polytechnic State University, San Luis Obispo

PARK DESIGN EXPERIENCE CONTACT INFO
Garden in the Sun Park Capital Improvements
City of Arvin
DiGiorgio Action Park
City of Arvin
Smothermon Spray Park (Phase II)
City of Arvin
Belle Terrace Park Improvements
Kern County
(661) 616-2600
[email protected]
John McGee, LLA
Senior Landscape Architect
John designs welcoming outdoor spaces that put people at ease and allow them to interact with nature and each other. He combines modern and classical aesthetics he studied in Italy with municipal requirements and his clients’ visions. John’s favorite aspect of his work is collaborating with stakeholders to design spaces that meet functional and design needs, especially in projects that beautify communities.

LICENSES & REGISTRATIONS EDUCATION
Licensed Landscape Architect
California, No. 4454
Council of Landscape Architectural Registration
Board
Board, No. 5915
B.S. Landscape Architecture
California State Polytechnic University, Pomona

PARK DESIGN EXPERIENCE CONTACT INFO
Woodward Park Tot Lots Improvements
City of Fresno
Shafter Community Park
Shafter Recreation & Park District
Comprehensive Parks and Recreation Master Plan
City of Los Banos
McFarland Community Garden & Trail Project
City of McFarland
(661) 616-2600
[email protected]

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) (800) 955-7599 | QKinc.com 9
Tony Ignacio, LLA, LEED AP (BD+C)
Senior Landscape Architect
Tony is a national award-winning landscape architect with 14+ years of innovative landscape design and planning experience. His portfolio includes residential, parks & recreation, transit, education, and sustainable design projects. Tony strives for striking visual impact with functional undertones in his designs, which enhance the surrounding spaces and facilities.

LICENSES EDUCATION
Licensed Landscape Architect
California, No. 4454
LEED Accredited Professional, Building Design & Construction U.S. Green Building Council, No. 10659427
Master of Landscape Architecture
California State Polytechnic University, Pomona
MPA/MSES Environmental Systems Analysis & Modeling
Indiana University School of Public and Environmental Affairs

PARK DESIGN EXPERIENCE CONTACT INFO
Sky Park Tot Lot Replacement
City of Scotts Valley
Roeding Park Tot Lots
City of Fresno
MLK Park Extension Design
City of Delano
Al Radka Park Irrigation System Evaluation
City of Fresno
(661) 616-2600
[email protected]
Greg Thompson, PE, CASp
Senior Construction Manager
Greg offers the City 35 years of building technology and more than 20 years of municipal experience. He currently serves as District Engineer for the Goshen Community Services District, and he focuses on working directly and extensively with his clients to truly understand their project objectives and vision. As a Certified Access Specialist, Greg will assist the City with adherence to State and Federal accessibility standards.

LICENSES & REGISTRATIONS EDUCATION
Professional Engineer - Civil
California, No. 63219
California Certified Access Specialist
California, No. CASp-800
M.S. Construction Engineering Management
University of British Columbia
B.S. Civil Engineering
University of Waterloo

PARK DESIGN EXPERIENCE CONTACT INFO
DiGiorgio Action Park
City of Arvin
Smothermon Spray Park
City of Arvin
Garden in the SunPark
City of Arvin
McFarland Community Garden & Trail Project
City of McFarland
(661) 616-2600
[email protected]

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) (800) 955-7599 | QKinc.com 10
Similar Project Experience
Park Design for Cities
City of Arvin
City of Delano
City of Farmersville
City of Fresno
City of Hanford
City of Lemoore
City of Los Banos
City of Scotts Valley
City of Tulare
City of Visalia
Highlighted Projects
Roeding Park Dog Park Relocation & Tot Lot Improvements Fresno, CA
July 2021 - Ongoing
Proposed Cost: $44,300.00
Actual Cost: N/A (Ongoing)
Craig Ricci, Capital Development Specialist
City of Fresno, Facilities Management
Devision, Public Works Department
(559) 621-8650
Civil Engineering Part 7 Biological Pre-Construction Clearance Survey QK’s design for this new dog park is larger than its predecessor and our team built consideration for future High Speed Rail right-of-way acquisition expected in the next two years. QK also provided engineering design and construction support for improvements to the Pine Grove and Maple Grove Tot Lots. This consisted of replacing all existing playground equipment, installing shade structures, replacing benches, replacing trash receptacles, reviewing ADA compliance, and reconditioning rock wall equipment. Our team provided three play structure options, allowing the City to choose.

Farmersville Community Park Phases I - III
Farmersville, CA
April 2021 - Ongoing
Proposed Cost: $133,709.00
Actual Cost: N/A (Ongoing)
Jennifer Gomez, City Manager
City of Farmersville
(559) 747-0458
Civil Engineering Construction Management
Phase 3, The Sequoia Gateway Project, is the next phase of a large park development that the City of Farmersville has worked on with various funding partners for the past decade.

In 2015, the City delivered Phase 1 (Sports Park), of the overall plan on the southern portion of the current project location. In 2018, the City expanded the park northward to the perimeter of the remaining undeveloped lot, with the installation of walking trails, site grading, and landscape and irrigation. QK provided construction management for Phases 1 and 2 park, delivering the project on time and under budget. The current phase (3) includes installation of children’s play area with play equipment, two covered picnic areas, and open amphitheater with covered stage, walkways and landscaping.

Park View, River View, Valley View, and Art of Life Tot Lots at Woodward Park Fresno, CA
May 2022 - Ongoing
Proposed Cost: $45,100.00
Actual Cost: N/A (Ongoing)
Tim Groh, Project Manager
City of Fresno, Site Development Division,
Public Works Department
(559) 621-8686
Civil Engineering Topographic Survey
This project consists of much-needed improvements and repairs to four Tot Lots at Woodward Park. The City’s desired scope included pressure washing and repainting existing play equipment, replacing missing and broken playground equipment, and reviewing ADA compliance resulting in recommendations/design for ADA requirements.

The tot lots feature play structures, rock climbing walls, and general ADA-compliant areas for residents to enjoy. QK provided a conceptual design, improvement plans, cost estimate, specifications, bidding, and construction support for the improvements.

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Logistical Information
License, Affiliations, & Associations
Insurance
QK reviewed the City’s insurance requirements for our role on this project and is adequately insured against fraud, errors, and omissions.

Disciplinary Action Status
Quad Knopf (dba QK) has no ongoing disciplinary actions.

Kovacevich Park Approach
Improvements
The following are the improvements and services included in our proposed scope of work based on our project understanding:

BASEBALL FIELDS
• Remove outer bleachers and renovate with batting cage with canopy - 2 total
• Remove the backstop, dugouts, and main bleachers
• Renovate and replace structures with shade canopies
• Remove and replace 3-foot and 6-foot field fence with new fence and mow strip
- 550 LF of a 3-foot fence
- 160 LF of a 6-foot fence
• Renovate and replace four existing stadium light standards with LED standard

TEE-BALL FIELDS
• Remove the backstop, dugouts, and bleachers
• Replace and construct new structures with canopies
• Renovate and replace the 3-foot fence around the Tee-ball field with a new fence and mow strip (550 LF)
• Construct new LED stadium light (non-solar) (3 total)

PLAYGROUND AREA
• Remove play structure, surface, and subsurface
- Cesar Chavez Conservation Corps can assist with the
demolition and recycling of playground materials
• Construct a new surface
• Construct two new play area structures for children 2-12 years of age with ADA access with shade structures using equipment purchased by the City from Dave Bang Group

BASKETBALL COURT
• Renovate and resurface the existing basketball court and re-stripe
• Remove and replace backboards and poles
• Install new benches and trash cans around

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PARK AMENITIES
• Renovate and connect two bathrooms to the potable water system
• Renovate two existing bathrooms: fixtures and lights
• Remove and renovate existing picnic tables, benches, and trash cans throughout the park
• Remove the perimeter fence
• Construct solar walking path lights (13 total)
• Connect to the water main downstream of the meter
• Construct a new PVC water line (1,400 LF total)
• Construct new water fountains plumbed to the potable water system (6 total)
• Construct new decorative bollards spaced every 10 feet and steel chain

PARKING LOT
• Construct new 45-degree parking stalls with wheel
stops (55 total)
• Construct new 90-degree parking stalls with wheel stops (7 total)
• Construct new 40,500 SF asphalt pavement 3” AC/5” AB

TOPOGRAPHIC SITE SURVEY
• Survey the park site
Approach
Our first step in the Kovacevich Park project will be designing a park concept plan to review with City staff. Once finalized, we will begin the Construction Document (CD) phase by preparing the required documents, including the demolition, landscape, irrigation, site dimension, site grading, play equipment, and electrical and lighting plans, details, and specifications.

TASK 1.0 TOPOGRAPHIC SURVEY
Assigned Personnel
• Brandon Walker • Kristie Achee
Approach
QK’s topographic survey will consist of all necessary details to establish the existing park features’ footprint. We will use GPS terrestrial survey technologies to survey the area outlined in the exhibit on page 19. We will reference stations providing elevation data in NAVD88, and provide comparisons to local or County data if appropriate.
• Spot elevations to determine contours
• Pavement grades of ADA parking and ten (10) surrounding feet
• All above-ground features, including fences, buildings, power poles, signs, and visible above-ground utilities within the outlined area
• Trees (noting diameter at breast height) and drip line for trees that have canopy within the specified survey area
• Post-process and analyze field data for accuracy and
completeness
• Import topographic data into AutoCAD and reduce it to a readable, 40-scale CAD drawing
• Create a surface to show contours
• Quality Assurance/Quality Management (QAQC) file review by a Professional Land Surveyor (PLS)
Deliverables
• Topographic survey, including points, planimetric data, and surface information in AutoCAD Civil 3D 2020 format
• One (1) PDF file of the survey at 1” = 40’ scale

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TASK 2.0 PRELIMINARY DESIGN PLAN/CONCEPT (30% COMPLETION) Assigned Personnel
• Cathy Williams
• Tony Ignacio
• John McGee
Approach
QK’s concept plan will show the park’s layout, including the loop walking path, play structure, basketball court, exercise stations, picnic tables, benches, and open turf play area. QK will meet with City staff to review and adjust the concept as needed before moving on to the construction drawings.

Deliverables
• One (1) meeting with City staff and accompanying notes • One (1) conceptual design plan in PDF format
• One (1) Preliminary cost estimate in PDF format
TASK 3.0 CONSTRUCTION PLANS, SPECIFICATIONS, & ESTIMATES (95% & 100% COMPLETION) Assigned Personnel
• Jeff Cowart
• Rebekah Godett
• John McGee
• Cathy Williams
• Greg Thompson
• Tony Ignacio
Approach
QK will prepare Construction Plans, Specifications, and Estimates (PS&E) for bidding. Based on the approved conceptual design and construction budget, QK will prepare complete construction documents per local and State codes, standards, and
specifications. QK plans to provide the construction documents for City review at the 95% and 100% stages. Our subsequent submittals will address comments from the previous submittal, and we will provide the previous markup.

QK will provide PS&E for bidding and construction documents for City review at the 95% and 100% stages. QK will submit a draft set of plans and specifications that include the following to City staff for review and comment:
• Title sheet and general notes
• Demolition plans
• Grading and drainage plans
• Parking plans
• Landscape and irrigation plans
• Site improvement plans
• Lighting and electrical plans
Subtask 3.1 Landscape & Irrigation Plans
QK will provide construction-level design for the park’s landscape and irrigation. Our design will combine turf with low-water-use planting to meet the Model Water Efficient Landscape Ordinance (MWELO) requirements. QK’s design will also include the play equipment, the exercise area, the basketball court, benches, and picnic tables. We will also include details and specifications to build the park in the set.

Deliverables
• One (1) 24”x36” PDF of the 95% complete PS&E documents for City review and comment
• One (1) meeting to review and discuss the 95% PS&E
submittal
• One (1) revision of the PS&E documents based on the City’s review and comments
• One (1), 24”x36” set of 100% complete final PS&E documents • Submit one (1) original signed set of PS&E documents for reproduction by the City
Subtask 3.2 Site Improvement Plans
Our improvement plans will describe the project’s site plan elements, including play equipment, safety surfacing for play, baseball field improvements, benches, tables, exercise equipment, loop trail, and concrete type and colors. The design will include details and specifications as required to build the project.

QK will also prepare a dimension/horizontal control plan to locate features within the project boundaries. This plan will also provide enough information for ADA compliance review.

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Subtask 3.3 Civil Engineering Plans
QK will provide grading and drainage plans per the City of Arvin’s standards. As a local leader in civil engineering services, the City can feel comfortable with our level of experience in all critical subdisciplines.

Deliverables
• One (1) 24”x36” PDF of the 95% complete PS&E documents for City review and comment
• One (1) revision of the PS&E documents based on comments from the City review
• One (1), 24”x36” set of the 100% complete final PS&E
documents
• Submit one (1) original signed set of PS&E documents for reproduction by the City
Subtask 3.4 CASp Review
As a firm believer in accessibility for all in recreation and community-gathering spaces, QK has significant experience providing CASp reviews to assess ADA compliance. QK will perform two CASp reviews of the project civil plans for compliance with ADA requirements under the CBC for Kovacevich Park.

We will coordinate with the City to discuss any comments or recommendations resulting from our reviews. Our primary focus will be basic compliance, but if we identify opportunities for additional accessibility within the project’s scope and budget, we will present them to the City.

Upon completing our reviews and discussion with the City, we will provide a letter from the CASp reviewer.

Deliverable
• CASp Review Letter in PDF format
Subtask 3.5 Electrical & Lighting Plans
Under contract with QK, Rose, Sing, Eastham & Associates (RSE) will provide electrical design documents to support the Kovacevich Park renovations per City of Arvin standards. RSE will approach the design with the City’s accessibility, space use, and aesthetic objectives in mind. Their team will combine the City’s criteria with their in-house technical expertise that produces systems that meet the project’s specific requirements.

RSE will conduct two site visits related to their scope. They will provide an electrical site, sports lighting, and restroom lighting/ power design. They will also develop Title 24 energy compliance documents and other items as listed in the Scope of Work section of this proposal. This task includes:
• Electrical site design
• Sports lighting for the baseball fields (Little League level of play)
• Restroom lighting/power design
• Energy compliance documents (Title 24)
• 95% and 100% design packages
• Calculations
• Working drawings
• Specifications
• Submittal review
Deliverables
• Energy compliance documents (Title 24)
• One (1) 24”x36” PDF of the 95% complete PS&E documents for the City’s review and comment
• Revise PS&E documents based on the City’s review and
comments
• One (1) 24”x36” set of 100% complete final PS&E documents • Submit one (1) original signed set of PS&E documents for reproduction by the City
TASK 4.0 BIDDING SUPPORT
Assigned Personnel
• Rebekah Godett
• Tony Ignacio
• John McGee
Approach
QK will prepare the technical specifications for the park project and develop a bid list for inclusion in the bid documents. We expect that the City will provide the most current editions of its front-end documentation, including, but not limited to, Notice to Contractors, Information for Bidders, bidding documents, General Provisions, and agreements. Once received, our team will incorporate these items into a complete set of bid documents for the City to use in advertising the project for bid and in an opinion of probable construction cost (OPCC). QK will assist the City during bidding by:
• Conducting a virtual pre-bid meeting
• Reviewing and responding to questions and RFIs submitted by contractors

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Schedule
QK will provide the above services in 90 business days. The schedule does not include time for City’s reviews.

Task No. Description Duration (Business Days)

1.0 Topographic Survey 3 Days

2.0 Conceptual Design (30% Completion) 10 Days

3.0 Construction Plans, Specifications & Estimates (95% & 100% Completion) 45 Days

4.0 Bidding Support 60 Days

5.0 Construction Support (Optional Service) 5 Days
Total Duration 90 Days
Budget
Please refer to Appendix C for QK’s full work breakdown schedule.

Notes

1. Direct expenses for reproduction, mailing, mileage, etc., are billed per our attached Charge Rate Schedule.

2. Tasks billed by fixed fees will be invoiced monthly based on the percentage of work completed.

3. Additional Services requested in writing and approved by the client will be provided on a time-and-materials basis.

4. Fees for field surveying activities are subject to the payment of Prevailing Wages for Kern County.

Exclusions & Assumptions
• QK assumes that the City will provide as-built drawings of the existing park and parking area.
• Minimal meetings and coordination are planned. Any
additional meetings and site visits can be held for $400 per meeting.
• The topographic survey will need to be completed before starting Task 2.0.
• The State of California Prevailing Wage Rate will be used to complete the Topographic Survey task.
• Subsurface utilities are excluded.
• Utility research and coordination are excluded.
• Geotechnical report is excluded.
• Site renderings and 3-D drawings are excluded.
• As-built drawings are excluded.
• City will respond to comments within two (2) weeks of submittals.
• Engineering Support during Construction is not included but will be performed upon request on a T&M basis.

Issuing addenda as necessary QK will assist the City during the bidding process by:
• Conducting a virtual pre-bid meeting
• Reviewing and responding to questions and RFI’s submitted by contractors
• Issuing addenda as necessary
• For estimating purposes, QK included three (3) RFIs and one (1) addendum in this scope.

Deliverable
• One (1) 24”x36” PDF of the Bid Document Package
TASK 5.0 CONSTRUCTION SUPPORT (OPTIONAL SERVICE)
Assigned Personnel
• Cathy Williams
• John McGee
• Rebekah Godett
• Tony Ignacio
Approach
QK can provide construction support as an optional additional service to the City on this park project. Our proposal assumes that the City will lead all Construction Management responsibilities.

For estimating purposes, QK included six (6) contractor submittal reviews and one (1) final site visit in this scope. QK’s services will include the following:
• Attend the pre-construction meeting
• Review and respond to contractor submittals
• Coordinate with the contractor during construction through progress photos, e-mails, and phone calls

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Conflict of Interest
QK has no potential or known conflict of interest regarding this RFP or the City of Arvin

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Form W-9
(Rev. October 2018)
Department of the Treasury
Internal Revenue Service
Request for Taxpayer
Identification Number and Certification
a Go to www.irs.gov/FormW9 for instructions and the latest information.

Give Form to the
requester. Do not
send to the IRS.

Print or type.

See Specific Instructions on page 3.
1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank. 2 Business name/disregarded entity name, if different from above 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes.

Individual/sole proprietor or
single-member LLC
C Corporation S Corporation Partnership Trust/estate
Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) a Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that is disregarded from the owner should check the appropriate box for the tax classification of its owner.

Other (see instructions) a
4 Exemptions (codes apply only to
certain entities, not individuals; see
instructions on page 3):

Exempt payee code (if any)
Exemption from FATCA reporting
code (if any)
(Applies to accounts maintained outside the U.S.)
5 Address (number, street, and apt. or suite no.) See instructions. 6 City, state, and ZIP code
Requester’s name and address (optional)
7 List account number(s) here (optional)
Part I Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter.

Social security number
––
or
Employer identification number
–
Part II Certification
Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholdin6g because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

Sign
Here Signature of
U.S. person a Date a
General Instructions
Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

Purpose of Form
An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. • Form 1099-INT (interest earned or paid)
• Form 1099-DIV (dividends, including those from stocks or mutual funds)
• Form 1099-MISC (various types of income, prizes, awards, or gross proceeds)
• Form 1099-B (stock or mutual fund sales and certain other transactions by brokers)
• Form 1099-S (proceeds from real estate transactions)
• Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition)
• Form 1099-C (canceled debt)
• Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN.

If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later.

Cat. No. 10231X Form W-9 (Rev. 10-2018)
Quad Knopf, Inc.
dba QK
PO Box 3699
Visalia CA 93278
Janel Freeman Digitally signed by Janel Freeman
Date: 2022.03.15 14:38:41 -07'00' 03/15/2022
9 4 2 2 2 8 4 7 2

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Form W-9 (Rev. 10-2018) Page 2
By signing the filled-out form, you:

1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued),

2. Certify that you are not subject to backup withholding, or

3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income, and

4. Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting, is correct. See What is FATCA reporting, later, for further information.

Note: If you are a U.S. person and a requester gives you a form other than Form W-9 to request your TIN, you must use the requester’s form if it is substantially similar to this Form W-9.

Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are:
• An individual who is a U.S. citizen or U.S. resident alien; • A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States; • An estate (other than a foreign estate); or
• A domestic trust (as defined in Regulations section 301.7701-7).

Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax under section 1446 on any foreign partners’ share of effectively connected taxable income from such business. Further, in certain cases where a Form W-9 has not been received, the rules under section 1446 require a partnership to presume that a partner is a foreign person, and pay the section 1446 withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid section 1446 withholding on your share of partnership income.

In the cases below, the following person must give Form W-9 to the partnership for purposes of establishing its U.S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States.
• In the case of a disregarded entity with a U.S. owner, the U.S. owner of the disregarded entity and not the entity;
• In the case of a grantor trust with a U.S. grantor or other U.S. owner, generally, the U.S. grantor or other U.S. owner of the grantor trust and not the trust; and
• In the case of a U.S. trust (other than a grantor trust), the U.S. trust (other than a grantor trust) and not the beneficiaries of the trust.

Foreign person. If you are a foreign person or the U.S. branch of a foreign bank that has elected to be treated as a U.S. person, do not use Form W-9. Instead, use the appropriate Form W-8 or Form 8233 (see Pub. 515, Withholding of Tax on Nonresident Aliens and Foreign Entities).

Nonresident alien who becomes a resident alien. Generally, only a nonresident alien individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on certain types of income. However, most tax treaties contain a provision known as a “saving clause.” Exceptions specified in the saving clause may permit an exemption from tax to continue for certain types of income even after the payee has otherwise become a U.S. resident alien for tax purposes.

If you are a U.S. resident alien who is relying on an exception contained in the saving clause of a tax treaty to claim an exemption from U.S. tax on certain types of income, you must attach a statement to Form W-9 that specifies the following five items.

1. The treaty country. Generally, this must be the same treaty under which you claimed exemption from tax as a nonresident alien.

2. The treaty article addressing the income.

3. The article number (or location) in the tax treaty that contains the saving clause and its exceptions.

4. The type and amount of income that qualifies for the exemption from tax.

5. Sufficient facts to justify the exemption from tax under the terms of the treaty article.

Example. Article 20 of the U.S.-China income tax treaty allows an exemption from tax for scholarship income received by a Chinese student temporarily present in the United States. Under U.S. law, this student will become a resident alien for tax purposes if his or her stay in the United States exceeds 5 calendar years. However, paragraph 2 of the first Protocol to the U.S.-China treaty (dated April 30, 1984) allows the provisions of Article 20 to continue to apply even after the Chinese student becomes a resident alien of the United States. A Chinese student who qualifies for this exception (under paragraph 2 of the first protocol) and is relying on this exception to claim an exemption from tax on his or her scholarship or fellowship income would attach to Form W-9 a statement that includes the information described above to support that exemption.

If you are a nonresident alien or a foreign entity, give the requester the appropriate completed Form W-8 or Form 8233.

Backup Withholding
What is backup withholding? Persons making certain payments to you must under certain conditions withhold and pay to the IRS 24% of such payments. This is called “backup withholding.” Payments that may be subject to backup withholding include interest, tax-exempt interest, dividends, broker and barter exchange transactions, rents, royalties, nonemployee pay, payments made in settlement of payment card and third party network transactions, and certain payments from fishing boat operators. Real estate transactions are not subject to backup withholding.

You will not be subject to backup withholding on payments you receive if you give the requester your correct TIN, make the proper certifications, and report all your taxable interest and dividends on your tax return.

Payments you receive will be subject to backup withholding if:

1. You do not furnish your TIN to the requester,

2. You do not certify your TIN when required (see the instructions for Part II for details),

3. The IRS tells the requester that you furnished an incorrect TIN,

4. The IRS tells you that you are subject to backup withholding because you did not report all your interest and dividends on your tax return (for reportable interest and dividends only), or

5. You do not certify to the requester that you are not subject to backup withholding under 4 above (for reportable interest and dividend accounts opened after 1983 only).

Certain payees and payments are exempt from backup withholding.

See Exempt payee code, later, and the separate Instructions for the Requester of Form W-9 for more information.

Also see Special rules for partnerships, earlier.

What is FATCA Reporting?
The Foreign Account Tax Compliance Act (FATCA) requires a participating foreign financial institution to report all United States account holders that are specified United States persons. Certain payees are exempt from FATCA reporting. See Exemption from FATCA reporting code, later, and the Instructions for the Requester of Form W-9 for more information.

Updating Your Information
You must provide updated information to any person to whom you claimed to be an exempt payee if you are no longer an exempt payee and anticipate receiving reportable payments in the future from this person. For example, you may need to provide updated information if you are a C corporation that elects to be an S corporation, or if you no longer are tax exempt. In addition, you must furnish a new Form W-9 if the name or TIN changes for the account; for example, if the grantor of a grantor trust dies.

Penalties
Failure to furnish TIN. If you fail to furnish your correct TIN to a requester, you are subject to a penalty of $50 for each such failure unless your failure is due to reasonable cause and not to willful neglect.

Civil penalty for false information with respect to withholding. If you make a false statement with no reasonable basis that results in no backup withholding, you are subject to a $500 penalty.

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Form W-9 (Rev. 10-2018) Page 3
Criminal penalty for falsifying information. Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment.

Misuse of TINs. If the requester discloses or uses TINs in violation of federal law, the requester may be subject to civil and criminal penalties.

Specific Instructions
Line 1
You must enter one of the following on this line; do not leave this line blank. The name should match the name on your tax return.

If this Form W-9 is for a joint account (other than an account maintained by a foreign financial institution (FFI)), list first, and then circle, the name of the person or entity whose number you entered in Part I of Form W-9. If you are providing Form W-9 to an FFI to document a joint account, each holder of the account that is a U.S. person must provide a Form W-9.
a. Individual. Generally, enter the name shown on your tax return. If you have changed your last name without informing the Social Security Administration (SSA) of the name change, enter your first name, the last name as shown on your social security card, and your new last name.

Note: ITIN applicant: Enter your individual name as it was entered on your Form W-7 application, line 1a. This should also be the same as the name you entered on the Form 1040/1040A/1040EZ you filed with your application.
b. Sole proprietor or single-member LLC. Enter your individual name as shown on your 1040/1040A/1040EZ on line 1. You may enter your business, trade, or “doing business as” (DBA) name on line 2. c. Partnership, LLC that is not a single-member LLC, C
corporation, or S corporation. Enter the entity's name as shown on the entity's tax return on line 1 and any business, trade, or DBA name on line 2.
d. Other entities. Enter your name as shown on required U.S. federal tax documents on line 1. This name should match the name shown on the charter or other legal document creating the entity. You may enter any business, trade, or DBA name on line 2.
e. Disregarded entity. For U.S. federal tax purposes, an entity that is disregarded as an entity separate from its owner is treated as a “disregarded entity.” See Regulations section 301.7701-2(c)(2)(iii). Enter the owner's name on line 1. The name of the entity entered on line 1 should never be a disregarded entity. The name on line 1 should be the name shown on the income tax return on which the income should be reported. For example, if a foreign LLC that is treated as a disregarded entity for U.S. federal tax purposes has a single owner that is a U.S. person, the U.S. owner's name is required to be provided on line 1. If the direct owner of the entity is also a disregarded entity, enter the first owner that is not disregarded for federal tax purposes. Enter the disregarded entity's name on line 2, “Business name/disregarded entity name.” If the owner of the disregarded entity is a foreign person, the owner must complete an appropriate Form W-8 instead of a Form W-9.

This is the case even if the foreign person has a U.S. TIN.

Line 2
If you have a business name, trade name, DBA name, or disregarded entity name, you may enter it on line 2.

Line 3
Check the appropriate box on line 3 for the U.S. federal tax classification of the person whose name is entered on line 1. Check only one box on line 3.

IF the entity/person on line 1 is
a(n) . . .

THEN check the box for . . .
• Corporation Corporation
• Individual
• Sole proprietorship, or
• Single-member limited liability
company (LLC) owned by an
individual and disregarded for U.S.
federal tax purposes.

Individual/sole proprietor or singlemember LLC
• LLC treated as a partnership for
U.S. federal tax purposes,
• LLC that has filed Form 8832 or
2553 to be taxed as a corporation,
or
• LLC that is disregarded as an
entity separate from its owner but
the owner is another LLC that is
not disregarded for U.S. federal tax
purposes.

Limited liability company and enter
the appropriate tax classification.
(P= Partnership; C= C corporation;
or S= S corporation)
• Partnership Partnership
• Trust/estate Trust/estate
Line 4, Exemptions
If you are exempt from backup withholding and/or FATCA reporting, enter in the appropriate space on line 4 any code(s) that may apply to you.

Exempt payee code.
• Generally, individuals (including sole proprietors) are not exempt from backup withholding.
• Except as provided below, corporations are exempt from backup withholding for certain payments, including interest and dividends. • Corporations are not exempt from backup withholding for payments made in settlement of payment card or third party network transactions. • Corporations are not exempt from backup withholding with respect to attorneys’ fees or gross proceeds paid to attorneys, and corporations that provide medical or health care services are not exempt with respect to payments reportable on Form 1099-MISC.

The following codes identify payees that are exempt from backup withholding. Enter the appropriate code in the space in line 4. 1—An organization exempt from tax under section 501(a), any IRA, or a custodial account under section 403(b)(7) if the account satisfies the requirements of section 401(f)(2)
2—The United States or any of its agencies or instrumentalities 3—A state, the District of Columbia, a U.S. commonwealth or possession, or any of their political subdivisions or instrumentalities 4—A foreign government or any of its political subdivisions, agencies, or instrumentalities
5—A corporation
6—A dealer in securities or commodities required to register in the United States, the District of Columbia, or a U.S. commonwealth or possession
7—A futures commission merchant registered with the Commodity Futures Trading Commission
8—A real estate investment trust
9—An entity registered at all times during the tax year under the Investment Company Act of 1940
10—A common trust fund operated by a bank under section 584(a) 11—A financial institution
12—A middleman known in the investment community as a nominee or custodian
13—A trust exempt from tax under section 664 or described in section 4947

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) (800) 955-7599 | QKinc.com 20
Form W-9 (Rev. 10-2018) Page 4
The following chart shows types of payments that may be exempt from backup withholding. The chart applies to the exempt payees listed above, 1 through 13.

IF the payment is for . . . THEN the payment is exempt
for . . .

Interest and dividend payments All exempt payees except for 7
Broker transactions Exempt payees 1 through 4 and 6
through 11 and all C corporations.

S corporations must not enter an
exempt payee code because they
are exempt only for sales of
noncovered securities acquired
prior to 2012.

Barter exchange transactions and
patronage dividends
Exempt payees 1 through 4
Payments over $600 required to be
reported and direct sales over
$5,0001
Generally, exempt payees
1 through 52
Payments made in settlement of
payment card or third party network
transactions
Exempt payees 1 through 4
1 See Form 1099-MISC, Miscellaneous Income, and its instructions. 2 However, the following payments made to a corporation and reportable on Form 1099-MISC are not exempt from backup withholding: medical and health care payments, attorneys’ fees, gross proceeds paid to an attorney reportable under section 6045(f), and payments for services paid by a federal executive agency.

Exemption from FATCA reporting code. The following codes identify payees that are exempt from reporting under FATCA. These codes apply to persons submitting this form for accounts maintained outside of the United States by certain foreign financial institutions. Therefore, if you are only submitting this form for an account you hold in the United States, you may leave this field blank. Consult with the person requesting this form if you are uncertain if the financial institution is subject to these requirements. A requester may indicate that a code is not required by providing you with a Form W-9 with “Not Applicable” (or any similar indication) written or printed on the line for a FATCA exemption code.

A—An organization exempt from tax under section 501(a) or any individual retirement plan as defined in section 7701(a)(37) B—The United States or any of its agencies or instrumentalities C—A state, the District of Columbia, a U.S. commonwealth or possession, or any of their political subdivisions or instrumentalities D—A corporation the stock of which is regularly traded on one or more established securities markets, as described in Regulations section 1.1472-1(c)(1)(i)
E—A corporation that is a member of the same expanded affiliated group as a corporation described in Regulations section 1.1472-1(c)(1)(i) F—A dealer in securities, commodities, or derivative financial instruments (including notional principal contracts, futures, forwards, and options) that is registered as such under the laws of the United States or any state
G—A real estate investment trust
H—A regulated investment company as defined in section 851 or an entity registered at all times during the tax year under the Investment Company Act of 1940
I—A common trust fund as defined in section 584(a)
J—A bank as defined in section 581
K—A broker
L—A trust exempt from tax under section 664 or described in section 4947(a)(1)
M—A tax exempt trust under a section 403(b) plan or section 457(g) plan
Note: You may wish to consult with the financial institution requesting this form to determine whether the FATCA code and/or exempt payee code should be completed.

Line 5
Enter your address (number, street, and apartment or suite number).

This is where the requester of this Form W-9 will mail your information returns. If this address differs from the one the requester already has on file, write NEW at the top. If a new address is provided, there is still a chance the old address will be used until the payor changes your address in their records.

Line 6
Enter your city, state, and ZIP code.

Part I. Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. If you are a resident alien and you do not have and are not eligible to get an SSN, your TIN is your IRS individual taxpayer identification number (ITIN). Enter it in the social security number box. If you do not have an ITIN, see How to get a TIN below.

If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN.

If you are a single-member LLC that is disregarded as an entity separate from its owner, enter the owner’s SSN (or EIN, if the owner has one). Do not enter the disregarded entity’s EIN. If the LLC is classified as a corporation or partnership, enter the entity’s EIN.

Note: See What Name and Number To Give the Requester, later, for further clarification of name and TIN combinations.

How to get a TIN. If you do not have a TIN, apply for one immediately.

To apply for an SSN, get Form SS-5, Application for a Social Security Card, from your local SSA office or get this form online at www.SSA.gov. You may also get this form by calling 1-800-772-1213.

Use Form W-7, Application for IRS Individual Taxpayer Identification Number, to apply for an ITIN, or Form SS-4, Application for Employer Identification Number, to apply for an EIN. You can apply for an EIN online by accessing the IRS website at www.irs.gov/Businesses and clicking on Employer Identification Number (EIN) under Starting a Business. Go to www.irs.gov/Forms to view, download, or print Form W-7 and/or Form SS-4. Or, you can go to www.irs.gov/OrderForms to place an order and have Form W-7 and/or SS-4 mailed to you within 10 business days.

If you are asked to complete Form W-9 but do not have a TIN, apply for a TIN and write “Applied For” in the space for the TIN, sign and date the form, and give it to the requester. For interest and dividend payments, and certain payments made with respect to readily tradable instruments, generally you will have 60 days to get a TIN and give it to the requester before you are subject to backup withholding on payments. The 60-day rule does not apply to other types of payments.

You will be subject to backup withholding on all such payments until you provide your TIN to the requester.

Note: Entering “Applied For” means that you have already applied for a TIN or that you intend to apply for one soon.

Caution: A disregarded U.S. entity that has a foreign owner must use the appropriate Form W-8.

Part II. Certification
To establish to the withholding agent that you are a U.S. person, or resident alien, sign Form W-9. You may be requested to sign by the withholding agent even if item 1, 4, or 5 below indicates otherwise.

For a joint account, only the person whose TIN is shown in Part I should sign (when required). In the case of a disregarded entity, the person identified on line 1 must sign. Exempt payees, see Exempt payee code, earlier.

Signature requirements. Complete the certification as indicated in items 1 through 5 below.

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) (800) 955-7599 | QKinc.com 21
Form W-9 (Rev. 10-2018) Page 5

1. Interest, dividend, and barter exchange accounts opened before 1984 and broker accounts considered active during 1983.

You must give your correct TIN, but you do not have to sign the certification.

2. Interest, dividend, broker, and barter exchange accounts opened after 1983 and broker accounts considered inactive during 1983. You must sign the certification or backup withholding will apply. If you are subject to backup withholding and you are merely providing your correct TIN to the requester, you must cross out item 2 in the certification before signing the form.

3. Real estate transactions. You must sign the certification. You may cross out item 2 of the certification.

4. Other payments. You must give your correct TIN, but you do not have to sign the certification unless you have been notified that you have previously given an incorrect TIN. “Other payments” include payments made in the course of the requester’s trade or business for rents, royalties, goods (other than bills for merchandise), medical and health care services (including payments to corporations), payments to a nonemployee for services, payments made in settlement of payment card and third party network transactions, payments to certain fishing boat crew members and fishermen, and gross proceeds paid to attorneys (including payments to corporations).

5. Mortgage interest paid by you, acquisition or abandonment of secured property, cancellation of debt, qualified tuition program payments (under section 529), ABLE accounts (under section 529A), IRA, Coverdell ESA, Archer MSA or HSA contributions or
distributions, and pension distributions. You must give your correct TIN, but you do not have to sign the certification.

What Name and Number To Give the Requester
For this type of account: Give name and SSN of:

1. Individual The individual

2. Two or more individuals (joint
account) other than an account
maintained by an FFI
The actual owner of the account or, if
combined funds, the first individual on
the account1

3. Two or more U.S. persons
(joint account maintained by an FFI)
Each holder of the account

4. Custodial account of a minor
(Uniform Gift to Minors Act)
The minor2

5. a. The usual revocable savings trust
(grantor is also trustee)
b. So-called trust account that is not
a legal or valid trust under state law
The grantor-trustee1
The actual owner1

6. Sole proprietorship or disregarded
entity owned by an individual
The owner3

7. Grantor trust filing under Optional
Form 1099 Filing Method 1 (see
Regulations section 1.671-4(b)(2)(i)
(A))
The grantor*
For this type of account: Give name and EIN of:

8. Disregarded entity not owned by an
individual
The owner

9. A valid trust, estate, or pension trust Legal entity4

10. Corporation or LLC electing
corporate status on Form 8832 or
Form 2553
The corporation

11. Association, club, religious,
charitable, educational, or other taxexempt organization The organization

12. Partnership or multi-member LLC The partnership

13. A broker or registered nominee The broker or nominee For this type of account: Give name and EIN of:

14. Account with the Department of
Agriculture in the name of a public
entity (such as a state or local
government, school district, or
prison) that receives agricultural
program payments
The public entity

15. Grantor trust filing under the Form
1041 Filing Method or the Optional
Form 1099 Filing Method 2 (see
Regulations section 1.671-4(b)(2)(i)(B))
The trust
1 List first and circle the name of the person whose number you furnish.

If only one person on a joint account has an SSN, that person’s number must be furnished.
2 Circle the minor’s name and furnish the minor’s SSN.
3 You must show your individual name and you may also enter your business or DBA name on the “Business name/disregarded entity” name line. You may use either your SSN or EIN (if you have one), but the IRS encourages you to use your SSN.
4 List first and circle the name of the trust, estate, or pension trust. (Do not furnish the TIN of the personal representative or trustee unless the legal entity itself is not designated in the account title.) Also see Special rules for partnerships, earlier.
*Note: The grantor also must provide a Form W-9 to trustee of trust.

Note: If no name is circled when more than one name is listed, the number will be considered to be that of the first name listed.

Secure Your Tax Records From Identity Theft
Identity theft occurs when someone uses your personal information such as your name, SSN, or other identifying information, without your permission, to commit fraud or other crimes. An identity thief may use your SSN to get a job or may file a tax return using your SSN to receive a refund.

To reduce your risk:
• Protect your SSN,
• Ensure your employer is protecting your SSN, and
• Be careful when choosing a tax preparer.

If your tax records are affected by identity theft and you receive a notice from the IRS, respond right away to the name and phone number printed on the IRS notice or letter.

If your tax records are not currently affected by identity theft but you think you are at risk due to a lost or stolen purse or wallet, questionable credit card activity or credit report, contact the IRS Identity Theft Hotline at 1-800-908-4490 or submit Form 14039.

For more information, see Pub. 5027, Identity Theft Information for Taxpayers.

Victims of identity theft who are experiencing economic harm or a systemic problem, or are seeking help in resolving tax problems that have not been resolved through normal channels, may be eligible for Taxpayer Advocate Service (TAS) assistance. You can reach TAS by calling the TAS toll-free case intake line at 1-877-777-4778 or TTY/TDD 1-800-829-4059.

Protect yourself from suspicious emails or phishing schemes.

Phishing is the creation and use of email and websites designed to mimic legitimate business emails and websites. The most common act is sending an email to a user falsely claiming to be an established legitimate enterprise in an attempt to scam the user into surrendering private information that will be used for identity theft.

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Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) (800) 955-7599 | QKinc.com 22
Form W-9 (Rev. 10-2018) Page 6
The IRS does not initiate contacts with taxpayers via emails. Also, the IRS does not request personal detailed information through email or ask taxpayers for the PIN numbers, passwords, or similar secret access information for their credit card, bank, or other financial accounts.

If you receive an unsolicited email claiming to be from the IRS, forward this message to [email protected]. You may also report misuse of the IRS name, logo, or other IRS property to the Treasury Inspector General for Tax Administration (TIGTA) at 1-800-366-4484. You can forward suspicious emails to the Federal Trade Commission at [email protected] or report them at www.ftc.gov/complaint. You can contact the FTC at www.ftc.gov/idtheft or 877-IDTHEFT (877-438-4338).

If you have been the victim of identity theft, see www.IdentityTheft.gov and Pub. 5027.

Visit www.irs.gov/IdentityTheft to learn more about identity theft and how to reduce your risk.

Privacy Act Notice
Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons (including federal agencies) who are required to file information returns with the IRS to report interest, dividends, or certain other income paid to you; mortgage interest you paid; the acquisition or abandonment of secured property; the cancellation of debt; or contributions you made to an IRA, Archer MSA, or HSA. The person collecting this form uses the information on the form to file information returns with the IRS, reporting the above information.

Routine uses of this information include giving it to the Department of Justice for civil and criminal litigation and to cities, states, the District of Columbia, and U.S. commonwealths and possessions for use in administering their laws. The information also may be disclosed to other countries under a treaty, to federal and state agencies to enforce civil and criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism. You must provide your TIN whether or not you are required to file a tax return. Under section 3406, payers must generally withhold a percentage of taxable interest, dividend, and certain other payments to a payee who does not give a TIN to the payer.

Certain penalties may also apply for providing false or fraudulent information.

5.G.3
Attachment: Kovacevich Park Field of Dreams - QK Proposal - 11.22.2022 (Reso to Award PSA to QK for Kovacevich Park Project) (800) 955-7599 | QKinc.com 23
RFP - Professional Services - Development of Plans and Bid Docs for K. Park Field of Dreams & Baseball Teams Project - City of Arvin, CA

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Arvin City CouncilDecember 13, 2022

Arvin City Council
December 13, 2022