Agenda packet — Bell Gardens City Council, October 24, 2022 (part 1 of 3)

CITY OF BELL GARDENS
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CITY COUNCIL

REGULAR MEETING
MONDAY, OCTOBER24, 2022, 6:00 PM
AGENDA
0 LOCATION: CITY COUNCIL CHAMBERS, 7100 GARFIELD AVENUE, BELL GARDENS, CA90201 On March 4, 2020, Governor Newsom proclaimed a State of Emergency in California as a result of the threat of COVI D-19. On September 16, 2021, Governor Newsom signed Assembly Bill 361 (AB 361), which was effective immediately and amends Government Code section 54953 to allow a local legislative body to hold public meetings via teleconferencing and to make public meetings accessible telephonically or otherwise electronically to all members of the public seeking to observe and to address the local legislative body. Pursuant to AB 361, please be advised that members of the Bell Gardens City Council may participate in meetings telephonically. The meeting will be held at Bell Gardens City Hall in the Council Chambers. The public may attend the meeting in person or may view the meeting online. The meeting will be recorded and live streamed on the City's website at https://www.bellgardens.org/i-want- to/watch-city-council-meetings.

ACCESSIBILITY: If requested, the agenda and backup materials will be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132), and the federal rules and regulations adopted in implementation thereof. Any person who requires a disability-related modification or accommodation, in order to observe and/or offer public comment may request such reasonable modification, accommodation, aid, or service by contacting the City Clerk's office by telephone at 562-806-7704 or via email to Ci Cle es ell a e s.o no later than 72-hours before the scheduled meeting.

PUBLIC PARTICIPATION: The members of the public may address the City Council on any item listed on the agenda or on matters which are not listed on the agenda but are within the subject matter jurisdiction of the City Council. Public comments are limited to three (3) minutes per person. Public comments for non-agenda items will be limited to a total of 30 minutes. Public comments can be made by any of the following ways:

IN-PERSON: Members of the public can provide in-person comments at the podium in the Council Chamber. The Council Chamber will have seating available for members of the public to attend the meeting in-person. For your safety, space is currently limited to 50 members of the public. Masking is required for all in attendance. Public comments are limited to three (3) minutes per speaker, unless a different time is announced by the presiding chair. Speakers who wish to address the Council should do so by submitting a "Public Comment Card" card by 5:00 p.m. for Closed Session items and by 6:00 p.m. for all other designated public comment periods as listed.

BY TELEPHONE: Phone Number: (66 ) 00- 128 Webinar I D: 813 3236 4343# Passcode: *2021 To address the City Council press *9 to raise your hand then *6 to unmute yourself when instructed.

VIRTUALLY LIVE: Members of the public may participate via Zoom by clicking here and entering the Zoom Meeting I D: 813 3236 4343 Passcode: 2021
Comments may also be made via the Zoom app by using the "Raise Hand" feature when it is your turn to 1 speak the host will unmute you. Comments will not be accepted in the QandA Chat function of the zoom app.

WRITTEN COMMENTS: Public comments me be emailed to [email protected] or mailed to: City Clerk's Office, 7100 Garfield Ave., Bell Gardens, CA 90201. To ensure distribution to the members of the City Council prior to consideration of the agenda, please submit comments no later than one (1) hour prior to the meeting. Those comments, as well as any comments received after, will be distributed to the members of the City Council and will be part of the official public record of this meeting.

For more information, you may contact the City Clerk's office during regular business hours 7:30 a.m. to 6:00 p.m., Monday through Thursday at (562) 806-7704.

CALL TO ORDER

PLEDGE OF ALLEGIANCE

ROLL CALL OF CITY COUNCIL M EM BERS
Marco Barcena, Council Member
Alejandra Cortez, Council Member
Lisseth Flores-Franco, Council Member
Jorgel Chavez, Mayor Pro Tern
Maria Pulido, Mayor

PUBLIC COMMENTS ONAGENDAITEMS ONLY
During this time,the members of the public may address the City Council regarding any items listed on the agenda. Public comments are limited to 3 minutes per person.

CITY MANAGER'S REPORT
CONSENT CALENDAR (Item Nos. 1 - 12)
All matters listed under the Consent Calendar are considered to be routine and can be acted on by one roll call vote. There will be no separate discussion of these items unless members of the City Council request specific items to be removed from the Consent Calendar for separate action. Items called for separate discussion will be heard as the next order of business

1. GENERAL MOTION TO WAIVE FULL READING AND APPROVE ORDINANCES BY TITLE ONLY PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION 36934 In order to expedite the conduct of business at City Council meetings, California State Law (California Government Code Section 36934) allows Ordinances to be read by title if a majority of the legislative body supports the motion to waive the full reading.

Recommendation:

It is staff recommendation that the City Council approve a general motion to waive full reading and approve Ordinances by title only pursuant to California Government Code Section 36934.

2. WARRANT REGISTERS AND WIRE TRANSFERS
In approving the action of receiving and filing the warrant registers, the official minutes of the Bell Gardens City Council should state that each individual member of the City Council is not voting on, influencing the outcome of, or participating in approving, accepting, receiving or filing any warrant which bears the name of the same council member, or pays for any costs or expenses, or 2 otherwise benefits the same named council member. Each council member will not be participating, influencing or voting on any such warrant bearing their name or which benefits the same named council member, but with that exception is voting in favor of receiving and filing all other warrants contained in this report, unless otherwise noted on the record at the time of the approval of the action required by this report.

Recommendation:

It is staff's recommendation that the City Council receive and file the warrant registers, wire transfers, and net payrolls dated 09/22/22, 09/27/22 and 10/04/22.

3. APPROVAL OF SEPTEMBER26, 2022 CITY COUNCIL MINUTES September 26, 2022 - Regular City Council Meeting Minutes Recommendation:

It is staff recommendation that the City Council approve the attached minutes.

4. CONSIDERATION AND APPROVAL OF A 30-DAY RESOLUTION REGARDING THE

CONDUCT OF TELECONFERENCED MEETINGS OF THE CITY COUNCIL AND OTHER

CITY BODIES UNDER THE MODIFIED RULES SET FORTH UNDER GOVERNMENT CODE SECTION 54953(E)
AB 361 was signed in to law on September 16, 2021, and immediately went into effect, authorizing local government bodies continue to meet remotely contingent on their compliance of the newly amended Government Code Section 54953.

In compliance with the modified rules set forth under Government Code Section 54953(e), the City Council is requested to reconsider the circumstances regarding the previously approved 30-day resolution authorizing teleconferenced meetings of the City Council and all other city bodies and either extend the authorization or terminate.

Recommendation:

It is staff's recommendation that the City Council adopt or approve the attached Resolution permitting the City conduct public meetings virtually for all public bodies subject to the Brown Act in accordance with the requirements of AB 361, which will require reauthorization every thirty (30) days.

5. UPDATE THE CITY OF BELL GARDENS RECORDS RETENTION SCHEDULE AND AUTHORIZATION TO AMEND THE RECORDS RETENTION SCHEDULE

ADMINISTRATIVELY
Update to the City of Bell Gardens 2019 Record Retention Schedule.

Recommendation:

It is staff recommendation that the City Council by motion rescind Resolution No. 2019-04 and adopt the attached resolution authorizing the amendment to the City's Record Retention Schedule to be approved administratively.

6. ADOPT A RESOLUTION APPROVING A SIDE LETTER AGREEMENT WITH BELL

GARDENS CITY EMPLOYEES ASSOCIATION FOR CLOSURE OF CITY HALL AND

OTHER CITY FACILITIES FOR THE HOLIDAYS
The Bell Gardens City Employees Association (BGCEA) proposed that the City consider the closing of City Hall and City facilities on Monday December 26, 2022 through Thursday December 29, 2022, and Monday, January 2, 2023 with the understanding that Tuesday, December 27, 2022; Wednesday, December 28, 2022; and Thursday, December 29, 2022 would not be officially 3 recognized holiday. Rather, employees would be required to take approved leave time (i.e. vacation, compensatory) or unpaid time off for those hours not worked. Monday, December 26, 2022 and Monday, January 2, 2023, will be observed as City holidays given that Christmas Day (December 25th) and New Year's Day (January 1st) fall on a Sunday, and are thus observed the following Monday, per the current Memorandum of Understanding (MOU). If approved, then BGCEA members will use their accumulated leave time during this period avoiding $25,320 in Personal Services (salaries and benefits)costs in future leave payouts.

Recommendation:

It is staff recommendation that the City Council approve the attached Resolution, approving a Side Letter agreement with Bell Gardens City Employees Association to close City Hall and other City facilities on Monday December 26, 2022, through Thursday December 29, 2022, and Monday, January 2, 2023. Employees would be required to take approved leave time (i.e. vacation, compensatory) or unpaid time off for those hours not worked, for the dates of Tuesday, December 27, 2022; Wednesday, December 28, 2022 and Thursday, December 29, 2022. Monday, December 26, 2022 and Monday, January 2, 2023, will be observed as City holidays given that Christmas Day (December 25th) and New Year's Day (January 1 st)fall on a Sunday, and are thus observed the following Monday, per the current Memorandum of Understanding (MOU).

7. APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH WOOD ENVIRONMENTAL & INFRASTRUCTURE SOLUTIONS, INC. FOR ENVIRONMENTAL REMEDIATION CONSULTING SERVICES FOR 5600-5636 SHULL STREET (FORMER

BERK OIL SITE) PER THE DTSC EQUITABLE COMMUNITY REVITALIZATION GRANT ECRG
City Council approval of Professional Services Agreement (PSA) Wood Environment & Infrastructure Solutions, Inc. for the Equitable Community Revitalization Grant (ECRG) remediation consulting services for 5600-5636 Shull Street / Former Berk Oil Site. Consultant will be identifying data gaps in site investigation work completed to date and develop a preliminary scope of work and budget to address each data gap identified; participate in a site visit with DTSC and RWQCB representatives to understand site access constraints and limitations; prepare a Remedial Action Plan (RAP) to describe the proposed remedial actions and any proposed additional characterization work needed to address data gaps and allow refinement, planning, and design of the remedial actions; assist with public outreach (and possible California Environmental Quality Act [CEQA] requirements); prepare design documents and plans and procure subcontractors; obtain permits and approvals; and prepare a final report, as it relates to the 5600- 5636 Shull Street site.A separate RF P will be done later for the actual site remediation.

Recommendation:

It is staff's recommendation that the City Council adopt the attached resolution and approve a Professional Services Agreement (PSA)with Wood Environment and Infrastructure Solutions, Inc. for remediation consulting services for ECRG awarded by the State Department of Toxic Substances Control (DTSC)for 5600-5636 Shull Street/ Former Berk Oil Site.

8. SECOND READING AND APPROVAL OF ORDINANCE NO. 928 AMENDING TITLE 3 OF THE BELL GARDENS MUNICIPAL CODE TO ESTABLISH CHAPTER 3.27 "DEVELOPMENT IMPACT FEES"
Second Reading of Ordinance No. 928 amending Title 3 of the Bell Gardens Municipal Code to Establish Chapter 3.27, "Development Impact Fees."
Recommendation:

It is staff's recommendation that the City Council conduct the second reading and approve 4 Ordinance No. 928 amending Title 3 of the Bell Gardens Municipal Code to Establish Chapter

3.27, "Development Impact Fees."

9. ADOPT A RESOLUTION APPROVING AN AGREEMENT WITH SPIDR TECH, INC. FOR

LAW ENFORCEMENT CUSTOMER SERVICE PLATFORM SOFTWARE LICENSING AND

SERVICES
The Bell Gardens Police Department (BGPD) has identified a need for increased communication with the Bell Gardens community using technology. After conducting research in the customer service technology platforms specializing in law enforcement. S P I D R Tech, I nc. (S P I D R) is the only service provider identified by the City that offers a customer service platform that meets the unique and specific needs of law enforcement.

Recommendation:

It is staff's recommendation that the City Council:

1. Adopt the attached resolution; and

2. Authorize the City Manager to execute an agreement with SPI DR Tech, Inc. for one year in the amount of $17,350 with the option of three (3) 1-year extensions in the amount of $14,850 for each extension year thereafter.

10. ADOPT A RESOLUTION AUTHORIZING PARKING RESTRICTION AND THE INSTALLATION OF BLUE CURB "DISABLED PERSON PARKING" AT 6113 1/2

GALLANT STREET
The Department of Public Works received a request for the installation of a blue curb at the property of 6113 '/z Gallant Street; specifically for the resident's (disabled person) access to the home. The City Engineer completed a site investigation of the location to confirm existing conditions and any other constraints for the installation of blue curb. Although the resident indicated there is assigned parking on site, the vehicle they use for disabled person access is too large to fit down the narrow property driveway. Therefore, it is staffs recommendation that City council approve the attached Resolution authorizing parking restrictions and authorize the installation of sixteen feet of blue curb (disabled person parking) at 6113 1/2 Gallant Street.

Recommendation:

It is staff's recommendation that the City Council by motion;

1. Approve the attached Resolution authorizing parking restriction in the City of Bell Gardens; and

2. Authorize staff to install sixteen feet of blue curb (disabled person parking) at 6113 1/2 Gallant Street.

11. CONSIDERATION OF A RESOLUTION TO PARTICIPATE IN THE INSTITUTE FOR

LOCAL GOVERNMENT'S BEACON PROGRAM
Participation in the Institute for Local Government's (ILG) Beacon Program, which provides a framework for local agencies to implement and share best practices that create more vibrant and resilient communities. The program honors voluntary efforts by local governments to save energy, reduce greenhouse gas emissions and adopt policies and programs that promote sustainability.

Recommendation:

It is staff's recommendation that the City Council adopt the attached resolution supporting the City of Bell Gardens participation in the Beacon Program.

12. APPROVAL OF FIRST AMENDMENT TO THE PROFESSIONAL SERVICES 5 AGREEMENT WITH GRANICUS FOR CITY WEBSITE
Since 2017, Granicus has provided the City of Bell Gardens with website design, support and hosting for the City website ( www.bellgardens.org) . The City is seeking a one (1) year extension to secure sufficient time to issue a Request for Proposals for website design, support and hosting for the City website in 2023.

Recommendation:

It is staff's recommendation that the City Council approve the attached Resolution and First Amendment to the Professional Services Agreement with Granicus for website design, support and hosting for the City website ( www.bellgardens.org) .

DISCUSSION (Item Nos. 13 - 14)

13. LOCAL COMMISSIONS APPOINTMENT LIST
The Local Commissions Appointments List outlines the City of Bell Gardens Commissions and Commissioners. Per the Bell Gardens Municipal Code, City Commissions consist of Bell Gardens residents appointed by each member of the City Council. Council Members may remove commissioners during any regular City Council meeting and may appoint commissioners following 10 working days after the posting of the vacancy notice.

Recommendation:

It is staff's recommendation that the City Council review the Commissions Appointments List and by motion, remove commissioners and/or make appointments to the posted vacancies.

14. AQUATIC CENTER PROJECT UPDATE-OCTOBER2022
This item provides updated information on the Bell Gardens Aquatic Center funding progress.

Recommendation:

It is staff's recommendation that the City Council receive and file the John Anson Ford Park Aquatic Center update presentation.

PUBLIC COMMENTS ON NON-AGENDA ITEMS UNDER THE SUBJECT MATTER

JURISDICTION OF THE CITY COUNCIL
During this time, the members of the public may address the City Council regarding any items within the subject matter jurisdiction of the City Council. Public comments are limited to 3 minutes per person subject to an overall 30-minute period for non-agenda items. Government Code Section 54590 prohibits the City Council from taking action or engaging in discussion on a specific item unless it appears on the agenda.

CITY COUNCIL MEMBER COMMENTS

ADJOURNMENT
Daisy Gomez, City Clerk
Agenda posted on October 20, 2022.
6 CITY OF BELL GARDENS

OFFICE OF THE CITY MANAGER
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AG E N DA RE P O RT
Item 1.

TO: Honorable Mayor and City Council Members
FROM: Michael B. O'Kelly, City Manager
BY: Daisy Gomez, City Clerk
SUBJECT: GENERAL MOTION TO WAIVE FULL READING AND APPROVE ORDINANCES BY TITLE ONLY PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION 36934 DATE: October 24, 2022
RECOMMENDATION:

It is staff recommendation that the City Council approve a general motion to waive full reading and approve Ordinances by title only pursuant to California Government Code Section 36934.

BACKGROUND/DISCUSSION:

In order to expedite the conduct of business at Council meetings, California State Law(California Government Code Section 36934) allows Ordinances to be read by title if a majority of the Council supports the motion waiving the full reading. Most California cities adopt a standard motion at the beginning of each meeting in order to effectuate this waiver.

Since most of the Ordinances introduced and adopted consist of multiple pages of technical language, reading by title only allows the Council to eliminate the communication of redundant information and attend to other matters during the meetings. Otherwise, the entire Ordinance language will have to be read in full.

CONCLUSION:

Allowing ordinances to be read by title only, according to California State Law, will expedite the conduct of business at Council Meetings.

FISCAL IMPACT:

No fiscal impact.

APPROVED ELECTRONICALLY BY:

Michael B. O'Kelly, City Manager
Stephanie Vasquez, Assistant City Attorney for Rick R. Olivarez, City Attorney Manuel Carrillo, Director of Finance and Administrative Services 7 CITY OF BELL GARDENS

OFFICE OF THE CITY MANAGER
m

AG E N DA RE P O RT
Item 2.

TO: Honorable Mayor and City Council Members
FROM: Michael B. O'Kelly, City Manager
BY: Manuel Carrillo, Director of Finance &Administrative Services SUBJECT: WARRANT REGISTERS AND WIRE TRANSFERS
DATE: October 24, 2022
RECOMMENDATION:

It is staff's recommendation that the City Council receive and file the warrant registers, wire transfers, and net payrolls dated 09/22/22, 09/27/22 and 10/04/22.

BACKGROUND/DISCUSSION:

The attached warrant registers, wire transfers, and net payrolls are for 09/22/22, 09/27/22 and 10/04/22. The warrant registers, wire transfers, and net payrolls reflect the financial obligations of the City for the above referenced dates.

CONCLUSION:

If the recommendation to the City Council is approved, then the warrant registers, wire transfers, and net payrolls dated 09/22/22, 09/27/22 and 10/04/22 will be received and filed.

FISCAL IMPACT:
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ATTACHMENTS:

Exhibit 1- Warrant Register
APPROVED ELECTRONICALLY BY:

Michael B. O'Kelly, City Manager
Stephanie Vasquez, Assistant City Attorney for Rick R. Olivarez, City Attorney Manuel Carrillo, Director of Finance and Administrative Services 8 Voucher List Page: 1
09/28/2022 5:08:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account _ _Amount 1732-WIRE 9/22/2022 003359 BANK OF THE WEST Ben584199 FEDERAL INCOME TAX:PAYMENT 82,880.37 Total: 82,880.37
1733-WIRE 9/22/2022 003358 BANK OF THE WEST Ben584203 STATE INCOME TAX:PAYMENT 25,861.38 Total: 25,861.38
1734-WIRE 9/22/2022 001725 CALIPERS Ben584201 P/R 9/22/22 123,930.29 Total: 123,930.29
1735-WIRE 9/22/2022 006722 CITY EMPLOYEES ASSOC. Ben584197 BGPWA DUES:PAYMENT 378.00 Total: 378.00
1736-WIRE 9/22/2022 009439 MASS MUTUAL Ben584205 MASS MUTUAL:PAYMENT 24,939.53 Total: 24,939.53
183405 9/27/2022 002843 US POSTAL SERVICE FALL2022B RCS FALL BROCHURE ADDL FUND 800.00 Total: 800.00
183406 9/27/2022 007599 41MPRINT,INC 23632511/979439 RCS CFSC FACILITY SUPPLIES 981.00 Total: 981.00
183407 9/27/2022 008604 ACCOUNT 6746022400,U.S.BANK PARS Ben584185 PARS:PAYMENT 6,208.03 Total: 6,208.03
183408 9/27/2022 000076 AFLAC 863671 FA VOLUNTARY INSURANCE 7,395.15 Total: 7,395.15
183409 9/27/2022 010497 AIRESPRING INC. 165006648 ITAIRESPRING SD WAN 9/15-10/15 1,275.22 Total: 1,275.22
183410 9/27/2022 008481 ALTA LANGUAGE SERVICES INC IS610107 BILINGUAL LISTENING/SPEAKING' 121.00 Total: 121.00
183411 9/27/2022 000150 ANAYA'S SERVICE CENTER 37024 CD VEH REPAIR CE UNIT 4TH 833.48 37026 PW REPAIR/SRVC ON VEH 170 369.42
37028 PW REPAIR/SRVC VEH SC1 65.89
37042 PW REPAIR/SRVC VEH SENIOR BU 72.11
Exhibit 1 9

Voucher List Page: 2
09128/2022 5:08:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PC# Description/Account Amount 183411 9/2712022 000150 000150 ANAYNS SERVICE CENTER (Continued) Total: 11,340.90 183412 9/27/2022 000301 ANTHEM BLUE CROSS 001373315G FA HEALTH INS SEPT 2022 189,989.07 Total 189,989.07
183413 9/27/2022 000284 ASSOC,,BELL GARDENS POLICE Ben584191 NON-SWORN POA MEMBER-DUES, 2,730.00 Total 2,730.00
183414 9/27/2022 006800 ATHENS SERVICES 12866057 PW DUMP FEE AUG 2022 2,460,64 12866070 PW DUMP FEE AUG 2022 87,01
Total: 2,547.65
183415 9/27/2022 008041 AVANT GARDE INC. 7898 04693 PW URBAN GREEN PROGRAM"TR 570.00 7971 05141 PW PREP APPLICATION FOR HIGH' 594,00
7972 05140 PW PREP APPL SAFE STREETS AU 577.50
Total: 1,741,50
183416 9127/2022 006666 BEITH,TORBEN 20229017 05149 PD ADMIN SUPP SRVCS 912-9116 2,337.50 Total: 2,337.50
183417 9/2712022 000299 BLAUVELT SIGNS,LARRY BLAUVELT 6259 PW NAME PLATE LISSETH F.FRAN, 49.50 Total 49.50
183418 912712022 000313 BRITE WHITE,ELISEO RODRIGUEZ 25427 PW FLAT REPAIR UNIT SM2 20.00 25428 PW RIGHT REAR FLAT REPAIR UNI 20.00
25431 PW CK TIRE FOR LEAK UNIT D7 10.00
25436 CD BS FLAT REPAIRS GALINDO 20.00
Total 70.00
183419 9/2712022 010542 BROWN,CLARK SEPT 091522 PD TRNG 9114 MILEAGE REIM 107.39 Total: 10739
183420 9127/2022 008203 C.A.T.SPECIALTIES,INC 38046 PW UNIFORMS PWS STAFF 966.34 Total: 966.34
183421 9/2712022 001775 CALIPERS FISCAL SERVICES DIV. 100000016911569 2022 REPL BENEFIT CONTRIBUTIO 161.43 Total: 161 A3
183422 9127/2022 004748 CAMACHO,PAUL 10115-18TH PD TRNG REIM 1011 5-18TH 2022 2,581.45 ........................................................ ...............................

Exhibit 1 10

Voucher List Page: 3
09/28/2022 5:08:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183422 9/27/2022 004748 004748 CAMACHO,PAUL (Continued) Total: 2,581.45 183423 9/27/2022 010273 CANO,CHARLES 102022 PD TRNG 10/18-21ST 1,726.82 Total: 1,726.82
183424 9/27/2022 006083 CEA BG CITY EMPLOYEES Ben584183 BGCEA:PAYMENT 1,092.00 Total: 1,092.00
183425 9/27/2022 000452 CENTRAL BASIN MWD BGAUG22 PW MNTHLY WATER SRVC AUG20.' 12,143.25 Total: 12,143.25
183426 9/27/2022 001447 CHARTER COMMUNICATIONS 0689734091522 IT FORD PK WIFI 9/15-10/14 1,150.00 Total: 1,150.00
183427 9/27/2022 001447 CHARTER COMMUNICATIONS 0646130091522 IT VETERANS PK WIFI 9/15-10114 309.98 Total: 309.98
183428 9/27/2022 001447 CHARTER COMMUNICATIONS 0672896091722 IT PUBLIC WKS WIFI 9/17-10/16 309.98 Total: 309.98
183429 9/27/2022 001447 CHARTER COMMUNICATIONS 0646114091422 IT SENIOR CNTR WIFI 9/14-10113 309.98 Total: 309.98
183430 9/27/2022 001447 CHARTER COMMUNICATIONS 0646155091522 ITYTH CNTR WIFI 9/15-10/14 309.98 Total: 309.98
183431 9/27/2022 001447 CHARTER COMMUNICATIONS 068515091722 IT CITY HALL WIFI 9/17-10/16 169.98 Total: 169.98
183432 9/27/2022 004588 DAILY JOURNAL CORPORATION B3600952 PUBLICATION FOR 7/11 320.00 B3610692 PUBLICATION FOR 8117 PC MTG 300.00
B3611420 PUBLICATION 9/21122 280.00
B3622367 PUBLICAITON 10/10.PC MTG 405.00
63622981 PUBLICATION FOR 9121122 PC MTG 345.00
Total: 1,650.00
183433 9/27/2022 010590 DEBTBOOK DB1021271 05167 FA PROFESSIONAL SERVICES-GP 6,500.00 Total: 6,500.00
Exhibit 1 11

Voucher List Page: 4
09/28/2022 5:08:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183434 9/27/2022 000659 DELTA DENTAL OF CALIFORNIA BE005115540 FA DENTAL INS SEPT 2022 _ 16,790.60 Total: 16,790.60
183435 9/27/2022 000658 DELTA DENTAL INSURANCE COMPANY BE005113180 FA DENTAL INS SEPT 2022 1,267.11 Total: 1,267.11
183436 9/27/2022 002805 DEPARTMENT OF JUSTICE 601339 PD FINGERPRINT APPS AUGUST Z 3,524.00 Total: 3,524.00
183437 9/27/2022 005907 DEPT OF PUBLIC WORKS,COUNTY OF Li PW22081522328 PW INDUSTRIAL WASTE PERMITS 9,460.43 Total: 9,460.43
183438 9/27/2022 003395 DISTRICT OF SO CA,WATER REPLENISH 00604020-FY 22-23 PW FY 22-23 ADMIN/LAB WORK 1,528.00 Total: 1,528.00
183439 9/27/2022 008064 EMPLOYEES'RETIREMENT SYSTEM,CAL 100000016912663 UNCOMPLETED MEMBER/EMPLOY 200.00 Total: 200.00
183440 9/27/2022 000775 ENTENMANN ROVIN CO 0165752 PD DOME BADGE ZUNIGA 256.34 0168460IN PD DOME BADGE HUBNER/CAMAC 231.97
Total: 488.31
183441 9/27/2022 000807 FAIRFIELD,BRADLEY SCOTT JULY 2022 PD TRNG PERDIEM TRAVEL 1,856.65 Total: 1,856.65
183442 9/27/2022 006424 FERNANDO'S HARDWARE&LUMBER 89561 PW WATER HEATER PARTS AT NYC 25.35 Total: 25.35
183443 9/27/2022 006521 FRANCHISE TAX BOARD Ben584187 GARNISHMENT:PAYMENT 589,18 Total: 589.18
183444 9/27/2022 006112 GALLS LLC 022035235 PD UNIFORM FD TRAINEE MARIAN 113.44 Total: 113.44
183445 9/27/2022 009809 GLOBAL URBAN STRATEGIES INC. 222 05171 CM GRANT WRITING SERVICES FC 4,020.00 Total: 4,020.00
183446 9/27/2022 002092 GOLDEN STATE WATER COMPANY 477102000008-0914: PW 6546 EASTERN 77.06 Exhibit 1 12

Voucher List Page: 5
09/28/2022 5:08:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183446 9/27/2022 002092 GOLDEN STATE WATER COMPANY (Continued) 58731400006-09152. PW 7901 EASTERN MEDIAN IRRIG 157.47 92962400005-09122: PW 6863 DARWELL AVE. 87.76 Total: 322.29
183447 9/27/2022 008072 HF&H CONSULTANTS,LLC 9719471 PW SB1383 COMPLIANCE,REPORI 13,879.50 05085
Total: 13,879.50
183448 9/27/2022 010609 HIRSCH PIPE&SUPPLY INC. 8463631 PW BGVP PARK WATER HEATER 29.25 Total; 29.25
183449 9/27/2022 001025 HOME DEPOT 007457/7020861 PW BGVP BENCHES 432.55 008048/6526361 PW SM PARKS SUPPLIES 119.08
008322/6612165 PW FACILITIES SUPPLIES 235.88
014393/0021216 PW CONCRETE SUPPLIES 271.42
02007614010429 PW STREET CR SUPPLIES 568.79
020434/4044381 PW FACILITIES SUPPLIES 160.72
020856/4093153 PW FACILITIES SUPPLIES 162.60
Total: 1,941.04
183450 9/27/2022 005177 INFRASTRUCTURE ENGINEERS 27550R PW CREDIT -2,250.00 27818 05086 PW CITY ENGIN SRVCS JULY 13,669.50
27863 05124 PW VARIOUS RESID ST IMP AUG 7,325.10
27865 PW NPDES MANAGEMENT PRGM 3,502.50
27917 04951 PW ARTERIAL STREET IMPROVEM 5,547.55 27919 04663 PW VETERANS PK YARD COMPLA 115.00
27945 04849 PW WATER QUALITY IMPROVE AU, 2,880.00 27946 04852 PW VARIOUS RESIDENTIAL STREE 2,045.64 27947 05086 PW CITY ENGINEER SERVICES AU 14,270,50 Total: 47,105.79
183451 9/27/2022 008569 JCL TRAFFIC 116062 PW BALL PLAYING PROHIBITED Ph 711.11 116177 PW CENTER MEDIAN SIGNS 950.91
16243 PW WAY FINDING SIGN 457.54
Total: 2,119.56
183452 9/27/2022 004019 KAISER FOUNDATION HEALTH PLAN SEPT 2022 FA HEALTH INS 2264860000 98,566.62 Exhibit 1 13

Voucher List Page: 6
09/28/2022 5:08:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183452 9/27/2022 004019 004019 KAISER FOUNDATION HEAL(Continued) Total: 98,566.62 183453 9/27/2022 009227 KARLIZ PRINTING INC.,KLDP 013 PD DEPT ENVELOPES NO WINDOV 640.00 014 PD LETTER HEAD&BLANK BUS CA 448.00
Total: 1,088.00
183454 9/27/2022 007868 LA CONSERVATION CORPS 241584-SEPT2022 04864 PW-TREE PLANTING APRIL,MAY,JL 31,523.63 Total: 31,523.63
183455 9/27/2022 006145 LAN WAN ENTERPRISE,INC. 734570 05108 PD MAINT 9/6-9/8 3,600.00 73474 PD NETMOTION RENEWAL 2,910A5
Total: 6,510.15
183456 9/27/2022 007252 LEAF 13732297 COPIER LEASE 1012022 ALL DEPTr 1,169.94 Total: 1,169.94
183457 9/27/2022 007055 LINGLE BROS.COFFEE,INC 159800 PD COFFEE SUPPLIES 651.54 Total: 651.54
183458 9/27/2022 001201 LOS ANGELES COUNTY SHERIFF'S Ben584193 GARNISHMENT:PAYMENT 434.15 Total: 434.15
183459 9/27/2022 003249 LUBRANI,SAMANTHA L. cc22013a CCL-CC MTG 8/8&22ND AMEND It 550.00 Total: 550.00
183460 9/27/2022 010486 MAC BUSINESS SOLUTIONS,MARCOAC L CARRANZA CONTR DEP 6633 COLMAR AVE 2 22,500.00 Total: 22,500.00
183461 9/27/2022 001395 MANAGED HEALTH NETWORK prm075169 FA MHN INS 1012022 493.24 Total. 493.24
183462 9/27/2022 008274 MARTIN BICYCLE SHOP CORP 01332 PD ENFORCEMNT BICYCLE SRVC 550.00 Total: 550.00
183463 9/27/2022 009783 MARTINEZ,MELISSA 101822 PD TRNG PERDIEM 10-18121 1,717.38 Total: 1,717.38
183464 9/27/2022 003123 MENDOZAS LAWNMOWER'S,ROSALINDA 4836 PW SRVC/REPAIR HEDGE ECHO 209.47 Exhibit 1 14

Voucher List Page: 7
09128/2022 5:08:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183464 9/27/2022 003123 003123 MENDOZAS LAWNMOWER':(Continued) Total: 209A7 183465 9127/2022 001474 MIDTOWN PLUMBING,INC. IN00050881 RCS POOL REPAIRS 359.34 IN00051241 PW MAIN LINE PLUGGED 252.09
Total: 611.43
183466 9/27/2022 001491 MOBILE MINI INC. 9015080484 PD CONTRACT SRVCS 8/31-9/27 187.20 9015137876 PD CONTRACT SRVCS 9/6-10/3 78.28
Total: 265.48
183467 9/27/2022 008796 MONROY,MONICA LISBETH 00008 RCS AUGUST FOLKLORICO 220.00 Total: 220.00
183468 9/27/2022 010576 ORTIZ,JOSE C. SB2 RCS YTH SOFTBALL UMPIRE 09/12 416.00 Total: 416.00
183469 9/27/2022 010314 OSI STAFFING,INC. 14624 CCL PART TIME 8/23-9/3 670.56 Total: 670.56
183470 9/27/2022 008044 PAL PROGRAM Ben584189 PAL PROGRAM:PAYMENT 305.00 Total: 305.00
183471 9/27/2022 000453 PARK WATER,LIBERTY PARK UTILITIES 190001 05088 PW OPERATION AND MAINTAUG 2 109,945.08 Total: 109,945.08
183472 9/27/2022 007210 PEREZ,OMAR 080322 PD TRNG OCT 12-14 MILEAGE REIP 397.05 Total: 397.05
183473 9/27/2022 010226 PERMANENTS MEDICAL GROUP,SOUTHI AUG 2022 EE PRE PLACEMNT PHYSICALS 1,241.00 Total: 1,241.00
183474 9/27/2022 000494 PETTY CASH,CITY OF BELL GARDENS PETTY CASH AUG2C PD POSTAGE FOR TASERS 227.51 Total: 227.51
183475 9/27/2022 009820 PROSEGUR SERVICES GROUP,INC. 659319 RCS SPRT CTR SEC 9/5-11TH 1,000.96 Total: 1,000.96
183476 9/27/2022 005336 PUENTE,ANGEL 101822 PD TRNG 10/18-21 1,714.63 Exhibit 1 15

Voucher List Page: 8
09/28/2022 5:08:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account _ Amount 183476 9/27/2022 006336 005336 PUENTE,ANGEL (Continued) Total: 1,714.63 183477 9/27/2022 004767 RAMIREZ,DANIEL 102022 PDTRNG 10/18-22 1,721.19 Total: 1,721.19
183478 9127/2022 000186 READYREFRESH BY NESTLE 0210032331100 PW WATER FILTERING SRVC PWS 388.60 0210032672016 RCS FDPK SUPPLIES 50.70
0210032672024 RCS GOLF COURSE SUPPLIES 54.02
0210032672032 RCS YTH CENTER SUPPLIES 54.02
0210032672057 RCS SENIOR CNTR SUPPLIES 73.87
0210032672065 RCS VETERANS PARK SUPPLIES 54.02
0210033108044 PD WATER SRVC 8/11-9/10 68.50
Total: 743.73
183479 9/27/2022 000186 READYREFRESH BY NESTLE 0210033108135 PD WATER SRVC 8/11-9/10 68.50 Total: 68.50
183480 9/27/2022 000186 READYREFRESH BY NESTLE 021-16702768201 PW WATER FILTERING SRVCAUG 41.26 121-16702768202 PW WATER FILTERING SRVC BGVF 62.68
Total: 103.94
183481 9/27/2022 006494 REEVES CO.INC. 454908 PD NAMEPINS RAISED FLAG SANE 34.59 Total: 34.59
183482 9/27/2022 001885 ROADLINE PRODUCTS,INC 17889 05143 PW PAINT AND SUPPLIES 9,938.58 Total; 9,938.58
183483 9/27/2022 002063 SMART&FINAL 278100 RCS CPR TRAINING SUPPLIES 8/21, 58.09 Total: 58.09
183484 9/27/2022 002129 STANDARD INSURANCE CO. AUG 2022 STANDARD LIFE&ADD 812022 7,857.63 JULY2022 EE SUPL LIFE INS 7/2022 304.99
Total: 8,162.62
183485 9/27/2022 002854 STAPLES ADVANTAGE 8067375043 RCS OFFICE SUPPLIES 1,664.96 Total: 1,664.96
183486 9/27/2022 000594 STATE DISBURSEMENT UNIT Ben584195 GARNISHMENT:PAYMENT 326.76 Exhibit 1 16

Voucher List Page: 9
09/2812022 5:08:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183486 9/27/2022 000594 000594 STATE DISBURSEMENT UNI'(Continued) Total 326.76 183487 9/2712022 002169 SUPER AFOODS 2400 RCS STAFF MTG SUPPLIES 8/25 195.55 5065-091522 RCS FIESTAS PATRIAS SUPPLIES 65.93 Total 261.48
183488 9/27/2022 009775 THOMSON INC. 37842479 PW MINIMUM SRVC BG SENIOR C!, 90.00 Total 90.00
183489 912712022 009266 TIME WARNER CABLE 107007601090122 PD FIBER LINES SEPT 2022 735.88 Total: 735.88
183490 9127/2022 009717 TRENCH PLATE RENTAL CO. 254806 PW STEEL PLATES 6915 EMILAVE. 542.64 Total 542.64
183491 9127/2022 010489 TWO WAY DIRECT,INC 76720 RCS EQUIPMENT 624.88 Total: 624.88
183492 9/2712022 006912 UCADVANTAGE,INC. 7141874 QTRLY LIC MANAGEMENT/CONSUL 393.75 Total 393.75
183493 9/27/2022 008326 UNISHIELD 17001039 CD FIRST AID SUPPLIES 69.13 Total: 69.13
183494 9/27/2022 006913 VERIZON BUSINESS 00519484 PD INTERNET SRVC SEPT 2022 1,317.93 Total: 1,317.93
183495 9127/2022 006130 VERIZON WIRELESS 9914983048 PD WIRELESS PHONES SRVC 8/4-! 2,426.61 Total: 2,426.61
183496 9/27/2022 010481 VICENCIO,EDGAR 0015 RCS HIP HOP CLASS SEPT 720.00 Total: 720.00
183497 9/2712022 002380 VISION SERVICE PLAN 816014653 FA VISION INS SEPT 2022 7,506.80 Total: 7,506.80
183498 9/2712022 009585 VULCAN MATERIALS COMPANY,CALMAT 73401431 PW ASPHALTAT SPEED BUMPS 66 932.40 73401432 PW ASPHALT AT SPEED BUMPS 65 942.17
.................................................................................................... ............................

Exhibit 1 17

Voucher List Page: 10
09/28/2022 5:08:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183498 9/27/2022 009585 009585 VULCAN MATERIALS COMB(Continued) Total: 1,874.57 183499 9/27/2022 009769 W EINRICH,MICHAEL TRNG 8122-26 911 PD TRNG MILEAGE REIM 206.70 Total: 206.70
183500 9/27/2022 008873 WINZER CORPORATION 8000002488 PW BUS SHELTERS MAING SUPPL 158.76 8000002563 PW BUS SHELTERS MAINT SUPPLI 932.62
Total: 1,091.38
183501 9/27/2022 009492 XPRESS WASH INC 15372 05115 PD CAR WASH SRVC AUG 2022 2,760.00 Total: 2,760.00
102 Vouchers for bank code:common Bank total: 936,748.70 TRANSFER 9/22/2022 BANK OF THE WEST P/R NET PAYROLL 487,936.81 102 Vouchers in this report Total vouchers: 1,424,685.51 Exhibit 1 18

Voucher List Page: 1
10/05/2022 4:11:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183502 10/4/2022 007322 1ST JON INC 091522 05165 RCS EVENT 9115-PORTABLE RES" 1,455.35 Total: 1,455.35
183503 10/4/2022 008102 ACOSTA,JOHN G6DW50 PD SUPPLIES FOR SOUTHEAST TA 270.92 Total: 270.92
183504 10/4/2022 000098 ALIN PARTY SUPPLY 619983 RCS SENIOR CTR DECORATIONS 342.79 Total: 342.79
183505 10/4/2022 010270 ALL STAR ELITE SPORTS 3104 RCS EVENT GEAR 995.69 Total: 995.69
183506 10/4/2022 000148 AMTECH ELEVATOR SERVICES 151400932778 PD ELEVATOR MAINT OCT 2022 232.35 Total: 232.35
183507 10/4/2022 000150 ANAYNS SERVICE CENTER 36922 PW REPAIR/SRVC VEH 179 844.39 36936 PW REPAIR/SRVC ON VEH T171 298.77
36997 PW REPAIR/SRVC VEH G2 548.61
37002 PD UNIT 256 REPL RADIATOR OIL C 771.26
37025 PW REPAIR/SRVC VEH SM179 965.33
37046 PD UNIT 269 REPL GRILL SHUTTEF 465.95
37047 PD UNIT 209 REPL BATTERY 177.95
37048 PD UNIT 233 OIL CHANGE REPL BF 613.74
37049 PD UNIT 232 REPL BRAKE PADS 477.60
37050 PD UNIT 265 REPL COOLING FAN 698.90
37051 PD UNIT 260 OIL CHANGE REPL BF 671.07
Total: 6,533.57
183508 10/4/2022 000301 ANTHEM BLUE CROSS 000247881328 RET HEALTH INS SEPT 22ND 14,777.91 Total: 14,777.91
183509 10/412022 009743 AZTLAN ATHLETICS,LLC 1 05175 RCS 5K FUN RUN EVENT SERVICE 5,000.00 2 05175 RCS 5K FUN RUN EVENT SERVICE 4,999.00
Total: 9,999.00
183510 10/4/2022 000302 BLUE DIAMOND MATERIALS 2872827 PW CONCRETE/ASPHALT DUM FEE 300.00 2877860 PW CONCRETE/ASPHALT DUMP FE 700.00
Exhibit 1 19

Voucher List Page: 2
10/05/2022 4:11:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor __ Invoice PO# Description/Account Amount 183510 10/4/2022 000302 BLUE DIAMOND MATERIALS (Continued) 2885438 PW 6630 IRAAVE. 525.00
Total: 1,625.00
183511 10/4/2022 009389 BRIGHTVIEW GOLF MAINTENANCE 5274299 05158 RCS GOLF COURSE MAINT 1,888.00 Total: 1,888.00
183512 10/4/2022 000313 BRITE WHITE,ELISEO RODRIGUEZ 25426 PD UNIT 225,211,263,270,574 REPA 210.00 Total: 210.00
183513 10/4/2022 001447 CHARTER COMMUNICATIONS 3506091622 CABLE SRVCS CITY HALL 116.31 Total: 116.31
183514 10/4/2022 008611 CHAVEZ,JORGEL LEAGUE22 LEAGUE OF CA CITIES CONF 9/7-9' 97.61 Total: 97.61
183515 10/4/2022 010286 CWE 22424 04670 PW MODIFICATION TO DESIGN FOI 4,969.00 Total: 4,969.00
183516 10/4/2022 000537 DEVELOPMENT AUTHORITY,LA COUNTY D00086-JULYIAUG JULY/AUG RENT RECVD SIERRA BI 9,495.22 Total: 9,495.22
183517 10/4/2022 010331 DIMEX PROFESSIONAL,ISRAEL HERNAN 1133 RCS SPRT CTR JANITORIAL SRVC 375.00 Total: 375.00
183518 10/4/2022 008098 DIRECTV,INC. 057628772X220920 RCS GC SERVICES 44.99 Total: 44.99
183519 10/4/2022 000775 ENTENMANN ROVIN CO 01685151N PD DOME BADGE FLAT BADGE 70.97 Total: 70.97
183520 10/4/2022 009361 EURMAX CANOPY,INC. MH82922 05168 RCS COMM FAMILY CNTR SUPPLIE 1,351.67 Total: 1,351.67
183521 10/4/2022 009670 FLORES,DIANNE 092122 CD REG MTG 9/21122 100.00 Total: 100.00
183522 10/4/2022 009734 GOLD COAST K9,K-9 SERVICES LLC BGPD 31 PD K9 BOARDING 240.00 Exhibit 1 20

Voucher List Page: 3
10/0512022 4:11:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183522 10/4/2022 009734 009734 GOLD COAST K9,K-9 SERVI(Continued) Total: 240.00 183523 10/4/2022 009491 GOMEZ,SONIA FY 22-23 TUITION R1 TUITION REIM FY 22-23 300.00 Total: 300.00
183524 10/4/2022 010366 GRIMCO,INC. 2924000902 05172 RCS WIDE FORMAT PRINTER SUP[ 137.91 2924000903 05172 RCS WIDE FORMAT PRINTER SUPI 235.79
292400901 05172 RCS WIDE FORMAT PRINTER SUPF 493.61
Total: 867.31
183525 10/4/2022 010509 GUNNER CONCRETE 1653 05084 PW 10 YARD TRUCKS FOR VARIOL 1,857.83 Total: 1,857.83
183526 10/4/2022 001025 HOME DEPOT 007870/7020860 PW NYC KABOOM SUPPLIES 492.16 012748/2021140 PW NYC KABOOM SUPPLIES 251.22
01399711542899 PW BGVIP PK BENCHES SUPPLIES 29.10
015016/9513060 PW FACILITIES SUPPLIES 145.94
015687/9530458 PW BGVP SUPPLIES 132.42
01968715543599 PW FACILITIES SUPPLIES 40.35
026658/8070983 PW SMALL TOOLSIST CREW 438.19
091422 RCS AQUATICS CLEANING SUPPLI 127.59
5352079 RCS SUPPLIES 153.33
Total; 1,810.30
183527 10/4/2022 008741 IDEMIA IDENTITY&SECURITY USA 150690 PD IDEMIA LIVE SCAN SOFTWARE 1,599.00 Total: 1,599.00
183528 10/4/2022 005177 INFRASTRUCTURE ENGINEERS 27908 CID PI&DEV7 ENG FEES 8/31/22 1,937.00 Total: 1,937.00
183529 101412022 009373 INTERNATIONAL,THE COUNSELING TEAT 83704 05105 PD PSYCHOLOGICAL CONTRACTc 1,000.00 Tote I; 1,000.00
183530 1014/2022 009028 KANSAS STATE BANK 60432072022 05177 PD LENSLOCK BODY WORN,IN-C; 81,738.58 Total: 81,738.58
183531 10/4/2022 007868 LA CONSERVATION CORPS 241584-JULY 2022 04864 PW TREES FOR BG PLANTING PR( 4,778.75 Total: 4,778.75
.............------------.................................................................

Exhibit 1 21

Voucher List Page: 4
10/05/2022 4:11:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183532 10/412022 002035 LA COUNTY SHERIFF'S DEPT. 230239BL PD PRISONER MAINT MEALS AUGi 331.60 Total: 331.60
183533 10/4/2022 007252 LEAF 13732296 RCS COPIER LEASE 10122 1006268 285.08 Total: 285.08
183534 10/4/2022 009241 LEON,ANDREW 092122 CD REG PC MTG 9/21/22 100.00 Total: 100.00
183535 10/4/2022 010554 MEDICO HEALTHCARE LINEN SRVCS. 20678627 PD JAIL UNIFORMS/LINEN CLEANIP 52.86 Total: 52.86
183536 10/412022 001562 NATIONAL CONSTRUCTION RENTALS 6707676 PD STTRINGER POLE 91/5-10/12 42.45 Total: 42,45
183537 10/4/2022 010575 NATIONAL TACTICAL SECURITY 3 RCS SITE SEC 9/15 160.00 4 RCS FACILITY SEC 9/24 320.00
Total: 480.00
183538 10/4/2022 009641 ORGANIZATION LLP,OLIVAREZ,MADRUG 20303 CM LEGAL GENERAL 8/2022 716.00 20304 CCL LEGAL GEN 812022 14,832.00
20305 CD LEGAL GENERAL 8/2022 17,418.00
20306 PD LEGAL GEN 812022 3,770.00
20307 CD LEGAL GENERAL 8/2022 1,020.00
20308 PW LEGAL GENERAL 8/2022 11,320.00
20309 FA LEGAL GEN 812022 950.00
20310 CC LEGAL GENERAL 8/2022 13,711.88
20311 HR LEGAL GENERAL 8/2022 120.00
20312 CM LEGAL GENERAL 8/2022 COVIE 400.00
20314 CM LEGAL GENERAL 8/2022 1,760.00
20316 CM LEGAL GEN 8/2022 4,820.00
20316 RCS LEGAL GENERAL 812022 1,500.00
Total: 72,337.88
183539 10/4/2022 010314 OSI STAFFING,INC. 14768 CCL PART TIME 9/4-10TH 1,247A5 Total: 1,247.45
183540 10/4/2022 007292 PARKING CO.OF AMERICA,PCAM,LLC INVM0005027 05126 PW TRANSPORTATION BG AQUATI, 4,200.16 Exhibit 1 22

Voucher List Page: 5
10/05/2022 4:11:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183540 10/4/2022 007292 PARKING CO.OF AMERICA,PCAM,LLC (Continued) INVM0016962 05089 PW DIAL RIDE SERVICE AUG 71,693.85 Total: 75,894.01
183541 10/4/2022 008625 PEREZ,ESTEBAN 506365A PD REIM FOR EXPLORERS 239.12 Total: 239.12
183542 10/4/2022 009834 PRINTAGENT 3192 RCS YTH VOLLEYBALL FLYERS TO 719.06 3221 RCS SF BASKETBALL FLYERS TO[ 448.95
Total: 1,168.01
183543 10/4/2022 009820 PROSEGUR SERVICES GROUP,INC. 658684 RCS SPRT CTR SEC 9/12-18TH 1,296.40 Total: 1,296.40
183544 10/4/2022 004661 QUILL CORPORATION 27593458 PD OFC SUPPLIES DEPT SUPPLIE; 186.83 27596773 PD OFC SUPPLIES DEPT SUPPLIE 26.98
27684203 PD OFFICE SUPPLIES JAIL 114.66
27685077 PD OFFICE SUPPIES JAIL 114.66
27687922 PD OFFICE SUPPLIES JAIL 0.31
27688201 PD OFFICE SUPPLIES JAIL 200.96
27722343 PD OFFICE SUPPLIES JAIL 354.21
Total: 998.61
183545 10/4/2022 000186 READYREFRESH BY NESTLE 1210022262984 PD WATER SRVC 8/21-9/20 87.88 Total: 87.88
183546 10/4/2022 002884 RESERVE ACCOUNT 10889251-092022 POSTAGE ALL DEPTSSEPT 1,109.56 Total: 1,109.56
183547 10/4/2022 006522 RIVERA,TONY 092122 CD REG MTG 9/21/22 100.00 Total: 100.00
183548 10/4/2022 010288 RJM DESIGN GROUP,INC. 35252 04965 RCS FORD PARK AQUATICS CENTS 4,245.58 Total: 4,245.58
183549 10/4/2022 010278 ROSA,MIGUEL DE LA 092122 CD REG MTG 9/21/22 100.00 Total: 100.00
183550 10/4/2022 001935 S&S WORLDWIDE IN101019191 RCS SUPPLIES 649.72 Exhibit 1 23

Voucher List Page: 6
10/05/2022 4:11:34PM CITY OF BELL GARDENS
Bank code:common
Voucher Date Vendor Invoice PO# Description/Account Amount 183550 10/4/2022 001935 S&S WORLDWIDE (Continued) IN10165976 RCS SUPPLIES 741.09
Total: 1,390.81
183551 10/4/2022 002063 SMART&FINAL 200611 RCS SUPPLIES 2.99 228911 RCS SUPPLIES 68.94
518799 RCS SUPPLIES 312.53
682300 RCS CAREGIVER PRGM EVEN 9/17 171.33
805066 RCS SUPPLIES 96.62
858044 RCS PRGM SUPPLIE S 65.17
Total: 717.58
183552 10/4/2022 002067 SO CASPORTS WEAR,WALTER SCHMID 1152 RCS UNIFORMS 947.10 1153 RCS UNIFORMS 995.50
Total: 1,942.60
183553 10/4/2022 002169 SUPERAFOODS 3661 RCS SUPPLIES 9.89 Total: 9.89
183554 10/4/2022 008326 UNISHIELD 17001036 PD FIRST AID KIT REFILL 121.72 17001037 PD FIRST AID KIT REFILL JAIL 131.64
Total: 253.36
183555 10/4/2022 009744 USA&RAFAEL CLEANERS,RAFAEL RODI 7523 RCS SUPPLIES 88.00 7724 RCS SUPPLIES 24.00
Total: 112.00
54 Vouchers for bank code:common Bank total: 315,522.85 54 Vouchers in this report Total vouchers: 316,522.85 Exhibit 1 24

CITY OF BELL GARDENS

OFFICE OF THE CITY MANAGER
u
m

AG E N DA RE P O RT
Item 3.

TO: Honorable Mayor and City Council Members
FROM: Michael B. O'Kelly, City Manager
BY: Daisy Gomez, City Clerk
SUBJECT: APPROVAL OF SEPT EMBER 26, 2022 CITY COUNCIL MINUTES DATE: October 24, 2022
RECOMMENDATION:

It is staff recommendation that the City Council approve the attached minutes.

BACKGROUND/DISCUSSION:

Every City Council Meeting, the City Clerk captures the final action by way of motions, votes, and other mandated items.

CONCLUSION:

If approved, the minutes of the Closed Session and Regular City Council Meeting will be archived in the City Clerk's Office.

FISCAL IMPACT:

No fiscal impact.

ATTACHMENTS:

Exhibit 1 - Minutes of September 26, 2022
APPROVED ELECTRONICALLY BY:

CITY COUNCIL
allnnrrrrr0000000 "'t RE G U LAR M E ET I N G MONDAY, SEPT EMBER 26, 2022, 6:00 PM

MINUTES

CALL TO ORDER
Pursuant to Assembly Bill 361, The Council Members of the City of Bell Gardens City Council held a Regular City Council meeting on September 26, 2022, via teleconference in the Council Chambers, 7100 Garfield Avenue, Bell Gardens, CA with Mayor Maria Pulido presiding. Mayor Maria Pulido called the meeting to order at 6:12 p.m.

ROLL CALL OF CITY COUNCIL M EM BERS

Present: Marco Barcena, Council Member
Lisseth Flores-Franco, Council Member
Jorgel Chavez, Mayor Pro Tern
Maria Pulido, Mayor

Absent: Alejandra Cortez, Council Member (excused)
Councilwoman Alejandra Cortez requested to excuse her absence. There was no objection by Council to excuse her absence.

PRESENTATIONS
• GREATER LOS ANGELES VECTOR CONTROL DISTRICT (GLACVD/DISTRICT) Mary-Joy Coburn, Director of Communication for Greater Los Angeles County Vector Control District provided a PowerPoint presentation on mosquito prevention and protection. • CALHOME GRANT RECIPIENT AWARDS
Director of Community Development Gustavo Romo and Omar Hernandez, grant consultant from Global Urban Strategies I nc. presented Bell Gardens resident Alejandra Diaz with a check for$75,000 on behalf of the CalHome Program, Home Ownership Rehabilitation Assistance Program. • PROCLAMATION HONORING DEAF AWARENESS MONTH
Councilwoman Lisseth Flores-Franco presented a proclamation on behalf of the City Council for Deaf Awareness Month.

Exhibit 1 26

PUBLIC HEARING (Item No. 1)

1. URGENCY ORDINANCE NO. 927-U OF THE CITY OF BELL GARDENS EXTENDING THE

INTERIM PROHIBITION OF RENT INCREASES ON CERTAIN RESIDENTIAL

PROPERTIES UNTIL THE CITY'S PERMANENT RENT STABILIZATION REGULATIONS

TAKE EFFECT
Urgency Ordinance No. 927-U of the City of Bell Gardens extending the interim prohibition of rent increases on certain residential properties until the City's permanent rent stabilization regulations take effect.

Recommendation:

It is staff's recommendation that the City Council adopt Urgency Ordinance No. 927-U, thereby extending the existing interim prohibition of rent increases on certain residential properties subject to State rent control effective immediately and expiring on October 12, 2022, when Ordinance No. 925, which establishes permanent rent stabilization regulations, takes effect.

Mayor Maria Pulido opened the public hearing at 6:45 p.m. City Manager Michael O'Kelly and Community Development Director Gustavo Romo introduced this item. Mayor Maria Pulido opened and closed the public hearing at 6:47 p.m. There were no comments made.

A motion was made by Lisseth Flores-Franco and seconded by Jorgel Chavez, to approve recommendation.

Motion Passed 4-0-1 with the following vote:

Ayes: Barcena, Chavez, Flores-Franco, Pulido

Absent: Cortez

PUBLIC COMMENTS ON AGENDA ITEMS ONLY
There were no public comments.

CITY MANAGER'S REPORT
City Manager Michael O'Kelly provided general community announcements.

CONSENT CALENDAR (Item Nos. 2-6)
All matters listed under the Consent Calendar are considered to be routine and can be acted on by one roll call vote. There will be no separate discussion of these items unless members of the Successor Agency request specific items to be removed from the Consent Calendar for separate action. Items called for separate discussion will be heard as the next order of business A motion was made by Lisseth Flores-Franco and seconded by Marco Barcena, to approve Item Nos. 2 -6 on the Consent Calendar.

Motion Passed 4-0-1 with the following vote:

Ayes: Barcena, Chavez, Flores-Franco, Pulido

Absent: Cortez

2. GENERAL MOTION TO WAIVE FULL READING AND APPROVE ORDINANCES BY TITLE ONLY PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION 36934 Exhibit 1 27

In order to expedite the conduct of business at City Council meetings, California State Law (California Government Code Section 36934) allows Ordinances to be read by title if a majority of the legislative body supports the motion to waive the full reading.

Recommendation:

It is staff recommendation that the City Council approve a general motion to waive full reading and approve Ordinances by title only pursuant to California Government Code Section 36934.

3. CONSIDERATION AND APPROVAL OF A 30-DAY RESOLUTION REGARDING THE

CONDUCT OF TELECONFERENCED MEETINGS OF THE CITY COUNCIL AND OTHER

Recommendation:

It is staffs recommendation that the City Council adopt or approve the Resolution permitting the City conduct public meetings virtually for all public bodies subject to the Brown Act in accordance with the requirements of AB 361, which will require reauthorization every thirty (30) days.

Resolution No. 2022-97 was adopted.

4. WARRANT REGISTERS AND WIRE TRANSFERS
In approving the action of receiving and filing the warrant registers, the official minutes of the Bell Gardens City Council should state that each individual member of the City Council is not voting on, influencing the outcome of, or participating in approving, accepting, receiving or filing any warrant which bears the name of the same council member, or pays for any costs or expenses, or otherwise benefits the same named council member. Each council member will not be participating, influencing or voting on any such warrant bearing their name or which benefits the same named council member, but with that exception is voting in favor of receiving and filing all other warrants contained in this report, unless otherwise noted on the record at the time of the approval of the action required by this report.

Recommendation:

It is staffs recommendation that the City Council receive and file the warrant registers, wire transfers, and net payrolls dated 08/25/22, 08/30/22 and 09/06/22.

5. BIENNIAL REVIEW AND ADOPTION OF THE CITY'S CONFLICT OF INTEREST CODE California Government Code Section 87306.5 requires that local governments conduct a review of their Conflict of Interest Codes every two years. The City's Conflict of Interest Code determines which City officials and employee positions must file the Fair Political Practices Commission Statement of Economic Interest Form 700.

Recommendation:

Exhibit 1 28

It is staff recommendation that the City Council adopt the attached Resolution repealing Resolution No. 2020-89, and amending the Conflict of Interest Code for the City of Bell Gardens City Council, the Successor Agency to the Community Development Commission, and the Financing Authority Board.

Resolution No. 2022-98 was adopted.

6. APPROVAL OF SALARY RANGE FORASSISTANT TO THE CITY MANAGER Approval of salary range for Assistant to the City Manager.

Recommendation:

It is staff's recommendation that the City Council adopt the attached resolution approving the compensation levels for the Assistant to the City Manager position.

Resolution No. 2022-99 was adopted.

DISCUSSION (Item Nos. 7-9)

7. LOCAL COMMISSIONS APPOINTMENT LIST
The Local Commissions Appointments List outlines the City of Bell Gardens Commissions and Commissioners. Per the Bell Gardens Municipal Code, City Commissions consist of Bell Gardens residents appointed by each member of the City Council. Council Members may remove commissioners during any regular City Council meeting and may appoint commissioners following 10 working days after the posting of the vacancy notice.

Recommendation:

It is staff's recommendation that the City Council review the Commissions Appointments List and by motion, remove commissioners and/or make appointments to the posted vacancies.

A motion was made by Lisseth Flores-Franco and seconded by Marco Barcena, to table this item.

Motion Passed 4-0-1 with the following vote:

Ayes: Barcena, Chavez, Flores-Franco, Pulido

Absent: Cortez

8. CITY COUNCIL CHAMBER IN-PERSON PUBLIC PARTICIPATION UPDATE I n-person public participation for meetings held in the Bell Gardens City Council Chamber will be allowed starting Tuesday, September 27, 2022, unless a specific effective date is otherwise provided. As in-person meetings resume, members of the public may also continue to participate via Zoom as long as the City Council continues to approve the reauthorization of the 30-day resolution permitting the City conduct public meetings virtually for all public bodies subject to the Brown Act in accordance with the requirements of AB 361.

Recommendation:

It is staff's recommendation that the City Council affirm the direction given regarding in-person public participation for City Council Chamber meetings.

City Manager Michael O'Kelly introduced this item. City Manager Assistant Hailes Soto provided a PowerPoint presentation.

A motion was made by Marco Barcena and seconded by Jorgel Chavez, to approve recommendation.

Motion Passed 4-0-1 with the following vote:

Ex*)W Barcena, Chavez, Flores-Franco, Pulido 29

Absent: Cortez

9. CITY OF BELL GARDENS, ACALIFORNIA MUNICIPALITY, V. JENNIFER RODRIGUEZ, CASE NO. 20STCV38848
A lawsuit was filed by the City against former City Councilmember, Jennifer Rodriguez, to recover salary/benefits paid to her during absences from the City Council during 2016 and 2017. The lawsuit resulted in a default judgment being entered by the court in an amount of $29,979.35 The judgment is valid for ten years with an additional ten year renewal period. The City filed an Abstract of Judgment with the Los Angeles County Recorder in an attempt to collect on the judgment. The judgment remains outstanding.

Recommendation:

It is staff's recommendation that the City Council by motion receive and file this report and provide further direction regarding collection of the judgment amount.

City Manager Michael O'Kelly introduced this item. Attorney Gary Bacio from Bacio and Associates provided a PowerPoint presentation.

A motion was made by Marco Barcena and seconded by Jorgel Chavez, to send a collections letter every 30 days to Jennifer Rodriguez until payment is made.

Motion Passed 4-0-1 with the following vote:

Ayes: Barcena, Chavez, Flores-Franco, Pulido

Absent: Cortez

PUBLIC COMMENTS ON NON-AGENDA ITEMS UNDER THE SUBJECT MATTER

JURISDICTION OF THE CITY COUNCIL
There were no public comments.

CITY COUNCIL MEMBER COMMENTS
The City Council made general comments.

ADJOURNM ENT
Mayor Maria Pulido adjourned the meeting at 7:25 p.m..

Daisy Gomez,City Clerk
Agenda posted on September 22, 2022.

Exhibit 1 30

CITY OF BELL GARDENS

OFFICE OF THE CITY MANAGER
u
m

AG E N DA RE P O RT
Item 4.

TO: Honorable Mayor and City Council Members
FROM: Michael B. O'Kelly, City Manager
BY: Daisy Gomez, City Clerk
SUBJECT: CONSIDERATION AND APPROVAL OFA30-DAY RESOLUTION REGARDING THE

CONDUCT OF TELECONFERENCED MEETINGS OF THE CITY COUNCILAND OTHER

CITY BODIES UNDER THE MODIFIED RULES SET FORTH UNDER GOVERNMENT CODE SECTION 54953(E)
DATE: October 24, 2022
RECOMMENDATION:

BACKGROUND/DISCUSSION:

On March 4, 2020, Governor Gavin Newsom proclaimed a State of Emergency throughout the state of California, in response to the rapid spread and threat of the Novel Coronavirus (COVI D-19). On the same day, the Los Angeles County Board of Supervisors and Los Angeles County Department of Public Health ("LACDPH") declared a local emergency and local public health emergency throughout Los Angeles County. On March 17, 2020, the City of Bell Gardens City Council ("City Council") declared a local emergency due to COVID-19 and have reviewed the need for a local emergency at least once every 60 days since the initial declaration pursuant to Government Code Section 8630(c).

Currently, the state-declared emergency remains in effect. In addition, LACDPH has issued a series of Health Officer Orders containing recommendations for keeping individuals safe, reducing risk, and preventing the spread of COVID-19. The most recent Health Order by the LACDPH, effective as of September 23, 2022, outlines the County's current guidelines to continue to ensure the reduction in the transmission risk of COVI D-19 and protect those persons at elevated risk for severe health outcomes due to COVI D-19 infection.

On September 16, 2021, Governor Newsom signed Assembly Bill (AB) 361 (Rivas, 2021), which authorizes local agencies to continue to hold public meetings remotely under modified teleconferencing requirements set forth in the Brown Act (Government Code section 54953(b)(3)) during a state-declared emergency, as that term is defined, and when either state or local health officials have imposed or recommended measures to promote social distancing, or in situations when the legislative body has determined that meeting in person would present imminent risks to the health or safety of attendees. AB 361 went into effect immediately and sunsets on January 1, 2024.

On Monday, October 10, 2022, the City passed Resolution Number 2022-101, ratifying the proclamation of a State of Emergency by Governor Newsom on March 4, 2020, and re-authorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens, for the period from October 10, 2022, through November 9, 2022, pursuant to Brown Act provisions. 31 Under AB 361, legislative bodies of the City can meet remotely during a declared State of Emergency by the Governor that includes the jurisdictional boundaries of the City, if the legislative body determines that one of the following is also true:

1. State or local officials have imposed or recommended social distancing; or

2. To determine, by a majority vote, whether to hold remote meetings as a result of the State of Emergency, because meeting in person would present imminent risks to the health or safety of attendees; or

3. The legislative body holds a meeting having already determined by a majority vote to hold remote meetings.

Modified Brown Act requirements under AB 361, include, among other provisions, that:
• Members of the public must be allowed to address the body and offer comments in real-time during the meeting.
• In the event of a technical disruption, the public agency cannot take any further action on the agenda until the issue is resolved.
• Public agencies may not require public comments be submitted in advance (this is still a permissible option but cannot be the only option).
• Members of the public must be given a reasonable time to register to provide public comment, if necessary, and agencies that provide a timed public comment period shall not close the remote public comment option until that timed period has expired.

Once the initial authorizing resolution is adopted, ongoing authorization every thirty (30) days is required by majority vote. If the legislative body desires to continue using the teleconference exception, it must confirm the circumstances of the State of Emergency thirty (30) days after the first teleconference meeting and every thirty (30) days thereafter. Resolution Number 2022-101 expires on November 9, 2022. Staff recommends the City Council adopt the attached Resolution to avoid any lapse.

CONCLUSION:

If approved, the following will be adopted or approved:

1. The attached Resolution re-authorizing the City conduct public meetings virtually for all public bodies subject to the Brown Act in accordance with the requirements of AB 361, which will require reauthorization every thirty(30) days.

FISCAL IMPACT:

No fiscal Impact.

ATTACHMENTS:

Exhibit 1 - Resolution No. 2022-105
APPROVED ELECTRONICALLY BY:

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELL

GARDENS, CALIFORNIA, RATIFYING THE PROCLAMATION OF A

STATE OF EMERGENCY BY GOVERNOR NEWSOM ON MARCH 4, 2020, AND REAUTHORIZING REMOTE TELECONFERENCE

MEETINGS OF THE CITY COUNCIL, CITY BOARDS, AND ALL

COMMISSIONS OF THE CITY OF BELL GARDENS, FOR THE PERIOD FROM OCTOBER 24, 2022, THROUGH NOVEMBER 23, 2022,

PURSUANT TO BROWN ACT PROVISIONS
WHEREAS, Coronavirus, also known as COVID-19, was first reported in China in December 2019, it has now spread throughout the state of California, including throughout the City of Bell Gardens ("City");
WHEREAS, on March 4, 2020, California Governor Gavin Newsom declared a State of Emergency in response to the rising cases of COVID-19 throughout the state of California;
WHEREAS, on March 4, 2020, the Los Angeles County Board of Supervisors and Los Angeles County Department of Public Health ("LACDPH") declared a local emergency and local public health emergency in response to the spread of COVID-19 throughout the County;
WHEREAS, on March 13, 2020, the President of the United States declared a National Emergency due to the continued spread and the effects of COVID-19; WHEREAS, on March 17, 2020, the City of Bell Gardens City Council ("City Council') declared a local emergency due to COVID-19, and have reviewed the need for a local emergency at least once every 60 days since the initial declaration pursuant to Government Code Section 8630(c);
WHEREAS, on March 17, 2020, Governor Newsom issued Executive Order N-29- 20, which allowed local governments meet remotely without adherence to the traditional teleconferencing rules set forth in the Ralph M. Brown Act ("Brown Act"), this waiver was extended through September 30, 20217 by Executive Order N-08-21; WHEREAS, on September 16, 2021, Governor Newsom signed into law Assembly Bill No. 361 ("AB 361"), which, until January 1, 2024, authorizes a local agency to use teleconferencing without complying with the teleconferencing requirements imposed by the Brown Act, when a legislative body of a local agency holds a meeting during a declared State of Emergency, as that term is defined, when state or local health officials have imposed or recommended measures to promote social distancing or when the legislative body has determined that meeting in person would present imminent risks to the health or safety of attendees;
Exhibit 1 33

Resolution No. 2022-105
WHEREAS, the most recent Public Health Order("Health Order") by the LACDPH, effective as of September 23, 2022, outlines the County's current guidelines to continue to ensure the reduction in the transmission risk of COVID-19 and protect those persons at elevated risk for severe health outcomes due to COVID-19 infection; WHEREAS, AB 361 requires legislative bodies that hold teleconferenced meetings under its abbreviated teleconferencing procedures to give notice of the meeting and post agendas, as described, to allow members of the public to access the meeting and address the legislative body, to give notice of the means by which members of the public may access the meeting and offer public comment, including an opportunity for all persons to attend via a call-in option or an internet-based service option, and to conduct the meeting in a manner that protects the statutory and constitutional rights of the parties and the public appearing before the legislative body;
WHEREAS, AB 361 requires the legislative body take no further action on agenda items when there is a disruption which prevents the public agency from broadcasting the meeting, or in the event of a disruption within the local agency's control which prevents members of the public from offering public comments, until public access is restored; WHEREAS, AB 361 prohibits the legislative body from requiring public comments to be submitted in advance of the meeting and specifies that the legislative body must provide an opportunity for the public to address the legislative body and offer comment in real time;
WHEREAS, AB 361 prohibits the legislative body from closing the public comment period and the opportunity to register to provide public comment, until the public comment period has elapsed or until a reasonable amount of time has elapsed, as specified; WHEREAS, all City Council, Board, and Commission meetings are open and public, as required by the Brown Act, so that any member of the public may attend, participate, and watch the City Council or City Commission conduct their business; WHEREAS, on December 13, 2021, the City Council adopted Resolution No. 2021-105 ratifying the proclamation of a State of Emergency by Governor Newsom on March 4, 2020, and authorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens, for the period from December 13, 2021, through January 12, 2022, pursuant to Brown Act provisions; WHEREAS, on January 10, 2022, the City Council adopted Resolution No. 2022- 03, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through February 9, 2022; WHEREAS, on January 24, 2022, the City Council adopted Resolution No. 2022- 08, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through February 23, 2022; 2 of 6
Exhibit 1 34

Resolution No. 2022-105
WHEREAS, on February 14, 2022, the City Council adopted Resolution No. 2022- 12, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through March 16, 2022; WHEREAS, on February 28, 2022, the City Council adopted Resolution No. 2022- 18, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through March 30, 2022; WHEREAS, on March 14, 2022, the City Council adopted Resolution No. 2022- 23, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through April 13, 2022; WHEREAS, on April 11, 2022, the City Council adopted Resolution No. 2022-27, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through May 11, 2022; WHEREAS, on April 25, 2022, the City Council adopted Resolution No. 2022-36, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through May 25, 2022; WHEREAS, on May 9, 2022, the City Council adopted Resolution No. 2022-38, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through June 8, 2022; WHEREAS, on May 23, 2022, the City Council adopted Resolution No. 2022-43, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through June 22, 2022; WHEREAS, on June 13, 2022, the City Council adopted Resolution No. 2022-47, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through July 13, 2022; WHEREAS, on June 27, 2022, the City Council adopted Resolution No. 2022-60, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through July 27, 2022; WHEREAS, on July 11, 2022, the City Council adopted Resolution No. 2022-66, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through August 10, 2022; WHEREAS, on August 8, 2022, the City Council adopted Resolution No. 2022-74, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through September 7, 2022; 3 of 6
Exhibit 1 35

Resolution No. 2022-105
WHEREAS, on August 22, 2022, the City Council adopted Resolution No. 2022- 89, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through September 21, 2022; WHEREAS, on September 12, 2022, the City Council adopted Resolution No. 2022-94, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through October 12, 2022; WHEREAS, on September 26, 2022, the City Council adopted Resolution No. 2022-97, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through October 26, 2022; WHEREAS, on October 10, 2022, the City Council adopted Resolution No. 2022- 101, reauthorizing remote teleconference meetings of the City Council, City Boards, and all Commissions of the City of Bell Gardens through November 9, 2022; WHEREAS, the City finds that the continuous spread of COVID-19, specifically with regard to the highly transmissible variants, throughout the community has caused, and will continue to cause, conditions of peril to the safety of persons within the City that are likely to be beyond the control of the City;
WHEREAS, the City continues to enforce measures to promote social distancing which include recommending staff and civilians wear masks in City buildings as well as posting COVID-19 safety measures throughout City buildings and on the City website; WHEREAS, in light of the continuing State declaration of emergency resulting from the COVID-19 pandemic, the continuing recommendation by Los Angeles County Public Health officials for masking at indoor events, and the imminent risks to the health and safety of attendees at meetings conducted in person due to the spread of COVID-19, the City Council desires to make the findings required by AB 361 to allow the City Council and all City Boards and Commissions to continue to meet under AB 361's abbreviated teleconferencing procedures.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Bell Gardens as follows:

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

SECTION 2. The City Council finds that local officials, specifically, the Los Angeles County Department of Public Health, has continued to recommend social distancing measures.

SECTION 3. The City Council hereby ratifies the Governor of the State of California's Proclamation of State of Emergency, effective as of its issuance date of March 4, 2020.
4 of 6
Exhibit 1 36

Resolution No. 2022-105
SECTION 4. The City Manager or designee and legislative bodies of the City are hereby authorized and directed to take all actions necessary to carry out the intent and purpose of this Resolution including, continuing to conduct open and public meetings in accordance with Government Code section 54953(e) and other applicable provisions of the Brown Act.

SECTION 5. This Resolution shall take effect immediately upon its adoption and shall be effective starting October 24, 2022, until the earlier of November 23, 2022, or such time as the City Council adopts a subsequent resolution in accordance with Government Code section 54953(e)(3) to extend the time during which the legislative bodies of the City of Bell Gardens may continue to teleconference without compliance with paragraph (3) of subdivision (b) of section 54953.

SECTION 6. All portions of this Resolution are severable. If any section, subsection, sentence, clause, phrase or portion of this Resolution is for any reason held invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this Resolution.

SECTION 7. The City Clerk shall attest and certify to the passage and adoption of this Resolution and enter it into the book of original resolutions, and it shall become effective immediately upon its approval.

PASSED, APPROVED and ADOPTED this 24t" day of October 2022.

THE CITY OF BELL GARDENS
Maria Pulido, Mayor
APPROVED AS TO FORM: ATTEST:

Rick Olivarez Daisy Gomez
City Attorney City Clerk
5 of 6
Exhibit 1 37

CITY OF BELL GARDENS

OFFICE OF THE CITY MANAGER
u
m

AG E N DA RE P O RT
Item 5.

TO: Honorable Mayor and City Council Members
FROM: Michael O'Kelly, City Manager
BY: Daisy Gomez, City Clerk
SUBJECT: UPDATE THE CITY OF BELL GARDENS RECORDS RETENTION SCHEDULE AND

AUTHORIZATION TO AMEND THE RECORDS RETENTION SCHEDULE

ADMINISTRATIVELY
DATE: October 24, 2022
RECOMMENDATION:

BACKGROUND/DISCUSSION:

The City of Bell Gardens implemented a Records Management Program ("program") with the adoption of Resolution No. 2009-03 on January 12, 2009. The program's purpose was to apply efficient, economical, and legal methods to the creation, utilization, maintenance, retention, preservation, and disposition of all various records managed and maintained by the City Departments.

Once records have fulfilled their administrative, fiscal, or legal function they should be disposed of as soon as possible in accordance with the schedule. Records retained beyond their value only extends the City's legal liability in the event of adverse litigation. The procedure for disposition of records is as follows:
• Department staff identify records that are authorized for disposition as provided by Section 34090 et seq. of the Government Code and in accordance with that Department's section of the Records Retention Schedule and prepare an "Authorization for Records Destruction" form. • The Department Director reviews and approves the "Authorization for Records Destruction" form and routes to the City Clerk, City Attorney and City Manager for their review and approval. • Once the form is approved, the Department provides the original Destruction form to the City Clerk's Office for filing and disposes of the records.

Retention schedules are the key element in effective records management. The City must revise and update the schedule when there is a change in the law or a change occurs that impacts the keeping or disposing of agency records. Diane Gladwell, of Gladwell Governmental Services, Inc. an expert in local government records, works interactively with all City Departments and staff annually to update the City's Records Retention Schedule ("schedule")to implement changes in state and federal laws as well as best practices in records management.

On January 14, 2019, the City Council approved an updated Records Retention Schedule. Since then, changes in law have required the city to update its retention schedule. The changes to the Records Retention Schedule are reflected in the redline copy attached to the staff report as Exhibit 2. 38 In an effort to maintain the Records Retention Schedule in compliance with state law requirements and keep up with the changes in law as it is anticipated that further amendments to the Records Retention Schedule will be required from time to time to add new types of documents or modify the schedule, staff recommends that the Council authorize such future amendments to be made by the City Clerk without further action by the City Council, subject to the written approval of the Department Head, City Manager and City Attorney. This authorization is also included in the proposed resolution.

CONCLUSION:

Updating the City's Records Retention Schedule and authorization of such future amendments to be made will ensure that the City continues to certify the life, care and disposition of all City records and is compliance with state law requirements.

FISCAL IMPACT:

No fiscal impact.

ATTACHMENTS:

Exhibit 1 - Resolution No. 2022-106
Exhibit 2 - Records Retention Schedule
APPROVED ELECTRONICALLY BY:

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELL

GARDENS, CALIFORNIA, UPDATING THE CITY'S RECORDS

RETENTION SCHEDULE AND AUTHORIZING THE DISPOSITION OF

CERTAIN CITY RECORDS
WHEREAS, the City of Bell Gardens implemented an effective, efficient, and reliable Records Management Program for the City in 2009 with the adoption of Resolution No. 2009-03; and
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Bell Gardens; and WHEREAS, section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the State of California has adopted guidelines for retention period for various government records;
WHEREAS, on January 14, 2019, the City Council adopted Resolution No. 2019- 04 approving an updated Records Retention Schedule;
WHEREAS, City now desires to rescind Resolution No. 2019-04; and WHEREAS, City desire to approve an updated Records Retention Schedule.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Bell Gardens as follows:

SECTION 1. The City Council hereby finds that the above recitals are true and correct and incorporate them herein as findings
SECTION 2. Resolution No. 2019-04 is hereby repealed in its entirety and is of no further force or effect.

SECTION 3. The records of the City of Bell Gardens, as set forth in the Records Retention Schedule, attached to the corresponding agenda report and incorporated herein by this reference, are hereby authorized to be disposed of as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney and without further action by the City Council of the City of Bell Gardens.

Exhibit 1 40

Resolution No. 2022-106
SECTION 4. Upon the request of the Department Head, and with consent of City Clerk, City Manager, and City Attorney, updates are hereby authorized to be made to the Records Retention Schedules without further action by the City Council of the City of Bell Gardens.

SECTION 5. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

SECTION 6. The City Clerk shall attest and certify to the passage and adoption of this Resolution and enter it into the book of original resolutions, and it shall become effective immediately upon its approval.

PASSED, APPROVED and ADOPTED this 24t" day of October, 2022.

THE CITY OF BELL GARDENS
Maria Pulido, Mayor
APPROVED AS TO FORM: ATTEST:

Rick R. Olivarez Daisy Gomez
City Attorney City Clerk
2 of 2
Exhibit 1 41

HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased)after the specified period of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it.
• If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record.

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

On every page of the schedules (near the top,just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion)."
Exhibit 2 42

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

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

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

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

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

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

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

Legend for legal citations(§: Section) B&P: Business&Professions Code(CA) CBC: California Building Code CC: Civil Code(CA) CCP: Code of Civil Procedure(CA) CCR: California Code of Regulations(CA) CFC: California Fire Code CFR: Code of Federal Regulations(US) EC: Elections Code(CA) EVC: Evidence Code(CA) FA: Food&Agriculture Code FC: Family Code(CA) FTB: Franchise Tax Board(CA) GC: Government Code(CA) H&S: Health&Safety Code(CA) HUD: Housing&Urban Develop.(US) LC: Labor Code(CA) Ops.Cal.Atty.Gen..: Attorney General Opinions(CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue&Taxation Code(CA) ExhibiC: Uniform Fire Code USC: United Sta4Ss Code(US) VC: Vehicle Code(CA) &I: Welfare&Institutions Code(CA)

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investigations suspend normal retention periods retention resumes after settlement or completion).

CITY WIDE Used by All Departments)
Accident/Injury reports:

Copies- Copies-
Admin. PUBLIC All originals go to City Manager Longer Longerr Payment Ppr
Services/Risk CW-001 When No When Yes: Before Mag, (these are copies);GC Manage. (Send Employee Reports to §34090.7 Required Required
Personnel)
Accounts Payable,Invoices,
Petty Cash,Warrant Requests, Copies- Copies- All originals go to Finance Finance CW-002
Travel Requests,etc. When No When No Yes: Before Mag, (these are copies);GC
Longer Longer Payment Ppr §34090.7
If ALL backup is forwarded Required Required
to Finance
Brown Act challenges must be
Affidavits of Publications/ filed within 30 or 90 days of Lead Dept. CW-003 2ears 2 y
Public Hearing Notices/Legal Mag' action;Statute of Limitations years Mfr,OD,
Advertising/Affidavits of Pp r on Municipal Government Posting actions is 3-6 months;GC
§§34090,54960.1(c)(1)
Agenda Packets/Staff Copies- Copies-
Reports: City Council,EMD, When No When No Mag' Yes: After City Clerk CW-004 CDA,PFA,Successor Agency/ Longer Longer MfrP,pD, S 2 years GC§34090.7 Oversight Board Required Required
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 44

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd?
Retentions apply to the department that is NOT the Office of Record(OFR),or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

Agreements&Contracts- Covers E&O Statute of ADMINISTRATION RECORDS Limitations;Published Audit Standards=4-7 years;Statute
Send all original agreements Mag, Yes: Upon of Limitations:Contracts& Completion+ Yes: Before Spec's=4 years,Wrongful
Lead Dept. CW-005 or contracts to the City Clerk Completion 1 years Mfr,OD, S/I Completio 10 years Completion P r n Death=comp.+5 years, p Developers=comp.+10 years;
(Project Schedules, Statewide guidelines propose Correspondence with Vendor, termination+5 years;CCP Insurance Certificates,RFP,etc.)
§337 et.seq.,GC§34090
Agreements&Contracts:

UNSUCCESSFUL BIDS, The RFP/RFQ and the
PROPOSALS or RESPONSES successful proposal becomes Lead Dept. CW-006 to RFPs(Request for 2 years 2 years Ppr part of the agreement or Proposals)and/or RFQs contract(City Clerk is OFR); (Request for Qualifications) GC§34090
that don't result in a contract
The The
Retention of Retention of Lead Dept. CW-007 Appeals the Appealed the Appealed Mag, Department preference;GC §34090 et seq.

Record Record Ppr
Series Series
Lead Dept. CW-008 Awards&Certificates to the 2 years 2 years Mag' GC§34090 City I I I Ppr
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 45

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan Cd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

Boards,Commissions,&
Committees: AUDIO Tape City preference;State law only Staffing Dept. CW-009 RECORDINGS of Meetings/ 2 years 2 years (Mag) requires for 30 days;GC A §54953.5(b)
Audio Tapes
Boards,Commissions,&
Committees: Citizens Advisory When No When No
Bodies Formed by CITY Longer Longer
Staffing Dept. CW-010 COUNCIL Required- Required- Mag, Department Preference;GC Minimum 2 Minimum 2 Ppr §34090
AGENDAS,AGENDA years years

PACKETS
Boards,Commissions,&
Committees: Citizens Advisory
Bodies Formed by CITY Mag,
Staffing Dept. CW-011 COUNCIL P P Yes Mfr,OD, S No GC§34090 Ppr

MINUTES,BYLAWS
Boards,Commissions,&
Committees: City Council
Subcommittees Mag, All recommendations are Staffing Dept. CW-012 2 years 2 years Ppr presented to the City Council; (Composed solely of less than GC§34090 et seq. a quorum of the City Council)
Boards,Commissions,&
Committees: External When No When No
CW-013 Organizations Longer Longer Ppg' Non-records (e.g.County Board of Required Required
Supervisors)
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 46

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd?
Retentions apply to the department that is NOT the Office of Record(OFR),or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

CW-014 Brochures:See Reference
Manuals
Copies- Copies-
Mag, Final must be filed with County
When No When No Yes: Current Yes: After
Finance CW-015 Budgets-Finals Longer Longer Fiscal Year Mfr,OD, S/I 5 years Auditor;GC§34090.7,40802, Required Re uired Ppr 53901
Cash Receipts Detail/Backup Department preference(not all Lead Dept. CW-016 /Accounts Receivable Detail/ 2 years 2 years Ppr detail is sent to Finance;GC Refund Detail p §34090
Copies- Copies-
When No When No MagCity Attorney is OFR for
Services/Risk CW-017 Claims
Admin. Longer Longer Yes: Before fr,O Yes: After lawsuits;Risk Management Manager Ppr Required Required Settlement M OD, S/I Settlement administrates claim;GC (Upon (Upon §§34090.7,34090.E
Settlement) Settlement
Committees Internal-
Attended by employees: All
Records
Lead Dept. CW-018 2 years 2 years Ppg' GC§34090 (e.g.Records Management
Committee,In-House Task
Forces,etc.)
When No When No City preference;Statute of
Lead Longer Longer Limitations for personal (Responding) CW-019 Complaints/Concerns from Required- Required- Mag Ppr property,fraud,etc.is 3 years; Dept. Citizens(operational) Minimum 2 Minimum 2 Claims must be filed in 6 months;CCP
years years 340 et seq.,342,GC§34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 47

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

When No When No City preference;Statute of
Lead Complaints/Concerns from Longer Longer Limitations for personal (Responding) CW-020 Citizens Computer Tracking Required- Required- Mag, property,fraud,etc.is 3 years; Dept. Software Minimum 2 Minimum 2 Ppr Claims must be filed in 6 years years months;CCP§§338 et seq.,
340 et seq.,342,GC§34090
CW-021 Contracts: See Agreements
Copies- Copies-
CW-022 Copies or duplicates of any When No When No Mag Ppr GC§34090.7 record Longer Longer
Required Re uired
Correspondence-ROUTINE
Dept.that (Content relates in a
Authors substantive way to the
Document conduct of the public's
or CW-023 business) 2 years 2 years Ppr' GC§34090 Receives the
City's Original (e.g.Letters,Memorandums,
Document Administrative,Chronological,
General Files,Reading File,
Working Files,etc.

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

Correspondence- Electronic and paper records TRANSITORY/ are categorized,filed and
PRELIMINARY DRAFTS, retained based upon the CONTENT of the record.

Interagency and Intraagency Records where either the Memoranda not retained in the Content relates in a ordinary course of business
substantive way to the
Content NOT Substantive,or conduct of the public's NOT made or retained for the business,or ARE made or Dept.that retained for the purpose of Authors purpose of preserving the
informational content for preserving the informational Document When No When No content for future reference or CW-024 future reference Longer Longer Mag' are saved by printingthem out Receives the Required Required Ppr and placing hem in a file Cit s Original (e.g.calendars,checklists,e-mail
y g or social media posting invitations, folder,or saving them Document instant messaging,logs,mailing y electronicall If not mentioned
lists,meeting room registrations, here,consult the City Attorney si,if-vic;9 pr,ar7,fe,r;e,r7r„e,,,r;V7 ,,,,,r7«(es to determine if a record is and re arcl.i.rrit ,supply inventories, considered transitory/ telephone messages,text preliminary draft. GC§§34090, messages,transmittal letters, 6252,6254(a);64 Ops.Cal. thank yous,requests from other Atty.Gen. 317(1981));City of cities,undeliverable envelopes, San Jose v.Superior Court visitors logs,voice mails,
webpages,etc.) (Smith).S218066.Supreme Court of California,2017
Copies- I::]
City Clerk CW-025 Deeds,Easements,Final When No Mag, Send all originals to the City Orders of Condemnations(All) Longer Ppr Clerk;GC§34090.7 Required
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 49

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan Cd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

As long as the drafts and notes
are not retained in the"Regular
Drafts&Notes: Drafts that are
When No When No Mag, Course of Business". Consult Lead Dept. CW-026 revised(retain final version) Longer Longer Ppr the City Attorney to determine Required Required if a record is considered a draft. GC§§34090,6252,
6254(a)
Lead Dept. CW-027 Facility Use Applications/ 2 years 2 years Mag' GC§34090 Facility Use Permits Ppr
The Lead Department should
print out historical documents
(or save source data)prior to
GIS Database/Data/Layers When No When No replacing the data,if they Lead Dept. CW-028 (both City-wide and Longer Longer Yes Mag require the data or output for Specialized) Required Required historical purposes; Department Preference
(Preliminary documents); GC
§34090 et seq.

Lead Dept. CW-029 Grants(UNSUCCESSFUL 2 years 2 years Mag' GC§34090 Applications,Correspondence) Ppr
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 50

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

Meets auditing standards;
Grants/Reimbursable Claims/ Grants covered by a Subventions(SUCCESSFUL Consolidated Action Plan are Reports,other records required required for 5 years;Uniform to pass the funding agency's After Admin.Requirements for audit,if required) Funding After Funding Grants to Local Governments Agency Agency Audit, is 3 years from expenditure Lead Dept. CW-030 Send Grant Financial Reports 2 years Audit,if if required- Mag, report or final payment of to Finance Required- Minimum 5 Ppr grantee or subgrantee; statewide guidelines propose 4
Minimum 5 years Applications(successful),program years years;2 2 0 1 2 GI::::R rules,regulations&procedures, 2g2 L�;24 CFR 91.105(h), reports to grant funding agencies, 92.505,570.490,& correspondence,audit records, 570.502(a&b),29 CFR 97.42; completion records OMB Circular A-110&A-133; GC§34090;GC§8546.7
Copies- Copies-
When No When No
Admin. Mag, Risk Management
Lawsuits,Litigation,Pending Longer Longer Yes: Before Yes: After Services/Risk CW-031 Lititi Mfr,OD, S/I administrates claim;GC Manage. gaon Required Required Settlement Ppr Settlement§§34090.7,34090.6 (Upon (Upon
Settlement) Settlement
When No When No Preliminary draft/transitory
Lead Dept. CW-032 Leave Slips Longer Longer Mag' record;GC§34090,GC§6252, Required Required Ppr 6254(a)
Lead Dept. CW-033 Legal Opinions P P Mag, Department preference;GC Ppr 1 1§34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 51

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

Minutes-City Council, Copies- Copies-
When No When No Mag, Originals maintained by City City Clerk CW-034 Redevelopment/Successor Longer Longer Yes(all) Mfr,OD, S No Clerk Permanently;GC Agency/Oversight Board Required Required
Ppr §34090.7
Previous MSDS may be
obtained from a service;MSDS
may be destroyed as long as a
MSDS(Material Safety Data record of the chemical/ Sheets)/SDS(Safety Data substance/agent,where& Sheets)/Chemical Use Report Yes(after
Mag, when it was used is maintained
Lead Dept. CW-035 Form(or records of the 30 years 30 years Mfr,OD, S inactive) for 30 years;Applies to chemical/substance/agent, Ppr qualified employers;Claims where&when it was used) can be made for 30 years for toxic substance exposures;8
CCR 3204(d)(1)(B)(2 and 3),
29 CFR 1910.1020(d)(1)(ii)(B),
GC§34090
Copies- Copies- Return any whole unused
Municipal Code(these are When No When No Yes: Current Mag' codes to the City Clerk; City Clerk CW-036 copies) Longer Longer Original MfrP p OD, I No Originals maintained by City Required Required Clerk Permanently;GC§34090
When No When No Non-records-may be obtained
Lead Dept. CW-037 Newspaper Clippings Longer Longer Ppr from the newspaper company; Required Required I GC§34090
Notices: Public Hearing Statute of Limitations on Staffing Dept. CW-038 Notices and Proofs of 2 years 2 years Mag, Municipal Government actions Publications Ppr is 3-6 months;CCP§337 et sec;GC§34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 52

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd?
Retentions apply to the department that is NOT the Office of Record(OFR),or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

Copies- Copies- Mag,
City Clerk CW-039 Ordinances When No When No Yes(all) Mfr,OD, S No Originals maintained by City Longer Longer Ppr Clerk Permanently;GC§34090 Required Required
Admin. Upon Upon
Services/ Separation, Separation, Mag, Personnel is OFR;GC Human CW-040 Personnel Files Send to Send to Ppr §34090.7 Resources Personnel Personnel
Lead Dept. CW-041 Personnel Work Schedules 2 years 2 years Ppg' GC§34090 Copies- Copies-
When No When No Mag,
City Attorney CW-042 Public Records Act Requests Longer Longer Ppr GC§34090.7 Required Required
When No When No Review for historical
Public Relations-City Longer Longer significance.Transfer historical Lead Dept. CW-043 Produced Publications,Press Required- Required- Mag' documents to SMC Historical Releases,Photos Minimum 2 Minimum 2 Ppr Association;Department years years Policy;GC§34090
Lead Dept. CW-044 Public Relations/Press 2 years 2 years Mag' GC§34090 Releases Ppr
Mag Meets Municipal Government
Lead Dept. CW-045 Purchase Orders 5 years 5 years Ppr' auditing requirements;GC §34090
Lead Dept. Real Estate Appraisal Reports Not accessible to the public; (Acquisition or Sale): Property Mag,
(Who Ordered CW-046 NOT purchased,Loans not 2 Years 2 years Ppr Statewide Guidelines show 2 the Appraisal) years;GC§§34090,6254(h) funded,etc.

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

Not accessible to the public
Real Estate
When
When
purchase has been
Lead Dept.
er
er
ets
(Who Ordered CW-047 purchased PropeAcquisition or lrty!Reports 2 years Required do Required do- Yes: Before MffrraOD, S Yes: Afteraudlitingrequiremnts;grant the Appraisal) Miyears 3 Mi years 5 Ppr CFR 91 2 GEE 2C;;i,C�222,,24 Loans .105(h),&570.502(b);
29 CFR 97.42,GC§34090
Records Destruction Lists/ Copies- Copies-
When No When No Mag,
City Clerk CW-048 Certificate of Records Longer Longer Ppr GC§34090.7
Destruction Required Required
Reference Materials:Policies, When No When No
Procedures,Brochures, Longer Longer Statewide guidelines propose Lead Dept. CW-049 Manuals,Newsletters,& Required- Required- Mag' superseded+2 or 5 years;GC Reports: Produced by YOUR Minimum 2 Minimum 2 Ppr §34090 Department years years
Reference Materials:Policies,
Procedures,Brochures, When When Mag,
Lead Dept. CW-050 Manuals,Newsletters,& Superseded Superseded Ppr Copies;GC§34090.7 Reports: Produced by OTHER
Departments
Reference Materials:Policies,
Procedures,Brochures,
Manuals,Newsletters,& When No When No
Mag
CW-051 Reports: Produced by Longer Longer Ppr' Non-Records OUTSIDE ORGANIZATIONS Required Required
(League of California Cities,
Chamber of Commerce,etc.)
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 54

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

CW-052 Reference or Working Files:

See Correspondence
Reports and Studies Mag, Administratively and Lead Dept. CW-053 (Historically significant-e.g., 10 years P P Mfr,OD, S/I Yes: After Historically significant, Zoning Studies) Ppr 10 years therefore retained permanently; GC§34090
Information is outdated after 5
Reports and Studies(other years;statewide guidelines Ppr
Lead Dept. CW-054 than Historically significant 5 years 5 years P propose 2 years;If historically reports-e.g.Annual Reports) p significant,retain permanently; GC§34090
Resolutions-
City Council,Community Copies- Copies-
Development Commission/ When No When No Mag, Originals maintained by City City Clerk CW-055 Y (all) Mfr,OD, S No Clerk Permanently;GC Successor Agency/Oversight Longer Longer es Board,Public Financing Required Required Ppr §34090.7 Authority
Transitory records not retained
Speaker Cards(submitted at When No When No in the ordinary course of Lead Dept. CW-056 Longer Longer Ppr business(used to accurately public meetings) Required Required produce minutes);GC§§34090 et seq.,6254(a)
Expiration+2 Expiration+2 Yes: During Mag,
Lead Dept. CW-057 Special Event Permits years years Class or Ppr GC§34090 Program
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 55

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

Admin. Ensure records kept in
Services/ Before Mag, Department files comply with Human CW-058 Supervisory Files 1 year 1 year Separation Ppr City policy(all originals are Resources sent to Personnel);GC
§34090.7
Before Notes maintained in a separate
Supervisory Files (After Incorp. (After Incorp. Annual Mag, folder to be incorporated into Lead Dept. CW-059 (Supervisor's Notes) In Evaluation) In Evaluation) Performance Ppr performance evaluation,or to Evaluation document progressive
discipline;GC§34090 et seq.

Surveys/Questionnaires(that
the City issues).

If a summary of the data is
Mag
Lead Dept. CW-060 compiled,the survey forms are 2 years 2 years Ppr' GC§34090 considered a draft or transitory
record,and can be destroyed
as drafts(When No Longer
Required)
CW-061 Tapes: See Boards&
Commissions
Time Sheets/Time Cards/ Copies- Copies-
Mag,
Finance/ When No When No Originals maintained by Payroll CW-062 Overtime Sheets/Overtime Longer Longer Mfr,OD, S No Payroll;GC§34090.7 Cards Required Required
Ppr
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 56

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan Cd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

Department preference;Ethics
Training is 5 years;Statewide
guidelines propose 7 years;
Training-ALL COURSE Calif.Labor Division is required RECORDS to keep their OSHA records 7
years;EEOC/FLSA/ADEA
(Attendance Rosters,Outlines Mag, Yes:When (Age)requires 3 years for Lead Dept. CW-063 and Materials;includes Ethics 2 years 5 years 7 years Mfr,OD, S Inactive promotion,demotion,transfer, Training,Harassment Ppr selection,or discharge;State Prevention,Training,Safety Law requires 2-3 years for Training,&Tailgate Training personnel actions; 8 CCR Meetings) §3203 et seq.,29 CFR
1602.31;LC§6429(c);GC
§§12946,„I,2,1,U 34090,
53235.2(b),53237.2(b)
Department preference(Courts
treat volunteers as employees);
Volunteer Applications& Inactive/ Inactive/ Mag, EEOC/FLSA/ADEA(Age) Lead Dept. CW-064 Agreements -Successful Separation+ Separation+ Mfr,OD, S Yes:1 requires 3 years for promotion, Applicants 3 years 3 years Ppr year demotion,transfer,selection, or discharge;29 CFR 1602.31
&1627.3(b)(1)(i)&(ii),GC
§§12946,„I,2,e;1,�U,,34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 57

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan Cd?
Retentions apply to the department that is NOT the Office of Record OFR,or the"Lead Department". If you are the OFR,refer to your department retention schedule.

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

P iOL.DS: Liti ation,claims,complaints,audits and/or investi ations suspend normal retention periods retention resumes after settlement or com letion.

Department preference(Courts
treat volunteers as employees);
Volunteer Applications& EEOC/FLSA/ADEA(Age) Lead Dept. CW-065 Agreements-Unsuccessful 3 years 3 years Ppr requires 3 years for promotion, Applicants demotion,transfer,selection,
or discharge;29 CFR 1602.31
&1627.3(b)(1)(i)&(ii),GC
§§12946,„I,2,e;1,�U,,34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 58

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'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.

P iOL.DS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

CITY CLERK
Agenda Packets/Staff
Reports: IMAGED
City Council,Community Yes: Until Mag,Mfr, Yes: After Department Preference(The City Clerk CC-001 Development Commission/ P P After Meeting OD,Ppr S/I 10 years minutes are the permanent Successor Agency/Oversight record);GC§34090 et seq.

Board,Public Financing
Authority
Agenda Packets/Staff
Reports: NOT IMAGED
City Council,Community Yes: Until Mag,Mfr, Yes: After Department Preference(The City Clerk CC-002 Development Commission/ 10 years 10 years After Meeting OD,Ppr S/I 10 years minutes are the permanent Successor Agency/Oversight record);GC§34090 et seq.

Board,Public Financing
Authority
City Clerk CC-003 Agendas-Posted 2 years 2 years Yes: Until Mag,Ppr The minutes are the permanent After Meeting record;GC§34090 et seq.

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'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+p years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Agreements&Contracts-
Infrastructure,DDAs,OPAs,
MOUs,MOAs,Leases
approved by the City Council
or City Manager /IMAGED
Agreement or Contract
includes all contractual Department Preference;All obligations(e.g.Amendments, infrastructure,JPAs,&Mutual RFP/Scope of Work or Aid contracts should be Successful Proposal, permanent for emergency Insurance Certificates,Notice preparedness;Statute of of Completion) Yes: Before Mag,Mfr, Yes: Upon Limitations is 4 years;10 years City Clerk CC-004 p Completion P P Completion OD,Ppr S Completion for Errors&Omissions;land Examples of Infrastructure: records are permanent by law; Architects,Buildings,bridges, CCP§§337.337.1(a),337.15, CaIPERS,covenants,curb cuts, 343;GC§34090,Contractor deferred improvement has retention requirements in agreements,design/build, 48 CFR 4.703(a)
development,environmental,Joint
Powers,LLAs,MOUs,park
improvements, property&
property restrictions,
redevelopment,reservoirs,sewers,
sidewalks,street&alley
improvements,settlement,
subdivisions,utilities,water,etc.

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'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,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Agreements&Contracts-ALL
(NON-INFRASTRUCTURE,
Professional Services
Agreements-NOT IMAGED)
Department Preference;Statute
Agreement or Contract of Limitations is 4 years;10 includes all contractual years for Errors&Omissions; obligations(e.g.Specifications Completion+ Yes: Before land records are permanent by City Clerk CC-060 and Successful Proposal/ Completion 10 years 10 years Completion Mag,Ppr law;CCP§§337.337.1(a), Scope of Work) 337.15,343;GC§34090,
Contractor has retention
Examples of Non-Infrastructure: requirements in 48 CFR Consultants,Franchises, 4.703(a)
Landscaping,Painting,Slurry
Seals(Paving),Tree Trimming,
Leases,Personnel,Professional
Services,etc.

Department preference(these
Applications for Boards, records do not pose the same City Clerk CC-005 Commissions or Committees Separation+ Separation+2 2 Mag,Ppr liability to the City as other (Successful) years years types of volunteers);GC §34090
Applications for Boards, These records do not pose the City Clerk CC-006 Commissions or Committees 2 years 2 years Mag,Ppr same liability to the City as (Unsuccessful) other types of volunteers;GC §34090
City Clerk CC-065 Bid Minutes/Bid Opening/ 2 years 2 years Mag,Ppr GC§34090 Requests for Bid Minutes
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 61

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'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,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

City Clerk CC-007 Boards&Commission Index/ Indefinite Indefinite Yes Mag Data Fields/Records are Log interrelated;GC§34090
City Clerk Functional Filing
System-If Not Mentioned
Elsewhere
Lead Dept. CC-008 The Lead Department is OFR 2 years 2 years Mag,Ppr GC§34090 (The retention is applied based
upon the content of the record,
not the subject of the record.)
Admin. Claim Forms(Copies- Risk Management is OFR for Services CC-009 Originals are maintained by 2 years 2 years Mag,Ppr Claim file;GC§34090 Administrative Services)
Deeds,Easements,
City Clerk CC-010 Encroachments,Real 2 years P P Mag,Mfr, S No GC§34090 Property,Dedications, OD, Ppr
Abandonments
Economic Interest Filings
(FPPC 700 Series Forms-
Statement of Economic
City Clerk CC-011 Interests): DESIGNATED 2 years 5 years 7 years Ppr City maintains original EMPLOYEES& statements;GC§81009(e)&(g)
CONSULTANTS(specified in
the City's Conflict of Interest
code)
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 62

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'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.

P-dOL.DS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Economic Interest Filings
(FPPC 700 Series Forms-
Statement of Economic
Interests): PUBLIC Department preference;City City Clerk CC-012 OFFICIALS(Elected. Includes 4 years 5 years 7 years Ppr maintains copies only;original City Council Members, statements are filed with FPPC; Planning Commission GC§81009(f)&(g)
Members,City Manager,City
Treasurer&City Attorney-
"87200 filers")
City Clerk CC-013 FPPC Form 801 (Gift to 4 years 4 years Mag,Ppr Must post on website;-GC Agency Report) §81009(e)
City Clerk CC-053 FPPC Form 802(Tickets 7 years 7 years Mag,Ppr Must post on website for 4 Provided by Agency Report) years;GC§81009(e) City Clerk CC-054 FPPC Form 803(Behested 7 years 7 years Mag,Ppr FPPC Regulation 18734(c);GC Payment Report) §81009e
City Clerk CC-055 FPPC Form 804(Agency P P Mag,Ppr FPPC Regulation 18734(c);GC Report of New Positions) §81009e
City Clerk CC-056 FPPC Form 805(Agency P P Mag,Ppr GC§34090;GC§81009(e) Report of Consultants)
FPPC Form 806(Agency Must post on website;2 CCR City Clerk CC-057 Report of Public Official 7 years 7 years Mag,Ppr 18702.5(b)(3);GC§34090;GC Appointments) §81009(e)

ELECTIONS-CONSOLIDATED
Campaign Statements(FPPC
400 Series Forms&Form Mag,Mfr, Yes: After 2 Paper must be retained for at City Clerk CC-014 501): SUCCESSFUL 2 years P P OD,Ppr S years least 2 years;GC CANDIDATES(Elected §81009(b)&(g)
Officials)
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 63

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

P-dOL.DS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Campaign Statements(FPPC
400 Series Forms&Form Mag,Mfr, Yes: After 2 Paper must be retained for at City Clerk CC-015 501): UNSUCCESSFUL 5 years 5 years OD,Ppr S years least 2 years;GC §81009(b)&(g)

CANDIDATES
Campaign Statements(FPPC
400 Series Forms): THOSE I Paper must be retained for at City Clerk CC-016 NOT REQUIRED TO FILE 4 years 4 years Mag,Ppr least 2 years;GC ORIGINAL WITH CITY §81009(b)&(g)
CLERK(copies)
Campaign Statements(FPPC
s): OTHER Paper must be retained for at
400 Series Form
City Clerk CC-017 COMMITTEES( -not 7 years 7 years Mag,Ppr least 2 years;GC §81009(c)&(g)
cand idate-control led)
Department Preference;
Statewide guidelines proposes
Candidate File:Nomination 4 years for successful Papers,Candidate candidates,2 years for City Clerk CC-018 Statements,etc.- 8 years 8 years Mag,Ppr unsuccessful;CA law states SUCCESSFUL CANDIDATES term of office and 4 years after the expiration of term and does
not delineate between the two;
EC§17100
Department Preference;
Statewide guidelines proposes
Candidate File:Nomination 4 years for successful Papers,Candidate candidates,2 years for City Clerk CC-019 Statements,etc.- 4 years 4 years Mag,Ppr unsuccessful;CA law states UNSUCCESSFUL term of office and 4 years after CANDIDATES the expiration of term and does not delineate between the two;
EC§17100
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 64

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'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,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Elections-GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence,Applications
for vacancies on the Council,
City Clerk CC-020 Precinct Maps,County 4 years 4 years Mag,Ppr Department preference;GC Election Services,Candidate §34090
Statements to be printed in the
Sample Ballot,Polling
Locations and Precinct Board
Members,Notices,Postings,
etc.)
Elections-HISTORICAL
City Clerk CC-021 (Sample ballot,Certificate of 2 years P P Mag,Mfr, S/I No Retained for Historical Value, Election,Oath of Office,etc.) OD, Ppr GC§34090 Results+8 Results+8
months,or months or
Final Final Not accessible to the public;
Examination Examination if The 8 month retention applies Elections-Petitions(Initiative, if No Election No Election+ after election results, final City Clerk CC-022 Ppr examination if no election, Recall or Referendum) +1 year ;Fft:?,r; 1 year,;rf(f,r,;" unless there is a legal or FPPC prfifir>¢1,,,, prfiTirr� proceeding. EC§§17200(b)(3), ....................................................,arir 1ic r g;+.2e.;;srry,.r,„I,,at cb...r...!:f.. 17400 ffkrfifiranl.S yxtfJ1J2r],,,ia,,,.
.irr:rraffiir,ir:rrt ieie>�affie;iasrit
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 65

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

ELECTIONS-STAND-ALONE use in co 'unction with Consolidated elections...records series are not repeated) City Clerk CC-058 Applications to View Voter 5 years 5 years Mag,Ppr EC§2188(f) Registration Information
Vote-by-Mail Applications,
City Clerk CC-023 Roster of Absentee 6 mo. 6 mo. Ppr EC§17505 Applications
City Clerk CC-024 Vote-by-Mail Identification 6 mo. 6 mo. Ppr EC§17302 Envelopes
Assessment District Ballots
City Clerk CC-025 and/or protest letters-Prop. 2 years 2 years Ppr GC§53753(e)(2) 218 proceedings
City Clerk CC-026 Ballots,Ballot Security 6 mo. 6 mo. Ppr EC§17302 Envelopes-After Election
City Clerk CC-027 Ballots,Ballot Security 6 mo. 6 mo. Ppr EC§17306 Envelopes-After Recount
City Clerk CC-028 Challenged&Assisted Voters 6 mo. 6 mo. Ppr If uncontested,EC§17304 List
City Clerk CC-029 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302,17306 City Clerk CC-030 Precinct Officer Appointments 6 mo. 6 mo. Ppr I EC§17503 City Clerk CC-031 Roster of Voters 5 years 5 years Mag,Mfr, EC§17300 OD, Ppr
City Clerk CC-032 Tally Sheets,Logic&Accuracy 6 mo. 6 mo. Ppr EC§17304 Test Certifications
Voter Index Copies used as
City Clerk CC-033 the Voting Record at Polling 6 mo. 6 mo. Ppr EC§17304 Places
Cit Clerk CC-034 Voter Index Original 5 ears 5 ears Ppr EC 17001 '77- End of Elections Section
Enterprise System Catalogue Minimum 2 Minimum 2 Department preference;GC City Clerk CC-061 Mag
(posted on line) years ears §34090 et seq.

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'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,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Historical Records(e.g. City Clerk determines historical Articles of Incorporation,City Mag,Mfr, significance;records can City Clerk CC-035 Seal,Awards of significant P P S/I No OD, Ppr address a variety of subjects historical interest,etc.) and media;GC§34090 Index of Records/Database to 2 Mag,Mfr, Retained for Historical Value, City Clerk CC-036 Records years P P OD, Ppr S/I No GC§34090 City Clerk CC-037 Maddy Act List/Vacancy List 2 years 2 ears Mag,Ppr GC§34090 Minutes
City Council,Community Mag,Mfr,
City Clerk CC-038 Development Commission/ 10 years P P Yes(all) OD, Ppr S No GC§34090 Successor Agency/Oversight
Board,Public Financing
Authority
Municipal Code When No When No Preliminary drafts not retained City Clerk CC-039 Administration,Distribution, Longer Longer Mag,Ppr in the ordinary course of etc. Required Re wired business;GC§34090 Municipal Code and History Mag,Mfr,
City Clerk CC-040 File(always retain 1 P P OD, Ppr S/I No GC§34090 supplement)
Department preference;Statute
of Limitations: Public official
misconduct is discovery of
Oaths of Office-Elected and offense+4 years,retirement City Clerk CC-041 Appointed Officials P P Mag,Ppr benefits is 6 years from last action;statewide guidelines
propose Termination+6 years;
GC§§36507,34090;PC
§§801.5,803(c);29 USC 1113
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 67

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Retention No. Records Description Retention I Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'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.

P dOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Department preference;Statute
of Limitations: Public official
misconduct is discovery of
offense+4 years,retirement
Separation+ Separation+5 benefits is 6 years from last City Clerk CC-062 Oaths of Office-Employees 5 years years Mag,Ppr action;statewide guidelines propose Termination+6 years;
GC§§3105(e),36507,34090;
PC§§801.5,803(c);29 USC
1113
City Clerk CC-042 Ordinances-City Council P P Yes(all) Mag,Mfr,OD, Ppr S No GC§34090 et.seq.

Passport Application Per Passport Agent's City Clerk CC-063 Transmittals 2 years 2 years Mag,Ppr Reference Guide,page 40;GC §34090
Petitions(submitted to Council When No When No
on any subject-Dog Parks, Longer Longer
City Clerk CC-043 Parking,Traffic Calming,etc.) Required- Required- Ppr Law requires 1 year for See Elections for Initiative,
Minimum 1 Minimum 1 petitions;GC§50115 Recall or Referendum Petitions year year
City Clerk CC-044 Proclamations,Certificates of 2 years 2 years Mag,Ppr GC§34090 Recognition
Real Property-Deeds, Mag,Mfr, County has vital record backup; City Clerk CC-045 Easements,Vacations, P P Yes OD,Ppr S No GC§34090 Boundary Liens,etc.

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'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,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Recordings/DVD-R of City Department preference;Video Council Meetings-Video Tape recording of meetings are only City Clerk CC-046 Recordings I DVD-R or VCR 2 Years 2 years (Mag) required for 90 days;GC (ALL) §§34090.7,60201
Recordings/Tapes of City Department preference;State City Clerk CC-047 Council Meetings-Audio 2 years 2 years Mae9) law only requires for 30 days; Recordings I Tapes or DVDs ( GC§54953.5(b) Records Destruction Lists/
City Clerk CC-048 Certificates of Records P P Mag,Mfr, S Yes: 2 years Department Preference;GC Destruction OD, Ppr §34090 et.seq.

Records Retention Schedules, Mag,Mfr,
City Clerk CC-049 Updates to Records Retention 10 years P P OD, Ppr S/I GC§34090 et.seq.

Schedules
Reds rlclli
Di frir_I FSo i7cJ; ry_VV_el�)PF <=,_.

C fy C ler[c C' 0-49 Y (i�Gralp,y�<sdslr c;lln7 F'rox r;_,_. 0 years;_ 1_C)yr sr �G M,Flips d yl_'Y_ Cat(€1),r d,' 34090 Resolutions
City Council,Community Mag,Mfr,
City Clerk CC-050 Development Commission/ P P Yes(all) OD, Ppr S No GC§34090 et.seq.

Successor Agency/Oversight
Board,Public Financing
Authority
Roster of Elected and Mag,Mfr, Retained for Historical Value, City Clerk CC-051 Appointed Officials(Board& P P OD, Ppr S/I No GC§34090 Committee Members,etc.)
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 69

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

P-dC,1LDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement). a ~ti c
1 l_y ,(i„),
Certificates
City Clerk CC-052 Vehicle Titles"Pink Slips" Upon Sale of Upon Sale of Ppr Provided to new owner upon Vehicle Vehicle sale;GC§34090
Work Qualification Minutes/
[Citylerk CC-066 Requests for Work 2 years 2 years Mag,Ppr 7 GC§34090 Qualification Minutes
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 70

Ver.5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'd?
77-67
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

CITY MANAGER
Duration of Duration of
City CM-001 City Council Correspondence Office+2 Office+2 Mag,Ppr Department Preference;GC Manager §34090
years years
City CM-002 City Council Newsletter 2 years 2 years Mag,Ppr GC§34090 Manager
City CM-003 Commendations/Certificates/ 2 years 2 years Mag,Ppr GC§34090 Manager Recognitions(includes requests)
When No When No
Lon
er
er
City CM-004 Department Files Required- Required- Mag,Mfr, S Yes: After Department Preference;GC Manager Minimum 2 Minimum 2 OD,Ppr QC §34090 years years
City CM-005 EOC-Facility,Operations, 2 years 2 years Mag,Ppr GC§34090 Manager Staffing
City Legislation-Working files and
Manager CM-006 general information on pending or 2 years 2 years Mag,Ppr GC§34090 current legislation
When No When No
Lon
er
er
City CM-007 Project/Program Working Files Required- Required- Mag,Ppr Department Preference;GC Manager §34090
Minimum 2 Minimum 2
years years
When No When No
Lon
er
er
City CM-008 Real Property-Negotiations Required- Required- Mag,Ppr Department Preference;GC Manager §34090
Minimum 2 Minimum 2
years years
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 71

Ver.5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan OC'd?
77-67
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.

P dOLDS: Litigation,claims,complaints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

When No When No
City CM-009 Speeches/PowerPoint Longer Longer Mag,Ppr Notes,drafts,or preliminary Manager Presentations Required Required
documents;GC§34090 et seq.

City Video Recordings-Public Areas, When No When No Does not record "regular and Manager CM-010 Hallways,Parking Lots,etc. Longer Longer Mag ongoing operations";GC§34090 Required Re uired 77 et seq.

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan C'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.

P iOL.DS: Liti ation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

BUILDING&SAFETY
May also be filed by street or
Commun. developer names.Duplicate
Develop./ Building Address Files-Approved r,O Yes: After copy of record should be stored Building& CD-001 Applications,Permits,Certificate of P P Yes Mfr,OD, S O P QC off-site for vital records Safety ccupancy pr protection;Department preference;GC§34090
Commun.

Develop./ Department Preference-Data is Yes(a
Building& CD-002 Building Permit Database Indefinite Indefinite ll) Mag interrelated;GC§34090,H&S Safety §19850
Commun. Building Permits(All Issued or Mag, Develop./ CD-003 Expired) "Address File" Includes P P Yes(all) Mfr,OD, S Yes: After Statewide guidelines propose Building& Address Changes Ppr QC permanent;GC§34090 Safety
Commun. When No When No Preliminary draft not retained in Develop./ CD-004 Building Plan Checks- Longer Longer Mag,Ppr the ordinary course of business; Building& Unapproved Required Required GC§34090 et seq.

Safety
Law does not require plans to
be filed for dwellings less than 2
Commun. Building Plans and Construction stories,garages& Develop./ Documents -Finalled-SINGLE Mag, Yes: After appurtenances,farms/ranches, Building& CD-005 FAMILY RESIDENTIAL-SFR and P P Yes(all) Mfr,OD, S QC 1-story with bearing walls less Safety APPURTENANCES Ppr than 25';CBC requires 180 days from completion date;
CBC 104.7&107.5,
H&S§19850,GC§34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 73

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

HOLDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Building Plans and Construction
Documents-Finalled-
INDUSTRIAL,COMMERCIAL, Department Preference;Law MULTI-FAMILY DWELLINGS, requires for the life of the Commun. PLACES OF PUBLIC Magbuilding for commercial and CD-006 P P Yes(all) Mf O
Develop./ ACCOMMODATION,TENANT r,O Yes: After common interest dwellings only;

D, S
Building& p IMPROVEMENTS,PRODUCTION Ppr QC Statewide guidelines propose 2 Safety HOMES years for blueprints&
specifications; CBC 104.7&
(includes commercial structural 107.5,H&S§19850,GC§34090 plans,Hazardous Materials
Questionnaire,etc.

Commun.

Develop./ CD-007 Complaints(Written 2 years 2 years Mag,Ppr GC§34090 Building& correspondence received or sent)
Safety
Commun. Construction Notices I Inspection Until Cleared Until Cleared Department Preference Develop./ Notices
CD-008 CoProject or Project Mag,Ppr (preliminary documents);GC Building& (correction notices,compliance
Safety orders,stop work notices,etc.) ompletion Completion §34090 Commun. Plan generated by the City; Develop./ CD-009 Emergency Inspection Plan When When Mag,Ppr Department Preference;GC Building& Superseded Superseded §34090 Safety
Commun.

Develop./ CD-010 Reports: Building Activity 2 years 2 years Mag,Ppr GC§34090 Building&
Safety
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 74

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan Cd?
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.

P dOLDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Commun. Requests&Permissions to Receive
Develop./ CD-011 Copies of Plans(to and from 2 years 2 years Mag,Ppr GC§34090 Building&
Safety architects)
Commun.

Develop./ CD012 Soils Reports P P MffrraOD, S Yes: After Department Preference;GC -
Building& Ppr QC §34090
Safety
Commun.

Develop./ CD-013 Uniform Building Codes/California When When Mag,Ppr GC§50022.6 Building& Building Codes(CBC,etc.) Superseded Superseded Safety
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 75

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr) S=Scan Cd?
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+p years),since destruction is normally performed by file folder.

P iOL.DS: Liti ation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

BUSINESS LICENSE
Commun. Business License Applications,
Develop./ CD-014 Licenses and Renewals,Letters 2 years 3 years 5 years Ppr Meets auditing standards;GC Business §34090 et seq.

Licenses Active&Inactive Businesses

CODE ENFORCEMENT
When No When No Department preference;Case is
Commun. Code Enforcement/Abatement Longer Longer open until satisfactorily resolved Develop.

Case Files/Notice of Violation Required- Required- Yes: Until (some cases are not resolved); /
Code CD-015 Minimum Minimum Resolution Mag,Ppr City Clerk maintains original Enforce. (Includes appeals and Code Close+2 Close+2 staff reports and resolutions that Enforcement Complaint Letters) years years are presented to Council;UI::::C. §104 3,.4r-GC§34090
Code Enforcement/Abatement
C Case Files Ma
Develop.
/ Yes: Until g, Yes: After
Code CD-016 P P Resolution Mfr,OD, S/I QC GC§34090 Enforce. Notice of Restrictions,Recorded Ppr Liens&Releases
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 76

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 Office of Retention Records Description Retention/Disposition Comments/Reference Record No.

P iOL.DS: Liti ation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

CDBG COMMUNITY DEVELOPMENT BLOCK GRANT
HUD requires 5 years after the
project completion;documents
imposing recapture/resale
restrictions are 5 years after the
CDBG Affordable Housing Projects affordability period terminates; Commun. &Services-NO RECAPTURE/ Project Project Ma Yes: Until g, Uniform Admin.Requirements Develop./ CD-017 RESALE RESTRICTIONS Completion+ Completion+ Mfr,OD, S/I Yes: 1 for Grants to Local Paid year Governments is 3 years from
CDBG (Contract Agreements,Compliance 5 years 5 years Ppr expenditure report;statewide Monitoring) guidelines propose 4 years; :.k...24 CFR.8 ,4.2,

92.508(a)(c)(2)&570.502(b),
..:.:1..`t1.....t1,t1:.:.>.:..:.k...29 CFR

97.42,GC§34090
HUD requires 5 years after the
project completion;documents
5 years After 5 years After imposing recapture/resale the the restrictions are 5 years after the CDBG Affordable Housing Projects Affordability Affordability affordability period terminates; Commun. &Services-WITH RECAPTURE/
Period Period Mag, Uniform Admin.Requirements Develop. CD-018 RESALE RESTRICTIONS Mfr,OD, S/I Terminates,or Terminates, Yes: Until Yes: 1 for Grants to Local /
CDBG (Contract Agreements,Compliance the Written or the Written Paid Ppr year Governments is 3 years from Agreement Agreement expenditure report;statewide Monitoring). Terminates, Terminates, guidelines propose 4 years; Whichever is Whichever is C;,f;;;,I:,,,2, 24 CFR-85:42, Longer Longer 92.508(a)(c)(2)&570.502(b),
..:.:1..`t1.....t1,t1:.:.>.:..:.k...29 CFR

97.42,GC§34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 77

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

P dC,1LDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years;Uniform
CDBG Grants(SUCCESSFUL Admin.Requirements for Grants Reports,other records required to After to Local Governments is 3 years pass the funding agency's audit,if Funding After Funding from expenditure report or final Commun. required) Agency Agency payment of grantee or if
Develop./ CD-019 2 years Audit,if Audit, Mag,Ppr subgrantee;statewide Applications(successful),program required- guidelines propose 4 years;,->,,,, CDBG Required-
rules,regulations&procedures, Minimum 5 C"I Ct>O 5, UI Iw 3C 1642 Minimum 5
reports to grant funding agencies, years 21 UI 11..-1403 36,3.1403 42(IS) correspondence,audit records, years 24 CFR 85:42,91.105(h), completion records,grants to others 92.505,&570.502(a),28 Gl::I� 66 42,-29 CFR 97.42;40 UI:::
31,32-44 Cl:::::11 13,42,3 3 UI^:R
9242-i OMB Ci rcu lar A-133;GC
§34090,.. . :..ri.tl( :..:......

Commun. CDBG Grants(UNSUCCESSFUL
Develop./ CD-020 2 years 2 years Mag,Ppr GC§34090 CDBG Applications,Correspondence)
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 78

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 Office of Retention Records Description Retention/Disposition Comments/Reference Record No.

P dOLDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

HUD requires 5 years after the
project completion;documents
imposing recapture/resale
restrictions are 5 years after the
affordability period terminates;
Commun.

CDBG Loans/First Time Home Loan Paid or Loan Paid or Mag, Uniform Admin.Requirements Develop. CD-021 Forgiven+5 Forgiven+5 Buyers Programs-NO Yes: Until Yes: 1 for Grants to Local CDBG RECAPTURE/RESALE/ Mfr,OD, S/I
years years Paid Ppr year Governments is 3 years from RESTRICTIONS expenditure report;statewide
guidelines propose 4 years;>..
:.a....24 CFR.8,5,42,

92.508(a)(c)(2)&570.502(b),
..:.:1..`t1.....t1,t1:.:.>.:..:.k...29 CFR

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

P iOL.DS: Liti ation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

PLANNING
Brown Act challenges must be
filed within 30 or 90 days of
Commun. Affidavits of Publications/Public Mag, action;Statute of Limitations on Develop./ CD-022 Hearing Notices/Legal Advertising 2 years 2 years Mfr,OD, S/I Yes Municipal Government actions Planning Ppr is 3-6 months;CCP§§337 et sec,349.4;GC§§34090,
54960.1(c)(1)
Commun. Annexations/Boundaries/ Mag,
Develop. CD-023 Consolidations/LAFCO 2 years P P Mfr,p OD, S/I Yes Land Records;GC§34090 Pla
Commun. When No When No (Non-Records-Census Bureau Develop./ CD-024 Census,Demographics Longer Longer Mag,Ppr is OFR);GC§34090 et seq.

Planning Required Required
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Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

P-dC,tLDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Pyre[rill lul[r,rilrrl co'n'nu iii-I c„_[1oi� 1-s
ailct ilr l<=, ar< reSjg1r<et[r Ir
ESnvlrrnlrnen['al I1r[errnlim[lons,a: _fvr_d,,_E rn ail_s[lg[€o n(-,,[ F17v_irrn7i irrr yl_lir r c_[_ <rrr rtr„ rrrov_ite,,ins! iIri7[c_r[Ir<_rrrrj�, [j_ (f I��dr) Pyr�{aP'ivr I1r r I ar,r[irnl*r,_„ amr dllnr eyaLeirmars t_Ih,ft/y ; gr�rir inr[irn7*, ,.
[-e,al --- r , _
Pr a<.
d_r,;nyari 7iIr7�i1u,r7¢„,1�_ d I1-Cr N P u . .I ., ' Lasa
niia7rd rj rare�latnr i7 f r1r�r�r
l nem ilhilind
nrn6rl rf [ l -
� d t or - -- - - F
orrrpr u Lrumllftar a 6rat1v1 irnl < gnt ir + 'r l Itj , a 1 ( ...............................
transferred tirrrm t
C _v_,_ rals<ric;!r,.
all uumtniru'all abrlt a ry d ----ref,_ ail I1ir {r;-- --- jy,_. ir2!2nir7r 2!11ur a Lion bin uudli c tau(;(,,,
t
notes IYe daa'te d,,,,to atl II'noin exr itb't (d CM6117�y,_Cf( „y all 1119i.e Cf 6["a, r al F a-Pa -1 ul lil[a„rr _
fsl4 dd1 action (CYC/66_ CYC/6l CYC7 x,.

Environmental Determinations: Usually filed in the project file; Commun. Environmental Impact Reports Mag, Final environmental Develop./ CD-025 (EIRs),Negative Declarations,etc.) P P Mfr,OD, S Yes: After determinations are required to Planning Ppr QC be kept a"reasonable period of time";14 CCR§15095(c);GC
Inside City Boundaries §34090
Environmental Determinations: Non-records;EIRs and Negative Commun. Environmental Impact Reports When No When No Declarations within the City Develop./ CD-026 (EIRs),Negative Declarations,etc.) Longer Longer Ppr Boundaries are with the project Planning Required Required
Outside City Boundaries file
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 81

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

P dOLDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Commun. When No When No
Develop./ CD-027 General Plan Working Papers Longer Longer Mag,Ppr Preliminary drafts;GC§34090 Planning Required Re uired
Commun.p.

General Plan, Elements and all MMag, , S/I men Yes: After Department preference;GC
Deven Amendme
nts P P Yes(all) Amended §34090 Planning CD-028 Ppr
Commun. Mag, Yes: After Department preference;GC Develop./ CD-029 Land Use Studies/Plans/Reports P P Mfr,OD, S/I Amended §34090 Planning I Ppr
Commu ouDeven/ CD-030 Master Plans,Specific Plans, P P MMag, S/I Yes: After Department Preference;GC Planning fr
Bikeway Plans,etc. Ppr Amended §34090
Copies- Copies-
Commun. Copies(the Staff Reports are Planning Commission Agenda When No When No
Develop./ CD-031 packets Longer Longer Yes(all) Mag,Ppr filed in the Project Entitlement Planning Folder);GC§34090.7
Required Required
Commun. Planning Commission Minutes& Mag, Develop./ CD-032 Bylaws P P Mfr,OD, S/I No GC§34090 Planning Ppr
Commun. Planning Commission Recordings/ Department preference;State Develop./ CD-033 Audio Recordings I Tapes or 2 years 2 years Tape law only requires for 30 days; Planning DVDs (Mag) GC§54953.5(b) Commun. Mag, Yes: After
Develop./ CD-034 Planning Commission Resolutions P P Yes Mfr,OD, S 10 years GC§34090 et seq.

Planning Ppr
Commun.

Develop./ CD-035 Planning Project Database Indefinite Indefinite Yes(all) Mag Department Preference-Data is Building interrelated;GC§34090
Inspect.

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

P dOLDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement.

Department preference;
Projects have a 2 year vesting
When No (applicant must pull permit
Commun.

Planning Project Files- Longer Mag, Yes: within 2 years),and can be Develop./ CD-036 Permanent Entitlements-Denied, Required- P P Yes Mfr,OD, S When extended--those applications Planning Incomplete,Withdrawn or Minimum 2 Ppr Inactive in which the applicant does not Expired follow through with permit may years be destroyed after the vesting
period has expired.

GC§§34090,34090.7
Projects have a 2 year vesting
Planning Project Files- (applicant must pull permit Permanent Entitlements within 2 years),and can be (Approved) extended--those applications
in which the applicant does not
(Includes Associated Conditions of follow through,and can be Yes:Commun.

Approval,Environmental Mag, extended,h with permit may be Develop. CD-037
Determinations,Staff Reports, P P Yes Mfr,OD, S When Project destroyed after the vesting /
Planning Plans&Maps) Completion Ppr Inactive period has expired. Department maintains complete files for
Examples: Conditional Use Permits administrative purposes;Final (CUPs),Design Review,Lot Line environmental determinations Adjustments,Parcel Maps,Site are required to be kept a Plans,Tentative Subdivisions, "reasonable period of time";14 Variances,Zone Changes,etc. CCR§15095(c);GC§§34090, 34090.7
Commun. When No When No Department preference; Develop./ CD-038 Preliminary Review File(No Final Longer Longer Mag,Ppr Preliminary Documents(no Planning Application) Required Required application submitted);GC §34090
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Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-12 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

HOLDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Com opn CD-039 P P Yes M. Project Log Index/Spreadsheet/ Mag, , S/I Yes: After Department Preference;GC Binders of Historic Actions r,O QC §34090 Planning
Commun. Regional Organizational Studies& When No When No Develop./ CD-040 Programs where other Agencies are Longer Longer Mag,Ppr Non-records;GC§34090 et Planning the Lead(e.g.Air Quality Studies, Required Required seq. etc.)
Commun. Special Studies(Not related to a Mag' Yes: After Department Preference;GC Develop./ CD-041 specific project) P P Yes Mfr,OD, S/I QC §34090 Planning Ppr
Temporary Use Permits I Special
Use Permits I Temporary
Commun. Entitlements: Yes: Temporary uses;Department Develop./ CD-042 2 years 2 years During Mag,Ppr maintains complete files for administrative purposes;
Planning Christmas Tree Lots,Fireworks, Event
GC§§34090
Banners,Pumpkin Lots,Outdoor
Events,etc.

Copies- Copies-
Zoning Amendments,Zoning Text When No When No
City Clerk CD-043 Mag,Ppr Copies;GC§34090.7 Amendments Longer Longer
Required Required
Department Preference;City
C Zoning Maps of Significant Mag' Clerk Maintains originals of all Develop.
/ CD-044 Historical Value P P Yes(all) Mfr,OD, S No documents that were presented Planning Ppr
to Council;GC§34090.7
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 84

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-13 Office of Retention Records Description Retention/Disposition Comments/Reference Record No.

P iOL.DS: Liti ation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

REDEVELOPMENT/SUCCESSOR AGENCY
Commun. Mag,
Develop./ CD-045 Acquisition File(Real Property) P P Yes(all) Mfr,OD, S No GC§34090 Redev. Ppr
HUD requires 5 years after the
project completion;documents
imposing recapture/resale
Affordable Housing Projects& restrictions are 5 years after the Services(where Redevelopment is affordability period terminates; Commun. Yes: 1 Project Project Mag, Uniform Admin.Requirements the lead)-NO RECAPTURE/ Yes: Until
Develop./ CD-046 Completion+ Completion+ Mfr,OD, S/I for Grants to Local Redev. RESALE RESTRICTIONS 5 years 5 years Paid Ppr year Governments is 3 years from (Contract Agreements,Compliance expenditure report;statewide Monitoring) guidelines propose 4 years;24 CFR 85.42,92.508(a)(c)(2)&
570.502(b),29 CFR 97.42,GC
§34090
HUD requires 5 years after the
5 years After 5 years After project completion;documents the the imposing recapture/resale
Affordable Housing Projects& Affordability Affordability restrictions are 5 years after theaffordability period terminates; Services(where Redevelopment is Period Period
Commun. Mag, Uniform Admin.Requirements the lead)-WITH RECAPTURE/ Terminates,or Terminates, Yes: Until Yes: 1 Develop./ CD-047 OD,Mfr , S/I for Grants to Local RESALE RESTRICTIONS the Written or the Written Paid year Redev. Ppr Governments is 3 years from (Contract Agreements,Compliance Agreement Agreement Monitoring). Terminates, Terminates, expenditure report;statewide Whichever is Whichever is guidelines propose 4 years;24 CFR 85.42,92.508(a)(c)(2)&
Longer Longer 570.502(b),29 CFR 97.42,GC
§34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 85

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-14 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

P dOLDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Commun. Applications for Loans: Rejected
Develop./ CD-048 (First Time Home Buyers, 5 years 5 years Mag,Ppr GC§34090 Redev. Rehabilitation,etc.)
Community Development
Copies- Copies-
Commission/Successor Agency/ Mag,
City Clerk CD-049 Oversight Board When No When No Longer Longer Yes(all) Mfr,OD, S No GC§34090.7 AGENDAS,AGENDA PACKETS. Required Required Ppr Community Development Copies- Copies-
Commission When No When No Mag'
Y (all Send originals to the City Clerk;
City Clerk CD-O50 Longer Longer es ) MfrP,pD, S No GC§34090.7 MINUTES&BYLAWS Required Required
Community Development
Commun. Commission/Successor Agency/ Department preference;State Develop./ CD-051 Oversight Board 2 years 2 years Tape law only requires for 30 days; Redev. (Mag) GC§54953.5(b)
Recordings/Tapes-Audio
Recordings/Tapes or DVDs
Community Development
Copies- Copies-
Commission/Successor Agency/ Mag,
When No When No Send originals to the City Clerk; City Clerk CD-052 Oversight Board Longer Longer Yes(all) Mfr,OD, S No GC§34090.7 RESOLUTIONS Required El
pr
Copies- Mag,
When No Send originals to the City Clerk;
City Clerk CD-053 Deeds/Order of Condemnation Longer es(all) Mfr,OD, S No GC§34090.7 Required
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 86

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-15 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

P dOLDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

When No FLonger
Commun. Economic Development(Issues Longer Yes: While Develop./ CD-054 and/or projects will vary over time- Required- Active Mag,Ppr GC§34090 Redev. e.g.Proposed Hotels,etc.) Minimum 2 Issues years
Usually filed in the project file;
Commun. Environmental Determinations Mag, Final environmental Develop./ CD-055 (Environmental Impact Reports P P Mfr,OD, S Yes: After determinations are required to Redev. (EIRs),Negative Declarations,etc.) Ppr 2 years be kept a"reasonable period of time";14 CCR§15095(c);GC
§34090
Commun.

Develop./ CD-056 HCD Reports 10 years 10 years Mag,Ppr Department preference;GC Redev.
§34090
Commun. Department Preference;data
Develop./ CD-057 Housing Rosters/Loan Tracking Indefinite Indefinite Mag fields are interrelated;GC Redev. §34090
Statute of Limitations:Contracts
OD S/I &Spec's=4 years,(E&O is not
Commun. Completion+ Completion+ Yes: Until Mag' Yes: 1 applicable);Statewide Develop./ CD-058 Leases/Rental Agreements 5 years 5 years Paid Mfr, , year guidelines propose termination Redev. Ppr +5 years;CCP§§336(a),337 et.seq.,GC§34090
Commun.

Develop./ CD-059 Proposals 2 years "years Mag,Ppr GC§34090 Redev.

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-16 Office of Retention Records Description Retention/Disposition Comments/Reference Record No.

HOLDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Commun. Real Estate Appraisal Reports Not accessible to the public; Develop./ CD-060 (Acquisition or Sale): Property NOT 2 years 2 years Mag,Ppr Statewide Guidelines show 2 Redev. purchased,Loans not funded,etc. years;GC§§34090,6254(h) Department preference;Not
accessible to the public until
Commun. Real Estate Appraisal Reports Yes: Mag, Yes: After purchase has been completed; Develop./ CD-061 (Acquisition or Sale): Purchased 2 years P P Before Mfr,OD, S Inactive meets grant auditing Redev. Property,Funded Loans Purchase Ppr nacve requirements;24 CFR 85.42&

91.105(h),&570.502(b);29
CFR 97.42,GC§34090
Commun. Project Yes: Mag,
Develop./ CD-062 Redevelopment Project Files Completion+ P P Before Mfr,OD, S No Department Preference;GC Redev. 5 years Completion Ppr §34090 Commun. Mag, Consistent with Claims;CCP§§ Settle+4 Settle+5 Yes: Until Yes: After
Develop./ CD-063 Relocation Files Settle+1 year Mfr,OD, S 337 et seq.;GC§§945,34090, Redev. years years Settlement Ppr Inactive 34090.6;PC§832.5 HUD requires 5 years after the
project completion;documents
imposing recapture/resale
restrictions are 5 years after the
Residential Rehabilitation Loans/ affordability period terminates; Commun. Yes: 1 Project Project Mag, Uniform Admin.Requirements Microbusiness Loans-NO Yes: Until
Develop./ CD-064 Completion+ Completion+ Mfr,OD, S/I for Grants to Local Redev. RECAPTURE/RESALE 5 years 5 years Paid Ppr year Governments is 3 years from RESTRICTIONS expenditure report;statewide
guidelines propose 4 years;
24 CFR 85.42,92.508(a)&(c)&
570.502(a)(16),29 CFR 97.42,
GC§34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 88

Ver.8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-17 Office of Retention Records Description Retention/Disposition Comments I Reference Record No.

P dOLDS: Liti ation,claims,com laints,audits,public records re uests,and/or investi ations suspend normal retention periods retention resumes after settlement).

HUD requires 5 years after the
5 years After 5 years After project completion;documents the the imposing recapture/resale
Affordability Affordability restrictions are 5 years after the Residential Rehabilitation Loans/ Period Period affordability period terminates; Commun. ,Mag Uniform Admin.Requirements Microbusiness Loans-WITH Terminates,or Terminates, Yes: Until Yes: 1 Develop./ CD-065 Mfr for Grants to Local RESTRICTIONS Agreement Agreement
RECAPTURE/RESALE the Written or the Written Paid ,OD, S/I year Redev. Ppr Governments is 3 years from Terminates, Terminates, expenditure report;statewide Whichever is Whichever is guidelines propose 4 years;24 CFR 85.42,92.508(a)&(c)&
Longer Longer 570.502(a)(16),29 CFR 97.42,
GC§34090
Commun. Site Clearance/Soils Remediation Yes: Mag, Department preference;GC Develop./ CD-066 /Mitigation P P Before Mfr,OD, S No §34090 Redev. Completion Ppr
Copies-Copies- Cop
Financial Statement of Indebtedness/Annual Cop When No When No Mag, Services/ CD-067 Report to State/State Controllers Longer Longer Mfr,OD Yes: After, S 2 years GC§34090.7 Accounting Report Required Required
Ppr
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 89

Ver.13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

FINANCE/MANAGEMENT
Statute of Limitations for bonds,
mortgages,trust deeds,notes or
debentures is 6 years;Bonds
Finance
Bonds: Debt Official Statements Fully Fully Yes: Until issued by local governments are /
Mgmt. FIN-001 /Certificates of Participations Defeased 10 years Defeased Maturity Mag,Ppr 10 years;There are specific (COPS) +10 years requirements for disposal of unused bonds;CCP§§336 et
seq. 337.5(a);26 CFR 1.6001-
1(e):GC§43900 et seq.

Finance/ Yes: Mag,Mfr, Yes: After 1 Must be filed with County Mgmt. FIN-002 Budgets-Adopted/Final 5 years P P Current OD,Ppr S/I year Auditor;GC§34090.7,40802, Fiscal Year 53901
Finance/ FIN-003 Financial Services Database Indefinite Indefinite Yes Mag Data Fields/Records are Mgmt. I interrelated;GC§34090
Finance/ Developer Trust Accounts/ Closed+5 Closed+5 Department preference(meets Mgmt. FIN-030 Developer Deposit Accounts years years Mag,Ppr municipal government auditing standards);GC§34090
Meets auditing standards;
Investments/Certificates of Published articles show disposal Finance/ Deposit(CDs)/Advisor Reports/ Yes: Until +7 years for security brokerage Mgmt. FIN-004 Trade Tickets/LAIF(Local 5 years 5 years Paid Mag,Ppr slips;statewide guidelines Agency Investment Fund) propose permanent;FTC Reg's rely on"self-enforcement";
GC§§34090,43900
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 90

Ver.13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Securities(Performance Bonds,
Letters of Credit,CD's,etc.)are
released after the Notice of
Completion is issued and
replaced with the Warranty
Finance/ Release of Release of Yes: Until Bond,which is released 1 year Mgmt. FIN-005 Letters of Credit Security Security Released Mag,Ppr after the Notice of Completion date. These are financial
instruments,and therefore are
exempt from the 2 year
requirement for municipal
records;GC§34090
Finance/ FIN-006 Treasurer's Report 5 years 5 years Mag,Ppr Meets municipal government Mgmt. auditing standards;GC§34090
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 91

Ver.13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dC,L.DS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

FINANCE/ACCOUNTS PAYABLE
IRS:4 years after tax is due or
Finance/ paid (longer for auditing& Accounts FIN-007 1099's Issued/1096 4W 9-xf,- 5 years 5 years Mag,Ppr contractor delinquency);Ca.

Payable FTB:3 years;26 CFR 31.6001-
1, R&T§19530,GC§34090;29
USC 436
Accounts Payable/Check
Finance/ Copies/Purchase Orders/ Meets municipal government Invoices and Backup/Credit Yes: Until Mag,Mfr, S/I Yes: After 1 auditing standards;Statewide Payable
Accounts FIN-008 Card Statements/Credit Card 2 Years 3 years 5 years Paid OD,Ppr year guidelines propose audit+4 Receipts/...I.r:%I:`Lf-.'.:L. years;GC§34090 ReIrribursernents
.........................................................................

Checks VVir< f"r ail i<r Wr<=,
Finance/ Meets municipal government ail.f<r srlrrrtv__al r ai7E<_ Mag,Mfr, Yes: After Accounts FIN-009 - 5 years 5 years S auditing standards;GC§34090, r an sf<r (Cashed C 1 i(scks ;ar<_ OD,Ppr QC Payable maintained by the bank) CCP§337
1 m AN ii mllv(� ,. u; ` iu'rn
h �r3:� u., .., 01[)� ,.1'Iri � All(-C.. R r l 1( :, urd)Il1w), l uu u`nr.; BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 92

Ver.13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

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

FINANCE/ACCOUNTS RECEIVABLE
Finance/ Loan Fully Loan Fully Meets municipal government Accounts FIN-010 Accounts Receivable-College Paid+2 3 years Paid+5 Yes: Until Mag,Ppr auditing standards;Statewide Receivable Loan Program years years Paid guidelines propose audit+4 years; GC§34090
Accounts Receivable Invoices/
Revenue-Business Licenses,
Finance/ Damage to Public Property,False Meets municipal government Accounts FIN-011 Alarms,Franchise Income, 3 years 2 years 5 years Yes: Until Mag,Ppr auditing standards;Statewide Receivable Parking Citations,Invoices to Paid guidelines propose audit+4 Outside Entities, etc. years; GC§34090
(Paid)
Finance/ Meets Municipal Government Accounts FIN-012 Accounts Receivable Write-Offs 5 years 5 years Mag,Ppr auditing standards(negative Receivable (due to non-payment) information remains on credit ratings for 7 years);GC§34090
Finance/ Department Preference to match Accounts FIN-013 Collection Agency Assignments 7 years 7 years Mag,Ppr the length of time negative Receivable information remains on credit reports;GC§34090 et seq.

Finance/ Department Preference(meets Accounts FIN-014 Daily Cash Receipts and Support 2 years 5 years 7 years Mag,Ppr auditing standards);GC§34090 Receivable I et seq.

Ver.13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

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

FINANCE/GENERAL LEDGER
Audit Reports/Ai ii um l,,,,
Finance/ C ow�,�,lldhL):lri im it
General FIN-015 �` J Management 5 years p p Mag,Mfr, S/I Yes: After 1 Standard within the profession; Ledger Reports/Measure"A"/GANN OD,Ppr year GC§34090 Limit/Single Audits
Finance/ Audit Work Papers/Audit Meets municipal government General FIN-016 Schedules 2 years 3 years 5 years Mag,Ppr auditing standards;GC§34090 Ledger
Bank Statements,Fiscal Agent
Finance/ Statements,Trustee Statements, Published articles show 3-4 General FIN-017 Investment Account Statements, 2 years 3 years 5 years Mag,Ppr years;GC§34090,26 CFR Ledger Pars Statements,Bank 31.6001-1
Reconciliations,etc.

Meets municipal government
Finance/ auditing standards;Statute of Journal Entries/Back Up Mag,Mfr, Yes: After 1 General FIN-018 Documents/Budget Adjustments 5 years 5 years OD,Ppr S/I year Limitations is 4 years;statewide Ledger guidelines propose Audit+5
years;GC§34090,CCP§337
Preliminary drafts(the database
is the original);The backup copy
Finance/ Monthly Reports-Balance Sheet, When No When No of the reports is held on tape by General FIN-019 Revenue,Expenditure Longer Longer Mag,Ppr Admin Services.Hard copy Ledger Required Required reports should not be retained off-site;GC§34090 et seq.,and
Department Policy
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 94

Ver.13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Reports: Annual State or
Federal: State Controller's
Report,Street Report, Local
Government Compensation
Report,Property Management
Plan,Obligation Payment
Finance/ Schedules,Due Diligence
General FIN-020 Reviews,Gas Tax,MOE 5 years P P Mag,Mfr, S/I Yes: After 1 Department preference;GC Ledger (Maintenance of Effort)Report, OD,Ppr year §34090 Fixed Charge Special
Assessment Report,Public Self
Insurer Report(SIP Report);
Housing Successor Agency
Housing Assets Fund Report(SB
341)etc.

FINANCE/PAYROLL
Copies- Copies-
City Clerk FIN-021 MOU(copies) When No When No Mag,Ppr GC§34090.7 Longer Longer
Required Required
PERS Buy-backs are
reconstructed through Human
Payroll Records: Deduction Resources;Transitory records Authorizations,Garnishments, not retained in the ordinary Finance/ Separation+ Separation+ course of business Financial Payroll FIN-022 etc. 5 years 5 years Mag,Ppr system qualifies as a trusted (Terminated Employees Files) system and can re-create reports accurately;statewide
guidelines propose 2 years;GC
§34090
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 95

Ver.13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

PERS Buy-backs are
reconstructed through Human
Resources;Transitory records
Payroll Reports/Payroll not retained in the ordinary Finance/ course of business Financial Payroll FIN-023 Registers/Payroll Direct Deposit 2 years 5 years 7 years Mag,Ppr system qualifies as a trusted Reports
system and can re-create
reports accurately;statewide
guidelines propose 2 years;GC
§34090
Finance/ Payroll Report: Detail Year-End Department Preference for Payroll FIN-029 Report(Cumulative by employee) 2 years P P Mag,Ppr PERS buy-back purposes;GC §34090
For Pers Buy-back purposes;
Retirement Reports(CaIPERS); IRS:4 yrs after tax is due or Finance/ FIN-024 Annual Valuation Reports, 2 years 5 years 7 years Mag,Ppr paid;Ca. FTB:3 years;Articles Payroll Actuarial Valuation Reports, show 7 years;26 CFR 31.6001- Annual Employer Statements 1,R&T§19530;29 CFR 516.5- 516.6,29 USC 436,GC§34090
Taxes-Per Pay Period,Monthly, Department Preference;IRS:4 Quarterly,Yearly Payroll Tax yrs after tax is due or paid;Ca.

Finance/ Reports,DE-6&941 Forms,DE- Yes Current FTB:3 years;Articles show 7 Payroll FIN-025 7 DE-9 DE-43,W-3,&DE-166, 2 years 5 years 7 years Year Mag,Ppr years;IRS Reg§31.6001- IRS 5500 Forms(Employee 1(e)(2),R&T§19530;29CFR Benefit Plans) 516.5-516.6,29USC 436,GC
§34090
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 96

Ver.13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Department preference;PERS
Buy-backs are reconstructed
through Human Resources;
Meets auditing standards(audit
Finance/ FIN-026 Timecards/Timesheets- 2 years 5 years 7 years Mag,Ppr +4 years);IRS requires 4 years; Payroll Includes Leave Requests Ca.requires 2 yr min.;FTB keeps 3 years;IRS Reg
§31.6001-1(e)(2),R&T§19530;
LC§1174(d);29 CFR 516.5&
516.6(c);GC§34090
For Pers Buy-back purposes;
IRS:4 yrs after tax is due or
Finance/ FIN-027 W-2's 2 years 5 years 7 years Mag,Ppr paid;Ca. FTB:3 years;Articles Payroll show 7 years;26 CFR 31.6001-
1,R&T§19530;29 CFR 516.5-
516.6,29 USC 436,GC§34090
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 97

Ver.11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES& RISK MANAGEMENT Page HR-1 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dC,1LDS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

HUMAN RESOURCES
Department Preference;
c,1'ira,rls;dole. r.:e.nr.Ml.2
of rif...,,cr,r-na l ion....
1095-C,,'I094 C(.Employer- w:i....V.:rani. .!.lt:'.d...wi.�?....the...1IRIS...or:.

Human Provided Health Insurance Offer yr 1hlM,,, Eiilily lr>,rf r ra¢ lrt.ac„1,,,, �.

HR-029 5 years 5 years Mag,Ppr
Resources and Coverage.. ......r,rtcirr7'if1Sl.... 5...M1 ..:f,rar... t...Il.:a,vrf.........V..l....:M.C:.:....... ......
!2Lm) tfofli lhr;�(.Ij.e. (al.e raf 11].2 r e.1.1arvasr ...........................................................................................................................................

IR&y-yo ai arlol fax is rino of
;Haig),6 CJ R 31,6(,KM 1(o)(2.).,.GC
§34090
Human HR-001 Awards-Service,Performance 2 years 2 years Mag,Ppr GC§34090 Resources
EEOC/ADEA(Age)requires 1
year after benefit plan
Benefit Plan Documents/ Duration of Duration of Yes: For termination I a dof of law o a qui s Human 6 y yr Mrci +,Y 6.-years Contract yo a^r afloi aollom 29 CFR 1627.3(b)(2);29 USC 1027;GC
§§12946,„1,2,960,34090
Benefits- Authorizations,
Human HR-003 Correspondence,Summaries, 2 years 5 years 7 years Mag,Ppr Department preference;26 CFR Resources Employee Assistance, 1.6001-1;29 CFR 1627.3 Unemployment Insurance
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 98

Ver.11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES& RISK MANAGEMENT Page HR-2 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Department preference;
EEOC/FLSA/ADEA(Age)
When No When No requires 3 years for promotion, Classification/Reorganization Longer Longer demotion,transfer,selection,or Human HR-004 Studies(for employee Required- Required- Mag,Ppr discharge;State Law requires 2- Resources classifications and department Minimum 3 Minimum 3 3 years;retirement benefits is 6 structures) years years years from last action;29 CFR 1602.31&1627.3(b)(2).,GC
§§12946,„1,2,960,34090
Department preference;PERS
requires 5 years for
Compensation Earnable(usually
compensation is adopted via
Compensation-Salary Schedule, When No When No Resolution of the City Council); Human Deferred Compensation,Holiday Longer Longer yes while Bureau of National Affairs Resources HR-005 Pay,Reclassifications, Required- Required- current Mag,Ppr recommends 2 years for all Management Compensation and Minimum 3 Minimum 3 supplementary Personnel Benefits years years 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,„1,2,:�1,�U,34090
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 99

Ver.11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES& RISK MANAGEMENT Page HR-3 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Department preference;
EEOC/FLSA/ADEA(Age)
requires 3 years for promotion,
Human demotion,transfer,selection,or
Resources HR-006 Compensation Surveys&Studies 3 years 3 years Mag,Ppr discharge;State Law requires 2- 3 years;retirement benefits is 6
years from last action;29 CFR
1602.31&1627.3(b)(2),GC
§§12946,„1,2,960,34090
rNlr rarc4 "✓IcC"1 Y P1r[ifir a[irnr' r ar, 6 �t 6 fc 6f iR 006 I Y _, __ 7 _[_,_.,
Human_ HR-007 DMV-Addition,Deletion Form 2 ears Mag,P r Department Policy; GC 34090 Resources years 3 years 5 y p p § Transitory or source records not
retained in the ordinary course of
Human DMV-Pull Notices,Waivers for When When business;CHP audits every 2 Resources HR-008 Pull Notices Superseded Superseded Mag Ppr years;Bureau of National Affairs recommends 2 years for all
supplementary Personnel
records;GC§34090
D.O.T.Requires 5 years for
positive tests,refusals,annual
summaries,etc,1 year for
Drug Testing Program-Eligible negative tests;EEOC/FLSA/ Human Pool Lists,Drug&Alcohol Test ADEA(Age)requires 3 years Resources HR-009 Results,Training,BIT 2 years 3 years 5 years Mag Ppr physical examinations;State Inspections,etc. Law requires 2 years;29 CFR 1627.3(b)(1)(v),GC§§12946,
34090;49 CFR 655.71 et
seq.;49 CFR 382.401 et seq.
49 CFR 653.71
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 100

Ver.11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES& RISK MANAGEMENT Page HR-4 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dC,1LDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Department preference;All State
Equal Opportunity Employment- and Federal laws require Human Complaints/Department of Fair Separation+ retention until final disposition of Resources HR-010 Employment&Housing(DFEH or Separation 6 years 6 years Mag,Ppr formal complaint;State requires EEOC)Claims i i i.. i„i,q.,nl 2 years after"fully and finally Chil I l„{ disposed"; 2 CCR 11013(c);GC
§§12946,„1,2,26.2,34090
Human Equal Opportunity Employment- 29 CFR I„16 Resources HR-011 EEOC Reports(EEO-4 Reports) 3 years 3 years Mag,Ppr 7 CFR 1602.32;GC §34090
Department preference;All State
and Federal laws require
retention until final disposition of
Human Grievances and Informal Separation+ Separation+ Yes:Before formal complaint;State requires Resources HR-012 Complaints(all) 3 years 6 years 6 years Disposition Mag,Ppr 2 years after action is taken;29 CFR 1602.31&1627.3(b)(1),
GC§§12946,1„2960,,34090;29
USC 1113,LC 1174
Required for 1 year from
termination or 3 years from
hiring,whichever is later;EEOC
/FLSA/ADEA(Age)requires 3
Human Separation+ Separation+ years for"any other forms of Resources HR-013 I-9s 3 years 3 years Mag,Ppr employment inquiry";State Law requires 2-3 years;INA
274A(b)(3);INS Rule
274a.1(b)(2);29 CFR
1627.3(b)(1),GC§§12946,
:1.2.9.62.,34090
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 101

Ver.11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES& RISK MANAGEMENT Page HR-5 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Department preference;
EEOC/FLSA/ADEA(Age)
When No When No requires 3 years for promotion, Longer Longer demotion,transfer,selection,or Human HR-014 Job Descriptions Required- Required- Mag,Mfr, S/I Yes: After 1 discharge;State Law requires 2- Resources Minimum 3 Minimum 3 OD,Ppr year 3 years;retirement benefits is 6 years years years from last action;29 CFR
1602.31&1627.3(b)(2).,GC
§§12946,„1,2,26.2,34090;29 USC
111
Department preference(protects
City in the event of past
employee misconduct);DOJ
Human LiveScan Response Logs/CORI allows retention for legitimate Resources HR-015 Responses 50 years 50 years Mag,Ppr business needs;must be maintained in a secure and
confidential file;DOJ Information
Bulletin No.02-17-BCII;GC§
34090 et seq.

Human HR-016 Negotiation Binders/Notes,Side 10 years 10 years Yes while Mag,Ppr Department preference;GC Resources Letters,Correspondence,etc. current §34090 BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 102

Ver.11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES& RISK MANAGEMENT Page HR-6 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dC,1LDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Department Preference;statute
of limitations for retirement
benefits is 6 years from last
action;(W-4's are required for 4
years after it is no longer in
effect);EEOC/FLSA/ADEA(Age)
Human HR-017 Personnel Files-All Employees Separation+ 5 years Separation+ Yes: Until Mag,Ppr requires 3 years for promotion, Resources 1 year 6 years Separation demotion,transfer,selection,or discharge;State Law requires 2-
3 years;29 CFR 516; 29 CFR
1602.14;29 CFR 1602.31&
1627.3(b)(ii),GC§§3105,
12946,1„29.20,,,34090;29 USC
1113;LC§1198.5
Separation+ Separation+ Department preference;Files Personnel Files-Medical 29 years or 30 years or maintained separately;Claims Records(all employees) Termination Termination can be made for 30 years for Human HR-018 Separation+ of Benefits, of Benefits, Yes: Until Mag p P r toxic substance exposure;8 Resources Includes Breathing Apparatus Fit 1 year whichever is whichever is Separation CCR§3204(d)(1)et seq.,29 Tests longer,or longer,or CFR 1910.1020(d)(1)(i),GC Death of Death of §§12946,„1,2960,34090;LC Employee Employee §1198.5
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 103

Ver.11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES& RISK MANAGEMENT Page HR-7 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Recruitment Files
Department preference;EEOC/
(Includes Applications FLSA/ADEA(Age)requires 1-3 Human HR-019 (Unsuccessful),Advertisements, 1.I years y yc:ai s1,.:3 years Mag,Ppr years;State Law requires 2-3 Resources Interview Notes,Job Brochures, years;29 CFR 1627.3(b)(1),29 Test Data,Rating Sheets, CFR 1602.14 et seq;GC Questions,Eligible Lists, §§12946,„I,2.26.2,34090 Reference Checks,etc.)
Human HR-020 Safety: Inspections Conducted 2 years 2 years Ppr GC§34090 Resources by outside agencies
Studies&Surveys Conducted on Longer Longer
When No When No
Human HR-021 Behalf of the City(Attrition, Required- Required- Mag,Ppr Department preference;GC Resources Benefits,Succession Planning, §34090 etc.)
Minimum 2 Minimum 2
ears years

RISK MANAGEMENT
Risk HR-022 Accident Reports that do Not 2 years 2 years Mag,Ppr GC§34090 Manage. result in a Claim(Public Injuries)
Department Preference;Covers
Final various statute of limitations;
Risk HR-023 Claims Final Ppr 5 years Resolution+ Yes: Until Mag,Mfr, S Yes: After 5 CCP§§337 et seq.;GC§§ Manage. Resolution 5 years Resolution OD, years 911.2,34090,34090.6;PC §832.5
Risk HR-024 Insurance Policies(General P P Yes while Mag,Mfr, S Yes: After 5 Department preference for Manage. Liability) I I current OD, Ppr years liability purposes;GC§34090 BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 104

Ver.11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES& RISK MANAGEMENT Page HR-8 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Department preference;Statute
of Limitations: Public official
misconduct is discovery of
Insurance Policies(Public Ppr offense+4 years,retirement Risk HR-025 Employee Bonds/Fidelity Bonds 2 years P P Mag,Mfr, S Yes:When benefits is 6 years from last Manage. /Dishonesty,etc.) OD, Inactive action;statewide guidelines propose Termination+6 years;
GC§§36507,34090;PC
§§801.5,803(c);29 USC 1113
Department Preference;Covers
Final various statute of limitations;
Risk HR-026 Lawsuits/Litigation Final 5 years Resolution+ Yes: Until Mag,Mfr, S Yes: After 5 CCP§§337 et seq.;GC§§ Manage. Resolution 5 years Resolution OD, Ppr years 911.2,34090,34090.6;PC §832.5
Calif.Labor Division is required
to keep their records 7 years;
OSHA Inspections&Citations, OSHA requires 5 years;State Risk HR-027 OSHA Log 200 and Log 300, 2 years 3 years 5 years Ppr law requires 2 years;8 CCR Manage. 301,301A,etc. §3203(b)(1); 29 CFR 1904.33, OMB 1220-0029,8 CCR
14300.33 ��` 00 '',;GC
§34090.7;LC§6429c
Workers'Compensation or Separation+ Separation+
Disability Claims/Employee 30 years or 30 years or Department preference;Claims Accident Reports Termination Termination can be made for 30 years for Risk of Benefits, of Benefits, Mag,Mfr, Yes:When toxic substance exposure;8 HR-028 Includes all Accident,Incident,or Until Closed S CCR 10102;8 CCR 15400.2,8 Manage. Injury Reports and associated whichever is whichever is OD,Ppr Inactive CCR 3204 d 1 et se 29 I y p longer,or longer,or § ( )0, q" MSDS,Refusal of Medical CFR 1910.1020,GC§§12946, Death of Death of
Treatment of an Industrial 34090,CCP§337 et seq.

Accident Employee Employee
BELL GARDENS,CA ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 105

Ver.8.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

INFORMATION TECHNOLOGY
Used for Disaster Recovery
Information Backups-Daily(Excludes Mail When No When No Purposes Only;Considered a IT-001 Longer Longer Yes Mag. copy and can be destroyed Technology Serve/Mail Archive) Required Required when no longer required;GC §34090 et seq.

When No Used for Disaster Recovery
Information Backups-Weekly(Excludes Mail When No Longer Purposes Only;Considered a Technology IT-002 Serve/Mail Archive) Longer Required Yes Mag. copy and can be destroyed Required when no longer required;stored
off-site;GC§34090 et seq.

Used for Disaster Recovery
Purposes Only;Considered a
copy and can be destroyed
Information Backups--Mail Server/Mail When No When No when no longer required;tapes Technology IT-003 Archive Longer Longer Yes Mag. are in autochangers and are Required Required overwritten;most recent store off site in a commercial facility for
disaster recovery purposes;GC
§34090 et seq.

Information When No When No Preliminary documents not Technology IT-004 IT Service Requests Longer Longer Yes Mag. retained in the ordinary course of Required Required business;GC§34090 et seq.

Information Network Configuration Maps& When No When No Preliminary documents not IT-006 Longer Longer Yes Mag. retained in the ordinary course of Technology Plans Required Required business;GC§34090 et seq.

Information IT-006 Software Licenses,Warrantees, When No When No Ma Department preference;GC Technology Installation Media Longer Used Longer Used g' §34090 et seq.

Ver.8.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-2 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

For legal compliance for
WORM/DVD-r/CD-r/Blue Ray- Trustworthy Electronic Records Information IT-007 R or other unalterable media P P OD (when the electronic record Technology that does not permit additions, serves as the official record);GC deletions,or changes 34090,12168.7,EVC 1550,2 CCR 22620 et seq.

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dC,1LDS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

ADMINISTRATION and/or CHIEF OF POLICE
Police/ Carry Concealed Weapon Expiration+ Expiration+ Department preference;GC Admin./ PD-001 Permits(CCW)-Approved 2 years 2 years Mag,Ppr §34090 Chief
Police/ Carry Concealed Weapon
Admin./ PD-002 Permits(CCW)-Denied 2 years 2 years Mag,Ppr GC§34090 Chief
Police/ Separation Separation Department Preference;GC Admin./ PD-003 Casino Employees Backgrounds from Casino from Casino Mag,Ppr §34090 et seq.

Chief +2 years I +2 ears
d�,onsiistent...wiit,Fi....:::e i,rE�I...::.cI.i.G.V.:....

State requires for at least 5 years
for Civilian complaints;other State
&Federal laws require retention
until final disposition of formal
Police/ Final Final complaint;State requires 2 years Admin./ PD-004 Civilian Complaints Disposition+ Disposition Mag,Ppr after action is taken;Statute of Chief 5 years 5 years Limitations is 4 years after the discovery of the offense for
misconduct in office;EVC
§1045(b)(1),GC§§12946,1„2960,
34090,PC§§801.5,803(c),
832.5(b),VC§2547
Transitory or source records not
retained in the ordinary course of
Police/ DMV-Pull Notices,Waivers for When When business;CHP audits every 2 Admin./ PD-005 Pull Notices For Police Superseded Superseded Mag Ppr years;Bureau of National Affairs Chief Department Employees Only recommends 2 years for all supplementary Personnel records;
GC§34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 108

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfr S=Scan Q?
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.

P-IC,1LDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Police/ FINANCIAL-Billing for Blood, Department preference(meets Admin./ PD-006 Breath&Urine Testing,Auction 5 years 5 years Mag,Ppr auditing standards);GC§34090 Chief List and Asset Seizure
Police/ General Orders/Policies&
Procedures/Operation Mag,Mfr, Yes: After Department Preference;GC§ Ch
ief n.
/ PD-007 Directives(Department Policies P P S/I OD, Ppr superseded 34090 et seq.

Chief and Procedures)
Police/ Hearing Officer Records(Tows,
Admin./ PD-008 Parking,etc.) 2 years 2 years Mag,Ppr GC§34090 Chief
d�,onsiistent...wiit,Fi....:::e i,rE�I...::.cI.i.G.V.:....

State requires for at least 5 years
for Civilian complaints;other State
Internal Affairs Investigations/ &Federal laws require retention Disciplinary Files/Complaints/ until final disposition of formal Police/ Civilian Complaints/Officer Final Final complaint;State requires 2 years Admin./ PD-009 Involved Shootings(all) Disposition+ Disposition Mag,Ppr after action is taken;Statute of Chief tNl l l 40 U 1 l.A s l',fl n cl E,t.. 5 years 5 years Limitations is 4 years after the "xl IVY[;,t,c":m iltr<J'r.,0„4:....(�1�.ILIJ.f!S"J..ill..I,..'.(e,�!. discovery of the offense for ,j,;,,y„ misconduct in office;EVC
§1045(b)(1),GC§§12946,1„2960,
34090,PC§§801.5,803(c),
832.5(b),VC§2547
Adhiiiri,i.li illlp. ny(,.lultlloii.
l
ivill u iirf s twl.ii rl s,ivili air 11 ll "iii it 7 �. GC,, 17�,)4 17�)60,, Adiiini / 'l12 iEy 1 I Yi 111-4 Sl'A 1111e l i;I v llloll ^: �,t, i1i�,ii_i Lf u1 I plChild nl�
Police/ Juvenile Crime Prevention
Admin./ PD-010 Programs-G.R.E.A.T.,Youth 2 years 2 years Mag,Ppr GC§34090 Chief I IServices
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 109

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Police/ When No When No
Admin./ PD-011 Logs: Daily Logs,Watch Longer Longer Mag,Ppr Preliminary drafts;GC§34090 et Chief Commander Logs,etc. Required Required
seq.

Copies- Copies- Department Policy. Duplicate Admin./ PD-012 Personnel-Grievances and When No When No Mag Ppr information of Human Resources Personnel Negotiations Working Files Longer Longer ' p and keep only while useful;GC Required Required §34090.7
When No When No Department preference;EEOC/
Police/ Longer Longer FLSA/ADEA(Age)requires 3 Admin. PD-013
Personnel Background Packet Required- Required- Mag,Ppr years;State Law requires 2-3 /
Chief Unsuccessful(not hired) Minimum 3 Minimum 3 years;29 CFR 1672.3(b)(i), 29 years years CFR 1602.14 et seq;GC
§§12946,„1,2:�62,34090
Department Preference to cover
Police/ Personnel Background Separation+ Separation+ the possible length of employment Admin./ PD-014 Packets for Employees and 5 y ears 5 ears Mag,Ppr of any employee or volunteer; Chief Volunteers y P.O.S.T.requires appointments for 3 years;§34090 et seq.

Police/ Police Reserves-Program
Admin./ PD-015 Files,List and Assignments 2 years 2 years Mag,Ppr GC§34090 Chief
Police/ Public Relations,Citizen
Admin./ PD-016 Volunteers,Public Information, 2 years 2 years Mag,Ppr GC§34090 Chief Ride-Along,Patches,Citizen
Groups
Police/
Admin./ PD-017 Pursuit Critiques 2 years 2 years Mag,Ppr GC§34090 et seq.

Chief
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 110

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Police/ Regulatory Permits- Expiration+ Expiration+ Admin./ PD-018 Secondhand/Pawn Shop 2 years 2 years Mag,Ppr GC§34090 Chief criminal histories,etc.

When No When No
Police/ Reports and Studies regarding Longer Longer Admin./ PD-019 Police operations(not historical- Required- Required- Mag,Ppr Department Preference;GC§ 34090 et seq.

Chief manpower,etc.) Minimum 2 Minimum 2
years years
Police/ Use of Force Reports/Reviews PC 832.7 et seq.;GC§34090 et Admin./ PD-082 Includes review forms,arrest 2 years 2 years Mag,Ppr Chief copies and logs seq.

Police/ Weapons List/Department Data Fields/Records are Admin./ PD-020 Weapons(Range master) Indefinite Indefinite T Yes Mag interrelated;GC§34090 Chief
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 111

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

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

COMMUNICATIONS/CAD/DISPATCH
Audio Recordings or Tapes- When No When No Department Preference;Statewide (CAD/RMS) Recordings of Longer Longer guidelines propose 180 days Police/ PD-021 Telephone&Radio Required- Required- Mag (legally mandated for 100 days); Commun. Communications Dispatch Minimum Minimum (may be discoverable or made Tapes(CAD) 180 days 180 days public in some circumstances), GC§§34090,34090.6
Police/ PD 022 Video Recordings-License When No When No Longer Longer Mag Preliminary drafts;GC§34090 et Records Plate Recognition System seq.

Required Required
Police/ Video Recordings-Public When No When No Does not record "regular and PD-023 Longer Longer Mag ongoing operations";GC§34090 Records Areas,Parking Lots,etc. Required Required et seq.

Police/ Video Recordings-Temporary Records regular and ongoing Records PD-024 Holding Facility surveillance, 1 year 1 years Mag operations;GC§34090.6(a) records,cashiers,etc.

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan C'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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

INVESTIGATIONS/DETECTIVE BUREAU
Transferred Transferred Transfer all Official Reports to Police/ PD-025 Detectives Investigation Files into into Ppr,Mag Records to be placed in the Day Investigat. and Arrest Files Record's Record's Files.

Files Files
Police/ No Contact No Contact Department preference;GC Investigat. PD-026 Field Investigation Cards(Fls) + 5 years +5 ears Mag,Ppr §34090 et seq.

When No When No
Longer Longer
Police/ PD-027 Informant Files Required- Required- Ppr,Mag Department Preference;GC Investigat. §34090 et seq.

Minimum 2 Minimum 2
years ears
Misleading,obsolete or unreliable
information is required to be
Police/ PD-028 Intelligence Files 5 years 5 years Mag,Mfr, S/I Yes: When destroyed;remaining records must Investigat. OD, Ppr Superseded not be retained longer than 5 years;28 CFR 23.20(h);GC
§34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 113

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P-dOL.DS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

PATROL
Police/ Canine(Police Service Dogs) Separation+ Separation+ 3 years is required for animal care Patrol PD-029 Program Files: Animal Files 3 years 3 years Mag,Ppr /treatment records;FA§32003(e), (includes training) PC§597.1(d);GC§34090 et seq.

Police/ Officer Recordings: Body-Worn PC§832.18(b)(5)(E);GC Patrol PD-079 Cameras—LOGS of Access or P P Mag §34090.6 et seq.

Deletion of Data
Officer Recordings: Body-Worn Follows Follows the
Cameras-that ARE evidence, retention for Retention of Police/ PD-080 Officer Involved Shootings or Evidence, the Mag PC§832.18(b)(5)(B)&(C);GC Patrol Evidence, §34090.6 et seq.
other use of force/Detention Minimum 2
or Arrest/Complaints years Minimum 2
ears
Police/ Officer Recordings: Body-Worn PC§832.18(b)(5)(A);GC Patrol PD-081 Cameras-that are NOT 60 days 60 days Mag §34090.6 et seq. evidence
Officer Recordings:Mobile
Audio/Video Recordings Department preference; Police/ PD-030 (MAV)"Dash Cams'that are 2 years 2 years Mag Recordings that become evidence Patrol are stored with evidence;Lexipol not evidence("hip recorders", 446.10.1;GC§34090.6(a) etc.

Police/ PD-031 Patrol Ride-A-Long Waiver 2 years 2 years Mag,Ppr GC§34090 et seq.

Patrol 1 Form
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 114

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

PROPERTY&EVIDENCE
Police/ Citation Log Books(#s/ranges)
Property& PD-032 _Parking,Traffic 2 years 2 years Mag,Ppr GC§34090 et seq.

Evidence
Follows the Follows the
Police/ Crime Report Photos,Mug Retention Retention of Mag,Mfr, Yes: After 1 Department Preference;GC Shots
Property& PD-033 Period of the S/I
Evidence Arrest the Arrest OD, Ppr year §34090 Record
Record
Follows the Follows the
Police/ Retention Retention of Mag,Mfr, Yes: After 1 Department Preference;GC Property& PD-034 Fingerprints Period of the the Crime OD, Ppr S/I year §34090 Evidence Crime Report
Report
Police/ :':.!:...'..f-.'.:f:f:':.r:1.....).(::....C:f-.'.:f::q.fd.rg,M,.'.eM,r,t:%...

Property& PD-035 Forfeiture Notification 5 2..-years ,2 years Mag,Ppr grail S i,�,r„ir E1„- {,{i,alfjGC Evidence §34090
Police/ Gun and Narcotics Destruction Department Preference;GC Property& PD-036 Log(Documents related to) 7 years 7 years Mag,Ppr §34090 Evidence
Police/
Property& PD-037 Logs: Evidence Database Indefinite Indefinite Mag,Ppr Data is interrelated;GC§34090 Evidence
Police/
Property& PD-038 PAS Device Calibration Logs 2 years 2 years Mag,Ppr GC§34090 et seq.

Evidence
Adjudication Adjudication
Police/ /Final /Final
Property& PD-039 Property Receipt Disposition, Disposition, Mag,Ppr GC§34090 Evidence including all including all
appeals a eats
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 115

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Police/
Property& PD-040 Property Release 2 years 2 years Mag,Ppr GC§34090 Evidence
Police/ Disposal/ Disposal/
Property& PD-041 Property Seizure Surplus of Surplus of Mag,Ppr GC§34090 Evidence Property+2 Property+2
years ears
Police/
Property& PD-042 Property Tag Logs 2 years 2 years Mag,Ppr GC§34090 Evidence
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 116

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

SUPPORT SERVICES/RECORDS BUREAU
Fully Paid, Fully Paid, Department preference(the Police/ Citations-Payment Plans for Written off, Written off, Statute of Limitation for collections Property& PD-083 outstanding parking citations Mag,Ppr is 5 years from the date of the last Evidence received by indigent persons or Forgiven or Forgiven violation);CVC 40222(b);GC +5 years +5 years §34090
Department Preference;Provided
CRIME REPORTS/INCIDENT there are no outstanding warrants, REPORTS unrecovered identifiable items,
Police/ criminal deaths,they are not Support ALL, Except Those historically significant,and it is not OD Ppr QC Services/ PD-043 Specifically Mentioned in the 5 years 5 years Yes Mag,Mfr, S/M/I Yes: After classified under PC§800&290 Records Schedule , and H&S§11850; Stat.of Limit.is Bureau 2 yrs;Destroy juvenile marijuana e.g.,5150,Detention Reports, after age18; H&S§11361.5,GC etc. §34090,PC§802,PC§800 et
seq.

Police/ CRIME REPORTS/INCIDENT
Support REPORTS: Firearm Firearm
Services/ PD-044 Found or Found or Yes Mag,Mfr, Yes: After S/M/I PC§11108.2(b);GC§34090
Records Firearms entered into CLETS Recovered Recovered OD, Ppr QC Bureau (if not Permanent Retention)-
Found/Recovered Firearms
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 117

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

CRIME REPORTS/INCIDENT
REPORTS:

Police/ Misdemeanor or Infraction-
Support Adult Marijuana/Cannabis-
Services/ PD-045 H&S§11357(b)(c)(d)(e)or H&S 2 years 2 years Yes:Before Mag,Mfr, S/M/I Yes: After ("Shall"Destroy);H&S§11361.5 Records §11360(b)(with procedure in Disposition OD, Ppr QC Bureau H&S§11361.5)-Except those
with outstanding stolen property,
including firearms,or lost
firearms,serious felonies,or
synthetic cannabis

CRIME REPORTS/INCIDENT
REPORTS:

Police/
Support Factually Innocent Petition Date of Date of Individual petitions District Yes:Before Mag,Mfr, Yes: After
Services/ PD-047 Accepted Records Sealed Arrest+3 Arrest+3 Disposition OD Ppr S/M/I Attorney;("Shall'Destroy);GC Records Pending Destruction-Except years years , QC §34090;PC§851.8(a) Bureau those with outstanding stolen
property,including firearms,or
lost firearms
Statute of Limitations runs up to
Police/ age of majority+8 years;sealed CRIME REPORTS/INCIDENT Sealing Date
Support REPORTS: +5 years Yes:Before Mag,Mfr, Yes: After Sealing Date records for juveniles and wards of (Or Court Disposition OD, Ppr QC
Services/ PD-048 +5 years(or S/M/I the Court must be destroyed 5 Records Juvenile Investigations Order) Court Order) years after sealing date; CCP Bureau §§340.1,GC§34090;W&I
§§389(a),781(d)
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 118

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

CRIME REPORTS/INCIDENT
REPORTS:

Police/ Misdemeanor or Infraction- Conviction Conviction Support Juvenile Marijuana I or Arrest(if or Arrest(if (Courts and other Agencies"Shall' Services/ PD-049 Cannabis-H&S§11357- No No Yes:Before Mag,Mfr, S/M/I Yes: After destroy);H&S§11361.5 et seq., Records Except those with outstanding Conviction) Conviction) Disposition OD, Ppr OC GC§68152(e)(8) Bureau stolen property,including +2 years +2 years
firearms,or lost firearms,
serious felonies,or synthetic
cannabis

CRIME REPORTS/INCIDENT
REPORTS:

Police/
Support Misdemeanor or Infraction Offender is Offender is (Courts and other Agencies"Shall' Services/ PD-050 Marijuana /Cannabis 18 Years 18 Years Yes Mag,Ppr destroy);H&S§11361.5 et seq., Records §11357(d)-Juvenile on Old Old 11357(d) Bureau School Grounds during School
Hours(with procedure in H&S
11361.5

CRIME REPORTS/INCIDENT
REPORTS: Statute of Limitations runs up to Police/ Sealing Date age of majority+8 years;sealed Support Juvenile and Ward Cases- +5 years Yes:Before Mag,Mfr, Yes: After Sealing Date records for juveniles and wards of Ppr
Services/ PD-053 Except Child Abuse or Severe +5 years(or S/M/I the Court must be destroyed 5 Records Neglect,(Substantiated),those (Or Court Court Order) Disposition OD, QC years after sealing date; CCP Bureau with outstanding stolen property, Order) §§340.1,GC§34090;W&I including firearms,or lost §§389(a),781(d) firearms
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 119

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of Retention No. Records Description Retention/Disposition Comments/Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Police/ CRIME REPORTS/INCIDENT
Support Found/ Found/
Services/ PD-051 REPORTS: Recovered+ Recovered+Yes:Before Mag,Mfr, S/M/I Yes: After Department Preference;GC Records 2 years 2 years Disposition OD, Ppr QC §34090 Bureau Missing Persons

CRIME REPORTS/INCIDENT
REPORTS: Department Preference;No
limitations on commencement of
Police/ Part 1 Crimes: Capital Crimes action;DOJ retains CACI(Child Support Abuse Central Index)information /Serious Felonies/Major Mag,Mfr, Yes: After Services/ PD-052 Crimes/Sex Crimes/Child P P Yes OD, Ppr S/M/I QC for adults 100 years; Courts keep Records permanently PC§§261,286,288, Bureau Abuse/Substantiated Child 288a,288.5,289,289.5,290,and Abuse or Severe Neglect
(Adults Only) (Crimes Subject 799; 803(h),11169 et seq.; to the Death Penalty)
11170(a);WIC 707(b)
11 Ir IDI I'I I
r�°f�IAI I'G�Ilraf Cai uilr,�)I>,)i .�;�iiil ir,a',C,. �`,��itit �i�l, i::, d�I� ...... i I )r Iiov it l)(lili� C 40l ,3O��iD l`.,li�ll.., lr GC
Police/
Support After Entry After Entry
Services/ PD-054 Fingerprint File(Original into into Mag,Ppr Department Preference;GC Records Fingerprint Cards) LiveScan LiveScan §34090 Bureau
Police/
Support Monthly Statistics/Uniform When No When No Filed on line with the State; Services/ PD-055 Crime Reports(UCR)- Longer Longer Mag,Ppr Department preference;GC Records Summaries(BCS) Required Required §34090 Bureau
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 120

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Police/
Support
Services/ PD-056 NCIC Validation 2 years 2 years Mag,Ppr GC§34090 Records
Bureau
Police-/'
err rt_,
Ju ,[ , ( r-
uj
<ryir< _/ ?Y_ ---- --- - -
_...,... , _
,
M Y_ _rM _ _L 1_ : "_}_ fflarti [cRecords- B
ureau
Police/ Order after Hearing(Restraining
Support Order,Emergency Protective Court records-originals retained Services/ PD-057 Orders(EPO),Temporary Expiration Expiration Mag by the Court;GC§34090 et seq.

Records Restraining Order(TRO))
Bureau
Department Preference to provide
Police/ information to other agencies;Non- support records used for investigations; Services/ PD-058 Pawn Slips 2 years 2 years Mag,Ppr Originals entered into the State Records Automated Property System;most Bureau agencies retain for 2 years;GC §34090
Police/
Support
Services/ PD-059 Police Alarm Records 2 years 2 years Mag,Ppr GC§34090 et seq.

Records
Bureau
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 121

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

GIoIlw;
Ii/�,iiiuiill �,l,�nl nil/yi,;(., %..Y�....41.;� Lfu, "I': ilh ':)ID GC u)ld(,iI kv I11oI1111
�,r,. vr,u.;,
10)0
Police/ Department preference;Pursuant Support to PC§457.1 et seq.;required to Mag,Mfr, Yes: After 5 register for life;If released from Services/ PD-060 Registrants: Arson-Adults 5 years P P OD, Ppr S/M/I years CYA,records are destroyed after Records
Bureau age 25 or sealing pursuant to W&I §781;GC§34090
Police/ Pursuant to PC§457.1 et seq.;If Support Registrants: Arson-Juveniles Age 25 or Age 25 or Mag,Mfr, Yes: After released from CYA,records are
Services/ PD-061 released from California Youth Sealing Date Sealing Date S/M/I Records Authority +5 years +5 years OD, Ppr QC destroyed after age sealing Bureau pursuant to W&I§781;GC§34090 Police/
Support Department Preference;
Services/ PD-062 Registrants: Narcotic 5 years 5 years Mag,Ppr Registration is required for 5 Records years;GC§34090,H&S§11590 et seq.,H&S§11594(a)
Bureau
Police/ Department Preference;After Support 2021,Offenders can petition Court Registrants: Sex Offenders- P,or Death P,or Death Mag,Mfr, S/M/I No for removal 10 or 20 years after Records
Services/ PD-063 Adults of Registrant of Registrant OD, Ppr offense,provided there are no Bureau subsequent offenses; Pursuant to PC§290 et seq.

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Police/ P P Department preference;After Support or Sealing or Sealing 2021,Offenders can petition Court Registrants: Sex Offenders- Mag,Mfr, S/M/I No for removal 10 or 20 years after Services/ PD-064 Juveniles Date+5 Date+5 OD, Ppr offense,provided there are no Records years(or years(or
Bureau Court Order) Court Order) subsequent offenses;Pursuant to PC§290 et seq.;W&I§781(d)
Police/
Support Data Fields/Records are
Services/ PD-065 RMS Database Indefinite Indefinite Yes Mag interrelated;GC§34090 Records
Bureau
GIoIlw;
IC Q 228 11CCI�
��I I �d.S vr,a;'i, {.:��;a a, Lf ux I;'i�r 1(i�30 77 3 r�,�,
Police/
Support Subpoena Logs&Subpoenas/
Services/ PD-066 Pitchess Motions(Police 2 years 2 years Mag,Ppr GC§34090 Records Department Only)
Bureau
Police/
Support Towing-Tow Logs,Hearings,
Services/ PD-067 etc. 2 years 2 years Mag,Ppr GC§34090 Records
Bureau

TEMPORARY HOLDING FACILITY
Police/ Holding Cell Logs,Reports&
Holding PD-068 Schedule 2 years 2 years Mag,Ppr GC§34090 Facility
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 123

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-17 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dC,1LDS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

TRAINING
Department Preference;California
Labor Department maintains their
records for 7 years;OSHA
requires 5 years for safety records;
State law requires 2 years;
Personnel Training File-Tests, I EEOC/FLSA/ADEA(Age)requires Police/ Bulletins,Certificates,Range Separation+ Separation+ Mag,Mfr, Yes:When 3 years for promotion,demotion, Training PD-069 Files,Program Information, 5 years 5 years OD,Ppr S Inactive transfer,selection,or discharge; Needs Assessment,Field State Law requires 2-3 years;8 Training CCR§3203 et seq.,8 CCR
14300.33(a);29 CFR 1627.3(b)(ii),
29 CFR 1904.33,29 CFR
1904.44;GC§34090 et seq.;LC
§6429(c),GC§§12946,1„2960,
34090,53235.2(b)
Department preference;Rosters
are sent to POST;Statewide
guidelines propose 7 years;Calif.

Training -Department Labor Division is required to keep their records 7 years;OSHA
Training Records-COURSE requires safety training 5 years; Police/ PD-070 RECORDS(Attendance 2 years 5 years 7 years Mag,Ppr EEOC/FLSA/ADEA(Age)requires Training Rosters,Outlines and Materials; 3 years for promotion,demotion, includes Use of Force training, transfer,selection,or discharge; safety training,etc.)
State Law requires 2-3 years;29
CFR 1627.3(b)(ii),8 CCR
§3204(d)(1)et seq.,GC§§12946,
34090
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 124

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-18 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P-dC,1LDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Police/ Department preference;Data is PD-071 Training Database Indefinite Indefinite Mag interrelated;GC§§12946,1„2960,, Training 34090
When No When No
Longer Longer
Police/ PD-072 Training Requests&Approvals Required - Required- Mag,Ppr Department preference;GC Training §34090
Minimum 2 Minimum 2
ears I I years
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 125

Ver.16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-19 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
(OFR) Active Storage Total Vital? Media I=Import Paper after (in office) (Off-site, Retention Options M=Mfr Imaged& OD or Mfrl S=Scan Q?
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.

P dOLDS: Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

TRAFFIC/PARKING
Police/ Accident Records Department Preference to be Mag,Mfr, Yes: After consistent with CHP requirements Traffic/ PD-073 Traffic Collisions/Accident 5 years 5 years OD, Ppr S/M/I QC (Fatal collisions are retained by Parking Reports(No Injuries) CHP for 5 years);GC§34090 Police/
Traffic/ PD-074 Citations-Monthly Summary 2 years 2 years Mag,Ppr GC§34090 et seq.

Parking
Department preference(the
Police/ Citations-Parking,Traffic Statute of Limitation for collections Traffic/ PD-075 2 years 2 years Mag,Ppr is 5 years from the date of the last Parking Includes corrections violation);CVC 40222(b);GC §34090
Police/
Traffic/ PD-076 Citations-Void 2 years 2 years Mag,Ppr GC§34090 et seq.

Parking
Equipment&Vehicles- Department preference;OSHA Police/ Disposal of Disposal of requires 1 year;8 CCR§ Traffic/ PD-077 Warranties,Repair History and Equipment+ Equipment+ Mag,Ppr 3203(b)(1);49 CFR 396.21(b)(1); Parking Licensing(Vehicles,Firearms,Radios,etc.) 2 years 2 years 49 CFR 396.3(c);CCP§337 et.

Seq.,GC§34090
When No When No
Police/ Longer Longer
Traffic/ PD-078 Traffic Control: Radar Trailer Required- Required- Mag,Ppr GC§34090 et seq.

Parking Surveys,etc. Minimum 2 Minimum 2
ears I years
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 126

Ver.9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of
Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy
Active Storage Total Media I=Import Paper after (OFR) (in office) (Off-site,OD Retention Vital.? Options M=Mfr Imaged& or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

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

ENGINEERING
P
Department reference,
P
AB 939 Compliance/Solid 5 r'Wk, I Ow Cw hol)I I i)d /PublicWoiks PW-001 Waste Tonnage Reports iV) 10years 10years Mag,Ppr ,r Ir,,rl�r!�)fr�,i'liuw's,mdil,t,?,n,,, ' 1 d( Coll(a,lluli mu),F i,ti,lll u;) �I< <Il��ll�l�i ��il Ali rY�I�II,Dill P<1 GC§34090
Public Works PW 002 Abandonments /Vacations P P Yes(all) Mfr,Mag, S Yes: After GC§34090 et seq.

Ppr
Engineering (Streets) QC
Public Works Aerial Maps/Photographs- Mag, Yes: After Department Preference Engineering PW-003 Analog or Digital&Index to P P Mfr,OD, S/I QC (Information Systems maintains Aerials Ppr digital aerials),GC§34090 Assessment/Maintenance/
Landscape&Lighting/Street Department Preference,Statute Public Works pW-004 Improvement District Projects/ P P Yes: Until Mag,Mfr,OD, S/I Yes: After of Limitations is 4-10 years(for Errors&Omissions);
Engineering Community Facilities Districts Completed QC CCP Ppr
(FORMATION,BOUNDARIES, §§337.337.1(a),337.15,343,ENGINEERS REPORTS) GC§34090.7 Securities(Performance Bonds,
Letters of Credit,CD's,etc.)are
Release of Release of Mag, released after the Notice of Public Works PW-005 Bonds: Construction Bonds/ Bond/ Bond/Security Mfr,OD, S No Completion is issued and Engineering Subdivision Bonds Security+2 +2 y ears pp r replaced with the Warranty years Bond,which is released 1 year
after the Notice of Completion
date. GC§26202
BELL GARDENS,CA. ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 127

Ver.9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of
Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy
Active Storage Total Media I=Import Paper after (OFR) (in office) (Off-site,OD Retention Vital.? Options M=Mfr Imaged& or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. -FOLDS Liti ation,claims,complaints,audits,public records re uests,and/or investi ations suspend normal retention peno s(retention resumes after settlement).

Capital Improvement Projects Some grant funding agencies (CIP): Administration File require audits;Statute of Completion+ Limitations for Errors&
Project Administration,Certified 1 years or 10 years or Omissions is 10 years; Payrolls,Community Outreach/ After Funding
After Funding Published Audit Standards=4-7
Public Works Upon Agency Audit, Yes. Until years;Statute of Limitations:

Engineering PW-006 Notifications,Construction Completion if required, Agency Audit,if Completed Mag,Ppr Contracts&Spec's=4 years, Manager's Logs,Daily required,
Inspections, Project Schedules, whichever is whichever is Wrongful Death=comp.+5 Progress meetings,Real Estate longer longer years,Developers=comp.+10 Appraisals, RFIs&Responses, years,Statewide guidelines etc. propose termination+5 years,
CCP§337 et.seq.,GC§34090
Capital Improvement Projects
(CIP): Permanent File
Plans,Specifications, Department preference,retained Successful Proposal,Change Mag, Yes: for disaster preparedness Public Works Orders,Materials Testing Upon Yes: Until PW-007 P P Mfr,OD, S/I Complet.+ purposes; Statewide guidelines Engineering Reports,Grading Permits, Completion Completed Ppr 10 years propose Permanent for Insurance Certificates,
Hazardous Materials Plans, Infrastructure plans;GC§34090 Notice of Completion,Photos,
Soils Reports,Studies,
Submittals,Surveys,etc.

Public Works PW 008 fr
Design&Construction P P MMag, S/I Yes: After Department Preference,GC Engineering Standards Ppr QC §34090 Public Works Disadvantaged Business Consistent with Grant Engineering PW-009 Enterprise(DBE)Files 2 years 3 years 5 years Mag,Ppr requirements(see City-wide Schedules),GC§34090
BELL GARDENS,CA. ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 128

Ver.9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of
Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy
Active Storage Total Media I=Import Paper after (OFR) (in office) (Off-site,OD Retention Vital.? Options M=Mfr Imaged& or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. -FOLDS Liti ation,claims,complaints,audits,public records re uests,and/or investi ations suspend normal retention enods(retention resumes after settlement).

Public Works pW_010 Easements P P Yes(all) Mf ag S Yes: After Department Preference,GC Engineering r, 2 years §34090
1 Ppr
Public Works pW_011 Encroachment Permits- P P Mfr,OD, S Yes: 1 Department Preference,GC Engineering Permanent Encroachments Ppr year §34090 Public Works Encroachment Permits-
Engineering PW-012 Temporary Encroachments 2 years 2 years Mag,Ppr GC§34090 (debris boxes,etc.)
Public Works Encroachment Permits-Utility Mag' Yes: 1 Department Preference(the Engineering PW-013 Cuts 5 years 5 years\ Mfr,OD, S year warrantee period for work done Ppr is 5 years),GC§34090
Engineering Studies/Surveys- When No When No
Public Works PW-014 Preliminary Studies/Project Longer Longer Mag,Required- Required- Mfr,OD, S/I Yes: After Department Preference;GC Engineering Assessments(Not Acquired or Minimum 5 Minimum 5 Ppr QC §34090 Developed)
years years
Public Works pW_015 Engineering Studies/Surveys P P Mfr,OD, S/I Yes: After Department Preference,GC Engineering (City Built Projects) Ppr QC §34090 Public Works pW_016 Geotechnical and Soils Reports P P Mfr,Mag, S Yes: After Department Preference,GC
EngineeringQC §34090 Ppr
Public Works pW_017 Grading Permits&Plans P P Mf ag S Yes: After Department Preference,GC Engineering Ppr QC §34090
BELL GARDENS,CA. ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 129

Ver.9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of
Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy
Active Storage Total Media I=Import Paper after (OFR) (in office) (Off-site,OD Retention Vital.? Options M=Mfr Imaged& or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. -FOLDS Liti ation,claims,complaints,audits,public records re uests,and/or investi ations suspend normal retention peno s(retention resumes after settlement).

Drafts should be destroyed,
Maps,Plans and Record Some maps are also retained by Public Works PW 018 Drawings(Capital Improvement P P Yes all) Mf,,aOD, S Yes: After Planning;Selected maps are (
Engineering Project"As-Builts",Record Ppr QC retained n Public Works for Drawings,etc.) administrative purposes,GC §34090,34090.7
When No When No
Public Works Proposed Projects,Program Longer Longer Engineering PW-019 Information Required- Required- Mag,Ppr GC§34090 Minimum 2 Minimum 2
years vears
Public Works PW 020 Refuse/Water Collection 5 years 5 years Mag,Ppr Meets municipal government /Engineering Assessment(Contractor) auditing standards,GC§34090 Public Works pW-021 Rights of Way P P Yes(all) Mfr,aOD, S Yes: After GC§34090 Engineering Ppr QC
Public Works Solid Waste-Recycling-SRRE, Department Preference,GC Engineering PW-022 Recycling Centers,Composting, 10 years 10 years Mag,Ppr §34090 Reports
Public Works PW 023 Standard Construction Drawings P P Mfr,OD, S/I Yes: After Department Preference,GC Engineering /Details/Plans Ppr QC §34090 Public Works pW-024 Subdivisions P P Mag,Ppr Official record held by City Engineering Clerk,GC§34090.7
Department Preference
(required for 3 years),the
Public Works Underground Service Alerts Mag, warrantee period for work done PW-052 10 years 10 years Mfr,OD, S/I No is usually 5 years,the Statute of Engineering (USAs)__/f;jq__F I,€:„rta Ppr Limitations for some work may be up to 10 years;GC
§§4216.2(f)&4216.3(d),34090
BELL GARDENS,CA. ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 130

Ver.9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of
Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy
Active Storage Total Media I=Import Paper after (OFR) (in office) (Off-site,OD Retention Vital.? Options M=Mfr Imaged& or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. -FOLDS Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods(retention resumes after settlement).

ENGINEERING-PRIVATE DEVELOPMENT
Drafts should be destroyed,
Public Works Maps,Plans and Record MagSome maps are also retained by P P Yes(all) Mf O
Engineering Drawings(Final Maps,Parcel r,O Yes: After Planning;Selected maps are PW-025 D, S
/Private Maps,Right of Way,Tract p P r QC retained in Public Works for Develop. Maps, etc.) administrative purposes,GC §34090,34090.7
Private Development Projects/
Job Files: Administration File Statute of Limitations for Errors &Omissions is 10 years,
Plan Check Comments Published Audit Standards=4-7 (Provided to Planning or years;Statute of Limitations:

Planning or Building),Construction Upon Completion+ Yes. Until Contracts&Spec's=4 years, Building PW 026 Inspections,Photos,Private Lab Completion 1 years 10 years Completed Mag,Ppr Wrongful Death=comp.+5 Verifications years,Developers=comp.+10
years,Statewide guidelines
Examples: Annexations,CUPS, propose termination+5 years, Lot Line Adjustments,Specific CCP§337 et.seq.,GC§34090 Plans,Split Lots, TPMs,TSMs
BELL GARDENS,CA. ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 131

Ver.9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of
Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy
Active Storage Total Media I=Import Paper after (OFR) (in office) (Off-site,OD Retention Vital.? Options M=Mfr Imaged& or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. -FOLDS Liti ation,claims,complaints,audits,public records re uests,and/or investi ations suspend normal retention peno s(retention resumes after settlement).

Private Development Projects/
Job Files: Permanent Files
Conditions,Drainage,Driveway,
Encroachments,Grading
Public Works Permits&Plans,Rights of Way, Department preference,retained Yes Upon Yes Engineering Until After Soils Reports,Stormwater,etc. Mag, for disaster preparedness QC/ : :

PW-027 P P Mfr,OD, S/I purposes; Statewide guidelines /Private Copies of Deeds,Dedications, Completion Completed Ppr propose Permanent for Develop. Easements,Abandonments Infrastructure plans,GC§34090 (City Clerk is OFR)
Examples: Annexations,CUPS,
Lot Line Adjustments,Specific
Plans,Split Lots, TPMs,TSMs
BELL GARDENS,CA. ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 132

Ver.9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of
Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy
Active Storage Total Media I=Import Paper after (OFR) (in office) (Off-site,OD Retention Vital.? Options M=Mfr Imaged& or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. -FOLDS Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods(retention resumes after settlement).

ENGINEERING-TRAFFIC&TRANSPORTATION
Copies- Copies-When Yes:

Police PW-028 Accident Reports When No No Longer Before Mag,Ppr GC§34090.7 Longer Required Payment
Required
Public Works Mag, Department preference;Drafts Engineering pW-029 Master Plans-Transportation P P Yes(all) Mfr,OD, S Yes: After should be destroyed,GC /Traffic& Ppr QC §34090
Trans.

Public Works When No When No Drafts/source records entered Engineering Longer Longer into database and not retained /Traffic& PW-030 Studies-Transportation Required- Required- Mag Ppr n the ordinary course of Trans. Minimum 5 Minimum 5 business,GC§34090 years ears
Public Works Traffic&Safety Commission Mag, Engineering pW-031 P P Mfr,OD, S No GC§34090 /Traffic& MINUTES,BYLAWS Ppr
Trans.

Public Works Traffic&Safety Commission When No When No Longer Longer
Engineering pW-032 Required- Required- Mag,Ppr Department Preference,GC /Traffic& AGENDAS,AGENDA §34090
Trans. PACKETS Minimum 2 Minimum 2
years vears
Public Works Department preference
Engineering pW-033 Traffic Speed Surveys 15 years 15 years Mf,,aOD, S Yes: After (required every 5 years,but can /Traffic& QC be extended to 7 or 10 years), Trans. Ppr GC§34090
BELL GARDENS,CA. ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 133

Ver.9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of
Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy
Active Storage Total Media I=Import Paper after (OFR) (in office) (Off-site,OD Retention Vital.? Options M=Mfr Imaged& or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS Liti ation,claims,complaints,audits,public records re uests,and/or investi ations suspend normal retention peno s(retention resumes after settlement).

Public Works When No Longer Longer When No ag,
/Engineering Traffic Studies/Traffic Counts/ Yes: After Department preference;GC /Traffic& PW-034 Traffic Calming Requests Required- Required- MMfr,OD, S 10 years §34090 Trans. Minimum 5 Minimum 5 Ppr
ears I years

MAINTENANCE&FLEET
Public Works AQMD Permits(Generators,
/ PW-035 5 years 5 years Mag,Ppr -40 CFR 70.6;GC§34090 Maint.&Fleet etc.)
Cost Estimates for Damage to Copies-
When No Copies-When Yes: All originals go to Finance(these Finance PW-036 City Property(damaged stop No Longer Before Mag,Ppr signs,signals) Longer Required Payment are copies),GC§34090.7 Required
Public Works Generator Operation Logs(for
PW-053 fixed/stationary generators)/ 3 years 3 years Mag,Ppr AQMD Rule 1470,GC§34090 Maint.&Fleet Inspections
Public Works Generator Operation Logs(for AQMD Rule 1470; Form PW-054 portable/emergency 5 years 5 years Mag,Ppr 400—E-13a instructions,GC Maint.&Fleet generators)/Inspections §34090 Department Preference
Public Works (agricultural pesticide records PW-037 Pesticide Application/Use 2 years 2 years Ppr are required for 2 years),3 CCR Maint.&Fleet 6623(c),40 0H t 111.11 e^I wr;,;- GC§34090
Public Works Pressure Vessel Certifications or Current+2 Current+2 Mag, Yes: After Department preference,GC PW-038 Permits(Air Compressors, Previous Previous Mfr,OD, S QC §34090 et.seq.

Maint.&Fleet Propane,etc.) Certificates Certificates Ppr BELL GARDENS,CA. ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 134

Ver.9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of
Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy
Active Storage Total Media I=Import Paper after (OFR) (in office) (Off-site,OD Retention Vital.? Options M=Mfr Imaged& or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. -FOLDS Liti ation,claims,complaints,audits,public records re uests,and/or investi ations suspend normal retention peno s(retention resumes after settlement).

Pre-Trip Inspections/DOT
Public Works Program/CHIP Inspections/
PW-039 Vehicle Safety Checks/Daily 2 years 2 years Ppr 13 CCR 1234(c),GC§34090 Maint.&Fleet Vehicle Inspections/Daily
Equipment Checks
Public Works Street Sweeping Logs(Source NPDES Monitoring records PW-040 Records) 3 years 3 years Mag,Ppr required for 3 years in Federal Maint.&Fleet law,40 CFR§§122.21,122.41
Public Works 22 CCR 66266.130(c)(5),H&S PW-041 Used Oil Disposal 3 years 3 years Mag,Ppr §25250.18(b),25250.19(a)(3)et Maint.&Fleet seq.

Department Preference;If a
motor carrier,required for 18
Disposal of Disposal of months after vehicle is sold; Public Works Vehicle&Equipment History Vehicle or Vehicle or CHIP requires life of vehicle; PW-042 Files Equipment+ Equipment+2 Mag,Ppr OSHA requires 1 year;8 CCR§ Maint.&Fleet 2 years years 3203(b)(1);49 CFR 396.21(b)(1);49 CFR 396.3(c),
CCP§337 et.seq.,13 CCR
1234(f), GC§34090
Copies- Copies-When
Risk Manage. PW-043 Vehicle Accident Reports When No No Longer Ppr GC§34090.7 Longer
Required Required
Public Works Wastewater/Sewer System Required for a minimum of 5 PW-044 Management Plans(SSMP)and 5 years 5 years Mag,Ppr years,40 CFR 122.410)(2), Maint.&Fleet Audits,Sanitary Sewer SWRCB Order 2006-03;40 Overflows(SSOs) CFR 122.410)(2);GC§34090
BELL GARDENS,CA. ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 135

Ver.9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of
Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy
Active Storage Total Media I=Import Paper after (OFR) (in office) (Off-site,OD Retention Vital.? Options M=Mfr Imaged& or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

IOLDS Liti ation,claims,complaints,audits,public records re uests,and/or investi ations suspend normal retention peno s(retention resumes after settlement).

Public Works Work Orders/Service Requests
/Division
Providing PW-045 CMMS DATABASE Indefinite Indefinite Mag Data is interrelated,GC§34090 Service/ (Computerized Maintenance
Work Management System)
Public Works
/Division Work Orders/Service Requests When No When No Providing PW-046 -All Information Entered in Longer Longer Mag Ppr Preliminary drafts(the database Service/ CMMS Database Required Required s the original);GC§34090 Work
Work Orders/Service Requests
-NOT entered in CMMS
Public Works Database(or partial information
/Division entered into CMMS Database) City preference,CCP§§338 et Providing PW-047 3 years 3 years Mag Ppr seq.,340 et seq.,342,GC Service/ (Division providing service §34090 Work retains originals,Division
requesting service is considered
a copy)
BELL GARDENS,CA. ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 136

Ver.9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of
Record Retention No. Records Description Retention/Disposition Comments/Reference Inactive Image: Destroy
Active Storage Total Media I=Import Paper after (OFR) (in office) (Off-site,OD Retention Vital.? Options M=Mfr Imaged& or Mfr) S=Scan QC'd?
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder. (OLDS Litigation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods(retention resumes after settlement).

STREET MAINTENANCE
Public Works Inspections: Bicycle Ways, Department Preference,GC /Streets PW-048 Curbs,Sidewalks,etc. 10 years 10 years Mag,Ppr §34090 Public Works PW 049 Legends,Signs,Markings,Curb 2 years 2 years Mag,Ppr GC§34090 /Streets Painting(Maintenance)
Public Works NPDES Monitoring records
Streets PW-050 Storm Drain Cleaning 3 years 3 years Mag,Ppr required for 3 years in Federal -law,40 CFR§§122.21,122.41
Public Works PW-051 Trees-Inventory 2 years P P Mag,Ppr "Inventory of trees is historical, Streets GC§34090
BELL GARDENS,CA. ©1995-2008 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved Exhibit 2 137

Ver.6.0 RECORDS RETENTION SCHEDULE: RECREATION &COMMUNITY SERVICES Page R&CS-1 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site,OD Retention Options M=Mfr Imaged& or Mfr) S=Scan
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.

P dOLDS: Liti ation,claims,complaints,audits,public records requests,and/or investigations suspend normal retention periods retention resumes after settlement).

RECREATION&COMMUNITY SERVICES
Department preference;The
statute of limitation for errors and
omissions is not applicable;
Recreation Agreements for Contractors: Statewide guidelines propose Completion+ Completion+ Yes: Until Mag,Mfr, Yes: After completion+5 years for non- &Comm. REC-001 Class Instructors,Sports 5 years 5 years Completion OD, Ppr S Inactive capital improvement contracts& Services Leagues,etc.
completion+4 years for
transportation and concessionaire
agreements;CCP§337 et.seq.,
GC§34090
Recreation
&Comm. REC-002 City Publications-Recreation P P Mag,Ppr Department Policy;GC§34090 Services Guide,Classes,etc.

Department Preference
Recreation When No When No (Preliminary Drafts/Transitory &Comm. REC-003 Evaluations/Surveys(Program Longer Longer Mag,Ppr records not retained in the Services Feedback or Evaluations) Required Required ordinary course of business);GC §34090
Facility Use Permits and
Recreation Equipment Applications,Books, Yes:
&Comm. REC-004 Alcoholic Beverage Applications 2 years 2 years Before Mag,Ppr GC§34090 Services Includes Certificates of Event
Insurance
Recreation Historical Records(of Mag,Mfr, Department Preference;GC &Comm. REC-005 Significant Historical Value) 5 years P P OD, Ppr S No §34090 Services
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 138

Ver.6.0 RECORDS RETENTION SCHEDULE: RECREATION &COMMUNITY SERVICES Page R&CS-2 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site,OD Retention Options M=Mfr Imaged& or Mfr) S=Scan
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Recreation
&Comm. REC-006 Incident Reports 2 years 2 years Mag,Ppr GC§34090 Services
Parks&Recreation When No When No
Recreation Commission Longer Longer
&Comm. REC-007 Required- Required- Mag,Ppr Department Preference;GC §34090
Services AGENDAS,AGENDA Minimum 2 Minimum 2
PACKETS years years
Recreation Parks&Recreation
&Comm. REC-008 Commission P P Mag,Mfr, S No GC§34090 Services OD, Ppr

MINUTES,BYLAWS
Recreation
&Comm. REC-009 Parks&Recreation Master Plan P P Mag,Ppr Department Policy;GC§34090 Services
When No When No
Recreation Longer Longer
&Comm. REC-010 Privilege Suspension Record Required- Required- Mag,Ppr GC§34090 Services (Difficult Participants) Minimum 2 Minimum 2 ears years
Copies- Copies-
Receipts/Daily Deposits(Detail When No When No The detail is forwarded to Finance; Finance REC-011 Backup) Longer Longer Mag,Ppr GC§34090 et seq.

Required Required
Recreation Department Preference;data is &Comm. REC-012 Recreation Database Indefinite Indefinite Mag interrelated;GC§34090 Services
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 139

Ver.6.0 RECORDS RETENTION SCHEDULE: RECREATION &COMMUNITY SERVICES Page R&CS-3 Office of Retention No. Records Description Retention/Disposition Comments I Reference Record
Inactive Image: Destroy
Active Storage Total Media I=Import Paper (OFR) Vital? after
(in office) (Off-site,OD Retention Options M=Mfr Imaged& or Mfr) S=Scan
If the record is not listed here,refer to the Retention for City-Wide Standards Retentions begin when the act is completed,and imply a full file folder(e.g.last document+2 years),since destruction is normally performed by file folder.

HOLDS: Litigation,claims,com laints,audits,public records requests,and/or investi ations suspend normal retention periods retention resumes after settlement).

Registration/Trip Permits/Fee
&Charge/Liability Forms/
Release of Liability Forms/
Recreation Permissions/Sign-in Sheets
&Comm. REC-013 etc.: 2 years 2 years Mag,Ppr GC§34090 Services
Camps,Field Trips,
Authorization to give Medicine,
etc.

Scholarship Applications/ Forward Forward
Finance REC-014 College Loan Applications- Originals to Originals to Ppr GC§34090.7 Successful Finance Finance
Scholarship Applications/
Recreation College Loan Applications-
&Comm. REC-016 2 years 2 years Ppr GC§34090 Services Unsuccessful
Senior Citizens Advisory When No When No
Recreation Committee Longer Longer
Department Preference;GC
&Comm. REC-016 Required- Required- Mag,Ppr §34090 Services AGENDAS,AGENDA Minimum 2 Minimum 2
PACKETS years years
Recreation Senior Citizens Advisory Forward Forward &Comm. REC-017 Committee Originals to Originals to Mag,Ppr GC§34090 Services MINUTES,BYLAWS the City Clerk the City Clerk Recreation Sports-Rosters,Waivers, Department Preference;GC &Comm. REC-018 Applications,Awards,Ejection 2 years 2 year Mag,Ppr §34090 Services Letters,Injury Claims
BELL GARDENS,CA©1995-2008 Gladwell Governmental Services,Inc-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved Exhibit 2 140

CITY OF BELL GARDENS

OFFICE OF THE CITY MANAGER
u
m

AG E N DA RE P O RT
Item 6.

TO: Honorable Mayor and City Council Members
FROM: Michael B. O'Kelly, City Manager
BY: Manuel Carrillo, Director of Finance and Administrative Services Patricia Ahumada, Human Resources Manager
Rimo Hanson,Accounting Manager
SUBJECT: ADOPT A RESOLUTION APPROVING ASIDE LETTERAGREEMENT WITH BELL

GARDENS CITY EMPLOYEES ASSOCIATION FOR CLOSURE OF CITY HALLAND

OTHER CITY FACILITIES FOR THE HOLIDAYS
DATE: October 24, 2022
RECOMMENDATION:

BACKGROUND/DISCUSSION:

Over the last four years, the city and the Bell Gardens City Employees Association (BGCEA) have entered into Side Letter Agreements to close City Hall and other City Facilities during the Christmas holiday period.

Management engaged in discussions with the BGCEA to consider the closing of City Hall and other City Facilities on Monday December 26, 2022, through Thursday December 29, 2022, and Monday January 2, 2023. BGCEA was amenable to this, and management agreed to present this to the City Council. The understanding is that Tuesday, December 27, 2022; Wednesday, December 28, 2022; and Thursday, December 29, 2022, are not additional, approved holidays. Monday, December 26, 2022, and Monday, January 2, 2023, will be observed holidays, since Christmas Day(December 25th) and New Year's Day(January 1 st)fall on a Sunday.

While offices will be closed, employees will need to utilize their own personal leave time or unpaid time off for the following three (3) days - Day 1 - 12/27, Day 2 - 12/28, Day 3 - 12/29. Upon assessing the impact on City services, both the City and BGCEA have tentatively agreed, subject to City Council approval, that City Hall and other city facilities could close during this period.

For the days Tuesday, December 27, 2022, through Thursday, December 29, 2022, City Hall and other City Facilities would be closed or operate under designated hours, and employees would utilize their leave time. The projected costs avoided in future leave payouts is $25,320. In addition, the city will avoid utility and Heating, Ventilation and Air Conditioning (HVAC)operating costs. 141

BGCEA employees designated to work in the Police Department Police Field Services would operate as usual.

BGCEA employees working in certain Public Works Department operations who are needed for operational continuity would also operate on their typical schedules.

City operated or maintained facilities would operate under the schedule on Exhibit 3.

CONCLUSION:

If the Side Letter agreement with BGCEA is approved, then a) City Hall, Public Works, and Parks and Recreation offices will be closed from Monday, December 26, 2022, through Thursday, December 29, 2022, and Monday, January 2, 2023. However, BGCEA employees working in certain Public Works operations who are needed for operational continuity and BGCEA employees designated to work in the Police Department Police Field Services, and BGCEA employees working in certain Recreation and Community capacities would work their regular schedules. b) BGCEA members will use up to 30 hours of leave time during this period, and c)the City will reduce its accrued leave liabilities by approximately$25,320 in future leave payouts.

FISCAL IMPACT:

For the three days (3) that employees will be off, they will use approximately$25,320 of their own leave time that will avoid future City leave accrual payouts. There will also be additional costs avoided by reduced energy use related to utilities and HVAC (Heating, Ventilation,Air Conditioning).

ATTACHMENTS:

Exhibit 1 - Resolution 2022-107
Exhibit 3 - City Operated or Maintained Facilities Schedule Exhibit 2 - Side Letter Agreement
APPROVED ELECTRONICALLY BY:

Michael B. O'Kelly, City Manager
Stephanie Vasquez, Assistant City Attorney for Rick R. Olivarez, City Attorney Manuel Carrillo, Director of Finance and Administrative Services 142

RESOLUTION NO. 2022-107

A RESOLUTION TO THE CITY COUNCIL OF THE CITY OF BELL

GARDENS, CALIFORNIA, APPROVING SIDE LETTER OF AGREEMENT

BY AND BETWEEN THE CITY OF BELL GARDENS AND THE BELL
GARDENS CITY EMPLOYEES ASSOCIATION REGARDING 2022 CITY

HALL HOLIDAY CLOSURES
WHEREAS, the City of Bell Gardens ("City")and the Bell Gardens City Employees Association ("BGCEA") desire to enter into the Side Letter of Agreement ("Agreement") memorializing an agreement with respect to hours and other terms of employment; and WHEREAS, the Parties previously entered into a Memorandum of Understanding (MOU) with the term of July 1, 2021, through June 30, 2023; and WHEREAS, the City has decided to close City Hall and other City facilities for the entirety of the calendar days of Monday, December 26, 2022; Tuesday, December 27, 2022; Wednesday, December 28, 2022; Thursday, December 29, 2022; and Monday, January 2, 2023; and
WHEREAS, this proposal recommends that the City permit employees to utilize their own accrued, approved leave time, inclusive of but not limited to vacation leave, administrative leave, compensatory time, and/or holiday hours for Tuesday, December 277 2022; Wednesday, December 28, 2022; and Thursday, December 29, 2022 based on the employees' regular work schedule; Monday, December 26, 2022 and Monday, January 2, 2023, will be observed as City holidays given that Christmas Day (December 25t") and New Year's Day (January 1st), fall on a Sunday, and are thus observed the following Monday, per the BGCEA Memorandum of Understanding (MOU); and WHEREAS, this proposal would affect both represented City employees and non- represented employees, working at City Hall or other identified City facilities; and WHEREAS, the City has completed the meet and confer process with union representatives for each bargaining unit, containing City employees affected by this proposal; and
WHEREAS, the Parties met and conferred in good faith on the effect on BGCEA members of closing City Hall and the Public Works office and other City facilities for the entirety of the calendar days of Monday, December 26, 2022; Tuesday, December 27, 2022; Wednesday, December 28, 2022; Thursday, December 29, 2022; and Monday, January 2, 2023.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Bell Gardens as follows:

SECTION 1. The City Council hereby finds that the above recitals are true and Exhibit 1 143

Resolution No. 2022-107
correct and incorporate them herein as findings.

SECTION 2. CLOSURE OF CITY HALL AND OTHER CITY FACILITIES. City Hall, Public Works, and Parks and Recreation offices will be closed from Monday, December 26, 2022, through Thursday, December 29, 2022, and Monday, January 2, 2023.

SECTION 3. APPROVAL OF SIDE LETTER OF AGREEMENT. The City Council approves the Side Letter of Agreement in substantially the same form as attached to the Agenda Report accompanying this Resolution. BGCEA members will use up to 30 hours of leave time during this period.

SECTION 4. IMPLEMENTATION. The City Council further hereby authorizes the City Manager to execute any appropriate and necessary amendments, addendums, or other ancillary documents in connection with the Side Letter Agreement.

SECTION 5. TERM. This resolution is intended, and shall be enforced, to close City Hall and other City facilities for five specific days: December 26, 2022; December 277 2022; December 28, 2022; December 29, 2022; and January 2, 2023, and shall not be interpreted or enforced so as to create an expectation that City Hall and/or other City facilities will be similarly closed in the future.

PASSED, APPROVED, and ADOPTED this 24t"day of October 2022.

THE CITY OF BELL GARDENS
Maria Pulido, Mayor
APPROVED AS TO FORM: ATTEST:

Rick Olivarez Daisy Gomez
City Attorney City Clerk
2of3
Exhibit 1 144

City Operated or Maintained Facilities Schedule
City Hall Building 7100 Garfield Ave. CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED Community Family
Service Center 6662 Loveland St. Limited Access Limited Access Limited Access Limited Access Limited Access Limited Access OPEN OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City Darwell Park 6863 Darwell Ave. Staffed Staffed Staffed Staffed Staffed Staffed Staffed Ford Park-Adult Sports
Office 8000 Park Lane CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED Ford Park-Fields 8000 Park Lane OPEN OPEN OPEN OPEN OPEN OPEN OPEN Ford Park-Parks and CLOSED SUPPER PROGRAM SUPPER PROGRAM SUPPER PROGRAM SUPPER PROGRAM CLOSED Recreation Offices 8000 Park Lane FACILITATION ONLY FACILITATION ONLY FACILITATION ONLY FACILITATION ONLY OPEN OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City Gallant Park 5978 Gallant St. Staffed Staffed Staffed Staffed Staffed Staffed Staffed Golf Course 8000 Park Lane OPEN OPEN OPEN OPEN OPEN OPEN OPEN OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City Hannon Park 6902 Hannon St. Staffed Staffed Staffed Staffed Staffed Staffed Staffed OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City Julia Russ Asmus Park 8321 Jaboneria Rd. Staffed Staffed Staffed Staffed Staffed Staffed Staffed Bell Gardens-LA County
Library 7110 Garfield Ave. CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City Marlow Park 6640 Marlow Ave. Staffed Staffed Staffed Staffed Staffed Staffed Staffed OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City OPEN-Not City Marlow Park Annex 6626 Marlow Ave. Staffed Staffed Staffed Staffed Staffed Staffed Staffed Neighborhood Youth
Center 7117 El Selinda Ave.

CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED OPEN Public Works
Department Offices 8327 Garfield Ave. CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED Parks and Recreation
Offices at Veteran's Park 6662 Loveland St. Limited Access Limited Access Limited Access Limited Access Limited Access Limited Access OPEN Senior Center 6722 Clara St. Limited Access Limited Access Limited Access Limited Access Limited Access Limited Access OPEN Sierra Building 6423 Florence Pl. CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED CLOSED Skate Park 6645 Florence Pl. OPEN OPEN OPEN OPEN OPEN OPEN OPEN Exhibit 2 145

SIDE LETTER OF AGREEMENT

BETWEEN

CITY OF BELL GARDENS
AND

BELL GARDENS CITY EMPLOYEES ASSOCIATION
This Side Letter of Agreement ("Agreement") memorializes an agreement Entered into between the City of Bell Gardens ("City") and the Bell Gardens City Employees Association ("BGCEA") (collectively "parties") with respect to the following:

WHEREAS, the Parties entered into a Memorandum of Understanding (MOU) with the term of July 1, 2021, through June 30, 2023; and WHEREAS, the Parties met and conferred in good faith on the effect of BGCEA members of closing City Hall and the Public Works office and other City facilities for the entirety of the calendar days of Monday, December 26, 2022; Tuesday, December 27, 2022; Wednesday, December 28, 2022; Thursday, December 29, 2022; and Monday, January 2, 2023.

NOW THEREFORE, the Parties agree as follows:

City Hall and the Public Works office shall be closed from Monday, December 26, 2022 to Thursday, December 29, 2022, and Monday, January 2, 2023; the following days shall be unpaid holidays: Tuesday, December 27, 2022, Wednesday, December 28, 2022 and Thursday, December 29, 2022; Monday, December 26, 2022 and Monday, January 2, 2023 shall be observed as City paid holidays given that Christmas Day (December 25t") and New Year's Day (January 1st), fall on a Sunday, and are thus observed the following Monday, per the BGCEA Memorandum of Understanding (MOU).

BGCEA members who work at City Hall, the Public Works Office, or Parks and Recreation offices and do not work the calendar days of Tuesday, December 27, 2022; Wednesday, December 28, 2022; and Thursday, December 29, 2022, may use their accrued vacation, earned holiday, floating holiday or comp time to cover those days. If a member does not have any accrued comp time, vacation, earned holiday, or floating holiday, or does not wish to use accrued comp time, vacation, earned holiday, or floating holiday to cover those days, then the member shall not be paid on those days. No additional benefits or leave time will be provided to the affected employees.

Any BGCEA members who work on December 27, 28, and/or 29, shall not be paid a special holiday pay.

Otherwise, all other terms and conditions of employment remain unchanged as set forth in the 2021-2023 MOU for the balance of its terms expect as changed by subsequent written agreement between the parties.

Exhibit 3 146

e BGCEA AND CITY OF BELL GARDENS:

FOR the �
M
Emilia Sakez ate Michael B. O Kelly..,,,-" Date BGCEA President City Manager
....

Evangelina Reyes Date
BGCEA, Member Representative
Ben Gonzalez Date
BGCEA, Member Representative
Exhibit 3 147

CITY OF BELL GARDENS

OFFICE OF THE CITY MANAGER
u
m

AG E N DA RE P O RT
Item 7.

TO: Honorable Mayor and City Council Members
FROM: Michael B. O'Kelly, City Manager
BY: Gustavo Romo, Community Development Director
Steven Jones, City Planner
SUBJECT: APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH WOOD ENVIRONMENTAL& INFRASTRUCTURE SOLUTIONS, INC. FOR ENVIRONMENTAL REMEDIATION CONSULTING SERVICES FOR5600-5636 SHULL STREET (FORMER

BERK OIL SITE) PER THE DTSC EQUITABLE COMMUNITY REVITALIZATION GRANT (ECRG)
DATE: October 24, 2022
RECOMMENDATION:

It is staff's recommendation that the City Council adopt the attached resolution and approve a Professional Services Agreement (PSA) with Wood Environment and Infrastructure Solutions, Inc. for remediation consulting services for ECRG awarded by the State Department of Toxic Substances Control (DTSC)for 5600-5636 Shull Street/ Former Berk Oil Site.

BACKGROUND/DISCUSSION:

Since 1985 the former Berk Oil site on Shull Street (Project Site) has been the subject of numerous investigations and reports of contamination. The Project Site is a DTSC EnviroStor site. EnviroStor is DTSC's data management system for tracking cleanup, permitting, enforcement and investigation efforts for sites with known or potential contamination.

The Project Site was used for the manufacturing of cardboard forms for gasoline tanks. This facility was later occupied by metal finishing businesses through the early 1990s. The western portion of the subject property was used for asphalt mixing and oil distribution from approximately 1965 through 1989 when the facility was demolished.

Six known underground storage tanks (USTs) and a sub-grade steam cleaning sump were used during their years of operation. A fire destroyed a sizable portion of the former metal finishing facility. Preliminary investigations revealed volatile organic and petroleum hydrocarbon contamination across several of the parcels. There was concern that contamination sources were polluting the underlying groundwater, further compromising environmental conditions within Bell Gardens and beyond.

The property was sold to the City of Bell Gardens (Bell Gardens) Redevelopment Agency in 1992. Since the acquisition, the area has lain fallow and unused and has recently had conceptual approvals for residences and erection of an electronic billboard.

I n August 2011, DTSC approved a Targeted Site I nvestigation (TS 1) for the Project Site, which consisted of a contiguous series of vacant parcels, bounded by residences to the north, and to the west by the 1-710 freeway. The Los Angeles Regional Water Quality Control Board (RWQCB) is the lead agency working with DTSC and Bell Gardens for the Project Site's cleanup activities. The Project Site is an Open Site Assessment with the Los Angeles 148

Regional Water Quality Control Board as of 10/19/2015, designated as Berk Oil (SL163462338), 5614 Shull St, Bell Gardens CA 90201.

In 2021, Gov. Gavin Newsom signed legislation that allocated $500 million to expedite the cleanup and beneficial reuse of contaminated properties. Senate Bill 158 authorized DTSC to implement a new grant program to investigate and clean up contaminated properties in communities overburdened by pollution. As a result of the former industrial use of the site, the current and future use is affected by real and perceived environmental contamination characterizing it as a brownfield site. The ECRG provides financial assistance to communities via reimbursable grants to investigate and clean up brownfield sites through a competitive process. Bell Gardens applied for and was awarded the funds from the ECRG to clean up the site for residential purposes. Bell Gardens' application to reimburse eligible environmental cleanup activities was approved by the DTSC's Office of Brownfields on June 6, 2022, for a period of 24 months. The awarded amount is to address the historically disproportionate impacts to communities and to revitalize land for public benefit within the Project Site. In doing so, equitable development is promoted by advancing economic opportunity, preventing displacement, increasing connectivity, developing healthy and safe communities, and supporting environmental justice.

The proposed PSA would be funded by the ECRG from the endowment made available to California public entities to conduct community-wide assessments, environmental investigations, and environmental cleanups. Previous Project Site characterization (Supplemental Phase 11 Investigation) was funded through a community-wide Brownfields Assessment Grant that DTSC received from the United States Environmental Protection Agency (EPA) (Cooperative Agreement BF-99T29601).

To address Bell Gardens' needs and the ECRG requirements, on August 1, 2022, a Request for Proposals (RFP) was released.

The RFP requested a scope of services proposal to address the following:
1 . Coordination between the parties involved, including DISC, Water Board, City of Bell Gardens and Contractors.

2. Oversee invoicing and budget management.

3. Submit quarterly reports to DISC.

4. Oversee ECRG commitments.

5. Oversee community engagement.

6. Track permits and approvals.

EVALUATION OF CONSULTANT PROPOSALS
Planning Division staff of the Community Development Department reviewed the proposal in response to the RFP and recommends that Wood Environment and Infrastructure Solutions, Inc. be selected based on subject experience, qualifications, cost and familiarity with the Project Site and Bell Gardens.

CONCLUSION:

It is recommended that the City Council adopt the attached Resolution and approve a Professional Services 149

Agreement with Wood Environment and Infrastructure Solutions, Inc. to provide site remediation consulting services for the Bell Gardens ECRG.

FISCAL IMPACT:

Approval of the PSA and adoption of the resolution would have no fiscal impact to Bell Gardens in that city staff time as well as that of consultants and other authorized parties would be supported in full by the ECRG. The consulting services to be provided are based on an hourly rate anticipated to total $829,907 for the tasks identified in the RFP.

No appropriations are anticipated for the consulting or professional services associated with the remediation consultation for cleanup activities of the Project Site.

ATTACHMENTS:

Exhibit 1 - Resolution No. 2022-108
Exhibit 2 - PSA with Wood
APPROVED ELECTRONICALLY BY:

Michael B. O'Kelly, City Manager
Stephanie Vasquez, Assistant City Attorney for Rick R. Olivarez, City Attorney Manuel Carrillo, Director of Finance and Administrative Services 150

RESOLUTION NO. 2022-108

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELL

GARDENS, CALIFORNIA, APPROVING A PROFESSIONAL SERVICES

AGREEMENT BY AND BETWEEN THE CITY OF BELL GARDENS AND
WOOD ENVIRONMENT & INFRASTRUCTURE SOLUTIONS, INC.

WHEREAS, the City of Bell Gardens (the "City") requires environmental remediation consulting services for 5600-5636 Shull Street the former Berk Oil site; and WHEREAS, Wood Environment & Infrastructure Solutions, Inc. represents that it is fully qualified to perform such professional services by virtue of its experience, training, education, and expertise; and
WHEREAS, the City has undergone a Request For Proposals ("RFP") process in accordance with the City's Purchasing Policies and State Law; and WHEREAS, the City desires to enter into a Professional Services Agreement with Wood Environment & Infrastructure Solutions, Inc.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Bell Gardens as follows:

SECTION 1. The City Council, after consideration of the staff report and presentation, discussion, oral testimony, and evidence presented to the City Council, hereby finds that the above recitals are true and correct and incorporate them herein.

SECTION 2. The City Council approves a Professional Services Agreement with Wood Environment & Infrastructure Solutions, Inc. and authorizes and directs the City Manager to execute the Professional Services Agreement attached as Exhibit 2 to the staff report.

SECTION 3. The City Council further authorizes and directs the City Manager and staff to take all actions necessary and appropriate to implement and effectuate the intent of the City Council as set forth in this Resolution.

SECTION 4. Subject to all applicable laws, the City Council hereby authorizes the City Manager to execute any ancillary documents relating to the Professional Services Agreement, including any amendments, extensions, and other documents consistent with the Professional Services Agreement and this Resolution.

SECTION 5. The City Clerk shall attest and certify to the passage and adoption of this Resolution, enter it into the book of original Resolutions, and it shall become effective immediately upon its approval.

PASSED, APPROVED AND ADOPTED this 24t" day of October 2022.

Exhibit 1 151

Resolution No. 2022-108

THE CITY OF BELL GARDENS
Maria Pulido, Mayor
APPROVED AS TO FORM: ATTEST:

Rick Olivarez Daisy Gomez
City Attorney City Clerk
2 of 2
Exhibit 1 152

2022

PROFESSIONAL SERVICES AGREEMENT
(Engagement: Equitable Community Revitalization Grant Environmental Remediation Consultation)
(Parties: City of Bell Gardens and Wood Environment & Infrastructure Solutions, Inc.)

1. IDENTIFICATION
THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is entered into by and between the City of Bell Gardens ("City"), a California municipal corporation and Wood Environment & Infrastructure Solutions, Inc. ("Consultant"). The capitalized term "Party" or"Parties" may refer to either City or Consultant, interchangeably as appropriate.

2. RECITALS
WHEREAS, City requires remediation consulting services for the Equitable Community Revitalization Grant for 5600-5636 Shull Street, the former Berk Oil site; and WHEREAS, City staff has determined that Consultant possesses the experience, skills and training necessary to competently provide such services for City.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, City and Consultant agree as follows:

3. DEFINITIONS
"Effective Date": Date of when Agreement is fully executed by all Parties.

4. TERM
This Agreement shall have a term commencing from the Effective Date through December 31, 2024 (hereinafter, the "Term"). Nothing in this Section shall operate to prohibit or otherwise restrict the City's ability to terminate this Agreement at any time for convenience or for cause as provided under Section 17 (Termination), below.

5. SCOPE OF WORK

5.1 Subject to the terms and conditions of this Agreement, Consultant agrees to provide the services and tasks described in that certain City Request for Proposals entitled "Request for Proposals Equitable Community Revitalization Grant Environmental Remediation Consultation for 5600-5636 Shull Street / Former Berk Oil Site" issued August 1, 2022, (hereinafter the "City RFP") and the written proposal of Consultant entitled "Proposal for Equitable Community Revitalization Grant Environmental Remediation Consultation for 5600-5636 Street Former Berk Oil Site" (hereinafter the "Consultant Proposal") dated August 15, 2022. The City RFP and the Consultant Proposal are attached and incorporated hereto as Exhibit "A" and "B," respectively.

The term "Scope of Work" shall be a collective reference to the City RFP and the 1 Exhibit 2 153

Consultant Proposal. The capitalized term "Work" shall be a collective reference to all the various services and tasks referenced in the Scope of Work. In the event of any conflict or inconsistency between the provisions of the document entitled City RFP and the provisions of the document entitled Consultant Proposal, the requirements of the document entitled City RFP shall govern and control but only to the extent of the conflict or inconsistency and no further. In the event of any conflict or inconsistency between the provisions of the Scope of Work and the provisions of this Agreement to which the Scope of Work is attached, the provisions of this Agreement shall govern and control.

5.2 Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services identified in the Scope of Work. All such services shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. Consultant shall identify a project administrator and shall have direct responsibility for management of Consultant's performance under this Agreement. No change shall be made in Consultant's project administrator without City' prior written consent.

5.3 Consultant understands the nature and scope of the Work to be performed under this Agreement as well as any and all schedules of performance.

5.4 Consultant shall not claim or be entitled to receive any compensation or damage because of the failure of Consultant, or its subconsultants, to have related services or tasks completed in a timely manner.

5.5 Consultant shall at all times enforce strict discipline and good order among Consultant's employees.

5.6 Consultant, at its sole expense, shall pay all sales, consumer, use or other similar taxes required by law.

5.7 Consultant shall obtain a City business license prior to commencing performance under this Agreement. Consultant shall perform all work to the highest professional standards of Consultant's profession and in a manner, reasonably satisfactory to City. Consultant shall comply with all applicable federal, state, and local laws and regulations (including the conflict of interest provisions of Government Code Section 1090 and the Political Reform Act (Government Code Section 81000 et seq.)).

During the term of this Agreement, Consultant shall not perform any work for another person or entity for whom Consultant was not working at the Commencement Date if both (i) such work would require Consultant to abstain from a decision under this Agreement pursuant to a conflict of interest statute; and (ii) City has not consented in writing to Consultant's performance of such work.

5.8 All of Consultant's employees and agents possess sufficient skill, knowledge, training and experience to perform those services and tasks assigned to them by Consultant.

5.9 All of Consultant's employees and agents (including, but not limited to, subcontractors and subconsultants) possess all licenses, permits, certificates, 2 Exhibit 2 154

qualifications and approvals of whatever nature that are legally required to perform the tasks and services contemplated under this Agreement and all such licenses, permits, certificates, qualifications and approvals will be maintained throughout the term of this Agreement and made available to City for copying and inspection.

5.10 The Parties acknowledge and agree that Consultant will perform, at Consultant's own cost and expense and without any reimbursement from City, any services necessary to correct any errors or omissions caused by Consultant's failure to comply with the standard of care set forth under this Section or by any like failure on the part of Consultant's employees, agents, contractors, subcontractors and subconsultants.

Such effort by Consultant to correct any errors or omissions will be commenced immediately upon their discovery by either Party and will be completed within seven (7) calendar days from the date of discovery or such other extended period of time authorized by the city representative in writing and in their sole and absolute discretion. The Parties acknowledge and agree that City's acceptance of any work performed by Consultant or on Consultant's behalf will not constitute a release of any deficiency or delay in performance. The Parties further acknowledge, understand and agree that CITY has relied upon the foregoing representations of Consultant, including but not limited to the representation that Consultant possesses the skills, training, knowledge and experience necessary to perform the Work skillfully, competently and to the highest standards of Consultant's profession.

6. COMPENSATION

6.1 Consultant shall perform the Work in accordance with the Cost and Pricing which is incorporated to the Consultant Proposal (hereinafter "Compensation Rate").The foregoing notwithstanding, Consultant's total compensation for the performance of all Work contemplated under this Agreement, will not exceed the total budgeted aggregate sum of EIGHT HUNDRED TWENTY-NINE THOUSAND NINE HUNDRED SEVEN DOLLARS ($829,907) (hereinafter the "Not-to-Exceed Sum") during the Term of this Agreement, unless such added expenditure is first approved by the City Council. In the event Consultant's charges are projected to exceed the Not-to-Exceed Sum prior to the expiration of this Agreement, City may suspend Consultant's performance pending City approval of any anticipated expenditures in excess of the Not-to-Exceed Sum or any other City approved amendment to the compensation terms of this Agreement.

6.2 The Not-to-Exceed Sum will be paid to Consultant in monthly increments as the Work is completed. Following the conclusion of each calendar month, Consultant will submit to City an itemized invoice indicating the services performed and tasks completed during the recently concluded calendar month, including services and tasks performed and the reimbursable out-of-pocket expenses incurred. If the amount of Consultant's monthly compensation is a function of hours worked by Consultant's personnel, the invoice should indicate the number of hours worked in the recently concluded calendar month, the persons responsible for performing the Work, the rate of compensation at which such services and tasks were performed, the subtotal for each task and service performed and a grand total for all services performed. Within thirty (30) calendar days of receipt of each invoice, City will notify Consultant in writing of any disputed amounts included in the invoice. Within forty-five (45) calendar days of receipt of each invoice, 3 Exhibit 2 155

City will pay all undisputed amounts included on the invoice. City will not withhold applicable taxes or other authorized deductions from payments made to Consultant.

7. OWNERSHIP OF WRITTEN PRODUCTS
All reports, documents, or other written material (hereinafter "written products") developed by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City.

8. RELATIONSHIP OF PARTIES
Consultant is and shall remain at all times as to City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an agent. Neither City nor any of its officers, employees or agents shall have control over the conduct of Consultant or any of Consultant's employees, except as set forth in this Agreement. Consultant shall not represent that it is, or that any of its agents or employees are, in any manner City employees. Consultant is not, nor shall become, by virtue of performance of the professional services provided under this Agreement, entitled to any City employee benefits, including but not limited to health insurance, dental insurance, vacation pay, retirement pension, unemployment insurance or workers' compensation insurance.

9. CONFIDENTIALITY
All data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without prior written consent by City. City shall grant such consent if disclosure is legally required. Upon request, all City data and any copies thereof shall be returned to City upon the termination or expiration of this Agreement.

10. INDEMNIFICATION

10.1 The Parties agree that City and City's elected and appointed officials, officers, employees, agents and volunteers (hereinafter, the "City Indemnitees") should, to the fullest extent permitted by law, be protected from any and all loss, injury, damage, claim, lawsuit, cost, expense, attorneys' fees, litigation costs, or any other cost arising out of or in any way related to the performance of this Agreement. Accordingly, the provisions of this indemnity provision are intended by the Parties to be interpreted and construed to provide the City Indemnitees with the fullest protection possible under the law. Consultant acknowledges that City would not enter into this Agreement in the absence of Consultant's commitment to indemnify, defend and protect City as set forth herein.

Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to Claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its officials, officers, employees, agents or volunteers.
4 Exhibit 2 156

10.2 To the fullest extent permitted by law, Consultant shall indemnify, hold harmless and defend the City Indemnitees from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys' fees, expert fees and all other costs, and fees of litigation) of every nature arising out of or in connection with Consultant's performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which is caused by the sole negligence or willful misconduct of the City.

10.3 City shall have the right to offset against the amount of any compensation due to Consultant under this Agreement, any amount due to City from Consultant as a result of Consultant's failure to either pay City promptly for any costs associated with Consultant's obligations to indemnify the City Indemnitees under this Section, or related to Consultant's failure to either (i) pay taxes on amounts received pursuant to this Agreement, or (ii) comply with applicable workers' compensation laws.

10.4 The obligations of Consultant under this Section will not be limited by the provisions of any workers' compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or laws as to City and City's elected and appointed officials, officers, employees, agents, and volunteers.

10.5 Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth herein this Section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement. In the event Consultant fails to obtain such indemnity obligations from others as required herein, Consultant agrees to be fully responsible and indemnify, hold harmless and defend City and City's elected and appointed officials, officers, employees, agents, and volunteers from and against any and all claims and losses, costs or expenses for any damage due to death or injury to any person and injury to any property resulting from any alleged intentional, reckless, negligent, or otherwise wrongful acts, errors or omissions of Consultant's subcontractors or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement. Such costs and expenses shall include reasonable attorneys' fees incurred by counsel of City's choice.

10.6 City does not, and shall not waive any rights that it may possess against Consultant because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. This hold harmless and indemnification provision shall apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost, or expense.

10.7 This Section and all provisions contained herein (including but not limited to the duty to indemnify, defend, and hold free and harmless) shall survive the termination or normal expiration of this Agreement and is in addition to any other rights or remedies which the CITY may have at law or in equity.

11. INSURANCE

11.1 During the term of this Agreement, Consultant shall carry, maintain, and keep in full force and effect insurance against claims for death or injuries to persons or 5 Exhibit 2 157

damages to property that may arise from or in connection with Consultant's performance of this Agreement. Such insurance shall be of the types and in the amounts as set forth below:

11.1.1 Comprehensive General Liability Insurance with coverage limits of not less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate including products and Completed operations hazard, contractual insurance, broad form property damage, independent Consultants, personal injury.

11.1.2 Automobile liability insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with work to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. Professional liability (Errors & Omissions) insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement.

11.1.3 Professional liability (Errors & Omissions) insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of$1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement.

11.1.4 Worker's Compensation insurance as required by the laws of the State of California and Employer's Liability Insurance (with limits of at least $1,000,000).

11.1.5 Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees and volunteers.

11.2 Consultant shall require each of its subcontractors, if any, to maintain insurance coverage that meets all of the requirements of this Agreement.

11.3 The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a rating of at least A:VII in the latest edition of Best's Insurance Guide.

Exhibit 2 158

11.4 Consultant agrees that if it does not keep the aforesaid insurance in full force and effect City may either (i) immediately terminate this Agreement; or (ii) take out the necessary insurance and pay, at Consultant's expense, the premium thereon.

11.5 At all times during the term of this Agreement, Consultant shall maintain on file with City' Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming the City as an additional insured. Consultant shall, prior to commencement of work under this Agreement, file with City' Risk Manager such certificate(s).

11.6 Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two (2) weeks prior to the expiration of the coverages.

11.7 The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming City, its officers, employees, agents and volunteers as additional insureds. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty (30) days' prior written notice to City. Consultant agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word "endeavor" with regard to any notice provisions.

11.8 The insurance provided by Consultant shall be primary to any coverage available to City. Any insurance or self-insurance maintained by City, its officers, employees, agents or volunteers, shall be in excess of Consultant's insurance and shall not contribute with it.

11.9 Any deductibles or self-insured retentions must be declared to and approved by City. At the option of City, Consultant shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or Consultant shall procure a bond guaranteeing payment of losses and expenses.

11.10 Procurement of insurance by Consultant shall not be construed as a limitation of Consultant's liability or as full performance of Consultant's duties to indemnify, hold harmless and defend under Section 10 of this Agreement.

12. MUTUAL COOPERATION
City shall provide Consultant with complete access to information for the proper performance of Consultant's services under this Agreement.

13. RECORDS AND INSPECTIONS
Consultant shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of three (3) years after the expiration or termination of this Agreement. City shall have the right to access and examine such records, without charge, during normal business hours. City shall further have the right to audit such records, to make transcripts therefrom and to inspect all program data, documents, proceedings, and activities.

Exhibit 2 TT)9

14. PERMITS AND APPROVALS
Consultant shall obtain, at its sole cost and expense, all permits and regulatory approvals necessary in the performance of this Agreement.

15. NOTICES
Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day of delivery if delivered by hand, facsimile or overnight courier service during Consultant's and City' regular business hours; or (ii) on the third (3rd) business day following deposit in the United States mail if delivered by mail, postage prepaid, to the addresses listed below (or to such other addresses as the parties may, from time to time, designate in writing).

If to City: If to Consultant:

City of Bell Gardens Wood Environment &
7100 S. Garfield Ave. Infrastructure Solutions, Inc Bell Gardens, California 90201 3560 Hayland Avenue, Suite 100 Costa Mesa, CA 92626
With a courtesy copy to: Attn: Joseph Bande, Principal Geologist
Rick Olivarez,
Olivarez Madruga Law Organization, LLP
500 S. Grand Ave., Floor 12
Los Angeles, CA 90071
Telephone: (213)744-0099
Facsimile: (213)744-0093

16. SURVIVING COVENANTS
The termination of this Agreement pursuant to any provision of this Section or by normal expiration of its term or any extension thereto will not operate to terminate any Section or provision contained herein which provides that it will survive the termination or normal expiration of this Agreement.

17. TERMINATION

17.1. City may immediately terminate this Agreement at anytime for convenience and without cause by giving prior written notice of City's intent to terminate this Agreement which notice shall specify the effective date of such termination. Upon such termination for convenience, Consultant will be compensated only for those services and tasks which have been performed by Consultant up to the effective date of the termination. Consultant may not terminate this Agreement except for cause as provided under Section 17.2, below. If this Agreement is terminated as provided herein, City may require Consultant to provide all finished or unfinished Documents and Data, and other information of any kind prepared by Consultant in connection with the performance of the Work. Consultant will be required to provide such Documents and Data within fifteen (15) calendar days of City's written request. No actual or asserted breach of this Agreement on the part of City Exhibit 2 Wo

pursuant to Section 17.2, below, will operate to prohibit or otherwise restrict City's ability to terminate this Agreement for convenience as provided under this Section.

17.2 In the event either Party fails to perform any duty, obligation, service or task set forth under this Agreement (or fails to timely perform or properly perform any such duty, obligation, service or task set forth under this Agreement), an event of default (hereinafter, "Event of Default") will occur. For all Events of Default, the Party alleging an Event of Default will give written notice to the defaulting Party (hereinafter referred to as a "Default Notice") which will specify: (i) the nature of the Event of Default; (ii) the action required to cure the Event of Default; (iii) a date by which the Event of Default will be cured, which will not be less than the applicable cure period set forth under Sections 17.3 and 17.4, below, or if a cure is not reasonably possible within the applicable cure period, to begin such cure and diligently prosecute such cure to completion. The Event of Default will constitute a breach of this Agreement if the defaulting Party fails to cure the Event of Default within the applicable cure period or any extended cure period allowed under this Agreement.

17.3. CONSULTANT will cure the Event of Default within the following time periods:
i. Within ten (10) business days of CITY's issuance of a Default Notice for any failure of CONSULTANT to timely provide CITY or CITY's employees or agents with any information and/or written reports, documentation or work product which CONSULTANT is obligated to provide to CITY or CITY's employees or agents under this Agreement.

Prior to the expiration of the 10-day cure period, CONSULTANT may submit a written request for additional time to cure the Event of Default upon a showing that CONSULTANT has commenced efforts to cure the Event of Default and that the Event of Default cannot be reasonably cured within the 10-day cure period. The foregoing notwithstanding, CITY will be under no obligation to grant additional time for the cure of an Event of Default under this Section 5.213.i. that exceeds seven (7) calendar days from the end of the initial 10-day cure period; or ii. Within fourteen (14) calendar days of CITY's issuance of a Default Notice for any other Event of Default under this Agreement. Prior to the expiration of the 14-day cure period, CONSULTANT may submit a written request for additional time to cure the Event of Default upon a showing that CONSULTANT has commenced efforts to cure the Event of Default and that the Event of Default cannot be reasonably cured within the 14-day cure period. The foregoing notwithstanding, CITY will be under no obligation to grant additional time for the cure of an Event of Default under this Section 17.3(ii) that exceeds thirty (30) calendar days from the end of the initial 14-day cure period.

17.4 In addition to any other failure on the part of Consultant to perform any duty, obligation, service or task set forth under this Agreement (or the failure to timely perform or properly perform any such duty, obligation, service or task), an Event of Default on the part of Consultant will include, but will not be limited to the following: (i) Consultant's refusal or failure to perform any of the services or tasks called for under the Scope of Exhibit 2 V1

Work; (ii) Consultant's failure to fulfill or perform its obligations under this Agreement within the specified time or if no time is specified, within a reasonable time; (iii) Consultant's and/or its employees' disregard or violation of any federal, state, local law, rule, procedure or regulation; (iv) the initiation of proceedings under any bankruptcy, insolvency, receivership, reorganization, or similar legislation as relates to Consultant, whether voluntary of involuntary; (v) Consultant's refusal or failure to perform or observe any covenant, condition, obligation or provision of this Agreement; and/or (vii) City's discovery that a statement representation or warranty by Consultant relating to this Agreement is false, misleading or erroneous in any material respect.

17.5. City will cure any Event of Default asserted by Consultant within forty-five (45) calendar days of Consultant's issuance of a Default Notice, unless the Event of Default cannot reasonably be cured within the 45-day cure period. Prior to the expiration of the 45-day cure period, City may submit a written request for additional time to cure the Event of Default upon a showing that City has commenced its efforts to cure the Event of Default and that the Event of Default cannot be reasonably cured within the 45-day cure period. The foregoing notwithstanding, an Event of Default dealing with City's failure to timely pay any undisputed sums to Consultant will be cured by City within five (5) calendar days from the date of Consultant's Default Notice to City.

17.6. City, in its sole and absolute discretion, may also immediately suspend Consultant's performance under this Agreement pending Consultant's cure of any Event of Default by giving Consultant written notice of City's intent to suspend Consultant's performance (hereinafter, a "Suspension Notice"). City may issue the Suspension Notice at any time upon the occurrence of an Event of Default. Upon such suspension, Consultant will be compensated only for those services and tasks which have been rendered by Consultant to the reasonable satisfaction of City up to the effective date of the suspension. No actual or asserted breach of this Agreement on the part of City will operate to prohibit or otherwise restrict City's ability to suspend this Agreement as provided herein.

17.7. No waiver of any Event of Default or breach under this Agreement will constitute a waiver of any other or subsequent Event of Default or breach. No waiver, benefit, privilege, or service voluntarily given or performed by a Party will give the other Party any contractual rights by custom, estoppel, or otherwise.

17.8. The duties and obligations imposed under this Agreement and the rights and remedies available hereunder will be in addition to and not a limitation of any duties, obligations, rights and remedies otherwise imposed or available by law. In addition to any other remedies available to City at law or under this Agreement in the event of any breach of this Agreement, City, in its sole and absolute discretion, may also pursue any one or more of the following remedies:
i. Upon written notice to Consultant, the City may immediately terminate this Agreement in whole or in part;
ii. Upon written notice to Consultant, the City may extend the time of performance;
Exhibit 2 102

iii. The City may proceed by appropriate court action to enforce the terms of the Agreement to recover damages for Consultant's breach of the Agreement or to terminate the Agreement; or
iv. The City may exercise any other available and lawful right or remedy.

17.9 Consultant will be liable for all legal fees plus other costs and expenses that City incurs upon a breach of this Agreement or in the City's exercise of its remedies under this Agreement.

17.10. In the event City is in breach of this Agreement, Consultant's sole remedy will be the suspension or termination of this Agreement and/or the recovery of any unpaid sums lawfully owed to Consultant under this Agreement for completed services and tasks.

18. GENERAL PROVISIONS

18.1 Consultant shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without City's prior written consent, and any attempt to do so shall be void and of no effect. City shall not be obligated or liable under this Agreement to any party other than Consultant.

18.2 In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation. Consultant will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.

18.3 The captions appearing at the commencement of the sections hereof, and in any paragraph thereof, are descriptive only and for convenience in reference to this Agreement. Should there be any conflict between such heading, and the section or paragraph thereof at the head of which it appears, the section or paragraph thereof, as the case may be, and not such heading, shall control and govern in the construction of this Agreement. Masculine or feminine pronouns shall be substituted for the neuter form and vice versa, and the plural shall be substituted for the singular form and vice versa, in any place or places herein in which the context requires such substitution(s).

18.4 The waiver by City or Consultant of any breach of any term, covenant or condition herein contained shall not be deemed to be a waiver of such term, covenant, or condition or of any subsequent breach of the same or any other term, covenant or condition herein contained. No term, covenant or condition of this Agreement shall be deemed to have been waived by City or Consultant unless in writing.

18.5 Consultant shall not be liable for any failure to perform if Consultant presents acceptable evidence that such failure was due to causes beyond the control and without the fault or negligence of Consultant.

18.6 Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in Exhibit 2 A3

addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the forbearance of the exercise by any party of any one or more of such rights, powers or remedies shall not preclude the simultaneous or later exercise by such party of any of all of such other rights, powers or remedies. In the event legal action shall be necessary to enforce any term, covenant or condition herein contained, the party prevailing in such action, whether reduced to judgment or not, shall be entitled to its reasonable court costs, including accountants' fees, if any, and attorneys' fees expended in such action subject to the limitations contained in Section 10. The venue for any litigation shall be Los Angeles County, California.

18.7 If any term or provision of this Agreement or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, then such term or provision shall be amended to, and solely to, the extent necessary to cure such invalidity or unenforceability, and in its amended form shall be enforceable. In such event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected thereby, and each term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law.

18.8 This Agreement shall be governed and construed in accordance with the laws of the State of California.

18.9 All documents referenced as exhibits in this Agreement are hereby incorporated in this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail. This instrument contains the entire Agreement between City and Consultant with respect to the transactions contemplated herein. No other prior oral or written agreements are binding upon the parties. Amendments hereto or deviations here from shall be effective and binding only if made in writing and executed by City and Consultant. [SIGNATURES ON NEXT PAGE]
Exhibit 2 1(14

TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below. "City" "Consultant"
City of Bell Gardens Wood Environmental &
Infrastructure Solutions, Inc.

By: By:

Michael B. O'Kelly, City Manager
Date: Date:

Approved as to form-
By-
Rick Olivarez, City Attorney
Exhibit 2 165

EXHIBIT "A"

CITY RFP
Exhibit 2 1�6

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REQUEST FOR PROPOSALS
Equitable Community Revitalization Grant
Environmental Remediation Consultation for
5600-5636 Shull Street / Former Berk Oil Site
RFP Release Date
August 01, 2022
Proposal Submittal Deadline
5:00 p.m., Monday, August 15, 2022
Contact Person:

Steven Jones, City Planner
City of Bell Gardens
7100 Garfield Avenue
Bell Gardens, CA 90201
(562) 806-7723
o es ell_ r e s.or_
7100 Garfield Avenue • Bell Gardens, CA 90201 • (562) 806-7700 • www.beligardens.org Exhibit 2 167

Exhibit 2 168

TABLE OF CONTENTS
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Submittal Procedures and Deadline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Definitions, Terms and Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Scopeof work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Proposal Format and Content Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Evaluation Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Exhibit 2 169

INTRODUCTION
The City of Bell Gardens Community Development Department ("City") is seeking qualified individuals/firms with proven expertise to submit a proposal to perform environmental remediation consultation for property located at 5600-5636 Shull Street (known as the former Berk Oil Site) as detailed by the Equitable Community Revitalization Grant ("ECRG") the City has been awarded through the State Department of Toxic Substances Control (DTSC) (Refer to grant milestones).

It is the intent of the City of Bell Gardens to select a single firm to accomplish and/or supply all services outlined in this Request for Proposal ("RFP").

SUBMITTAL PROCEDURES/DEADLINE
Four copies of your response, two (2) bound, one (1) unbound and (1) electronic version (emailed to cityclerkdesk(a-)bel/ciardens.orcI and siones(-beggardens.oLg), shall be submitted no later than 5:00 p.m. on Monday, August 15, 2022, to the City Clerk's Office. The electronic version of the proposal must be an exact duplicate of the hard copies. If the proposal includes any comments over and above the specific information requested in this RFP, such information should be included as a separate appendix and placed at the end of the proposal.

Postmarks by this date are not acceptable and facsimiles will not be accepted. Please mail or deliver your response in a sealed envelope with "ECRG/ENV RFP Response" written below the address label and addressed as follows:

City Clerk's Office
Attention: Ms. Vanessa Quiroz, Acting City Clerk
ECRG/ENV RFP Response
City of Bell Gardens
7100 Garfield Avenue
Bell Gardens, CA 90201
To ensure a fair and objective RFP process and evaluation, all questions and inquiries related to this RFP shall be addressed in writing to Steven Jones, City Planner, at [email protected]. The deadline for written questions and inquiries is August 11, 2022.

City Hall is open Monday through Thursday from 7.30 AM to 6.00 PM.

The tentative schedule for this Request for Proposals is as follows:

Release of RFP to Vendors Monday, August 01, 2022 Deadline for Questions and Inquiries Thursday, August 11, 2022, by 5:00 PM -Proposal Submission Deadline Monday, August 15, 2022, by 5:00 PM Interviews for Qualified Firms Week of August 15, 2022 Contract Evaluations/Negotiations Week of August 15, 2022 -City Council Meeting for Approval Monday, August 22, 2022 Earliest Award of Any One Contract Week of August 22, 2022

Page 4 of 10 ends

Bell Gardens City CouncilOctober 24, 2022

Bell Gardens City Council
October 24, 2022