Agenda packet — Bell City Council, August 23, 2023 (part 3 of 3)

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

ELECTIONS - CONSOLIDATED
City Clerk CC-012
Campaign Filings (FPPC 400
Series Forms & Form 501):

SUCCESSFUL CANDIDATES
(Elected Officials)
2 years P P Mag, Mfr,
OD, Ppr S Yes: After 2
years
Paper must be retained for at
least 2 years; GC §81009(b)(g)
City Clerk CC-013
Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL

CANDIDATES
5 years 5 years Mag, Mfr,
OD, Ppr S Yes: After 2
years
Paper must be retained for at
least 2 years; GC §81009(b)(g)
City Clerk CC-014
Campaign Filings (FPPC 400
Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK
(copies)
4 years 4 years Mag, Ppr Paper must be retained for at
least 2 years; GC §81009(b)(g)
City Clerk CC-015
Campaign Disclosure
Statements (FPPC 400 Series
Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled - Ballot
Measure committees, General
Purpose Committees, etc.)
7 years 7 years Mag, Ppr Paper must be retained for at
least 2 years; GC §81009(c)(g)
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 286 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-016
Candidate File: Nomination
Papers, Candidate Statements,
etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Ppr
Department Preference;
Statewide guidelines proposes
4 years for successful
candidates, 2 years for
unsuccessful; CA law states
term of office and 4 years after
the expiration of term and does
not delineate between the two;
EC §17100
City Clerk CC-017
Candidate File: Nomination
Papers, Candidate Statements,
etc. - UNSUCCESSFUL

CANDIDATES
Election + 4
years
Election + 4
years Mag, Ppr
Statewide guidelines proposes
4 years for successful
candidates, 2 years for
unsuccessful; CA law states
term of office and 4 years after
the expiration of term and does
not delineate between the two;
EC §17100
City Clerk CC-018
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, All
Applications for vacancies on
the Council, Precinct Maps,
County Election Services, City
Measures, etc.)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-019
Elections - HISTORICAL
(Certificate of Election, Copies
of resolutions, final results)
2 years P P Mag, Mfr,
OD, Ppr S No Retained for Historical Value,
GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 287 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-020 Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination
if petition is
insufficient
8 mo.

Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination if
petition is
insufficient
8 mo.

Ppr
Not accessible to the public;
The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or FPPC
proceeding. EC §§17200(b)(3),
17400
ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-021
Assessment District Ballots
and/or protest letters - Prop.
218 proceedings
2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-022 Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC-023 Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 City Clerk CC-024 Challenged & Assisted Voters
List 6 mo. 6 mo. Ppr If uncontested, EC §17304
City Clerk CC-025 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306 City Clerk CC-026 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503 City Clerk CC-027 Roster of Voters 5 years 5 years Mag, Mfr, OD, Ppr EC §17300
City Clerk CC-028 Tally Sheets 6 mo. 6 mo. Ppr EC §17304 City Clerk CC-029
Vote-by-Mail Applications,
Roster of Absentee
Applications
6 mo. 6 mo. Ppr EC §17505
City Clerk CC-030 Vote-by-Mail Identification
Envelopes 6 mo. 6 mo. Ppr EC §17302
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 288 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-031
Voter Index Copies used as the
Voting Record at Polling
Places
6 mo. 6 mo. Ppr EC §17304
City Clerk CC-032 Voter Index Original 5 years 5 years Ppr EC §17001 (End of Elections Section)
City Clerk CC-033
Ethics Training Certificates /
Sexual Harassment Prevention
Training Certificates
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
GC §53235.2(b); GC
§53237.2(b)
City Clerk CC-034
Grand Jury Reports and
Responses (Pertaining to City
Operations)
5 years 5 years Ppr
Department preference
(matches the retention of the
Grand Jury); GC §34090
City Clerk CC-035
Historical Records & Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
P P Mag, Mfr,
OD, Ppr S No
City Clerk determines historical
significance; records can
address a variety of subjects
and media. Some media (e.g.
audio and video tape) may be
limited because of the media's
life expectancy; GC §34090
City Clerk CC-036
Insurance Certificates that
cannot be matched to a
contract or agreement
11 years 11 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; CCP
§§337. 337.1(a), 337.15, 343;
GC §34090
City Clerk CC-037 List of City Council Members
and Mayors 2 years P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC
§34090
City Clerk CC-038
Minutes
City Council, Redevelopment /
Successor Agency / Oversight
Board, Housing Authority, Planning
Commission
10 years P P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 289 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-039 Municipal Code Administration,
Distribution, etc.

When no
Longer
Required
When no
Longer
Required
Mag, Ppr
Preliminary Drafts not retained
in the ordinary course of
business; GC §34090
City Clerk CC-040 Municipal Code Supplements P P Mag, Ppr Department preference; GC §34090
City Clerk CC-041 Ordinances (City Council) P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 et. seq.

City Clerk CC-042
Proclamations /
Commendations / Memoriums /
Recognitions, etc.
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-043
Proof of Publication / Public
Notices / Certificate of Posting
(Usually kept with Project Files)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-044
Real Property - Records that
Affect the Title to Real Property
(Deeds, Easements, Liens,
etc.)
2 years P P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-046
Recordings / DVD-R of City
Council Meetings - Video
Recordings / DVD-R or VCR
10 years 10 years Mag, OD
Department preference; Video
recording of meetings are only
required for 90 days; GC
§§34090.7, 60201
City Clerk CC-045
Recordings / Tapes of City
Council Meetings - Audio
Recordings
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
City Clerk CC-047
Records Destruction Lists /
Certificates of Records
Destruction
P P Mag, Mfr,
OD, Ppr S Yes: After

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

Page 290 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-047.1
Redistricting Web Page /
District Boundary Web Page
(Map, Redistricting Process,
Agendas, Calendars, Notice,
etc.)
10 years 10 years Mag, OD EC §21608(g); GC §34090
City Clerk CC-048 Request for Public Records 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-049
Resolutions
City Council, Redevelopment /
Successor Agency / Oversight
Board, Housing Authority, Planning
Commission
P P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090 et. seq.

City Clerk CC-049.1 Statement of Facts - Registry
of Public Agencies 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-050
Subpoenas / Discovery
Requests / Personal
Appearance / Duces Tecum
2 years 2 years Mag, Ppr GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 291 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

CITY MANAGER
City
Manager /
Lead Dept.

CM-001
Projects, Programs, Events,
Subject & Issues (Issues and/or
projects will vary over time - e.g.

Hotels, Developments, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr Department Preference; GC
§34090
City
Manager CM-002 Speech Notes / PowerPoint
Presentations
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Notes, drafts, or preliminary
documents; GC §34090 et seq.

Page 292 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

BUILDING
Comm.

Develop. /
Building
CD-001 Building Permit Database Indefinite Indefinite Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S
§19850
Comm.

Develop. /
Building
CD-002 Building Permits (All, including
Expired and Withdrawn) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
Statewide guidelines propose
permanent; GC §34090, H&S
§19850
Comm.

Develop. /
Building
CD-003
Building Plans and Construction
Documents - Finalled - SINGLE
FAMILY RESIDENTIAL - SFR and

APPURTENANCES AND TWO

FAMILY DWELLINGS
2 years 2 years Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; Law
does not require plans to be
filed for dwellings less than 2
stories, garages &
appurtenances, farms/ranches,
1-story with bearing walls less
than 25'; CBC requires 180
days from completion date;
CBC 104.7 & 107.5,
H&S§19850, GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 293 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Comm.

Develop. /
Building
CD-004
Building Plans and Construction
Documents - Finalled -

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

IMPROVEMENTS
Excludes exceptions per Health and
Safety Code Sections 19850-
19853.

Includes commercial structural
plans, Hazardous Materials
Questionnaire, etc.

P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; Law
requires for the life of the
building for commercial and
common interest dwellings only;
Statewide guidelines propose 2
years for blueprints &
specifications; CBC 104.7 &
107.5, H&S §19850, GC §34090
Comm.

Develop. /
Building
CD-005 Complaints (Written) 2 years 2 years Mag, Ppr GC §34090 Comm.

Develop. /
Building
CD-006
Construction Notices / Inspection
Notices
(correction notices, compliance
orders, stop work notices, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary Drafts; GC §34090
Comm.

Develop. /
Building
CD-007 Permits: Demolition and Waste
hauling Permits 2 years 2 years Mag, Ppr GC §34090
Comm.

Develop. /
Building
CD-008 Reports: Building Activity (Annual)
When No
Longer
Required
P
When No
Longer
Required
P
Mag, Ppr
Department Preference (The
database is the original; reports
can be re-created); GC §34090
et seq.

Page 294 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Comm.

Develop. /
Building
CD-009 Reports: Soils Reports, etc. P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
Comm.

Develop. /
Building
CD-010
Requests & Permissions to Receive
Copies of Plans / Architect's
Approval
2 years 2 years Mag, Ppr GC §34090 et seq.

Comm.

Develop. /
Building
CD-011 Uniform Building Codes / California
Building Codes
Minimum
While
Ordinance is
in Force
P
Minimum
While
Ordinance is
in Force
P
Mag, Ppr GC §50022.6

CODE ENFORCEMENT
Comm.

Develop. /
Code
Enforce.

CD-012
Code Enforcement / Abatement
Case Files (Includes appeals and
Code Enforcement Complaint
Letters)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: Until
Resolution Mag, Ppr
Department preference; Case is
open until satisfactorily resolved
(some cases are not resolved);
CFC §104.3.4, GC §34090
Comm.

Develop. /
Code
Enforce.

CD-013 Liens P P Yes: Until
Resolution Mag, Ppr GC §34090(a)

ECONOMIC DEVELOPMENT
Comm.

Develop. /
Economic
Develop.

CD-014
Economic Development (Issues
and/or projects will vary over time -
e.g. Proposed Hotels, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr Department Preference; GC
§34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 295 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

ENGINEERING
Comm.

Develop. /
Engineering
CD-015 Abandonments / Street Vacations P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Comm.

Develop. /
Engineering
CD-016 Aerial Maps / Photographs - Analog
or Digital & Index to Aerials P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Comm.

Develop. /
Engineering
CD-017 Benchmarks P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Comm.

Develop. /
Engineering
CD-018
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified
Payrolls, Construction Manager's Logs,
Daily Inspections, Project Schedules,
Progress meetings, Real Estate
Appraisals, RFIs & Responses, etc.

Upon
Completion
1 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-7
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §337 et. seq., GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 296 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Comm.

Develop. /
Engineering
CD-019
Capital Improvement Projects (CIP):

Permanent File
Plans, Specifications & Addenda,
Agreement / Contract, Successful
Proposal, Change Orders, EIRs,
Negative Declarations, Categorical
Exemptions, Materials Testing Reports,
Grading Permits, Insurance Certificates,
Hazardous Materials Plans, Notice of
Completion, Photos, Soils Reports,
Studies, Submittals, Surveys, etc.

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

Complet.
+ 10 years
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Comm.

Develop. /
Engineering
CD-020 Capital Improvement Projects (CIP):

Unsuccessful Proposals 2 years 2 years Mag, Ppr GC §34090 Comm.

Develop. /
Engineering
CD-021
Drawings, Maps, Plans and Record
Drawings, Large-Format Drawings,
Survey Record Maps, Capital
Improvement Project "As-Builts"
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps are
retained in Public Works for
administrative purposes; GC
§34090, 34090.7
Comm.

Develop. /
Engineering
CD-022
Encroachment Permits -
Permanent (permanent
encroachments into the City's right-
of-way)
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Comm.

Develop. /
Engineering
CD-023
Encroachment Permits -
Temporary (Debris Box /
Construction in the City's right-of-
way, etc.)
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 297 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Comm.

Develop. /
Engineering
CD-024 Bonds for Private Development /
Construction Projects
Release of
Bond /
Security
Release of
Bond /
Security
Mag, Ppr
Securities (Performance Bonds,
Letters of Credit, CD's, etc.) are
released after the Notice of
Completion is issued and
replaced with the Warranty
Bond, which is released 1 year
after the Notice of Completion
date. GC §34090
Comm.

Develop. /
Engineering
CD-025
Private Development / Tract Map /
Parcel Map Files: PERMANENT
Agreements & Amendments, Conditions
of Approval, Environmental Documents,
Improvement Plans (final), etc.
3 years P P Yes (all) Mag,
OD, Ppr S Yes: 1
year
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps are
retained in Engineering for
administrative purposes; GC
§§34090, 34090.7, 60201 et
seq.,
Comm.

Develop. /
Engineering
CD-026
Private Development / Tract Map /
Parcel Map Files:

ADMINISTRATION
Bonds (payment & performance),
Correspondence, etc.
3 years P P Yes (all) Mag,
OD, Ppr S Yes: 1
year
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps are
retained in Engineering for
administrative purposes; GC
§§34090, 34090.7, 60201 et
seq.,
Comm.

Develop. /
Engineering
CD-027 Engineering Studies / Surveys P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Comm.

Develop. /
Engineering
CD-028
Geotechnical and Soils Reports;
Hydrology Reports (Authored for
the City)
P P
Mag,
Mfr, OD,
Ppr
S Yes: After

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Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Comm.

Develop. /
Engineering
CD-029 NPDES Permits Superseded
+ 3 years
Superseded
+ 3 years Mag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

Comm.

Develop. /
Engineering
CD-030 NPDES Monitoring and Inspections -
Stormwater
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
Mag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

Comm.

Develop. /
Engineering
CD-031 Master Plans - Transportation, etc. P P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC
Department preference; Drafts
should be destroyed; GC
§34090
Comm.

Develop. /
Engineering
CD-032 Studies - Transportation (authored
by the City)
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC
Drafts / source records entered
into database and not retained
in the ordinary course of
business; GC §34090
Comm.

Develop. /
Engineering
CD-033 Sewer CCTV DIGITAL Video
Inspections & Reports
Segment
Superseded
+ 1 Historical
Segment
Superseded
+ 1 Historical
Mag, Ppr Department preference; GC
§34090
Comm.

Develop. /
Engineering
CD-034 Sewer CCTV VHS TAPE Video
Inspections & Reports 5 years 5 years Mag, Ppr Department preference; GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 299 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Comm.

Develop. /
Engineering
CD-034.1
Solid Waste Reduction / AB 939
Compliance / SB 1383 Compliance
(Organic Waste Collection and
Recycling)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC
Department preference; SB
1383 compliance is required for
5 years; Low-Carbon Fuel
Standard regulations credits can
be received for 10 years, and
are eligible for an extension; 14
CCR § 18995; 2 H&S §39730.7;
GC §34090
Comm.

Develop. /
Engineering
CD-035 Traffic Speed Surveys 15 years 15 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC
Department preference
(required every 5 years, but can
be extended to 7 or 10 years);
GC §34090
Comm.

Develop. /
Engineering
CD-036 Traffic Studies / Traffic Counts /
Traffic Calming Requests
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC
Department preference; GC
§34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 300 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

PLANNING
Comm.

Develop. /
Planning
CD-037
Address Files / Planning Case
Project Files - Approved
Permanent Entitlements & Code
Enforcement
(Includes associated CEQA
Noticing, Conditions of Approval,
Public Noticing, Environmental
Determinations, Staff Reports,
Plans & Maps)
Examples: Conditional Use Permits
(CUPs), Lot Line Adjustments, Parcel
Maps, Site Plans, Tentative
Subdivisions, Variances, Zone Changes,
etc.

P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preferences; Final
environmental determinations
are required to be kept a
"reasonable period of time"; 14
CCR §15095(c); GC§§34090,
34090.7
Comm.

Develop. /
Planning
CD-038 Annexations / Boundaries /
Consolidations / LAFCO 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
Comm.

Develop. /
Planning
CD-039 Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau
is OFR; GC §34090 et seq.

Page 301 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Comm.

Develop. /
Planning
CD-039.1
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
Categorical Exceptions, etc.) /

CEQA / NEPA
Correspondence and staff notes
that provide insight into the project
or the agency’s CEQA compliance
with respect to the project
Project
Approval or
Denial + 2
years
Project
Approval or
Denial + 2
years
Mag,
Ppr
Not all internal communications
and notes are required to be
saved; "E-mails that do not
provide insight into the project
or the agency’s CEQA
compliance with respect to the
project — are not within the
scope of section 21167.6,
subdivision (e) and need not be
retained." Golden Door
Properties, LLC v. Superior
Court of San Diego County
(County of San Diego, et al.,
Real Parties in Interest)
(D076605, D076924, D076993)
(4th Dist. 2020); PRC 21167,6;
GC §34090
Comm.

Develop. /
Planning
CD-040
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc. )
Inside City boundaries
P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Usually filed in the project file;
Final environmental
determinations are required to
be kept a "reasonable period of
time"; 14 CCR §15095(c); GC
§34090
Comm.

Develop. /
Planning
CD-041
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc. )
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records; EIRs and Negative
Declarations within the City
Boundaries are with the project
file
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

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Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Comm.

Develop. /
Planning
CD-042 General Plan, Elements and
Amendments P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Comm.

Develop. /
Planning
CD-043 Log of Zoning Cases / Log of
Planning Entitlements P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference; GC
§34090
Comm.

Develop. /
Planning
CD-044 Master Plans, Specific Plans,
Bikeway Plans, etc. P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Comm.

Develop. /
Planning
CD-045 Preliminary Review File
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference;
Preliminary Documents (no
application submitted); GC
§34090
Comm.

Develop. /
Planning
CD-046 Special Studies
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Comm.

Develop. /
Planning
CD-047 Zoning Maps P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Department Preference; City
Clerk Maintains originals of all
documents that were presented
to Council; GC §34090.7

PUBLIC WORKS / OPERATIONS
Public Works
/ Operations CD-048
Accident / Incident Reports -
Members of the Public
(Employee Accidents are sent to Human
Resources)
2 years 2 years Mag, Ppr GC §34090 et. seq.

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Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Public Works
/ Operations CD-049 Operations & Maintenance Manuals
(O&M Manuals)
Life of
Facility or
Equipment
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC
§34090 et. seq.

Public Works
/ Operations CD-050
Sewer System Management Plans
(SSMP) and Audits, Sanitary Sewer
Overflows (SSOs) / Sanitary Spills
Overflow Prevention Plan (SSOPP)
and Sanitary Sewer Overflow
Response Plan
5 years 5 years Mag, Ppr
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR 122.41(j)(2); GC §34090

REDEVELOPMENT / SUCCESSOR AGENCY
Comm.

Develop. /
Redevelop.

CD-051 Redevelopment Plans and Areas P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
2 years
Department Preference; GC
§34090
Comm.

Develop. /
Redevelop.

CD-052 Redevelopment Projects P p
Mag,
Mfr, OD,
Ppr
S/I Yes: After
2 years
Department Preference; GC
§34090
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Page 304 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of
Record
Records
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

HOUSING & GRANTS / CDBG
Community
Services /
Housing &
Grants
CS-001
Applications for Loans:

Rejected (First Time Home
Buyers, Rehabilitation, etc.)
2 years 2 years Mag, Ppr GC §34090
Community
Services /
Housing &
Grants
CS-002 Construction Projects Upon
Completion 10 years Completion +
10 years
Yes: Until
Completed Mag, Ppr
Statute of Limitations for Errors &
Omissions is 10 years; Published
Audit Standards=4-7 years;
Statute of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§§336(a), 337 et. seq., GC §34090
Community
Services /
Housing &
Grants
CS-003
Housing Programs - ALL

WITH RECAPTURE / RESALE

RESTRICTIONS
2 years
5 years After
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
5 years After
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: 1
year
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements for
Grants to Local Governments is 3
years from expenditure report;
statewide guidelines propose 4
years; 2 CFR 200.334; 24 CFR

85.42, 92.508(a)(c)(2) &
570.502(b), 982.158, 884.214; 29
CFR 97.42, GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

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Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of
Record
Records
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Housing &
Grants
CS-004
Housing Programs: Grants
(HOME, Rental Assistance,
etc.)

NO RECAPTURE / RESALE

RESTRICTIONS
5 years
After Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

When
Inactive
Uniform Admin. Requirements for
Grants to Local Governments is 3
years from expenditure report;
HUD requires 3 years; 2 CFR
200.334; 24 CFR 85.42 &
570.502(b), 982.158, 884.214; 29
CFR 97.42, GC §34090
Community
Services /
Housing &
Grants
CS-005
Housing Programs: Loans /
Silent Seconds
(First Time Home Buyers, Low /
Moderate Housing Trust Deeds,
Loans, etc.)

NO RECAPTURE / RESALE

RESTRICTIONS
Loan Pay-off
or
Forgiveness
+ 5 years
Loan Pay-off
or
Forgiveness
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: 1
year
Consistent with Consolidated Plan
Requirements; Required for 3-4
years from expenditure or
performance report; 2 CFR
200.334; 24 CFR 85.42, 570.502,
982.158, 884.214; 29 CFR 97.42,
GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

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Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of
Record
Records
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Housing &
Grants
CS-006
Rehabilitation (Investor-owner /
Rental, Owner Occupied /
Single Family, or Mobilehome)
Agreements, Compliance & Finance
(Admin. Fee), General /
Correspondence, Monitoring &
Monitoring Visits, Relocations
Regulatory
Compliance
Period
Ended + 5
years
Regulatory
Compliance
Period
Ended + 5
years
Yes:

Before
Supersede
d
Mag, Mfr,
OD, Ppr S/I Yes: After
2 years
Department preference; Meets
auditing standards; Grants
covered by a Consolidated Action
Plan are required for 5 years;
Uniform Admin. Requirements for
Grants to Local Governments is 3
years from expenditure report or
final payment of grantee or
subgrantee; statewide guidelines
propose 4 years; 2 CFR 200.334;
7 CFR 3016.42; 21 CFR 1403.36
& 1403.42(b); 24 CFR 85.42,

91.105(h), 92.505, & 570.502(b),
982.158, 884.214; 28 CFR 66.42;
29 CFR 97.42; 40 CFR 31.42; 44
CFR 13.42; 45 CFR 92.42; OMB
Circular A-133; GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

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Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of
Record
Records
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

PARKS & RECREATION
Community
Services /
Parks &
Recreation
CS-007 Activity / Program / Special
Event Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr GC §34090
Community
Services /
Parks &
Recreation
CS-008 Banner Permits 2 years 2 years Mag, Ppr GC §34090 Community
Services /
Parks &
Recreation
CS-009 Contracts for Class Instructors Completion +
5 years
Completion +
5 years
Yes:

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

Upon
Completio
n
Department Preference; CCP
§337 et seq.; GC §34090
Community
Services /
Parks &
Recreation
CS-010 Course Brochures / Seasonal
Program Brochures 2 years P P Mag, Ppr Department Preference; GC §34090
Community
Services /
Parks &
Recreation
CS-011 Evaluations / Surveys (of
programs)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts / Transitory
records; GC §34090
Community
Services /
Parks &
Recreation
CS-012
Facility Use and Equipment
Applications, Books, Alcoholic
Beverage Applications
2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
Community
Services /
Parks &
Recreation
CS-013 Fundraising, Donations,
Sponsorships 2 years 2 years Mag, Ppr GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

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Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of
Record
Records
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Parks &
Recreation
CS-014 Public Art Proposals / Marketing
- Unaccepted Proposals 2 years 2 years Mag, Ppr GC §34090 Community
Services /
Parks &
Recreation
CS-015 Recreation Database Indefinite Indefinite Mag, Ppr Data fields are inter-related; GC §34090 et seq.

Community
Services /
Parks &
Recreation
CS-016
Registration / Applications / Fee
& Charge / Liability Forms /
Release of Liability Forms /
Permissions: Camps, Field
Trips, Authorization to give
Medicine, etc.
2 years 2 years
Yes:

During
Class or
Program
Mag, Ppr GC §34090
Community
Services /
Parks &
Recreation
CS-017 Special Event Permits (Large
Street Closures, etc.)
Expiration +
2 years
Expiration +
2 years Mag, Ppr GC §34090
Community
Services /
Parks &
Recreation
CS-018 Sports Awards, Ejection Letters,
Tournaments, Permits 2 years 2 years Mag, Ppr GC §34090 Community
Services /
Parks &
Recreation
CS-019
Sports Score Sheets,
Schedules, Emergency
Notification
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts / Transitory
records; GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

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Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of
Record
Records
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Parks &
Recreation
CS-020
Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
3 years 3 years Ppr
Consistent with employee
personnel files (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
29 CFR 1602.31 & 1627.3(b)(ii), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Community
Services /
Parks &
Recreation
CS-021
Volunteer / Unpaid Intern
Applications & Agreements
(includes emergency contact
information) - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S Yes: 1
year
Courts treat volunteers as
employees; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC §§12946,
12960, 34090; 29 USC 1113
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Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of
Record
Records
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

TRANSIT
Community
Services /
Transit
CS-022 Audits: DMV, CHP &/OR MTA 5 years 5 years Mag, Ppr Consistent with CHP
requirements; OSHA requires 1
year; 8 Ca. Code Reg. §
3203(b)(1); GC §§ 34090
Community
Services /
Transit
CS-023 Contract for Transit Services Completion +
5 years
Completion +
5 years
Yes:

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

Upon
Completio
n
Department Preference; CCP
§337 et seq.; GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 311 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

FINANCE / ADMINISTRATION
Finance /
Admin. FN-001
Audit Reports / Annual
Comprehensive Financial Report
(ACFR) CAFR - Comprehensive
Annual Financial Reports and
related Audit Opinions
2 years P P Mag, Ppr Department Preference (copies);
GC §34090.7
Finance /
Admin. FN-002 Audit Work Papers 2 years 3 years 5 years Yes: Until Paid Mag, Ppr
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
Finance /
Admin. FN-003
Bond Official Statements /
Transcripts / Certificates of
Participations (COPs)
See Bank Statements for statement
retention.

Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
Statute of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
issued by local governments are
10 years; CCP §§336 et seq.,
337.5(a); GC §43900 et seq.

Finance /
Admin. FN-004 Budgets - Adopted / Final 2 years P P
Yes:

Current
Fiscal Year
Mag, Ppr
Department Preference; Must be
filed with County Auditor; GC
§34090.7, 40802, 53901
Finance /
Admin. FN-005 Budgets - Preliminary, Backup
Documents
When No
Longer
Required
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Ppr Preliminary drafts; GC §34090
Finance /
Admin. FN-006 Single Audits / Transportation
Audits / PERS Audit, etc. 5 years 5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

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Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FN-007
1099's Issued / 1096's / W-9s /
DE542 (California Report of
Independent Contractors)
5 years 5 years Mag, Ppr
IRS: 4 years after tax is due or
paid (longer for auditing &
contractor delinquency); Ca.

FTB: 3 years; 26 CFR 31.6001-
1, R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FN-008
Accounts Payable / Invoices and
Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request,
etc.)
2 years 3 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
Finance /
Accounts
Receivable
FN-009
Accounts Receivable - ALL -
Business Licenses, False Alarms,
Franchise Income, Parking
Citations, Damage to Public
Property, Invoices to Outside
Entities, etc.
2 years 3 years 5 years Mag, Ppr
Department preference; Meets
auditing standards; GC §34090
et seq.

Finance /
Accounts
Receivable
FN-010 Accounts Receivable: Leases /
Rent / Property Management 2 years 3 years 5 years Yes: Until Paid Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
Finance /
General
Accounting
FN-011
Bank Statements, Fiscal Agent
Statements, Trustee Statements,
Investment Account Statements,
Pars Statements, Bank
Reconciliations, etc.
2 years 3 years 5 years Mag, Ppr
Department Preference;
Published articles show 3 - 4
years; GC §34090, 26 CFR

31.6001-1
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

Page 313 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
General
Accounting
FN-012 Cash Receipts / Weekly Deposits 2 years 3 years 5 years Mag, Ppr Department Preference; meets
municipal government auditing
standards; GC §34090, CCP §
337
Finance /
General
Accounting
FN-013 Check Register / Warrant
Register Report (issued) 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
Finance /
General
Accounting
FN-014 Checks / Warrants (Cashed) 2 years 3 years 5 years Mag, Ppr Department Preference; meets
municipal government auditing
standards; GC §34090, CCP §
337
Finance /
General
Accounting
FN-015
Escheat (Unclaimed money /
uncashed checks) 5 years 5 years Mag, Ppr
Department preference; All
tangible property held by
government agencies escheats
after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340, 1519; GC
§34090
Finance /
General
Accounting
FN-016 Financial Services Database Indefinite Indefinite Yes Mag, Ppr Data Fields / Records are interrelated; GC §34090
Finance /
General
Accounting
FN-017 Fixed Assets - Annual Listing
(Source Documents) 5 years 5 years Mag, Ppr Department preference; GC §34090
Finance /
General
Accounting
FN-018 Investment Reports / Treasurer's
Reports 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

Page 314 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
General
Accounting
FN-019
Investments / Arbitrage /
Certificate of Deposit / Investment
Bonds (Receipts / Advisor
Reports and Statements / Trade
Tickets / LAIF (Local Agency
Investment Fund))
5 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference; Meets
auditing standards; Published
articles show disposal + 7 years
for security brokerage slips;
statewide guidelines propose
permanent; FTC Reg's rely on
"self-enforcement";
GC§§ 34090, 43900
Finance /
General
Accounting
FN-020 Journal Entries / Journal
Vouchers 2 years 3 years 5 years Mag, Ppr
Department Preference; meets
municipal government auditing
standards; Statute of Limitations
is 4 years; statewide guidelines
propose Audit + 5 years; GC
§34090, CCP § 337
Finance /
General
Accounting
FN-021
Reports, Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue & Expenditure
Reports, etc. (MONTHLY OR

PERIODIC)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference
(Financial System qualifies as a
trusted system); GC §34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

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Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
General
Accounting
FN-022
Reports: Annual State or
Federal: State Controller's
Report, Statement of
Indebtedness, Street Report,
Local Government Compensation
Report, Property Management
Plan, Obligation Payment
Schedules, Due Diligence
Reviews, Gas Tax, MOE
(Maintenance of Effort) Report,
Fixed Charge Special
Assessment Report, Public Self
Insurer Report (SIP Report);
Housing Successor Agency
Housing Assets Fund Report, etc.
2 years 3 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090
Finance /
General
Accounting
FN-022.1 W-9's
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Mag, Ppr Meets IRS auditing standards;
GC §34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

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Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

FINANCE / PAYROLL
Finance /
Payroll FN-023
CalPERS Reports / Retirement
Reports / Annual Valuation
Reports, Actuarial Valuation
Reports, Annual Employer
Statements
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non-records; GC §34090
Finance /
Payroll FN-024
DE-6, DE-7, DE-9 DE-43, W-3, &
DE-166, 941 Forms, IRS 5500
Forms (Employee Benefit Plans),
PERS / FICA & Medicare
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
2 years 3 years 5 years Mag, Ppr
Department Preference; IRS: 4
yrs after tax is due or paid; Ca.

FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
Finance /
Payroll FN-025 Deferred Compensation (City
Statements) 2 years 3 years 5 years Mag, Ppr
Produced by Deferred Comp.

Provider; consistent with
proposed statewide guidelines;
published articles for bank
statements show 4 -7 years; GC
§304090, 26 CFR 31.6001.1
Finance /
Payroll FN-025.1 Payroll Direct Deposit
Authorizations 2 years 3 years 5 years Mag, Ppr Department preference; GC §34090
Finance /
Payroll FN-026
Payroll Reports (includes Leave
Registers, Time Transaction
Reports, etc.)
2 years 3 years 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

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Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Payroll FN-027 Time Sheets / Time Cards 2 years 3 years 5 years Mag, Ppr Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3
years; Published articles show 4 -
10 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5 &
516.6(c); GC §34090
Finance /
Payroll FN-028 W-2's / W-2 Reports 2 years P P Mag, Ppr Department Preference; IRS: 4
yrs after tax is due or paid; Ca.

FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090

RISK MANAGEMENT
Finance /
Risk
Manage.

FN-029 Claims (Liability Claims)
Final
Disposition +
5 years
Final
Disposition +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 945.6, 34090, 34090.6;
PC §832.5
Finance /
Risk
Manage.

FN-030 Insurance Policies (City-owned
policies) 2 years P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC
§34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

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Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Risk
Manage.

FN-031 Lawsuits / Litigation
When no
Longer
Required -
Minimum
Final
Resolution
+ 5 years
When no
Longer
Required -
Minimum
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 945.6, 34090, 34090.6;
PC §832.5
Finance /
Risk
Manage.

FN-032 OSHA Inspections & Citations,
Log 200 and Log 300, 301, 301A 5 years 5 years Ppr
OSHA requires 5 years; State
law requires 2 years; 8 CCR
§3203(b)(1), GC §34090; LC
§6429c
Finance /
Risk
Manage.

FN-032.1 W-4's
No Longer in
Effect + 4
years
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
Department preference; IRS
Regulation 31-6001-1 four years
after the due date of such tax for
the return period to which the
records relate, or the date such
tax is paid, whichever is the
later. GC §34090; 26 CFR

31.6001-1
Finance /
Risk
Manage.

FN-033 Workers Compensation Claim
Runs 5 years 5 years Mag Ppr Meets auditing standards; GC §34090
Finance /
Risk
Manage.

FN-034 Workers Compensation Claims Separation +
2 years
28 years,
OR
Termination
of Benefits +
5 years
(whichever
is longer)
Separation +
30 years,
OR
Termination
of Benefits +
5 years
(whichever
is longer)
Yes: Until
Separation Mag, Ppr
Department preference; Files
maintained separately; Claims
can be made for 30 years for
toxic substance exposure; 8
CCR §3204(d)(1) et seq., 29
CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090, 29 CFR
1627.3, 29 CFR 1602.14; LC
§1198.5; 29 USC 1113
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

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Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

HUMAN RESOURCES
Human
Resources HR-001.1
1095-C, 1094-C (Employer-
Provided Health Insurance Offer
and Coverage & Transmittal Form)
5 years 5 years Mag Ppr
Department Preference;
Instructions state "Generally,
keep copies of information
returns you filed with the IRS or
have the ability to reconstruct
the data for at least 3 years,
from the due date of the returns"
GC §34090
Human
Resources HR-001 Benefit Plan Documents
(CalPERS, Dental, Medical, etc.)
Superseded
+ 2 6 years
Superseded
+ 2 6 years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; Federal law requires
6 years after filing date for
retirement; State Law requires 2
years after action; 29 CFR
1627.3(b)(2); 29 USC 1027; GC
§§12946, 12960, 3409
Human
Resources HR-002
CalPERS Benefit Administration
(Includes contract amendment,
actuarial reports, service credit
reports, annual employee listing,
etc.)
When No
Longer
Required -
Minimum 6
years
When No
Longer
Required -
Minimum 6
years
Mag, Ppr
Department Preference; 6 years
for retirement benefits; State
Law requires 2 years after
action; 29 CFR 1627.3(b)(2); 29
USC 1027; GC §§12946, 12960,
3409
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

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Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-003
Classification Studies /
Reorganization Studies (for
employee classifications and
department structures)
P P Mag, Ppr
Department preference; Bureau
of National Affairs recommends
2 years for all supplementary
Personnel records; Wage rate
tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6,
29 CFR 1602.14, GC §§12946,
12960, 34090
Human
Resources HR-004 Classification Specifications / Job
Specifications
When No
Longer
Required -
Minimum 6
years
When No
Longer
Required -
Minimum 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After
1 year
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; retirement benefits is 6
years from last action; 29 CFR
1602.31 & 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Human
Resources HR-005 Compensation Surveys & Studies
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
Mag, Ppr
PERS requires 5 years for
Compensation Earnable (usually
compensation is adopted via
Resolution of the City Council);
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are 1
or 2 years; State requires 2
years; 29 CFR 516.6(2), 29 CFR
1602.14, 2 CCR 270.5; GC
§§12946, 12960, 34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

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Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-005.1 COVID-19 Notifications to
Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Human
Resources HR-006
Department of Fair Employment &
Housing (DFEH or EEOC) Claims
/ Harassment Claims
Final
Disposition +
3 years
Final
Disposition +
3 years
Mag, Ppr
Department preference; All State
and Federal laws require
retention until final disposition of
formal complaint; State requires
2 years after "fully and finally
disposed"; 2 CCR 7287.0; 2
CCR 11013(c); GC §§12946,
12960, 34090
Human
Resources HR-007 DMV Pull Notices
When
Superseded
or Separated
When
Superseded
or Separated
Mag Ppr
Transitory or source records not
retained in the ordinary course of
business; CHP audits every 2
years; Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; GC §34090
Human
Resources HR-008 Drug & Alcohol Test Results (All -
Positives and Negatives) 2 years 3 years 5 years Mag Ppr D.O.T. Requires 5 years for
positive tests, 1 year for negative
tests; EEOC/FLSA/ADEA (Age)
requires 3 years physical
examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(v), GC §§12946,
12960, 34090, 49 CFR 655.71
et seq.; 49 CFR 382.401 et seq.

Human
Resources HR-008.1
EEO-4 Reports and records
required to generate EEO-4 report
(Self-Identification Form, etc.)
3 years 3 years Mag, Ppr
29 CFR 1602.30; 29 CFR
1602.31, 29 CFR 1602.32; GC
§34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

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Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-009 I-9s Separation +
3 years
Separation +
3 years Mag, Ppr
Non-citizens must re-certify
periodically; RICA recommends
Required for 1 year from
termination or 3 years from
hiring, whichever is later; EEOC
/ FLSA / ADEA (Age) requires 3
years for "any other forms of
employment inquiry"; State Law
requires 2 -3 years; INA
274A(b)(3); INS Rule
274a.1(b)(2); 8 CFR 274a.2; 29
CFR 1627.3(b)(1); GC §§12946,
12960, 34090
Human
Resources HR-010
Personnel Files - Employees &
Elected Officials
(includes Oaths of Offices)
Separation +
6 years
24 years,
OR
Termination
of Benefits +
5 years
(whichever
is longer)
Separation +
30 years,
OR
Termination
of Benefits +
5 years
(whichever
is longer)
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Department preference; Files
maintained separately; Claims
can be made for 30 years for
toxic substance exposure; 8
CCR §3204(d)(1) et seq., 29
CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090, 29 CFR
1627.3, 29 CFR 1602.14; LC
§1198.5; 29 USC 1113
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

Page 323 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-011
Personnel Files - Medical File (all
employees)
Includes Hearing Tests, Respirator Fit
Tests, etc.

Separation +
6 years
24 years,
OR
Termination
of Benefits +
5 years
(whichever
is longer)
Separation +
30 years,
OR
Termination
of Benefits +
5 years
(whichever
is longer)
Yes: Until
Separation Mag, Ppr
Department Preference; Statute
of Limitations for Retirement
Benefits is retirement benefits is
6 years from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 8 CCR §3204(d)(1) et
seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946,
12960, 34090, 3105; LC
§1198.5; 29 CFR 1602.14;
53235.2(b); 53237.2(b)
Human
Resources HR-012
Recruitment and Testing File
(Includes Unsuccessful
Applications, Advertisements, Job
Brochures, Test Data, Testing
Analysis & statistical Metric, Job
Analysis, Rating Sheets,
Scantrons, Rater's Profile &
Confidentiality Agreement,
Flowchart, Eligible Lists, etc.)
Hiring
Decision + 4
3 years
Hiring
Decision + 4
3 years
Mag, Ppr
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
years; 29 CFR 1627.3(b)(1), 29
CFR 1602.14 et seq. 2 CCR
7287.0(c)(2), 2 CCR 11013(c);
GC §§12946, 12960, 34090
Human
Resources HR-013
Studies & Surveys Conducted on
Behalf of the City (Sick Leave,
Attrition, Benefits, etc.)
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
Mag, Ppr Department preference; GC
§34090
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

Page 324 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-014 Workers Compensation Claim
Runs 5 years 5 years Mag Ppr Meets auditing standards; GC §34090
Human
Resources HR-015 Workers Compensation Claims Separation + 2 years
28 years,
OR
Termination
of Benefits +
5 years
(whichever
is longer)
Separation +
30 years,
OR
Termination
of Benefits +
5 years
(whichever
is longer)
Mag, Mfr,
OD, Ppr S Yes: When
Inactive
Department preference; Files
maintained separately; Claims
can be made for 30 years for
toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8 CCR
5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946,
12960, 340900
Bell, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 09/10/2014

Page 325 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

INFORMATION TECHNOLOGY
Information
Technology IT-001 Backup Media - ALL
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery
Purposes Only; Considered a
copy and can be destroyed
when no longer required; tapes
are in autochangers and are
overwritten; store off-site in a
commercial facility for disaster
recovery purposes; GC §34090
et seq.

Information
Technology IT-001.1 Enterprise System Catalogue
(posted on-line) 2 years 2 years Mag GC §34090
Information
Technology IT-002 Network Configuration Maps &
Plans
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Preliminary documents not
retained in the ordinary course of
business; GC §34090 et seq.

Information
Technology IT-003

UNALTERABLE MEDIA /

IMMUTABLE CLOUD BACKUP
(WORM / DVD-r / CD-r / Blue
Ray-R) that does not permit
additions, deletions, or changes
P P OD
For legal compliance for
Trustworthy Electronic Records
(when the electronic record
serves as the official record);
must be stored in a "safe and
separate location"; GC 34090,
12168.7, EVC 1550, 2 CCR
22620 et seq.

Page 326 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

ADMINISTRATION / CHIEF OF POLICE
Police /
Admin. /
Chief
PD-001 CCW (Carry Concealed
Weapon) Permits - Approved
Expiration +
2 years
Expiration +
2 years Yes Mag, Ppr Department Preference; GC §
34090 et seq.

Police /
Admin. /
Chief
PD-002 CCW (Carry Concealed
Weapon) Permits - Denied 2 years 2 years Yes Mag, Ppr GC § 34090 et seq.

Police /
Admin. /
Chief
PD-003
Department Policies &
Procedures / Operation
Directives / General Orders
(Department Policies and
Procedures)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
superseded
Department Preference; GC §
34090 et seq.

Police /
Admin. /
Chief
PD-004
Internal Affairs Investigations /
Complaints: ALL WITHOUT
Sustained Finding of
Misconduct as defined in PC
§832.7
(May include criminal acts, moral
turpitude, complaints generated
from a civilian citizen)
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Consistent with Lexipol Policy;
State requires for at least 5 years
for civilian's complaints; other
State & Federal laws require
retention until final disposition of
formal complaint; State requires
2 years after action is taken;
Statute of Limitations is 4 years
for misconduct after the
discovery of the offense for
misconduct in office;; IA and
Statewide guidelines recommend
25 years for officer-involved
shootings; EVC §1045, GC
§§12946, 12960, 34090, PC
§§801.5, 803(c), 832.5, VC
§2547
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 327 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Chief
PD-004.1
Internal Affairs Investigations /
Complaints: WITH Sustained
Finding of Misconduct as
defined in PC §832.7
Final
Disposition +
15 years
Final
Disposition +
15 years
Mag, Ppr PC §832.7; GC §34090
Police /
Admin. /
Chief
PD-005 Personnel Background Packet -
POLICE Successful (hired)
Separation +
4 3 years
Separation +
4 3 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Department preference;
Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7
years; OSHA requires safety
training 5 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 2
-3 years; 29 CFR 1627.3(b)(ii), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090; 29 USC
1113
Police /
Admin. /
Chief
PD-006
Personnel Background Packet -
POLICE Unsuccessful (not
hired)
When No
Longer
Required -
Minimum 4
3 years
When No
Longer
Required -
Minimum 4
3 years
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference
(Successful employees are sent
to Human Resources); EEOC /
FLSA / ADEA (Age) requires 1-3
years for selection records; State
Law requires 4 2 - 3 years; 29
CFR 1602 et seq & 1627.3(a)(5)
and (6), 2 CCR 7287.0(c)(2), 8
CCR §11040.7( c), GC §§12946,
12960, 34090
Police /
Admin. /
Chief
PD-007 Personnel Files - Police
Training File
Separation +
3 years
Separation +
3 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Human Resources receives
original; GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 328 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Chief
PD-008 Reports and Studies - Historical
(Annual Reports) P P Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
Department Preference; GC §
34090 et seq.

Police /
Admin. /
Chief
PD-009
Reports and Studies regarding
Police operations (not historical -
manpower, etc.)
Report to the State Commission
on Peace Officer Standards and
Training (POST Commission) of
peace officer employment,
compliant, finding, disposition, or
judgement pursuant to §PC
13510.9
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC §
34090 et seq.

Police /
Admin. /
Chief
PD-010
Training - Department Training
Records - COURSE RECORDS
(Attendance Rosters, Outlines
and Materials; includes Use of
Force training, safety training,
etc.)
3 years 3 years 5 years Mag, Ppr
Rosters are sent to POST;
Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7
years; OSHA requires safety
training 5 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 1627.3(b)(ii), LC
§6429(c); GC §§12946, 12960,
34090, 53235.2(b)
Police /
Admin. /
Chief
PD-011 Vehicle Titles "Pink Slips" Upon Sale of
Vehicle
Upon Sale of
Vehicle Ppr Provided to new owner upon
sale; GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 329 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

ADMINISTRATION - COMMUNICATIONS / CAD / DISPATCH
Police /
Admin. -
Commun.

PD-012
Audio Recordings or Tapes -
(CAD/RMS) Recordings of
Telephone & Radio
Communications Dispatch Tapes
(CAD)
When No
Longer
Required -
Minimum
180 days
When No
Longer
Required -
Minimum
180 days
Mag
Department Preference;
Statewide guidelines propose
180 days (legally mandated for
100 days); (may be discoverable
or made public in some
circumstances), GC §§34090,
34090.6

ADMINISTRATION - JAIL / TEMPORARY HOLDING FACILITY
Police /
Admin. -
Jail
PD-013 Booking Log 2 years 2 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Admin. -
Jail
PD-014 Jail In-Custody Rosters 2 years 2 years Mag, Ppr GC §34090 Police /
Admin. -
Jail
PD-015
Recordings: Video Recordings
(Jail surveillance, security, filed
units)
1 year 1 years Mag GC §34090.6(a)
Police /
Admin. -
Jail
PD-016 Self-Pay Prisoners / Private Jail
Contracts Completion 5 years Completion
+ 5 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: Upon
Completion
Statute of Limitations: Contracts
& Spec's=4 years (E&O does not
apply); Statewide guidelines
propose termination + 5 years;
CCP §§336(a), 337 et. seq.; GC
§34090
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Page 330 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

ADMINISTRATION - RECORDS
Police /
Admin. -
Records
PD-017 Citations - Moving Violations,
Marijuana / Cannabis 2 years 2 years Mag, Ppr Parking Citations are sent to Finance; GC §34090 et seq.

Police /
Admin. -
Records
PD-017.1
Citations - Payment Plans for
outstanding parking citations
received by indigent persons
Fully Paid,
Written off,
or Forgiven
+ 5 years
Fully Paid,
Written off,
or Forgiven
+ 5 years
Mag, Ppr
Department preference (the
Statute of Limitation for
collections is 5 years from the
date of the last violation); CVC
40222(b); GC §34090
Police /
Admin. -
Records
PD-018
Crime Statistics / Uniform Crime
Reports (UCR) - Summaries
(BCS)
2 years 2 years Mag, Ppr Department preference; GC
§34090
Police /
Admin. -
Records
PD-019 NCIC Validation 2 years 2 years Mag, Ppr GC §34090 Police /
Admin. -
Records
PD-020

POLICE REPORTS / INCIDENT
REPORTS:

Misdemeanor or Infraction -
Adult Marijuana - H&S
§11357(b)(c)(d)(e) or H&S
§11360(b) (with procedure in
H&S §11361.5) - Except those
with outstanding stolen property,
including firearms, or lost
firearms
2 years 2 years Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
("Shall" Destroy); H&S §11361.5;
GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 331 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. -
Records
PD-021

POLICE REPORTS / INCIDENT
REPORTS:

ALL, Except Those
Specifically Mentioned in the
Schedule
e.g., 5150, Detention Reports,
etc.
5 years 5 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
Provided there are no
outstanding warrants,
unrecovered identifiable items,
criminal deaths, they are not
historically significant, and it is
not classified under PC §800 &
290 and H&S §11850; Stat. of
Limit. is 2 yrs; Destroy juvenile
marijuana after age18; H&S
§11361.5, GC §34090, PC §802,
PC §§187, 800 et seq.

Police /
Admin. -
Records
PD-022

POLICE REPORTS / INCIDENT
REPORTS:

Capital Crimes / Serious
Felonies / Major Crimes,
Juvenile, Child Abuse
(substantiated), Elder Abuse
(substantiated), & Sexual
Assault (Rape),
P P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
Department Preference; DOJ
retains CACI (Child Abuse
Central Index) information for
adults 100 years; Most have no
limitations on commencement of
action; PC §§ 261, 286, 288,
288a, 288.5, 289, 289.5, and
799; 803(h), 11169 et seq.;
11170(a); WIC 707(b)
Police /
Admin. -
Records
PD-023

POLICE REPORTS / INCIDENT
REPORTS:

Factually Innocent Petition
Accepted Records Sealed
Pending Destruction - Except
those with outstanding stolen
property, including firearms, or
lost firearms
Date of
Arrest + 3
years
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
Individual petitions District
Attorney; Sheriff concurs that
person is factually innocent, then
seals record ("Shall" Destroy);
GC §34090; PC §851.8(a)
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 332 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. -
Records
PD-024

POLICE REPORTS / INCIDENT
REPORTS:

Misdemeanor or Infraction -
Juvenile Marijuana / Cannabis -
H&S §11357(E) - Except those
with outstanding stolen property,
including firearms, or lost
firearms
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
(Courts and other Agencies
"Shall" Destroy); H&S §11361.5;
GC §34090
Police /
Admin. -
Records
PD-025

POLICE REPORTS / INCIDENT
REPORTS:

Missing Persons
Until CLETS
Entry No
Longer
Exists -
Minimum 7
years
Until CLETS
Entry No
Longer
Exists -
Minimum 7
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
Department Preference; GC
§34090
Police /
Admin. -
Records
PD-026

POLICE REPORTS / INCIDENT
REPORTS:

Sealed Juvenile and Ward
Cases - Except those with Child
Abuse or Severe Neglect,
(Substantiated), outstanding
stolen property, including
firearms, or lost firearms
Sealing Date
+ 5 years
(Or Court
Order)
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
Statute of Limitations runs up to
age 22, or within five years of
date of discovery of injury /
illness occurring after age of
majority, whichever is later. of
majority + 8 years; sealed
records for juveniles and wards
of the Court must be destroyed 5
years after sealing date; CCP
§§340.1, GC §34090; W&I
§§389(a), 781(d)
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 333 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. -
Records
PD-026.1

POLICE REPORTS / INCIDENT
REPORTS:

Vacatur Relief Granted by Court -
Victim of Human Trafficking
(Nonviolent Crimes)
Court Order
+ 1 year
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
Individual petitions Court ("Shall"
Destroy); GC §34090; PC
§§236.14(k); 236.15(k)
Police /
Admin. -
Records
PD-027 Public Information Requests 2 years 2 years Mag, Ppr GC §34090 Police /
Admin. -
Records
PD-028 Registrants: Narcotic 5 years 5 years Mag, Ppr
Department Preference;
Registration is required for 5
years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Police /
Admin. -
Records
PD-029 Registrants: Sex Offenders -
Adults
P, or Death
of Registrant
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S/M/I No
Department Preference; After
2021, Offenders can petition
Court for removal 10 or 20 years
after offense, provided there are
no subsequent offenses;
Pursuant to PC §290 et seq.

Police /
Admin. -
Records
PD-030 Registrants: Sex Offenders -
Juveniles
P
or Sealing
Date + 5
years (or
Court Order)
P
or Sealing
Date + 5
years (or
Court Order)
Mag, Mfr,
OD, Ppr S/M/I No
Department Preference; After
2021, Offenders can petition
Court for removal 10 or 20 years
after offense, provided there are
no subsequent offenses;
Pursuant to PC §290 et seq.

Police /
Admin. -
Records
PD-031 RMS Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Police /
Admin. -
Records
PD-031.1
STOP Source Data, Audit Log /
Racial and Identity Profiling Act
(RIPA) Annual Report
3 years 3 years Mag, Ppr 11 CCR 999.228; 11 CCR
999.229; GC §34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 334 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. -
Records
PD-032
Subpoenas (all Police Dept.) /
Discovery Requests / Pitchess
Motions / Personal Appearance /
Duces Tecum
When No
Longer
Required
When No
Longer
Required
Mag, Ppr The City utilizes the County's
electronic system; GC §34090
Police /
Admin. -
Records
PD-033 Vehicle Repossession
Notifications
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary Drafts; GC§ 34090 et
seq.

INVESTIGATION / DETECTIVES
Police /
Records PD-034 Detectives Investigation Files
and Arrest Files - ALL Crimes
Transfer to
Records
Transfer to
Records Mag, Ppr
Final reports and records are
transferred to the case file stored
in Records; GC §34090 et seq.

Police /
Investigat. PD-035 Informant Files 10 years 10 years Mag, Ppr Informant information; Does not
contain criminal intelligence
information concerning
individuals; Department
preference GC §34090
Police /
Investigat. PD-036 Intelligence Files (Criminal
Intelligence Files) 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: When
Superseded
Files contain criminal intelligence
information concerning an
individual only if there is
reasonable suspicion that the
individual is involved in criminal
conduct or activity and the
information is relevant to that
criminal conduct or activity.

Misleading, obsolete or unreliable
information is required to be
destroyed; remaining records
must not be retained longer than
5 years; 28 CFR 23.20(h); GC
§34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 335 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

PATROL
Police /
Patrol PD-037 Patrol Ride-A-Long Waiver Form 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol PD-038 Special Events / Ops Plan 5 years 5 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Patrol PD-039 Traffic Control: Radar
Calibration Records
Life of the
Equipment +
2 years
Life of the
Equipment +
2 years
Mag, Ppr Department preference; GC
§34090 et seq.

PROPERTY & EVIDENCE
Police /
Property &
Evidence
PD-040 Crime Report Photos (in RMS) Indefinite Indefinite Mag, Mfr, OD, Ppr S / I Yes: After 1
year
Department Preference; GC
§34090
Police /
Property &
Evidence
PD-041 Forfeiture Notification / DOJ
Equitable Sharing Program 2 years 2 years Mag, Ppr
Per Federal DOJ requirements
(Equitable Sharing Guide); GC
§34090
Police /
Property &
Evidence
PD-042 Gun and Narcotics Destruction
Log (Documents related to) P P Mag, Ppr Department Preference; GC §34090
Police /
Property &
Evidence
PD-043 Latent Print File
Follows the
Retention
Period of the
Crime
Report
Follows the
Retention of
the Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
Department Preference; GC
§34090
Police /
Property &
Evidence
PD-043.1
Officer Recordings: Body-Worn
Cameras – LOGS of Access or
Deletion of Data
P P Mag, PC§ 832.18(b)(5)(E); GC
§34090.6 et seq.

Police /
Property &
Evidence
PD-043.2
Officer Recordings: Body-Worn
Cameras - that ARE evidence,
Officer Involved Shootings /
Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

Page 336 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Property &
Evidence
PD-043.3
Officer Recordings: Body-Worn
Cameras - that are NOT
evidence
60 days 60 days Mag, PC§ 832.18(b)(5)(A); GC
§34090.6 et seq.

Police /
Property &
Evidence
PD-043.4
Officer Recordings: Mobile
Audio/Video Recordings that are
not evidence ("hip recorders",
etc.)
1 year 1 year Mag
Department preference;
Recordings that become
evidence are stored with
evidence; consistent with Lexipol
requirements; GC §34090.6(a)
Police /
Property &
Evidence
PD-044 Property Release Forms
Follows the
Retention
Period of the
Crime
Report
Follows the
Retention of
the Crime
Report
Mag, Ppr Department Preference; GC
§34090
Bell, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 09/10/2014

Page 337 ends

City of Bell
Agenda Report

DATE: August 23, 2023

TO: Honorable Mayor and City Council

FROM: Rickey Manbahal, Interim Finance Director

APPROVED Michael L. Antwine II (e-signature)
BY: ________________________________________
Michael L. Antwine II, City Manager

SUBJECT: A Resolution Re-Establishing The Fiscal Year 2023-24 General Obligation Bonds Levy And A Resolution Re-Establishing the Fiscal Year 2023-24 Voter-Approved Property Tax Override To Fund Pension And Retiree Obligations.

RECOMMENDATION:

It is recommended that the City Council read by title only, waive further reading and adopt the following resolutions:

1. Resolution No. 2023- 61 - A Resolution of the City Council of the City of Bell Adopting and Re-Establishing the Fiscal Year 2023-24 Annual Levy Rate to meet the City of Bell General Obligation Bonds, Series 2018A and Series 2018B.

2. Resolution No. 2023-62 - A Resolution of the City Council of the City of Bell Adopting and Re-Establishing the Fiscal Year 2023-24 Rate of Annual Voter-Approved Property Tax Override to Fund Pension and Other Retiree Obligations.

Background:

On August 7, 2023, the County of Los Angeles Department of Auditor/Controller notified and provided the city with the annual FY2022-23 Assessed Valuation and Tax Rate Input Forms.

Government Code Section 51551 stipulates that annually, before August 21, 2023, the City legislative body shall cause to be delivered to the Los Angeles County Auditor a certified statement showing adoption of override and general obligation bond levies. Due to a conflict in council meeting schedule, the Bell Finance Department requested for an extension. The request has been granted, and the final document submission is scheduled on August 24, 2023.

Both the General Obligation Bonds levy and the Pension Tax Levy are existing taxes. These resolutions are required by Los Angeles County, and serve only to continue existing levies.

DISCUSSION:

General Obligation Bonds Levy – The 2018 A & 2018 B Bonds are being issued by the City to refund all of the outstanding City General Obligation Bonds Series 2004 and Series 2007. Section 53515 (a) of the Government Code of the State of California provides that General Obligation AGENDA ITEM 12

Page 338 ends

Bonds issued and sold by or on behalf of a local agency shall be secured by a statutory lien on all revenues received pursuant to the levy and collection of the tax.

The refunding revised the debt service payment schedules for the GO debt without extending the term of the debt. After equating levy income with annual debt service requirements, the revised tax rate, 0.087111 or $0.000871 per $100 of assessed value, represents a decrease of 0.005492 from the prior rate of 0.092603.

Tax Override Funding Pension and Retiree Obligations – Prop 13 exempted ad valorem taxes in existence before July 1, 1978. The voters of the City of Bell authorized the levy of a property tax to fund the costs of the employee pension system in 1944.

The maximum tax that a city can apply is the higher of the rate in existence in 1982-83 or 1983-

84. In Bell the rate in effect during both of these years was 0.187554, or $0.00188 per $100 of assessed value. This rate has remained in effect and unchanged for several years.

FISCAL IMPACT:

The General Obligation Bond levy is estimated to generate $2,080,687.50 in FY 2024. The Debt service requirements for the 2018A and 2018B bonds totals $2,075,687.50 plus $5,000 estimated reporting fees for disclosure statements suggesting there is no contingency created at year end.

The Retirement Pension levy is estimated to generate $4,072,000 in FY 2024. The operational and debt service requirements to include City’s unfunded pension liability total of $4,158,554, suggesting that a negative balance of $ 86,554 may be created at year end.

ATTACHMENTS:

1. GO Bonds Resolution No.2023-61

2. Pension and Retiree Obligation Resolution No. 2023-62

3. County of Los Angeles Assessed Valuation Notification

Page 339 ends

RESOLUTION NO 2023-61

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

BELL ADOPTING AND RE-ESTABLISHING THE FISCAL
YEAR 2023-24 ANNUAL LEVY RATE TO MEET THE CITY

OF BELL GENERAL OBLIGATION BONDS (ELECTION OF
2003), SERIES 2018A AND SERIES 2018B

WHEREAS, the City of Bell held a general election on November 3, 2003 introducing Measure A to authorize the City of Bell to issue seventy million dollars of general obligation bonds to finance the acquisition, construction and/or the costs of certain m u n i c i p a l improvements and facilities; and

WHEREAS, Resolution 2003-56. approved on November 12, 2003 recited the facts of the Special Municipal Election held on November 3, 2003 to certify the passing of Measure A by over two-thirds of the qualified voters of the City; and

WHEREAS, Resolution 2004-41 approved on October 4, 2004 authorized the issuance of the first series of bonds (Series of 2004) under the authorization received at the general election of November 3, 2003; and ꞏ ꞏ

WHEREAS, the City issued Series of 2004 bonds in the amount of fifteen million dollars pursuant to the Constitution and the laws of the State of California, the Resolution, and the Paying Agent Agreement executed on November 1, 2004; and ꞏ

WHEREAS, Resolution 2007-21 approved on May 7, 2007 authorized the issuance of the. second series of bonds (Series of 2007) under the authorization received at the general election of November 3, 2003; and . ꞏ

WHEREAS, the City issued Series of 2007 bonds in the amount of thirty five million dollars pursuant to the Constitution and the laws of the State of California, the Resolution, and
the Paying Agent Agreement executed on August 1, 2007; and

WHEREAS, in mid-2012, the City invited owners of the Series 2007 to tender their bonds for purchase to the City pursuant to the City's Offer to Purchase, dated June 13, 2007;

WHEREAS, on July 17, 2012, the City accepted $10,435,000 in principal amount of the Series of 2007 bonds for purchase from unused proceeds and advance refunded (from unused proceeds) an additional $5,945,000 in principal amount by placing funds into an irrevocable escrow to pay said bonds pursuant to an Escrow Agreement, dated as of July 1, 2012, by and among the City and U.S. Bank National Association, as paying agent for the Series of 2007 Bonds;

WHEREAS, Resolution 2018-17 approved on March 28, 2018 authorized the refunding of all outstanding series 2004 and Series 2007 bonds;

WHEREAS, on June 13, 2018 the city issued the 2018 Series A bonds (2018A) in the amount of ten million four hundred and five thousand dollars and the 2018 Series B bonds (2018B) in the amount of sixteen million three hundred and sixteen thousand dollars to refund the aforementioned 2004 and 2007 bonds;

Page 340 ends

WHEREAS, $10,405,000 of the Series 2018A and $16,360,000 of the Series 2018B Bonds remain unredeemed;

WHEREAS, the City of Bell Council is empowered and is obligated to levy ad valorem taxes, without limitation of rate or amount, for the payment of interest on and principal of the
Bonds, upon all property subject to taxation by the City (except certain personal property which is taxable at limited rates); and

WHEREAS, the City of Bell has made debt service payments under the Series 2018A and Series 2018B bonds; and

WHEREAS, the City of Bell desires to set the tax levy for fiscal year 2023-2024; and

NOW, THEREFORE, THE MAYOR AND COUNCIL MEMBERS OF THE CITY OF BELL DO
HEREBY FIND AND RESOLVE AS FOLLOWS:

SECTION 1. That there is hereby levied a municipal tax based upon the value of all taxable property as assessed and equalized in the City of Bell for the municipal purpose hereinafter described, for the fiscal year 2022-23 at the following percentage of full value on the
assessment roll, to wit:

For Measure A - General Obligation Bonds (Indebtedness approved by voters at the General Election held on November 4, 2003):

0.087111

SECTION 2. That the City Clerk shall certify to the adoption of this resolution and thereafter the same shall be in full force and effect.

PASSED, APPROVED AND ADOPTED this 23rd day of August 2023.

_____________________________
Fidencio J Gallardo, Mayor

APPROVED AS TO FORM

______________________
David Aleshire, City Attorney

Page 341 ends

CERTIFICATE OF ATTESTATI ON AND ORIGINALITY

I, Angela Bustamante, City Clerk of the City of Bell, hereby attest to and certify that the foregoing resolution is the original resolution adopted by the Bell City Council at its regular meeting held on the 23rd day of August, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

_________________________________
Angela Bustamante, City Clerk

Page 342 ends

RESOLUTION NO. 2023-62

A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF BELL ADOPTING AND RE-ESTABLISHI NG
THE FISCAL YEAR 2023-24 RATE OF THE ANNUAL

VOTER-APPROVED PROPERTY TAX OVERRIDE TO

FUND PENSION AND OTHER RETIREE OBLIGATIONS

THE CITY COUNCIL OF THE CITY OF BELL DOES HEREBY FIND AND RESOLVE AS FOLLOWS:

SECTION 1. FINDINGS.

(A) . In 1944, the voters of the City of Bell authorized the City to levy a property tax to fund employee pensions and other retirement obligations. The City has operated and funded such a system since that time and participates in the California Public Employee Retirement System.

(B) Article 13A, section 1(b) of the State Constitution, which was enacted by Proposition 13, provides that the 1% limit on the property tax rate is not applicable to ad valorem taxes or special assessments to pay the interest and redemption charges on any "indebtedness" approved by the voters prior to July 1, 1978. State courts have held that pension obligations in existence before that date are an "indebtedness," and that “a city may levy an additional property

tax to fund those obligations. Such a tax is commonly referred to as a "property tax override."

(C) In implementing the provisions of Proposition 13 -, the State Legislature has enacted Revenue & Taxation Code section 96.31, subsection (b} of which limits the maximum property tax that a city may levy to fund pension obligations at the rate that the City levied such a tax in either the 1982-83 or 1983-84 fiscal year, whichever is higher. The additional property tax rate

levied for the City's public employee pension ꞏ obligations in both the 1982-83 and 1983-84 fiscal years was 0.187554%. ꞏ ꞏ

(D) The revenue from the additional property tax is ꞏ used to partially ꞏ pay for retiree health insurance benefits, payments for City employees into the California Public Employee Retirement System, and payments on bonds issued to fund the City's obligations to its retired employees.

SECTION 2. FISCAL YEAR 2023-24 PROPERTY TAX OVERRIDE. RATE.

The voter-authorized annual property tax to partially fund the City of Bell's pension and other retiree obligations is hereby established at the rate set forth below for the 2022-23 fiscal year, and the tax shall be levied at that rate and identified as follows: 0.187554

For Employee Post-Employment Benefits Fund-Pension Obligation (Indebtedness approved by
voters prior to July 1, 1978)

SECTION 3. EFFECTIVE DATE.

This Resolution shall take effect immediately upon adoption and will apply to the 2023-24 Fiscal

Year

SECTION 4. SEVERABILITY CLAUSE.

Page 343 ends

The provisions of this Resolution are severable and if any provision, clause, sentence, word or part thereof is held illegal, invalid, unconstitutional, or inapplicable to any person or circumstances, such illegality, invalidity, uncons titutionality, or inapplicability shall not affect or impair any of the remaining provisions, clauses, sentences, sections, words or parts thereof of the Resolution or their applicability to other persons or circumstances.

PASSED, APPROVED AND ADOPTED this 23rd day of August 2023.

_____________________________
Fidencio J. Gallardo, Mayor

APPROVED AS TO FORM

______________________
David Aleshire, City Attorney

CERTIFICATE OF ATTESTATION AND ORIGINALITY

I, Angela Bustamante, City Clerk of the City of Bell, hereby attest to and certify that the foregoing
resolution is the original resolution adopted by the Bell City Council at its regular meeting held on the 23rd day of August, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

_________________________________
Angela Bustamante, City Clerk

Page 344 ends

COUNTY OF LOS ANGELES

DEPARTMENT OF AUDITOR-CONTROLLER

PROPERTY TAX APPORTIONMENT DIVISION

KENNETH HAHN HALL OF ADMINISTRATION
500 WEST TEMPLE STREET, ROOM 484
LOS ANGELES, CALIFORNIA 90012-3554

Help Conserve Paper – Print Double-Sided
“To Enrich Lives Through Effective and Caring Service”

OSCAR VALDEZ

AUDITOR-CONTROLLER

ASSISTANT AUDITOR-CONTROLLERS

MAJIDA ADNAN
ROBERT G. CAMPBELL

CONNIE YEE
August 7, 2023

All Taxing Agencies
County of Los Angeles

Attention: Treasurer or Finance Director

FISCAL YEAR (FY) 2023-24 ASSESSED VALUATION AND TAX RATE INPUT FORMS

Enclosed are the FY 2023-24 assessed valuation statements for your taxing agency and our standard CR52 Report A input form for this fiscal year. To assist you in establishing your tax rates, also included is an information sheet indicating the FY 2022 -2023 unitary and pipeline revenue paid to your agency. This represents your agency’s proportionate share of the tax revenue generated from the FY 2022 -2023 countywide unitary values assessed by the State and pipeline values assessed by the County.

The CR52 Report A input form along with a copy of your resolution must be completed and returned by August 21, 2023. The tax rates must be extended to six decimal places (e.g., 123456). Please enter zeros (e.g., 000000), if your agency does not levy a tax rate. If your agency levies a tax rate, it must be in accordance with the provisions of Article XIII A, Section 1(b) of the Constitution of the State of California. This law requires that a debt service rate only be applied to the voters if it is approved prior to July 1, 1978 and any bonded indebtedness for the acquisition or improvement of real property approved on or after July 1, 1978, by two-thirds of the votes cast by the voters voting on the proposition.

Please email the completed electronic form in PDF format and a scanned copy of the signed resolution to Merle Guazon at [email protected]. Then, submit the original signed form and a copy of the signed resolution to:

Page 345 ends

cl��C{;M
County of Los Angeles
Department of Auditor-Controller
P
roperty Tax Apportionment Division
500 West Temple Street, Room 484
Los Angeles, CA 90012-3554
Attention: Daniel Rodriguez
Please make sure the input form is completely filled out and signed to ensure inclusion of your tax rate(s) on the tax bills.

If you have any questions or require additional assistance, please contact Daniel Rodriguez at [email protected] or Ellaine Mallari at [email protected].

Very truly yours,
Linda Santillano
Division Chief
LS:DR:em
H:\Create Tax Roll - Annual\NEW - FY PROCESS\FY 2023-2024\CR Process\Debt Service Rate Letter FY 2023-24.docx Attachments

Page 346 ends

CR52RPTA COUNTY OF LOS ANGELES

AUDITOR-CONTROLLER,

PROPERTY TAX APPORTIONMENT DIVISION
2023 - 24 SECURED TAX RATES
ACCT # AGENCY NAME TAX RATE
116.01 CITY-BELL TD #1
116.02 CITY-BELL CHELI INDUST. RP
116.03 CITY-BELL CHELI INDL RP 2
116.04 CITY BELL CHELI RP 87 ANX
116.21 CITY OF BELL LIGHTING DISTRICT
116.50 BELL MEASURE A-GEN. OBLIG. BONDS
I, _______________________________ , AM A MEMBER OF THE CITY COUNCIL, A

MEMBER OF THE GOVERNING BOARD, THE CHIEF EXECUTIVE OR THE CHIEF

FINANCIAL OFFICER FOR THIS AGENCY AND I HEREBY CERTIFY THAT THE TAX

RATES LEVIED HEREIN ARE IN ACCORDANCE WITH THE PROVISIONS OF THE ARTICLE XIII SECTION 1(b) OF THE CONSTITUTION OF THE STATE OF CALIFORNIA.

AUTHORIZED SIGNATURE TITLE DATE
.187554
.187554
.187554
.187554
.000000
.087111
Rickey Manbahal
Interim Finance Director

Page 347 ends

76C 194E REV. 6/22 COUNTY OF LOS ANGELES

AUDITOR - CONTROLLER/TAX DIVISION
SV13 ASSESSED VALUATIONS 0208

TAXING AGENCY

SECURED VALUATIONS

UNSECURED VALUATIONS

LOCALLY ASSESSED
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - LOCALLY ASSESSED
PUBLIC UTILITY (ST. BOARD OF EQUAL)
LAND

IMPROVEMENTS

PERSONAL PROPERTY

TOTAL - PUBLIC UTILITY

TOTAL - SECURED VALUATIONS
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - UNSECURED VALUATIONS

GRAND TOTAL

AIRCRAFT

SECURED

HOMEOWNER EXEMPTION

UNSECURED

HOMEOWNER EXEMPTION
TOTAL

HOMEOWNER EXEMPTION
Exclusive of Homeowner Exemption.

Tax levied at last year's secured rate.

Taxed at full rate distributed according to
5451 to 5456 of the Revenue Taxation Code.

Do notadd to exemptions for rate setting purposes.

Subtract from Total-Unsecured Valutions for
determination of Unsecured Tax Revenue.

The above information was compiled
from the official records of the
County of Los Angeles

AUDITOR - CONTROLLER
By Linda Santillano
Chief, Tax Apportionment Division
1 2
3 4
5 116.01 CITY-BELL TD #1
762,318,619
643,759,965
573,626
16,610,409
1,390,041,801
1,383,580
1,383,580
1,425,618,626
8,693,619
8,693,619
5 4
3 1
2 1
34,193,245
2,020,400
16,937,405
19,276,240
1,391,425,381
7/25/2023 AUGUST 2023

Page 348 ends

76C 194E REV. 6/22 COUNTY OF LOS ANGELES

AUDITOR - CONTROLLER/TAX DIVISION
SV13 ASSESSED VALUATIONS 0209

TAXING AGENCY

SECURED VALUATIONS

UNSECURED VALUATIONS

LOCALLY ASSESSED
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - LOCALLY ASSESSED
PUBLIC UTILITY (ST. BOARD OF EQUAL)
LAND

IMPROVEMENTS

PERSONAL PROPERTY

TOTAL - PUBLIC UTILITY

TOTAL - SECURED VALUATIONS
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - UNSECURED VALUATIONS

GRAND TOTAL

AIRCRAFT

SECURED

HOMEOWNER EXEMPTION

UNSECURED

HOMEOWNER EXEMPTION
TOTAL

HOMEOWNER EXEMPTION
Exclusive of Homeowner Exemption.

Tax levied at last year's secured rate.

Taxed at full rate distributed according to
5451 to 5456 of the Revenue Taxation Code.

Do notadd to exemptions for rate setting purposes.

Subtract from Total-Unsecured Valutions for
determination of Unsecured Tax Revenue.

The above information was compiled
from the official records of the
County of Los Angeles

AUDITOR - CONTROLLER
By Linda Santillano
Chief, Tax Apportionment Division
1 2
3 4
5 116.02 CITY-BELL CHELI INDUST. RP
124,865,776
174,387,364
504,998
298,748,142
332,910,012
5 4
3 1
2 1
34,161,870
19,421,941
14,739,929
298,748,142
7/25/2023 AUGUST 2023

Page 349 ends

76C 194E REV. 6/22 COUNTY OF LOS ANGELES

AUDITOR - CONTROLLER/TAX DIVISION
SV13 ASSESSED VALUATIONS 0210

TAXING AGENCY

SECURED VALUATIONS

UNSECURED VALUATIONS

LOCALLY ASSESSED
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - LOCALLY ASSESSED
PUBLIC UTILITY (ST. BOARD OF EQUAL)
LAND

IMPROVEMENTS

PERSONAL PROPERTY

TOTAL - PUBLIC UTILITY

TOTAL - SECURED VALUATIONS
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - UNSECURED VALUATIONS

GRAND TOTAL

AIRCRAFT

SECURED

HOMEOWNER EXEMPTION

UNSECURED

HOMEOWNER EXEMPTION
TOTAL

HOMEOWNER EXEMPTION
Exclusive of Homeowner Exemption.

Tax levied at last year's secured rate.

Taxed at full rate distributed according to
5451 to 5456 of the Revenue Taxation Code.

Do notadd to exemptions for rate setting purposes.

Subtract from Total-Unsecured Valutions for
determination of Unsecured Tax Revenue.

The above information was compiled
from the official records of the
County of Los Angeles

AUDITOR - CONTROLLER
By Linda Santillano
Chief, Tax Apportionment Division
1 2
3 4
5 116.03 CITY-BELL CHELI INDL RP 2
91,086,382
70,823,595
48,582,883
113,327,094
115,857,438
5 4
3 1
2 1
2,530,344
1,342,659
1,187,685
113,327,094
7/25/2023 AUGUST 2023

Page 350 ends

76C 194E REV. 6/22 COUNTY OF LOS ANGELES

AUDITOR - CONTROLLER/TAX DIVISION
SV13 ASSESSED VALUATIONS 0211

TAXING AGENCY

SECURED VALUATIONS

UNSECURED VALUATIONS

LOCALLY ASSESSED
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - LOCALLY ASSESSED
PUBLIC UTILITY (ST. BOARD OF EQUAL)
LAND

IMPROVEMENTS

PERSONAL PROPERTY

TOTAL - PUBLIC UTILITY

TOTAL - SECURED VALUATIONS
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - UNSECURED VALUATIONS

GRAND TOTAL

AIRCRAFT

SECURED

HOMEOWNER EXEMPTION

UNSECURED

HOMEOWNER EXEMPTION
TOTAL

HOMEOWNER EXEMPTION
Exclusive of Homeowner Exemption.

Tax levied at last year's secured rate.

Taxed at full rate distributed according to
5451 to 5456 of the Revenue Taxation Code.

Do notadd to exemptions for rate setting purposes.

Subtract from Total-Unsecured Valutions for
determination of Unsecured Tax Revenue.

The above information was compiled
from the official records of the
County of Los Angeles

AUDITOR - CONTROLLER
By Linda Santillano
Chief, Tax Apportionment Division
1 2
3 4
5 116.04 CITY BELL CHELI RP 87 ANX
265,482,122
231,976,733
890,762
13,351,652
484,997,965
187,500
182,500
370,000
512,446,735
965,706
965,706
5 4
3 1
2 1
27,078,770
13,332,838
13,745,932
485,367,965
7/25/2023 AUGUST 2023

Page 351 ends

76C 194E REV. 6/22 COUNTY OF LOS ANGELES

AUDITOR - CONTROLLER/TAX DIVISION
SV13 ASSESSED VALUATIONS 0212

TAXING AGENCY

SECURED VALUATIONS

UNSECURED VALUATIONS

LOCALLY ASSESSED
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - LOCALLY ASSESSED
PUBLIC UTILITY (ST. BOARD OF EQUAL)
LAND

IMPROVEMENTS

PERSONAL PROPERTY

TOTAL - PUBLIC UTILITY

TOTAL - SECURED VALUATIONS
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - UNSECURED VALUATIONS

GRAND TOTAL

AIRCRAFT

SECURED

HOMEOWNER EXEMPTION

UNSECURED

HOMEOWNER EXEMPTION
TOTAL

HOMEOWNER EXEMPTION
Exclusive of Homeowner Exemption.

Tax levied at last year's secured rate.

Taxed at full rate distributed according to
5451 to 5456 of the Revenue Taxation Code.

Do notadd to exemptions for rate setting purposes.

Subtract from Total-Unsecured Valutions for
determination of Unsecured Tax Revenue.

The above information was compiled
from the official records of the
County of Los Angeles

AUDITOR - CONTROLLER
By Linda Santillano
Chief, Tax Apportionment Division
1 2
3 4
5 116.00 CITY TOTAL - CITY BELL CH
1,243,752,899
1,120,947,657
1,464,388
79,049,942
2,287,115,002
1,571,080
182,500
1,753,580
2,386,832,811
9,659,325
9,659,325
5 4
3 1
2 1
97,964,229
2,020,400
51,034,843
48,949,786
2,288,868,582
7/25/2023 AUGUST 2023

Page 352 ends

76C 194E REV. 6/22 COUNTY OF LOS ANGELES

AUDITOR - CONTROLLER/TAX DIVISION
SV13 ASSESSED VALUATIONS 0213

TAXING AGENCY

SECURED VALUATIONS

UNSECURED VALUATIONS

LOCALLY ASSESSED
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - LOCALLY ASSESSED
PUBLIC UTILITY (ST. BOARD OF EQUAL)
LAND

IMPROVEMENTS

PERSONAL PROPERTY

TOTAL - PUBLIC UTILITY

TOTAL - SECURED VALUATIONS
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - UNSECURED VALUATIONS

GRAND TOTAL

AIRCRAFT

SECURED

HOMEOWNER EXEMPTION

UNSECURED

HOMEOWNER EXEMPTION
TOTAL

HOMEOWNER EXEMPTION
Exclusive of Homeowner Exemption.

Tax levied at last year's secured rate.

Taxed at full rate distributed according to
5451 to 5456 of the Revenue Taxation Code.

Do notadd to exemptions for rate setting purposes.

Subtract from Total-Unsecured Valutions for
determination of Unsecured Tax Revenue.

The above information was compiled
from the official records of the
County of Los Angeles

AUDITOR - CONTROLLER
By Linda Santillano
Chief, Tax Apportionment Division
1 2
3 4
5 116.21 CITY OF BELL LIGHTING DISTRICT
954,952,236
803,236,161
1,464,388
29,962,061
1,729,690,724
623,100
182,500
805,600
1,758,420,635
9,659,325
9,659,325
5 4
3 1
2 1
27,924,311
14,162,218
13,762,093
1,730,496,324
7/25/2023 AUGUST 2023

Page 353 ends

76C 194E REV. 6/22 COUNTY OF LOS ANGELES

AUDITOR - CONTROLLER/TAX DIVISION
SV13 ASSESSED VALUATIONS 0214

TAXING AGENCY

SECURED VALUATIONS

UNSECURED VALUATIONS

LOCALLY ASSESSED
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - LOCALLY ASSESSED
PUBLIC UTILITY (ST. BOARD OF EQUAL)
LAND

IMPROVEMENTS

PERSONAL PROPERTY

TOTAL - PUBLIC UTILITY

TOTAL - SECURED VALUATIONS
LAND

IMPROVEMENTS

PERSONAL PROPERTY
LESS: EXEMPTIONS

TOTAL - UNSECURED VALUATIONS

GRAND TOTAL

AIRCRAFT

SECURED

HOMEOWNER EXEMPTION

UNSECURED

HOMEOWNER EXEMPTION
TOTAL

HOMEOWNER EXEMPTION
Exclusive of Homeowner Exemption.

Tax levied at last year's secured rate.

Taxed at full rate distributed according to
5451 to 5456 of the Revenue Taxation Code.

Do notadd to exemptions for rate setting purposes.

Subtract from Total-Unsecured Valutions for
determination of Unsecured Tax Revenue.

The above information was compiled
from the official records of the
County of Los Angeles

AUDITOR - CONTROLLER
By Linda Santillano
Chief, Tax Apportionment Division
1 2
3 4
5 116.50 BELL MEASURE A-GEN. OBLIG. BONDS
1,243,752,899
1,120,947,657
1,464,388
79,049,942
2,287,115,002
1,571,080
182,500
1,753,580
2,386,832,811
9,659,325
9,659,325
5 4
3 1
2 1
97,964,229
2,020,400
51,034,843
48,949,786
2,288,868,582
7/25/2023 AUGUST 2023

Page 354 ends

ACCOUNT NO AGENCY NAME 1% REVENUE D/S REVENUE
2022-2023 UNITARY REVENUE

LISTED BELOW IS THE AMOUNT OF THE COUNTYWIDE UNITARY REVENUE CREDITED AND PAID TO YOUR AGENCY FOR 2022-2023. THIS REPRESENTS YOUR AGENCY'S SHARE OF THE REVENUE GENERATED FROM THE COUNTYWIDE UNITARY (STATE ASSESSED) AND PIPELINE (COUNTY ASSESSED) VALUE OF $23,971,145,943 REPORTED IN 2022-2023.

FOR YOUR INFORMATION, THE 2023-2024 COMBINED COUNTYWIDE UNITARY AND PIPELINE VALUE IS $25,839,956,629.

COUNTY OF LOS ANGELES

AUDITOR-CONTROLLER

PROPERTY TAX APPORTIONMENT DIVISION
116.01 CITY-BELL TD #1 29,342.65 44,345.20
116.02 CITY-BELL CHELI INDUS 29,660.62 0.00
116.03 CITY-BELL CHELI INDL 6,824.76 0.00
116.04 CITY BELL CHELI RP 8 45,207.71 0.00
116.21 CITY OF BELL LIGHTING DISTR 11,022.35 0.00
116.50 BELL MEASURE A-GEN. OBLIG. 0.00 21,942.72

Page 355 ends

City of Bell
Agenda Report

DATE: August 23, 2023

TO: Mayor and Members of City Council

FROM: Rickey S. Manbahal, Interim Finance Director

APPROVED Michael L. Antwine (e-signature)
B Y :

Michael L. Antwine II, City Manager

SUBJECT: Consideration Amending Reso lution 2019-60 to include Eleven (11) additional Vendors to the Forthwith List

RECOMMENDATION:

It is recommended that the City Council read by title only, waive further reading and adopt Resolution 2023-63 titled:

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELL

AMENDING THE FORTHWITH LIST TO ADD ELEVEN
ADDITIONAL VENDORS AND RESCIND RESOLUTION 2019-60

BACKGROUND:

Forthwith payments are payments processed and delivered to vendors in advance of City Council approval. Forthwith payments are thereafter included on the next City Council warrant register for post-transaction approval. There are a variety of reasons that local governments process payments in advance of approval by elected officials, including processing of payroll; community events, education and travel expenses, water and telephone expenses, payment to the utility gas company, in order to avoid late fees or service discontinuation.

At the City Council meeting of August 14, 2019, Resolution No.2019-60 was approved which expanded list of vendors and contractors eligible for Forthwith payment practices.

DISCUSSION:

After conducting a review of our vendors and services rendered staff is requesting to expand the Forthwith list to include the following additional vendors:

Allied Universal Security Services
CDBG Residential/Commercial Rehab Program Vendors
Department of Justice
DS Services of America
Employee Travel Per Diem
Garda CL West, Inc.

AGENDA ITEM 13

Page 356 ends

GoTo Communications, Inc.

Lee Lighting and Electrical
Quadient Finance USA
Registrar-Recorder/County of Los Angeles
World Private Security

After reviewing the Forthwith list, Finance is not recommending removal of any vendors from the list.

FISCAL IMPACT:

None

ATTACHMENTS:

1. Resolution 2019-60

2. Resolution 2023-63 (Revised)
a. EXHIBIT A – LIST OF RECOMMENDED FORTHWITH VENDORS

Page 357 ends

Page 358 ends

Page 359 ends

Page 360 ends

Page 361 ends

Page 362 ends

Resolution 2023-63

Page 1 ends

RESOLUTION NO. 2023-63

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELL

AMENDING THE FORTHWITH LIST TO ADD ELEVEN
ADDITIONAL VENDORS AND RESCIND RESOLUTION 2019-60

WHEREAS, on August 14, 2019, the City Council adopted Resolution 2019-60, which established guidelines for “Forthwith" advance payments to vendors and contractors; and

WHEREAS, Finance Staff has reviewed the Forthwith list and is proposing to add eleven vendors and remove vendors the city no longer uses (Exhibit A); and

WHEREAS, the eleven vendors/contractors are eligible for “forthwith" advance payment to avoid interruption on vital City operations according to the judgment of the City Manager or his/her designee; and

WHEREAS, City staff is recommending for the City Council to adopt Resolution 2023-63 which adds the eleven additional vendors to the Forthwith List and rescinds Resolution 2019-60

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BELL DOES HEREBY FIND AND RESOLVE AS FOLLOWS:

SECTION 1. The above findings are true and correct and are incorporated herein by reference.

SECTION 2. Adopt Resolution 2023-63 expanding the list of vendors and contractors eligible for "Forthwith" payments to include the following eleven vendors:

Allied Universal Security Services
CDBG Residential/Commercial Rehab Program Vendors
Department of Justice
DS Services of America
Employee Travel Per Diem
Garda CL West, Inc.

GoTo Communications, Inc.

Lee Lighting and Electrical
Quadient Finance USA
Registrar-Recorder/County of Los Angeles
World Private Security

SECTION 3. Resolution 2019-60 shall be repealed and replaced with Resolution No. 2023-63.

SECTION 4. The City’s custodian of funds, or his/her designee, is hereby authorized to pay the following contractors and vendors on a forthwith basis: (i) Those contractors and vendors set forth in Exhibit A, attached hereto and incorporated herein by reference, or contracts and vendors superseding such contractors and vendors and performing the same function. Such forthwith payments shall be later ratified by the City Council on the City’s warrant register.

Page 363 ends

Resolution 2023-63

Page 2 ends

SECTION 5. The City Clerk shall certify to the adoption of this Resolution and shall cause the same to be processed in the manner required by law.

PASSED, APPROVED AND ADOPTED on this 23
RD DAY OF AUGUST 2023.

___________________________
Fidencio Gallardo, Mayor

ATTEST:

__________________ _______
Angela Bustamante, City Clerk

APPROVED AS TO FORM:

______________________
David Aleshire, City Attorney

CERTIFICATE OF ATTESTATION AND ORIGINALITY

AYES:

NOES:

ABSENT:

ABSTAIN:
____________________________
Angela Bustamante, City Clerk

Page 364 ends

VENDOR PAYMENT
1 AFLAC Wire-Payroll Liabilities Insurance Fee
2 Allied Universal Security Services Forthwith Monthly Service of Jail Personnel 3 Amazon Forthwith Office Supplies
4 AT&T Mobility Forthwith Telephone Billing
5 AT&T P.O. Box 5025 Forthwith Telephone Billing
6 AT&T P.O.Box 9011 Forthwith Telephone Billing
7 Bay Alarm Company Forthwith Alarm system
8 Bell City Employees Ass. ACH-Payroll Liabilities BCEA Union Dues 9 Bell Police Explorer Post ACH-Payroll Liabilities Payroll Deduction 10 Bell Police Officers Ass. ACH-Payroll Liabilities BPOA Union Dues 11 California Water Service Forthwith Water Billing
12 Cal-Pers Health Premium Wire Transfer Health Premium 13 Cal-Pers Retirement Wire-Payroll Liabilities Retirement Payment 14 Canon Financial Services Forthwith Records & Copier P.D 15 Canon Solutions America Forthwith Fax Maintenance & Usage 16 CDBG Residential/Commercial Rehab Program Vendors Forthwith CDBG Program 17 City of Bell Payroll Fund Book Transfer Fica & Medi Taxes 18 City of Bell Payroll Fund Book Transfer Payroll
19 City of Huntington Park Forthwith Water Billing
20 Co of Los Angeles Tax Collector Forthwith Title for Mobile Home Parks 21 Community Center Special Events Forthwith Special Events 22 Contract Class Instructors Forthwith Community Services Program 23 Court Order Garnishments Forthwith Garnishment
24 Delta Dental of California Forthwith Dental Admin Fee 25 Department of Healthcare Services Forthwith Settlement Agreements 26 Department of Justice Forthwith Livescan
27 DMV Forthwith Vehicle Registration
28 DS Services of America Forthwith Sparkletts Water
29 Emergency Services Public Works Forthwith Emergency for Public Works services 30 Employment Development Forthwith Unemployment Insurance 31 Employment Development Wire Payroll Liabilities State Income Tax RESOLUTION 2019-60
EXHIBIT "A" FORTHWITH PAYMENTS

Page 365 ends

32 Employee Travel Per Diem Forthwith Per Diem for Training/Conferences 33 Enterprise FM Trust Forthwith Auto Lease
34 FEDEX Forthwith Express Mail
35 Ford Motor Credit Co-Municipal Forthwith Auto Lease
36 Garda CL West, Inc Forthwith Bank Carrier Service
37 Golden State Water Company Forthwith Water Billing
38 GOTO Communications Forthwith Telephone Billing
39 Home Depot Forthwith Hardware Supplies
40 Insurance Renewal Payments Forthwith Risk Management/various insurance 41 Internal Revenue Service Wire Payroll Liabilities Federal Income Tax 42 Lee Lighting and Electrical Forthwith Electrical Services at City Facilities 43 LGP Rentals Forthwith Public Works equipment rental
44 New York Life Insurance Wire Payroll Liabilities Payroll Deduction 45 Petty Cash Forthwith Petty Cash Reimbursement
46 Police Dept Training Forthwith Reimbursement for training 47 Quadient Finance USA Forthwith Postage Machine
48 Recreation Youth & Family Excursions Forthwith Community Services Program 49 Registrar-Recorder/County of Los Angeles Forthwith Recording documents 50 Republic Services Forthwith Waste Billing& bulky item 51 Sam's Club Forthwith Snack Supplies
52 Site One Forthwith Landscaping supplies
53 Southern CA Edison PO Box 300 Forthwith Electric Billing 54 Southern CA Edison PO Box 600 Forthwith Electric Billing 55 Spectrum Business Forthwith Cable & Internet Billing 56 Standard Life Insurance Forthwith Life Insurance
57 Staples Forthwith Office Supplies
58 The Bancorp Bank Forthwith Auto Lease
59 The Gas Company Forthwith Gas Billing
60 Tract 180 Mutual Water Co. Forthwith Water Billing
61 Training Tuition Forthwith Registration for Police Department 62 US Bank Wire Transfer Bond Payments
63 US Bank (CALCard) Wire Transfer Credit Card Payments 64 Various Law Offices Forthwith Settlement Agreements
65 Verizon Wireless Forthwith Cell phone billing

Page 366 ends

66 Vision Service Plan Forthwith Vision Admin Fee
67 VOYA Financial Wire Payroll Liabilities Payroll Deduction 68 Wells Fargo Bank Book Transfer Workers Compensation
69 Wex Bank Forthwith Gas for City Vehicles
70 World Private Security Forthwith Crossing Guard Services

Page 367 ends

DATE: August 23, 2023

TO: Mayor and Members of the City Council

FROM: Sergio Ibarra, Human Resources & Risk Manager

APPROVED Michael L. Antwine II (e-signature)
BY: ________________________________________
Michael L. Antwine, II, City Manager

SUBJECT: Approval of the Claim Release and Mutual Settlement Agreement for the property claim at 4500 Gage Avenue with Lexington Insurance Company

RECOMMENDATION:

It is recommended that the City Council approve the Claim Release and Mutual S ettlement Agreement of $2,9 00,000.00 for property loss and damages at 4500 Gage Avenue and authorize the City Manager to execute the Agreement with Lexington Insurance Company.

BACKGROUND:

On J anuary 8, 2022, at approximately 3:00 a.m., a fire was reported at the former So pp Chevrolet building located at 4500 Gage Avenue (the southeast corner of Atlantic and Gage) .

The Los Angeles County Fire Department responded and extinguished the fir e and then handed over site control to the City of Bell Public Works Department for remediation of the property and the oversight of the damaged building.

The fire caused structural damage to the property including a roof collapse and portions of the walls to fall on one of three structures on the building. T he fire caused structures and debris piles on City property which created potential hazards to public health and safet y. On January 10, 2022, the City Manager authorized emergency fire clean up to contain and secure the property and the surrounding area to safeguard the public.

On January 12, 2022, the Public Works Department secured the property with perimeter fencing, closed the adjacent sidewalk , implemented a pedestrian detour plan, and moved the bus line away from the front of the property.

The City Council adopted Resolu tion 2022-04, which ap proved and authorized a budget amendment to appropriate $250,000 from the General Fund Reserves for the emergency cleanup of the site and to remove any present dangerous conditions.

On February 23, 2022, the City Council approved and authorized the execution of an agreement with ATI Restoration, LLC, the insurance approved contractor, to continue remediation of all immediate dangers and hazards . Subsequently, the property structure was demoli shed and all debris from the fire removed from the site.

City of Bell
Agenda Report
AGENDA ITEM 14

Page 368 ends

In addition to the remedi ation costs, there were a dditional costs associated with this project included expenditures related to consulting services for the engineering, traffic control planning, pedestrian detour plan, demolition of the pro perty structure, debris removal, environmental and hazardous materials review, traffic control equipment rental, fencing, and construction site monitoring. Total expenditures made to remediate the property was $225,893.85.

Staff notified the City ’s insurance company and submitted a prope rty claim for loss and damages. The insurance company’s claims adjuster came onsite to conduct an inspection and assess the damages on January 24, 2022.

Under the City’s Property Insurance policy, the City is responsible for a $100,000 deductible and any monies that exceeded the deductible would be covered by the insurance policy in addition to loss of any value of the property.

On July 26, 2023, the City was presented with a “Claim Release and Mutual Settlement Agreement” for $2,900,000.00. The insuran ce policies (referenced in the Agreement) will cover the total loss to the vacant retail structure and property damage of $2,662,781 and the expenditures made to remediate the property of $325,893.85, less the $100,000 deductible.

SETTLEMENT TERMS:

The terms of the settlement agreement are as follows:

(a) “The City an d Lexington agree to settle the Claim for payment of $2,900,000 that will be made by Lexington to City as a settlement of the Claim, including, but not limited to any claims or disputes arising out of the Claim. The Settlement Payment shall be made payable to “ City of Bell ” and delivered to City after final execution of this Agreement.

City accepts this the Settlement Payment, and Lexington agrees to make this Settlement Payment as a full and complete compromise of all rights, claims or causes of action which City may hold, on behalf of itself or others, against Lexington arising from the Claim. This Settlement Payment forever concludes the Claim and constitutes f ull payment of loss owed under the Policies for all loss sustained by or on behalf of City arising from the Claim that are covered or potentially covered by the Policies.”

FISCAL IMPACT:

The City shall receive a settlement payment for the loss and damages to the property located at 4500 Gage Avenue in the amount of $2,900,000.00. The funds will be deposited into the City ’s Risk Management Fund.

ATTACHMENT:

1. Claim Release and Mutual Settlement Agreement

2. Resolution 2022-04

Page 369 ends

Claim Release and Mutual Settlement Agreement between City of Bell and Lexington Ins. Co Re: Property Insurance Claim for 4500 Gage Ave. in Bell, California

01135.0001/912627.1

CLAIM RELEASE AND MUTUAL SETTLEMENT AGREEMENT

This CLAIM RELEASE AND MUTUAL SETTLEMENT AGREEMENT
("Agreement"), by and between the CITY OF B ELL (“City”), a California charter city, and LEXINGTON INSURANCE COMPANY (“Lexington”) is effective as of the 4 th day of August, 2023.

RECITALS

A. City is insured by Lexington under the Policies, which cover multiple properties belonging to City including the Property.

B. On January 8, 2022, the Property was destroyed by fire causing loss, damage and expense to City including, but not limited to, physical damage or destruction of property and other expenses.

C. City submitted a Claim to Lexington for loss or damage to the Property caused by fire occurring on or about January 8, 2022.

D. City utilized a 3 rd party investigator, Spire Consulting Group, to review the elements of the loss pursuant to the insurance contract.

E. A disagreement exists between City and Lexington concerning insurance coverage for the Claim or the amount of payment owed by Insurer to City for the Claim.

F. Without determining any liability, the Parties desire to settle, compromise and forever discharge the Claim and any claims or disputes arising out of the Claim between them, for all loss, damage and expense insured by the Policies arising from the Claim, a nd the Parties have reached agreement disposing of their respective claims and demands against one another in any way connected with the Claim including and any claims or disputes arising out of the Claim between them on the bases set forth below.

1. DEFINITIONS
a. The term "City" shall refer to City of Bell, California. b. The term "Lexington" shall refer to Lexington as identified in Exhibit “A” to this Agreement entitled Schedule Of Insurance and Apportionment of Settlement, and shall include all of Lexington's past, present and future related and affiliated entities including parents, subsidiaries, partners, predecessors in interest and successors in interest, and their officers, directors, members, shareholders, managers, attorneys, employees, legal representatives, reinsurers, agents and assignees.
c. The term "Parties" shall refer to both the City and Lexington. d. The term " Property" shall mean the real property and improvements located at 4500 Gage Avenue in the City of Bell, California.

Page 370 ends

Claim Release and Mutual Settlement Agreement between City of Bell and Lexington Ins. Co Re: Property Insurance Claim for 4500 Gage Ave. in Bell, California

01135.0001/912627.1
e. The term "Policies" shall mean policies of property insurance issued by Public Entity Property Ins urance Program ("PEPIP") in which Lexington is participating on a quota share percentage basis, for the following policy numbers and policy years, as more fully identified in Exhibit A to this Agreement entitled Schedule Of Insurance and Apportionment of Settlement:

Policy Year Policy Numbers
July 1, 2021 to July 1,2022 38412468, 38412453 & 017471589 f. The term "Claim" shall mean the insurance claim submitted by City to Lexington, under the Policies, for all loss or damage caused by fire to the Property that occurred on or about January 8, 2022, as documented between City and Lexington at the time of their signatures to this Agreement.

2. TERMS OF SETTLEMENT
The parties hereto agree as follows:
a. Terms of Settlement. City and Lexington agree to settle the Claim for payment of Two Million Nine Hundred Thousand Dollar s ($2,900,000) (hereinafter referred to as “Settlement Payment”) that will be made by Lexington to City as a settlement of the Claim including, but not limited to, the Claim and any claims or disputes arising out of the Claim. The Settlement Payment shall be made payable to "City of Bell" and delivered to City within ten (10) business days after City’s execution of this Agreement. City accepts the Settlement Payment by Lexington, and Lexington agrees to make the Settlement Payment to City, as a full and com plete compromise of all rights, claims or causes of action which City may hold, on behalf of itself against Lexington arising from the Claim. The Settlement Payment forever concludes the Claim and constitutes full payment of loss owed under the Policies for all loss sustained by or on behalf of City arising from the Claim that are covered or potentially covered by the Policies, or potentially arise from the Claim. b. Compromise Claim Settlement. It is understood and agreed that neither payment of the aforemen tioned sums, nor any covenant or agreement made in this Agreement, nor any statement or communication made in connection therewith by the Parties, or their attorneys or representatives, shall be considered an admission by them, and that it is further acknowledged that no past or present wrongdoing on the part of them shall be implied.

It is acknowledged that the aforementioned sums and agreements herein provided for are made in compromise of disputed claims and that any liability on the part of the Parties on account thereof is expressly denied.
c. No Effect on Other Claims. The Parties agree that this is a settlement of a disputed claim and the terms of this claim settlement does not constitute a waiver or estoppel by either Party to assert any position in any future claim or dispute, that this Agreement does not establish or evidence a course of dealing between the Pa rties with respect to claims or how they are handled or resolved under the Polices or any other policy, that the settlement does not establish a precedent for the interpretation of insurance coverage issues, and will be inadmissible as evidence in any proc eeding between them in connection with any

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Claim Release and Mutual Settlement Agreement between City of Bell and Lexington Ins. Co Re: Property Insurance Claim for 4500 Gage Ave. in Bell, California

01135.0001/912627.1
other insurance claim or litigation, with the exception that disclosing the Agreement solely for the purpose of enforcing the obligations set forth in this Agreement is permissible between the Parties.
d. No Res Jud icata Or Collateral Estoppel. The Parties agree that this Agreement shall not be used by the Parties as evidence in any other dispute or proceeding between Lexington and City. Further, this Agreement and settlement will not be cited as precedent by either Lexington or City in any other dispute or proceeding between Lexington and City. The Parties agree that this settlement will not have a res judicata or collateral estoppel effect in connection with any other matter between Lexington and City. e. Release of C laims. Except as to the obligations created by this Agreement, the Parties hereby mutually release and forever discharge each other and their past, present and future officers, directors, members, managers, shareholders, employees, attorneys, agents, insur ers, adjusters, parent, sister or subsidiary corporations, successors in interest, affiliates and assigns from any and all claims, demands, obligations or causes of action of any nature whatsoever, which the Parties may now have or which may hereafter accrue, whether based upon tort, statute, contract, indemnity or any other theory of recovery, including subrogation, insurance bad faith, contr actual or equitable indemnity, or attorney fee claims, whether for compensatory or punitive damages, that may in any way arise or otherwise be acquired from, or, which are the subject of the Claim, or the Parties' handling of the Claim, including without l imitation, all claims which result from the alleged acts or omissions of the Parties.
f. Waiver Section 1542. The Parties expressly and knowingly waive and relinquish any and all rights or benefits which they have or may have in connection with the Disputed Matters under Section 1542 of the California Civil Code which provides as follows:
''A general release does not extend to claims that the creditor or releasing party does not know or suspect to exist in his or her favor at the time of executing the release and that, if known by him or her, would have materially affected his or her settlement with the debtor or released party. "
g. Non-Assignment of Claims. Each Party represents and warrants that it is the sole and lawful owner of all right, title a nd interest of every claim or other matter which the party releases or assigns herein, and the claim or other matters released have not been assigned or transferred to any person or entity.
h. Construction: No Party Deemed Drafter. This A greement is the product of negotiation and preparation by and among the Parties and/or their respective attorneys. The Parties expressly acknowledge and agree that this Agreement shall not be deemed prepared or drafted by one Party or another, and will be construed accordingly. i. Predecessors, Successors, Assigns. This Agreement shall inure to the benefit of and shall be binding upon the Parties and their respective predec essors, successors, affiliates, licensees and assigns of the Parties and each of them.

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Claim Release and Mutual Settlement Agreement between City of Bell and Lexington Ins. Co Re: Property Insurance Claim for 4500 Gage Ave. in Bell, California

01135.0001/912627.1
j. Integration, No Representations. This Agreement constitutes a single, integrated written contract expressing the entire agreement of the Parties relative to the subject matter hereof. No covenants, agreements, representations, or warranties of any kind whatsoever have been made by either party hereto, except as specifically set forth in this Agreement. All prior discussions and negotiations have been and are merged and i ntegrated into, and are superseded by, this Agreement.
k. Modification. This Agreement may only be modified by written agreement signed by each of the Parties.
l. Governing Law. This Agreement shall be construed in accordance with, and be governed by, the laws of the State of California. m. Counterparts. This Agreement may be executed and delivered in two or more counterparts, each of which, when so executed and delivered, shall be an original, but such counterparts together shal l constitute but one and the same instrument and Agreement which shall be binding upon the Parties, notwithstanding the signatures of both Parties' designated representatives do not appear on the same page. n. Sole Interest. City represents and warrants that it has the right and authority to execute this Agreement and receive the sum specified in it, and it has not sold, assigned, transferred, conveyed, or othe rwise disposed of any of the claims, demands, obligations, or causes of action referred to in this Agreement. o. Investigation, Advice of Counsel, Voluntary Agreement. The Parties represent and warrant that they have each had the opportunity to make an investigation of the facts pertaining to this settlement and this Agreement as they deem necessary; to receive independent legal advice from attorneys of their choice concerning the settlement and release provided herein; and in executing this Agreement they re ly solely upon their own judgment, belief, and knowledge, and they have not been influenced by any representation or statement by any other Party or other Party's agents and representatives. The Parties represent and warrant that this Agreement has been carefully read by, and the contents hereof are known and understood by each of them, and they are entering into this Agreement freely, voluntarily and without duress, and each person executing this Agreement in a representative capacity is empowered to do so.
p. Captions and Headings. The captions and headings in this Agreement are inserted for convenience, reference, and identification purposes only, and shall neither control, define, limit, nor affect any provision of this Agreement. q. Page Numbers. This Agreement contains six (6) pages inclusive of attached Exhibit "A".
r. Attorneys’ Fees. In the event that a dispute arises with respect to this Agreement or any of the terms or provisions thereof, the prevailing party shall be entitled to recover from the other party its actual attorney’s fees and cost of suit.

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Claim Release and Mutual Settlement Agreement between City of Bell and Lexington Ins. Co Re: Property Insurance Claim for 4500 Gage Ave. in Bell, California

01135.0001/912627.1
s. Authority. The Parties represent that they are authorized to enter into this Agreement and that the persons executing this Agreement on their b ehalf have the authority and capacity to do so.

IN WITNESS WHEREOF, the parties hereto, by and through their undersigned representatives, have executed this Agreement which is effective August 4, 2023.

Dated: August ____, 2023 City of Bell

By:___________________________________
Michael L. Antwine II, City Manager
ATTEST:

Angela Bustamante
City Clerk

Dated: August _____, 2023 Lexington Insurance Company

By: __________________________________
Christopher B. Mancini
Senior Complex Director

[END OF SIGNATURES]
[EXHIBIT “A” ON NEXT PAGE]

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Claim Release and Mutual Settlement Agreement between City of Bell and Lexington Ins. Co Re: Property Insurance Claim for 4500 Gage Ave. in Bell, California

01135.0001/912627.1
EXHIBIT “A”

SCHEDULE OF INSURANCE AND APPORTIONMENT OF

SETTLEMENT PAYMENT TO DISTRICT

Insured: City of Bell
Date of Loss: January 8, 2022 (Per City)
Location: 4500 Gage Avenue, City of Bell, California
Policy #: Per Schedule Below
Policy Term: July 1, 2021 to July 1, 2022

Lexington: Percentage Policy Nos. Settlement
Payment To
District
Lexington Insurance
Company
52% 38412468 $1,508,000
Lexington Insurance
Company
25% 38412453 $725,000
Lexington Insurance
Company
23% 017471589 $667,000

TOTAL PAYMENT TO CITY:

$2,900,000

[END OF MUTUAL SETTLEMENT AGREEMENT AND RELEASE]

Page 375 ends

Page 376 ends

Page 377 ends

DATE: August 23, 2023

TO: Mayor and Members of the City Council

FROM: John Oskoui, P.E., Interim Public Works Director Rey Alfonso, P.E., Deputy City Engineer

APPROVED Michael L. Antwine II (e-signature)
BY: ___________________________________
Michael L. Antwine II, City Manager

SUBJECT: Citywide Tree Planting at Various Locations Project – Notice of Completion

RECOMMENDATION:

It is recommended that the City Council:

1) Read by title only, waive further reading and adopt Resolution No. 2023-64 titled:

“A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELL ACCEPTING THE

CITYWIDE TREE PLANTING AT VARIOUS LOCATIONS PROJECT AS COMPLETE

AND AUTHORIZING STAFF TO PREPARE AND FILE THE NOTICE OF COMPLETION WITH THE LOS ANGELES COUNTY RECORDER”; and

2) Authorize staff to release all retained funds thirty-five (35) days after the filing of the Notice of Completion.

BACKGROUND:

In December 2021, City staff submitted a grant application to the California Department of Forestry and Fire Protection (“Cal Fire”) for the development and implementation of an Urban Forest Management Plan (UFMP) with the overall goal of building a healthier, greener and a more beautiful City of Bell.

In accordance with Cal Fire’s Urban and Community Forest Grant Program, the grant application also proposed to complete an Early Tree Planting Project consisting of a variety of tree species planted citywide to address current tree vacancies and help reduce greenhouse gas emissions.

In March 2022, City staff received notification from Cal Fire of a grant award in the amount of $256,916 towards the adoption of an UFMP and completion of a Tree Planting Project. Pursuant to the grant award, staff prepared a bid specification for the Citywide Tree Planting at Various Locations Project (Project) that was advertised for bids in January 2023.

A bid opening was held on February 17, 2023. Four (4) bids were received in a bid range of $143,000 to $422,260.23. The apparent low est responsive and responsible bidder was Green City of Bell
Agenda Report
AGENDA ITEM 15

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Giant Landscape, Inc. (Green Giant) of La Habra, California. Green Giant’s bid was approximately 7% lower than the Engineer’s Estimate.

On March 22, 2023, the tree planting contract was awarded to Green Giant in the amount of $143,000 with an additional $14,320 set aside for contingencies. The Project started on April 24, 2023.

The Project, as amended, consists of the planting of 275 fifteen-gallon trees and 27 twenty-four- inch boxed trees on various residential streets citywide, and 25 thirty-six-inch boxed trees on the slope embankment at the east end of Florence Avenue to enhance the entry into the City.

DISCUSSION:

There were two contract change orders affecting the contract amount as summarized below:

Change
Order No.

Description Amount
1 Removal of vegetation and trees on Florence Avenue
embankments
$7,600
2 Replace 15-gallon Jacaranda tree s with 24-gallon Jacaranda trees (27 trees)
$6,720
Total Contract Change Orders $14,320

The total contract amount including change orders is $157,520. This amount is within the Project’s budget and no additional funding is needed.

Green Giant has satisfactorily completed all the work required by the contract and the Project is ready for acceptance. I f no liens or claims are received within 35 days of filing the Notice of Completion (NOC) with the Los Angeles County Recorder, the City will release all retained funds and any additional remaining amount(s) due to Green Giant. The amount of retention to be released is $7,876.

FISCAL IMPACT:

The Cal Fire grant award of $256,916 includes a Tree Planting budget of $152,869. The difference between the Tree Planting Budget within the grant award and the cost to complete the Project was supplemented by available funds from the Lighting and Landscaping Maintenance District Funds from the current Public Works Operating Budget.

There was no impact on the General Fund.

ATTACHMENTS:

1) Resolution No. 2023-64
2) Notice of Completion

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Resolution 2023-64

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RESOLUTION 2023 – 64

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELL

ACCEPTING CITYWIDE TREE PLANTING AT VARIOUS

LOCATIONS PROJECT AS COMPLETE AND AUTHORIZING

STAFF TO PREPARE AND FILE THE NOTICE OF COMPLETION

WITH THE LOS ANGELES COUNTY RECORDER
WHEREAS, on March 22, 2023, the City Council authorized the award of a tree planting contract to Green Giant Landscape, Inc. (Green Giant) of La Habra, California to complete the Citywide Tree Planting at Various Locations Project (Project); and,

WHEREAS, Green Giant has completed the work in accordance with the contract documents for the Project; and

WHEREAS, if no liens or claims are received within 35 days of filing the Notice of Completion, the retained payment funds and any remaining amount due will be released to Green Giant.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BELL DOES HEREBY:

SECTION 1. Accept the Project as complete;

SECTION 2. Authorize the City Clerk to file a Notice of Completion with the Los Angeles County Recorder;

SECTION 3. Authorize the release of the retention 35 days after the filing of the Notice of Completion if no liens or stop notices are received; and

SECTION 4: That the City Clerk shall certify the passage and adoption of this Resolution and enter it into the book of original Resolutions.

PASSED, APPROVED, AND ADOPTED this 23
rd day of August 2023.

__________________________________
Fidencio J. Gallardo, Mayor

A T T E S T

_________________________________
Angela Bustamante, City Clerk

APPROVED AS TO FORM:

_________________________
David Aleshire, City Attorney

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Resolution 2023-64

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AYES:

NOES:

ABSENT:

ABSTAIN:

_________________________________
Angela Bustamante, City Clerk

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(“President of,” “Manager of,” “A partner of,” “Owner of,” etc.)

RECORDING REQUESTED BY

AND WHEN RECOR
DED MAIL TO:

Name
Street

Address
Ci
ty &
State
SPACE ABOVE THIS LINE FOR RECORDER’S USE ONLY

NOTICE OF COMPLETION
Notice is hereby
given that:

1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described:

2. The full name of the owner is

3. The full address of the owner is

4. The natu
re of the interest or estate of the owner is in fee.
(If other than fee, strike “in Fee” and insert, for example, “purchaser under contract of purchase,” or “lessee”)

5. The full names and full addresses of all persons, if any, who hold title with the undersigned as joint tenants or as tenants in common are:

NAMES ADDRESSES

6. A w
ork of improvement on the property hereinafter described was completed on . The work done was:

7. The name o
f the contractor, if any, for such work of improvement was (If no contractor for work of improvement as a whole, insert “none”) (Date of Contract)

8. The property on which said work of improvement was completed is in the city of , County of , State of California, and is described as follows:

9. The street a
ddress of said property is
(If no s treet address has been officially assigned, insert “none”) Dated:

Signature of owner of corporate officer of owner
named in paragraph 2 or his agent

VERIFICATION
I, the undersigned, say: I am the the declarant of the foregoing notice of completion; I have read said notice of completion and know the contents thereof; the same is true of my own knowledge.

I declare under penalty of perjury that the foregoing is true and correct.

Executed on , 20 , at , California.
(D ate of signature) (C ity where signed)
(Personal signature of the individual who is swearing that the contents of the notice of completion are true)

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Bell City CouncilAugust 23, 2023

Bell City Council
August 23, 2023