EXHIBIT “A”
9 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Electrical Tags, Bldg non-record; 34090 Not necessary to keep Info retained in Permits System Elevation Certificates, Flood 44 CFR 59.22(a)(9)(3):
maintain
PERM (Indefinite retent) Required/obtain & keep
Employee data/name, position etc... SEE Personnel Records Age Discrim/Emp Act of '67 Employee Handbook, Rules &
Regulations
34090; Superseded + 2y Superseded + 2y General employee information including benefit plans
Employee Programs 34090; 12946; Close + 2y Close + 2y Includes EAP and Recognition Employee Rights, Union MOU
General employees
Safety employees
12946; 29 CFR 1602:
Termination + 2y
Termination + 5y
Termination + 10y May include arbitration,
grievances, union requests,
sexual harassment & civil rights,
complaints, disciplinary actions
Encroachment Permits 34090: PERM PERM
Environmental Impact Reports, Individual PubR 21061: publ rec'd; PubR 21157: Master EIR
Comp + 5y OR assume
Proj retent
OK 2 certify 5y for future proj:
SEE Qual #6
Environmental Impact Reports, Major* PubR 21061, 21092: public record
When Obsolete + 5y 'Larger proj (Gen plan) etc
Environmental Logs (Master Index) PubR 21061: publ rec'd; PubR 21092: all rec'ds
public
50y/Review (Indefinite
retent)
Indexes=LONG-TERM
Environmental Quality / Chemical
Emissions
34090d: Current + 2y Current + 3y Surveys, responses,
correspondence w/other
agencies requesting statistical
data, pesticide applications,
inspections & sampling,
documents
Environmental Review 34090d: Close + 2y Close + 2y Correspondence, consultants, issues, conservation
Facilities (Solid Waste, Wastewater) 40 CFR 60.153 & 61.54; 34090: Current + 2y
Current + 2y Daily records, usage, facilities
maps, patron list, sludge;
maintenance & operations, rates,
etc.
Facilities History (Sanitation/dump sites,
septic tank maps)
34090: PERM PERM
Facilities (utilities) 34090: Termination + 2y Termination +2y If city owned Federal Assistance 23 CFR 633(a)(b): Close +
3y
Close + 5y
EXHIBIT “A”
10 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Field Books (streets & alleys) 34090: PERM PERM
Field Notes, Design 34090: 2y Comp + 5y most data in survey field books Finance: Annual Report 34090.7: Audit + 7y Audit + 7y
Finance: Investment transactions;
Vendor register; State Controller docs·
34090, 53607, CCP 337:
PERM
PERM Summary of transactions,
inventory & earnings report;
Alpha vendor listing of purchase
orders, invoices, account number
& check date. Controller may
destroy after 5 year
Finance: Federal & State Tax 34090, 29 USC 436: Audit
+ 4y
Audit + 4y
Finance: Personnel Labor Distribution 34090: Audit + 2y Audit + 2y Costs by employee & program Fire, Field Logs (Fire, Non-fire & Nonarson; equipment & gear) 34090: Current + 2y Current + 3y Fire, Arson evidence investigation PC 800: Close + 6y (great bodily harm)
PC 799: PERM
Close + 6y
PERM
Inhabited structure or property
Support prosecution resulting in
homicide
Fire inventory -Equipment & supplies 34090: Audit + 2y Audit + 2y Fire station journals 34090: Current + 2y Current + 2y Activities, personnel, engine company
Fixed Assets /Inventory 34090; 26 CFR 301 65 -1(f) Audit + 4y Flood Control: Drainage facilities, Flood
zones
CFR/OMB/34090: PERM PERM Flood maps, dams, lakes,
basins, creeks
Flood Reports & Studies 34090: Close + 2y Close + 2y
Flood Policies/Procedures, Insurance
Programs
34090: Superseded + 2y Superseded + 2y Rules & regulations; copies of policies, rules, programs;
EXCEPT as set by ordinance
Forms non-record; 34090: 2y While Active Internal tool
FPPC Forms (blank) Superseded + 5y
EXHIBIT “A”
11 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Franchise Contracts, CATV 65864, 65869.5, 34090:
PERM
PERM
Franchise Contracts, Railroad PU 6205, 6231-6265, 48
CFR: PERM
PERM
Franchise Contracts, Utility PU 6205, 6231-6265, 48
CFR: PERM
PERM
Fuel CCP 337: Audit + 3y Audit + 3y Meter readings, fuel consumption reports, invoices, receipts and
records pertaining to refueling
operations
Gas Tags, Bldg non-record; 34090 Not necessary to keep Info retained in Permits System General Ledger 34090; CCP 337 PERM
General Plan Amendments 65103; 34090: Close + 2y Action + 25y; If denied:
current + 3y
General Plan & Elements 34090 PERM Includes Sphere of Influence Geologic Report, Public Projects only 66434.5; Public Record 5y Goals & Objectives 34090: Current + 2y Current + 2y Departmental goals & objectives Grant Records, CDBG & Urban
Development
34090; 24 CFR 570.502 &
85.42: Term + 4y
Full expenditure of
monies + 5y
Applications, reports, contracts,
project files; all other supporting
docs
Grant Records, EDA 34090: 2y; EDA: Life of
facility
Life of Facility + 5y SEE Qual #2
Grant Records, HUD 34090: 2y; State prac (HUD
701): 1y + 5y
Expir/Grant period (final
pmt) + 5y
SEE Qual #3
Grant Records, State & Federal;
Financial Records
34090: Close + 5y Expir/Grant period (final
pmt) + 5y
Refer to grant application closeout procedure.
Grant Records, Unsuccessful 34090: Close + 2y Close + 3y HazMat Exposure Records 29 CFR 1904 + 1910: ACT
+ 30y
While Active + 30y OSHA
EXHIBIT “A”
12 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
HazMat Permits, storage, training
materials, programs for household
hazardous waste
34090, 8 CCR 3204(d), et
seq: Superseded + 2y
Superseded + 2y Departments consistently
recommend permanent retention
of environmentally sensitive
materials.
Hazardous Sites List Info H&S 25350, 25355/6: no
retent; 34090: 2y
Superseded + 2y
Hazardous Waste Disposal Cal OSHA; 40 CFR
122.21(p)
Current + 10y Documentation re: handling &
disposal
Historic Preservation Inventory 34090d: 2y PERM Historic structures & landmarks Historical Records 34090: 2y 99y/Review Provide archival protection Home occupation permits 34090: 2y Life + 3y (Indefinite retent)
Art 14, Sec7479
Housing Programs 24 CFR 570.502, 24 CFR
85.42 & OMB Cir. A-110
#C: Close + 3y
Close + 5y Comprehensive housing
authority strategy, meeting credit
certificate, housing bond
advisory, HOME, in-lieu housing
mitigation, low/moderate
housing, rental housing assist.
Housing Projects, Administration 24 CFR 85.42: 3y 3y
Housing Projects, Annual Performance
Report
24 CFR 85.42: 3y Comp + 5y
Housing Projects, Audits 24 CFR 85.42: 3y Comp + 5y
Housing Projects, Emergency Grants 24 CFR 85.42: 3y 3y
Housing Projects, Environmental
Assessment
24 CFR 85.42: 3y Comp + 3y
Housing Projects, Fair Housing 24 CFR 85.42: 3y Comp + 3y Housing Projects, Misc Records 24 CFR 85.42: 3y 3y
Housing Projects, Promissory Notes 24 CFR 86.42: 3y Life of Note + 3y Housing Projects, Rejected Application 24 CFR 85.42: 3y 3y
EXHIBIT “A”
13 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Housing Projects, Tenant Relocation H&S 33135: no retent; 34090: 2y; 24 CFR 85.42:
3y
3y
Housing Projects, Trust Deeds 24 CFR 85.42: 3y; 34090a:
Excepted
Life of Indebtedness +
3y
Incident Files 30490d: 2y 2y Emergency call-outs
Incident Reports - Fire 34090; CCP 338; Close +
3y
Close + 3y Dispatch, daily logs, etc.
Information systems, files & directories,
tapes (excluding tapes of official
minutes)
34090: Superseded + 2y Superseded + 2y Hardware, software, logs, systems manuals, originals &
backup copies, system
generation
Inspections - Fire Prevention UFC 103.3.4: Close + 3y Close + 3y Alarm/sprinkler systems, prevention efforts
Inspection Logs, Daily Sheets 34090: Current + 2y Current + 2y Includes intersection, sidewalks.
Bridges & overpasses, keep for
life of structure
Insurance Programs 34090: Superseded + 2y Superseded + 5y Internet, World Wide Web 34090: Superseded + 2y Superseded + 2y Management/Policies & supporting documentation
Inventory: Parts &supplies Life + 2y Life + 2y Includes vehicles, aircraft, vessels and related documents
re: repairs; warranties, purchase
orders
Inventory: Fixed assets 34090, 26 CFR 301 65-1
(f): Audit + 4y
Audit + 5y Reflects purchase date, cost,
account number
Investment Transaction Reports 34090; CCP 337; 53607 PERM Invoices / Miscellaneous Bills 34090: Audit + 2y Audit + 3y Fees owed, misc. billing, etc.
Journal of Bldg Permit Monies, Invoices 66007,66014: no retent; 34090: 2y
3y will be in permits system
Land Use - Non-Conforming 34090a PERM Building or site usage not conforming to current standards
Landscaping: Parks, streets, alleys 34090: Current + 2y Current + 2y Plant maintenance, work orders, drawings, contracts, complaints,
all other related docs.
EXHIBIT “A”
14 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Lawsuit Records 34090: 2y Close of litigation. + 10y
Leave Liability Reports, Official 34090: 2y While Active + 6y Civil Rights SL: 6y Ledger, general 34090, CCP 337: PERM PERM
Legal Advertisements CCP 343, 349 et seq.;
911.2, 34090: Current + 4y
PERM Includes public notices, legal
publications
Legal Opinions 34090: Superseded + 2y 25y/Review (Indefinite retent)
Confidential
Licenses/Permits (From Others) 34090: Current + 2y Life of Permit + 3y Forms, related documentation re:
licenses, & permits required by
fed &state agencies
Liens & Releases Recorded
Supporting
34090: PERM
34090: Close + 2y
PERM
Close + 5y
Utilities, easements, abatement,
etc.
Log, Parcel map Process to agencies 34090: 2y 2y Treat as Admin A-Z Log, Subdivision Map Process to
agencies
34090: 2y 2y Treat as Admin A-Z
Lomar (Itrs/map revisions-FEMA/flood
zone)
44 CFR 59.22(a)(9)(3):
maintain
PERM (Indefinite retent) Required/obtain/keep
Lot Line Adjustment Master Index 34090: 2y 50y/Review (Indefinite retent)
Indexes-LONG-TERM
Lot Line Adjustments 66412(d): no retent; 34090:
2y
Superseded +10y
(Indefinite retent)
no retent require found
Lot Splits 34090: PERM PERM
Maintenance and Operations 34090: Current + 2y Current + 3y Work orders, inspection repairs, complaints, graffiti removal, wells
& pumping, etc.
Maintenance Districts -Landscape &
Street maintenance, Lighting & Storm
Drain
34090a: PERM PERM Original documentation
Maps & Plats 34090a: PERM PERM Engineering & field notes & profiles; cross-section of roads,
streets, rights-of-way, bridges;
may include annexations, parks,
tracts, block, storm drains, water
easements, bench marks, trees,
grading, landfill, fire hydrants,
base maps, etc.
EXHIBIT “A”
15 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Maps/Locations, Plans & drawings -
Utilities, Public Services
34090: PERM PERM Water & sewer line connections,
wells, fire hydrants, lighting dists.
et ai, storm drains, wheel chair
ramps, septic tanks, streets &
alleys, parks, city boundaries,
etc.
Master Indexes (all) 34090 50y/Review (Indefinite
retent)
Master Plan Copies - Water, Streets &
alleys
Annual
34090: Current + 2y
34090: Superseded + 2y
Current + 3y
Superseded + 3y Long range municipal strategic
planning
Medical Leave FMLA 1993 US OSHA, 29
CFR 1910.20: Close + 30y
Close + 30y May include family leave,
certifications, tests
Meeting Notes, Staff 34090:2y Current + 3y Treat as Admin A-Z Meeting Notices (postings) 34090.7, 54960.1(c)(1):
Current + 2y
PERM Special, adjourned meetings
Meter Operations 34090: Current + 2y Current + 3y Reader reports, orders, tests, maint. reports
Mileage Reimbursement Rates 34090: Superseded + 2y Superseded + 3y Annual rates Minutes (inel all commissions, boards &
committees)
34090d, 36814, 40801:
PERM
PERM + VITAL Official minutes & hearing
proceedings of governing body
or board, commission or
committee; provide Archival
Protection
Motor Vehicle Pulls (DMV) 12946: Close + 7 Close + 7y
Moving Permit Bonds 34090: 2y 5y
Moving Permit Inspections, Process H&S 19850 5y
Moving Permits, Com'l Bldg H&S 19850 5y Also SEE "Mov Perm/Res" Maintenance and Operations 34090: Current + 2y Current + 3y Work orders, inspection repairs, complaints, graffiti removal, wells
& pumping, etc.
Maintenance Districts -Landscape &
Street maintenance, Lighting & Storm
Drain
34090a: PERM PERM Original documentation
EXHIBIT “A”
16 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Maps & Plats 34090a: PERM PERM Engineering & field notes & profiles; cross-section of roads,
streets, rights-of-way, bridges;
may include annexations, parks,
tracts, block, storm drains, water
easements, bench marks, trees,
grading, landfill, fire hydrants,
base maps, etc.
Maps/Locations, Plans & drawings -
Utilities, Public Services
34090: PERM PERM Water & sewer line connections,
wells, fire hydrants, lighting dists.
et ai, storm drains, wheel chair
ramps, septic tanks, streets &
alleys, parks, city boundaries,
etc.
Moving Permits, Residential H&S 19850 5y Also SEE "Mov Perm/Com'I" Municipal Code 34090: PERM PERM Supplements included
Mutual Aid Strategic Plans (Public
Safety)
34090: Superseded + 2y Superseded + 3y
Negative Declarations PubR 21064: none; 12609:
challenge must*
Action + 5y OR assume
Proj retent
*be within 180 days of decision;
SEE Qual #7
Negotiation 29 USC Sections 211(c),
203(m), 207(g): PERM
PERM Notes, notebooks,
correspondence, contracts &
memoranda of understanding
Network Information Systems
(LANIWAN)
34090, CCP 337.2, 343:
Current + 4y
Current + 4y Configuration maps & plans
Newsletters 34090:2y Current + 3y City-generated
Newsletters, External 34090:2y Current + 3y Non-Record; Treat as Admin A-Z Nomination Papers -Elected EC 22836: no reten; EC
14600(a): Current term +
4y
Term of Office + 4y
Nomination Papers -Not Elected EC 22836: no reten; EC
14600(a): Current term +
4y
Election + 5y
Notice of Determination (EIR) PubR 21067+ 21092:
public record ; 6250 et seq
Life of Proj + 10y
(Indefinite retent)
Notice of Exemption (EIR) PubR 21067+ 21092:
public record ; 6250 et seq
Life of Proj + 10y
(Indefinite retent)
Oaths of Office EC 22934: no retent;
34090: 2y ; 29 USC 1113
End of Term + 10y
EXHIBIT “A”
17 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Occupancy Certificates UBC 308/502; R&T 72;
65850.2; 34090: 2y
5y
Ordinances 34090(d)(4): PERM PERM + VITAL
(Indefinite retent)
Charter amendments, municipal
code; provide archival protection
Parcel Map Administration (no maps) 34090:2y Comp + 10y record of process only Parcel Map Agmts See Contracts
Parcel Map Master Index 34090:2y 50y/Review (Indefinite retent)
Indexes=LONG-TERM
Parcel Maps, Final 34090(a), 66429: recorded
= official Co record
Superseded + 10y
(Indefinite retent)
Parcel Maps, reference (DUPL) 34090.7: 2y 2y Originals nearby; will be GIS Parking Lots 34090: Current + 2y Current + 2y (except as provided for by
resolution)
Parking Regulations 34090: Superseded + 2y Superseded + 2y Payroll Records 29 CFR 516; FICA, FUTA:
Audit + 4y
Audit + 6y Audit purposes; Civil Rights Act;
includes adjustments, W-4's
Payroll Records, Dept (DUPL) 34090.7: 2y 2y Treat as Admin A -Z Payroll, Certified, City Bldg/Proj 29 CFR 1627, 29 CFR 516, 26 CFR 31.6001.1: 4y
6y Civil Rights Act
Payroll Register 34090; 37207, DOL FACT
SHEET 21: Current + 3y
Current = 5y Labor costs by employee &
program
Permits (permanent) 34909a, H&S 19850, 4003
& 4004: PERM
PERM Plans, building, signs, grading,
encroachment permits
Permits, Uniform Fire code 34090a: Close + 2y - Close + 2y Permits, Miscellaneous, General 34090a: Current + 2y Current + 3y May depend on terms of state or federal agency. Alterations,
encroachment (temp),
excavations, road, sidewalks,
curb & gutter alterations,
transportation, swimming pool
drainage, temporary uses, etc
EXHIBIT “A”
18 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Permits, Property related 34090a 50y/Review (indefinite retention)
land, signs, grading, etc.
Permits to Cut Pavement 34090: Close + 2y Close + 3y Paving, parking, improvements (curbs, gutters, etc), etc.
Permits, Use (temporary) 34090d: Current + 2y Current + 3y Includes special events PERS, Employee deduction reports 34090, CAC 22-1085-2:
Term + 4y
Term + 5y Record of deductions
PERS, Social Security, SSI 29 CFR 1627.3(2), GC
34090 & 12946: Close + 2y
Close + 5y EEOC/ADEA
Personnel Benefit Plan 34090, OMB A-128: Close
+ 4y
While Active + 6y Age Discrim/Emp Act of '67
Personnel, Collective Bargaining 29 CFR 516: 3y
DOL FACT SHEET 21
3y
Personnel, EE04 report basis 29 CFR 1602.30: 3y 3y Civil Rights Act of 64 Personnel Injury/Illness Records 29 CFR 1904 + 1910:
Current + 5y
Current + 10y OSHA; Also SEE Worker's Comp
records
Personnel Manual 34090 Superseded + 2y General employee information Parking Lots 34090: Current + 2y Current + 2y (except as provided for by
resolution)
Personnel Records, Dept' I/Division 34090.7: 2y 2y (Routine docs only) Critical docs to Personnel ASAP Personnel Recds, Detailed* Originals:
Copies:
34090,12946, Labor
Relations Section 1174:
Termination + 6y
Current + 2y
Duration of Emp + 10y
Current + 3y
*Promo/demotions, layoff/recall;
includes medical records & pay
records / PERS
Personnel Recds, Former
Emp.Dept'I/Div
34090.7: 2y Separation + 6 mo Critical docs Lo Personnel ASAP Personnel Recds, Immigration Immigration Reform/Control Act 1986: Term + 1y
Term + 5y I-9's
Personnel Recds/Basis for different
Wages
29 CFR 1620; 29-516: 3y 5y Equal Pay Act, FLSA
EXHIBIT “A”
19 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Personnel Recruitment & PreEmployment Records 29 CFR 1627, GC 12946, 6250 et seq: Close + 3y
Age
Discrimination/Employment
Act of '67
Date of List + 5y Maintain @ Personnel, includes
job application, resume,
advertising, testing & interview
results; job bulletins, etc.
Petitions, Formal EC 17400, 17200: 8mo
after certification/final exam
Life of Process + 2y From date of filing. Recalls,
initiatives, referendum, Charter
amendments
Petitions, Informal 50115, 6253: Current + 1y 1y Submitted to legislative bodies, no legal value past public record
use
Photographs (also negatives &film) 34090: Superseded + 2y Superseded + 3y Includes aerial photos Plan Check Commercial, Process 34090:2y Comp Proj + 5y Internal Process Planning Policies, Interpretations 65103.b: no retent; 34090:
Current + 2y
While in effect + 5y no retention require found
Planning Project Files 34090 Site plan, condition use permits, annexation, zone changes,
tentative & parcel maps, etc.
Plans -Capital Improvement Projects 34090: PERM PERM Streets, curbs, gutters &sidewalks; storm drains, etc.
Plans -proposed 34090: Current + 2y Current + 3y Future plans, new sites, expansions
Policies & Procedures -General
Administration & City Council
34090: Superseded + 2y Superseded + 5y Directives from Council (not as resolution or ordinance)
Policies & Procedures -Departmental 34090d: Superseded + 5y Superseded + 5y Policies & Procedures (streets & alleys)
Naming & numbering Speed Limits
34090: PERM 34090:
Superseded + 2y
PERM Superseded + 3y
Personnel Records, Dept' I/Division 34090.7: 2y 2y (Routine docs only) Critical docs to Personnel ASAP Personnel Recds, Detailed* Originals:
Copies:
34090,12946, Labor
Relations Section 1174:
Termination + 6y
Current + 2y
Duration of Emp + 50y
Current + 3y
*Promo/demotions, layoff/recall;
includes medical records & pay
records / PERS
Personnel Recds,Former Emp.Dept'I/Div 34090.7: 2y Separation + 6 mo Critical docs to Personnel ASAP Personnel Recds, Immigration Immigration Reform/Control Act 1986: Term + 50y
Term + 50y I-9’s
EXHIBIT “A”
20 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Personnel Recds/Basis for different
Wages
29CFR1620; 29-516: 3y 5y Equal Pay Act, FLSA
Personnel Recruitment & PreEmployment Records29CFR 1627, GC 12946, 6250 et seq: Close + 3y
Age
Discrimination/Employment
Act of ‘67
Date of List + 5y Maintain @ Personnel, includes
job application, resume,
advertising, testing & interview
results; job bulletins, etc.
Petitions, Formal EC 17400, 17200: 8mo
after certification/final exam
Life of Process + 2y From date of filing. Recalls,
initiatives, referendum, Charter
amendments
Petitions, Informal 50115, 6253: Current + 1y 1y Submitted to legislative bodies, no legal value past public record
use
Photographs (also negatives & film) 34090: Superseded + 2y Superseded + 3y Includes aerial photos Plan Check Commercial, Process 34090: 2y Comp Proj + 5y Internal Process Planning Policies, Interpretations 65103b: no retent; 34090:
Current + 2y
While in effect + 5y No retention require found
Planning Project Files CBC 107.5: Comp Proj +
180 days; 34090
Comp Proj + 1y Site plan, condition use permits,
annexation, zone changes,
tentative & parcel maps, etc.
Plans – capital Improvement Projects 34090; H&S 19850: PERM PERM Streets, curbs, gutters & sidewalks; storm drains, etc.
Plans – proposed 34090: Current + 2y Current + 3y Future plans, new sites, expansions
Policies & Procedures – General
Administration & City Council
34090: Superseded + 2y Superseded + 5y Directives from Council (not as resolution or ordinance)
Policies & Procedures – Departmental 34090d: Superseded + 5y Superseded + 5y Policies & Procedures (streets & alleys)
Naming & numbering
Speed Limits
34090: PERM
34090: Superseded + 2y
PERM
Superseded + 3y
Proclamation 34090:2y 3y Treat as Admin A-Z
Professional Assn Membership Recds 34090:2y 2y Treat as Admin A-Z Program Files & Directories 34090 Current year + 2y Annual & daily backup
EXHIBIT “A”
21 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Project Administration, Engineering 34090:2y Comp Proj + 5y Project Documents, Engineering 34090:2y Comp Proj + 10y Project Master Index, Engineering 34090:2y 50y/Review (lndefinite retent)
Indexes=LONG-TERM
Project Payment Requests 34090:2y Comp Proj + 5y
Project Plans / Drawings 34090d: Current + 2y Current + 2y Does not include those usually filed with case or project
Projects, Building (not completed or
denied)
34090d: Close + 2y Comp Proj + 5y Building, engineering, planning.
Also SEE “Building Plans”
Projects, Inactive 24 CFR 85.42: 3y; 34090:
2y
3y
Projects, Pub Bldg-Supp.Doc (City proj) 34090:2y 20y/Review Projects, Public Bldg (City proj) 34090:2y 20y/Review Also SEE “Building Plans, Com’l” Projects, Special (includes Construction
Projects)
34090: Current + 2y Life of Proj + 5y
Property Acquisition/Disposition 34090a, 6254: Close + 10y Close + 10y Supporting docs re: sale, purchase, exchange, lease or
rental of property by City
Property Leases 34090:2y Life of Lease + 5y
Property Relocation 34090: Close + 2y Close + 3y e.g. Redevelopment Promotional Marketing External
Internal
Current + 7y
Close + 2y
Current + 7y
Close + 3y
Public Financing Authority:
Administration, Financial records
34090, 40802, 53901:
PERM
PERM
Public Financing Authority: Management
reports
34090:2y Close + 2y
Public Meeting notices 34090:2y 2y Treat as Admin A-Z
EXHIBIT “A”
22 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Purchasing Records; Stores* CCP 337, 34090: Audit +
4y; *Current + 2y
Audit + 4y Original documents; Includes
purchase orders. *Completed
form for ordering
Receipts of Official Ballots EC 17000-17506: 6mo or
challenged
3y
Receipts, Plan &Eng (mise-maps,
copies)·
34090:2y 3y ·plans and specs
Receipts/Deposits/Petty Cash 34090; CCP 337: Audit +
4y
Audit + 4y Checks, coins, currency
Record of Construction Inspections, City
Bldg
34090:2y 5y
Records Inventory 34090: Current + 2y Current + 5y Inventory of non-current or inactive records holdings &
location, indices. Tapes may be
recycled
Records Management & records
requests
34090: Close + 2y Close + 2y Document includes retrieval, transfers -inactive
Records Management, Disposition,
Certification
34090: PERM PERM Documentation of final
disposition of records
Records Policies 34090:2y Life of Policy + 5y
Records Retention/Destruction
Schedules
CCP 343: Superseded + 4y Superseded + 5y
Recycling programs 34090: Superseded + 2y Superseded + 2y Redevelopment Budget & Bond Issues 34090, 40802, 53901 & 43900 et seq: PERM
PERM Includes annual audit
Redevelopment Proj Area Doc 34090: 2y; 24 CFR 85.42:
3y
While in Effect + 10y
(Indef retent)
Redevelopment Project Admin 24 CFR 85.42: 3y; 34090:
2y
5y
Reference Material 34090: 2y or while useful 2y or when superseded discard when obsolete Reports, Activity 34090: Current + 2y Current + 3y Periodic Reports, Bldg Permits, Monthly 34090:2y 25y/Review
EXHIBIT “A”
23 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Reports, Bldg Pe~mits, Yearly 34090:2y 50y/Review Review/Hist value Reports, Committee, Subcommittee etc 50110-50115: 1y 5y Review/Hist value Reports, Departmental & Staff 34090: Current + 2y Current + 3y Special or final summary, review or evaluation; non-agenda
related, includes supporting docs
Reports, Master 34090:2y; 50110-50115: 1y 10y Review (indefinite retent)
Reports, Misc 50110-50115: 1y 2y Minor Internal Reports; also SEE Qua/#4
Reports, Policy 50110-50115: 1y Varies, but no less than 1y
Also SEE other Reports See
Qual #4
Reports -Sanitation; solid waste,
wastewater
34090: Current + 2y Current + 3y Daily records, correspondence, usage rates
Resolutions (Council, Commission &
Board)
34090d, 40801: PERM PERM+VITAL
(Indefinite retent)
Legislative actions, provide
archival protection
Right of Way, Proposed 34090:2y Constr + 2y Also SEE "Deeds" + "Easements"
Right of Way, Railroad 36 CFR 64.11: Close + 3y PERM Land acquisition, correspondence, improvements,
statutory records
Risk Management: Bonds, Insurance
(certificates, & liability/property)
CCP 337.2, 343; 34090:
PERM
PERM Insuring city property & assets;
cert. filed separately from
contracts
Risk Mgmt: Accident/Incident reports 29 CFR 1904.2, 1904.6:
Close = 7y
Close + 7y Reports, related records; theft,
arson, vandalism, property
damage or similar act (excludes
fire/Iaw enforcement incidents)
Risk Mgmt: Reports, photos, negatives;
Claims, damage
34090, OMB 1220-0029,
29 CFR 1904.4; GC Close
+ 5y
Close + 5y Paid/denied
Risk Mgmt: Workers Comp
Insurance/claims; Joint Powers
Agreement
GC 6410, 29 CFR
1910.1020, 8 CCR 14311,
15400.2, Labor Code 110-
139.6: Term + 30y
Term + 30y Accreditation, MOUs, Indemnity;
PERS; claims, reports, incidents;
all originals filed with
administrator
Safety Programs 34090: Superseded + 2y Superseded + 2y Includes traffic safety programs Safety Records 34090: Current + 2y Current + 3y Certifications & designations
EXHIBIT “A”
24 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Salary Records 34090, 29 CFR 516.2:
Termination + 3y
Termination + 5y Deduction authorization,
beneficiary designations,
unemployment claims,
garnishments
Salary Surveys SEE Personnel
Recds/Basis for
Sanitation Facilities, Collection records 34090: Current + 2y Current + 3y Daily records, usage, correspondence, maps, patrol
list; studies, tonnage
Sanitation Maps / Septic Tanks / history 34090: PERM PERM Where city owned Sanitation (solid waste, wastewater)
Regulations
34090: Superseded + 2y Superseded + 3y Includes I
Reports, Master 34090:2y; 50110-50115: 1y 10y Review (indefinite retent)
Reports, Misc 50110-50115: 1y 2y Minor Internal Reports; also SEE Qua/#4
School Impact Fee Certification 65995-65997: no retent; 34090: 2y
2y Treat as Admin A-Z
Sign Permit Process, Planning Review 34090:2y 3y Complete records w/Bldg Permits(50y/Rev)
Signs, Temporary 34090d: Superseded + 2y Superseded + 2y Off premise signs Site Plan Review applications 34090:2y When Obsolete + 10y (Indef retent)
Site Plan Review Master Index 34090:2y 50y/Review (Indefinite retent)
Indexes=LONGTERM
Soils Final Report
Analysis
34090d: PERM
34090d: Close + 2y
PERM
Close + 3y Construction recommendations
Specific Plans 65450: no retent When obsolete +
10y(lndefin retent)
no retent require found
State Controller Reports 34090: PERM PERM
Statement of Economic Interest City
Employees (Form 700)
81009(e): 7y Term of employment +
7y
FPPC filings
Statement of Economic Interest: Elected
Officials (Form 700)
81009(e): Term + 7y Term + 7y FPPC filings
EXHIBIT “A”
25 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Statement of Economic Interest: Nonelected Officials (Form 700) 81009(b): Election + 5y Election + 5y FPPC filings Street Signs 34090: Life + 2y Life + 5y Log books, index register cards, inventory lists, records of traffic
signs
Structural Calculations 34090:2y Life of proj + 3y
Structural Calculations, City Bldgs 34090:2y Life of bldg + 5y Studies, surveys & reports (general) 34090: Close + 2y Close + 3y Future sites (parks, other facilities), expansion. Traffic
volume, accident history,
requests, statistics, drawings
supporting traffic devices;
includes classification &wage
rate studies
Subdivision Administration (no maps) 34090:2y Comp + 3y Subdivision Agmts SEE Contracts
Subdivision Closure calculations 34090:2y When obsolete + 10y Reference value Subdivision Maps Master Index 34090:2y 50y/Review (Indefinite retent)
Indexes=LONGTERM
Subdivision Maps, Final 66466c, 66429;
recorded=Official Co record
When Obsolete +10y
(indef retent)
Subdivision Maps, tentative 66426: no retent; 34090: 2y Final Map + 3y If NO Final map or Extension: 3y Subdivision Soils/Geologic Report 66434.5: PERM when
specifically for subdivision
99y/Review (Indefinite
retent)
Subdivision Staff Report
reference(DUPL)
34090.7: 2y 2y Original nearby
Subdivisions under Construction 34090:2y Life of Subd + 3y no retent require found Surplus property: Auction
Disposal
34090: Audit + 2y
34090, CCP 337: Audit +
4y
Audit + 2y
Audit + 4y
Listing of property
Sealed bid sales of equipment
Survey/citizen input, interagency 50110-50115: 1y; 34090:
2y
3y
EXHIBIT “A”
26 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Survey Field notes 66499.58: public record 99y/Review (Indefinite retent)
Review/Hist value
Survey infor, inter-agency 6254: not public record 3y or while useful consider as reference Survey of Record BP 8762, 8764, 8761: Co
Public Record
99y/Review (Indefinite
retent)
Tapes - Audio (City Council & Planning
Commission meetings*)
34090.7: Current + 3
months
PERM (by Council
action)
*Part of Minute Record (City
Council, Commissions, Boards &
committees)
Tapes -Video (City Council Meetings) 34090.7: Current + 3 months
5y
Taxation Research info 34090:2y 10y/Review internal research Taxes, receivable CCP 338: Audit + 3y Audit + 3y
Telephone Messages/books 34090:2y 3y
Temp Use Permit applications 34090:2y Life of Permit + 3y Temp Use Permits Master Index 34090:2y 50y/Review (Indefinite retent)
Indexes=LONGTERM
Time Sheets 29 CFR 516; 34090: Audit
+ 6y
Audit + 6y FICA & FUTA req
Traffic Counts/Analysis 34090: Close + 2y Close + 3y
Traffic Impact Fees, Calculations 34090:2y 3y
Traffic Report Studies, Intersection
Records
34090: Current + 2y Current + 3y Includes correspondence, volume counts, accident history
Traffic Report Studies, Master Index 34090:2y 50y/Review (Indefinite retent)
Indexes=LONGTERM
Traffic Signal information 34090d: Close + 2y Close + 5y Counts, collisions, accidents Traffic Signals, Inventory, traffic control
devices
34090: Life of Equipment Life + 2y Signs, Lights, logs, drawings, wiring diagrams, codes,
installation records, testing &
maint.
EXHIBIT “A”
27 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Training Records (personnel, by name) 34090: Term + 7y Term + 7y Paperwork documenting training done by individuals
Training/Workshop (includes
development)
34090: Current + 7y Current + 7y Enrollment, liability releases, evaluations, attendance, flyers.
*Does not incl req certification
Travel Expense & other records 34090: Current + 2y Current + 3y Truck Routes 34090: Superseded + 2y Superseded + 3y Routes, access ramps, rest areas
Underground Storage Tanks Compliance
Maintenance & Operation
34090(a): PERM
34090: Current + 2y
PERM
Current + 2y
Documents regarding storage
Uniform Bldg Code Adoption, Process 38601; H&S 17922; 17958:
no retent
Superseded + 10y
(Indefinite retent)
Uniform Building Codes 38601; H&S 17922; H&S
17958: no retent
50y/Review ICBO recom LONG-TERM:
Review/Hist value
Urban Renewal Documents 24 CFR 85.42: 3y Life of Proj + 5y Review/Hist Value: 1st Renewal proj
Urban Renewal Proj Administration 24 CFR 85.42: 3y Life of Proj + 5y Review/Hist Value: 1st Renewal proj
Utilities, Underground 34090: PERM PERM
Utility applications 34090: Close + 2y Close + 2y Utility connections, disconnects, registers, service
Utility Billing / Rates, journals, rebates,
meter reading documents
34090: Superseded + 2y Superseded + 3y Monthly activities Variance applications 34090:2y Life of Var + 3y; If
Denied: Action + 3y
no retent req found
Variance Master Index 34090:2y 50y/Review (Indefinite
retent)
Indexes=LONG-TERM
Vehicle Assignment 34090: Current + 2y Current + 3y Log books, requests forms, lists Vehicle Title VC 9900 et. seq.: Life + 2y LIFE + 2y Owner’s manual, warranty docs, DMV title & registration, title
transfers when vehicle sold
Vouchers 34090, CCP 337: Audit +
4y
Audit + 4y Account postings w/supporting
documents
EXHIBIT “A”
28 RECORD TITLE CODE CITED (GOVT
Code unless noted)
STAFF
RECOMMENDATION
COMMENTS
Warrant / Vendor Register 34090.7: Audit + 2y Audit + 2y Water -Conservation & Consumption 34090: Current + 2y Current + 3y Water -Corrosion control 40 CFR 141.91: Current +
12y
Current + 12y Compliance documentation
Water -Discharge monitoring & water
system variances
40 CFR 122.41 & 141.33:
Current + 5y
Current + 5y Average amt. Of pollution
discharged into water of
municipality.
Water -Drinking water corrections,
sanitary surveys
40 CFR 141.33: Current +
10y
Current + 10y Statistics, reports,
correspondence
Water -Hydrograph, Valve Main Records
& Surveyor Field Notes
34090: PERM PERM Daily flow of streams; notes
preparatory to maps of water
installations
Water -Lead service line, public
education, quality parameters, source
water, state certification
40 CFR 141.91: Current +
12y
Current + 12y Compliance documentation
Water -Well level reports, Sources* 34090: Current + 2y Current + 2y *May include wells, rivers, lakes, districts
Water tests Bacteriological Analysis
Chemical Analysis
Quality
40 CFR 141.33: Current +
5y
40 CFR 141.33: Current +
10y
40 CFR 141.91: Current +
12y
Current + 5y
Current + 10y
Current + 12y
Compliance records include
location, date, method and
results; corrections, analysis of
bacterial, chemical content;
sampling data, reports, surveys,
evaluation, valves, etc.
Water -Drinking water violations 40 CFR 141.33: Current + 3y
Current + 3y Retention applies to each
violation
Weed Abatement 34090: Close + 2y Close +3y Reports, assessments, documentation; (resolutions &
liens are PERM)
Well Destructions 34090: Close + 2y Close + 3y Permit Recd=PERM;Treat as Admin A-Z
Workers Comp/Claims 29 CFR 1904.2, 1910:
Current Year + 5y
Life of Claim + 5y Also SEE HazMat & Audiometric
Zoning Ordinance Revisions 34090: 2y; 65853: no retent When Obsolete + 3y (Indef retent)
* Notes:
- The applicable retention periods begin once a project has been closed out or final action has been taken, such as adoption by the City Council.
- All questions and concerns should be sent to the City Attorney. - In the event of litigation, a program audit or review, an environmental review, or CPRA request, the usual retention period for business records must be suspended and the records must be maintained in their original condition and format. Employees shall use reasonable means to preserve applicable records until such time as they are notified by the City Attorney or a Department Director that the matter has been resolved.
EXHIBIT “A”
29 -Destruction of records will follow strict guidelines for chain of custody and proper disposal, as established by California State law. Records which are determined by the Retention Schedule to be no longer of use, may be destroyed after the expiration of their retention period set forth in the Retention Schedule, with an appropriate destruction method to be determined by the City Clerk so long as the procedure for destruction of records follows a structure requiring each department to file with the City Clerk’s Office a comprehensive inventory list of all records prior to being destroyed, and this inventory list will be permanently retained in the City Clerk's Office.
Electronic Records:
Any record not expressly required by law to be filed and preserved in its original form may be destroyed at any time after it is electronically stored in conformance with the requirements of California Government Code Sections 34090.5 and 12168.7. In no instances are records, papers or documents to be destroyed where there is a continuing need for such records pursuant to applicable law, for example and not by way of limitation, pending litigation, pending California Public Records Act Requests, and special projects.
Duplicate Records:
Pursuant to California Government Code Section 34090.7, any duplicate records, paper or document, the original or a permanent photographic copy of which is in the files of the City, may be destroyed after confirmation that such original or permanent photographic copy remains on file in the City.
CITY COUNCIL
OF THE
CITY OF ATWATER
RESOLUTION NO. 3354-22
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ATWATER, CALIFORNIA APPROVING
REVISIONS TO THE CITY’S RECORDS
RETENTION SCHEDULE
WHEREAS, the City Council of the City of Atwater (“City”) adopted Resolution No. 1671- 02 on March 11, 2002, approving a City of Atwater Records Retention Schedule (“Retention Schedule”) in order to ensure that proper retention periods have been applied and that an adequate paper trail exists for all City materials and records prior to destruction; and
WHEREAS, Sections 34090 through 34090.7 of the California Government Code provide a procedure whereby the City records that have served their purposes and are no longer required may be destroyed; and
WHEREAS, said City Council are authorized by the provisions of California Government Code Sections 34090 et seq., to establish a records retention schedule applicable to City records; and
WHEREAS, an appropriate records retention schedule assists the City by documenting which records require office or temporary storage, which records have historic or research value, and which records should be destroyed because they no longer have any administrative, financial, or legal value; and
WHEREAS, the destruction and disposition of the City's records pursuant to the proposed records retention schedule will not adversely affect any interest of the City or the Public.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Atwater does hereby adopt as follows:
Section 1: Authorization for Destruction of Records. The Record Retention - Schedule set forth in Exhibit "A" hereto is adopted as the approved Retention Schedule for the City in compliance with California Government Code Sections 34090 et seq., and after such records have been retained for the time periods and according to the process set forth herein, such records may be destroyed. The City Manager, or an individual designated by the City Manager, shall have ongoing authority, without further approval by
Resolution No. 3354-22 Page 2
the City Council, to authorize the destruction and/or disposition of City records, papers and documents in accordance with this Resolution and Exhibit A, and review by the City Attorney.
Section 2: Retention of Records Not Mentioned. All records, papers and documents not mentioned in this Resolution may be scanned as archival records or destroyed so long as such disposal is consistent with the recommendations of the Local Government Records Management Guidelines as set forth by the California Secretary of State as required by Government Code section 12236, and which may be amended from time to time. Such amendments and/or updates are hereby incorporated into the City of Atwater Records Retention Schedule when and where appropriate.
Section 3: Rescission of Conflicting Resolutions. All prior City policies and Resolutions inconsistent with the provisions of this Resolution are hereby repealed to the extent of their inconsistency.
Section 4 Updates and Revisions. The City Manager or designee, with approval by the City Attorney are hereby authorized to make revisions, corrections, or alterations to the language and layout of the Retention Schedule or related resolutions of the City Council to correct minor errors or to comply with the requirements of the law.
The foregoing resolution is PASSED, APPROVED AND ADOPTED by the City Council of the City of Atwater at a regular meeting thereof held on the 14th day of November 2022.
APPROVED:
________________________________
PAUL CREIGHTON, MAYOR
I, Lucy Armstrong, City Clerk of the City of Atwater, California, do hereby certify under penalty of perjury that the foregoing Resolution was duly adopted at a regular meeting of the City Council on the 14th day of November 2022 by the following roll call vote.
AYES:
NOES:
ABSENT:
ABSTAIN:
_________________________________
LUCY ARMSTRONG, CITY CLERK
CITY COUNCIL
AGENDA REPORT
MEETING DATE: November 14, 2022
TO: Mayor and City Council
FROM: Greg Thompson, Community Development Director
PREPARED BY: Christina Thurman, Executive Assistant
SUBJECT: Amending the Regular Meeting date and time for General Plan Technical Advisory Committee Meetings (Community
Development Director Thompson)
RECOMMENDED COUNCIL ACTION
Adoption of Resolution No. 3355-22 amending Resolution No. 3274-21 regarding the regular meeting date and time for the General Plan Technical Advisory Committee I. BACKGROUND/ANALYSIS:
BACKGROUND:
Pursuant to Government Code Section 65300 et seq., government entities, such as cities and counties, are required to adopt and administrate a comprehensive General Plan. This planning document anticipates a 20-year useful lifespan and is amended periodically.
The City has now begun the process to update its 2000 General Plan and the technical studies associated with it.
On December 13, 2021, the City Council approved Resolution No. 3274-21 establishing the General Plan Technical Advisory Committee to assist with the City’s General Plan Update. The committee serves in an advisory capacity only; chartered to assist the City’s planning department in the duties set forth in the Resolution.
The City of Atwater General Plan Update is a maximum three-year process but could be less. The General Plan Technical Advisory Committee is intended to be a limitedterm committee appointed only to provide recommendations throughout the update process. At the completion of the General Plan Update, the committee will be dissolved.
The General Plan Technical Advisory Committee consists of seven members, two (2) members from the City Council (Mayor and a City Council Member), two (2) Planning Commission members (Chairperson and a Commissioner), and three (3) Technical Members (City or non-City residents appointed by the City Council). These members
CITY COUNCIL
Paul Creighton, Mayor
Danny Ambriz Tyler Button
John Cale Brian Raymond
Agenda Report - Page 2
are considered to be standing members.
On February 14, 2022, the City Council adopted Ordinance No. CS 1044 amending Section 2.07.010 “Commission Appointments” of the Atwater Municipal Code. This ordinance allows the City Council, by resolution, to waive the elector requirement of the General Plan Technical Advisory Committee. The Committee requires individuals with technical experience pertaining to the technical areas of the General Plan Update. The waiver of the elector requirement for this committee allows non-residents with technical expertise and background to serve on the committee.
ANALYSIS:
At the last General Plan Technical Advisory Committee meeting, a request from the Committee members was made to have the meeting date and time changed to accommodate members' work schedules. It was unanimously agreed upon to change the date to the first Wednesday of each month and the time to be changed to 6:00 p.m.
II. FISCAL IMPACTS:
There are no fiscal impacts associated with changing the regular meeting date and time of the General Plan Technical Advisory Committee Meetings.
III. LEGAL REVIEW:
This item has been reviewed by the City Attorney's Office..
IV. EXISTING POLICY:
N/A
V. ALTERNATIVES:
N/A
VI. INTERDEPARTMENTAL COORDINATION:
Interdepartmental meetings were held to discuss the details of the General Plan Technical Advisory Committee.
VII. PUBLIC PARTICIPATION:
The public will have the opportunity to provide comments on this item prior to City Council action.
VIII. ENVIRONMENTAL REVIEW:
This item is not a “project” under the California Environmental Quality Act (CEQA) as this activity does not cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to Public Resources Code section 21065.
IX. STEPS FOLLOWING APPROVAL:
Agenda Report - Page 3
Once the resolution is adopted, the amendments will take effect immediately. The Technical Advisory Committee will operate under the new provisions.
Submitted by:
Greg Thompson, Community Development Director
Approved by:
Lori Waterman, City Manager
Attachments:
1. Resolution amending time and date of GPTAC meetings-c1
2. 3274-21 Establishes General Plan Technical Advisory Comm. to assist with update to City General Plan
CITY COUNCIL
OF THE CITY OF ATWATER
RESOLUTION NO. 3355-22
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ATWATER AMENDING RESOLUTION
NO. 3274-21 REGARDING DATE AND TIME FOR
GENERAL PLAN TECHNICAL ADVISORY
COMMITTEE MEETINGS
WHEREAS, the City Council of the City of Atwater adopted Resolution No. 3274-21 establishing the General Plan Technical Advisory Committee; and WHEREAS, after consideration and feedback from the appointed committee members regarding scheduling conflicts with the regular meeting established time, the City must amend the regular meeting established by Resolution No. 3274-21.
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Atwater does hereby amend Section 2: Meetings of Resolution No. 3274-21 to read as follows:
SECTION 2: Meetings. The Committee shall hold regular meetings on the fourth Thursday first Wednesday of each month, at 4:00 p.m. 6:00p.m. in the City Hall Council Chambers. Should the regular meeting fall on a holiday, the meeting shall be held on the next business day. All meetings of this Committee shall be subject to the Ralph M. Brown Act.
The foregoing resolution is hereby adopted this 14th day of November, 2022.
AYES:
NOES:
ABSENT:
APPROVED:
_____________________________
PAUL CREIGHTON, MAYOR
ATTEST:
Resolution No. XXX-22 Page 2
______________________________
LUCY ARMSTRONG, CITY CLERK
CITY COUNCIL
OF THE
CITY OF ATWATER
RESOLUTION NO. 327 4-21
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ATWATER ESTABLISHING A GENERAL
PLAN TECHNICAL ADVISORY COMMITTEE TO
ASSIST WITH THE UPDATE TO THE CITY OF
ATWATER GENERAL PLAN
WHEREAS, the City Council of the City of Atwater adopted Ordinance No. CS 1012 repealing Chapter 2.30 "Community Development and Resources Commission" of the Atwater Municipal Code and adding Chapter 2.32 re-establishing "Planning Commission" of the Atwater Municipal Code; and
WHEREAS, pursuant to Section 2.32.010 of the Atwater Municipal Code the Commission shall have, and is vested with, all the powers and duties relating to land use matters and by other laws provided by the Planning and Zoning Law and such other powers conferred upon planning commissions by any and all laws of this state; and WHEREAS, pursuant to Section 65103 (a) of the Government Code, each planning agency shall prepare, periodically review, and revise, as necessary, the general plan; and WHEREAS, the City Council of the City of Atwater adopted Resolution No. 1569-00 affirming the adoption of a General Plan for the City of Atwater; and WHEREAS, the City of Atwater General Plan was adopted in 2000 to anticipate the needs of the physical development of the community through the year 2020; and WHEREAS, an update to the 2000 City of Atwater General Plan is necessary to keep up with the current the needs of the City; and
WHEREAS, the establishment of a General Plan Technical Advisory Committee is needed, to assist the Planning Commission with the preparation, review, revision, and update to the City of Atwater General Plan, as required by Section 65103 (a) of the Government Code.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Atwater does hereby resolve, declare, determine, and order as follows:
SECTION 1: ROLE. The Committee will, in concert with the Planning Commission, City staff, consultants, and the community, assist with the update of the City of Atwater
Resolution No. 3274-21 Page 2
General Plan by generating specific plans for the sphere of influence and selecting consultants for conducting the technical studies for the General Plan.
SECTION 2: MEETINGS. The Committee shall hold regular meetings on the second Thursday of each month at 4:00 p.m. in the City Hall Council Chambers. Should the regular meeting fall on a holiday, the meeting shall be held on the next business day. All meetings of this Committee shall be subject to the Ralph M. Brown Act.
SECTION 3: MEMBERSHIP. The membership of the Committee shall consist of two (2) City Council Members (the Mayor and a City Council Member), two (2) Planning Commission Members (the Chairperson and a Commissioner), and three (3) technical members (City or non-City residents appointed by the City Council).
SECTION 4: TERM LENGTH. The City of Atwater General Plan Update is anticipated not to exceed three-years, with the process commencing with its first regular meeting, but may be less. The General Plan Technical Advisory Committee is a limited-term, advisory Committee appointed by the City Council only to provide recommendations through the General Plan Update process. Members of the Committee will be standing members, so long as a body is convened. At the completion of the General Plan Update, the Committee will be dissolved.
SECTION 5: ADVISORY CAPACITY. The Committee shall serve in an advisory capacity only; chartered to assist the City's planning agency in the duties as set forth herein. The General Plan Technical Advisory Committee shall supplement, but not replace, the duties of the Planning Commission and shall submit its advisory work product regarding the general plan, and any recommendations it may have, to the Planning Commission for potential final decision making by the City Council, as required.
BE IT FURTHER RESOLVED that the City of Atwater General Plan Technical Advisory Committee is hereby established upon adoption of this resolution.
The foregoing resolution is hereby adopted this 13
th day of December 2021.
AYES:
NOES:
ABSENT:
Cale, Button, Raymond, Ambriz, Creighton
None
None
ATTEST:
~CITY CLERK
CITY COUNCIL
AGENDA REPORT
MEETING DATE: November 14, 2022
TO: Mayor and City Council
FROM: Greg Thompson, Community Development Director
PREPARED BY: Greg Thompson, Community Development Director SUBJECT: Waiving the second reading repealing and re-enacting Title 15, “Buildings and Construction” of the Atwater Municipal Code, which adopts by reference the 2022 California Building Code based on the 2021 International Building Code, the 2022 California Residential Code based on the 2021 International Residential Code, the 2022 California Green Building
Standards Code, the 2022 California Electrical Code based on the 2020 National Electrical Code, the 2022 California
Mechanical Code based on the 2021 Uniform Mechanical
Code, and the 2022 California Plumbing Code based on the 2021 Uniform Plumbing Code, the 2022 California Fire Code based on the 2021 International Fire Code, the 2022 California Administrative Code, and the 1997 Uniform Code for the
abatement of dangerous buildings (Community Develpment
Director Thompson)
RECOMMENDED COUNCIL ACTION
Open the public hearing and receive any testimony given; Close the public hearing;
Motion to adopt Ordinance No. CS 1053 repealing and re-enacting Title 15, “Buildings and Construction” of the Atwater Municipal Code, which adopts by reference, the 2022 California Building Code based on the 2021 International Building Code, the 2022 California Residential Code based on the 2021 International Residential Code, the 2022 California Green Building Standards Code, the 2022 California Electrical Code based on the 2020 National Electrical Code, the 2022 California Mechanical Code based on the 2021 Uniform Mechanical Code, and the 2022 California Plumbing Code based on the 2021 Uniform Plumbing Code, the 2022 California Fire Code based on the 2021 International Fire Code, the 2022 California Administrative Code, and the 1997 Uniform Code for the abatement of dangerous buildings; or
Motion to approve staff's recommendation as presented.
CITY COUNCIL
Paul Creighton, Mayor
Danny Ambriz Tyler Button
John Cale Brian Raymond
Agenda Report - Page 2
I. BACKGROUND/ANALYSIS:
At its regular meeting of October 24, 2022 the City Council waived the first reading, took public comment, and introduced Ordinance No. CS 1053 repealing and reenacting Title 15, “Buildings and Construction” of the Atwater Municipal Code based on the 2022 edition of the California Code of Regulations Title 24. In addition, the City Council set a Public Hearing for consideration and adoption of Ordinance No. CS 1053 for the regular meeting of November 14, 2022
If adopted, the proposed ordinance will continue to provide the minimum state requirements and standards as established by the California Building Standards Commission for the protection of the public safety, health, property and welfare of the City.
All complete submittals for building permits received on or after the effective date of January 1, 2023 will be subject to the new requirements and standards.
Ordinance No. CS 1053 repeals and re-enacts the previous Title 15 "Buildings and Construction" Atwater Municipal Code to adopt by reference the California Code of Regulations Title 24, 2022 Edition of the Building Standards Code ("2022 Building Standards Code"). The 2022 Building Standards Code includes the following parts:
o PART 1 – CALIFORNIA ADMINISTRATIVE CODE
o PART 2 – CALIFORNIA BUILDING CODE — Volumes 1 & 2
o PART 2.5 – CALIFORNIA RESIDENTIAL CODE
o PART 3 – CALIFORNIA ELECTRICAL CODE
o PART 4 – CALIFORNIA MECHANICAL CODE
o PART 5 – CALIFORNIA PLUMBING CODE
o PART 6 – CALIFORNIA ENERGY CODE
o PART 7 – Vacant - formerly California Elevator Safety Construction Code (see Cal. Code Regs., Title 8)
o PART 8* – CALIFORNIA HISTORICAL BUILDING CODE
o PART 9 – CALIFORNIA FIRE CODE
o PART 10* – CALIFORNIA EXISTING BUILDING CODE
o PART 11 – CALIFORNIA GREEN BUILDING STANDARDS CODE, also referred to as CALGreen
o PART 12* – CALIFORNIA REFERENCED STANDARDS CODE
II. FISCAL IMPACTS:
Repealing and re-enacting Title 15 has no fiscal impacts to the City. The Finance Department has reviewed this item.
III. LEGAL REVIEW:
Agenda Report - Page 3
This item has been reviewed by the City Attorney's Office.
IV. EXISTING POLICY:
V. ALTERNATIVES:
VI. INTERDEPARTMENTAL COORDINATION:
Coordination of this item was between the Community Development Department, Fire Department, and Code Enforcement of the Police Department.
VII. PUBLIC PARTICIPATION:
The public was provided an opportunity to provide comments at the regular City Council meeting of October 24, 2022. The public hearing was advertised and duly noticed in the Merced Sun Star as required by Government Code. The public will be provided another opportunity to provide comments during the public hearing for this item.
VIII. ENVIRONMENTAL REVIEW:
The proposed amendments are not a CEQA project because they are continuing administrative or maintenance activities, such as general policy and procedure making in accordance with CEQA Guidelines Section 15378(b)(2), and organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment in accordance with CEQA Guidelines Section 15378(b)(5).
IX. STEPS FOLLOWING APPROVAL:
Upon adoption of Ordinance No. CS 1053, the 2022 California Title 24 codes will be implemented effective January 1, 2023. The 2019 California Title 24 codes will be archived as prescribed by California Law.
Submitted by:
Greg Thompson, Community Development Director
Approved by:
Lori Waterman, City Manager
Attachments:
1. Ordinance No. CS 1053 Repealing and Re-Enacting Title 15, Buildings and
Agenda Report - Page 4
Construction
CITY COUNCIL
OF THE
CITY OF ATWATER
ORDINANCE NO. CS 1053
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF ATWATER REPEALING AND RE-ENACTING TITLE
15, “BUILDINGS AND CONSTRUCTION” OF THE
ATWATER MUNICIPAL CODE, WHICH ADOPTS BY
REFERENCE THE 2022 CALIFORNIA BUILDING CODE
BASED ON THE 2021 INTERNATIONAL BUILDING
CODE, THE 2022CALIFORNIA RESIDENTIAL CODE
BASED ON THE 2021 INTERNATIONAL RESIDENTIAL
CODE, THE 2022 CALIFORNIA GREEN BUILDING
STANDARDS CODE, THE 2022 CALIFORNIA
ELECTRICAL CODE BASED ON THE 2020 NATIONAL
ELECTRICAL CODE, THE 2022 CALIFORNIA
MECHANICAL CODE BASED ON THE 2021 UNIFORM
MECHANICAL CODE, AND THE 2022 CALIFORNIA
PLUMBING CODE BASED ON THE 2021 UNIFORM
PLUMBING CODE, THE 2022 CALIFORNIA FIRE
CODE BASED ON THE 2021 INTERNATIONAL FIRE
CODE, THE 2022 CALIFORNIA ADMINISTRATIVE
CODE, AND THE 1997 UNIFORM CODE FOR THE
ABATEMENT OF DANGEROUS BUILDINGS
The City Council of the City of Atwater does hereby ordain as follows:
SECTION 1: That Title 15, “Buildings and Construction” of the Atwater Municipal Code is hereby repealed and re-enacted in its entirety to read as follows:
Title 15 Buildings and Construction
15.04 GENERAL PROVISION
Ordinance No. CS 1053 Page 2
15.08 CALIFORNIA BUILDING CODE
15.09 CALIFORNIA RESIDENTIAL CODE
15.10 CALIFORNIA GREEN CODE
15.12 CALIFORNIA ELECTRICAL CODE
15.16 CALIFORNIA MECHANICAL CODE
15.20 CALIFORNIA PLUMBING CODE
15.24 SIGNS
15.28 CALIFORNIA FIRE CODE
15.36 CALIFORNIA ADMINISTRATIVE CODE
15.38 UNIFORM CODE FOR THE ABATEMENT OF DANGEROUS BUILDINGS Chapter 15.08-CALIFORNIA BUILDING CODE
Sections:
15.08.010-Adoption
15.08.020-Permits
15.08.030-Building Permit Extensions
15.08.040-Building Permit Fee Refunds
15.08.050-Amendments
15.08.010-Adoption
The City of Atwater hereby adopts by reference; California Building Code, 2022 Edition, based on the 2015 2021 International Building Code including, Division II Scope and Administration, as published by the International Code Council (ICC) as adopted and amended by the California Building Standards Commission in the California Building Standards Code, Title 24 of the California Code of Regulation; Uniform Code for the Abatement of Dangerous Buildings, 1997 Edition; California Energy Code, California Historical Code ; California Existing Building Code based on 2015 2021 International Existing Building Code as published by the International Code Council (ICC) and as adopted and amended by the California Building Standards Commission in the California Building Standards Code, Title 24 of the California Code of Regulations; California Referenced Standards Code.
15.08.020-Permits
No building or structure shall be used or occupied and no change in existing occupancy classification of a building or structure or portion thereof shall be made until the building official has issued a certificate of occupancy therefore as provided in the 2016 2022 Edition of the California Building Code, Division II Section 111 It shall be required to post the certificate of occupancy on the building or structure for which it was used.
Ordinance No. CS 1053 Page 3
15.08.030- Building permit extensions
Notwithstanding the provisions of Section 105.5 Expiration, as contained in Division II, scope and administration of the 2016 2022Edition of the California Building Code section 105.3.2 the City Council the building official may grant in writing more than one (1) extension to a building permit if it finds the delays due to economic conditions or other causes beyond the control of the applicant.
Any request for extension must be received prior to the expiration of the original period or any extension thereof.
If there has been a change in any City fees applicable to the project since the date of the original permit, the new fees shall be applicable to any extension.
15.08.040- Building permits fee refunds
As provided in Section 109.6 Refunds, of Division II Scope and Administration, of the 2016 2022 Edition of the California Building Code, The Building Official is authorized to establish a refund policy may refund eighty (80) percent of any building permit fee provided no work has been done and the request for refund is filed prior to the expiration of the original permit period or any extension thereof. Additionally, the City Council may refund up to one hundred (100) percent of all other related fees, e.g. connection charges, park fee, etc.
15.08.050- Amendments
None
Chapter -15.09 CALIFORNIA RESIDENTIAL CODE
Sections:
15.09.010-Adoption
15.09.020-Building permit extensions
15.09.010-Adoption
The City of Atwater adopts by reference; California Residential Code 2016 2022 Edition, based on the 2016 2021 International Residential Code, including Division II Scope and Administration, including Appendix G(swimming pools, Spas and Hot Tubs), excepting there from Section R110; among Appendices, Appendix Chapter E (Manufactured Housing Used as Dwellings; Appendix Chapter G (Swimming Pools, Spas and Hot Tubs); Appendix Chapter H (Patio Covers); and Appendix Chapter J
Ordinance No. CS 1053 Page 4
(Existing Buildings and Structures),Appendix AQ (Tiny Houses);Appendix AX (Swimming Pool Safety Act) as published by the International Code Council.
15.09.020-Building permit extensions
The following sections are amended as follows:
Notwithstanding the provisions of Section R105.5 Expiration, as contained in Division II, scope and administration of the 2016 2022 Edition of the California Residential Code the building official City Council may grant more than one (1) extension to a building permit if it finds the delays due to economic conditions or other causes beyond the control of the applicant.
Any request for extension must be received prior to the expiration of the original period or any extension thereof.
If there has been a change in any City fees applicable to the project since the date of the original permit, the new fees shall be applicable to any extension.
As provided in Section R108.5 Refunds, of Division II Scope and Administration, of the 2016 2022 Edition of the California Residential Code, The Building Official is authorized to establish a refund policy may refund eighty (80) percent of any building permit fee provided no work has been done and the request for refund is filed prior to the expiration of the original permit period or any extension thereof. Additionally, the City Council may refund up to one hundred (one hundred) percent of all other related fees, e.g. connection charges, park fee, etc.
Chapter-15.10 CALIFORNIA GREEN CODE
Sections:
15.10.010-Adoption
15.10.020-Amendments
15.10.010-Adoption
The City of Atwater adopts by reference; California Green Building Standards Code, 2016 2022 Edition, as published by the California Building Standards Commission.
15.10.020-Amendments
None.
Chapter 15.12-CALIFORNIA ELECTRICAL CODE
Ordinance No. CS 1053 Page 5
Sections:
15.12.010-Adoption
15.12.020-Amendments
15.12.010-Adoption
The City of Atwater adopts by reference as part of its electrical code, California Electric Code, 2016 2022Edition including the appendices, based on the 2014 2020 Edition National Electric Code as published by the National Fire Protection Association, and as adopted by the California Building Standards Commission in Title 24 of the California Code of Regulation.
15.12.020-Admendments
None.
Chapter 15.16-CALIFORNIA MECHANICAL CODE
Sections:
15.16.010-Adoption
15.16.020-Amendments
15.16.010-Adoption
The City of Atwater adopts by reference its mechanical code, California Mechanical Code, 2016 2022 Edition, including the appendices, based on the 2015 2021 Uniform Mechanical Code as published by the International Association of Plumbing and Mechanical Officials and as adopted by the California Building Standards Commission in title 24 of the California Code of Regulation.
15.16.020-Amendments
None
Chapter 15.20-CALIFORNIA PLUMBING CODE
Sections:
15.20.010-Adoption
15.20.020-Swimming pools and spas
15.20.030-Sprinkler Irrigation Systems
15.20.010-Adoption
The City of Atwater adopts by reference as its plumbing code, the California Plumbing Code, 2015 2022 Edition and the appendix based on the 2015
Ordinance No. CS 1053 Page 6
2021 Uniform Plumbing Code as published by International Association of Plumbing and Mechanical Officials (IAPMO) and as adopted by the California Building Standards Commission in Title 24 of the California Code of Regulations.
15.20.020- Swimming pools and spas
15.20.030- Sprinkler Irrigation Systems
Chapter 15.22-UNIFORM SWIMMING POOL, SPA & HOT TUB CODE Sections:
15.22.010-Adoption
15.22.010-Adoption
The City of Atwater adopts by reference as its swimming pool, spa and hot tub code, the Uniform Swimming Pool, Spa & Hot Tub Code 2006 2009 Edition as published by the International Association of Plumbing and Mechanical Officials (IAPMO).
Chapter 15.24-SIGNS
Section:
15.24.010-Adoption
15.24.010-Adoption
The City of Atwater adopts by reference as its sign code Appendix Chapter H (SIGNS) under the latest Edition of the California Building Code, as shown under Chapter 15.08 of the Atwater Municipal Code.
Chapter 15.28-CALIFORNIA FIRE CODE
Sections:
15.28.010-Adoption
15.28.010-Adoption
The City of Atwater adopts by reference as its fire code, the California Fire Code, 2016 2022 Edition and including Appendix Chapter C (Fire Hydrant Locations and Distribution);); Appendix D (Fire Apparatus Access Roads);; I (Fire Protection System-Noncompliance Conditions); and Appendix J ( Emergency Responder Radio Coverage), based on the 2015 2021 International Fire Code as published by the International Code Council (ICC) and as adopted and amended by the California
Ordinance No. CS 1053 Page 7
Building Standards Commission in the California Building Standards Code Title 24 of the California Code of Regulations.
Chapter 15.36-CALIFORNIA ADMINISTRATIVE CODE
Sections:
15.36.010-Adoption
15.36.020-Amendments
15.36.030-Fees
15.36.010-Adoption
The City of Atwater hereby adopts by reference the California Administrative Code, 2016 2022 Edition as adopted by the California Building Standards Commission in Title 24 of the California Code of Regulations.
15.36.20-Amendments
None
15.36.030-Fees
Chapter 15.38-UNIFORM CODE FOR THE ABATEMENT OF DANGEROUS
BUILDINGS
Sections:
15.38.010-Adoption
15.38.020-Amendments
15.38.010-Adoption
The City of Atwater herby adopts by reference the Uniform Code for the Abatement of Dangerous Buildings 1997 Edition.
15.38.020-Amendments
None
SECTION 2: Effective Date and Publication.
This Ordinance shall take effect and be in force January 1, 2023. The City Clerk shall certify to the adoption of this Ordinance and shall cause the same to be published in the Atwater Signal within fifteen (15) days from adoption hereof.
Ordinance No. CS 1053 Page 8
Section 3. Severability.
If any provision of this ordinance or the application thereof to any person or circumstances is held invalid, such invalidity shall not affect other provisions or applications of the ordinance which can be given effect without the invalid provision or application, and to this end the provisions of this ordinance are severable. This City Council hereby declares that it would have adopted this ordinance irrespective of the invalidity of any particular portion thereof and intends that the invalid portions should be severed and the balance of the ordinance be enforced.
INTRODUCED: October 24, 2022
ADOPTED:
AYES:
NOES:
ABSENT:
APPROVED:
______________________________
PAUL CREIGHTON, MAYOR
ATTEST:
____________________________
LUCY ARMSTRONG, CITY CLERK