Agenda — Avalon City Council, March 18, 2025

AVALON CITY COUNCIL MEETING
TUESDAY, MARCH 18, 2025 — 5:00 PM
410 AVALON CANYON ROAD
AGENDA
In compliance with the Americans with Disability Act, if you need special assistance to participate in this meeting, please contact the City Clerk’s Office (310) 510-0220. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 35. 102-35.104 ADA Title II). All public records relating to an agenda item on this agenda are available for the public inspection at the time the records are distributed to all, or a majority of all, members of the City Council. Such records shall be available at City Hall located at 410 Avalon Canyon Rd.

For the public’s convenience, but not participation, the meeting can be viewed:

On local cable: Catalina Broadband Solutions channel 3
Streaming on Facebook Live: www.facebook.com/CityOfAvalonOfficial Streaming on YouTube: https://www.youtube.com/CityofAvalonCA

CALL TO ORDER I PLEDGE OF ALLEGIANCE I INVOCATION I ROLL CALL

ANNOUNCEMENTS I WRITTEN COMMUNICATIONS

DEPARTMENT HEAD REPORTS

CITY MANAGER REPORT I CITY ATTORNEY REPORT

COUNCILMEMBER REPORTSIREQUESTS I MAYOR REPORT

ORAL COMMUNICATION
Members of the public may address the City Council at this time. No action will be taken on nonagenda items at this meeting. Speakers should limit comments to two (2) minutes each.PUBLIC HEARING

1. TDA Article 8 Hearing
The Metropolitan Transit Authority (MTA) is required to hold a public hearing on the community’s unmet public transit needs in accordance with the Transportation Development Act (TDA) Article 8. TDA Article 8 funds are currently being used by the City of Avalon to fund Avalon’s Consolidated Land Transportation Program which includes DAR and fixed routes.

Recommended Action
Open the Public Hearing and accept comments from the public. Close the Public Hearing.

CONSENT CALENDAR

2. City Council Minutes
Although the live recording is the official record of public meetings, minutes are preparedfor the Council’s approval.

Recommended Action
Approve minutes from the February 18, 2025 regular City Council Meetings.

CITY COUNCIL AGENDA
MARCH 18, 2025
PAGE 2

3. Warrants
Expenditures Submitted for Approval:
• US Bank General Account Warrants totaling $1,864,208.40.• One payroll totaling $254,084.93. • Four electronic fund transfers totaling $156,626.86.

Recommended Action
Approve the total expenditures for February 24, 2025 through March 7, 2025 totaling $2,274,920.19.

4. Revisions to the City’s Records Retention Schedules
Avalon has adopted several records retention schedules over the years. Updates are 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.

Recommended Action
Adopt a resolution rescinding Resolution No. 17-37 and adopting a records retention schedule authorizing destruction of certain city records.

5. Fourth of July Fireworks Procurement
Annually, the City of Avalon provides a fireworks show as a part of the Fourth of July Celebration. City Staff solicited quotes from various fireworks and barge vendors and received one proposal from each vendor type.Recommended Action Authorize the City Manager to execute agreements with Garden State Fireworks, Inc. to provide the firework show, and Curtin Maritime for the barge services for the Annual Fourth of July Celebration.

6. Edison International Contribution Agreement
The City of Avalon Fire Chief was contacted by a representative from Edison International interested in supporting the City Fire Department with wildland fire efforts. After a number of meetings, Edison International agreed to fund the purchase a new fire engine.

Recommended Action
Authorize the City Manager or his designee to execute a Contribution Agreement with Edison International.

GENERAL BUSINESS

7. Catalina Electric Car Company Autoette Rental Permit Application On February 11, 2025 the City received a transportation permit application from Mike King and Matt Affolder on behalf of Catalina Electric Car Company. The business is requesting (12) new electric commercial rental autoette permits with a proposed business facility located at Catalina Yamaha at 117 Clarissa Avenue.

Recommended Action
Discuss and provide direction to Staff. If consensus for approval is reached, make the affirmative findings that the criteria set forth in Avalon Municipal Code Section 5-1 1 have been met and direct Staff to issue the appropriate permit.

CITY COUNCIL AGENDA
MARCH 18, 2025
PAGE 3

8. Advance Payment of Measure C Funds to the Catalina Island Medical Center (CIMC) The Catalina Island Medical Center (CIMC) has asked the City Council to approve execution of a non-binding letter of interest ([01) for a potential advance payment of approximately $2,8000,000 from the City’s general fund so that CIMC can participate in a program to receive a substantial increase in funding.

Recommended Action
Provide direction on whether to enter into the letter of interest which could lead to an agreement wherein the City advances approximately $2,800,000 for CIMC’s participation in the Voluntary Rate Range Intergovernmental Transfer Program, which CIMC believes will result in increased funding for CIMC. The City would be paid back through any available CIMC revenues, including Measure C funds, over the course of several years.

9. Options for City Council in Considering Tenant Protection and Rent Control Measures The purpose of this item is to provide the City Council with information on State law as it relates to tenant protections and rent control, and provide examples of what other citieshave codified locally so the City Council may consider what policy options it is interested in exploring for Avalon.Recommended Action
Consider and discuss tenant protections and rent control options available under State law, and provide direction to City of Avalon (“City”) staff to evaluate and report back on any desired local options available to the City.

10. Discussion Regarding Cross Channel Wharfage
On December 4, 2018 the City Council amended the Avalon Municipal Code increasing wharfage by $1.00 roundtrip ($50 each way) and dedicated 100% of the increase to further fund capital improvements in the harbor, as planned grant-funded projects required local matching funds exceeding existing available revenues. The ordinance took effect on March 1, 2019 and was originally scheduled to sunset on February 28, 2021.

On October 20, 2020, the City Council extended the increase to sunset on June 30, 2025.

Recommended Action
Discuss an increase in cross channel wharfage to fund anticipated capital improvementsin the Harbor.

ADJOURN

NOTICE OF POSTING
I, Devin Elise Hart, declare that the City Council Agenda for Tuesday, March 18, 2025 was posted on Friday, March 14, 2025 on the City’s website, www.cityofavalon.com/agendacenter,and at City Hall, 410 Avalon Canyon Road. ti214-*
De7iI Elise Hart, Senior Management Analyst

CITY OF AVALON CITY COUNCIL
MEETING DATE: March 18, 2025 AGENDA ITEM: 2..

ORIGINATING DEP: City Clerk CITY MANAGER: C(. f.-(
PREPARED BY: Gabrielle Morones, City Clerk
SUBJECT: City Council MinutesRECOMMENDED ACTION(S): Approve minutes from the March 4, 2025 regular City Council Meeting.

REPORT SUMMARY: Although the live recording is the official record of public meetings, minutes are prepared for the Council’s approval.

FISCAL IMPACTS: N/A.

GOAL ALIGNMENT: Not Aligned.

CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A.

FOLLOW UP ACTION: File minutes in the City Clerk’s office.

ADVERTISING, NOTICE AND PUBLIC CONTACT: The item was properly listed onthe posted agenda pursuant to the Brown Act.

ATTACHMENTS:

1. March 4, 2025 regular City Council Meeting Minutes

AVALON CITY COUNCIL MEETING
TUESDAY, MARCH 4, 2025 — 5:00 PM
410 AVALON CANYON ROAD

MINUTES
CALL TO ORDER-5:OO p.m.

ROLL CALL- Present via Teleconference and In-Person: Mayor Anni Marshall, Councilmembers Lisa Lavelle, Michael Ponce, Mary Schickling and Yesenia De La Rosa. Also present: City Manager David Maistros, City Attorney Scott Campbell and City Clerk Gabrielle Morones.

WRITTEN COMMUNICATIONS-City staff received four written communications regarding Item #6. Presentation and Discussion on Revisions to Avalon Municipal Code$4-4 Vehicles. Copies were distributed to City Council and are filed in the City Clerk’s office.

COUNCILMEMBER REQUESTS-Councilmember Schickling requested city staff toprepare an ordinance amending the zoning code requiring discretionary approval for the exterior alteration of commercial properties and/or prohibiting the destruction of historical facades including tiling and/or public art.

CONSENT CALENDAR-There were four items on the Consent Calendar. Motion toapprove Items #1-#4 made by Lisa Lavelle, seconded by Yesenia De La Rosa. (All Ayes)

1. City Council Minutes
Approve minutes from the February 18, 2025 regular City Council Meetings.

2. Warrants
Approved warrants from the US Bank General Account Warrants totaling $496,918.33, one payroll totaling $253,210.33, and one electronic fund transfer totaling $3,133.70 for a total expenditure of $753,262.36 for February 10, 2025through February 21, 2025.

3. Adoption an Ordinance Repealing and Replacing Title 4, Public Safety, Chapter 4-1 Bicycles and Repealing Chapter 4-10 of the Avalon Municipal Code Adopted Ordinance No. 1223-25 of the City of Avalon Repealing and Replacing Title 4, Chapter 4-1 and Repealing Chapter 4-10 of the Avalon Municipal Code Regarding Bicycles, Electric Bicycles, And Motorized Bicycles.

4. Fire Surplus Eguipment
Adopted Resolution No.25-06 of the City Council of the City of Avalon Declaring Specified Equipment to be Surplus and Authorizing the Sale or Disposal Thereof.

CITY COUNCIL MINUTES
MARCH 4, 2025PAGE 2

PUBLIC HEARING

5. Fiscal Year 2024-2025 Miscellaneous Fee Schedule Revisions

1. City Council heard a presentation regarding the Miscellaneous Fee Schedule.

2. Mayor Marshall opened the Public Hearing, no comments were heard. 3.

Mayor Marshall closed the Public Hearing. 4. City Council adopted Resolution No. 25-07 of the City Council of the City of Avalon Setting Fees for Services,Facilities and Activities of the City of Avalon for Fiscal Year 2024-25.

Motion to approve made by Lisa Lavelle, seconded by Michael Ponce. (All Ayes) GENERAL BUSINESS6. Presentation and Discussion on Revisions to Avalon Municipal Code § 4-4 Vehicles
City Council heard a presentation to consider updates to the Avalon Municipal Code § 4-4 Vehicles and provided direction on the following:
1) Require permits for motorcycles/motorized scooters. Staff will gather information for a future discussion on placing limits on how many motorcycles and scooters can be registered per dwelling unit.
2) Staff will gather information for a future discussion on the possible size increase to the Micro-Car Length (120.1” to 135”) & Oversize (200” to 210”). 3) Allow ADUs/JADUs to qualify for one Residential Autoette Permit per unit with off-street parking requirement.
4) Consider setting caps by permit type at a later date. 5) Banking of Vehicle Permits-Allow existing blue sticker holder to bank blue sticker(s) for a maximum of three years. If blue sticker holder is not able to purchase a vehicle within the three years he/she will need to apply for a hardship exemption. Moving forward new blue sticker holders will not be allowed to bank vehicle permits and will only be allowed to be placed on full size vehicles, not on autoettes.
6) Allow Legacy Permits to continue (as long as renewed on-time). 7) Allow transfers of blue stickers to a spouse, child, or grandchild prior to death as long as they are full-time residents. The City Attorney will gather information on the legalities of intergenerational transfers. 8) Align overnight off-street parking to 2:00 a.m.- 6:00 am. 9) Electric Commercial Autoette Replacement Program-Applicants can utilize existing gas powered autoettes, commercial auotettes that are brought from the mainland are required to be electric.
10) Allow Residential Parking Program to move forward by neighborhood application. The program will require a petition (75%+), payment for sign installment, and require City Council or Planning Commission approval.

CITY COUNCIL MINUTES
MARCH 4, 2025PAGE 3Mayor Marshall adjourned the meeting at 8:22 p.m.I, Gabrielle Morones, City Clerk, do hereby certify that the DVD videotape of the regular City Council Meeting on March 4, 2025, is the official record of the Council Meeting andis on file and maintained in City Hall.

Gabrielle Morones, City Clerk

CITY OF AVALON CITY COUNCIL
MEETING DATE: March 18, 2025 AGENDA ITEM: 3
ORIGINATING DEP: Finance CITY MANAGER: _______ PREPARED BY: Matthew Baker, Finance Director SUBJECT: Warrants
RECOMMENDED ACTION(S): Approve the total expenditures for February 24, 2025 throughMarch 7, 2025 totaling $2,274,920.19.

REPORT SUMMARY: These disbursements through March are comprised of warrants from the US Bank General Account totaling $1,864,208.40, one payroll totaling $254,084.93, and other electronic fund transfers totaling $156,626.86.

ITEM DESCRIPTION AMOUNT DATE
GE US BANK WARRANTS CK# 39560- 39577 152,959.94 02/27/25 GE US BANK WARRANTS CK# 39578 798695.50 02/28/25GE US BANK WARRANTS CK# 39579 -39653 893,802.96 02/28/25GF US BANK WARRANTS CK# 39654 18,750.00 03/04/25 PAYROLL 254,084.93 03/07/25EFT -CALPERS MEDICAL 100,446.29 03/03/25 EFT -CALPERS RETIREMENT 45,497.17 03/03/25
EFT -CALCARD ACH (FIRE AREA F GRANT) 9,071.70 02/27/25
EFT - HARBOR/REC CREDIT CARD AND BANK SERVICE FEES 1,611.70 03/07/25 TOTAL DISBURSEMENTS $ 2,274,920.19
GOAL ALIGNMENT: Ongoing meeting of City obligations.

FISCAL IMPACTS: There are sufficient funds available, and the expenditures are included in the FY24-25 Budget.

CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A
FOLLOW UP ACTION: N/A
ADVERTISING, NOTICE AND PUBLIC CONTACT: Pursuant to the Brown Act.

ATTACHMENTS: Audit Certificate, Warrant Lists, US Bank Credit Card Detail

CITY OF AVALON
FEBRUARY 24, 2025 - MARCH 7, 2025 DISBURSEMENTS
March 18, 2025

ITEM DESCRIPTION AMOUNT DATE
GF US BANK WARRANTS CK# 39560 39577 152,959.94 02/27/25 GF US BANK WARRANTS CK# 39578 798,695.50 02/28/25GF US BANK WARRANTS CK# 39579- 39553 893,802.95 02/28/25 GF US BANK WARRANTS CK# 39654 18,750.00 03/04/25PAYROLL 254,084.93 03/07/25EFT - CALPERS MEDICAL 100,446.29 03/03/25 EFT - CALPERS RETIREMENT 45,497.17 03/03/25EFT - CALCARD ACH (FIRE AREA F GRANT) 9,071,70 02/27/25 EFT - HARBOR/REC CREDIT CARD AND BANK SERVICE FEES 1,511.70 03/07/2S TOTAL DISBURSEMENTS $ 2,274,920.19

CERTIFICATE
IN ACCORDANCE WITH SECTION 32702

OF THE GOVERNMENT CODE, I CERTIFY

THAT THE ABOVE DEMANDS ARE ACCURATE

AND THAT FUNDS ARE AVAILABLE FOR
PAYMENT.

APPROVED AND AUDITED THIS
18TH DAY OF MARCH 2025 I CERTIFY UNDER PENALTY OF PERJURY THAT THE FOREGOING IS TRUE ANDCORRECT.

AUDIT COMMI’Il’EE -MICHAEL PONCE EXECUTED THIS 18TH DAY OF MARCH 202S

AUDIT COMMIHEE - MARY SCHICKLING FINANCE DIRECTOR - MAIEHEW BAKER

CITY OF AVALON

WARRANT DISBURSEMENTS
March 17, 2025

CHECK DATE

NUMBER ISSUED AMOUNT NAME DESCRIPTION
39560 02/27/2025 $ 3,084.53 ESG ENGINEERING SERVICE: PUBLIC WORKS39561 02/27/2025 $ 360.00 ESG ENGINEERING SERVICE: PUBLIC WORKS 39562 02/27/2025 $ 720.00 ESG ENGINEERING SERVICE: PUBLIC WORKS39563 02/27/2025 $ 540.00 ESG ENGINEERING SERVICE: PUBLIC WORKS39564 02/27/2025 $ 1,440.00 ESG ENGINEERING SERVICE: PUBLIC WORKS39565 02/27/2025 $ 4,300.00 ESG ENGINEERING SERVICE: PUBLIC WORKS 39566 02/27/2025 $ 5,754.45 ESG ENGINEERING SERVICE: PUBLIC WORKS39567 02/27/2025 $ 20,839.93 ESG ENGINEERING SERVICE: PUBLIC WORKS39568 02/27/2025 $ 6,481.12 ESG ENGINEERING SERVICE: PUBLIC WORKS39569 02/27/2025 $ 2,430.93 ESG ENGINEERING SERVICE: PUBLIC WORKS 39570 02/27/2025 $ 2,080.00 ESG ENGINEERING SERVICE: PUBLIC WORKS39571 02/27/2025 $ 806.00 ESG ENGINEERING SERVICE: PUBLIC WORKS39572 02/27/2025 $ 31,753.41 ESG ENGINEERING SERVICE: PUBLIC WORKS39573 02/27/2025 $ 4,120.00 ESG ENGINEERING SERVICE: PUBLIC WORKS 39574 02/27/2025 $ 180.00 ESG ENGINEERING SERVICE: PUBLIC WORKS39575 02/27/2025 $ 2,653.05 ESG ENGINEERING SERVICE: PUBLIC WORKS39576 02/27/2025 $ 1,020.25 ESG ENGINEERING SERVICE: PUBLIC WORKS39577 02/27/2025 $ 64,396.27 MONTROSE ENVIRONMENTAL SOLUTIONS SERVICE: CIP 180003 $ 152,959.94

Page 1 of 1 ends

CITY OF AVALON

WARRANT DISBURSEMENTS
March 17, 2025

CHECK DATE

NUMBER ISSUED AMOUNT NAME DESCRIPTION
39578 2/28/2025 798,695.50 JORDAHL CONSTRUCTION SERVICE: CIP 180003 $ 798,695.50

Page 1 of 1 ends

CITY OF AVALON

WARRANT DISBURSEMENTS
March 17, 2025
CHECK
NUMBER
39579
395803958139582
39583
3958439585
39586
39587
3958839589
3959039591
39592
395933959439595
39596395973959839599
39600
3960139602396023960339604
396053960639607
3960839609
396103961139612
39613396143961539616
39617396183961939620
3962139622
3962339624
39625
39626396273962839629
3963039631
39632
3963339634
3963539636
DATE
ISSUED
2/28/20252/28/2025
2/28/2025
2/28/20252/28/20252/28/2025
2/28/2025
2/28/20252/28/20252/28/20252/28/2025
2/28/20252/28/20252/28/20252/28/2025
2/28/2025
2/28/20252/28/2025
2/28/20252/28/20252/28/20252/28/20252/28/2025
2/28/20252/28/20252/28/2025
2/28/20252/28/20252/28/20252/28/20252/28/2025
2/28/20252/28/20252/28/20252/28/20252/28/2025
2/28/2025
2/28/20252/28/2025
2/28/20252/28/20252/28/20252/28/2025
2/28/20252/28/2025
2/28/20252/28/20252/28/20252/28/2025
2/28/20252/28/2025
2/28/20252/28/20252/28/20252/28/20252/28/2025
2/28/20252/28/20252/28/2025

AAA OIL, INCAIR SOURCE INDUSTRIES
AL LARSON BOAT SHOP, INC.AMAZON CAPITAL SERVICES, INC.AMAZON CAPITAL SERVICES, INC.AT & T AVALON FREIGHT SERVICES, LLCAVALON SEAFOODAVALON SHOREBOAT SERVICE CORP.

BEST, BEST & KRIEGER, LLP

BONILLA, MIGUEL

CASSIDY, SHANACATALINA ATMCATALINA BEVERAGE COCATALINA BROADBAND SOLUTIONSCATALINA CHAMBER OF COMMERCE

CATALINA EXPRESS

CATALINA ISLANDERCDW GOVERNMENT
CENTRAL COAST GROUPCHARLES E. THOMAS COMPANY, INC.

CICCS/EAPCIVICPLUS, LLC
CO. OF LOS ANGELES SHERIFF’S DEPT.

CO. OF LOS ANGELES SHERIFF’S DEPT.CREATIVE SIGN, INC.

DAPEER, ROSENBLIT & LITVAK,LLP

DEWEY PEST CONTROLDION & SONS MARINE FUELS INC

EDISONEMPLOYMENT DEVELOPMENT DEPARTMENT
ESPRY, INC.FIDELITY SECURITY LIFE INSURANCE

GEOGRAPHIC DATA & MANAGEMENT

GLOBAL EQUIPMENT COMPANYGRAINGER
HIGH TIDE TRADERSIDR ENVIRONMENTAL SERVICESISLAND FIRE EXTINGUISHERS, INC.

KENNEDY, ROBERTKEY CODE MEDIA, INC.LAWSON PRODUCTS
LINDE GAS & EQUIPMENT INC.MASAISLAND EXPRESS HELICOPTERS INC.

MCDONALD, AUDRAMCMASTER-CARR
MOTOROLA SOLUTIONS, INC.NAPA AUTO PARTS
SAN DIEGO COFFEE, TEA & SPICE, INC.

PUBLIC SECTOR PERSONNEL CONSULTANTS

QUADIENTQUILL CORP
RICOH AMERICAS CORPRICOH USA, INC.RSG, INC

DESCRIPTION
FUEL: ALL DEPARTMENTS
SUPPLIES: FIRESERVICE: HARBOR

VOID MULTI STUB CHECK
SUPPLIES: ALL DEPARTMENTSCOMMUNICATIONS: ALL DEPARTMENTS FREIGHT: ALL DEPARTMENTSRENT RECONCILIATION 2024CONTRACT SERVICES: 03/2025LEGAL FEES: 01/2025 REIMBURSMENT 0/P COSTSRENT RECONCILIATION 2024RENT RECONCILIATION 2024 SUPPLIES: ALL DEPARTMENTSSERVICE: PUBLIC WORKS
TOT: 03/2025
SUBSIDY: 01/2025
ADVERTISING: PLANNING DEPARTMENTSUPPLIES: IT
SERVICE: FIRE
SERVICE: HARBOR
SERVICE: ADMINISTRATIONSERVICE: ADMINISTRATION
RESIDENT DEPUTY: 01/2025
WATERFRONT PATROL: 12/2024
SUPPLIES: PUBLIC WORKS (TOW YARD)SERVICE: VEHICLESSERVICE: ALL DEPARTMENTS FUEL: HARBORUTILITIES: ALL DEPARTMENTSUNEMPLOYMENT INSURANCE SERVICE: IT
VISION: 02/2025SERVICE: PLANNING
SUPPLIES: ALL DEPARTMENTSSUPPLIES: PUBLIC WORKS
UNIFORMS: HARBOR
SERVICE: ADMINISTRATION
SERVICE:PUBLIC WORK

REFUND LATE FEE
SUPPLIES: A/V CHAMBERSUPPLIES: GARAGE
UTILITIES: ALL DEPARTMENTSDUES: 02/2025
FREIGHT: PUBLIC WORKS
RETIREE INSURANCE: 03/2025
SUPPLIES: PUBLIC WORKSSERVICE: FIRE AUDIO
SUPPLIES: GARAGESUPPLIES: FIRESERVICE: ADMINISTRATION

POSTAGE REFILL
SUPPLIES: ALL DEPARTMENTS
COPIER LEASE: PLANNING
COPIER LEASE: PLANNING
SERVICE: SUCCESSOR AGENCY
CONTRACT SERVICE: PLANNING
SERVICE: ADMINISTRATION
2ND HALF 02/2025

AMOUNT NAME
6,261.72

90.70 87,106.83
6,881.08
1,781.34
871.27
21,270.0924,083.3330,723.14

39.58 134.43

71.18 3,190.98

54.95 137,500.00
72,378.18
183.00
784.40
1,200.001,740.00
892.40
3,137.40
171,462.87
24,123.10
139.70
2,760.11
1,758.00
261.18
30,298.36
1,894.38
450.00
1,123.301,177.00
2,489.50
3,143.782,545.40
14,360.22
137.49

30.00 933.90368.72441.38918.50

55.26 710.15
1,427.43
86,745.60
1,290.22
295.00
20,000.00
2,000.00
1,426.53
908.90

28.58 962.50
$
$$
$
$$
$
$
$$$
$
$
$
$
$
$
$$
$$
$
$
$
$
$
$$
$
$
$
$
$$
$$$
$
$
$
$
$
$$
$
$
$
$
$
$
$
$$
$
$
$
$$
$
33,335.74 SAGECREST PLANNING & ENVIRONMENTAL

50.00 HERTEL SALDANA, GABRIEL L
9,357.91 SIRIA’S CLEANING SERVICE

Page 1 of 2 ends

CITY OF AVALON

WARRANT DISBURSEMENTS
March 17, 2025

CHECKNUMBER

CORPORATE PAYMENT SYSTEMSCORPORATE PAYMENT SYSTEMSCORPORATE PAYMENT SYSTEMSCORPORATE PAYMENT SYSTEMS VEGA, EDMUNDOVERIZON WIRELESSWALTERS WHOLESALE ELECTRIC COWATERMAN SUPPLY COMPANY INC.WEEKS, YOSHIWESTRIDGE ENVIRONMENTAL GROUP PERMIT FEE: FIRE
SERVICE: FIRE
LIFE INSURANCE: 02/2025
SOFTWARE LEASE: FINANCE
RENT RECONCILIATION 2024
REFUND DEPOSIT! LIGHTS
SUPPLIES: PUBLIC WORSVOID MULTI STUB CHECK

VOID MULTI STUB CHECKVOID MULTI STUB CHECK

SEE ATTACHED DETAIL
VOID (REISSUED CHECK 3/4/25)COMMUNICATIONS: ALL DEPARTMENTSSUPPLIES: SKATE PARK SUPPLIES: HARBOR DEPARTMENT
RENT RECONCILIATION 2024
SUPPLIES: WWTP
DATE

ISSUED AMOUNT NAME
165.96
3,526.50
1,205.89
4,105.30
556.11500.00
427.87

DESCRIPTION

SOUTH COAST AOMDSPECIALTY DOORSSTANDARD INSURANCE COMPANY

SUPERION, LLC

THE BEACH STANDTOVAR, BOBBY
ULINE, INC.
39637
39638396393964039641
39642396433964439645
3964639647396483964939650
3965139652
2/28/2025
2/28/20252/28/20252/28/20252/28/20252/28/20252/28/2025
2/28/20252/28/20252/28/20252/28/20252/28/2025
2/28/20252/28/20252/28/20252/28/2025
$
$
$$
$$$
$
$$
$$
$
$
$
$
32,911.75
18,750.00
2,224.70
393.82348.15
2,016.57
39653 2/28/2025 $ 6,883.63
$ 893,802.96

Page 2 of 2 ends

CITY OF AVALON
US BANK CREDIT CARD CHARGES PAID Pebruar 2B, 2025
March IB, 2025

GE PA B TM E NTFINANCEFINANCE

FIREADMINISTRATION - CIP

ADMINISTRATION

ADMINISTRATIONADMINISTRATION

RECREATIONRECREATION

RECREATIONRECREATIONRECREATIONRECREATION

RECREATION

RECREATIONRECREATION

ADMINISTRATION

ADMINISTRATIONADMINISTRATION

ADMINISTRATION

PLANNING & BUILDING

PLANNING & BUILDINGPLANNING & BUILDINGPLANNING & BUILDINGPLANNING & BUILDING

PLANNING & BUILDING

ADMINISTRATIONADMINISTRATION

PUBLIC WORKSPUBLIC WORKSPUBLIC WORKS

PUBLIC WORKS

PUBLIC WDRKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKS

PUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKS

PUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKS

PUBLIC WORKSFIREFIREFIRE
FIRE
FIRE

FIREFIRE

FIREFIREFIREFIREPUBLIC WORKS

PUBLIC WORKSPUBLIC WORKS

PUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKS

PUBLIC WORKSPUBLIC WORKSPUBLIC WORKS

PUBLIC WORKS

PUBLIC WORKSPUBLIC WORKSADMINISTRATIONADMINISTRATION
LAST NAME POST DATE AMTUBD VENDOR DESCRIPTIONBAKER 1/22/2025 $ 146.00 USPS POSTAGEBAKER 2/4/202S $ 304.34 ZOOM.COM SUBSCRIPTION: IT CISNEROS, C. 2/4/2025 $ 3R.BS WPSG, INC UNIFORMSD.E. HART 5/29/2025 $ 10.10 USPS POSTAGE O.E. HART 2/3/2025 $ 35.00 SINCH MAILGUN OPERATION COSTS: IT0 E. HART 2/4/2025 $ 92.96 CYRERLINK OPERATION COSTS: IT O.E. HART 2/R/2025 $ AS0.00 LEAGUE OF CALIFORNIA CITIES CONFERENCE: COUNCIL O.E. HART 2/7/2025 $ 110.40 WINHOSTCOM OPERATION COSTS: ITD.E. HART 2/17/2025 $ 15.00 OUICK EISGN LLC OPERATION COSTS: IT DAVID HART T/R7/2025 $ 446.05 BROADCAST MUSIC INC BMI SERVICE: MUSICDAVID HART 5/22/2025 $ ROSE RCXMLSGO RCXSPORTS.COM SUPPLIES: POUTH SPORTS (SOCCER) DAVID HART 1/29/2025 $ SORB RCXMLSGO RCXSPORTS.COM SUPPLIES: YOUTH SPORTS (SOCCER)DAVID HART 1/30/2025 $ SO RR RCX*MLSGO RCXSPGRTS.COM SUPPLIES: YOUTH SPORTS (SOCCER)DAVID HART 2/3/202S $ 5.00 CPRS SAN JOSE MEMBERSHIPDAVID HART 2/3/2025 $ 150.00 CR95 SAN lOSE MEMRERSHIP DAVID HART 2/3/2025 $ 550.00 CPRS SAN JOSE MEMBERSHIP
DAVID HART 2/10/2025 $ 2R0.BS CROWN AWARDS SUPPLIES POUTH SPORTS )SOCCER)DAVID HART 2/11/202S $ SRA4S WILSON SPORTING 0000S CO. SUPPLIES: YOUTH SPORTS (BASKETBALL)DAVID HART 2/11/202S $ 13.97 VONS SUPPLIES: SPECIAL EVENTFRANCIS 1/16/2025 S 29.RB ADOBE OPERATION COSTS: IT FRANCIS J/21/202S $ 471.10 ULINE SUPPLIES: TRAFFIC SAFETY FRANCIS 2/13/202S $ 400.S3 CATALINA CANPON INN LODGING: PROFESSIONAL SERVICES IT FRANCIS 2/13/2025 $ 400.53 CATALINA CANYON INN LODGING: PROFESSIONAL SERVICES ITFRANCIS 2/14/202S S 56.09 VISTAPRINT SUPPLIES: BUSINESS CAROS FRANCIS 2/17/202S $ R2.BS ADOBE OPERATION COSTS: IT
GILBERT 1/17/2025 $ 22.RA CHET’S HARDWARE SUPPLIES: FLOAT MAINTENANCEGILBERT 1/17/2025 $ 92.45 CHET’S HARDWARE SUPPLIES: SMALL TOOLS GILBERT 2/4/2025 $ 450.00 UCD EXT MOTO TRAINING: PLANNINGGILBERT 2/S/202S $ 403.95 SIR SPEEDY PRINTING SUPPLIES: PLANNING GILBERT 2/6/2025 $ 13.19 CHEPS HARDWARE SUPPLIES: SMALL TOOLSGILBERT 2/17/2025 $ 32.99 CHEPS HARDWARE SUPPLIES: SMALL TOOLSGONZALEZ 2/10/2025 $ 41.77 AMAZON SUPPLIES: OFFICEGONZALEZ 2/12/202S $ 27.R7 AMAZON SUPPLIES: OFFICE HMIELAK 1/16/2025 $ R7A.B3 FIRE LINE EOUIPMENT LLC SUPPLIES: VEHICLE MAINTENANCEHMIELAK 1/17/202S $ 595.91 FIRE LINE EQUIPMENT LLC SUPPLIES: VEHICLE MAINTENANCEHMIELAK 1/20/2025 $ 195.67 PEBBLY BEACH RUILOING SUPPLY SUPPLIES: CIP 252501 )TOW YARD) HMIELAK 1/20/202S $ 29.25 PEBBLY BEACH BUILDING SUPPLY SUPPLIES: CIP 252501 (TOW YARD)HMIELAK 1/20/202S $ 155.13 RRIMAR INDUSTRIES SUPPLIES: TRAFFIC SAFETY HMIELAK 1/22/2025 $ 222.11 CROUCH SALES COMPANY SUPPLIES: FLOAT MAINTENANCEHMIELAK 1/30/202S $ 11.06 CHET’S HARDWARE SUPPLIES MAINTENANCE OF PREMISESHMIELAK X/30/202S $ 3R.72 ERAY SUPPLIES: MAINTENANCE OF PREMISESHMIELAK 1/31/2025 $ 39.72 EBAY SUPPLIES: MAINTENANCE OF PREMISES HMIELAK 2/3/202S $ 15.92 CHET’S HARDWARE SUPPLIES: MAINTENANCE OF PREMISESHMIKLAK 2/3/202S $ 4.21 CHEPS HARDWARE SUPPLIES: MAINTENANCE OF PREMISESHMIELAK 2/4/202S $ 220.00 WP GERARD TRAINING INS TRAINING: TOW CERTIFICATIONHMIELAK 2/4/202S $ 220.00 WP GERARD TRAINING INS TRAINING: TOW CERTIFICATION HMIELAK 2/4/202S $ 220.00 WP GERARD TRAINING INS TRAINING: TOW CERTIFICATIONHMIELAK 2/10/2G2S $ 17.19 CHET’S HARDWARE SUPPLIES: MAINTENANCE OF PREMISESHMIELAK 2/10/2025 $ 5.73 PEBBLY BEACH BUILDING SUPPLY SUPPLIES: MAINTENANCE OF PREMISES IwwrPIHMIELAK 2/11/202S $ 209.45 SP ELITE GATES SUPPLIES: MAINTENANCE OF PREMISESHMIELAK 2/13/202S $ 90.93 CHET’S HARDWARE SUPPLIES: MAINTENANCE OF PREMISES

2. CISNEROS 1/17/2025 $ 2.09 H-E-R COLLEGE TRAVEL: MEALC CISNEROS 1/20/2025 $ 240.25 H-E-R COLLEGE TRAVEL: MEAL J. CISNEROS 1/27/2025 $ 74.RT H-E-R COLLEGE TRAVEL MEAL I. CISNERGS 1/27/2025 $ 2S.4B H-E-B COLLEGE TRAVEL: MEALI. CISNEROS 1/27/2025 $ A 04 EXXON GATEWAY EXPRESS TRAVEL: MEAL

2. CISNEROS 1/2R/202S $ 42.35 TARGET TRAVEL: MEAL

2. CISNEROS 1/3O/202S $ 56.49 TEXAS COMM FIRE PORT TRAINING: CLASS2. CISNEROS 1/30/2025 $ 1S.OB BLINN COLLEGE TRAINING: CLASS2. CISNEROS 2/3/2025 $ 47.00 EXPRESS COLLEGE TRAVEL: BOAT J. CISNEBOS 2/3/2025 $ 9.72 BUC-EES TRAVEL: MEALI. CISNEROS 2/3/2025 $ 0.74 BUDGET RENT A CAR TRAVEL: RENTAL CAR BALANCE1. HERNANDEZ 1/16/202S $ RSE.B0 REMARKABLE OSLO SUPPLIES. OFFICEI. HERNANDEZ 1/24/2025 $ 52.67 CHEPS HARDWARE SUPPLIES: CIP 24700S )GREEN PIER) I. HERNANDEZ 2/9/202S $ 23.94 CHEPS HAROWARE SUPPLIES: STREET MAINTENANCE1. HERNANOEZ 2/7/2025 $ 24.16 CHET’S HARDWARE SUPPUES: CIP 2S2501 )TGW YARD)J. HERNANOEZ 2/7/2025 $ 12.72 CHET’S HARDWARE SUPPLIES: CIP 252501 )TOW YARD)J. HERNANOEZ 2/SO/202S $ 999.30 PARK BENCH MOLDS SUPPLIES: MAINTENANCE OF PRLMISESJ. HERNANDEZ 2/10/2025 $ X,XBR.25 ALP SUPPLY SUPPLIES: MAINTENANCE OF PREMISES

2. HEBNANOEZ 2/31/202S $ 214.97 SP THE LOCK PEOPLE SUPPLIES: MAINTENANCE OF PREMISES2. HERNANDEZ 2/13/2025 $ B.7R CHET’S HARDWARE SUPPLIES: STREET MAINTENANCE2. HERNANDEZ 2/13/2025 $ 42.27 CHEPS HARDWARE SUPPLIES: STREET MAINTENANCE

2. HERNANDEZ 2/13/2025 $ S,628.42 CROWD CONTROL WAREHOUSE SUPPLIES: CIP 246502 )SKATEPARK)2. HERNANOEZ 2/14/2025 $ 36.R4 CHEPS HARDWARE SUPPLIES: SMALL TOOLS2. HERNANOEZ 2/17/2025 $ 191.30 CHETS HARDWARE SUPPLIES: MAINTENANCE OF PREMISES IWWTrI

2. HERNANDEZ 2/17/202S $ T4.B0 CHET’S HARDWARE SUPPLIES: MAINTENANCE OF PREMISESI. HERNANDEZ 2/E7/2025 $ 41.79 CHET’S HARDWARE SUPPLIES: SMALL TOOLS MAISTROS 1/17/2O2S STAREINK INTERNET OPERATION COSTS: IT MAISTROS 2/2R/2025 $ 52.00 CATALINA EXPRESS TRAVEL: BOAT

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CITY OF AVALON
US BANK CREDIT CARD CHARGES PAID February 28, 2025
March 18, 2025

DESCRIPTION
TRAVEL: HOTEL
TRAVEL: CONFERENCE COUNCIL
TRAVEL: CONFERENCE COUNCILOPERATION COSTS: ITOPERATION COSTS: ITOPERATION COSTS: ITOPERATION COSTS: IT OPERATION COSTS: IT
OPERATION COSTS: ITSUPPLIESSUPPLIES: MAINTENANCE OF PREMISES CONFERENCE: CHAMRER
TRAVEL: LODOINOOPERATION COSTS. ITSUPPLIES. AMRULANCETRAVEL: MEAL TRAVEL: MEALTRAVEL: MEAL

REFUND CREDIT
TRAVEL LODGINGTRAVEL: MEALTRAVEL: LODGINGSUPPLIES: MAINTENANCE OF PREMISES

POSTAGE
TRAVEL: MEAL
TRAVEL: MEAL

POSTAGE
TRAINING: CLASSTRAINING: CLASSCOMMUNICATIONS
SPECIAL DEPARTMENT LIPENSESUPPLIES: FLOAT MAINTENANCESUPPLIES: FLOAT MAINTENANCESUPPLIES: FLOAT MAINTENANCE SUPPLIES: SMALL TOOLS
SUPPLIES: SMALL TOOLS
SUPPLIES: SMALL TOOLSSUPPLIES: FLOAT MAINTENANCE
SUPPLIES: FLOAT MAINTENANCESUPPLIES: FLOAT MAINTENANCESUPPLIES: FLOAT MAINTENANCESUPPLIES: SMALL TOOLSSUPPLIES: HEATERSUPPLIES: MAINTENANCE OF PREMISESSUPPLIES: CIP 252501 (TOW YARD( SUPPLIES: CIP 2S2S01 (TOW YARD(
SUPPLIES: CIP 2S2S01 (TOW YARD(

SUPPLIES MAINTENANCE OF PREMISES
SUPPLIES: CIP 2S2S01 (TOW TARD(SUPPLIES: SMALL TOOLSSUPPLIES: MAINTENANCE OF PREMISESSUPPLIES: SMALL TOOLSSUPPLIES: MAINTENANCE OF PREMISES IWSSrPISUPPLIES: MAINTENANCE GE PREMISESSUPPLIES: MAINTENANCE GE PREMISESSUPPLIES: MAINTENANCE GE PREMISESSUPPLIES: SMALL TOOLSSUPPLIES: MAINTENANCE OF PREMISES

REFUND CREDIT
SUPPLIES: FLOAT MAINTENANCESUPPLIES: FLOAT MAINTENANCESUPPLIES:PARK FACILITIESSUPPLIES: FLOAT MAINTENANCESUPPLIES: FLOAT MAINTENANCESUPPLIES: MAINTENANCE GE PREMISESSUPPLIES: SMALL TOOLSSUPPLIES: MAINTENANCE GE PREMISESSUPPLIES: SMALL TOOLS SUPPLIES: ELOAT MAINTENANCE
SUPPLIESTRAVEL AND TRAININGSUPPLIES: VEHICLE MAINTENANCE SUPPLIES: VEHICLE MAINTENANCESUPPLIES: VEHICLE MAINTENANCESUPPLIES: VEHICLE MAINTENANCETRAINING: PHYSICALTRAINING MEMBERSHIP

DEPARTMENT

ADMINISTRATIONADMINISTRATIONADMINISTRATIONADMINISTRATION

ADMINISTRATION

ADMINISTRATIONADMINISTRATIONADMINISTRATION

ADMINISTRATION

TIREFIRE

TIRETIRETIRETIREFIRETIRETIREFIRETIRETIRE

TIRETIRETIRETIRETIRETIRETIRETIRETIRETIRE
TIRETIREFIREHARBOR MAIN3TNANCEHARRDR MAINTENANCEHARROR MAINTENANCEHARBOR MAINTENANCEHARROR MAINTENANCEHARBOR MAINTENANCEHARBDR MAINTENANCEHARBOR MAINTENANCEHARBOR MAINTENANCEHARBOR MAINTENANCE

HARBOR MAINTENANCE

TIREPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKS

PUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKSPUBLIC WORKS

PUBLIC WORKSPUBLIC WORKS

PUBLIC WORKS

PUBLIC WORKSPUBLIC WORKS

PUBLIC WORKSPUBLIC WORKSHARBOR MAINTENANCEHARBOR MAINTENANCEHARBOR MAINTENANCEHARBOR MAINTENANCEHARBOR MAINTENANCEHARBOR MAINTENANCEHARBOR MAINTENANCE

ADMIN ISTRAT ION
LASTNAME POSTDATE AMTUSD VENDORMAISTROS 2/3/2D25 $ 899.26 HILTON HOTEL SAN DIEGOMAISTROS 2/6/202S $ 950.00 PAYPAL CALITORNIA CONTRACT CITIESMAISTROS 2/6/2025 $ 9S0.00 PAYPAL CALITORNIA CONTRACT CITIES M. DAILY 1/16/2025 $ 1,S70.17 DM1 DELL HIGHERM. DAILY 1/21/2025 $ 21.S0 SPAM HERDM. DAILY 1/29/2025 $ 120.00 DUD.COMM. DAILY 2/3/202S $ 40.46 DM1 DELL HIGHERM. DAILY 2/4/202S $ 172.S0 DDMDTZ INC M. DAILY 2/17/2025 $ 25.00 CLDUDTLARE
METTERT 2/3/202S $ 12.92 AMAZONMETTERT 2/17/202S $ 6S.9B AMAZONMJALEDRIA 1/17/2025 STARLINK INTERNETMJALEGRIA 1/17/202S STARLINK INTERNETMJALRGRIA 1/17/202S STARLINK INTERNETMJALEGRIA 1/T7/202S $ 10.00 CATALINA ISLAND CHAMBER MJALEGRIA 1/20/2025 $ 1,SR9.10 HDMEWDDD SUITES COLLEGE STATIONMJALEGRIA 1/24/202S $ 2.99 APPLE TOMMJALEGRIA 1/30/2D2S $ 162.60 SAVVIK BUYING GROUPMJALEDRIA 1/30/202S S 26.33 CHICK-TIL-AMJALEGRIA 5/30/202S $ 123.93 TST UNION KITCHEN & TAP SAN DIEGOMJALEGRIA 1/30/2025 $ 101.17 HILTON ODYSEA LDUNGE SAN DIEGO MJALEDRIA 2/3/202S $ (162.B0( SAVVIK BUYING GROUPMJALEGRIA 2/3/202S $ 1,917 50 HOMEWDOD SUITES COLLEGE STATIONMJALEGRIA 2/3/2025 $ 21.19 HILTON STARBUCKS COFFEE SAN DIEGOMJALEGRIA 2/3/2025 $ 993.65 HILTON HOTEL SAN DIEGOMJALEDRIA 2/3/202S S 214.39 CGSTCG WHSEMJALEGRIA 2/6/2025 $ 6S.S4 UPSMJALEGRIA 2/10/2025 $ 10.40 STARBUCKS STOREMJALEGRIA 2/10/202S $ SS.26 RAISING CANES MJALEGRIA 2/10/202S $ 2.7S UPSMJALEGRIA 2/14/202S $ 194.71 LAATCA RTG DETICERSMIALEGRIA 2/14/202S $ 194.71 LAATCA RTG DTTICERSMJALEDRIA 2/17/2025 $ 250.00 STARLINK INTERNET MJALEGRIA 2/17/2025 $ 165.00 STARLINK INTERNETP. HERNANDEZ 1/20/2025 $ 163.01 PEBBLY BEACH BUILDING SUPPLY P. HERNANDEZ 1/20/2025 $ 21.R2 PEBBLY BEACH BUILDING SUPPLYP. HERNANDEZ 1/23/2025 $ 38.72 PEBBLY BEACH BUILDING SUPPLYP. HERNANDEZ 1/24/2025 $ 54.99 CHRIS HARDWAREP. HERNANDEZ 1/27/2025 $ B2.36 PEBBLY BEACH BUILDING SUPPLY P. HRRNANDEZ 1/3D/202S $ SR.2R CHRIS HARDWAREP. HERNANDEZ 1/31/202S $ 49.47 CHRIS HARDWAREP. HERNANDEZ 2/3/202S $ 16.26 CHET’S HARDWAREP. HERNANDEZ 2/3/2025 $ 3.30 CHET’S HARDWAREP. HRRNANDRZ 2/13/2025 $ 12.OR CHET’S HARDWAREP. HERNANDEZ 2/17/2025 $ 32.44 CHRT’S HARDWAREP. MUNITO 2/3/2025 $ R.24 CHET’S HARDWARE ROGELID H. 1/21/202S $ 19.12 CHRIS HARDWARE
ROGELID H. 1/23/2025 $ 74.69 PEBBLY BEACH BUILDING SUPPLYRODRLID H. 1/24/202S $ 16.76 PEBBLY REACH BUILDING SUPPLYRDDELID H. 1/24/202S $ S1.19 PEBBLY BEACH BUILDING SUPPLYROGELIG H. 1/27/202S $ 21.39 CHET’S HARDWARERDGELIG H. 1/31/2025 $ 146.24 PEBBLY BEACH BUILDING SUPPLYRDGRLID H. 2/3/2025 $ 66.43 CHET’S HARDWARERODELIG H. 2/S/202S $ 10.44 CHET’S HARDWAREROGELID H. 2/6/2025 $ 9.89 CHET’S HARDWARERGGELIO H. 2/6/202S $ 177.12 CHET’S HARDWARE BOGELID H. 2/7/2025 $ 41.13 CHIT’S EIARDWARERGGELID H. 2/10/202S $ 34.06 CHRIS HARDWAREROGELID H. 2/10/202S $ 3S.72 CHEIS HARDWARERODRLID H. 2/1D/202S $ 34.45 PEBBLY BEACH BUILDING SUPPLYRODELIG H. 2/14/2025 $ 96.97 CHRIS HARDWARERODELIG H. 2/17/202S $ (2.20( CHRIS HARDWARERDGELIO H. 2/17/2025 $ 13.19 CHRIS HARDWARERDGRLIG H. 2/17/202S $ 63.76 CHEIS HARDWARERODELID H 2/17/2025 $ 142.99 CHIT’S HARDWARERGGELIO H. 2/17/202S $ 29.69 CHRT’S HARDWAREBOGELID H. 2/17/2025 $ SS.19 CHIT’S HARDWARE RGGELID H. 2/17/2025 $ 3.4R CHRT’S HARDWARE
BOGELID H. 2/17/2025 $ S7.1R CHET’S HARDWARE
RODRLID H. 2/17/202S $ 173.12 CHRT’S HARDWARERGGELID H. 2/17/2025 $ 30.79 CHET’S HARDWAREBDGRLIO H. 2/17/2025 $ 3B.09 CHRIS HARDWAREBUBIG, L. 1/16/2025 $ 43.41 CHRIS HARDWARERUBID, L. 1/22/202S $ 714.66 IN MBC HEAVY EDUIPMENTRUBID, L. 1/27/2025 $ 46.16 CHRIS HARDWARERUBID, L. 1/27/202S $ 30.34 CHITS HARDWARERUBID, L 1/27/2025 $ 46.70 CHRIS HARDWARTRUBID, L. 1/31/2025 $ 20.42 CHETS HARDWARERUBID, L 2/3/202S $ 85.00 ROSS HEALTH CARE CLINICCAMPBELL C 1/20/2025 $ 499.00 CAL CHAMBER DT CDMMRRCR

Page 2 of 3 ends

CITY OF AVALON
US BANK CREDIT CARD CHARGES PAID February 28, 2025
March 18, 2025
LASTNAME POSTDATE AMTUSD VENDOR DESCRIPTION DEPARTMENTCAMPBELL, C 1/28/2025 $ 92.00 CATALINA EXPRESS TRAVEL: BOAT ADMINISTRATIONCAMPBELL, C 2/12/2025 $ 14.99 CANVA SUBSCRIPTION: IT ADMINISTRATION $ 32,911.75 CHECK NUMBER 39644 -39647

Page 3 of 3 ends

CITY OF AVALON

WARRANT DISBURSEMENTS
March 17, 2025

CHECK DATE

NUMBER ISSUED AMOUNT NAME DESCRIPTION
39654 3/4/2025 18,750.00 VEGA, EDMUNDO CONTRACT SERVICES: 02/2025 $ 18,750.00

Page 1 of 1 ends

CITY OF AVALON CITY COUNCIL
MEETING DATE: March 18, 2025 AGENDA ITEM:
________
ORIGINATING DEP: Administration CITY MANAGER:
________
PREPARED BY: Gabrielle Morones, City Clerk
Devin Hart, Senior Management Analyst
SUBJECT: Revisions to the City’s Records Retention Schedules RECOMMENDED ACTION(S): Adopt a resolution rescinding Resolution No. 17-37 and adopting a records retention schedule authorizing destruction of certain city records.

REPORT SUMMARY: Avalon has adopted several records retention schedules over the years. The City Council last adopted records retention schedules on December 19, 2017 by Resolution No. 17-37.

The City selected Gladwell Governmental Services, Inc., an expert in local government records, to update its records retention schedules. Updates are necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and takeadvantage of current technology and changes in law. Resolution No. 17-37 provided City Staff the ability to make minor modifications to the retention policy without seeking approval from the City Council; however, the proposed updates do not qualify as minor in nature.

The update to the records retention schedules are driven by many factors, including:
• Very limited space in City facilities.
o Many Departments reported they are out of space to store their records. • Many departments are filing and storing copies of the same records. • Avalon 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.

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 City Clerk and City Attorney, which is provided in Section 2 of the resolution.

It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council. The changes, with the written approval signatures, are retained permanently by the City Clerk and are accessible to the public, and this process saves substantial taxpayer money.

This period, the following changes are being made:

ALL Schedules:
• nsDestroy Paper after Imaged & QC’d?” was changed to “Yes: After QC & OD” for most records series.
• The legal requirements for the electronic record to serve as the Official I Original record are summarized in the Records Retention Legend in the explanation of the “Destroy Paper after Imaged & QC’d” column, as they have been in the past.

City-Wide:
• CW-022: Correspondence -Routine — Removed Reading, Working Files. • CW-023: Correspondence - TRANSITORY I PRELIMINARY DRAFTS (Content Not Substantive) Added “undeliverable envelopes I returned mail” to the examples City Clerk:
• FPPC has removed the requirement for the agency to retain a paper version of campaign Statements or Economic Statements for 2 years. • CC-028 - Elections - Petitions (Initiative, Recall or Referendum) Deleted that item and split into 2 new items so the new laws are (somewhat) understandable:
• CC-028.1 -Elections -Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT o Retention: Final Examination + 1 year after petition examination • CC-028.2- Elections -Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT o Retention: Results + 8 months
Fire:
• FR-017 — Deleted, included with FR-020, which now reads “Fire Inspections / Business Inspection Files / Occupancy Inspections I Fire Citations / Notice of Violations” Human Resources
• Deleted — HR-003.1 -COVID-19 Notifications to Employees (State repealed this law)• New item: HR-017 -Workplace Violence — Hazard identification, evaluation, correction, incident logs, investigations, training, etc.
o Retention: 5 Years
Public Works I Transportation:
• New Items: PW-062.5 - Funding & Grants: FTA, Others: Equipment (Buses, Vehicles) and Real Property
o Retention: Disposition I Sale + 5 years
o Comments I Reference: FTA Retention for other Records. “three years from the starting date specified . . .“; “multi-year projects is the date of submission of the final FSR upon project completion”;5 years meets auditing standards and federal requirements; FTA - Ciricular_5010_1D 111(7); 0MB Circular A-lb & A-133; GC §34090
• PW-068.5- Video Recordings: Exterior and Interior of Public Transportation Vehicles o Retention: When No Longer Required
o Comments / Reference: 1 year is not required - No forward-facing parking control videos; 1. The agency has made a diligent effort to identify a security system that is capable of storing recorded data for one year. 2. The agency determines that the technology to store recorded data in an economically andtechnologically feasible manner for one year is not available. 3. The transit agency purchases and installs the best available technology with respect to storage capacity that is both economically and technologically feasible at that time. PUC §99164; GC §34090.6
The remainder of changes were repeals or additions to legal citations that did not affect retention.

FISCAL IMPACTS: When implemented properly, Avalon will realize significant savings both in labor and storage expenses; including the avoidance of future storage and/or construction costs.

CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City will have an outdated records retention policy and records management will be inefficient.

FOLLOW UP ACTION: Implement City Council direction.

ADVERTISING, NOTICE AND PUBLIC CONTACT: Pursuant to the Brown Act.

ATTACHMENTS: Resolution.

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

AVALON, CALIFORNIA, ADOPTING A RECORDS RETENTION

SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS, AND RESCINDING PREVIOUS RESOLUTION NO. 17-37
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 Avalon; 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 State of California has adopted guidelines for retention period for various government records; and
WHEREAS, the City Council of the City of Avalon adopted Resolutions No. 17-37 adopting a records retention schedule;

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

Section 1. Resolution Number 17-37 is hereby rescinded.

Section 2. The records of the City of Avalon, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Avalon.

Section 3. With the written consent of the City Clerk, City Manager, and City Attorney, updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council.

Section 4. 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 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

Section 6. This resolution shall become effective immediately upon its passage and adoption.

PASSED AND ADOPTED by the City Council of the City of Avalon on the 1 8th day of March, 2025 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Ann H. Marshall, Mayor
ATTEST:

Gabrielle Morones, City Clerk

HOW TO USE RETENTION SCHEDULES
©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

The specified retention period applies regardless of the media of the record: If a record is stored on paperand electronic format (a computer file on a hard drive), all electronic and paper records should bedestroyed (or deleted I erased) after the specified period of time has elapsed and authorization todestroy has been obtained.

Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.

The term “records” shall include all records as defined by the California Public Records Act.

STRUCTURE: CITY-WIDE. DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may beorganized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures• Free office space and computer storage space• Reduce the cost of records storage — paper and electronic• Eliminate duplication of effort within the City • Find records faster• Determine what media should be used to store records AUTHORIZATION TO DESTROY RECORDS (Paoer or Electronic Records’:

Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion.
• If there is a minimum retention (“Minimum 2 years”), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention (“When No Longer Required”), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.

On every page of the schedules (near the top, just under the column headings) are important instructions,including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits andlor investigations suspend normal retention periods (retentionresumes after settlement or resolution).”

RECORDS RETENTION SCHEDULE LEGEND
@1995—2025 Gladwell Governmental Services, nc, (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually, it is the department that originates the record. The official (original) record may be the paper! hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.

Records Description: The record series (a group of like records).

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

Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk or other Unalterable Media which does not allow changes Scan I Import (guideline): “S’ indicates the record should be scanned into the document imaging system; “II” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked)! Trustworthy Electronic Record: Yes” means 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 (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.

Legend for legal citations (: Section)
CC: Civil Code (CA)
CFC: California Fire Code
EVC: Evidence Code (CA)
FTB: Franchise Tax Board (CA)
HUD: Housing & Urban Develop. (US)
PC: Penal Code (CA)
UFC: Uniform Fire Code
W&l: Welfare & Institutions Code (CA)
B&P: Business & Professions Code (CA)
CCP: Code of Civil Procedure (CA)
CFR: Code of Federal Regulations (US)
FA: Food & Agriculture Code
GC: Government Code (CA)
LC: Labor Code (CA)
PRC Public Resources Code
USC: United States Code (US)
CBC: California Building Code
CCR: California Code of Regulations (CA)
EC: Elections Code (CA)
FC: Family Code (CA)
H&S: Health & Safety Code (CA)
Ops. Cal. Atty. Gen..: Attorney General Opinions (CA)
R&T: Revenue & Taxation Code (CA)
VC: Vehicle Code (CA)
Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Retention No. Records Description Retention I Disposition Comments I Reference Record I lmage Destroy
Inactive Paper Active Total Media I=lmport (OFR) (Records Vital? I after (in office) Retention Options M=Mfr Center) I Imaged & S=Scan QC’d? Retentions apply to the department that is NOT the Office of Record (OFR), or the “Lead Department”. If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2vears) 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 b All Departments)
Accident, incident, Injury Copies - Copies -
Mag, Human reports: EMPLOYEES, with When No When No Yes: After Copies retained for reference; CW-001 Mfr. OD, S/I Resources associated MSDS, if a Longer Longer QC & OD GC §34090.7 Ppr chemical was involved Required Required Accounts Payable, Invoices,
Petty Cash, Travel
Reimbursement, Warrant Copies - Copies -
Requests, etc. When No When No Yes: Before Mag, All originals go to Finance Yes: After Finance CW-002 Mfr, OD, S/I (these are copies); GC Longer Longer Payment QC & OD Ppr §34090.7 When ALL backup is forwarded Required Required to Finance (City Attorney
Invoices Excluded)
Affidavits of Publications /
Brown Act challenges must be Public Hearing Notices / Legal filed within 30 or 90 days of Advertising I Affidavits of Mag, Yes: After action; Statute of Limitations Lead Dept. CW-003 I Posting / Newspapers 2 years 2 years Mfr, OD, S/I QC & OD on Municipal Government if newspaper does not provide Ppr actions is 3 - 6 months; GC an Affidavit of Publication, 34090, 54960.1(c)(1) retain the whole newspaper Agenda Packets I Staff
Reports: City Council, ACIA -
Avalon Community Copies - Copies -
Mag, Yes: After Improvement Agency When No When No Mfr, OD, S/I GC §34090.7 City Clerk CW-004 (Redevelopment Agency,) Longer Longer QC &OD Ppr Successor Agency, Oversight Required Required Board, Hospital Board of
Trustees
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & I S=Scan QCd?
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%ears), since d struction 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).

I Yes: After Copies - Copies -
Mag, QC & OD Ensure the City Clerk receives
City Clerk Cw0o5 Agreements & Contracts ALL When No When No Mfr, OD, S/I Upoc- all original agreements; GC ORIGINALS Longer Longer Ppr Complotio §34090.7 Required Required I Some Grant Auditing Agencies
require audits; Meets Auditing
Standards; Uniform Admin.

Agreements & Contracts: Requirements for Grants to
ADMINISTRATIVE FILES 10 years or : After Completion + Local Governments is 3 years (with Grant Funding) . 10 years or Yes: from expenditure report; CDBG ding After Funding Mag, QC & OD is 4 years; HUD requires 5 Yes: Before Lead Dept. CW-006 (Correspondence, Insurance Completion Audit, if Agency Audit, Mfr, OD, S/I 1Jn- years for programs covered by Completion Certificates, Project if required, Ppr Completio a consolidated plan; statewide required, Administration, Project whichever is whichever is t guidelines propoce ‘1 years; 2 Schedules, Certified Payrolls, longer longer CFR 200.334; 24 CFR Invoices, Logs, RFP, etc.) 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42;;
0MB Circular A-il 0 & A-i 33;
GC §34090; GC §8546.7
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 ReVISIOn Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of I ‘ Retention No. Records Description Retention I Disposition Comments / Reference Record i Image Destroy
Inactive I I I Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & : S=Scan QCd? 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 + 2jears), 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).

Covers E&O Statute of
Limitations; Published Audit Agreements & Contracts:

Standards’l 7 years; Statute ADMINISTRATIVE FILES Yes: After —of Limitations: Contracts & Mag, QC&OD Spec’s=4 years, Wrongful Completion + Yes: Before Mfr, CD, S/I l4poi-. Lead Dept. CW-007 (Correspondence, Project Completion 10 years 10 years Completion Deathcomp. + 5 years, Administration, Project Ppr Completio Developers=comp. + 10 years; Schedules, Certified Payrolls, Statewide guidelines propose Invoices, Logs, RFP, etc.) ermination 5 years; CCP §337 et. seq., GC §34090
Agreements & Contracts:

UNSUCCESSFUL BIDS,
UNSUCCESSFUL The REP / REQ and the Mag, PROPOSALS or RESPONSES Yes: After successful proposal becomes Lead Dept. CW-008 2 years 2 years Mfr, OD, J! QC & CD part of the agreement or to RFPs (Request for Ppr Proposals) andlor RFQs contract; GC §34090 (Request for Qualifications)
that don’t result in a contract
Copies - Copies -
Mag, Audits / Audit Reports / Annual When No When No Yes: After Einance CW-009 Comprehensive Einancial Mfr, CD, S/I Copies; GC §34090.7 Longer Longer QC & CD Ppr Report (ACFR) Required Required Bids: See Agreements & CW-010 Contracts
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record lmage Destroy
Inactive Paper Active Total Media Ilmport (OFR) (Records Vital? after Retention Options M=Mfr (in office) Center) Imaged & S=Scan QCd? 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%ears), since d struction 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).

Boards, Commissions, &
Committees: City Council
Subcommittees Mag, All recommendations are Yes: After Staffing Dept. CW-01 1 2 years 2 years Mfr, OD, S/I presented to the City Council; QC & OD Ppr GC §34090 et seq. (Composed solely of less than a quorum of the City Council)
Boards, Commissions, &
Committees: Employees Staff Mag, Yes: After Staffing Dept. CW-012 2 years 2 years Mfr, OD, S/I GC §34090 et seq. QC & OD Meetings / Department Staff Ppr Meetings Boards, Commissions, &
Committees: External When No When No Mag, Organizations Yes: After CW-013 Longer Longer Mfr, OD, S/I Non-records QC & OD Required Required Ppr (e.g. County Board of Supervisors)
Copies - Copies -
When No When No Yes: Current Mag, Yes: After Final must be filed with County Finance CW-014 Budgets -Finals Mfr, OD, S/I Auditor; GC §34090.7, 40802, Longer Longer Fiscal Year QC & OD Ppr 53901 Required Required —_______ Copies - Copies -
Cash Receipts Detail / Backup When No When No Mag, Yes: After Finance CW-01 5 / Accounts Receivable Detail / Mfr, OD, S/I GC §34090.7 Longer Longer QC & OD Refund Detail Ppr Required Required Lead Ma Minimum 2 Minimum 2 Yes: After (Requesting) CW-016 City Attorney Opinions Mfr, OD, SI I City preference; GC §34090 years years QC & OD Dept. Ppr AVALON, CA ©1995-2017 GladweIl Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Retention No. Records Description Retention I Disposition Comments I Reference Record Image
Destroy
Inactive Paper
Active Total I Media l=lmport
(OFR) (Records Vital? after I (in office) Retention Options M=Mfr Center) SScan
Imaged &
! QCd?
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%ears), since d struction 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).

Copies - Copies -
When No When No Finance / Mag, Yes: After Longer Longer Yes: Before Admin / Risk CW-017 Claims Mfr, OD, S/I QC & OD GC §34090.7, 34090.6 Required Required Settlement Ppr Settlement Manage.
(Upon (Upon
Settlement) Settlement)
City preference; Statute of
Lead Mag, Limitations for personal
Yes: After property, fraud, etc. is 3 years; Complaints / Concerns from Minimum 2 Minimum 2 Mfr, OD, S/I (Responding) CW-018 Citizens years years QC & OD Claims must be filed in 6 Dept. Ppr I months; CCP §340 et seq., 1 342, GC §34090
Send to Send to Mag, Human Yes: After CW-01 9 Complaints Against Employees Human Human Mfr, OD. S/I . GC §34090.7 Resources QC & OD Resources Resources Ppr ft_cW-O2O Contracts: See Agreements
Copies - Copies -
Mag, Yes: After Copies or duplicates of any When No When No I Mfr, OD. S/I GC §34090.7 Lead Dept. CW-021 record Longer Longer QC & OD Ppr Required Required AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevIsIon Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy
Inactive Paper Active Total Media l=lmport after (in office) Center) Retention j
Vital? Options Imaged &
(OFR) (Records M=Mfr
SScan QC’d?
Retentions apply to the department that is NOT the Office of Record (OFR), or the “Lead Department”. If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2%ears), 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).

Correspondence - ROUTINE
(Content relates in a
substantive way to the
conduct of the public’s
Dept. that business) ONLY IF the Content relates in Authors a substantive way to the Document (e.g. Administrative, Mag, Yes: After conduct of the public’s or CW-022 Chronological, e-mail, General 2 years 2 years Mfr, OD, .L’ QC & OD business; City of San Jose v. Receives the Files, Letters, Memorandums, Ppr Superior Court (2017)2 Cal.Sth City’s Original ‘eading File, Working Filec, 608GC §34090; Document etc.) IF the Content relates in a
SUBSTANTIVE way to the
conduct of the public’s
business
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of . . .

Retention No. Records Description Retention I Disposition Comments I Reference Record ! Destroy . Image: . Inactive . Paper Active Total Media I=Import (OFR) . (Records . Vital? . after (in office) Retention Options M=Mfr Center) Imaged & I S=Scan QCd? 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 + 2jears), 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).

L,orresponoehce -

TRANSITORY I
PRELIMINARY DRAFTS, Electronic and paper records
Interagency and lntraagency are filed and retained based Memoranda NOT retained in upon their CONTENT E
the ordinary course of business mails, electronic records, or social media postings where
Content NOT Substantive, or either the Content relates in a NOT made or retained for the substantive way to the
purpose of preserving the conduct of the publics
informational content for business, or ARE made or
Dept. that future reference retained for the purpose of Authors preserving the informational
Document (e.g. calendars, checklists, e- When No When No Mag content for future reference are or CW023 mail or social media posting, Longer Longer Ppr’ saved by printing them out Receives the employee directories, flyers, Required Required and placing them in a file City’s Original invitations, instant messaging, folder, or saving them Document inventories, logs, mailing lists, electronically. If not meeting room registrations, mentioned here, consult the speaker cards, staff City Attorney to determine if a ivideoconference chats, notes record is considered transitory and recordings, supply / preliminary draft. GC
inventories, telephone §34090, 7927.500, 6252--
messages, text messages, 6251(3); 64 Ops. Cal. Atty.
transmittal letters, thank yous, Gen. 317 (1981); City of San requests from other cities, Jose v. Superior Court (2017) 2 undeliverable envelopes! Cal.5th 608
returned mail, visitors logs,
,,nir.p n,piip n,oKnnot cm
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan I QCd? 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 + 2jears), since d struction 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).

Deeds, Easements, Final Copies - Copies -
Orders of Condemnations, When No When No Mag, Yes: After Send all originals to the City Mfr,OD, S/I City Clerk CW-024 Liens, Recorded Documents, Longer Longer QC & OD Clerk; GC §34090.7 Ppr Rights of Ways (All) Required Required As long as the drafts and notes
are not retained in the “Regular
When No When No Mag, Course of Business”. Consult Drafts & Notes: Drafts that are Yes: After Lead Dept. CW-025 Longer Longer Mfr, OD, S/I the City Attorney to determine QC & OD revised (retain final version) Required Required Ppr if a record is considered a draft. GC §34090, 7927.500,
7928.705 6252, 625’l(a)
The Lead Department should
print out historical documents
(or save source data) prior to
GIS Database / Data / Layers When No When No Mag, replacing the data, if they Yes: After Lead Dept. CW-026 (both City-wide and Longer Longer Yes Mfr, OD, S/I require the data or output for QC & OD Specialized) Required Required historical purposes; Department Preference
(Preliminary documents); GC
§34090 et seq.

Grants (UNSUCCESSFUL Mag, Yes: After Lead Dept. CW-027 2 years 2 years Mfr,OD, S/I GC34090 QC & OD Applications, Correspondence) Ppr AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of I
Record Retention No. Records Description - Retention I Disposition Comments I Reference Image: Destroy
Inactive Total Paper Active
after I Options M=Mfr (OFR) (Records (in office) Center) Retention Vital? Media Ilmpo Imaged & S=Scan QC’d?
Retentions apply to the department that is NOT the Office of Record (OFR), or the “Lead Department’ If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2Jears) 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).

Grants I CDBG / FEMA or 0ES
Meets Auditing Standards; , Reimbursement Claims /
Uniform Admin. Requirements I ‘Reimbursable Claims I for Grants to Local I (SUCCESSFUL Reports, other Governments is 3 years from records required to pass the After , funding agency’s audit, if Funding After Funding expenditure report; CDBG is 4 . Irequired) . Agency Agency Audit, Mag, years; HUD requires 5 years Yes: After for programs covered by a Lead Dept. CW-028 2 years Audit, if if required - Mtr, OD, S/I QC & OD consolidated plan; statewide Applications (successful), grant Required - Minimum 5 Ppr agreement, program rules, Minimum 5 years .]uldelines propose ‘1 years; 2 CFR 200.334; 24 CFR regulations & procedures, years 91.105(h), 92.505, 570.490, & reports to grant funding 570.502(a), 29 CFR 97.42; agencies, correspondence, 0MB Circular A-lb &A-133; audit records, completion GC §34090; GC §8546.7 records Send all grievances to Human
Resources; All State and Copies - Copies -
Human ‘Grievances and Informal When No When No Yes: Before Mag, . Federal laws require retention Yes: After CW-029 I Mfr, OD. S/I until final disposition of formal Resources : Complaints (Employees) Longer Longer Disposition QC & OD Ppr complaint; State requires 2 : Required Required years after action is taken; GC
§12946,_12960,_34090.7
Litigation Files / Lawsuits /
Court Case Files Final Final Mag, Department preference; CCP Yes: After Yes: Until Lead Dept. CW-030 Resolution + 5 Resolution + 5 Mfr, OD, S / I § 337 et seq.; GC § 911.2, Settlement — QC & OD Send Final Settlement years years Ppr 34090, 34090.6; PC §832.5(b) Agreements to the City Clerk
When No When No Mag, Preliminary drafts not retained Leave Slips / Time Off Yes: After Longer Longer Mfr, OD, S/I in the Regular Course of Lead Dept. CW-031 QC & OD Requests Required Required Ppr Business GC §34090 AVALON, CA ©1995-2017 GladwelI Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 ReVISIOn Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-lO Office of Retention No. Records Description Retention I Disposition Comments I Reference Record lmage Destroy
I Inactive I Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan : I QCd? 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 + 2years), 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).

Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as a
record of the chemical I Material Safety Data Sheet substance / agent, where & (MSDS) / Safety Data Sheet While Mag, when it was used is maintained Yes After (SDS) Chemical Use Report Chemical In 30 years 30 years Mfr, OD, S/I for 30 years; Applies to Lead Dept. CW-032 QC & OD Form (or records of the Use Ppr qualified employers; Claims chemical / substance / agent, can be made for 30 years for where & when it was used) toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3),
I 29 CFR 1910.1020(d)(1)(i), GC
34090
Minutes: City Council, ACIA -
Avalon Community Copies - Copies -
Improvement Agency When No When No Mag, Yes: After Originals maintained by City City Clerk CW-033 (Redevelopment Agency,) Yes (all) Mfr, OD, S/I QC & OD Clerk Permanently; GC Longer Longer Ppr Ne §34090.7 Successor Agency, Oversight Required Required Board, Hospital Board of Trustees
Copies - Copies - Return any whole unused
Municipal Code (these are When No When No Yes: Current Mag, Yes. After codes to the City Clerk; Mfr,OD, S/I QC&OD City Clerk CW-034 copies) Longer Longer Original Originals maintained by City Ppr Ne Required Required Clerk Permanently; GC §34090 When No When No Non-records - may be obtained Yes: After Lead Dept. CW-035 Newspaper Clippings Longer Longer ‘“ -‘— QC & OD from the newspaper company; Required Required Ppr GC §34090
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page OW-li Office of Retention No. Records Description Retention I Disposition Comments / Reference Record ii : Destroy Image Paper Inactive Active Total Media Ilmport after (OFR) (Records M=Mfr (in office) Center) Retention Vital? Options Imaged & S=Scan QC’d? Retentions app!1 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 + 2ears), 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).

Statute of Limitations on Notices: Public Hearing Mag, Yes: After Municipal Government actions Staffing Dept. CW-036 Notices and Proofs of 2 years 2 years Mfr, OD, S/I QC & OLD is 3 -6 months; CCP337 et Publications Ppr seq; GC §34090 Copies - Copies -
When No When No Mag, Yes: After Originals maintained by City City Clerk CW-037 Ordinances -City Council Yes (all) Mfr, OD, S/I QC & OD Clerk Permanently; GC §34090 Longer Longer Ppr Required Required Human Send to Send to Resources / Yes: After CW-038 OSHA Inspections or Citations Human Human Mfr, OLD, S/I GC §34090.7 Risk QC & OD Resources Resources Ppr Management Send to Send to Ensure records kept in Human Human Mag, Department files comply with Yes: After Human Personnel Files (Department- Resources Resources Before CW-039 Mfr, OD, S/I City policy (all originals are QC & OD Resources level Files) Upon Upon Separation Ppr sent to Human Resources); GC Separation or Separation or §34090.7 Transfer Transfer Shred After Shred After
Incorporation Incorporation Notes maintained in a separate into into Before Mag, folder to be incorporated into Yes: After Personnel Files (Supervisor’s Performance Performance Annual Mfr, OD, S I I performance evaluation, or to Lead Dept. CW-040 Notes) Evaluation or Evaluation or Evaluation Ppr QC & OD document progressive Documented Documented discipline; GC §34090 et seq.

Discipline Discipline
When No When No Mag, Preliminary Drafts; destroy Yes: After Lead Dept. CW-041 Photographs Longer Longer Mfr, OD, JJ unnecessary photographs. GC QC & OD Required Required Ppr §34090 AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record lmage Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? r after Retention :Options M=Mfr (in office) Center) Imaged & S=Scan QCd? Retentions app!1 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 + 2jiears), 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).

Public Relations / Press Mag, Yes: After Lead Dept. CW-042 2 years 2 years Mfr, OD, S/I GC §34090 Releases QC & OD Ppr Not accessible to the public; Lead Dept. Real Estate Appraisal Reports: Mag, Yes: After Statewide Guidelinec chow 2 (Who Ordered CW-043 Property NOT purchased, 2 years 2 years Mfr, CD, S/I QC & OD yea&; GC §34090, 625’l(h) the Appraisal) Loans not funded, etc. Ppr 7928705 Not accessible to the public
until purchase has been
Lead Dept. Real Estate Appraisal Reports: Mag, completed; meets municipal Minimum 3 Minimum 5 Yes: Before Yes: After (Who Ordered CW-044 Purchased Property, Funded 2 years Mfr, CD, S/I government auditing years years Purchase QC &OD the Appraisal) Loans Ppr standards; Statewide Suidelines show 2 years; GC
§34090, 625(h) 7928.705
Records Destruction Lists / Copies - Copies -
When No When No Mag, Yes: After City Clerk CW-045 Certificate of Records Mfr, CD, S/I GC §34090.7 Destruction Longer Longer QC & OD Ppr Required Required Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.: When No When No Mag, Yes: After CW-046 Produced by OUTSIDE Longer Longer Mfr, CD, S/I Non-Records QC & OD ORGANIZATIONS (League of Required Required Ppr California Cities, Chamber of
Commerce, etc.)
Reference Materials: Policies,
Procedures, Brochures, Flyers, Mag, Department preference; Minimum 2 Minimum 2 Yes: After Statewide guidelines propose Lead Dept. CW-047 Manuals, Newsletters, etc.: Mfr, CD, S / I Produced by YOUR years years QC & CD ;uperseded -
2 or 5 years; GC Ppr §34090 Department
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record I . lmage
Destroy I
Inactive I Paper Active Total Media l=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? 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 me folder.

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

Reference Materials: Policies,
Procedures, Brochures, Flyers, Mag, When When Yes: After Lead Dept. CW-048 Manuals, Newsletters, etc.: Mfr, OD, S/I Copies; GC §34090.7 Superseded Superseded QC & CD Produced by OTHER Ppr Departments
Reference or Working Files: CW-049 See Correspondence
Administratively and Reports and Studies Mag, Yes: After Historically significant, Lead Dept. CW-050 (Historically significant - e.g., 10 years P P Mfr, CD, S/I QC & CD therefore retained permanently; Zoning Studies) Ppr 10 years GC §34090 Department preference;
Information is outdated after 10 Reports and Studies (other I Mag, Yes: After years; statewide guidelines Lead Dept. CW-051 •than Historically significant 10 years 10 years Mfr, CD, S/I QC & CD propose 2 years; If historically reports - e.g. Annual Reports) Ppr significant, retain permanently; GC34090
Copies - Copies -
Resolutions: City Council / When No When No Mag, Yes: After Originals maintained by City City Clerk CW-052 Planning Commission / Public Yes (all) Mfr. CD, S/I QC & CD Clerk Permanently; GC Longer Longer Ppr No §34090.7 ‘Safety Commission Required Required I Lead Dept. HCWo53 Special Projects / Subject Files Minimum 2 Minimum 2 Mfr, CD, S/I Mag, Yes: After Department Preference; GC
/ Issue Files years years QC & CD §34090 et seq. I Ppr
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record -
Destroy
Inactive Paper Active Total Media Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? 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’ears), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, comolaints, audits, public records act requests, and/or investigations suspend normal retention_periods_(retention_resumes after settlement or completion).

Surveys / Questionnaires (that
the City issues).

If a summary of the data is Mag, Yes: After Lead Dept. CW-054 compiled, the survey forms are 2 years 2 years Mfr, OD, S/I GC §34090 QC & OD considered a draft or transitory Ppr record, and can be destroyed
as drafts (When No Longer
Required)
Department preference; Meets : auditing standards (audit + 4 years); IRS requires 4 years;
Ca. requires 2 yr mm.; FTB
keeps 3 years; Most
Time Cards / Time Sheets Mag, Employees provide digital Yes: After signatures when they submit Lead Dept. CW-055 (Finance keeps the originals 5 years 5 years Mfr, OD, S / I QC & OD their timecards, but some in with employee signatures) Ppr 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; GC §34090
AVALON, CA @1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & SScan I QC’d? Retentions appli 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%ears), 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).

Department preference; Ethics
Training is 5 years; Statewide
guidelineE propoce 7 yeare;
Calif. Labor Division is required
to keep their OSHA records 7 Training -ALL COURSE
RECORDS years; EEOC/FLSAIADEA
Yes: After (Age) requires 3 years for Mag, QC & OD promotion, demotion, transfer, Lead Dept. CW-056 (Attendance Rosters, Outlines 2 years 3 years 5 years Mfr, OD, S/I When selection, or discharge; State and Materials; includes Ppr inactive Law requires 4.2-4 years for Harassment Prevention , Ethics personnel actions; 8 CCR & Safety Training & Tailgates) §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC
§12946, 12960, 34090,
53235.2(b); 53237.2(b); LC
6401 .9(f))
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: CEMETERY Page CEM-1 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media l=lmport Paper after (OFR) (Records Retention Vital? Options M=Mfr Imaged & (in office) Center) S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed b1 file folder.

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

CEMETERY
Department preference: No
Mag, Mfr, Yes: After specific time period S/I Cemetery CEM-001 Cemetery Buy Backs P P OD, Ppr QC &OD mentioned in law: HS §8330, 8331: GC §34090
Department preference: No
Mag, Mfr, Yes: After specific time period SI’ Cemetery CEM-004 Cemetery Plot Map P P Yes OD, Ppr QC & OD Ne mentioned in law: HS §8330, 8331: GC §34090
Department preference: No
Cemetery Ledgers (from Mag, Mfr, Yes: After specific time period P P Yes S/I Cemetery CEM-004 1970s) OD, Ppr QC & OD No mentioned in law: HS §8330, 8331: GC §34090
Cemetery Plots, Vaults,
Niches, Memorial Walls:

Certificate of Ownership
Fully Paid, Balances Due, or Department preference: No
Waiting for Markers Mag, Mfr, Yes: After specific time period S/I Cemetery CEM-002 P P OD, Ppr QC &OD mentioned in law: HS §8330, Applications, Invoices, 8331: GC §34090
Cemetery Information Sheet,
Correspondence, Marker
Photos / Final Design, Permits
Summary Check Sheet, etc.

When No When No Correspondence regarding Mag, Yes: After Preliminary Drafts: GC ij Longer Longer Cemetery CEM-002 Marker Design QPpr QC&OD §34090 Required Required AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: CEMETERY Page CEM-2 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media l=lmport Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards - Retentions begin when the act is completed, and imply a full me folder (e.g. last document + 2 years), since destruction is normally performed file folder. neriods_(retention_resumes_after settlement or completion). HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention1 Mag, Mfr,
Department preference, No
Yes: After specific time period S/i Cemetery CEM-002 Cremations P P OD, Ppr QC &OD mentioned in law; HS §8330, 8331; GC_§34090
Donations for improvements to Mag, M Yes: After Department preference; GC S/I Cemetery CEM-002 P P Cemetery OE Ppr QC & OD 3409O Cemetery CEM-002 Thankyou Letters 2years 2years Mag,Mfr Yes. After ‘GC34090 QPpr ._QC&OD AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-i Office of
Retention No. Records Description Retention I Disposition Comments I Reference Record i . Inactive Image: Destroy
Active Total Media I I=lmport Paper after (OFR) (Records Vital? (in office) Retention Options MMfr Imaged &
Center)
S=Scan QCd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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 ,eriods (retention resumes after settlement or completion).

CITY CLERK
Agenda Packets: City Council,
ACIA -Avalon Community
improvement Agency Department preference;
Mag, Mfr, Yes: After includes final budget and final S/i City Clerk CC-OOi (Redevelopment Agency,) 2 years P P OD, Ppr QC & OD audit reports IACFR GC Successor Agency, Oversight §34090 Board, Hospital Board of Trustees, Housing Authority
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? I (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC’d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed b’ file folder.

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

Agreements & Contracts - ALL
(INFRASTRUCTURE, OR IF
IMAGED, JPAs, MOU5,

FRANCHISES)
Agreement or Contract
includes all contractual Department Preference; All
obligations (e.g. Specifications infrastructure contracts and Successful Proposal I should be permanent for
Scope of Work) emergency preparedness;
Yes: After Statute of Limitations is 4
Yes: Before Mag, Mfr, QC & OD years; 10 years for Errors & City Clerk CC-002 Completion P P S/I Examples of Infrastructure: Completion CD, Ppr Jp- Omissions; land records are Architects, Buildings, bridges, Completion permanent by law; CCP §337 covenants, development, et. seq., GC §34090;
environmental, Joint Powers, Contractor has retention
MOUs, park improvements, requirements in 48 CFR
property & property restrictions, 4.703
redevelopment, reservoirs,
I sewers, sidewalks, street &
ailey improvements,
settlement, subdivisions,
utilities water, etc.

AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 00-3 Office of
Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media Ilmport Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed b1 file folder.

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

Agreements & Contracts - ALL
(NON-INFRASTRUCTURE,
Professional Services
Agreements - NOT IMAGED)
Department Preference;
Agreement or Contract Statute of Limitations is 4
includes all contractual years; 10 years for Errors &
Omissions; land records are obligations (e.g. Specifications Completion + Yes: Before Mag, Mfr. Yes: After S / I permanent by law; COP City Clerk CC-003 and Successful Proposal / Completion 10 years 10 years Completion Q. Ppr QC & OD Scope of Work) §337. 337.1(a), 337.15, 343; GC §34090, Contractor has
Examples of Non- retention requirements in 48
Infrastructure: Consultants, CFR 4.703(a)
Landscaping, Leases, Painting,
Slurry Seals (Paving), Tree
Trimming, Leases, Personnel,
Professional Services, etc.

Mag, Mfr. Yes: After Department preference; GO S/I City Clerk CC-004 Articles of Incorporation P P OD, Ppr QC &OD §34090 Bid Files: UNSUCCESSFUL Mag, Mfi Yes: After S/I GC34090 City Clerk CC-005 2 years 2 years PROPOSALS (ALL) QP Ppr QC & OD Bid Files: INFRASTRUCTURE
Department preference; COP RFP I Specifications, Mag, Mf[ Yes: After S / I §337. 337.1(a), 337.15, 343; 2years P P City Clerk 00-006 Successful Proposal Q.. Ppr QO & OD GO §34090 (prior to 2016) Bid Files: NON
INFRASTRUCTURE Department preference; COP Mag, !4 Yes: After City Clerk 00-007 RFP / Specifications, 2 years 8 years 10 years QQ Ppr ..Li §337. 337.1(a), 337.15, 343; QC & OD Successful Proposal GO §34090 (prior to 2016)
AVALON, CA. ©1995-2017 GladwelI Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record I Retention No. Records Description Retention / Disposition Comments I Reference Inactive 1 Image: Destroy
(OFR) Active (Records
j
TotaI Vital? Media I=Import Paper after
Retention Options M=Mfr Imaged & (in office) Center) S=Scan QC’d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Board & Commission I Mag, ! Yes: After City Clerk CC-008 Committee Maddy Act Lists / 2 years 2 years SI I GC §34090; 2 CCR 18702.5 QPpr QC&OD Vacancy Notices City Council, Board & Mag, Mfr, Yes: After Department preference; GC S/I City Clerk CC-cog Commission Historical List of P P OD, Ppr QC &OD §34090 Members Finance I Risk Mag, Yes: After City Attorney retains Claim S/I CC-010 Claim Forms 2 years 2 years Management Q Ppr QC & OD File; GC §34090 Economic Interest Filings
(FPPC 700 Series Forms - Mag, Mfr, Yes: After City maintains original S / I statements; GC City Clerk CC-cl I Statement of Economic 7 years 7 years OD, Ppr QC 2 years §81 009(d)(e)(f)&(g) Interests): ALL Economic Interest Filings
(FPPC Form 602 I 635) - Mag, !y Yes: After SlI 2CCR18615(f) 5 years 5 years City Clerk CC-012 Lobbyist Authorization / Qj Ppr QC 2 years Reporting
FPPC Form 801 (Gift to Mag, !f Yes: After Must post on website; GC S/I City Clerk CC-013 7 years 7 years Agency Report) Q! Ppr QC 2 years §81009(e) FPPC Form 802 (Event Ticket Mag, !/ Yes: After Should post on website for 4 S/I City Clerk CC-014 I Pass Distributions Agency 7 years 7 years Q. Ppr QC2 years years; GC §81009(e) Report) FPPC Form 803 (Behested Mag, Yes: After S/I GC810O9e City Clerk CC-015 7 years 7 years Payment Report) Q. Ppr QC 2 years FPPC Form 804 (Agency Mag, Mfr, Yes: After FPPC Regulation 18734(c); S/I City Clerk CC-016 P P Report of New Positions) OD, Ppr QC 2 years GC §81009e FPPC Form 805 (Agency Mag, Mfr, Yes: After FPPC Regulation 18734(c); S/I City Clerk CC-017 P P Report of Consultants) OD, Ppr QC2 years GC §81009e FPPC Form 806 (Agency Must post on website; 2 CCR Mag, 4f Yes: After City Clerk CC-018 Report of Public Official 7 years 7 years S/ I 18702.5(b)(3); GC §34090; QjPpr QC2yeare Appointments) GC §81009(e) AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) SScan QC’d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed bX file folder.

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

ELECTIONS CONSOLIDATED
Assessment District Ballots,
City Clerk CC-019 Protest Letters, & Envelopes - 2 years 2 years Ppr GC §53753(e)(2), 53755(d) Prop. 218 proceedings
Campaign Filings (FPPC 400
Series Forms & Form 501): Mag, Mfr, Yes: After Paper must be retained for at City Clerk CC-020 2 years P P S least 2 years; GC SUCCESSFUL CANDIDATES CD, Ppr CC 2 years §81 009(b)&(g) (Elected Officials) Campaign Filings (FPPC 400
Yes: After Paper must be retained for at Series Forms & Form 501): Mag, Mfr, S least 2 years; GC City Clerk CC-021 5 years 5 years UNSUCCESSFUL CD, Ppr QC2years §81 009(b)&(g) CANDIDATES Campaign Filings (FPPC 400
Series Forms): THOSE NOT Paper must be retained for at Yes: After City Clerk CC-022 REQUIRED TO FILE 4 years 4 years Mag, Ppr least 2 years; GC QC ORIGINAL WITH CITY CLERK — §81009(f)&(g) (copies)
Campaign Filings (FPPC 400
Series Forms): OTHER Yes After Paper must be retained for at City Clerk CC-023 7 years 7 years Mag, Ppr COMMITTEES (PACS - not least 2 years; GC §81 009(c)&(g) candidate-controlled)
Statewide guidelines
proposes ‘1 years for
successful candidates, 2 Candidate File: Nomination
Term of Term of years for unsuccessful; CA Papers, Candidate Statement Office ÷ 4 Office + 4 Mag, Ppr law states term of office and 4 City Clerk CC-024 Forms, etc. - SUCCESSFUL years years years after the expiration of CANDIDATES
term for Nomination Papers
and does not delineate
between the two; EC §17100
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 (N
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Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Retention No. 1 Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media Ilmport Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be,cin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed b’ file folder.

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

Not accessible to the public;
Final Final The 8 month retention applies
Elections -Petitions (Initiative, Examination Examination after election results, or final City Clerk CC-028.1 Recall or Referendum) - IF + 1 year after + 1 year after examination if no election, INSUFFICIENT petition petition unless there is a legal or examination examination FPPC proceeding. EC
17200(b)(3), 17400
Not accessible to the public;
The 8 month retention applies
Elections -Petitions (Initiative, after election results, or final Results + 8 Results + 8 City Clerk CC-028.2 Recall or Referendum) - IF examination if no election, months months SUFFICIENT unless there is a legal or FPPC proceeding. EC
§17200(b)(3), 17400
Results -8
months or months or Not accessible to the public; Final Final The 8 month retention applies Examination Examination after election results, or final Elections Petitions (Initiative, if No Election if No Election Ppr examination if no election, Gi4y-QIk CC 028 Recall or Referendum) 1 year after - 1 year after unless there is a legal or petition petition FPPC proceeding. EC examination xamination if §17200(b)(3), 17100 if petition is petition is insufficient insufficient
ELECTIONS - STAND-ALONE (use in conjnction with Consolidated elections ...records series are not repeated) Applications to View Voter City Clerk CC-029 5 years 5 years Ppr EC §2188(f) Registration information City Clerk CC-030 Ballots -After Election 6 mo. 6 mc. Ppr EC §17302 City Clerk CC-031 Ballots -After Recount 6 mo. 6 mo. Ppr EC § 17306 AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Inactive Image: Destroy
Active Total Media I=Import Paper after
(in office) Center) Retention Vital?
S=Scan QCd?
(OFR) (Records Options M=Mfr Imaged &
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed b1 file folder.

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

Challenged & Assisted Voters 6 mo. 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-032 List City Clerk CC-033 Inspector Receipts for Ballots 6 me. 6 mo. Ppr EC 17302, 17306 City Clerk CC-034 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503 Mag, Mfr, City Clerk CC-035 Roster of Voters 5 years 5 years EC §17300 OD, Ppr City Clerk CC-036 Tally Sheets 6 mo. 6 mo. Ppr EC §17304 Vote-by-Mail Applications,
City Clerk CC-037 Roster of Absentee 6 mo. 6 mo. Ppr EC §17505 Applications
Vote-by-Mail Identification City Clerk CC-038 6 mo. 6 mo. Ppr EC §17302 Envelopes Voter Index Copies used as the
City Clerk CC-039 Voting Record at Polling 6 mo. 6 mo. Ppr EC §17304 Places
City Clerk CC-040 Voter Index Original 5 years 5 years Ppr EC 17001 (End of Elections Section)
City Clerk determines
historical significance; Historical Records, records can address a variety Photographs, & Historical Mag, Mfr, Yes: After of subjects and media. Some City Clerk CC-041 Projects (e.g. Incorporation, P P SJJ OD, Ppr QC & OD No media (e.g. audio and video City Seal, Awards of significant tape) may be limited because historical interest, etc.) of the media’s life expectancy; GC §34090
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy
Inactive I
Active Total I Media l=lmport Paper after
(OFR) (Records Vital?
(in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QCd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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 eriods (retention resumes after settlement or completion).

Minutes: City Council, ACIA -
Avalon Community
Improvement Agency Mag, Mfr, Yes: After City Clerk 00-042 (Redevelopment Agency,) P P S/I GO34090 OD,Ppr QC&ODN Successor Agency, Oversight Board, Hospital Board of
Trustees, Housing Authority
Municipal Code When No When No Preliminary drafts not retained Yes: After Mag, S I I in the ordinary course of City Clerk 00-043 Administration, Distribution, Longer Longer QPpr QC&OD Supplements, etc. Required Required business; GO §34090 Term of Term of Oath of Office: Boards & Mag, Mfr, Yes: After Department Preference; GO Office+4 Office+4 S/I City Clerk 00-044 Commission Members OD, Ppr QC’d & OD §34090 years years Mag, Mfr, Yes: After S / I GO §34090 City Clerk 00-045 Ordinances P P OD, Ppr QC’d & OD Petitions (submitted to Council
on any subject -Dog Parks,
Parking, Traffic Calming, etc.) Department preference; only Mag, Mfr, Yes: After City Clerk 00-046 2 years 2 years S / I 1 year is required; GO OD, Ppr QOd & OD See Elections for Initiative, §50115 Recall or Referendum Petitions
Planning Commission
Mag, Mfr, Yes: After Send originals to the City S/I City Clerk 00-047 Resolutions (other records are P P Yes OD, Ppr — QC & OD N Clerk; GO §34090.7 maintained by Planning) Public Records Requests /
Mag, Mfr, Yes: After City Clerk 00-048 Request for Records (except 2 years 2 years S / I GO §34090 OD, Ppr QO’d & OD for Police Department) AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevIsion Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-b Office of
Retention No. Records Description Retention / Disposition Comments / Reference Record i Image: Destroy I Inactive
I
Active Total Media I I=Import Paper after (OFR) (Records Vital? Retention Options M=Mfr Imaged & (in office) Center)
S=Scan QCd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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 )eriods_(retention_resumes_after settlement or completion).

Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way, Mag, Mfr, Yes: After Department preference; GC S/I City Clerk CC-049 Notices of Completion, P P Yes (all) OD, Ppr — QC & OD N §34090 et seq. Recorded Agreements / Contracts, Certificate of
Compliance, etc.

Recordings -AUDIO of City
Council, ACIA -Avalon
Community Improvement Department preference; State Agency (Redevelopment P P Mag, CD law only requires for 30 days; City Clerk CC-050 Agency,) Successor Agency, GC §54953.5(b) Oversight Board, Hospital Board of Trustees, Housing
Authority
Recordings - VIDEO of City
Council, ACIA -Avalon
Community Improvement Department Preference;
Video recording of meetings City Clerk CC-051 Agency (Redevelopment Minimum 10 Minimum 10 Mag, OD Agency,) Successor Agency, years years are only required for 90 days; Oversight Board, Hospital : GC §34090.7, 34090
Board of Trustees, Housing
Authority
Records Destruction Mag, Mfr, Yes: After Department preference; GC S/I P P City Clerk CC-052 Authorization Forms CD, Ppr QC’d & CD §34090 Records Retention Schedules I Mag, Mfr, Yes: After City Clerk CC-053 Amendments to Records 10 years P P CD, Ppr S / I GC §34090 et. seq. QC & ODNo Retention Schedules AVALON, CA. ©1995-2017 GIadweIl Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-i i Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) SScan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions_begin_when_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 eriods_(retention_resumes after settlement or completion).

Redistricting Web Page /
District Boundary Web Page Meg, Mfr, Yes: After EC21160(i)21608(g); GC S/I City Clerk CC-053.1 (Map, Redistricting Process, 10 years 10 years OD, QC & OD §34090 Agendas, Calendars, Notice, etc.)
Resolutions: City Council,
ACIA -Avalon Community
Improvement Agency Mag, Mfr, Yes: After City Clerk CC-054 (Redevelopment Agency,) P P S / I GC §34090 OD,Ppr QC&ODN Successor Agency, Oversight Board, Hospital Board of
Trustees, Housing Authority
Secretary of State Statement of
Mag, !4 Yes: After City Clerk CC-058 Facts -Registry of Public 2 years 2 years S / I GC §34090 et seq. QPpr QC&OD Agencies When No When No Mfr, Yes: After Preliminary drafts used to S/’ City Clerk CC-055 Speaker Cards Longer Longer OD, Ppr QC & OD produce minutes: GC §34090 Required Required Stock Certificates (Water Mag, Mfr, Yes: After Department preference: GC S/I City Clerk CC-056 P P Company) OD, Ppr QC &OD §34090 Vehicle Titles (Pink Slips) -All Sale or Sale or Mag, Yes: After Department Preference; GC jj City Clerk CC-057 Vehicles Disposal Disposal Qjj Ppr QC & OD §34090 AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevisIon Approved: 5/9/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER I ADMINISTRATION Page CM-i Office of Retention No. Records Description Retention / Disposition Comments I Reference Record I Image: Destroy I I I Inactive I I Active Total Media Ilmport Paper after1 (OFR) (Records Vital? Retention Options M=Mfr Imaged & (in office) Center) I S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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 investiga ions suspend normal retention periods (retention resumes after settlement or completion).

CITY MANAGER
City Minimum 2 Minimum 2 Mag, MJ Yes: After Department Preference; GC S/I CM-00i City Council Correspondence Manager years years Qj Ppr — QC & OD 34090 City City Manager Correspondence Minimum 2 Minimum 2 Mag, J/J Yes: After Department Preference; GC CM-002 (Interoffice, Citizens, Legislative S / I Manager years years Ppr QC & OD :34o9o Positions, Organizations, etc.) City Minimum 2 Minimum 2 Mag, M1 Yes: After Department Preference; GC CM-003 Department Files S / I Manager years years QP. Ppr QC & OD 34090 Economic Development Projects,
City Programs, Subject & Issues / Minimum 2 Minimum 2 Yes: While Mag,J Yes: After Department Preference; GC S/I CM-004 Economic Development (Issues Active Manager years years Q. Ppr QC & OD §34090 and/or projects will vary over time - Issues e.g. Hotels, Developments, etc.)
City Minimum 2 Minimum 2 :Mag, MfrH Yes: After Department Preference; GC CM-005 Film Permits S / I Manager years years Q..Q Ppr QC & OD §34090 Projects, Programs, Subject &
. Issues / Economic Development Yes: While City Minimum 2 Minimum 2 CM-006 (Issues and/or projects will vary Active Mag, 4L Yes: After Department Preference; GC S/I years years Ppr QC & OD §34090 Manager over time -e.g. Hotels, Cable TV, Issues Developments, etc.)
Department preference, meets City Mag, fj Yes: After S / I municipal auditing standards; CM-007 Real Estate Appraisals 5 years 5 years Manager Ppr QC & OD — GC34090 Redevelopment Long Range City Completion Completion Mag, Yes: After Department preference; GC CM-008 Property Management Plans, ij Manager + 10 years + 10 years Ppr QC & OD 34090 Oversight Plans AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/9/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER I ADMINISTRATION Page CM-2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? I (in office) Retention Options M=Mfr Imaged & : Center) SScan QC’d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

City Redevelopment Plans I Successor Mag, MJ Yes: After Department Preference for CM-009 P P S/I Manager Agency Plans QPpr — QC & OD Historical Purposes; GC §34090 Redevelopment Projects & Project Planning, Building and Areas Engineering retains final
documents of construction
City (Ensure Planning has all Completion Completion Mag, Yes: After projects (transfer any CIP CM-010 Environmental Documents, SI I Manager + 10 years + 10 years QQ Ppr QC & OD project files to Engineering); Engineering has all C1P Projects, I Covers various Statute of and City Clerk has all Real Limitations; CCP §337 et seq.; Property records for Permanent I GC §34090 retention)
City Completion Completion Mag, yJ Yes: After Department preference, meets CM-Oil Relocations S I I municipal auditing standards; Manager + 5 years + 5 years Ppr QC & OD CCP337etseq.; GC34O9O When No When No City Speech Notes / PowerPoint Mag, Yes: After Notes, drafts, or preliminary CM-012 jj Manager Presentations Longer Longer Qj Ppr QC & OD documents; GC §34090 et seq. Required Required AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/9/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-i Office of Retention No. Records Description Retention I Disposition Comments I Reference Record I I :

Image Destroy
Inactive I Paper Active Total Media I=Import (OFR) (Records Vital? after Retention Options M=Mfr (in office) Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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
CD / Building Mag, Yes: After Statewide guidelinoe propoce CD-001 Address Files! Building Permits P P Yes (all) Mfr, CD, S/I permanent; CBC §106.4.2, CC QC & CD & Safety Ppr §34090, H&S § 19850 Data is interrelated; Building
CD I Building Indefinite - Indefinite - Mag, Yes: After Permits are required for the Life CD-002 Building Permit Database Yes (all) Mfr, CD, QC & CD of the Building; GC §34090; & Safety Permanent Permanent Et H&S19850 I
Upon Department preference; Upon Expiration, Mag, Preliminary drafts not retained Yes: After CD / Building Building Plans -Cancelled, Expiration, CD-003 Cancellation Mfr, CD, S/I in the ordinary course of & Safety Expired or Withdrawn Cancellation QC & CD or Ppr business; CBC §1 04.7; or Withdrawal Withdrawal H&Si9850, GC §34090 Building Plans-Finalled- Department Preference; Law
INDUSTRIAL, COMMERCIAL, requires for the life of the
CD I Building MULTI-FAMILY DWELLINGS, Mag, Yes: After building for commercial and CD-004 P P Yes (all) Mfr, CD, S/I QC & CD common interest dwellings only; & Safeti PLACES OF PUBLIC Ppr ACCOMMODATION, TENANT CBC 104.7 & 107.5, IMPROVEMENTS H&S19850, CC §34090
. Department preference; State
law requires plans need not be
filed for dwellings less than 2
stories, garages & Building Plans - Finalled -SINGLE Mag, Yes: After appurtenances, farms/ranches, CD / Building CD-005 FAMILY RESIDENTIAL - SFR and 5 years 5 years Yes Mfr, CD, S/I & Safety QC & CD 1-story with bearing walls less APPURTENANCES Ppr than 25’; CBC requires 180 days from completion date;
CBC 104.7 & 107.5,
H&Si9850, GC §34090
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 Office of
Retention No. Records Description Retention / Disposition Comments / Reference Record lmage Inactive Paper Active Total Media l=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QCd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions_beqin_when 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_aftersettlement or completion).

CD / Building Mag, Yes: After Department Preference; GC CD-006 Certificate of Occupancy (CofO) P P Yes (all) Mfr, OD, S/I QC&OD §34090 & Safety Ppr Construction Notices I
Mag, Yes: After CD / Building Inspection Notices When Permit When Permit Mfr, OD, S/I Preliminary Drafts; GC §34090 CD-007 QC & OD & Safety (correction notices, compliance is Finailed is Finalled Ppr orders, stop work notices, etc.) CD / Building When When Mag, Yes: After CD-008 Plan Check Comments Mfr, OD, S/I Preliminary Drafts; GC §34090 & Safety Finalled Finalled QC & OD Ppr When No When No Mag, CD / Building Yes: After Preliminary Drafts (the database CD-009 Reports: Building Activity Longer Longer Mfr, OD, S/I QC & OD is the original); GC §34090 & Safety Required Required Ppr CD / Building Requests & Permissions to Mag, Yes After CD-0i 0 Receive Copies of Plans (to and 2 years 2 years Mfr, OD, S/I GC §34090 & Safety QC&OD from Architects) Ppr Minimum Minimum Mag, Yes: After CD / Building Uniform Building Codes / California While While CD-Oil Mfr, OD, S/I GC §50022.6 & Safety Building Codes Ordinance is Ordinance is QC & OD Ppr in Force in Force

CODE ENFORCEMENT
Animal Address Files I
Investigations / Problem Files / Mag, CD / Code Minimum 3 Minimum 3 Yes: After Department Preference; GC CD-012 Quarantine Files I Bite Reports Mfr, OD, S/I Enforce. years years QC & OD §34090 et seq. (barking, loose dogs, dangerous Ppr dog reports, etc.)
M 3 years is required; FA CD! Code Yes: After CD-Ol 3 Animal Clinics: Spay and Neuter 3 years 3 years Mfr, OD, S/I §32003(e), CCP §336(a), 337 Enforce. QC & OD Ppr et. seq., GC §34090 AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 Office of I
Retention No. Records Description Retention I Disposition Comments I Reference Record lmage Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options MMfr Center) Imaged & S=Scan QC’d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions belin when 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_aftersettlement or completion).

Wjg, 3 years is required; FA CD / Code Yes: After CD-014 Animal Drug Logs (Euthanasia) 3 years 3 years Mfr, CD, S/I §32003(e), CCP §336(a), 337 Enforce. QC & OD Ppr et. seq., GC §34090 Department preference; 3 years
Mag, is required for animal treatment Yes: After CD / Code CD-01 5 Animal Rabies Vaccination Clinics 3 years 3 years Yes Mfr, CD, S/I records; FA §32003(e), PC Enforce. QC & OD §597.1(d); CCP §336(a), 337 et. seq., GC §34090
3 years is required for most Animal Strays / Incoming Animals / records; FA §31 108.3 and Impound Records / Euthanasia / Mag, CD / Code Yes: After 31752.1; GC §34090 FA CD-016 “Relinquishments” / Record of All 3 years 3 years Mfr, OD, S/I Enforce. QC & CD §32003(e), PC §597.1(d); CCP Efforts to Contact Owner and/or Ppr §336(a), 337 et. seq., GC Microchip’s Primary Registrant §34090 CD / Code Minimum 3 Minimum 3 Mag, Yes: After Department Preference; GC CD-017 Bicycle Permits Mfr, CD, S / I Enforce. years years QC & CD §34090 : Ppr Citations / Notices to Comply, Mag, CD / Code Minimum 3 Minimum 3 Yes: After Department Preference; GC CD-018 Warning Letters / Notices / Citation Mfr, OD, S/I Enforce. years years QC & CD §34090 Books Ppr Code Enforcement I Abatement When No When No Case Files / Illegal Dumping Longer Longer Mag, Department preference; Case is Yes: Until Yes: After open until satisfactorily resolved CD / Code (Includes appeals and Code CD-019 Required - Required - Mfr, CD, S I I Resolution — QC & CD (some cases are not resolved); Enforce. Enforcement Complaint Letters) Minimum 3 Minimum 3 Ppr CFC §104.3.4, GC §34090 years years All Liens are sent to the City Clerk FOG (Fats, Oil & Grease) Mag, Department preference;
CD / Code Yes: After Monitoring records required for CD-020 inspection, Remediation, 3 years 3 years Mfr, CD, S/I Enforce. QC & OD 3 years; 40 CFR §122.21, Abatement, Violations Ppr 122.41;40CFR403.12 AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record image’ Destroy
Inactive Paper Active Total Media l=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be9in when 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).

Mag, Department preference;
CD I Code Recycling I Green Program I Yes: After Monitoring records required for CD-021 3 years 3 years Mfr, OD, QC & OD 3 years; 40 CFR §122.21, Enforce. Source Separation Enforcement Ppr 122.41; 40 CFR 403.12
Mag, CD / Code Vehicle Abatement / Tows I CHP Yes: After Department Preference; GC CD-022 3 years 3 years Mfr, OD, S/I QC&OD §34090 Enforce. 180 forms / Vehicle Boot Reports Ppr Mag, CD I Code Vehicle Abatement / Tows I CHP Yes: After Department Preference; GC CD-023 3 years 3 years Mfr, OD, S/I QC&OD §34090 Enforce. 180 forms / Vehicle Boot Reports Ppr

PLAN ING
CD / Address Assignments / Changes / Mag, Yes: After
P P Mfr, DID, / I QC & OD Department Preference; GC CD-024 Planning j Corrections §34090 I Ppr N AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevIsion Approved: 5/9/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record image Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & SScan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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).

Address File I Planning Project
Files - Approved Permanent
Entitlements
(Includes Associated CEQA
Noticing, Conditions of Approval, Department preference; Final Environmental Determinations, environmental determinations CD / Staff Reports, Plans, Zoning Mag, Yes: After are required to be kept a CD-025 Compliance Letters) 10 years P P Yes Mfr, CD, SL1 QC & CD “reasonable period of time”; 14 Planning Ppr CCR §15095(c); GC34090, Examples: Conditional Use 34090.7 Permits (CUPs), Correspondence, Design Review, Parcel Maps,
Planned Unit Developments
(PUD), Site Plans, Tentative
Subdivisions, Variances, Zone
Changes,_etc.

When No When No Mag, CD / Alcohol Beverage Control License Yes: After CD-026 Longer Longer Mfr, CD, S/I (Non-Records) QC & CD Planning Applications (ABC Applications) I Required Required Ppr I Mag, Yes: After CD / Annexations / Boundaries / CD-027 5 years P P Mfr, CD, S / I Land Records; GC §34090 QC & CD Planning Consolidations / LAFCO Ppr AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record lmage Destroy
Inactive Paper Active Total Media l=lmport (OFR) (Records Vital? after (in office) Retention Options MMfr Center) Imaged & S=Scan I QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when 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).

Securities (Performance Bonds,
Letters of Credit, CD’s, etc.) are
released after the Notice of Bonds (Performance Bonds, Release of Release of Mag, CD! Yes: After Completion is issued and CD-028 Subdivision Bonds, Letters of Bond / Letter Bond I Letter Mfr, OD, S / I Planning QC & OD replaced with the Warranty Credit) of Credit of Credit Ppr Bond, which is released 1 year after the Notice of Completion
date. GC §34090
When No When No Mag, CD / Yes: After (Non-Records -Census Bureau CD-029 Census, Demographics Longer Longer Mfr, OD, S/I QC & OD is OFR) Planning Required Required Ppr Not all internal communications
and notes are required to be Environmental Determinations:
saved; “E-mails that do not Environmental Impact Reports (ElRs), Negative Declarations, provide insight into the project Categorical Exceptions, etc.) I or the agency’s CEQA
CEQA / NEPA compliance with respect to the
Project Project project — are not within the
Mag, scope of section 21167.6, Yes: After CD / Correspondence and staff notes Approval or Approval or Mfr, OD, S/I su CD-029,1 Planning that provide insight into the project Denial + 2 Denial + 2 QC & DID bdivision (e) and need not be Ppr retained.” Golden Door or the agency’s CEQA compliance years years Properties, LLC v. Superior with respect to the project Court of San Diego County (County of San Diego, et al., (Save correspondence that shows Real Parties in Interest) compliance with CEQA (D076605, D076924, D076993) Permanently in the Project File) (4th Dist. 2020); PRC 21167,6; GC §34090
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC’d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when 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).

Environmental Determinations: Usually filed in the project file; Environmental Impact Reports Final environmental
CD / (EIRs), Negative Declarations, Mag, Yes: After determinations are required to CD-030 P P Mfr,OD, S/I Planning etc.) — QC & OD be kept a “reasonable period of Ppr time”; 14 CCR §15095(c); GC Inside City boundaries §34090
Environmental Determinations:

Environmental Impact Reports Non-records; ElRs and Negative When No When No CD / (EIRs), Negative Declarations, Yes: After Declarations within the City CD-031 Longer Longer Mt .ll QC & CD Boundaries are with the project Planning etc.) Required Required Ppr file Outside City boundaries
Mag, City Clerk Maintains all Agenda Yes: After CD / General Plan, Elements and CD-032 P P Mfr, CD, S / I Packets Permanently; GC Planning Amendments QC & CD Ppr §34090.7 Housing Loan Applications / First
Time Home Buyers -Denied, Mag, CD / Yes: After CD-033 Cancelled or Withdrawn (First 2 years 2 years Mfr, CD, S/I GC §34090 Planning QC & CD Time Home Buyers, Life/Safety, Ppr Rehabilitation,_HOME,_etc.)
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy
Inactive Paper Active Total Media l=lmport after (in office) Center) Retention j Vital? Options Imaged & (OFR) (Records M=Mfr
S=Scan QCd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 tears), since d struction is normally performed_bi file folder.

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

HUD requires 5 years after the
project completion; documents After the 5 years after , Housing Programs: First Time Home Buyers, Affordable Housing Affordability the imposing recapture I resale restrictions are 5 years after the Period Affordability Projects, Rehabilitation, CDBG affordability period terminates; Terminates, Period Yes: After funded Housing Projects, etc. Mag, Uniform Admin. Requirements QC & OD CD / or the Terminates, CD-034 5 years Mfr, OD, S I I for Grants to Local Planning WITH a Recapture I Resale Written or the Written When Ppr Governments is 3 years from Agreement Agreement Inactive Restriction expenditure report; etatewide Terminates, Terminates, uidelinee propose ‘1 years; 2 Whichever Whichever is Deeds are sent to City Clerk CFR 200.333; 24 CFR is Longer Longer 92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, GC §34090
Housing Programs: First Time
Home Buyers, Affordable Housing HUD requires 5 years after the Projects, Rehabilitation, CDBG- agreement terminates;
funded Housing Projects, etc. Loan Pay-off Loan Pay-off Consistent with Consolidated CD I OR OR Mag, Plan Requirements; Required Yes: After CD-035 Mfr, OD, S / I for 3-4 years from expenditure Planning WITHOUT a Recapture I Resale Forgiveness + Forgiveness QC & OD Ppr or performance report; 2 CFR Restriction 5 years + 5 years 200.333; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 29 CFR Deeds and Insurance are sent to 97.42, GC §34090 City Clerk AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record I Image: Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QCd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions bepin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Housing Preliminary Application
Form (reguired for a housing Various benchmarks are placed development proiect that includes using the number of residential CD! Yes: After CD-035.5 residential units; form is provided 5 years 5 years Mfr, CD, S/I dwelling units on the proiect site Planning QC & CD by California Department of within the last five years; GC Housing & Community 34090, 66300.

Development
CD / Master Plans, Specific Plans, Land Mag, Yes: After Department Preference; GC CD-036 P P Mfr, CD, S / I Planning Use Plans, etc. CC & CD §34090 Ppr When No When No Mag, Preliminary drafts not retained CD / Yes: After CD-037 Materials Boards Longer Longer Mfr, CD, S/I in the ordinary course of QC & CD Planning Required Required Ppr business; GC §34090 Planning Commission
CD / APPLICATIONS I RECRUITMENT Mag, Yes: After CD-038 2 years 2 years Mfr, CD, S/I GC §34090 QC & CD Planning (Successful and Unsuccessful Ppr Applicants Planning Commission Mag, Department preference; Criginal CD / Minimum 2 Yes: After CD-039 AGENDAS & AGENDA P P Mfr, CD, S / I Staff Reports are filed in the Planning years QC & CD PACKETS Ppr project file; GC §34090 Planning Commission Department preference; State CD / CD-040 AUDIO RECORDINGS of Meetings 2 years 2 years Mag QD- law only requires for 30 days; Planning I Audio Tapes GC §54953.5(b) Planning Commission Mag, Yes: After CD! Send originals to the City Clerk; CD-041 MINUTES P P Yes Mfr, CD, S / I QC & CD Planning — GC §34090.7 City Clerk keeps Resolutions Ppr Ne Planning Commission Department Preference; Video
CD / Minimum 10 Minimum 10 recording of meetings are only CD-042 VIDEO RECORDINGS of Meetings Mag OD Planning /Audio Tapes years years required for 90 days; GC : §34090.7, 34090
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-b Office of Retention No. Records Description Retention / Disposition Comments I Reference Record lmage Destroy
Inactive Paper Active Total Media Ilmport (OFR) (Records Vital? after (in office) Retention Options MMfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions befrlin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed b’ file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention_periods_(retention_resumes_aftersettlement or completion).

CD / Planning Project Log of Indefinite - Indefinite Mag, Department Preference -Data is Yes: After CD-043 Yes (all) Mfr, CD, S/I interrelated; GO §34090, H&S QC & CD Planning Applications, Spreadsheet Permanent Permanent §19850
When No When No Mag, CD / Yes: After Department preference; GO CD-044 Preliminary Review File Longer Longer Mfr, CD, S / I QC&OD §34090 Planning Required Required Ppr CD / Public Notices (with copies of Mag, Yes. After
CD-045 2 years 2 years Mfr, CD, S / I QO & CD GO §34090 Planning Agenda, Minutes) CD / Minimum 2 Minimum 2 Mag, Yes: After Department Preference; GO CD-046 Special Studies Mfr, CD, S / I Planning years years — QC & CD §34090 Ppr Yes: Mag, CD / Temporary Use Permits (Approved Minimum 2 Minimum 2 Yes: After Department preference; CD-047 During Mfr, CD, QC & CD GC34090 Planning & Unapproved) years years Event Ppr CD / Zoning Maps (Historically Mag, Yes. After Department Preference; GO CD-048 P P Yes (all) Mfr, CD, S/i QC & CD Planning Significant) Ppr - §34090.7
CD / Zoning Ordinance Amendments, Mag, Yes. After Department Preference CD-049 P P Yes Mfr, CD, S / I QC & CD (copies); GO §34090.7 Planning Reclassifications / Zone Change Ppr 1 year AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 6.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-i Office of I
Retention No. Records Description Retention I Disposition Comments / Reference Record lmage Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after Retention Options M=Mfr (in office) Center) Imaged & S=Scan QC’d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beam when the act is completed, and imply a full file folder (e.g. last document ÷ 2 years), since destruction is normally performed by file folder.

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

COMMUNITY SERVICES
Accident / Injury Reports (Members
Community of the Public) Mag, Yes: After CS-001 2 years 2 years Mfr, OD, S/I GC §34090 QC & OD Services (send copies to City Manager, CAC, Ppr Finance and Human Resources) Activity Files / Program Files /
Special Programs / Special Event When No When No Files & Reports / ABC Permits, Longcr Longer Mag, Community where required Yes: After Department preference; GC CS-002 Required Required Mfr, OD, S/I Services QC & OD §34090 Minimum 2 Minimum 2 Ppr After School, Children’s Programs, years years Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc.

Community Mag, Yes: After CS-003 Attendance Tracking 2 years 2 years Mfr, OD, S/I GC §34090 QC & OD Services Ppr
Yes: Mag, Community Yes: After CS-004 Banner Permits 2 years 2 years Before Mfr, OD, S/I GC §34090 Services QC & OD Event Ppr AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 6.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of
Record Retention No. Records Description Retention I Disposition Comments I Reference Image” Inactive Paper Active Total Media l=Import (OFR) (Records Vital? after (in office) Retention Options MMfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beiin when 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).

Capital Improvement Projects (CIP -
where Community Services is the Department preference; Some Lead): Administration File I NOT grant funding agencies require 10 years or Completion + audits; Statute of Limitations Scanned After 10 years or for Errors & Omissions is 10 Funding After Funding Community Project Administration, Certified Upon Agency Agency Yes: Until Mag, years; Statute of Limitations: Yes: After Mfr, OD, S/i Contracts & Spec’s=4 years, CS-005 Payrolls, Community Outreach / Completion Audit, if Audit, if Completed QC & OD Services Ppr Wrongful Death=comp. + 5 Notifications, Project Schedules, required, required, Progress meetings, Punch Lists, whichever is whichever is years, Developers=comp. + 10 years; Statewide guidelines Real Estate Appraisals, RFls & longer longer Responses, Temporary Easements, ropose termination + 5 years; Construction Manager’s Logs, Daily CCP §337 et. seq., GC §34090 Inspections, Daily Logs, etc.

Capital Improvement Projects (CIP -
where Community Services is the
Lead): Permanent File
Specifications / RFP & Addenda, Department preference; Agreement I Contract (copy), Yes: After retained for disaster Successful Proposal, Change Mag, QC & OD preparedness purposes; Community Upon Yes: Until P P Mfr, OD, S/I CS-006 Orders, Geotechnical Studies & Services Completion Completed Ppr Complete Statewide guidelines propose Reports, Operations & Maintenance -10 years Eermanent for Infrastructure Manuals (O&M Manuals,) Materials p4acs- GC §34090 Testing Reports, Grading Permits, Hazardous Materials Plans, Notice
of Completion, Photos, Soil
Reports, Studies, Submittals,
Surveys, etc.

AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 6.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record lmage Destroy
Inactive Paper Active Total Media I=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & SScan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when 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).

Class Instructors Contracts
Yes: Mag, Community Completion + Yes: After Department preference;, GC CS-007 Includes Livescan Clearances, Completion 2 years Before Mfr, OD, S/I Services 2 years QC & OD §34090 Insurance Certificates and Completion Ppr Administration Records
Mag, Yes: After Community CS-008 Donations / Sponsorship Forms 2 years 2 years Mfr, OD, S/I GC §34090 Services QC & OD Ppr When No When No Mag, Yes: After Preliminary drafts / Transitory Community CS-009 Evaluations / Surveys (of programs) Longer Longer Mfr, OD, S/I Services QC & OD records; GC §34090 Required Required Ppr Event Service Agreements /
Concerts / Special Event Contacts /
Professional Service Agreements Yes: Mag, Yes: After Department preference;, GC Community Completion + Before Mfr, OD, S/I CS-010 (PSAs) Completion 2 years Services 2 years QC & OD §34090 Completion Ppr Includes Insurance Certificates and
Administration Records
Community Facility Use Rental Contracts / Field Yes: Mag, Yes: After CS-01 1 Use Contracts / Facility Use 2 years 2 years Before Mfr, OD, S/I GC §34090 Services QC & OD Requests Event Ppr Community Playground Inspections / Park Mag, Yes: After Department preference; GC CS-012 loyears loyears Mfr,OD, S/I QC&OD §34090 Services Safety Checks Ppr
Indefinite - Indefinite - Mag, Yes: After Department Preference; data is Community — — CS-013 Recreation Database Minimum 2 Minimum 2 Mfr, OD, S/I Services QC & OD interrelated; GC §34090 AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevIsIon Approved: 5/9/2023 Ver. 6.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image
Destroy
Inactive I Paper Active Total Media llmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Imaged & . Center) S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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).

Registration / Applications / Yes:

Community Liability Forms / Release of Liability During Mag, Yes After Mfr,OD, S/I GC3409O CS-014 Forms / Permissions: Camps, Field 2 years 2 years Services Class or QC & OD Trips, Authorization to give Ppr Frog ram Medicine, etc.

Yes: Mag, Community Yes: After CS-015 Safety Inspections 2 years 2 years Before Mfr, OD, S/I GC §34090 Services QC & OD Event Ppr When No When No Mag, Preliminary drafts not retained Community Yes: After CS-016 Schedules / Hours Longer Longer Mfr, OD, S/I in the ordinary course of Services 00 & OD Required Required Fpr business; GC §34090 Community Sign-in / Sign-Out Sheets for Mag, ‘Yes: After CS-017 2 years 2 years Mfr, OD. S/I GC §34090 QC & OD Services classes and programs Ppr Yes: Mag, Community Yes: After CS-018 Special Event Permits 2 years 2 years Before Mfr, OD, S/I GC §34090 Services 00 & OD Event Ppr When No When No Mag, P Community Sports Organizations / Non-Profit Yes: After reliminary drafts not retained CS-019 Longer Longer Mfr. OD. S/I in the ordinary course of QC & OD Services Organizations (Little League, etc.) Required Required Fpr : business; GC §34090 Department preference (Courts
treat volunteers as employees);
Volunteer! Unpaid Intern EEOC/FLSAIADEA (Age)
Applications & Agreements - Mag, Yes: After requires 3 years for promotion, 3 years 3 years Mfr, OD, QC & OD demotion, transfer, selection, Lead Dept. CS-020 Unsuccessful or Pending Ppr or discharge; 29 CFR 1602.31 Applicants & 1627.3(b)(1)(i)&(ii), GC §
12960, 34090
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevIsIon Approved: 5/9/2023 Ver. 6.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of I
Retention No. Records Description Retention I Disposition Comments I Reference Record Image Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Retention Vital? Options M=Mfr after (in office) Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Department preference (Courts
treat volunteers as employees); Volunteer / Unpaid Intern EEOC/FLSA/ADEA (Age) Applications & Agreements Inactive / Inactive / Mag, Yes: After requires 3 years for promotion, Lead Dept. CS-021 (includes emergency contact Separation + Separation + Mfr, OD, S/I QC & OD demotion, transfer, selection, information) -Successful 3 years 3 years Ppr 1 year or discharge; 29 CFR 1602.31 Applicants & 1627.3(b)(1)(i)&(ii), GC §12960, 34090
Community Mag, Yes: After CS-022 Waivers of Liability 2 years 2 years Mfr, OD, S/I GC §34090 QC & OD Services Ppr Community Yes: Mag, Yes: After CS-023 Work Permits 2 years 2 years Before Mfr, OD, S/I GC §34090 QC & OD Services Event Ppr AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-i Office of
Retention No. Records Description Retention I Disposition I Comments I Reference Record I Image: Destroy
Inactive
I Active I Total I Media I=lmport Paper after
(OFR) (Records Vital?
Retention Options M=Mfr Imaged & I (in office)
Center)
I S=Scan QCd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

ADMINISTRATION I RISK MANAGEMENT
Finance / Final Final Department preference; CCP
Yes: Until Mag, Yes: After § 337 et seq.; GC § 911.2, Admin / Risk F1N-001 Claims Against the City Resolution + Resolution + S / I Settlement QPpr — CC & CD 34090, 34090.6; PC Manage. 5 years 5 years §832.5(b) Finance / Insurance Polices (City-owned Mag, Mfr, Yes: After Department Preference; GC S/I Admin / Risk FIN-002 P P policies) CD, Ppr QC & CD §34090 Manage.

Finance / JPA / JPIA Reports / Claim M.g., Yes: After Department Preference; GC S/I Admin / Risk FIN-003 5 years 5 years Runs CD, Ppr QC & CD §34090 Manage.

ACCOUNTING
Department Preference; IRS:
: 4yearsaftertaxisdueor
1099’s / 1096’s / DE542 paid (longer for auditing &
Finance / Mag, Yes: After contractor delinquency); Ca. S/i FIN-004 (California Report of 2 years 5 years 7 years Ppr QC & CD FTB: 3 years; 26 CFR Accounting Independent Contractors) §31.6001-1 (e)(2), R&T §19530, GC §34090; 29 USC
. 436
Accounts Payable / Invoices
and Backup Yes: After Meets municipal government Finance / Yes: Until Mag, Mfr, S / I CC & CD 1— auditing standards; GC FIN-005 (Includes Invoices, Travel 2 years 5 years 7 years Paid CD, Ppr Accounting Expense Reimbursements, yea §34090 Direct Payment Vouchers, etc.)
Yes: After Meets municipal government Finance / Animal Licenses / Dog Yes: Until Mag, Mfr, FIN-006 2 years 5 years 7 years S / I QC & CD 1-. auditing standards; GC Accounting Licenses I Cat Licenses Paid CD, Ppr y€r §34090 AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Officeof I I
Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy
Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) . S=Scan QCd? I If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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, com laints, audits, pending records requests, and/or investigations suspend normal retention eriods_(retention resumes after settlement).

Department Preference; Audit Work Papers meets municipal government Finance I Mag, !/f Yes: After auditing standards; Statewide S/I FIN-007 (The Final Audit is maintained 2 years 3 years 5 years QP Ppr QC & OD juideiines propose audit + ‘1 Accounting by the City Clerk with the jears; Published articles Agenda Packet) show 3 7 years; GC §34090 Audits -Final / Annual Finance / Mag, !&L Yes: After Department Preference; GC S/I F1N-008 Comprehensive Financial P P QjPpr QC&OD §34090 Accounting Report (ACER) Department Preference;
Audits - Single Audits, Grant meets municipal government Finance / Audits, IRS Audits, Mag, Yes: After auditing standards; aewi4e- S/i FIN-009 2 years 5 years 7 years Accounting Transportation Audits, PERS Q Ppr QC & OD guidelines propose audit ‘1 Audit, etc. years; Published articles
show 3 7 years; GC §34090
Bank Statements and Trustee
Statements, Fiscal Agent
• Statements, Investment Department Preference; Finance / Mag, Mfr Yes: After S/I meets auditing standards; GC : E1N-010 Account Statements, Bank 2 years 5 years 7 years Accounting Reconciliations, Bank OD. Ppr QC & OD §34090, 26 CFR 31.6001-1 Deposits, Bank Transmittal
Advice
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally peormed b me folder.

HOLDS: Litigation, claims, com laints, audits, pending records requests, and/or investigations suspend normal retention eriods_(retention_resumes after settlement).

Department Preference;
Statute of Limitations for
Bonds (Revenue) Official bonds, mortgages, trust
Statements / Transcripts / deeds, notes or debentures is Certificates of Participations 6 years; Bonds issued by Fully Fully Yes: Until Mag, Yes: After local governments are 10 Finance / (COPs) - Includes Continuing Defeased + Defeased + S / I FIN-Oil Accounting Disclosure Reports Maturity Q Ppr QC & OD years; There are specific 10 years 10 years requirements for disposal of See Bank Statements for unused bonds; CCP §336 et
statement retention. seq. 337.5(a); 26 CFR

1.6001-1(e): GC §43900 et
seq.

Yes: After Finance I Mag, Mfr, Preliminary drafts; GC S/I QC&0D4- FIN-012 Budgets -Final P P Accounting OD, Ppr §34090 When No When No Finance I Budgets -Preliminary, Mag, ]!f Yes: After Preliminary drafts; GC FIN-Ol 3 S/I Longer Longer Accounting Proposed, Backup Documents QPpr QC&OD §34090 Required Required Yes: After Meets municipal government Finance I Yes: Until Mag, Mfr, FIN-014 Bus Pass Sales 2 years 5 years 7 years S / I QC & OD 4— auditing standards; GC Accounting Paid OD, Ppr yea §34090 Department preference; All
tangible property held by
Finance / Escheat (Unclaimed money / Mag, !4 Yes: After government agencies FIN-015 5 years 5 years S / I escheats after 3 years; Accounting uncashed checks) Qp Ppr QC & OD Statute of Limitations is 1 year for seized property; CCP
§34O(d), 1519; GC §34090
Finance / FEMA Reimbursement / OES Mag, Yes: After Department Preference; GC FIN-O16 1 year 9 years 10 years jj Accounting Reimbursements Qj Ppr QC & OD §34090 AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record I________________________________________________ I Image: Destroy I Inactive Active I Total I Media I l=Import Paper after (OFR) (Records Vital? Retention Options M=Mfr Imaged & (in office) Center) . SScan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards — Retentions begin when 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, comolaints, audits, pending records requests, and/or investigations suspend no mal retention oeriods_(retention resumes after settlement).

Data Fields / Records are
interrelated; Reflects the Indefinite - Indefinite -
Finance / FIN-017 Financial Services Database Minimum 7 Minimum 7 Yes Mag, Yes: After retention for invoices (AP & S/I Accounting OD, Ppr QC & OD AR); meets municipal years years government auditing standards; GC §34090
Department Preference (bond
auditing purposes; IRS
regulations state, “...material
records should generally be Finance / Mag, Yes: After S / I kept for as long as the bonds FIN-018 Fixed Assets 2 years 5 years 7 years Accounting Q. Ppr QC & OD are outstanding, plus 3 years after the final redemption date
of the bonds”); 26 CFR

1.6001-1(e); GC_§34090
Department preference;
Documents imposing
recapture / resale restrictions
are 5 years after the
affordability period
Yes: After terminates; Uniform Admin.

Finance / Housing Loans, Trust Deeds, Fully Paid or Yes: Before Mag, Mfr, QC & OD Requirements for Grants to FIN-Dig P P S/I Completion from expenditure report;
statewide guidelines propose
‘1 years; 2 CFR 200.334; 24
Accounting Promissory Notes, etc. Forgiven Completion OD, Ppr Un- Local Governments is 3 years CFR 92.508(a)&(c) &
570.502(a)(16), 29 CFR

97.42, GC §34090
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options MMfr Imaged & Center) S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions_begin_when_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, com laints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Finance I Mag, !f Yes: After Department Preference; GC S/I FIN-020 Investment Reports & Backup 2 years 5 years 7 years Accounting Ppr QC & OD §34090 Department Preference;
Meets auditing standards; Investments / Arbitrage / Published articles show Certificate of Deposit / isposal - 7 years for security Finance I Investment Bonds (Receipts) I FIN-021 5 years 7 years Yes. Until Mag, tfi Yes: After brokerage slips; statewide Accounting Advisor Reports I Trade Paid Qj Ppr QC & OD guidelines propose Tickets / LAIF (Local Agency permanent; FTC Reg’s rely on Investment Fund)) “self-enforcement”; GC 34090, 43900
Department Preference; Finance / Journal Entries I Journal Mag, MfL Yes: After FIN-022 2 years 5 years 7 years S I I meets auditing standards; GC Accounting Vouchers QP Ppr 00 & OD §34090, 26 CFR 31 .6001-1 Reports, Finance Reports
created from Database,
Subsidiary Ledgers, Department preference (The
When No When No Financial System Database is Finance I Reconciliations, Registers, Mag, j4 Yes: After FIN-023 Longer Longer S I I the original; reports are Accounting Transaction Histories, Balance QPpr QC&OD Required Required considered drafts or copies); Sheets, Revenue & GC §34090 Expenditure Reports, etc.
(MONTHLY OR PERIODIC)
Reports: Annual State or
Federal: State Controller’s
Report, Local Government Department Preference; Finance I Mag, Mfr, Yes: After FIN-024 Compensation Report, Gas 2 years 5 years 7 years S I I Meets auditing standards; GC Accounting OD, Ppr QC & OD Tax, MOE (Maintenance of §34090 Effort) Report, Street Report,
etc.

AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions_begin_when 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, corn laints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Vendor Vendor Meets IRS auditing Finance I Yes: Until Mag, Mfr, Yes: After FIN-025 W-9s inactive + 3 Inactive + 3 S I I standards; GC §34090; 29 Accounting Paid CD, Ppr QC & CD years years USC 436
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of I
Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media I=lmport Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards — Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed bv file folder.

HOLDS:_Litigation,_claims, comlaints, audits, pending records requests, and/or investigations suspend normal retention ?eriods (retention resumes after settlement).

FINANCE / BUSINESS LICENSE & REVENUE
Finance / Accounts Receivable -
Department preference; Business Miscellaneous - Invoices to Mag, Mfr, Yes: After S / I Meets auditing standards; GC FIN-026 2 years 5 years 7 years License & Outside Entities, Transient OD, Ppr QC & OD §34090 et seq. Revenue Occupancy Tax (TOT), etc.

Finance /
Business Assessor Rolls (Sewer, Trash, Mag, Mfr, Yes: After Department preference:

S / I Meets auditing standards; GC F1N-027 2 years 5 years 7 years License & etc.) OD, Ppr QC & OD §34090 et seq. Revenue Finance / When No When No Preliminary drafts not retained Business Mag, J/IIL Yes: After FIN-028 Bankruptcies -NOT pursued Longer Longer S / I in the ordinary course of License & Ppr QC & OD Required Required business; GC §34090 Revenue Finance / Department Preference
Business Bankruptcies - Where a claim Mag, M Yes: After (negative information remains S/I FIN-029 10 years 10 years License & is filed Qpj Ppr QC & OD on credit ratings for 7 years); Revenue GC34090
Finance / Department preference (used Business License & Permit Business Mag, L Yes: After for Planning / Zoning S/I FIN-030 Applications, Changes in P P License & Qi Ppr QC & OD approvals); GC §34090 et Use Revenue seq.

Finance / Business License & Permit When No When No Preliminary drafts not retained Business Mag, M Yes: After S/I in the ordinary course of FIN-031 Changes in Addresses, Longer Longer License & Ppr QC & OD Names Required Required business; GC §34090 Revenue AVALON, CA. @1995-2017 GladwelI Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy Inactive Active I Total I Media r I=Import Paper after (OFR) (Records Vital? Retention Options M=Mfr Imaged & . (in office) . Center) S=Scan QCd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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, com laints, audits, pending records requests, and/or investigations suspend normal retention oeriods_(retention resumes after settlement).

Data Fields I Records are
Finance / interrelated; Reflects the Indefinite - Indefinite - Business Business License & Permit — Mag, MfL Yes: After retention for invoices (AP & FIN-032 Minimum 7 Minimum 7 Yes S/I License & Database CD, Ppr QC & CD AR); meets municipal years years Revenue government auditing standards; GC §34090
Finance / Cash Receipts / Daily Cash Department preference; Yes: After Business Mag, Mfr, S / I Meets auditing standards; GC F1N-033 Summaries I Cashiers Reports 2 years 5 years 7 years License & CD, Ppr QC & CD I Cash Reports I Petty Cash §34090 et seq. Revenue May contain Fire District
independent contractor’s
. compensation, expense
Finance I reimbursement, or District Mag, Mfr, Yes: After 5 I I credit card records, Meets General FIN-034 Checks / Warrants (Cashed) 2 years 5 years 7 years CD,Ppr — QC&CD Accounting municipal government auditing standards; Published
articles chow 3 7 years; GC
§_34090
Checks deposited to Bank (City Finance I • scans them for the Bank, These are bank instruments, Business Follow Bank Follow Bank Mag, Yes: After S I I and not City records; per FIN-035 rather than physically taking Instructions Instructions Qj Ppr QC & CD License & the checks to the bank to bank agreement. Revenue deposit them.) nance/ Collections I Collection Agency Department preference; Business Mag, Yes: After Delinquencies remain on ij FIN-036 Case Files & Statements / 7 years 7 years License & Q Ppr QC & CD credit reports for 7 years; GC Delinquent Accounts §34090 et seq. Revenue
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 c)(N
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Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-b Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive
I Media I=Import Paper after (OFR) (Records Active Tota (in office) Center) Retention Vital? Options M=Mfr Imaged & _SScan QCd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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, com,laints, audits, pending records requests, and/or investigations suspend no mal retention periods (retention resumes after settlement).

FINANCE / PAYROLL
Department Preference;
Instructions state “Generally,
keep copies of information 1095-C, 1094-C (Employer
Yes: After returns you filed with the IRS Finance / Provided Health Insurance Mag, JyI.tL S / I or have the ability to FIN-046 2 years 5 years 7 years Payroll Offer and Coverage & Q.Q Ppr — QC & OD reconstruct the data for at Transmittal Form) least 3 years, from the due date of the returns” GC
§34090
CaIPERS Reports - Annual Finance / Mag, J/!fL Yes: After Department Preference; GC S/I FIN-038 Valuation Reports, Actuarial 2 years 5 years 7 years OD.Ppr QC&OD §34090 Payroll Valuation_Reports DE-6, DE-7, DE-9, DE-43, W- Department Preference; IRS:
3, & DE-166, 941 Forms, IRS 4 yrs after tax is due or paid; . 5500 Forms (Employee Benefit Ca. FTB: 3 years; Acti€— Finance / Plans), PERS I FICA & Mag, jf Yes: After show 7 years; IRS Reg 2 years 5 years 7years S/I F1N-039 Payroll Medicare Adjustments - Q Ppr QC & OD §31.6001-1(e)(2), R&T
Quarterly Payroll Tax Returns / § 19530; 29CFR 516.5 -
OASDI, Federal Tax Deposits, 516.6, 29USC 436, GC
Adjustments, etc. §34090
Produced by Deferred Comp.

Provider; consistent with
Finance / Deferred Compensation (City Mag, M Yes: After proposed statewide FIN-040 S / I juideiinee; published articles 2 years 5 years 7 years Payroll Statements) Q.Q Ppr QC & OD or bank statements chow ‘1 7 years; GC §304090, 26
CFR 31.6001.1
Finance / Mag, Mfr, Yes: After Department preference; GC FIN-041 Military Service Log P P SL[ Payroll OD, Ppr QC & OD §304090 AVALON, CA. ©1995-2017 GladweIl Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-li Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy Inactive Active Total Media I=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) SScan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions_begin_when 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, com laints, audits, pending records requests, and/or investigations suspend normal retention eriods_(retention_resumes_after settlement).

Department preference; W-4s
Payroll File / Personnel File (By are required four years after Employee Name) the due date of such tax for
Finance / Separation + Separation + Mag, Yes: After the return period to which the FIN-042 S/I Payroll Includes W-4, other payroll 7 years 7 years Qjj Ppr QC & OD records relate, or the date forms -Combination Personnel such tax is paid, whichever is I Payroll File the later. 26 CFR 31-6001-1;
GC §34090
Department preference for Payroll Reports - Periodic
Mag, Mfr Yes After Grant Auditing Purposes; Finance / FIN-043 (includes Deduction Registers, 2 years 5 years 7 years S / I Meets municipal government Payroll Leave Registers, Time Ppr QC & OD auditing standards; GC Transaction Reports, etc.) §34090 Copies - Copies -
Time Sheets / Time Cards / When No When No Mag, M Yes: After Departments keep the Lead Dept. FIN-044 Overtime Sheets / Overtime S / I Longer Longer Qj Ppr QC & OD originals; GC §34090.7 Cards Required Required Department preference-for
PERS buy backs; IRS: 4 yrs
after tax is due or paid; Ca.

Finance / 5 years 5 years Mag, Mfr, Yes: After FTB: 3 years; 26 CFR FIN-045 W-2s Si! Payroll P P OD, Ppr QC & OD 31.6001-1(e)(2), R&T 19530; 29 CFR 516.5 -
516.6, 29 USC 436; GC
§304090
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevIsIon Approved: 5/9/2023 Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-i
Office of Retention . . - - -
Records Description Retention I Disposition Comments / Reference Record No. : Destroy Image . Inactive .:..::: . Paper Active Total Media I=Import (OFR) . (Records .. Vital? - after (in office) .:Retention Options M=Mfr Center) Imaged - can &QCd If the record ‘s not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

FIRE ADMINISTRATION
Superseded Emergency Operations Plan Superseded
Fire! FROO1 (includes Office of and Approved Approved - Yes (all) Mfr,OD, S/I AfterQC GC §34090 Admin. Emergency Management & - Minimum 2 . Minimum 2 Ppr & OD No Homeland Security) years years
Fire /
Ad & V Mag, Yes: mm. FR-002 EOC Activations & Drills 10 years 10 years Mfr, OD, SI I After QC Department Preference; GO §34090 Police” Ppr & OD Admin.

Indefinite - fndefiriite — Data is interrelated; If used for Life of the Life oflhe V Inspections, California Fire Code Structure or StructurE or . . . . . Mag, Yes: requires 5 years or Life of the Structure Fire / Fire Incident RMS Database Activity, or Activity or -‘—— . V . FR-003 . - Yes Mfr, OD, SI I After 00 or Activity for Approvals, Inspections, Admin. (Emergency Reporting) Minimum 5 Minimum 5 V & OD Fires, Modification / Alternative
years years . V Methods or Materials: CFC 104.6— Whichever is WhEcheveri 104 6 4; GO §34090 Lonqer Longer — Fire,l FR-004 ISO Insurance Ratings Minimum 15 Minimum 15 Mfr,D, AC Department Preference (rated every 10 Admin. years years Ppr & OD years); GO §34090
, — , , When No When No — Mag, Yes: Considered a preliminary draft I copy Fire,! FR005 Monthly Statistical Reports / Longer Longer Mfr, OD, S/I AfterQC (the Fire database is the original); GC Admin. Run Statistics Required Required Ppr &OD J34090 et seq.

AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/9/2023
Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of Retention Records Description Retention I Disposition Comments / Reference Record No.

Destroy Image Inactii’e Paper Active TOtal:: . Media I=lmport (OFR) (Records Vital’ after (in office) :RetCtn Options M=Mfr Center) lriiaged —can &QCd If the record s not listed here, refer to the Retention for Cit’-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.cji. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investi ations sus end normal retention periods (reten ion begins after settlement).

Copies - . .
. . Mag, Yes: Originals Maintained by City Clerk or . Mutual Aid Agreements, Joint When No When Nd City Clerk FR-006 .. Mfr, OD, S / I After QC County Clerk of the Board Power Authorities Longer Longer . . Ppr & OD Permanently; GC §34090.7 Required Re uired . Programs and Projects (e.g. ...
. Mag, Yes:

Fire /
FR007 Cadet, CPR Program, Minimum 2 Minimum 2 Mfr, CD, / I Aft&QC Department Preference; GC § 34090 et Admin. Explorer Program, Fire years years : P r & CD seq.

Service Day, etc.) . p
F / Mag, Yes.

Ad
FR-008 Ride-Along Waivers 2 years 2 years Mfr, OD, S/I After QC GC §34090 mm. . Ppr &OD . . . Mag, Yes: Fire!
FR009
Stnke Team Reimbursement
10 years 10 years Mfr, OD, S/I AfterQC Department Preference; GC §34090 mm.

L Ppr &OD

EMERGENCY MEDICAL SERVICES
Apparatus, Equipment & .
. Department Preference to be in
Vehicle Records & Testing .

Mag, Yes: compliance with NFPA Standards for in
Fire! EMS FR-OlD (EMS) Surplus + 2 Surplus + 2 Mfr, OD, S / I AfterQC service automotive fire apparatus; .
years years Ppr & OD NFPA 1911.4.7.3 & Annex C.5, GC
Ambulance vehicle servicing, §34090 ECG monitor servicing, etc. - Department Preference = required for 3
Controlled Substance Logs, Mag, Yes: 2. years aftcr invcntory or trancaction; Fire/EMS FR-Oil inventories/Ambulance 3years 3yars Yes Mfr, CD, S/I AfterQC 21 CFRl3O4.O4, 1310.04;22CCR Inventory Logs Ppr &OD 70263 and 71233; FA §32003(e), B&P AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/9/2023
Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of Retention Records Description Retention / Disposition Comments I Reference Record No. (OFR) Active
••__
::::: M
If the record s not listed here, refer to the Retention for Cit’-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investi ations sus end normal retention periods (retention begins after settlement). . . Indefinite- indefinite- Mag, Yes:

Fire / EMS FR012 Emergency Medical Services
Minimum 7 Mnimurn 7 Yes Mfr, OD, SI I AfterQC Data is interrelated; GC §34090 et seq. RMS Database ye ears P.pi LQI
EMS Complaints (not
personnel related) / CQI Mag, Yes. Statute of Limitations for health Fire / EMS FR-013 (Continuous Quality 3 years 3 years Mfr, OD, S/I After QC providers is 3 years; 13 CCR 1100.7, Improvement) / Quality Ppr &QD UFC §104.3.2, §104.3.4, GC §34090 Assurance
HIPAA Policies and . M
Yes:

Fire! EMS FR-014
Procedures (Health Superseded Superseded Mfr,OD, SI I AfterP.24 CFR 164.530(j) Insurance Portability and + 6 years + 6 years p r — 4-
Accountability Act) p .

Contractor keeps original; Adults
. .• required for 7 years; minors until 1 year . :.. ::.,. : after age 18, but not less than 7 years; Patient Care Reports I PCRs . •. 10 years is recommended by AHIMA I Paramedic Release Forms . for healthcare providers ; Statute of (EMS transportation) I . . Yes: Limitations for health providers is 3 Consent Form with . Mag, Baywatch . After QC years; CCP §340.5, GC §34090; H&S (Contractor)
FR-01 5 Assignment of Benefits: ALL 7 years 7 years Mfr, OD, Si) &DDI— 1797.98e 123145; 42 CFR (Copies) pr year 482.24(b); 9 CCR 9444, 22 CCR Includes e-PCR Database! 70751(c)& 71551(c); 22 CCR Electronic Patient Care
70751(c), 71551(c), 73543(a), Report Database :: 74731(a), 75055(a), 75343(a), . : 77143(a), W&l 14124.1; CMS Pub. 100
:::. .. : 4, Chapter 1, Section 110.3
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/9/2023
Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of Retention -
Records Description Retention / Disposition Comments I Reference Record No. inactive I:.I image: De:troy
(OFR) (in office) j\htaI Options
‘:

If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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: Litiation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (reten ion begins after settlement).

FIRE MARSHAL I FIRE PREVENTION
Fire! Fire When No Wn No-.

Marshal & Brush Abatement / Longcr 1eez Mag Yes
Fire FR 016 Vegetation Abatement! Required Roguirod Mfr CD S/I AfterQC Department Preference GC §34090 . Weed Abatement Minimum 2 Mijiiiuria Ppr & CD Prevention years years
F ‘F WhenNo Whoio
Mh
ire
/ J Longer Locr ar. a FP 017 ire I 3 ion... o iCC Pequired Rcqwrcd Mfr CD S-/-I After QC Department Preference GC §34090 p-ice- Violatione . . Minimum 2 fitnirotin:2: Ppr Prevention ea
Fire Code Permits /
Fireworks Permits / Fire / Fire Explosives Permits Yes Mag Yes Marsh:l & FR 018 (assembly permits candle 2 years 2 years Before Mfr CD S/I After QC GC §340907 ir permits tent permits fire Event Ppr & CD Prevention hydrant use open flame etc.)
Fire Construction Documents Copies Copies . Mag, Yes: CED / FR 019 / Plans (Submittals Shop When No When No Mfr CD S / I AfteroC CFC §1054 et seq Building Drawings Necessary for Fire Longer Lorer p r & CD Code Compliance) Required Rquird p
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/9/2023
Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Office of Retention . - . . . —
Records Description Retention I Disposition Comments I Reference Record No. —n—
Destroy Image . Inactive .: . Paper Active Total Media I=lmport (OFR) (Records Vital’ after (in office) :Retention: Options M=Mfr Center) ] Imaged S=Scan &QCd
If the record is not listed here, refer to the Retention for City-Wide Standa ds Retentions begin when the act is completed, and imply a full file folder (e.’. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Liti ation, claims, complaints, public records act requests, audits and/or investi ations sus end normal retention periods (retention begins after settlement).

Life of the Life fthe
. . . . . Structure or SfruCtu or Fire I Fire Fire Inspections / Business . . . . . Activity, or Activity or Mag, Yes: Required for the Life of the Structure or Marshal & FR020 Inspection Files / Occupancy Minimum 5 Minimum 5 Mfr, OD, S / I After QC Activity, or Minimum 5 years; CFC § Fire Inspections / Fire Citations I . . . . years, years, Ppr &OD 104.6—104.6.4 Prevention Notice of Violations .

Whichever is Whhever i
Longer Lor er
Fire/Fire . . . Mag, Yes: Department preference (Capital Crimes Marshal & Fire Investigations -Arson & ; . FR-021 . P P Mfr, OD, S / I After QC have no statute of limitations); GC Fire Capital Crimes Only Ppr & OD §34090 et seq. Prevention Fire / Fire
Marshal &
Fire
Prevention
FR-022 Fire Investigations -OTHER
Than Arson & Capital Crimes
Whcn No
Longcr
Required
Minimum 5
years
W:h1N:
.Lcgr
Rcgiroi
Mrnr—
. . When No Fire/Fire Public Information / Longer Marshal & Fire FR-023 Education (when produced Required
. internally) Minimum 2 Prevention
i years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; CFC § 104.6;
GC §34090 et seq.

Mag, Yes.

Mfr, OD, S/I After QC Department Preference; GC §34090
Ppr
Revision Approved: 5/9/2023
Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of Retention . .

Records Description Retention I Disposition Comments I Reference Record No. . : : : Destroy Image . Inactive Paper Active Total Media I=lmport (OFR) . . (Records Vital? . after (in office) Retønt!on Options M=Mfr Center) Imaged ,-can & QC d If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Liti’ation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OPERATIONS / SUPPRESSION
Daily (Weekly Monthly) When No
Vehicle Safety Checks / Daily Longcr lener
Lead Dept FR 024 (Weekly Monthly) Vehicle Required eqHced— Q! JJ After QC GC §34090 Inspections I Daily (Weekly Minimum 2 MinImum 2 Ppr LQ
Monthly) Equipment Checks years years
Fire Probationary Tests /
Mag Yes
Fire / Ops FR 025 Daily or Monthly Evaluation
2 years 2 years Mfr OD S/I AfterQC GC §34090 epo s or rroua ionary P r & OD Emoyees . . Department Preference (consortium Audio Recordings or Tapes - . standard); Statewide guidelince (CADIRMS) Recordings of . . . . Minimum 180 Minimum propose 180 days (legally mandated Fire lOps FR-026 Telephone & Radio Mag . . . days 180 days for 100 days); (may be discoverable or Communications Dispatch made public in some circumstances), Tapes (CAD) GC §34090, 34090.6 Public
Department Preference (City has Works / Mag Yes Hazardous Waste Manifests / cradle to grave liability); 40 CFR General FR 027 P P Mfr OD S I I After QC Certificates of Disposal 262 40 8 CCR 3204(d)(1 )(A) 22 CCR Services Ppr & OD 66262 40 OR Fire Yes Mag Yes
Fire / Ops FR 028 Pre Fire Plans When Wheh Before Mfr OD S / I After OC Preliminary drafts GC §34090 et seq Superseded sdd Event Ppr 8Ol
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/9/2023
Ver. 8.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
Office of Retention . - -
Records Description Retention I Disposition Comments I Reference Record No.
. inactive I::..I image: De:troy
(OFR) (in office)
2EsL0nLt
Options af
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.i. last document + 2 years), since destruction is normally performed by file folder.

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

TRAINING
Department preference
EEOC/FLSAIADEA (Age) requires 3
Send to Send to years for promotion demotion transfer
Employee Training File (by Yes
Fire / Human Human: selection, or discharge; State Law
employee) Mag After QC
Training &
FR029
Resources Mfr CD SI I & OD requires 2 -3 years for personnel Human I Upon Upon — actions Claims can be made for 30
Individual Training Ppr When
Resources .. Separation or Separation . years for toxic substance exposure; 8 Certificates Inactive
Transfer ::T:lsfer: :CCR §3203 etseq., 29 CFR
1627 3(b)(ii) LC §6429(c) GC
12946, 12960, 31090
Training RMS Database Indefinite Indefinite Mag Yes
Fire / — — Data is interrelated Meets OSHA . . FR-030 (Target Solutions I Vector Minimum 5 MinimumS. Mfr, CD, S / I After QC Training ::::::: regulations; GC §34090 et seq.

Solutions) ::years Ppr &OD
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/9/2023
Ver. 6.0 RECORDS RETENTION SCHEDULE: HARBOR Page HBR-1
Office of CIassification Records Description Retention I Disposition Comments I Reference Record OR File Number
Inactive Image: Destroy
Active Total Media I=Import Paper after (OFR) (Off-site, Vital? (in office) Retention Options M=Mfr Imaged & OD or Mfr) S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction s normally performed by file folder.

HOLDS: Litipation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

HARBOR
Mag, Yes: After Harbor HBR-001 Daily Logs -Harbor 2 years 2 years S / I GC §34090 et seq. QPpr QC&OD Facility Inspections / Weekly Mag, Yes: After Harbor HBR-002 S/I GC34090etseq. 2 years 2 years Inspections Qj Ppr QC & OD Superseded Superseded Mag, Yes: After Department preference; GC S/I Harbor HBR-003 Facility Security Plan + 2 years + 2 years QPpr QC & OD §34090 Facility Security Plan Drills & Mag, !4 Yes: After Harbor HBR-004 2 years 2 years S I I GC §34090 Exercises (FSP) Ppr QC & OD Yes: After
Mag, Mfr, QC & OD Department Preference; GC Harbor HBR-005 Float Plans P P Yes S/I OD, Ppr Imaged & §34090 QQ
Yes: After
Harbor Permits: Lease Permits, Yes: Before Mag, Mfr, QC & OD Department Preference; GC Harbor HBR-006 P P S/I Revocable Permits Termination OD, Ppr Imaged & §34090 Harbor Permits: Outdoor Parking on Yes: After
Pier, Waterside Permits, End Float Termination Termination Yes: Before Mag, Mfr, QC & OD Department Preference; GC Harbor HBR-007 S/I Permits, etc. + 2 years + 2 years Termination OD, Ppr Imaged & §34090 Includes Insurance Certificates QGI4
Mg, Mfr, Yes: After Harbor HBR-008 Incident Reports (Harbor) 2 years 2 years S / I GC §34090 OD, Ppr QC&OD Termination Termination Mag, M. Yes: After Department Preference; GC Harbor HBR-009 Long-Term Permits S/I + 2 years + 2 years Q. Ppr QC & OD §34090 AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevIsIon Approved: 5/9/2023 Ver. 6.0 RECORDS RETENTION SCHEDULE: HARBOR Page HBR-2
Office of Ciassification Records Description Retention I Disposition Comments I Reference Record OR File Number
Image: Destroy Inactive Active Total Media Ilmport Paper after Vital? (OFR) (Off-site, Retention Options MMfr Imaged & (in office) OD or Mfr) SScan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement).

Mag, Yes: After Department preference (meets S/’ Harbor HBR-010 Mooring Cash Recaps! Reports 5 years 5 years Ppr QC & OD auditing standards); GC §34090 Mooring Records I Blocks / Slips Department Preference; Covers Includes Insurance Certificates from Current + 2 Current + 2 Yes: During Mag, Yes: After auditing periods and statute of Harbor HBR-01 1 S I I Mooring Owners and Long Term years years Tenancy Ppr QC & OD limitations; GC §34090.7, CCP Moors §337 et seq.
indefinite - Indefinite -
Mooring System Database (Net Mag, MI! Yes: After Harbor HBR-012 Minimum 2 Minimum 2 S I I Data is inter-related; GC §34090 Mooring) Q. Ppr QC & OD years
Department Preference; Claims
can be made for 30 years for toxic Mag, Yes: After Harbor HBR-013 Spills -Class 3- Fuel, Oil 30 years 30 years S / I subst. exposure; 29 CFR QPpr QC&OD 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §34090
Mag, Yes: After Department Preference; GC S/I Harbor HBR-014 Spills - Illegal Head Discharges 3 years 3 years QPpr QC & OD §34090 Public Copies - Copies -
Works / Vessel and Equipment Maintenance When No When No Mag, Mfr Yes: After Fleet & Equipment maintains HBR-015 S/I Fleet & Requests and Repairs Longer Longer Qp.., Ppr QC & OD originals; GC §34090.7 Equipment Required Required
AVALON, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-I Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Inactive Active Total Media l=Import Paper after (OFR) (Records Vital? (in office) Retention Options M=Mfr Imaged & Center) SScan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions becjin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed bi file folder.

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

TECHNOLOGY
Used for Disaster Recovery
Purposes Only; Considered a
Backups / Computer Backups When No When No copy and can be destroyed Information lT-001 (ALL Disaster Recovery Longer Longer Yes Mag. when no longer required; Technology Computer Backups) DAILY Required Required tapes are in autochangers and are overwritten; GC
§34090 et seq.
‘Jsed for Disaster Recovery
“urposes Only; Store off site
in commercial storage for
W.N- disaster recovery; Considered Information IT 002 Sackups WEEKLY Longer Longer Ma a copy and can be destroyed Tochnology Reqe- Reed- when no longer required; retention based on
pdministrative value; recycle
apes; GC §3’l 090 et seq.

Preliminary documents not When No When No Information Network Configuration Maps & retained in the ordinary IT-003 Longer Longer Yes Mag. course of business; GC Technology Plans Required Required §34090 et seq.

UNALTERABLE MEDIA I For legal compliance for
IMMUTABLE CLOUD Trustworthy Electronic
BACKUP (WORM / DVD-r / Records (when the electronic Information IT-004 CD-r / Blue Ray-R) or other P P OD record serves as the official Technology unalterable media that does record); GC 34090, 12168.7, not permit additions, deletions, EVC 1 550, CCR 22620 et or changes seq.

AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record ImageS Destroy
Inactive Paper Active Total Media l=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd?
If the record is not listed here. refer to the Retention for City-Wide Standards Retentions beqin when 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).

PUBL C WORKS ADMINISTRAT ON
When No When No Mag, Yes: After Content Not Substantive / Public Works CCTV -Harbor, Mole and Fuel PW-001 Longer Longer Mfr, OD, QC & OD Preliminary drafts; GC §34090 I Admin. Dock and the Warehouse system Required Required City Attorney preference to
determine where underground
utilities are located; entered
Public Works Underground Service Alerts Mag, Yes: After into DiqAlert Software; the PW-002 P P Mfr, OD, S I I Excavator, Operator and the I Admin. (USA’s) QC & CD Ppr Regional Notification Cetner all have an obligation to retain for 3
years; GC §4216.2(f); GC
§34090
Underground Storage Tanks (City- Department Preference
Public Works Owned - Removed) Mag, Yes: After (required for the life of the tank); PW-003 10 years P P Mfr, OD, S/I QC & OD 23 CCR 27 12(b), H&S /Admin.

Ppr 4-year Location, Soil Remediation §25284.2(i); GC §34090 et. seq.

ENGINEERING
Mag, Yes: After Public Works Department Preference; GC PW-004 Aerial Maps (Analog / Historical) P P Mfr, CD, S / I QC & OD I Engineering Ppr §34090 Public Works Mag, Yes: After Department Preference; GC PW-005 Benchmarks P P Mfr, CD, S/I I Engineering QC & CD §34090 Ppr AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image Destroy
Inactive Paper Active Total Media l=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be1gin when 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).

Capital Improvement Projects Department preference; Some 5 years or Completion + grant funding agencies require (CIP): Maintenance Projects (All After 5 years or audits; Statute of Limitations for Records) Funding After Funding Errors & Omissions is not Mag, Yes: After applicable; Statute of Public Works Upon Agency Agency Yes: Until Mfr, OD, S/I PW-006 Examples of Maintenance Completion Audit, if Audit, if Completed QC & OD Limitations: Contracts & I Engineering Projects: Painting, Pavement required, required, Ppr Spec’s=4 years; Statewide Overlays, Repairs, Ramps, Re- whichever is whichever is guidelines propose tormination Roof, Sidewalk Repairs, Slurr’ longer longer 5 years; CCP §337 et. seq., Seals, etc. GC §34090 Capital Improvement Projects
(CIP): Administration File!
Department preference; Some Grants! Funding I NOT Scanned grant funding agencies require 10 years or Completion + audits; Statute of Limitations for Project Administration, Certified After 10 years or Errors & Omissions is 10 years; Payrolls, Community Outreach / Funding After Funding Mag, Statute of Limitations: Contracts Yes: After Public Works Notifications, Funding I Grants, Upon Agency Agency Yes: Until PW-007 Mfr, OD, S/I & Spec’s4 years, Wrongful QC & OD I Engineering Project Schedules, Progress Completion Audit, if Audit, if Completed Ppr Death=comp. + 5 years, meetings, Punch Lists, Real Estate required, required, Developers=comp. + 10 years; Appraisals, RFls & Responses, whichever is whichever is 3tatewide guidelines propose Temporary Easements, longer longer termination 5 years; CCP Construction Manager’s Logs, §337 et. seq., GC §34090 Daily Inspections, Daily Logs, Photos, etc.

AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevIsIon Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image Destroy
Inactive Paper Active Total Media l=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC’d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by ifie folder.

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

Capital Improvement Projects
(CIP): Permanent File I Scanned
Records
Specifications & Addenda, Department preference; Agreement / Contract (copy), Yes: After retained for disaster Public Works Successful Proposal, Change Mag, Upon Yes: Until QC & OD preparedness purposes; PW-008 Orders, Geotechnical Studies & P P Mfr, OD, S/I I Engineering Completion Completed Ppr Complete Statewide guidelines propose Reports, Operations & 10 years Permanent for Infrastructure Maintenance Manuals (O&M pIa&j GC §34090 Manuals,) Materials Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Soil Reports,
Studies, Submittals, Surveys, etc.

Correspondence -Regulatory Department preference; Some
Yes: While Mag, correspondence from Public Works Agencies Not Related to a CIP Minimum 2 Minimum 2 Active Mfr, OD, S / I Yes: After PW-009 Regulatory Agencies need to be I Engineering (State & Federal Agencies, EPA, years years Issues Ppr — QC & OD retained for long periods of time; Health Department, etc.) GC §34090 Public Works Design & Construction Standards - Mag, Yes: After Department Preference; GC PW-01 0 P P Mfr, OD, S/I I Engineering Authored by the City QC & OD §34090 Ppr Drafts should be destroyed;
Drawings, Maps, Plans and Some maps are also retained
Public Works Record Drawings, Large-Format Mag, Yes: After by Planning; Selected maps are PW-011 P P Yes (all) Mfr, OD, S/I QC & OD retained in Public Works for I Engineering Drawings, Capital Improvement Ppr No Project “As-Built”, Base Maps administrative purposes; GC 34090, 34090.7
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record :
lmage Destroy
Inactive Paper Active Total Media I=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QC’d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when 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).

Encroachment Permits /
Excavation Permits: Temporary
(Street Permits, Temporary Final I Final / Mag, Public Works Yes: Until Yes: After PW-012 Construction, Sidewalk Repairs, Completion + Completion + Mfr, CD, SI I GC § 34090 I Engineering Completion Ppr QC & CD Traffic Control, Utility Cuts etc.) 2 years 2 years Includes Insurance Certificates
Encroachments -Permanent Mag, Public Works Yes: After Department Preference; GC PW-01 3 (Permanent structures in the City’s P P Mfr, CD, S/I QC&CD §34090 I Engineering Right of Way) Ppr Mag, Data Fields / Records are Yes: After Public Works Indefinite - Indefinite - PW-014 Engineering Permits Database Yes Mfr, CD, S/I interrelated; Some permits are I Engineering Permanent Permanent QC & CD __________ permanent; GC §34090
Engineering Studies / Surveys - Mag, Public Works Yes: After Department Preference; GC PW-015 Preliminary Studies / Project P P Mfr, CD, S/I I Engineering QC & CD §34090 Assessments Ppr Geotechnical and Soil Reports; Mag, Public Works Yes: After Department Preference; GC PW-016 Hydrology Reports (Authored on P P Mfr, CD, S/I QC&CD §34090 I Engineering behalf of the City) Ppr Public Works Mag, Yes: After Department Preference; GC PW-017 Grading Plans P P Mfr, CD, S/I QC&CD §34090 I Engineering Ppr —_______ Public Works Heavy Load Permits I Wide Load Mag, Yes: After PW-018 2 years 2 years Mfr, CD, S/I GC §34090 QC & CD I Engineering Permits Ppr
Master Plans: Bikeway, Park, Mag, Department preference; Drafts Public Works Yes: After PW-019 Pavement, Traffic, Transportation, P P Mfr, CD, S/I should be destroyed; GC I Engineering QC & CD :etc. Ppr §34090 AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevIsIon Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image Destroy
Inactive Paper Active Total Media l=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & SScan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when 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).

When No When No Mag, Yes: After Preliminary drafts; GC §34090 Building PW-020 Plan Checks for Building Permits Longer Longer Mfr, OD, SlI QC&OD etseq. Required Required Ppr Statute of Limitations for Errors Private Development Projects / Job & Omissions is 10 years; Files: Administration File Mag, Statute of Limitations: Contracts Public Works Yes: After PW-021 Upon Completion + Yes: Until Mfr, OD, S/I & Specs=4 years, Wrongful 10 years I Engineering Construction Inspections, Completion 10 years Completed QC & OD Ppr Death=comp. + 5 years, Correspondence, Photos, etc. Developerscomp. + 10 years; CCP §337 et. seq., GC §34090
Private Development Projects / Job
Files: Permanent Files
Drainage, Driveway, Grading
Plans, Rights of Way, Soil Reports, Mag, Department preference; Public Works Yes: After retained for disaster PW-022 Stormwater, Private Lab Upon Yes: Until P P Mfr, OD, S/I I Engineering Completion Completed QC & OD preparedness purposes; GC Verifications, Testing Lab Final Ppr §34090 Reports, etc.

Dedications, Easements,
Abandonments (City Clerk is OFR)
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image: Destroy
Inactive Paper Active Total Media l=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file fo der (e.g. last document + 2 years),_since_destruction is normally performed by file folder.

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

Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way, Notices
of Completion, Recorded Mag, Yes: After Send all finals to the City Clerk; City Clerk PW-023 Agreements / Contracts, Certificate P P Yes (all) Mfr, OD, S/I QC & OD Department preference GC of Compliance, Maintenance Ppr N §34090.7
Covenant Agreements, etc.

Send all originals to City Clerk
Copies - Copies -
When No When No Mag, Yes: After Sheriff PW-024 Traffic Collision Reports Mfr, OD, S/I copies; GC §34090.7 Longer Longer QC & OD Ppr Required Required Public Works Minimum 2 Minimum 2 Mag, Yes: After Department preference; GC PW-025 Traffic Committee (All records) Mfr, OD, S / I I Engineering years years QC & OD §34090 Ppr
Public Works Traffic Congestion Management Mag, Yes: After Department preference; GC PW-026 loyears loyears Mfr,OD, S/I QC&OD §34090 I Engineering Plans I Transportation Plans Ppr Public Works Mag, Yes: After Department preference; GC PW027 Traffic Counts 10 years 10 years Mfr, OD, S/I QC&OD §34090 I Engineering Ppr Public Works Mag, Yes: After PW-028 Traffic Investigation Reports 5 years 5 years Mfr, OD, S/I GC §34090 QC & OD I Engineering Ppr Mag, Department preference
Public Works Yes: After (required every 5 years, but can PW-029 Traffic Speed Surveys 10 years 10 years Mfr, OD, S/I QC & OD be extended to 7 or 10 years); I Engineering Ppr GC §34090 AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. -all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record I I I I
:
lmage Destroy
Inactive I Paper Active Total Media I=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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).

ENVIRONMENTAL PROGRAMS
Public Works Mag, Department Preference; GC Yes: After I Environ. PW-030 Beaches (State) P P Mfr, CD, S / I §34090 QC & CD Programs Ppr Environmental Agencies /
Mag, Yes: After Department Preference; GC Regulatory Agencies Minimum 10 Minimum 10 Lead Dept. PW-031 Mfr, CD, S/I years years QC & CD §34090 Ppr (EPA, DHS, etc.)
Department preference;
Public Works Mag, Monitoring records required for Yes: After FOG (Fats, Oil & Grease) / Source Minimum 3 Minimum 3 Mfr, CD, S/I 3 years; POTW reports are I Environ. PW-032 Control / Pretreatment Reports years years CC & CD Programs Ppr i required for 3 years; 40 CFR .403.12
Public Works Mag, Department Preference; GC Yes: After I Environ. PW-033 Harbor Water Quality P P Mfr, CD, S / I §34090 QC & CD Programs Ppr I Department Preference (City
Hazardous Waste Manifests / Mag, Yes: After has “cradle to grave” liability); 5 years P P Mfr, CD, S/I 40 CFR 262.40, 8 CCR QC & CD Lead Dept. PW-034 Certificates of Disposal Ppr 3204(d)(1)(A), 22 CCR 66262.40
Household Hazardous Waste / Mag, Public Works Yes: After PW-035 Recycling / e-waste I Shredding 3 years 3 years Mfr, CD, S I I 14 CCR 18812.4; GC §34090 QC & CD I Engineering Events, etc. Ppr —— Public Works Sanitary Spills and Overflows Mag, Required for a minimum of 5 Yes: After years; 40 CFR 122.41(j)(2); I Environ. PW-036 (SSCs) (Above ground pump 5 years 5 years Mfr, CD, S / I QC & CD SWRCB Order 2006-03; 40 Programs stations, etc.) Ppr CFR 122.41(j)(2); GC §34090 AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image Destroy
Inactive I Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & SScan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works Ma Sewer Lift Station & Storm drain Minimum 5 Minimum 5 g, Yes: After Department preference; GC I Environ. PW-037 Mfr, CD, S / I Lift Station Inspections years years QC & CD §34090 Ppr Public Works When No When No Mag, Yes: After Non-records I Preliminary I Environ. PW-038 Solid Waste Price Adjustments Longer Longer Mfr, CD, S/I CC & CD Drafts; GC §34090 et seq. Programs Required Required Ppr Solid Waste Reduction / Department preference; ..

Public Works Recycling I AB 939 Compliance / Mag, Yes After 1383 compliance is required for I Environ. PW-039 Tonnage Reports / SB 1383 10 years 10 years Mfr, CD, QC & CD 5 years; 14 CCR § 189952; GC Programs Compliance (Organic Waste Ppr §34090 Collection_and_Recycling) Required for a minimum of 5 Yes: After Public Works Mag, years; 40 CFR 122.41(j)(2); QC & CD I Environ. PW-040 Stormwater Illicit Discharges 5 years 5 years Mfr, CD, S / I SWRCB Order 2006-03; 40 (after 2 Programs Ppr CFR §122.21, 122.41, 122.44; —
— GC34090
Public Works Mag, Department Preference; GC Stormwater LID (Low Impact Yes: After I Environ. PW-041 P P Mfr, CD, S / I §34090 Development) Permits and Plans QC & CD Programs Ppr Department Preference;
Public Works Mag, Monitoring records required for Stormwater Monitoring / NPDES Yes: After I Environ. PW-042 5 years 5 years Mfr, CD, S/I 3 years; 40 CFR §122.21, QC & CD Monitoring and Inspection Programs Ppr 122.41, 122.44; CCP §337 et seq.

Required for a minimum of 5
Public Works Mag, years; 40 CFR 122.41(j)(2); Yes: After I Environ. PW-043 Stormwater: Business Inspections 5 years 5 years Mfr, CD, S / I SWRCB Order 2006-03; 40 QC & CD Programs Ppr CFR §122.21, 122.41, 122.44; GC §34090
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record Image Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file folder (e.g. last document + 2 years),_since_destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests audits and/or investigations suspend normal retention_periods_(retention_resumes after settlement or completion). : Department preference; Public Works Mag, Stormwater: NPDES Annual Yes: After Monitoring records required for I Environ. PW-044 5 years 5 years Mfr, OD, S/I QC 3 years; 40 CFR §122.21, Reports Programs Ppr 122.41, 122.44 Department Preference;
Public Works Mag, Monitoring records required for Yes: After I Environ. PW-045 Stormwater: NPDES Permits Superseded + Superseded Yes: Until Mfr, OD, S/i 3 years; 40 CFR §122.21, 5 years + 5 years Expiration QC & OD Programs Ppr 122.41, 122.44; CCP §337 et seq.

Department preference; plans
Public Works Mag, must be updated every 5 years,
Stormwater: TMDL Plan (Total Yes: After audits are required every 2 I Environ. PW-046 5 years 5 years Mfr, OD, S I I QC & OD years; SWRCB Order 2006-03; Maximum Daily Load) Plan Programs Ppr 4OCFR122.21, 122.41, 122.44; GC §34090

FLEET & EQUIPMENT
Aboveground CNG Storage Tanks
(Agency Owned) Department Preference; applies
Public Works Mag, to both Tier I and Tier Ii Tanks; Yes: After I Fleet & PW-047 Spill Prevention Control and 20 years 20 years Mfr, OD, S/I (Tier Ii tanks are required to QC & OD Equipment Countermeasures (SPCC), Ppr have an integrity test every 20 Inspections, Integrity Testing, years); GC §34090
Maintenance, Repairs
Public Works Mag, Yes: After I Fleet & PW-048 AQMD Permits (Generators, etc.) 5 years 5 years Mfr, OD, S/i 40 CFR 70.6; GC §34090 QC & OD Equipment Ppr AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image Destroy
Inactive Paper Active Total Media Ilmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when 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 (re ention resumes after settlement or completion).

Generator Operation Logs & Mag, Yes: After Lead Dept. PW-049 Inspections - Fixed I Stationary 3 years 3 years Mfr, OD, S/I AQMD Rule 1470; GC §34090 QC & OD Generators
__________
Ppr
Generator Operation Logs & Mag, AQMD Rule 1470; Form Yes: After Lead Dept. PW-050 Inspections - Portable! 5 years 5 years Mfr, OD, S/I 400—E—13a instructions; GC QC & OD ___________ Emergency Generators Ppr §34090 Pre-Trip Inspections / DOT Public Works Program/Vehicle Safety Checks/ 13 CCR 1234(e); YQ Yes: After I Fleet & PW-051 2 years 2 years Mfr, OD, S/I 34505.5(c); 49 CFR 396.1 1; GC QC & OD Daily Vehicle Inspections / Daily Ppr §34090 Equipment Equipment Checks Public Works Mag, 22 CCR 66266.130(c)(5), H&S Yes: After I Fleet & PW-052 Used Oil Disposal 3 years 3 years Mfr, OD, S/I §25250.18(b), 25250.19(a)(3) et QC & OD Equipment Ppr seq.

Department Preference; If a
motor carrier, required for 18 Vehicle & Equipment History Files Disposal of Disposal of months after vehicle is sold; Public Works Vehicle or Vehicle or Mag, Yes: After CHP requires life of vehicle; I Fleet & PW-053 AQMD Certifications, Maintenance, Mfr, OD, S/I Equipment + Equipment + QC & OD OSHA requires 1 year; 8 CCR § Ppr Equipment Registrations, Safety Certifications, 2 years 2 years 3203(b)(1); 49 CFR etc. 396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. Seq., GC §34090

FACILITIES MAINTENANCE
Mag, Yes: After Lead Dept. PW-054 Daily Logs 10 years 10 years Mfr, OD, S/I GC §34090 QC & OD L Ppr
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevIsIon Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Retention No. Records Description Retention / Disposition Comments I Reference Record image Destroy
Inactive Paper Active Total Media llmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

Department preference; plans Maintenance -Stormwater
Public Works Compliance (Catch Basins, Field, Mag, must be updated every 5 years, Yes: After audits are required every 2 I Facilities PW-055 General Cleaning, Open Channels, 5 years 5 years Mfr, CD, S / QC & OD years; SWRCB Order 2006-03; Maint. Slots, Stormwater Treatment Ppr 40 CFR §122.21, 122 41, Measures and Trash Cleaning) 122.44; GC §34090 Life of Mag, Operations & Maintenance Life of Facility Yes: After Department Preference; GC Lead Dept. PW-056 Facility or Mfr, CD, QC & CD §34090 et. seq. Manuals (O&M Manuals) or Equipment Equipment Ppr Public Works Mag, Agricultural pesticide records
Pesticide Use Permits & Yes: After are required for 2 years; GC I Facilities PW-057 2 years 2 years Mfr, CD, QC & OD §34090; 3 CCR 6623, 40 CFR Applications Maint. Ppr 110.3(d)10 CFR 171.11 eteeq.

Division Work Orders / Service Requests indefinite - Indefinite - Mag, Providing CMMS DATABASE — — Yes: After PW-059 Minimum 5 Minimum 5 Mfr, CD, S/I Data is interrelated; GC §34090 Service / (Computerized Maintenance QC & CD yt years Epi Work Management System)
Work Orders / Service Requests -
Division All Information Entered in CMMS When No When No Mag, Providing Yes: After Preliminary drafts (the database PW-060 Database Longer Longer Mfr, CD, S/I Service / QC & CD is the original); GC §34090 Required Required Ppr Work (Paper_drafts)
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record ! Destroy Image: Inactive I Paper Active Total Media L llmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) I Imaged & . S=Scan I I QC’d? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Work Orders / Service Requests -
NOT entered in CMMS Database
Division (or partial information entered into
Providing CMMS Database) Mag, City Preference: CCP §338 et Yes: After PW-061 5 years 5 years Mfr, OD, S/I seq., 340 et seq., 342, GC §, Service / QC & OD Ppr GC §34090 Work (Division providing service retains originals; Division requesting
service is considered a copy)

TRANSPORTAT ON & GRANTS
Copies - Copies - I
Commuter Subsidy Applications / When No When No Mag, Yes: After Mfr,ODH S/I GC34090.7 Vehicles PW-062 Reimbursements / Cards (Metro) Longer Longer QC & OD Ppr Required Required
: FTA Retention for other
Records. “three years from the
starting date specified ...“; “multiyear projects is the date of Public Works Funding & Grants: FTA. Others: Disposition / Disposition I submission of the final FSR L Yes: After PW-062.5 Equipment (Buses, Vehicles) Sale + 5 Sale + 5 Mfr. OD. S/I upon project completion”:5 Transportatio QC & OD and Real Property . years meets auditing standards n & Grants and federal reguirements; FTA -
Ciricuiar 5010 1D 111(7); 0MB
Circular A-il 0 & A-i 33; GC
§34090
AVALON, CA. ©1995-20i7 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image Destroy
Inactive Paper Active Total Media l=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions_bepin_when 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).

Meets Auditing Standards;
Uniform Admin. Requirements
for Grants to Local
Governments is 3 years from After
Funding After Funding expenditure report; CDBG is 4
Agency Grant Funding for Transportation / Agency Audit, if Mag, years; HUD requires 5 years for Yes: After programs covered by a Lead Dept. PW-063 Transit Grants (Prop A, Prop C, 2 years Audit, if Mfr, OD, S/I required - QC & OD consolidated plan; statewide Prop 1B, etc.) Required - Ppr Minimum 5 Minimum 5 juidelinee propose ‘1 years; 2
years CFR 200.333; 24 CFR
years 91 .105(h), 92.505, 570.490, &
570.502(a), 29 CFR 97.42;
0MB Circular A-lb &A-133;
GC §34090; GC §8546.7
Copies - Copies -
Mag, When No When No Yes: After Vehicles PW-064 Taxi Voucher Booklets Mfr, OD, S/I GC § 34090.7 Longer Longer QC & OD Ppr Required Required Public Works
Mag, Department preference (meets I Minimum 5 Minimum 5 Yes: After PW-065 Transit Reporting Database Mfr, OD, S/I auditing standards); GC § QC & OD Transportatio years years Ppr 34090 n & Grants Public Works
, Transportation Applications for Mag, Department preference (meets Inactive + 5 Inactive + 5 Yes: After PW-066 Service (Dial-a-Ride, Para Transit, Mfr, OD, S/I auditing standards); GC § years years QC & OD Transportatio etc.) Ppr 34090 n & Grants Public Works When No When No Mag, I Yes: After PW-067 Transportation Schedules Longer Longer Mfr, OD, S/I Preliminary drafts; GC § 34090 QC & OD Transportatio Required Required Ppr n & Grants AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Image Destroy
Inactive Paper Active Total Media Ilmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QCd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works
Mag, Yes: After Department preference; GC PW-068 Transportation Studies 10 years 10 years Mfr, CD, S/I QC&OD §34090 Transportatio Ppr n & Grants 1 year is not required -No
forward-facing parking control
videos; 1. The agency has
made a diligent effort to identify
a security system that is
capable of storing recorded data
for one year. 2. The agency
‘Jetermines that the technology
Public Works to store recorded data in an Video Recordings: Exterior and When No When No L Yes: After economically and PW-068.5 Interior of Public Transportation Longer Longer Mfr, OD, S/I Transportatio QC & OD technologically feasible manner Vehicles Required Required n & Grants for one year is not available. 3.

The transit agency purchases
and installs the best available
technology with respect to
storage capacity that is both
economically and
technologically feasible at that
time. PUC §99164; GC §34090
‘

WASTEWATER COLLECTION & TREATMENT
Mag, Public Works Minimum 5 Minimum 5 Yes: After Department preference; GC PW-069 CCTV - Sewers Mfr, CD, S / I I Wastewater years years QC & CD §34090 AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 RevIsIon Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record lmage Destroy
Inactive Paper Active Total Media I=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) S=Scan Imaged & QC’d?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions beqin when the act is completed, and imply a full file folder (e.g. last document + 2 years),_since destruction is normally performed by file folder.

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

Public Works Mag, Yes: After Department Preference; GC PW-070 Complaints (written) 2 years 2 years Mfr, OD, S/I Ppr I Wastewater QC & OD §34090
Mag, Code of Federal Regulations Public Works Yes: After PW-071 Confined Space Entries 3 years 3 years Mfr, OD, S/I requires 3 years; 40 CFR Ppr 122.41(j)(2) I Wastewater QC & OD
Department Preference; Some
Yes: While Mag, correspondence from Public Works Correspondence - Regulatory Minimum 10 Minimum 10 Yes: After PW-072 Active Mfr, OD, S/I Regulatory Agencies need to be QC & OD I Wastewater Agencies years years issues Ppr retained for long periods of time; GC §34090
Mag, Yes: After Lead Dept. PW-073 Daily Logs 10 years 10 years Mfr, OD, S/I GC §34090 QC & OD ; Ppr Public Works Emergency Call Out Logs / Storm Mag, Department preference (used Yes: After PW-074 5 years 5 years Mfr, OD, S/I for FEMA I OES QC & OD I Wastewater Call Out Logs Ppr reimbursements); GC §34090 Generator Operation Logs & Mag, Yes: After Lead Dept. PW-075 Inspections - Fixed I Stationary 5 years 5 years Mfr, OD, S/I AQMD Rule 1470; GC §34090 QC & OD Generators Ppr Generator Operation Logs & Mag, AQMD Rule 1470; Form Yes: After Lead Dept. PW-076 Inspections - Portable! 5 years 5 years Mfr, OD, -‘ QC & OD 400—E—13a instructions; GC Emergency Generators Ppr §34090
Lift Station - Inspections,
Maintenance, Repairs, Service Mag, Department Preference WC Yes: After Public Works Minimum 2 Minimum 2 PW-077 Requests, Alarm Recording, Logs, Mfr, OD, S/I §13263.2(b) et seq.; 40 CFR I Wastewater Charts, Flow Monitoring, Voltage years years QC & OD Ppr 122.41 (j)(2)GC §34090 Readings,_Permits
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of
Retention No. Records Description Retention I Disposition Comments I Reference Record
lmage
Destroy
Inactive Paper
Active Total Media l=lmport
(OFR) (Records Vital? after
(in office) Retention Options M=Mfr
Center) Imaged & S=Scan
QCd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed_by file folder.

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

Public Works Mag, Yes: After Department Preference; GO PW-078 Log Book (Pump Houses) 7 years 7 years Mfr, OD, S/I I Wastewater QC & OD §34090 Ppr Maintenance, Cleaning, Repairs, Mag, Department Policy; WC Public Works Minimum 3 Minimum 3 Yes: After PW-079 Stoppage Calls, Spills, Line Mfr, OD, S / I §13263.2(b) et seq.; 40 CFR I Wastewater years years QC & OD Replacement Ppr 122.41 (j)(2)GC §34090 Life of Mag, Public Works Operations & Maintenance Life of Facility Yes: After Department Preference; GO PW-080 Facility or Mfr, OD, QC & OD §34090 et. seq. /Wastewater Manuals (O&M Manuals) or Equipment Equipment Ppr Department Preference (only 5
Mag, years is required for reclaimed Public Works Reclaimed Water! Salt Water Yes -After PW-081 5 years 5 years Mfr, OD, S / I water; no requirement for salt QO & OD /Wastewater (toilets) Ppr water); 40 CFR 141 .33(a) and (b)(1); 22 OCR §64470
Mag, Required for a minimum of 5
Public Works Sanitary Spills and Overflows Yes: After years; SWRCB Order QQZ PW-082 5 years 5 years Mfr, OD, S / I QO & OD 0103-DWQ & 2006-03; 40 CFR I Wastewater (SSO5) Ppr 122.41(j)(2); GO §34090 Indefinite - Indefinite - Mag, Data is interrelated; system Public Works SCADA Database (Supervisory Yes: After PW-083 I Minimum 5 Minimum 5 Yes Mfr, OD, S / I qualifies as a “trusted system”; I Wastewater Control and Data Acquisition) QO & OD F.pr GC34090, 12168.7 Public Works Mag, Yes: After PW-083.1 Sewage Sludge 5 years 5 years Mfr, OD, S/I 40 CFR 61.54, 122.41, 503.47 I Wastewater QC & OD Ppr AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image Destroy
Inactive Paper Active Total Media l=lmport (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Department preference; SSMPs
are required to be updated Sewer System Management Plans (SSMP) and Audits / Sanitary Mag, every 6 years; SSOs are Public Works Superseded + Superseded Yes: After required for a minimum of 5 PW-084 Spills Overflow Prevention Plan Mfr, OD, S / I /Wastewater 5 years P + 5 years P QC & CD years; 40 CFR 122.41(j)(2); (SSOPP) and Sanitary Sewer Ppr SWRCB General Order 2006- Overflow Response Plan 03; & 2022-0103-DWQ; GC L_____________________________ §34090
Department preference; entered
into DigAlert Software; the
Mag, Excavator, Operator and the Yes: After Underground Service Alerts 3 years 3 years Mfr, CD, S/I Regional Notification Cetner all Lead Dept. PW-085 QC & CD (USA’s) Ppr have an obligation to retain for 3 years; GC §4216.2(f); GC
§34090
Department Preference (only 5
Public Works Water Quality Plant Water Quality Mag, Yes -After years is required); 40 CFR PW-086 P P Mfr,CD, S/I I Wastewater Reports / Outfall Reports QC & CD 141.33(a) and (b)(1); 22 CCR Ppr §64470 Division Work Orders I Service Requests Indefinite - Indefinite - Mag, Providing CMMS DATABASE — — Yes: After PW-087 I Minimum 5 Minimum 5 Mfr, CD, S/I Data is interrelated; GC §34090 Service! (Computerized Maintenance QC & CD y years Work Management System)
Work Orders! Service Requests -
Division All Information Entered in CMMS When No When No Mag, Providing Yes: After Preliminary drafts (the database PW-088 Database Longer Longer Mfr, CD, S/I Service! QC & OD is the original); GC §34090 Required Required Ppr Work (Paper_drafts) AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record Image: Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after (in office) Retention Options M=Mfr Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards —.

Retentions beqin when 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 (re ention resumes after settlement or completion).

Work Orders / Service Requests -
NOT entered in CMMS Database
Division (or partial information entered into
Providing CMMS Database) Mag, City Preference; CCP §338 et Yes: After PW-089 5 years 5 years Mfr, OD, S/I seq., 340 et seq., 342, GC Service / QC & OD Ppr §34090 Work (Division providing service retains originals; Division requesting
service is considered_a_copy)
AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: VEHICLES Page VEH-1 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record I I Image Destroy
Inactive Paper Active Total Media I=Import (OFR) (Records Vital? after Retention Options M=Mfr (in office) Center) Imaged & S=Scan QCd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when 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).

VEHICLES
Minimum 2 Minimum 2 Mag, Yes: After Department preference; GC Vehicles VEH-001 Citations & Hearings -Vehicles Mfr, CD, S / I years years QC & CD §34090 Ppr
Commuter Subsidy Applications I
Reimbursements / Cards (Metro) Mag, Department preference (meets Yes: After Vehicles VEH-002 5 years 5 years Mfr, CD, S/I auditing standards); GC § QC & CD Includes qualified citizen additions, Ppr 34090 deletions, changes Mag, Yes: After Vehicles VEH-003 Renewal Notices 2 years 2 years Mfr, CD, S/I GC §34090 QC & CD Ppr Mag, Department preference (meets Yes: After Vehicles VEH-004 Taxi Voucher Booklets 5 years 5 years Mfr. OD. S/I auditing standards): GC § QC & CD Ppr 34090 Vehicle Hearings / Judgements ,
Mag, Yes: After Department preference: GC Vehicles VEH-005 P P Mfr, CD, S / I Facts QC&OD §34090 Ppr Vehicle Log-in Sheets / Sign-in Mag, I Yes: After Vehicles VEH-006 I 2 years 2 years Mfr. OD, S/I GC §34090 Sheets I QC&OD Ppr Indefinite - Indefinite - Mag, Yes: After Department Preference: data is Vehicles VEH-007 Vehicle Permit Database — — Mfr, CD, S / I Permanent Permanent QC & CD interrelated; GC §34090 Vehicle Permit Registrations (Golf Mag, Yes: After Department preference: GC Vehicles VEH-008 Carts, Residential & Commercial P P Mfr, CD, S / I QC&CD §34090 Vehicle Permits) Ppr Vehicle Permit Temporary Permits Mag, Yes: After Vehicles VEH-009 (Golf Carts, Residential & 2 years 2 years Mfr, OD, S/I GC §34090 QC & CD Vehicle Permits) Ppr AVALON, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/9/2023 cv,
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CITY OF AVALON CITY COUNCIL
MEETING DATE: March 18, 2025 AGENDA ITEM: ________ ORIGINATING DEP: Community Services CITY MANAGER: D4i4LAPREPARED BY: David Hart, Community Services Manager SUBJECT: Fourth of July Fireworks Procurement
RECOMMENDED ACTION(S): Authorize the City Manager to execute agreements with Garden State Fireworks, Inc. to provide the firework show, and Curtin Maritime for the barge services for the Annual Fourth of July Celebration.

REPORT SUMMARY: Annually, the City of Avalon provides a fireworks show as a part of theFourth of July Celebration.

City Staff solicited quotes from various fireworks and barge vendors and received one proposal from each vendor type:

Fireworks Vendor Garden State Fireworks, Inc. $45,300.00 Barge Vendor Curtin Maritime $38,500.00
Garden State Firework Inc. is a licensed fireworks operator and proposes to shoot 2,310 shells ranging from 1-6” plus 6,500 assorted effects, equaling 8,810 items shot in the air during an 18-minute show. Garden State Firework, Inc. is one of the oldest fireworks companies in the United States with approximately 143 years in operation. Golden State Fireworks, Inc. has been the City of Avalon vendor the last three Fourth of July celebrations.

As per a longstanding agreement, Love Catalina pays for the firework show and has traditionally agreed to fund the show the City Council selects.The fireworks will be shot off a barge at the mouth of Avalon Harbor. Curtin Maritime has agreed to provide barge services for the show for their hard costs only (labor and fuel). Anyadditional revenue received from the City in excess of hard costs will be donate to youthorganizations on the Island. In 2024, Curtin Maritime donated approximately $30,000 to Avalon youth programs.

GOAL ALIGNMENT: Enhance Recreational Opportunities.

FISCAL IMPACTS: City contributes costs associated with the barge $38,500 and LoveCatalina will pay for the fireworks.

CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: No fireworks and/or barge vendor will be selected and the City will not have a fireworks show on July 4, 2025.FOLLOW UP ACTION: Contract barge and firework services.

ADVERTISING, NOTICE AND PUBLIC CONTACT: Pursuant to the Brown ActATTACHMENT: Quotes.

CLRTIN
MARITIME Curtin Maritime, Corp.
725 Pier TAve.

Long Beech, CA. 90802
Curtin Maritime Proposal for:

City of Avalon
Independence Day Fireworks —
Avalon, California
PoP: July 4th 2025
February 14, 2025
Efficiency. Integrity. Innovation. 562.983.7257 [email protected] I follow us @curtinmaritime I curtinmaritime.com - 1€4 .4 I1 ---6’ _•_• CLJTIN

MA RI T ME
Chase Henderson
Headquarters
725 Pier T Ave
Long Beach, CA 90802
T 562-983-7257
C 310-701-9393
F 562-983-7269
chendersoncurtinmaritimecom
www.curtinmaritime.com
David Hart
Community Service Manager
City of Ava Ion
410 Avalon Canyon Road
P.O. Box 707
Avalon, CA 90704
T 310-510-0220 ext. 231
February 14, 2025
Sent via Email to dhart(äcityofavaIon.com
RE: City of Avalon — Independence Day Fireworks — Avalon, California — PoP: July 4th 2025 Thank you for the opportunity to support the subject event. As you may already know, our founder, Martin Curtin, and many of our colleagues and their families have deep roots on Catalina Island and the City of Avalon. As has been a tradition, Curtin Maritime remains committed to supporting our local communities in any capacity we areable, and we’re honored to have been asked to support the City’s upcoming 4th of July Fireworks event oncemore.

In the accompanying pages, please find Curtin Maritime’s proposed pricing and terms. If awarded, Curtin Maritime intends to honor the same agreement made in years past whereby 100% of the proceeds from the tug and barge charter will be donated back to various programs and organizations within the City of Avalon.

Should you have any questions or require any further information please do not hesitate to contact us directly at your convenience.

Respectfully,eae ede
Curtin Maritime Corp.

Mailing AddressP.O. Box 2531Long Beach, CA 90801
Performance Through Preparation
Curtin Maritime, Corp. I P 562-983-7257 F 562-983-7269 [email protected] I www.curtinmaritime.com GLRTIN

MAR IT ME
Asset:Scope of Work:

Pricing:

City of Avalon
Independence Day Fireworks
Avalon, California
PoP: July 4th 2025

STANDARD TERMS
Suitable Tug (“TBN”) and barge or supply boat.

The City of Avalon is seeking to charter a suitable vessel in support of its 4th of July Fireworks event. - Lump Sum Price: $38,500
- Fuel costs are included in the lump sum price above. - Suitable vessel including applicable tug crew. - Any port expenses, harbor dues, customs & agent’s fees, permits, engineering, and/or third-party expenses not expressly included above. - Any additional requirements imposed by local authorities that are not expressly covered above. - Any and all expenses related to the fireworks and/or equipment that may be transportedaboard Curtin’s above-referenced on-water assets in support of the project.

Prices are based on the information provided by the client at the time of quotation; any changes may affect pricing.

This proposal is good for 30 calendar days.

Offer is subject to equipment availability at the time of confirmation and availabilitycannot be guaranteed until a signed agreement is in place.

The same fireworks contractor must be used for both the City of Avalon’s 4th of July event and the City of Long Beach’s Bang on the Bay event on July 3d• To be mutually agreed
Performance Through Preparation
Included:Excluded:

Pricing is subject
to:

Payment terms:

Curtin Maritime, Corp. I P 562-983-7257 F 562-983-7269 [email protected] I www.curtinmaritime.com Contract
THIS CONTRACT (“Contract”) is made on this 18th day of February 2025, between GARDEN STATE FIREWORKS, INC., hereinafter known as and designated as “Garden State” and ‘The City of Avalon’ hereinafter known as and designated as ‘Client’ (each a “Party and collectively “Parties”).WITNESSETH: For and in consideration of all mutual covenants and agreements hereinafter entered into, the Party and Parties hereinafter agree to Contract as follows:

1. ‘Garden State,’ agrees to furnish ‘Client’ an exhibition of fireworks on July 4, 2025, at ‘a barge location’ at 33°20’53.4”N 1 18°19’16.1”W as approved by ‘Garden State’ and governing officials.

2. ‘Garden State’ agrees to pay all expenses for the freight and cartage for the said display, all necessary labor and equipment, licensed Pyrotechnic Operators. ‘Garden State’ agrees that at its sole cost and expense, it shall ensure that all personnel involved in the set-up, operation, removal and disposal of all fireworks devices involved in the exhibition shall be performed by experienced pyroteclmic operators licensed to performsuch work under the laws of the State of California. Upon completion of the exhibition, ‘Garden State’ shall cause all equipment associated with the exhibition to be removed from the site, and shall remove and properly dispose of all unfired or unexplodedmaterial. Garden State’ shall conduct the exhibition in accordance with the NationalFire Protection Association standards and guidelines for safety.

3. ‘Garden State’ and ‘Client’ agree to a rain date mutually agreeable to both parties, for the fireworks display as outlined herein. If the display is unable to be executed due to excessive rain or high winds based on the discretion of.the authorityhaving jurisdiction, the display will be postponed to the next clear night wherein ‘Client’ will be responsible for a fifteen percent postponement fee and will be responsible for all additional barge related costs, security costs, permit costs, and police, fire costs caused by the postponement(s). If the display cannot be executed on July 4, 2025, the display mustbe executed by December 30, 2025. In the event of cancellation, ‘Client’ agrees to payone hundred percent of the contract amount.

4. ‘Garden State’ agrees to supply ‘Client’ insurance coverage as an additional insured with a company licensed to write and issue insurance in the State of New Jersey, rated A- or better by Best in the amount of TEN MILLION DOLLARS for public liability and/or property damage and vehicle insurance in the amount of FIVE MILLION DOLLARS as required by the California Department of Transportation. At least ten (10)days prior to July 4, 2025 ‘Garden State,’ shall supply to ‘Client’ a Certificate of Insurance showing ‘Client,’ as the Certificate Holders as described herein.

5. ‘Garden State’ agrees to indemnify, defend and hold harmless ‘Client’ and its officers, directors and members from any and all third party claims arising out of or pertaining to any personal injury and/or property damage arising out of or caused by the negligence or errors and/or omissions and/or willful conduct of ‘Garden State’ inconnection with the fireworks exhibition subject to this contract, including reasonableattorney’s fees, expert fees and costs.

6. ‘Client’ agrees to indemnify, defend and hold harmless ‘Garden State’ from any and all third party claims arising out of or pertaining to any personal injury and/or property damage arising out of or caused by the negligence or errors and/or omissions and/or willful conduct of ‘Client’ in connection with its obligations under this Contract, including reasonable outside attorney’s fees, actual, verifiable expert fees and costs. ‘Client’ agrees to furnish sufficient security or police protection to prevent any persons from coming into the safety zone area designated for setting up and discharging saidfireworks display at their own expense. With the exception of conditions stated in paragraph 5 above ‘Client’ also agrees to provide spectator safety, including seating lighting, and ground surfaces, and agrees to conduct an inspection of the siteapproximately twenty-four hours in advance of the display to ensure a safe spectatorenvironment. ‘Client’ is also responsible for ensuring proper harbor master, police and/or fire boat water assets are dedicated to securing and ensuring the fallout zone ismaintained at a minimum of seven hundred feet (700’) in all directions surrounding the barge.

7. All permit fees are the responsibility of ‘Client.’ This includes any standby fire watch and fire engine fees, Fire Official fees, Police Department fees, Bomb squad fees,Police escort fees, water monitoring permits and water monitoring fees. ‘Garden State’ agrees to produce any and all permits which may be required by municipal authoritiesand or Coast Guard for the discharging of the said fireworks display. ‘Garden State’ willfacilitate the permitting process and ‘Client’ will be responsible for paying the permit fees.

8. ‘Client’ agrees to furnish and pay for a barge with an ideal barge size of 45’ x 120’. ‘Garden State’ will have the right to inspect the barge to ensure it is of adequate size and that there is enough usable space to safely execute the display.

9. All barge related costs will be the sole responsibility of ‘Client’ This includes and is not limited to; all barge rental and marine survey costs, all tug and towing fees, allanchoring fees, all loading facility fees, and additional security watch for any postponements. ‘Client’ will also be responsible for providing at least one safety vessel in accordance with Coast Guard regulations. Safety Vessel must be with the barge from port to port and stay with the barge the entire duration. Safety Vessel must have a proper sign indicating; ‘Safety Vessel’ and must have red and yellow alternating flashing lights.

10. All loading facility fees will be the sole responsibility of ‘Client.’ An adequate facility that is approved for loading equipment and live fireworks on the barge will be ‘Client’s’ responsibility. A minimum of 4 to 5 days of access will be required.

Additional days may be required if weather dictates postponements or predicted weather impacts planned set up schedule and dictates an earlier start day and time.

11. This Contract shall be governed by the laws of the State of California and the parties consent to agree to exclusive personal and subject matter jurisdiction in the Superior Court of California, Law Division, Los Angeles County, California.

12. ‘Client’ is responsible for any sound system required for playing the music to the audience.

13. This Contract constitutes the entire agreement of the parties and supersedes all prior discussions, understandings and agreements.

14. If any part or section of this Contract is invalidated by a court of law, the remaining sections of the Contract shall continue in full force and effect and the invalidated section or sections shall be severed from the Contract.

15. The parties agree and state that they are not partners, joint venturers or employees or agents of the other, and that ‘Garden State’ is an independent contractor. ‘Garden State’ represents it is duly licensed and experienced in the fireworks exhibition business.

16. No waiver of any provision of this Contract shall be deemed to or constitute a waiver of any other provision of this Contract (whether or not similar) nor shall any suchwaiver be deemed to or constitute a continuing waiver unless otherwise expressly provided in this Contract.

17. No amendment to this Contract shall be valid or effective without both parties having agreed to said amendment in writing duly executed by both parties.

18. This Contract may be executed in any manner of counterparts, all of which shall constitute one and the same instrument, and any party hereto may execute thisAgreement, by signing and delivering one or more counterparts. Each party agrees that this Agreement and any other documents to be delivered in connection herewith may be electronically signed, and that any scanned signatures or electronic signatures appearingon this Agreement, or such other documents are the same as handwritten signatures for the purposes of validity, enforceability, and admissibility.

19. The total contract amount is $45,300.00. A 50% deposit in the amount of $22,650.00 is due upon execution of the contract on or before March 1, 2025. The balance of the Contract in the amount of $22,650.00 is due on July 4, 2025, upon completion of the event and shall be provided to the lead pyrotechnic operator in a sealedenvelope before the display or immediately following the display.

Witness: GARDEN STATE FIREWORKS, INC. __________________ By: __________________ Print Name: August N. Santore, Sr., CEOWitness: ‘City of Avalon’ _____________________ By:______Print Name: Print Name:É

CITY OF AVALON CITY COUNCIL
MEETING DATE: March 18, 2025 AGENDA ITEM: (p
ORIGINATING DEP: Fire CITY MANAGER: _______ PREPARED BY: Michael Alegria, Fire Chief Devin Hart, Senior Management Analyst
SUBJECT: Edison International Contribution Agreement
RECOMMENDED ACTION(S): Authorize the City Manager or his designee to execute a Contribution Agreement with Edison International.REPORT SUMMARY: In 2024, the City of Avalon Fire Chief was contacted by a representative from Edison International interested in supporting the City Fire Department with wildiand fire efforts. After a number of meetings, Edison International agreed to fund the purchase a new fire engine for a sum not to exceed $600,000.

To secure the funding, Edison International providing a Contribution Agreement for the City’s consideration. The agreement establishes terms and conditions in considerations for the fire engine purchase, including commitment from the City to:
• Provide a final impact report after the funds are expended; • Provide for site visits with relevance to the contribution purpose, as requested by Edison International;
• Ensure the funds will be used for the purpose described in the agreement; • Continue to work in partnership with Edison International in support of community needs and priorities;
• Receive written approval from Edison International before releasing information about the contribution to the press or other news media and not use Edison International’strademarks or service marks without Edison International’s prior written consent.

FISCAL IMPACTS: $600,000 will be allocated to the purchase of a new fire engine.

CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City will not secure funding to support the purchase of a fire engine.

FOLLOW UP ACTION: Provide contribution to Edison International and begin the procurement process for a fire engine.

ADVERTISING, NOTICE AND PUBLIC CONTACT: Pursuant to the Brown Act.

ATTACHMENTS: Edison International Contribution Agreement.

Docusign Envelope ID: 11351 3DD-4E25-4BDI-B909-OC65FAEC5E6C

I EL) SON
Edison International Contribution Agreement
Date: February 21, 2025Recipient: Avalon Fire Department Amount: Up to $600,000.00Purpose: Purchase ofa New Fire Engine for Enhanced On-Island Response for Catalina
In consideration for Edison International’s contribution to Avalon Fire Department of tip to $600,000.00, Avalon Fire Department agrees to comply with the following terms and conditions ofthis Agreement with Edison International.

I. To apply the Edison International contribution of $600,000.00 toward the purchase of a new fire engine for enhanced on-island response for Catalina. The contribution is intended to support the protection against future harm to the environment, ecosystem, and natural resources.

2. To provide a final impact report after the contribution funds are fully expended. The report shall contain a narrative of the activities and outcomes achieved with the contribution, including metrics or other data, and completion of a budget templatedetailing the expenditure of contribution funds. The final impact report is required forconsideration of future funding from Edison International.

3. To ensure that all funds received from Edison International will be used for the purpose described in this Agreement and ensure that any proposed change in the use of funds willbe authorized in advance in writing by Edison International.

4. To keep records adequate to enable Edison International to easily determine the use of this contribution and, if requested, make books and records available for inspection byofficers and representatives of Edison International at reasonable times and upon advance notice.

5. To provide for site visits with relevance to the contribution purpose, as requested by Edison International representatives.

6. To continue to work in partnership with Edisoii International in support of community needs and priorities.

7. To work in partnership with Edison International on public relations opportunities including, but not limited to, press releases, photos or videos and social media posts. 1 I H
Docusign Envelope ID: 11351 3DD-4E25-4BD1-B909-OC65FAEC5E6C I F1.)SON

8. To receive approval from Edison International before releasing information about this contribution to the press or other news media, and to not use Edison International’s trademarks or service marks without Edison International’s prior written consent.

9. To inform Edison International immediately of any changes in tax-exempt status as a local government entity.

This contribution does not obligate Edison International to provide Avalon Fire Department with any additional support.
1—Signed by:

EB69F6BD8FD84F5.

Elizabeth SeelmanDirector
Corporate Relations and Philanthropy
Edison International
By signing below, 1 hereby certify that I am an authorized representative of Avalon Fire Department aild have read and agreed to the terms outlined above. I understand the use of my electronic signature above constitutes my acknowledgement and execution of this agreement as it relates to a contribution froni Edison International.

Signature
Printed Name
Date
2 Certificate Of Completion
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Envelope Id: 1 13513DD-4E25-46D1-6909-DC65FAEC5E6C
Subject: Avalon Fire Dept Contribution Agreement
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Electronic Record and Signature Disclosure created on: 1/25/2024 11:06:53 AM Parties agreed to: Elizabeth Seelman

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CITY OF AVALON CITY COUNCIL
MEETING DATE: March 18, 2025 AGENDA ITEM: _________ ORIGINATING DEP: Administration CITY MANAGER: A(\,A.,.

PREPARED BY: Jocelyn Francis, Assistant City Manager
SUBJECT: Catalina Electric Car Company Autoette Rental Permit Application RECOMMENDED ACTION: Discuss and provide direction to Staff. If consensus for approval is reached, make the affirmative findings that the criteria set forth in Avalon Municipal Code Section 5-1 1 have been met and direct Staff to issue the appropriate permit.REPORT SUMMARY: On February 11, 2025 the City received a transportation permit from Mike King and Matt Affolder on behalf of Catalina Electric Car Company. The business is requesting (12) new electric commercial rental autoette permits with a proposed business facility located at Catalina Yamaha at 117 Clarissa Avenue.

The applicant proposes to utilize the Catalina Yamaha facility on Clarissa as well as an area to provide service and long-term vehicle rentals. Vehicle rentals would be available for periods of half and full days only. Vehicles would be permitted to be rented overnight for those with offstreet parking or handicap status.

The proposed rentals will meet the established maximum length for Low-Speed Vehicle/Neighborhood Electric Vehicle of 138” as defined by California State Law. The proposed routes include all areas of Avalon other vehicles can access. As stated in the application, the business plans to operate year-round, 7 days a week. The business proposes to be open forrentals 8:00am to 5:00pm.

City Council should note a similar electric rental cart proposal came before Council for consideration on November 7, 2023. At the time, Council voiced concerns over the storage and disposal of autoette batteries, fire mitigation efforts during charging, and traffic concerns. Theapplication discussion was continued by Council and then eventually rescinded by the applicant.

Avalon Municipal Code Section (AMC) §5-1 1 .06 requires a hearing before the City Council to determine whether a vehicle rental transportation permit should be approved ensuring:
• The applicant has presented facts demonstrating a need for the proposed rental or leasing business in the City for residents and visitors, or for a hotel in the City, facts demonstrating why the hotel or its transient occupants need such autoettes. • In view of the size and nature of the streets of the City and the character of the City itself, the proposed business or provision of autoette(s) to hotel transient occupants will not have a deleterious impact on the public health, safety and welfare. • The vehicles/autoettes associated with the business or hotel will not have a deleterious impact on traffic or parking congestion, traffic safety, noise and air pollution. • The proposed business or provision of autoette(s) to hotel transient occupants will be conducted in a manner, which will not be detrimental to the public health, safety and welfare.

If approved by the City Council, the applicant must additionally meet the following conditions before a permit may be issued:
• Agree to limit rental hours from 8:00 a.m. to 5:00 p.m., 7 days a week. • Agree to limit cart rentals to half day or full day only.• Agree to park autoettes not actively being rented off-street. • Maintain DMV Registration for a Low-Speed Vehicle/Neighborhood Electric Vehicle as specified in California Vehicle Code § 385.5 or 49 CFR 571.500. • Maintain an active City of Avalon business license.• Maintain current City of Avalon Commercial Rental Autoette permits.• Provide proof of insurance per the Avalon Municipal Code.

Renewals to be evaluated by the City Council to ensure compliance annually.

FISCAL IMPACTS: Potential for additional revenue to the City through taxes.

CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: N/A
FOLLOW UP ACTION: Implement City Council direction.

ADVERTISING, NOTICE AND PUBLIC CONTACT: Pursuant to the Brown Act.

ATTACHMENTS:

1. Application

2. Business Proposal
Transportation Permit
02111/2025 9:41 AM (PSI)

C OF AVALON
Transportation Permit
Business Name
Applicant First Name
Applicant Last Name
Mailing Address
CityState
Zip Code
Catalina Electric Car Company
Mike & Matt
King & Affolder
po box 1546
avalonca
90704
PhoneEmail
310-510-1011
catalinaelectriccarcompanygmail.com
Business Physical Address
City
State
Zip Code
117 Clarissa Ave
Aval on
CA
90704
Is the business a corporation? No
Nature of Business
Describe the nature of business(Explain extent, character andmanner in which proposed operation is to be conducted)
Vehicles to be used
Vehicle Year
At Catalina Electric Car Company, we offer top-tier golf cart rentals for tourists,locals, and businesses. Our all-electric fleet provides a quiet, eco-friendly, and hassle-free way to explore Avalon. Beyond sightseeing, we rent to locals,contractors, and businesses for special events, moving, and job sites. With easy online, in-person, and phone bookings, competitive pricing, and convenientpickup, our rentals are designed for any need—whether it’s a scenic cruise or a practical transport solution. Plus, renting with LIS supports local essential services,keeping Avalon moving.

Page 1 ends

2024
Vehicle Model
Yamaha DR2a
Body Type
2+2 and Limo
Vehicle License Number
n/a multiple vehicles
Vehicle Capacity
6 Is this vehicle currently permitted in Avalon?
No
What type of permit will you be seeking?
Commercial Vehicle
Proposed Dates/Hours of Monday - Sunday 8arn-6prn
Operation
Describe Routes Our rentals are exclusively for use within the City of Avalon. We provide vehicles to visitors and residents for transportation around town, hut they are not permittedfor interior or off-road use.

Proposed Points of Discharge and Pick-up of Passengers
Proposed Pick-up/Drop-off
Catalina Yamaha at 117 Clarissa Ave Avalon, CA 90704
How will you remit payment? Online via Credit Card
(Please note a 3% convenience
fee is assessed on all credit card
payments)
Please click to acknowledge your Yes
understanding of an additional
assessment of 3% for all credit
card transactions
Total Non-Refundable Application Fee Due: $28O16
By affixing your signature in the box below, you agree that such signature will be the electronic representation of your signature to he valid and binding upon you for all purposes when you (or your agent) affix below, including on legallybinding contracts, just the same as a hand-written signature.

Page 2 ends

Signature ofApplicant

Page 3 ends

Catalina Electric Car Company
Business Proposal
Index:
a Introduction
a Business Challenges
• Proposed Solutiona Addressing Market Gaps
a Benefits to Avalon
a Why Choose Catalina Yamaha?
a Triple Win: Community Economy, Environmenta Conclusion a Key Objections and Responses
Introduction
For over 40 years, Catalina Yamaha has been a vital part of Avalon, offering essential services like repairs, towing, and tire disposal. California’s shift to electric vehicles has brought new challenges, resulthg in a significant revenue decline. Without a sustainable income source, we may be forced to raise service rates substantially or shut down. To preserve these critical services and support Avalon’s enviromnental goals, we propose launching an all-electric rental fleet to meet the evolving needs ofresidents, visitors, and local businesses while advancing sustainability.

Business Challenges
Dedinrng Revenue:
• New cart sales have declined by 50% since the implementation of electric-only laws. • Service revenue has already declined 30% and is projected to drop by 60% as electric carts require less maintenance.
• Over 75% of our gross revenue comes from service and new sales.

Rising Costs:
• The costs of labor, insurance, and overall business operations are increasing. • The average mechanic labor rate in California is $175/hour, but we’ve kept ours at $90/hour to stay affordable for the community of Avalon.

Service Gaps
• No full day or overnight rentals. Current options only offer hourly rentals, leaving residents and visitors without reliable transportation for longer trips, evening plans, or full-day needs.
• There are no rental services for individuals with mobility challenges, limiting access to Avalon’s attractions and reducing inclusivity.
• No utility vehicle rentals are available for companies leaving construction, production, and service needs unmet and creating logistical challenges to working in Avalon.

Proposed Solution
All-Electric Rental Fleet:
• Operate a 12 electric cart fleet offering full-day rentals (8:00 AM to 5:00 PM) to meet Avalon’s need for flexible transportation options.
• Provide overnight rentals for those with off-street parking or handicap status, supporting extended stays and mobifity needs.
• Offer utility vehicle rentals for construction crews, production teams, and service professionals to meet specialized business demands.

Addressing Market Gaps
Full-Day and Overnight flansportation for Residents and Visitors:
• Overnight rentals offer dependable solutions for residents dealing with vehicle breakdowns, moving, or large projects, ensuring options for any need. • Full-day rentals offer visitors flexible options for extended stays or evening plans, addressing a critical void in Avalon’s transportation offerings.

Equitable and Inclusive Rental Options for Disabled Individuals:
• Handicap-accessible carts offered for full-day and overnight rentals provide reliable and inclusive transportation, ensuring accessibility and freedom for individuals with mobility challenges.
• These rentals offer dignified, and equitable transportation for disabled visitors and their families. This ensures full access to Avalon ‘s attractions while promoting inclusion and addressing an essential but unmet need in the market.

Flexible Utility Vehicle Rentals for Business Needs:
• Utility vehicle rentals for full-day use cater to production crews, construction teams, and service professionals, providing reliable transportation for on-site work in Avalon. • These rentals cater to the needs of business guests, executives, and contractors, addressing a vital business need that is unprovided for.

Benefits to Avalon
• Preservation of Essential Services: Supports affordable repairs, towing, same day parts, and tire disposal services for residents, visitors, and businesses. • Improved Visitor Experience: Reduces rental wait times during peak hours and provides full-day and overnight rental options, filling a critical market gap. • Environmental Leadership: Highlights Avalon’s dedication to sustainability with a rental fleet achieving 100% emissions reduction and 95% noise reduction, reinforcing its eco-friendly goals and enhancing its reputation as an environmental leader. • Economic Support: Sustains jobs, keeps rates affordable, and supports local businesses like vacation rentals and other mechanics.
• Strategically Placed Charging Station: Dedicated charging station located on private property near downtown ensuring convenient access for residents, visitors, and fleet operations.

Why Choose Catalina Yamaha?
• Exdusive Expertise and Manufacturing Authority: As Avalon’s sole authorized Yamaha dealer and vehicle manufacturer, we deliver top-quality electric carts backed by expert technical support and unparalleled service capabilities, ensuring the successful implementation of this initiative.
• Proven Community Commitment: With over 40 years of dependable sales and service, we have built a deep understanding of Avalon’s unique needs and priorities, earning the trust of residents and businesses alike.
• Aligned with Avalon’s Vision: This innovative and eco-friendly program is designed to support the needs of residents, visitors, and local businesses while advancing Avalon’s sustainability and economic goals.

Triple Win: Community, Economy, and Environment
Win for the Community:
• Ensures the continuation of essential services like affordable repairs, towing, and tire disposal that no other local business provides.
• Maintains a reliable source for transportation services, helping residents, visitors, and businesses avoid higher costs, delays, and disruptions.

Introduces loaner carts, overnight rentals, and utility vehicles to support community members during cart repairs, home projects, and family visits, offering unparalleled convenience.

Win for Avalon’s Economy:
• Sustains and grows local jobs while keeping repair rates affordable and far below California’s $175/hour average.
• Generates rental revenue from visitors, reducing the financial burden on residents and supporting local and mainland businesses like construction crews, production companies, and service professionals with utility vehicle rentals. • Enhances visitor satisfaction, encouraging repeat tourism, longer stays, and broader economic growth for Avalon.

Win for the Environment:
• Demonstrates a rental fleet achieving 100% emissions reduction and 95% noise reduction, perfectly aligning with Avalon’s environmental goals. • Supports the transition to cleaner, quieter tourism while reducing reliance on gaspowered carts. • Provides affordable access to retired electric carts for residents, supporting Avalon’s long-term sustainability and clean energy vision for residents and visitors alike.

Conclusion
This proposal ensures Avalon’s transportation needs are met while preserving essential services that have supported the community for over 40 years. By introducing an all-electric rental fleet, we address key market gaps, promote environmental sustainabiity, and support local businesses and residents with innovative solutions. This initiative aligns with Avalon’s eco-friendly goals, enhances visitor experiences, and secures Catalina Yamaha’s role as a vital community resource for decades tocome. We respectfully request your support to make this vision a reality.

Key Objections and Responses

1. Objection: This rental program will create unfair competition for existing rental businesses.

Catalina Yamaha’s rental program is designed to complement, not compete with, existing hourly rental companies by offering full-day and overnight rentals — services no other provider currently offers. Our fleet addresses peak demand when visitors face up to 2-hour wait times for hourly rentals, providing a more seamless experience through online booking and flexible options. Additionally, weoffer unique rental options like utility vehicles and handicap-accessible carts, filling critical service gaps in Avalon’s current market and enhancing accessibility for residents, visitors, and businesses alike.

2. Objection: 12 carts is too many. Why not start with a smaller fleet? Operating a 12-cart fleet ensures operational efficiency by spreading fixed costs for charging, maintenance, and insurance across a larger number of units, reducing the cost per cart. This fleet size addresses key market gaps, including full-day rentals, overnight rentals, and utility vehicle rentals for production crews, construction projects, and business needs. It also provides the flexibility to meet peak season demand, preventing service denials during high-traffic periods. A smaller fleet would result in unmet visitor and resident needs, while a larger fleet increases revenue potential, helping sustain essential community services like affordable repairs, towing, and tire disposal.

3. Objection: The initiative will overwhelm Avalon’s parking infrastructure.

Catalina Yamaha has a clear parking plan to ensure minimal impact on Avalon’s public infrastructure. All carts wifi be stored on private property or at a dedicated charging station near downtown, preventing the use of public roads or city-owned parking spaces. Overnight rentals are onlyavailable to visitors or residents with proof of off-street parking, further ensuring that public parking remains unaffected. This approach eliminates reliance on city infrastructure for storage or operational needs.

4. Objection: There are afready too many carts on Avalon’s roads.

Unlike hourly rentals that require multiple daily pick-ups and drop-offs, Catalina Yamaha’s carts are rented for full-day and overnight use, significantly reducing the number of daily trips on Avalon’sroads, All carts will be stored on private property or at our designated charging station, ensuring they do not occupy public roads or city-owned parking spaces. Our fleet also includes electhc utility vehicles, handicap-accessible carts, and loaner carts for residents, reducing reliance on larger, less efficient vehicles. This approach supports Avalon’s goal of maintaining clear, uncongested streets whileoffering essential transportation services for residents, visitors, and local businesses.

5. Objection: This initiative doesn’t support Avalon’s long-term sustainabiity goals.

This initiative directly supports Avalon’s sustainability goals by replacing gas-powered carts with 100% electric vehicles. Our fleet achieves a 100% reduction in emissions and a 95% reduction in noise pollution, improving the island’s air quality and enhancing the visitor experience. The chargingstation infrastructure provides sustainable LV support for fleet operations and offers the potential to aid Avalon’s broader transition to electric vehicles. Additionally, we will offer retired rental carts ataffordable prices to Avalon residents, promoting local LV adoption and reducing reliance on gaspowered carts. This initiative positions Avalon as a leader in eco-friendly tourism and clean transportation.

6. Objection: Residents don’t need access to rental carts.

Residents face limited options when their carts break down or require repairs. By offering day and overnight rental carts Catalina Yamaha ensures that local families and individuals have access to reliable transportation during their critical times. Residents currently have no access to full-clay orovernight rental options, and our program directly addresses this gap by providing convenient and affordable rentals. Additionally, residents can rent utility vehicles for moving, family visits, or large home projects—services that hourly rental companies do not offer. Our program supports Avalon’s community members by providing essential transportation solutions not currently available on the island.

7. Objection: The city will lose control over charging infrastructure and public space.

Catalina Yamaha’s charging station will be entirely self-funded and installed on private property with designated parking spaces, not public right-of-way. The city will not be asked for funds, nor will public space be utilized for the station’s construction or operations. Our charging infrastructure is designed to support our fleet operations exclusively, and we will maintain and manage it at no cost tothe city. This charging station also aligns with Avalon’s sustainability goals by supporting electric vehicle adoption and providing a model for how future EV infrastructure can be implemented.

CITY OF AVALON CITY COUNCIL
MEETING DATE: March 18, 2025 AGENDA ITEM:

ORIGINATING DEP: City Manager, City Attorney CITY MANAGER: V1?C? PREPARED BY: Scott Campbell, City Attorney
SUBJECT: Advance Payment of Measure C Funds to the Catalina Island Medical Center (CIMC)
RECOMMENDED ACTION(S): Provide direction on whether to enter into the letter of interest which could lead to an agreement wherein the City advances approximately $2,800,000 for CIMC’s participation in the Voluntary Rate Range Intergovernmental Transfer Program, whichCIMC believes will result in increased funding for CIMC. The City would be paid back throughany available CIMC revenues, including Measure C funds, over the course of several years.

REPORT SUMMARY: The Catalina Island Medical Center (CIMC) has asked the City Council to approve execution of a non-binding letter of interest (LOl) for a potential advance payment of approximately $2,8000,000 from the City’s general fund so that CIMC can participate in a program to receive a substantial increase in funding. The advance would be paid back over the course of several years through any available CIMC revenues, including Measure C funds. Anexplanation of the program and structure of the potential arrangement is discussed below.

The Medicaid program (called “Medi-Cal” in California) is jointly funded by the State of California and the federal government for certain residents of the State. The State’s share of the funding is a combination of State funds appropriated to the Department of Health Care Services (“DHCS”), public funds transferred from other public agencies such as cities or counties (called “Intergovernmental Transfer” or “IGT”), and certain health care-related taxes.

These funds together represent the “non-federal share” of the funding to pay for Medi-Cal program expenses and are used to draw down matching federal funds.

The amount of federal funds available depends on the “federal matching assistance percentage” or “FMAP” and varies by state, by specific services and types of Medicaid beneficiaries, and by whether the expenses were for administrative purposes or for medical care delivered to patients. Federal Medicaid managed care rules permit DHCS to annually develop and certify a range of actuarially sound capitation rates that it will pay to each ofcontracted Medi-Cal managed care plans, which must be reviewed and approved each year by the Centers for Medicare & Medicaid Services in order to be eligible for federal matching funds.

There is a special program that CIMC wants to participate in to obtain increased funding for its services. Specifically, the Voluntary Rate Range Intergovernmental Transfer Program wasestablished in 2011-2012 to allow local public “transferring entities” to contribute their own funds via IGTs to help DHCS to pay capitation rates to Medi-Cal managed care plans at the upper bound of the rate range and to draw down matching federal funds based on those higher rates. The plans must use the “rate range increases” (that is, the difference between the lower SMRH:4928-1 271-0441.1 -1-
bound and the upper bound of the range) to make increased payments to health care providers to increase access to services for their Med i-Cal enrollees.Participation in the program is voluntary for public transferring entities and each Medi-Cal managed care plan. For each Medicaid managed care plan year (calendar year), DHCS asks the managed care plans and transferring entities for their interest in participating in the Program—demonstrated by completing a non-binding Letter of Interest (“LOl”)—and for information on the uncompensated care costs for the Medi-Cal enrollees in their plan.

CIMC is asking the City of Avalon to use unallocated funds from the City’s General Fund to support CIMC’s participation in the Voluntary Rate Range Program with L.A. Care. L.A. Care isone of the three Medi-Cal managed care plans that covers Medi-Cal members in Los AngelesCounty. Most of the Medi-Cal patients who receive services at CIMC are enrolled in L.A. Care.

If approved by the City Council, the City would sign and submit the attached non-binding LOI included as Attachment A and the attestation included as Attachment B to L.A. Care in order to demonstrate its interest in participating in the program. L.A. Care must submit thesedocuments on behalf of all transferring entities to DHCS by March 28, 2025.

Any funds CIMC receives through this program must be used by CIMC for services to Medi Cal members and cannot be used to pay back the City. The City is expected to be paid backprimarily from the use of funds from Measure C, the sales tax that was approved by City voters for support of hospital services, as well as other available CIMC revenues. Revenue and Taxation Code sections 7286.25-7286.26 authorize Avalon to impose a special sales tax to be used “exclusively for the Avalon Municipal Hospital and Clinic.” This authority is broad and seems to contemplate that the Hospital could use Measure C funds to repay debt incurred for the benefit of the Avalon Municipal Hospital and Clinic, regardless of the lender. There is additional analysis underway of the enforceability of an advance payment agreement between the City and the Hospital in the event that the Hospital ceases to operate. Until such analysis is complete, staff does not recommend entering into the final agreement to advance the funds. At this stage, CIMC is just asking that the City signal its interest in participating in the program,which is non-binding, and any final agreement will be subject to the City Council’s approval at a future meeting.CIMC is seeking to participate in the program as it faces an ongoing structural deficit largely due to uncompensated care costs associated with serving Medi-Cal patients.

If the proposed IGT is approved by DHCS, DHCS will provide an IGT agreement to the City for execution by about July 31, 2025, which must be executed by about October 31, 2025. If the City executes the IGT agreement with DHCS, it will be required to transfer funds to the Stateby December 31, 2025.

If the City eventually approves the proposed IGT arrangement, it will seek to enter into an advance payment agreement with the Hospital, which will include the following key terms:

1. Advance Amount: Not to exceed $2,755,862.65

2. Primary Source of Repayment: Measure C Funds and other available, CIMC revenues

3. Term: 48 months

4. Annual Administrative Fee: Equal to 5% of Amount Owed, to account for the lost opportunity costs of interest and expense associated with administration of theadvance payment SMRH:4928-1271 -0441.1 -2-

5. Repayment: 100% of Advance Amount, commencing as of the first month after the City’s funding of the advance, with the balance due from operating funds if not repaid in full by end of term.

6. Covenants to include prohibition on sale of hospital or change of ownership without City consent, and requirement for monthly meetings between City and hospital management regarding the status of any future plans for the hospital (including any proposed sale, affiliation, or change of ownership of the hospital) until the advance is repaid by the Hospital

7. Financial reporting requirements, including audited financial statements, and monthly or quarterly financial statements, at the discretion of the City until the advance is repaid by the Hospital

8. Customary representations and warranties of the hospital9. Indemnification by the hospital for any claims or liabilities arising from the City’s making of the Advance Payment or the use of Measure C funds to repay the advance The terms of the final agreement with CIMC may be subject to CIMC Board approval.

GOAL ALIGNMENT: Support Avalon residents by providing a mechanism for funding the Hospital.

FISCAL IMPACTS. A reduction in general funds of approximately $2,800,000 with repayment over several years.CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The Hospital will not receive the funding from the City and be forced to seek it from other sources.FOLLOW UP ACTION: Approval of Implementing Agreements and Documents.

ADVERTISING, NOTICE AND PUBLIC CONTACT: Pursuant to the Brown ActATTACHMENTS: Letter of Interest; Voluntary Rate Range Program Supplemental Attachment SMRH:4928-1 271-0441.1

CITY OF AVALON
ATTACHMENT A — LETTER OF INTEREST
David BishopDivision Chief
Capitated Rates Development Division
Department of Health Care Services
1501 Capitol Avenue, MS 4413
P.O. Box 997413
Sacramento, CA 95899-7413
Dear Mr. Bishop:

This letter confirms the interest of City of Avalon, a governmental entity, federal l.D. Number 95-6000669, in working with L.A. Care Health Plan (hereafter, the MCP”) and the California Department of Health CareServices (DHCS) to participate in the Voluntary Rate Range Program, including providing an Intergovernmental Transfer (IGT) to DHCS to be used as a portion of the non-federal share of actuarially sound Medi-Cal managed care capitation rate payments incorporated into the contract between the MCPand DHCS for the service period of January 1, 2024, through December 31, 2024. This is a non-binding letter, stating our interest in helping to finance health improvements for Medi-Cal beneficiaries receiving services in our jurisdiction. The governmental entity’s funds are being provided voluntarily, and the State ofCalifornia is in no way requiring the governmental entity to provide any funding.

The City of Avalon is willing to contribute approximately $2,755,862.65 for the Calendar Year 2024 (January 1, 2024 — December 31, 2024) as negotiated with the MCP. We recognize that, unless a waiver is approved by DHCS, there will be an additional 20-percent assessment fee payable to DHCS on the funding amount, for the administrative costs of operating the voluntary rate range program.The following individuals from our organization will serve as the point of communication between ourorganization, the MCP and DHCS on this issue:

David Maistros Matthew Baker
City Manager Finance Director
410 Avalon Canyon Road 410 Avalon Canyon Road
P.O. Box 707 P.O. Box 707
Avalon CA, 90704 Avalon CA, 90704
dmaistros(äcityofavaIon.qov mbaker(äcityofavalon.qov(310) 510-0220 ext. 122 (310) 510-0220 ext. 170 I certify that I am authorized to sign this certification on behalf of the governmental entity and that the statements in this letter are true and correct.Sincerely, David Maistros
City Manager
)
Avalon City Hall - 410 Avalon Canyon Road - P.O. Box 707 -Avalon, CA 90704 (310) 510-0220 Attachment B
Voluntary Rate Range Program Supplemental Attachment
Calendar Year 2024 (January 1,2024 through December 31, 2024) Provider’s Legal Name: Avalon Medical Development Corporation County: Los Angeles
Health Plan: LA Care
Instructions
Complete all yellow-highlighted fields. Submit this completed form via e-mail to Vivian Beeck ([email protected]) at the Department of Health Care Services (DHCS) )y no later than March 28, 2025.1. In the table below, report charges/costs and payments received or expected to be received from the Health Plan indicated above for Medi-Cal services (Inpatient, Outpatient, and All Other) provided to Medi-Cal beneficiaries enrolled in the Health Plan and residing in the County indicated above, for dates of service from SPY 2022-23 (July 1, 2022- June 30, 2023).
, Uncompensated Uncompensated
Payments from Charges (charges less Costs (Costs less
Charges Costs Health Plan* payments) payments)
Inpatient $ 409,265.55 $ 345,316.17 $ 276,857.95 $ 132,407.60 $ 68,458.22 Outpatient (not including pharmacy services billed
by a pharmacy on a pharmacy claim )*0 $ 2,804,684.85 $ 2,366,441.62 $ 181,229.80 $ 2,623,455.05 $ 2,185,211.82 Pharmacy services billed by a pharmacy on a
pharmacyclaimu* - $ -
All Other $ - $
Total $ 321395040 $ 271175779 $ 45808775 $ 275586265 $ 225367004 Include payments received and anticipated to be received, for dates of service from July 1, 2022 -June uo, 2023. “As of Jannary 1,2021, the following pharmacy benefits when billed by a pharmacy ona pharmacy claim will no longer be managed care covered benefits and will be covered through Medi-cal Rn instead: covered Outpatient Drugs, including Physician Administered Drugs; Medical Supplies; aed Enteral Nutritional Products Therefore, any charges, costs, or payments associated with pharmacy services that were billed by apharmacy on a pharmacy claim for the dates of service from July 1,2022 -June 30, 2023 mast be documented separately on the “Pharmacy services billed by a pharmacy on a pharmacy claim” lice above.

2. Are you able to fund 100% of the higher of the uncompensated charges or uncompensated costs (as stated above)? Yes If No, please specify the amount of funding available: I I

3. Describe the scope of services provided to the specified Health Plan’s Medi-Cal members, and if these services were provided under a contract arrangement.4. We ask that a duly authorized representative formally attest to the followinga (I) The legal name of the entity transferring funds:(ii) The operational nature of the entity (county, city, special purpose district, state university teachinghospitals or other political subdivisions of the state) transferring funding:

City of AvalonCity
(iii) The source of the funds: Measures sales tax funds dedicated to operational support of Avalon (Funds must not be derived from impermissible sources such as recycled Medicaid payments, Municipal Hopsital and Clinic federal funds excluded from use as State match, impermissible taxes, and non-bona fide provider-related donations. Impermissible sources do not include patient care or otherrevenue received from programs such as Medicare or Medicaid to the extent that the programrevenue is not obligated to the State as the source of funding.) __________________________________________________________ (iv) Does the transferring entity have general taxing authority? _____________________ If No, does the transferring entity receive State appropriations (identify level of appropriation)? This may include, but not limited to, annual State appropriations for various programs, or realignment funds to support programs transferred by State Law to local control.

5. Comments / Notes
Attestation by duly authorized representative:

Please print the Name (first & last), and Title:

Yes
(Yes/No)
Signature & Date: -

CITY OF AVALON CITY COUNCIL
MEETING DATE: March 18, 2025 AGENDA ITEM: 9
ORIGINATING DEP: City Attorney CITY MANAGER:
________
PREPARED BY: Scott Campbell, City Attorney
SUBJECT: Options for City Council in Considering Tenant Protection and Rent Control Measures
RECOMMENDED ACTION(S): Consider and discuss tenant protections and rent control options available under State law, and provide direction to City of Avalon (“City”) staff toevaluate and report back on any desired local options available to the City.

REPORT SUMMARY: The purpose of this staff report is to provide the City Council with information on State law as it relates to tenant protections and rent control, and provide examples of what other cities have codified locally so the City Council may consider what policy options it is interested in exploring for Avalon.

I. City of Avalon’s Municipal Code and Existing Tenant Protections The City currently has no specific provisions in the Avalon Municipal Code (“AMC”) that impose City-created rent control (also known as “rent stabilization”). Chapter 9-1 1 of the AMC includes City-specific Affordable Housing requirements. The purpose of Chapter 9-1 1 is meant to “[ejncourage the availability of dignified, safe, and affordable workforce housing within the City of Avalon by promoting development of decent living environments and removing unnecessary barriers to such development.” (AMC 9-11.101(c).) This includes a City inclusionary housingrequirement to construct a percentage of affordable housing as part of any new residential development. Specifically, for any new residential development creating five or more for-sale or rental units, developers are required to set aside at least 20% of those units at an affordablerent or cost (pursuant to State income limits). However, these City requirements are only applicable to new commercial or residential development, and do not provide tenant protectionsor affordability controls for existing housing stock.

II. State Law: The Tenant Protection Act of 2019 and Its Subsequent Changes A. 2019 Framework, the Tenant Protection Act
In 2019, the State Legislature approved and the Governor signed Assembly Bill 1482, the Tenant Protection Act (the “Act”). The Act set the “floor” with a series of new tenant protection measures that must be followed by all California landlords. However, cities can go above that“floor” in setting more protective local controls for its tenants.

The Act broadly prevents landlords from terminating or declining to renew leases with tenants of at least a year without “just cause,” as defined under California Civil Code section 1946.2. “Just cause” is divided into two categories, “no-fault” termination and “at-fault” termination, which each have their own eligibility criteria and protections for tenants. The information below is meant to provide a non-exhaustive summary of the provisions under the Act. Importantly, when a landlord evicts a tenant under no-fault just cause, the landlord must pay relocation assistance equal to one-month’s rent, regardless of tenant income1. As described in additional detail below, a number of cities have required more significant relocation benefits than onemonth, and expanded the types of evictions eligible for relocation benefits. • No-Fault Termination: includes but is not limited to, withdrawal of the unit from the rental market; or an intent to demolish or “substantially remodel” the residential property.
o The definition of a “substantial remodel” that qualifies as a no-fault termination includes:
when the remodel “cannot be reasonably accomplished in a safe manner”with the tenant present, and requires the tenant to vacate for at least 30 consecutive days, and either:
• (1) replacement or substantial modification of any structural, electrical, plumbing, or mechanical system that requires a permit; or • (2) the abatement of hazardous materials.
• At-Fault Termination: includes but is not limited to, instances where tenant is in default on rent; breach of any material term of the lease (generally after landlord issues a written notice to correct); and a nuisance as defined under State law (including unlawful possession of weapons and the manufacture, cultivation, or possession for sale of controlled substances).

The Act also includes a statewide “floor” of rent control. Specifically, State law limits rent increases over a 12-month period, with a maximum increase of no more than 5% plus the percentage change in the Consumer Price Index (“CPI”), or 10% percent, whichever islower.

It is important to note there are a series of exemptions from the applicability of the Act written into State law. The following reflects a non-exhaustive list of housing types that are not subject to State law tenant protections, which include: affordable housing restricted by deed or subjectto existing rent or price controls; dormitories; single-family, owner-occupied residences; housing less than 15 years old; and some mobilehomes.

B. State Law Amendments Strengthening the Act (SB 567)
Senate Bill 567, which became operative on April 1, 2024, tightened the rules for no-fault justcause evictions, substantial remodels and rent increases. SB 567 created stricter enforcement rules to reduce the ability of landlords to evict tenants and then rent out the unit at market rate. 1 To be eligible, a tenant must have continuously and lawfully occupied a residential real property for 12 months or more.

For an eviction by the landlord because the landlord or their family member will be moving into a dwelling unit with an existing tenant (a type of no-fault just cause eviction), the landlord or family member must not already live on the property or have access to another vacant unit onthe property. The landlord or family member also must move in within 90 days of the tenant moving out, and stay in the unit for at least a year. Tenants have the right to know therelationship of any family member who is moving in, and can request proof. A vacating tenant is also given the opportunity to move back in at the same rent rate, along with moving expenses, if the landlord or family member does not move in within the specified timeframe or fails to stay for the full year.

For substantial remodels, landlords must provide a detailed notice outlining the work to be done, any necessary permits, and inform tenants that they can return to their units if the work is not completed or if they do not need to vacate during certain days.

Regarding the Act’s rent control provisions, SB 567 introduced penalties for landlords who collect rent above the maximum allowed, based on the rent amount that was overcharged, that may also include attorneys’ fees and court costs. A landlord may also be penalized up to three times the amount of charged rent, if they acted willfully or with malice. They may also be liable for damages. These new laws did not change the existing law on rent control or allowable rent increases under the Act.

It is important to note that as a general rule, the State-adopted Costa-Hawkins Rental Housing Act (“Costa-Hawkins”) limits the extent to which cities and counties can enact rent control or rent stabilization ordinances. Specifically, the City of Avalon could only adopt a rent control measure that applied to apartments (excluding single family homes and/or condominiums) that received their certificate of occupancy before February 1, 1995. Costa Hawkins allows only the owner/landlord (and not local government) to set the rental rates for units that received certificates of occupancy after February 1, 19952. Additionally, cities and counties can legislate only on rental increases, and may not set the initial rental rate. For those reasons, in all the cities and counties with rent control ordinances that are described below, any time a tenant voluntarily moves out, the landlord is permitted to set the new rent without restriction, based on the new tenancy.

On November 5th 2024, California voters rejected Proposition 33, which would have eliminated Costa-Hawkins and given cities and counties more rent control authority while also preventing the State from taking future actions that limit local rent control.

C. New California Laws with Additional Tenant ProtectionsThere are two, additional new laws aimed at improving housing security and protecting tenants from unfair evictions and rent increases that are described briefly below. • AB 12: Limits the security deposit landlords can collect to a maximum of one month’s rent. An exception is made for “small property” owners (those with no more than two properties and a total of four or fewer units), who may still collect up to two months’ rent.
2 See CaIfornia Civil Code section 1954.52.
• AB 1418: Prevents local governments from adopting regulations that encourage evicting tenants based on calls to law enforcement, alleged criminal activity, or other alleged nuisances. AB 1418 also prohibits local governments from requiring or encouraging landlords to conduct criminal background checks when screening tenants.

Ill. Examples of Tenant Protection and Rent Control Actions Taken by Other Cities The City Council may provide direction to codify requirements set out under State law so Avalon may take local, administrative enforcement action, including issuing administrative citations that include City approved penalty amounts, or adding local civil or criminal remedies.

The City Council may also provide direction for City staff to evaluate — for possible future review and adoption — more protective local tenant protection and rent control actions. Below are examples of what a number of other cities have done, that can serve as a reference point for what may be of interest to Ava Ion.

A majority of the cities cited below are charter cities. Charter cities have greater authority to govern themselves than a general law city, like Avalon. However, and as described above, the Tenant Protection Act and related State laws provide the “floor,” not the ceiling. State law allows local tenant protection and/or rent control ordinances so long as they provide the sameor better protections for tenants, with corresponding findings that the local ordinance is both consistent and “more protective” than State law. This is true for both charter cities and general law cities.

Accordingly, should Council provide direction to evaluate rent control in the City of Avalon, the City’s ordinance can be more protective than the “floor” set out under the Act, should ensure a process by which landlords can petition (appeal) the City to increase the otherwise allowable rent increase for a fair return of investment, and finally, upon direction, our office will ensure the proposed local ordinance is otherwise consistent and not preempted by any State or Federal law (including Costa-Hawkins) . Any adopted ordinance should also evidence the City’s interest in promoting long-term stability and certainty for renters, in addition to any other Avalon-specific public purposes.

Whatever direction the City Council provides, City staff will work with the City Attorney’s Office to ensure any proposed policy change on tenant protections and/or rent control that come backto the City Council are vetted consistent with State law.

A. Examples of Locally-adopted Rent ControllRent Stabilization Ordinances • Culver City. Culver City has adopted a series of more expansive rent control and tenant protections than under State law. For relocation assistance, Culver City requires a relocation fee to be the greater of three times the tenant’s current monthly rent or anamount established U.S. Department of Housing and Urban Development (“HUD”) formula that is based on fair market rent.

Culver City does not allow no-fault just cause eviction when the tenant is 62 years or older, is disabled or terminally ill, is a qualifying low-income tenant under State income limits, or when the tenant has school-aged children who are protected from eviction during the school year term.

Culver City caps annual rent increases at no more than 5% annually. However, if the percentage change to the consumer price index (“CPI”) on an annual basis is less than 2%, rent increases in Culver City may not exceed 2% that year. If CPI is greater than 5%, the annual 5% cap still applies and no increase may exceed that percentage.

There are exemptions, including but not limited to, when State or Federal law expressly exempts the unit from price control and when the landlord receives government subsidies for the unit. Importantly, Culver City’s rent control measures apply only to otherwise eligible units that received their certificate of occupancy before February 1, 1995. This threshold date is within local rent control measures, since it is controlled under State law (see discussion above on Costa-Hawkins).

Similar to other cities and regulations discussed in additional detail below, landlords may petition the city if they believe the rent control regulations prevent them from earning a fair return on their property investment.

For no-fault terminations, such as property demolition or when a landlord or their relative is moving in, Culver City requires landlords to pay relocation assistance. This amount is typically three times the monthly rent plus an additional $1,000. Small landlords, defined as those owning three or fewer units, are required to pay less.

Landlords can deduct any past due rent from the relocation payment.

Landlords in Culver City must also register their rental units annually with the city, and pay an annual fee per rental unit. Culver City’s annual fee is established by City Council resolution, meant to recover the City’s reasonable costs managing the program (similar to other cities with annual registration fees, described below). A penalty isimposed for late registration, and Culver City has enforcement mechanisms in place to ensure compliance. This includes issuing administrative citations with fines of up to $1,000 per day. Culver City may also bring civil actions against landlords who violate these regulations.

County of Los Angeles. The County of Los Angeles imposed rent control on units in unincorporated areas of the county via an ordinance in 2018, and have been expanding and refining its codified provisions since that time. The County’s Department of Consumer and Business Affairs (County Department”) is responsible for the calculation of the annual, allowable rent increase, for evaluating landlord petitions seeking a higher increase based on a fair return of investment theory, and also runs the County registry.

The County Department promulgates the necessary procedures and guidelines for howthe program is run.

The County of Los Angeles has rent control limits for qualifying rental units, and separately for “luxury units” as defined. A “luxury unit” has 2-bedrooms or less, is located in a complex with at least 25 dwelling units, and, as of September 11, 2018,charges more than $4,000 per month in rent. Over calendar year 2023, an annual rent increase was limited to 5% for luxury units. Currently, the annual rent increase shall not exceed 10% for luxury units, though the County Department retains the ability to amend that percentage in the future.

Only one rent increase is allowed over a 12-month period, and any rent paid in excess of the local ordinance must be reimbursed to the tenant. Units subject to the county’s rent control are required to be within buildings with two or more units, and for the reasons discussed above, must have received their Certificate of Occupancy (or equivalent) on or before February 1, 1995.

For all non-luxury units” subject to rent control, the formula is calculated by the County Department annually based on the following evaluation of the Consumer Price Index (“CPI”) for the Los Angeles-Riverside-Orange County, California area:
o 1. If the change in CPI is eight percent (8%) or higher, the maximum allowable annual rent increase will be eight percent (8%);
o 2. If the change in CPI is between three percent (3%) and eight percent (8%), the maximum allowable annual rent increase will be equal to the change in CPI; o 3. If the change in CPI is between one percent (1%) and three percent (3%), the maximum allowable annual rent increase will be equal to three percent (3%); o 4. If the change in CPI is between negative two percent (-2%) and one percent (1%), the maximum allowable annual rent increase will be equal to the change in CPI plus two percent (2%); and
o 5. If the change in CPI is less than negative two percent (-2%), no annual rent increase is permitted.

However, for calendar year 2024, the county’s ordinance limits the maximum allowable rent increase permitted to 4%. Additionally, the Board of Supervisors, by a 3-2 vote this past June, provided additional direction for staff to evaluate a more tenantprotective rent cap of 3% for qualifying rental unit, with 4% permitted for smaller property owners, and 5% for luxury units3.

Landlords may file an application with the County Department if they do not believe they are receiving a fair and reasonable return on their investment based on the allowable rent increase. The Los Angeles County Code includes a rebuttal presumption that therent increase is fair and reasonable, and the landlord has the burden to prove thenecessity of any additional rent increase to earn a fair and reasonable return. The county evaluates a number of factors to determine whether the landlord has proven the burden to increase rent above the set formula, including but not limited to: rental history; See I1(P /WWW. times. om/cllf :Q.qyc. czp :cLQU:h ikes (June 5, 2024).
changes in property taxes; improvements made to the rental property and its overall physical condition; and decreases in net operating income. The landlord must providenotice to its tenant(s) when they file a request with the county to increase above the applicable rent cap. Tenants may also file an application with the county if they believe they are owed in an adjustment in their monthly rent obligation.

A landlord must register each rental unit with the county annually, and the county may require the landlord to also register all housing services available to the tenant at that time. The landlord must pay an annual registration fee adopted by the Board of Supervisors sufficient to cover operating costs to the county to implement, administer and enforce its rent stabilization and tenant protection laws. Currently, that amount is$90 per rent stabilized unit, with a 10% late penalty. Landlords are permitted to recover up to 50% of those costs from their tenants, provided they provide timely notice and otherwise compliant.
• Santa Ana. Beginning in 2021, Santa Ana limited annual rent increases to no more than 3% of the current rent, or 80% of the change in the Consumer Price Index,whichever is less. If the change in the CPI is negative, no rent increase is allowed.

Currently, 3% is the maximum allowable rent increase “for the period of September 1, 2024 through August 31, 2025,” based on applicable CPI.4 The City announces the allowable rent increase amount no later than June 30 of each year. Like other jurisdictions described herein, Santa Ana’s rent control provisions do not apply to units exempt under Costa-Hawkins (including units that received a certificate of occupancy after February 1, 1995).

Santa Ana included findings within its adopted ordinance that a CPI-based increase provides a just and reasonable return on landlord’s property, adopted to: “encourage good management, reward efficiency, and discourage the flight of capital, as well as to be commensurate with returns on comparable investments, but not so high as to defeat the purpose of curtailing excessive Rents and rental increases.” Santa Ana does allow a landlord to submit a petition to the Rent Stabilization Program Administrator (a role selected by the City Manager), requesting a rent increase in excess of what is otherwise allowed. In evaluating a petition, the Program Administratorappoints an impartial hearing officer, who looks to many of the same factors utilized inother jurisdictions (rental history; changes in property taxes; the need for repairs, etc.).

In addition, a Santa Ana hearing officer may evaluate changes in utility charges, reasonable operating expenses, and compare the rent lawfully charged to comparablerental units in the City of Santa Ana in making their determination.

Landlords may also submit a “Capital Improvement Petition” to the Program Administrator seeking a pass-through of certain costs to tenants to construct capital improvements in the unit. Such capital improvements include but are not limited to structural, electrical, plumbing, or mechanism systems; roofing; carpeting; and air conditioning systems. Santa Ana requires that pass-through costs must be calculated by looking at the amortization over the useful life of the improvement, but in no instance may the cost exceed 10% of the current rent.
• Ojai. The City of Ojai’s ordinance limits annual rent increases to 4%, which the City finds provides a just and reasonable return on a landlord’s property, and includes the same public purpose as Santa Ana (e.g. the rent cap encourage good management, rewards efficiency, and discourage the flight of capital). Ojai, like other jurisdictions described above, allows landlords to petition the city for an additional increase as necessary for their reasonable return on investment. The landlord must provide notice to the tenant of their petition, and the landlord is responsible for all costs associated with Ojai’s review of that rent adjustment petition. In Ojai, the Community Development Director holds a noticed public hearing within 60 days following the submittal of a complete petition, and the Director’s decision is ultimately appealable to the Planning Commission.
• Sacramento. The City of Sacramento follows the Act and applicable State law as it relates to rent control: an annual increase can be 5% plus the percentage change in the annual cost of living. Similar to other jurisdictions, Sacramento also includes the right ofa landlord to petition for a higher amount than the annual rent adjustment. In Sacramento, the landlord must demonstrate by a preponderance of the evidence that such an adjustment is necessary to provide the landlord a fair rate of return. A hearing examiner looks at a series of factors in considering the petition, some of which overlap with other jurisdictions, including but not limited to: change in property taxes; unavoidable increases or decreases in maintenance and operating expenses; plannedimprovements or deterioration of the unit; and (specific to Sacramento) any change innumber of tenants and compliance with Sacramento’s Housing Services.

Sacramento, similar to other jurisdictions, sets the annual tenant protection program fee, as established by the city council an annual basis to fund the city’s costs. In Sacramento, the City Manager is empowered to adopt administrative procedures to implement the rent control obligations.

B. Examples of Other Tenant Protections, Adopted Locally:
• Long Beach. The City of Long Beach offers increased relocation payments for any tenants displaced due to City’s code enforcement activities; for instance, when the Building Official issues a notice to vacate for necessary repairs of the unit. Finding thatlow income tenants were most at risk of being displaced for substantial repairs, remodels or demolition, Long Beach requires relocation benefits in the amount of $3,366.00 per household, with additional payments due when the tenant is disabled.

Additionally, Long Beach imposes a penalty, in an amount not to exceed $10,000, for failure to make timely, required relocation payments on a specific property with a displaced tenant.
• Pasadena. Pasadena includes heightened relocation benefits for tenants that are in “good standing” (generally meaning the tenant is not in breach of their rental agreement) in households at or below 140% of the median income. In that instance, landlords are required to provide two and half months in fair market rents as established by the U.S. Department of Housing and Urban Development (“HUD”), for a rental unit of a similar size. Pasadena also requires landlords pay a $1,306.00 moving expense for adult households, or $3,935.00 for households with dependents, disabled, or senior members5. There are exceptions from these relocation requirements for single familyhomes and condominium units.

Pasadena also offers temporary relocation benefits if a landlord is required to temporarily (less than 120 days) recover possession of a rental unit. In those instances, the tenant should be paid an amount based on a daily rate equal to two (2) times thedaily pro-rata portion of the rental rate. The landlord must also pay actual costs associated with moving and storage.

FISCAL IMPACTS: None.

CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: The City will still follow the requirements of State law, including the Tenant Protection Act, and its existing Municipal Code requirements, but will not provide direction to explore additional tenant protections.FOLLOW UP ACTION: That the City Council provide City staff with direction regarding what, if any, tenant protections and/or rent control measures that are permissible under State law should be explored for the City of Avalon.

ADVERTISING, NOTICE AND PUBLIC CONTACT: Pursuant to the Brown Act.

ATTACHMENTS: Prior presentations to the City Council regarding tenant protections.

These figures have automatically increased annually since the time Pasadena’s ordinance was adopted.

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1. Local Code, Tenant Protection Act of 2019

1. At-fault vs. No-fault terminations; relocation requirements

2. Rent Control until 2030

2. Possible Next Steps for Avalon
A. Potential Local Provisions
B. What has been done elsewhere

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Local Code, State Authority for Tenant Protections BBK BEST BEST& KRIEGER

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• Avalon Municipal Code: Rental lnclusionary Housing requirements (AMC 9-11.104); but no local protections for renters not covered by those provisions. • Tenant ProtectionActof2Ol9(AB 1482):

Restrictions on Termination (At-fault vs. No-fault termination); and -Relocation Benefits for No-Fault: 1-month rent
-Broad Exemptions (existing income-restricted housing; transient housing; units < 15 years; condos)
Sets Statewide Rent Control (until 2030):
> Once a year: Only one rent increase in any 12-month period; or multiple increases that do not exceed the maximum allowable annual rent increase;
.‘- Maximum rent increase based on changes to Consumer Price Index (“CPI”): between 5-10% with CPI change.

Tenant Protection Act of 2019 BBK BEST BEST & KREGER .,

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Termination Obligations at eviction: No-fault termination requires 1-month’s rent owed as relocation assistance (At-fault termination: no relocation, follows procedure to evict), when tenants have occupied for 1-year or more (or one or more tenant has occupied for 2-years or more):
- No-fault termination: (e.g. intent to owner-occupy; withdrawal of the unit from the rental market; law or order that requires vacating the parcel; intent to demolish or substantially remodel the residential real property; etc.)
Substantial remodel (Civil Code 1946.2 (a)(2)(D)(ii)): replacement or substantial modification ...that requires a permit; abatement of hazardous materials ...that requires tenant to vacate for> 30 days (not cosmetic improvements alone)
At-fault termination: (e.g. rent default, material breach, nuisance, waste, unwillingness to execute a written extension, criminal activity, assigning or subletting, refusing to allow the owner to enter the residential property)
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Tenant Protection Act of 2019
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Relocation Benefits: Owner must notify tenant of their relocation rights for no-fault Exemptions (not covered by the Act):
> Transient and tourist hotel occupancies;
.- Housing accommodations within: nonprofit hospitals; religious facilities; extended care facilities; licensed residential care facilities for elderly/adults;
,- Dormitories;
,- Housing where tenant shares bathroom or kitchen facilities with the owner-occupied primary residence:
‘- Single-family owner-occupied residences;
> Duplexes (w/ owner’s principal place of residency);
Housing less than 15 years old;
,- Residential real property (including a mobilehome) that is separate from title to any other dwelling unit, so long as owner is: a real estate investment trust; corporation; [[C Tenant Protection Act of 2019 BBK BEST BEST& KRIEGER

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Rent Increase: Over a 12-month period, maximum increase is no more than 5% plus the percentage change of the Consumer Price Index, or 10%, whichever is lower.

Exemptions (not covered by the Act):

AffordabIe housing restricted by deed or housing subject to existing rent or price contro’s; > Dormitories;
> Single-family owner-occupied residences;
> Housing less than 15 years old;
> Residential real property (including a mobilehome) that is separate from title to any other dwelling unit, so long as owner is j: a real estate investment trust; corporation; LLC BBKLAWCOM 6
City’s Options to Craft Local Tenant Protections ••) BBK BEST BEST& KRECER

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• Tenant Protection Act is the floor, not ceiling: City can provide the same or better protections for tenants with findings that local ordinance is more protective. • Examples from other jurisdictions:

1. Long Beach;

2. Culver City;

3. Pasadena;

4. Palm Springs;

5. West Hollywood.

City’s Options to Craft Local Tenant Protections BBK BEST BEST & KREGER

ATTORNEYS AT LAW
Common/Potential Local Tenant Protections:

Narrow no-fault termination, including eliminating the substantial-remodel basis for nofault just cause; Expand tenant protections to other types of dwelling units (i.e. newer units); • Increase the amount of relocation assistance (e.g. 3 or 4 months’ worth of rent); • Impose rent control (limit the amount that could be charged in 12-month period); and • Form a rental board to hear evidence and consider rent control issues.

In other jurisdictions, retains the right to evict a tenant based on at-fault terminations.

Local, enhanced measures could be limited to certain multi-family dwellings with a minimum or maximum number of units.

Other Jurisdictions: What has been
adopted? BBK BEST BEST & KRIEGEB Ufr

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Long Beach:

City Council adopted an urgency ordinance that temporarily removed a no-fault termination based on a substantial remodel.
• Higher relocation assistance for substantial remodel: Owner can choose to waive last months rent; or, for relocation “the greater of $4,500 or two months of the tenant’s rent that was in effect when the owner issued the notice to terminate the tenancy.” BBKLAWCOM 9
Other Jurisdictions: What has been BBK
ad ojJted ‘? BEST BEST & KRIECER
• ATTORNEYS AT LAW
Culver City (rent control):

Only one increase in 12-month increase (or cumulative rent increases) that cannot exceed annual changes to Consumer Price Index (CPI): If CPI change is less than 2%, rent increases may not exceed 2%; If CPI change is greater than 5%, maximum rent increase permitted is 5%.

Exemptions: State or Federal law expressly exempt the unit; units was certified for occupancy after 2/1/1 995; units that can be separately owned (single-family home; townhomes; condos); unit is part of a subdivision; landlord received government subsidy.

Rates may be re-established when tenant voluntarily vacates, evictions are for just cause (at fault or some no-fault grounds)
Other Jurisdictions: What has been BBK
aci 0fDteci’? BEST BEST & KRiEGER
• ATTORNEYS AT LAW
Culver City (tenant protections):

Relocation payment owed for “no fault” terminations: three times (3x) monthly rent or market rate of unit, plus $1 ,000, with limited exceptions.
• Landlord may deduct past due rent.
• “Small landlords” (defined as those owning 3 units or less within and outside of Culver City) shall only pay 50% of the amount of relocation assistance otherwise due. • No fault terminations: demolish; remove from rental market; move-in landlord or landlord’s relative, provided they must continue to occupy property for at least 3 years; comply with deed or regulatory restriction; comply with government or other order necessitating the vacancy. • Tenants protected from eviction: long-term tenants who are 62 years old or disabled; terminally ill tenants; low-income tenants; tenants with school-aged children protected during the school year.

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Other Jurisdictions: What has been ,1
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Culver City (Penalties & Petitions):

Rent registry: $167 per unit, per year. $15 fee for change in ownership. Penalty:
20% late fee first day of each month following annual due date, up to a maximum of 100% (identical penalty for complete failure to register a unit) • Petitions: Landlords can seek to petition against applicability of City’s ordinances to receive a “fair and reasonable return” on their property investment. • City can issue administrative citations (up to $1 ,000 a day), bring civil actions against offending property owners.

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Other Jurisdictions: What has been BBK adopted?
Pasadena: heightened relocation benefits
• Tenants “in good standing” at or below 140% of median income receive (unless exception applies):
relocation allowance equal to 2 1/2 months’ Fair Market Rents as determined by HUD based on rental units of a similar size;
• Moving expense allowance in the amount of $1,449 for adult households or $4,372 for households with dependents, disabled, or senior members (amounts increase automatically).

Receive enhanced relocation allowance and moving expenses when tenant has been in unit more than 10-years Relocation triggered: demolition; permanent removal of unit from the rental market; occupancy by landlord or landlord’s family member; government order to vacate; change of ownership of the rental unit that results in a rent increase exceeding annual CPI increase plus 5% in a year.

Temporary relocation (not to exceed 120 days): Daily pro rata rent amount, doubled, plus moving and storage fees.

Other Jurisdictions: What has been BBK
ad o ted‘2 BEST BEST& KRIFGER
. ATTORNEYS AT LAW
Palm Springs:

Maximum Rent Increase: ballot measure approved in 1980 (expanded in 1990): rents are limited to 75% of the increase in the Consumer Price Index for the City of Los Angeles over a 12-month period
Exceptions: units built after 1979; commercial units; 4-units or less where owner occupies I un[t; transient rentals; non profits; units with subsidized rent; RV parks; etc. “Base Rent”: what the unit was charging on September 1, 1979.

Hardship waivers: landlords can seek a hardship waiver from the Rent Review Commission Rent Stabilization: units not subject to above approved ballot measures: rent increases shaH not exceed 10% or 5% plus Consumer Price Index change, whichever is lower over 12- month period (landlord can file a fair return petition for rent increase) Other Jurisdictions: What has been BBK adopted?
Palm Springs:
• Rent Review Commission: 5-member Rent Review Commission appointed by, and serving at the pleasure of, the City Council. Residents of the City, cannot have landlords or tenants of rental units subject to the voter-approved rent control ordinance. • Powers and duties: to consider administratively requests of tenants, landlords, or other interested parties re: interpretations of City’s rent control measures; alleged violations by landlords; hardship adjustments/reasonable rate of return requests by landlords (can authorize rent increases)
• Reports & Standards: semiannual written reports and recommendations to the City Council, adopt administrative rules of procedure regarding the hearings.

BBKLAW.COM
Other Jurisdictions: What has been BBK
ad opted?
West Hollywood:

Rent Stabilization Ordinance (RSO), complicated calculations on Maximum Allowable Rent:

Move in before 1979: either multi-family (more than 1-unit w/ Certificate of Occupancy before 7/1/1979); or I unit w/ CoO before 7/1/79 and occupant moved in before 1/1/1 996. Maximum Allowable Rent (MAR) is based on the move-in date with a 10% total increase that can be charged for any vacancy.

Tenants moved in between 1/1/96-12/31/1 8: Annual general adjustment allowed, established by Rent Stabilization Commission once annually, and MAR can only be increased if unit in substantial compliance with RSO (proper registration, re-registration with new tenants; fees paid by landlord) Post 1/1/1 999: MAR established with the beginning of the tenancy, MAR can only be increased once a year by the amount determined by the Commission.

Notice: Municipal Code requires a 30 or 60 day notice from landlord to tenant if increasing rent subject to the amount determined by the Commission. For 2023, the total rent increase was 2.50% (with a $6 registration fee).

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Other Jurisdictions: What has been
adopted?
West Hollywood:

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• Just Cause Eviction: nearly all residential units subject to eviction provisions, not just RSO, for only the following reasons: Nonpayment of rent; substantial violation of lease terms; nuisance (causing damage to the unit,); illegal uses (including short-term rental,); refusal to provide access,’ subtenants; owner intends to live in unit,’ etc.

Landlord cannot evict if a comparable unit in the building is already vacant and available. • Rent Stabilization Commission: Empowered to promulgate regulations; publish allowab’e increases; verify eligibility; hold hearings for a rent adjustment application in a rental complex (landlord or tenants); landlord can petition Commission for a rent adjustment to “permit a just and reasonable return.”
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DISCLAIMSR: BB&K presentations and webinars are not intendod aslogal advice. Additional facts, facts specific to your situation or future developments may affect subjects contained herein.

Seek the sdvice of an atton,ey before acting or retying upon any information herein. Audio or video recording of presentation and webinar content is prohibited without express prior consent.

CITY OF AVALON CITY COUNCIL
MEETING DATE: March 18, 2025 AGENDA ITEM: I
ORIGINATING DEP: Finance CITY MANAGER: ________ PREPARED BY: Matthew Baker, Finance Director SUBJECT: Discussion Regarding Cross Channel Wharfage
RECOMMENDED ACTION(S): Discuss an increase in cross channel wharfage to fund anticipated capital improvements in the Harbor.REPORT SUMMARY: Prior to March 2019, the City charged cross-channel passengers $5.00round-trip ($2.50 each way) for use of the harbor facilities and dedicated 25% of the revenues collected to fund capital improvements in the harbor, including to be used as required localmatching funds for grant-funded projects. On December 4, 2018 the City Council amended the Avalon Municipal Code increasing wharfage by $1.00 roundtrip ($50 each way) and dedicated 100% of the increase to further fund capital improvements in the harbor, as planned grantfunded projects required local matching funds exceeding existing available revenues. The ordinance took effect on March 1, 2019 and was originally scheduled to sunset on February 28, 2021. On October 20, 2020, the City Council extended the increase to sunset on June 30, 2025.

From inception through December 31, 2024, the increase in the per passenger wharfage ratehas contributed an additional $3.58 million in harbor revenues to fund capital projects. Below is a summary of projects in excess of $100,000 identified in the initial staff report that have been funded utilizing the increased wharfage revenues:

Project Est. Cost Actual Costs
(Net of Grants) (Net of Grants)
Cabrillo Mole Substructure Repairs (Phase 1) $2,650,000 $2,706,448Cabrillo Mole Ferry Terminal (Phase 2) 500,000 524,493 Pump-out Station 280,000 202,429Emergency Sea Wall Repairs 200,000 195,077 Total $3,630,000 $3,627,447
Other harbor capital improvements completed since the adoption of the rate increase include the Fuel Tank Replacement Project ($1.45 million), Float 1-5 Rehabilitations ($568 thousand), Green Pier Rehabilitation ($463 thousand), patrol fleet improvements ($347 thousand), End Float Rehabilitation ($225 thousand), Casino Way Arch ($143 thousand), South Beach Seawall ($141 thousand), and other smaller capital improvements. In addition, wharfage revenues dedicated to capital fund annual capital maintenance, including the Harbor Master Building, Mole terminal, restroom facilities, and other premises, floats, moorings, ramps, and emergency maintenance activities related to storm damage.

The Harbor Fund is an enterprise fund and the costs associated with harbor operations and the maintenance of harbor infrastructure should be recouped through various charges on users of harbor facilities. The cost to operate the harbor increases annually and revenues need to grow to cover these increased costs. The majority of harbor revenues are collected from wharfage fees which are charged to cross-channel and cruise ship operators on a per passenger basis. Unlike other harbor use fees that are assessed as a percentage of the operator’s gross receipts or are subject to annual increases through the miscellaneous fee schedule (e.g. nightly mooring rates), wharfage fees have not been scheduled to increaseannually.

City Staff is proposing the City Council does not allow the wharfage rate to sunset, but ratherincrease the rate by $2.00 on cross channel carriers departing from Avalon Harbor. Theincrease is necessary to fund planned projects in the Harbor anticipated to begin construction within the next fiscal year. The proposed application of the fee on departures is to balance the current $2.00 Measure H special tax assessed on arrivals and would result in a total cost imposed by the City of $10.00 round-trip ($8.00 for Cross Channel Wharfage and $2.00 Measure H Special Tax). This would generate an additional $1 .35 million in new cross-channel wharfage revenues dedicated to fund capital projects.The existing cross channel wharfage generates approximately $1.5 million annually in revenues to fund capital maintenance and improvements in the Harbor. If the existing rate were to sunset, revenues available for capital improvements would be reduced by approximately $650 thousand annually. While the current revenues are sufficient to fund the rehabilitation of floats, harbor fleet upgrades and other facility improvements, the City is actively pursuing several large capital projects in the Harbor that are not currently fully funded with the existing harbor revenues.

The Cabrillo Mole is one of the most important City-owned facilities on the Island serving as the primary point of entry for the Island’s residents and visitors. The City plans to raise the current structure to build a new modern facility that will include ticketing facilities, additional parking, covered queuing areas and additional restrooms. The total projected is budgeted at approximately $20 million with approximately $8 million allocated in the FY 2024-25 CIP Plan, Project #180005. The City has been awarded approximately $14 million in grant funding for this project, with $6 million in cross channel wharfage revenues required to provide the local match.

In addition, the Green Pleasure Pier is in need of significant structural repairs. In 2018, City Staff developed a long term maintenance plan including repair and replacement of the structural piles and decking. The City is actively soliciting bids from qualified firms to replace between 5 to 20 structural piles. The final project scope will be determined by available budgetbalanced with demonstrated value to the City relative to the cost of one mobilization/demolition as more additive packages are awarded. The total projected is budgeted at approximately $2.2 million with $1 million currently allocated in the FY 2024-25 CIP Plan, Project #180049.

Though the City is currently seeking grant funding for this project, at this time the project is scheduled to be funded entirely through cross channel wharfage revenues.

Lastly, the City has comprehensive plans to repair structurally significant areas of SouthBeach. The intent of the project is to replace the groin wall/wingwall to protect the beach from propeller/jet wash, restore approximately 80 feet of existing seawall, rehabilitate the access stairway and boat launch, and replenish approximately 6,000 cubic yards of beach sand. While the current budget estimates a total project cost of $975,000 with $200,000 allocated in the FY2024-25 CIP Plan, Project #205004, the City now estimates the project to cost $2 miliion.

Though the City is currently seeking grant funding for this project, at this time the project isscheduled to be funded entirely through cross channel wharfage revenues.

If approved, City Staff will bring back to City Council a drafted ordinance for their consideration once the City Attorney has completed review of the matter. Additionally, Staff proposes revisiting the wharfage rate at a regularly scheduled City Council meeting at least every two years, or as directed by Council, to demonstrate the value to the public from the increased wharfage rates.

FISCAL IMPACTS: If approved, the modification to the wharfage fee is projected to increase the Capital Improvement Funds within the Harbor Fund (account #10425-8530) by $1.35 million annually.

CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: If the City Councildetermines not to extend the wharfage fee, the Harbor will not have sufficient funds to makecritical improvements to its infrastructure.

ADVERTISING, NOTICE AND PUBLIC CONTACT: Pursuant to the Brown Act.

ATTACHMENTS: None.

Avalon City CouncilMarch 18, 2025

Avalon City Council
March 18, 2025